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Report Designer - Add selection criteria to a document

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Summary

How to add selection criteria to a document in Sage 50 Accounts.

Description

When you run reports in Sage 50 Accounts, you can specify criteria to control the information that appears on the report. For example, you may only want information for a certain account or within a certain date range. If required, you can edit reports and other documents to change which criteria options appear.

Resolution

Before following the steps below you must open your document in Sage Report Designer.

Modify, enable or remove existing criteria

  1. In Report Designer, on the menu bar click Report, then click Criteria.

    NOTE: To reorder the criteria, click the one you want to move, then click Move Up or Move Down.


  2. If required, to show existing disabled criteria, click the Show Disabled check-box.
  3. Click the criterion you want to change.
  4. To delete the criterion, click Remove, click Yes then click OK. Alternatively, to amend the criteria click Modify.
  5. Amend the settings as required, then click OK.
  6. If prompted, enter any preset values you want to use and click OK.
  7. Click OK.

Add new criteria

  1. In Report Designer, on the menu bar click Report, then click Criteria.
  2. Click New Criteria.
  3. In the first drop-down click the table containing the variable you want to add as criteria.
  4. In the second drop-down click the variable that you want to add as criteria, then click OK.
  5. In the Criterion window, enter the message to use as a prompt for a value.
    TIP: We recommend you leave the Criterion name as the existing name.
  6. In the Status drop-down click one of the following:

    Disabled
    To switch off this criterion, click this option.
    Enabled
    To show this criterion when the report is run, select this option.
    Preset
    To apply preset criteria when the report is run, select this option. When you click OK you're prompted to enter the criteria values.
  7. Click OK, then if prompted, enter any preset values you want to use and click OK.
  8. Click OK.

TIP: To show criteria with preset defaults that you can amend, set the criteria status to Preset, enter the default values, then change the status back to Enabled.


Preset your default values

  1. Select the document you want to amend, then click Edit.
  2. Click Report, then click Criteria.
  3. Select your date criteria, for example INVOICE_DATE, then click Modify.

 NOTE: You can Preset the default values for any criteria. 

  1. Select Preset, from the Status drop-down.
  2. Click OK.
  3. Change the date range to your preferred values.
  4. Click OK.

If you'll need these preferred values to be amended when running the report in future, follow these steps:

  1. Select the date criteria, then click Modify.
  2. Select Enabled, from the Status drop-down.
  3. Click OK, then click OK.
  4. Click File, then click Exit

 

 


The Criteria window

The following options are available when selecting your criteria and when setting a preset criteria value:

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 don't match any of several values entered.
Once you've added or amended your report criteria you should save the changes to your document.

 



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