Producing reports

You can print, email or fax reports, output them to various file formats or export them to other software for further modifications.

To display and print a report

1	Go to the Reports menu and choose Index to Reports. The Index to Reports window appears.

2	Select the report you want to display or print and click Display. The Report Display window appears.

3	If you want to reposition or resize columns:

a	Select Screen Report in the View field.

b	To reposition a column, position the cursor over the column header until the cursor changes to the hand icon (), then drag the column header to a new position.

c	To change the width of a column, position the cursor over the icon of a column header () and then drag it to change the column’s width. Only columns that have this icon can be resized.

4	If you want to limit the data that will be printed or refine the appearance of the report, click Customise. For more information, see Customising reports.

5	When you have customised the report as required, click Display. The Report Display window reappears.

6	Select Print Preview from the View list in the report toolbar.

7	If you want to save the new report layout as a custom report, click Save As. This new format will be available from the Custom tab of the Index to Reports window.

8	Click Print.

To save a report as a file

You can save reports in various file formats so that they can be viewed and edited in other software.

1	Go to the Reports menu and choose Index to Reports. The Index to Reports window appears.

2	Select the report you want to save.

3	If you want to limit the data that will be printed or refine the appearance of the report, click Customise. For more information, see Customising reports.

4	Click Send To and choose one of the following file formats:

n	PDF (Portable Document Format). If you save a report as a PDF file, the person who receives the report must have software, such as Adobe Reader, that is capable of opening a PDF file.

n	HTML When you save a report in HTML (HyperText Markup Language) format, the report can be viewed in web browsers such as Microsoft Internet Explorer.

n	Tab-Delimited Text File. When you save a report in tab‑delimited text file format, fields in the report are separated by tab spaces. Tab-delimited text files can be opened by most word processing and spreadsheet software.

n	Comma-Separated Text File. When you save a report in comma-separated text file format, fields in the report are separated by commas. Comma-separated text files can be opened by most word processing and spreadsheet software.

n	Simple Text File. When you save a report in simple text format, fields are separated by spaces so the appearance of the report is as similar as possible to a printed version of the report. Simple text files can be opened by most word processing and spreadsheet software.

5	In the Save As window, enter a name and select a location for the file and click Save.

To send a report by email

When you send a report by email, the report is saved as a PDF file and attached to the body of the email message. Your recipient needs a PDF file viewer, such as Adobe Reader, to view the report.

1	Go to the Reports menu and choose Index to Reports. The Index to Reports window appears.

2	Select the report you want to send.

3	If you want to limit the data that will be printed or refine the appearance of the report, click Customise. For more information, see Customising reports.

4	Click Send To and choose Email. The Email window appears.

5	In the Name field, type or select the individual or organisation you want to send the report to.

6	If necessary, add or change the email address.

7	Enter the subject and message of the email.

8	Click Send. The email is sent to your email software’s outbox with the report attached as a PDF file.

9	Send the email and attachment from your email software as you normally would.

To send a report by fax

If you have fax software installed on your computer you can send your reports by fax. Windows 2000 and Windows XP include fax software; for more information, see Windows Help.

1	Go to the Reports menu and choose Index to Reports. The Index to Reports window appears.

2	Select the report you want to fax.

3	To limit the data that will appear in the report, click Customise and specify the data you want. For more information, see Customising reports.

4	Click Send To and choose Fax.

5	Use your fax software to send the fax as you normally would.

To view a report in Microsoft Excel

note : Viewing saved reports in Microsoft Excel

You can also open reports in Excel that you have saved as tab-delimited files, comma-separated files or unformatted text files.

You must have Microsoft Excel installed on your computer.

1	Go to the Reports menu and choose Index to Reports. The Index to Reports window appears.

2	Select the required report.

3	If you want to limit the data that will be printed or refine the appearance of the report, click Customise. For more information, see Customising reports.

4	Click Send To and choose Excel. Microsoft Excel starts and the selected report appears.

Modifying OfficeLink templates for Microsoft Excel

Each report in your MYOB software has a corresponding Excel template. All Excel templates are stored in a folder named Spredsht, which is located in your MYOB software folder. You can modify these templates if you want.

For a list of the Excel templates and the reports they correspond to, see Microsoft Excel templates.

caution : Use caution when modifying Excel templates

If you modify the Excel templates, do not move the [[Tbl:Body Table]] field. This field must be located in Column B, row 15, in order for each report’s total amounts to be calculated correctly. If you move [[Tbl:Body Table]], the totals will be inaccurate.

Also note that if you want to perform additional calculations using the exported report data, you should either create a macro that will perform the calculation after the report is imported, or place your reference fields on a separate spreadsheet and update it after the report is imported. Please refer to your Excel documentation for specific help.

Related Topics

■	Printing report batches

■	Customising reports