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Report Designer - Exclude deleted or corrected transactions from your reports or layouts

Created on  | Last modified on 

Summary

How to use Report Designer to exclude deleted or corrected transactions from your reports or layouts in Sage 50 Accounts.

Description

You can delete and correct transactions on your audit trail. Normally, you wouldn't want to show these transactions on reports or layouts. So, you Sage Report Designer you can exclude them by using filters or criteria.

Resolution

If any of the panes mentioned in this section aren't visible, open the View menu and select the required pane. If the pane doesn't appear, you can reset the Report Designer default view.

The following steps contain everything you need to help you to exclude deleted or corrected transactions from your document.

This article assumes that you've located the report or layout that you want to amend and opened it in Sage Report Designer. 

Exclude deleted transactions

  1. In Report Designer, click Report, then click Criteria and select the Show Disabled check box.
  2. Select EXC_DELETED_TRAN and click Modify.
     NOTE:  If 'EXC_DELETED_TRAN' does not appear as an option when you go into the Disabled Criteria list you can follow our Add selection criteria to a document article or request a callback for further assistance.
  3. On the Status option, choose Preset then click OK.
  4. Select the Exclude Deleted Tran check box and click OK.
  5. Click OK.

Exclude corrected or cancelled transactions

This section assumes that you've used the Write Off / Refund option from the Customer or Supplier module, to cancel or correct information. If you posted manual error corrections, in step 5, replace CANCEL or REFUND with the reference entered on your manual corrections.

  1. In Report Designer, click Report, then click Filters.
  2. If a Modify Filter window appears, click Use Advanced Filter.
  3. If no existing filter appears, proceed to step 5.
  4. If there's an existing filter on this report, click at the end of the filter then type AND .


 TIP: After AND represents a single press of the space bar. Ensure you enter the word AND in capital letters. 

  1. If you want to edit a report outside of the Nominal reports folder, enter the following filter:

    AUDIT_HEADER.INV_REF NOT LIKE "REFUND" AND AUDIT_HEADER.INV_REF NOT LIKE "CANCEL"

    Or, if you want to edit a Nominal report, enter the following filter:

    AUDIT_JOURNAL.INV_REF NOT LIKE "REFUND" AND AUDIT_JOURNAL.INV_REF NOT LIKE "CANCEL"

  2. Click OK.

NOTE: See our create or edit a filter on a document article for more information.

Save the changes to your document

  1. Go to Reports, then Report Properties, and enter a new name and description for the document.
  2. Click OK.
  3. Go to File, then Save As and save your report. The Save As window defaults to the correct folder for the type of document you're saving.
  4. Click Save, then close Report Designer.

TIP: Any issues finding a recently saved document, open it from the Report Designer Recent files list and save it to the required location. To open a recently viewed report, from the Sage Accounts desktop, go to Tools, then Report Designer, then from the Recent files list, click your required report.

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