Data View Reporting Tool

+ Transcript

DBA provides a treasure trove of valuable data that can help you become a more efficient manufacturer. Our Data View reporting tool is unique to DBA. It provides you with a powerful custom reporting tool that does not require programming skills to use.

Each data view is displayed in a spreadsheet style format like you see here (Sales by Item). You have complete control over the fields that are displayed, their sort order, and subtotaling options. You can output this data to an Excel spreadsheet, an HTML file, a text file, or to the printer.

Data Views are available for most modules, located at the end of each menu. Here on the Sales menu, for example, are four data views: Open Sales Orders, Sales Order Bookings, Pick/Ship Not Invoiced, and Sales Order Invoices. Let's look at Sales Order Invoices to show you how the data view reporting tool works.

You are first presented with a selection screen that enables you to filter your data. For example, you can select summary data, which are invoice totals, or detail, which presents line item detail.

Here you select your date range. You can limit the data to particular SO Types or customer types, or to a specific customer or selection of customers. For commission reporting, you can select one of more commission codes.

If you are in detail mode, a second screen is presented where you can filter by item category, line type, and can limit the report to one or selected line items. After your selections are made, you click the View button.

You are then presented with a list of layouts. Those that have a Type value of System are supplied with DBA and cannot be changed. Those with a type of User are created by users and can be freely modified or copied. There is no limit to the number of data view layouts you can create. You also have the option of modifying a system layout and saving it to a user layout name.

Let's take a look at the Invoice Details layout. Select the layout, then click the Load button. Here is our data view. Let's now take a look at how the data view can be customized.

First, you can remove or add fields by clicking the Customize button. The fields in the customize box are not in the layout, but can be added. To add a field, drag it out of the customize box and drop it where desired. To remove a field, drag it from the heading and drop it into the customize box.

If you want to create a subtotal, drag the column heading you want to total on into this header area. We are now grouping this data view by item, which is the Reference ID field. This is the collapsed view where we see just the items. Click the plus sign in the upper corner for the expanded view, which shows the invoice details within each item.

You can even subtotal a group within a group. Here we are grouping by items within customers.

After you've finished your customizations, click the Save Layout button. You can save customizations to the existing layout, except for system layouts, or you can save your customizations to a new layout name. There is no limit to the number of user layouts you can create.

Besides viewing your data here in the data view screen, you can also output the data by clicking the Output button. You can output data to an excel spreadsheet, html file, text file, or you can output to the printer.

The Output capability is a great way to export data out of DBA into outside applications. Once your data is in an Excel spreadsheet, like you see here, all the power of Excel can be brought to bear for print formatting, mail merges, formulas, import into other programs, and so on.

As you can see, the data view is a powerful reporting tool that enables you to access and organize your data the way you want to see it, without requiring programming skills.