Within Sage Report Designer you can add selection criteria to reports, layouts, letters or labels. This can save time both running and checking the report or layout. For example, on a report that shows a list of transactions, if you want to select only transactions that fall between certain dates, you can add criteria to the report which prompt you for a date range when you run the report. 

NOTE: This article has been prepared and issued to you as a goodwill gesture only and Sage accepts no liability or responsibility for its use. For further support please refer to your Business Partner.

TIP: Re-saving the report before amending settings is advised, for information on how to do this refer to article 200427112325427.

• To modify the existing criteria
• To add new criteria
• To remove criteria
• To change the order of criteria
• To use the date picker

To modify the existing criteria

1. Report Designer > Data > Criteria > select the required criteria > Modify.
2. Amend the criterion details as required > OK.
3. OK.

To add a new criteria

1. Report Designer > Data > Criteria > New Criteria.
2. From the first drop-down list, choose the required table, for example, SLCustomerAccounts from the second drop-down list, choose the required variable, for example, CustomerAccountNumber click OK.
3. You will then receive the Criterion details form. Amend any criterion details as required, for example the criteria description.
4. From the Status drop-down list choose from the following:
   
   Disabled - If you select this option, you are not prompted to enter values for this criterion at any point.
   
   Enabled - If you select this option, you are prompted to enter the values for this criteria each time the report is run.
   
   Preset - If you select this option, you are prompted to enter the values for this criteria at the point of setting the criteria to Preset and the values are retained for this report from this point on.
   
   
5. If you selected the status Preset, on the Preset Criteria Values window enter the values required  > click OK. If the Preset Criteria Values window does not appear, proceed to step 6.
   
   

   All	Include records or transactions containing all possible values for this criteria.
   Between (inclusive)	Include records or transactions with values within the range entered, including the selected values.
   Between (exclusive)	Include records or transactions with values within the range entered, excluding the selected values.
   Outside (exclusive)	Include records or transactions with values outside the range entered, excluding the selected values.
   Outside (inclusive)	Include records or transactions with values outside the range entered, including the selected values.
   Is	Include only records or transactions with the exact value entered.
   Is Not	Include only records or transactions with a value different to the value entered.
   From (inclusive)	Include records or transactions with values the same as, or higher than, the value entered.
   From (exclusive)	Include records or transactions with values higher than the value entered.
   To (inclusive)	Include records or transactions with values the same as, or lower than, the value entered.
   To (exclusive)	Include records or transactions with values lower than the value entered.
   In	Include records or transactions with values which match any of several values entered.
   Not In	Include records or transactions with values which do not match any of several values entered.

6. You may use the option "Fix the range selector (e.g. Between, From To)" this is used if you wish to limit the functionality of a criteria field to always use Between for example. This is done in 3 parts as detailed below.
   
   • Tick the “Fix the range selector option”
   • Choose All from the Available Range Selectors
   • Pick which criteria you would like to use from the Default Value option at the bottom of the form.
7. Dropdown Selection List - You are given 3 options for this as follows.
   
   

   Do not show a dropdown list of values	The field will be a free text box to type in any criteria.
   Show a dropdown list of values from the database	A query will need to be entered. In the first box enter the SQL query that will need to be run to pull through the relevant information from the database. The “Display Property” box is used to define which fields will be shown on the drop down list when choosing the criteria. The “Value Property” box is used to specify which aspect of the data is sent back to the database to specify the criteria Tip: For examples, open a standard Sage 200 report, select one of the criteria and modify it to see how the query is built up.
   Show a fixed dropdown list	This is used to specify a fixed range of criteria and these values will need to be entered manually within the form.

8. Click OK.
   

   NOTE: The “Is Transient” tick-box is used if you wish to use a criterion that is based on an expression and not a standard variable within the database.

To remove criteria

1. Report Designer > Data > Criteria > Select Criteria and choose Remove.

To change the order of criteria

1. Report Designer > Data > Criteria > select the criterion you want to move.
2. Click Move Up or Move Down until the criterion is in the required position > OK.

To use the date picker

1. Run the required report or layout.
   

   NOTE:  If you select Export or File, you must complete the Save As window before proceeding to step 2.

2. To the right of the date to criteria, click the date picker  button > choose the required period > enter any other criteria required (see diagram) > OK.

NOTE: If you are viewing this article from the Sage website, a list of Sage 200 Report Designer articles are now available.

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