Designing your own reports and documents

You can use Report Designer to amend the standard Sage 200 reports and documents ( layouts, letters and labels) provided with Sage 200 or create new ones.

Open: Report Designer > Report Designer.

Note: To access Report Designer, your user account must be a member of a role with access to Report Designer features. This is set in Sage 200 System Administration.

You can:

Make changes to the standard reports and documents.

Add or remove criteria.
Divide information into groups.
Sort the order that the information appears.
Filter the information that appears.
Change the styles that are applied, such as the font and size of the text, headings etc.
Add images.
Generate your reports and documents in a variety of file formats, such as pdf, html, csv.
Set them up to send to your customer or supplier contacts in Sage 200 via email.
Add or move information to match your own stationery layouts for documents such as invoices, remittances and credit notes.

Create new reports and documents.

Add information from other Sage 200 modules or other data sources.

Saving reports and documents edited in Report Designer

Reports and documents are stored in three levels:

Company

This for reports and documents that you have customised for a specific company.

Custom

This is for report and documents that you have customised and are used by all your Sage 200 companies.

Default

This are the standard reports and documents provided by Sage 200.

When a report is run or document is printed, the company specific versions are checked first, then the custom versions and finally the default versions. The first version of the report of document located is used.

To make sure the new or edited report or document is run when the reporting or printing option is selected in Sage 200, you must save any customised reports or documents to the custom or company folder, using the same folder structure and the same name as the default version.

Reports are stored in a folder structure based on the report type and module that the report is generated from.

For example: Sales Ledger reports are stored in the reports > sales folder, stock reports are stored in the reports > stock folder and so on.

Company specific reports are stored using this folder structure: company/<company name>/reports/<module name>
Custom reports are stored using this folder structure:custom/reports/<module name >.
Default reports are stored using this folder structure: default/reports/<module name>.

Documents are stored in a folder for each document type. Layouts in the layouts folder, letters in the letters folder and labels in the labels folder. Letters and layouts can be saved with different names as you can use multiple versions of these.

Company specific documents are stored using this folder structure: company/<company name>/document type>/.
Custom documents are stored using this folder structure: custom /<document type>/.
Default documents are stored using this folder structure: default/<document type>/.

Saving reports for Sage 200 Online

To save company specific reports and documents:

Edit or create the report or document in Report Designer.
Go to File > Save As.
Right-click on the Company folder and create the required folder structure :
- For reports, create the following folders: /<company name>/reports/<module name>/.
- For documents, create the following folders: /<company name>/document type>/.
Note: Folder names are always saved in lower case.
Save the report in the required folder with the same name.

To save custom reports and documents:

Edit the report in Report Designer.
Go to File > Save As.
Save the report with the same name and in the same folder structure as the default.
- Reports are saved using custom/reports/<module name>/<report name>.
- Documents are saved using custom/<document type>/

Add a report to a new menu item

To add a report to the menu as a new menu item, you must have access to the System Administration and the Desktop Design Mode in Sage 200.

Create a new feature and target for the report in System Administration.
See how to add a new feature and target
Open: System Administration> Features
1. Right-click the folder you want to add the report to and select Add new feature.
2. Enter a Name for the new feature.
3. In the Feature Properties section, select Targets and click Add.
4. Enter a Name for the target.
5. Select Report from the Target Type drop-down list.
6. Click the browse button and select the report.
7. Click Save.
Add the new feature to a role/roles. This is to make sure the correct Sage 200 users can access the new report.
See how to authorise a feature for a role.
1. Right-click the new feature and select Role Authorisation.
2. Select the roles that will have access to the report.
Add a new menu item to the menu in Sage 200 and associate it with the target you have created.
See how to add a new menu item
Open: Sage 200 > Tools > Menu Design Mode.
1. Select the role that will have access to the report. If you want to add the menu item to more than one role, repeat this process for each relevant role.
2. Right-click the section of the menu that you want to add the report to, and select Add Menu Item.
3. Enter a Name for the menu item.
4. Select Existing Target from the Select Target Type drop-down list.
5. Click Select Target. Select the target you created in Sage 200 System Administration
6. Click Save.

Note: You can replace standard reports in Manufacturing modules, using the Custom Layouts option in Manufacturing System Manager.