Crystal Reports: The New Standard in Quality Education

The New Standard in Quality Education
Crystal Reports
Version 3.0

2
Crystal Reports Overview

Pre-requisites

Introduction
3
Objectives

To enable you to develop your
own reporting solutions in Crystal
Reports with confidence
4
Course Overview

1 Data Structure
2 Simple Report Creation
3 Crystal Report Functions
4 Running Reports

Scala Data Structure

Section 1

6
Section Overview
What is a Database?
How do we connect to the Database?
Scala data file structure
7
How Do We Connect to the DB?
Scala5.x Modules
Data Management
Scala Client
Win95, 98, NT
Web Browser
Scala Program Layer
Btrieve or SQL data
management layer
Database
8
How Do We Connect to the DB?

Database
Crystal
Reports
DDFs Describe Database
(Btrieve)
ODBC Connects to Database
table SYSOBJECTS
Read Only
11
Data File Structure
Scala Table Naming Definition

MMNNCCYY
Module
Unique Number Company Code
Financial Year
12
Data File Structure
Format of Data files

13
Data File Structure
Format of Fields
14
Data File Structure
Database to Interpret field and file
names
ScaDBconv.exe
Scala5eu.mdb in Scala root directory
Table in SQL database
SCA_TAB_COLUMNS

15
Data File Structure
Scala5eu.mdb welcome screen
16
Data File Structure
17
Break
Break

18
Section Review
What is a Database?
How do we connect to the Database?
Scala data file structure
Simple Report
Creation

Section 3

20
Section Overview
Report Style
SQL Data Files
Scala Data Files
Scala Data Fields
Preview Report
21
Report Creation
Click
22
Report Style
Report A - Stock Listing
Step 1 - Choose report style
Click
23
Data Source
Step 2 - Select Data Source
Click
24
Data Source
Step 3 - Choose Data Source
Note the different
database options!!
25
Data Source
Step 3 - Choose Data Source
Need to
supply
user name
and
password
26
Step 4 - Select Scala Data Tables
Scala Data Files
Click
To
Finish
Select File(s)
Select Single or Multiple Tables
27
Scala Data Files
Confirmation of Selected Files
Click Next
28
Scala Data Fields
Step 5 - Select Fields
29
Scala Data Fields
Report 1 Stock Listing
Stock Code SC01001
Description Line 1 SC01002
Price Local Currency SC01004
Stock Balance SC01042
30
Scala Data Fields

Select Fields
Choose Add
31
Field Tab
32
Preview Report
When all fields are selected choose
FINISH

Click
33
Report Creation
34
Report Creation
You can return to the report expert at
any time by using the function
Recommend that the report is saved
before returning to the expert
35
Break
Break
36
Section Review
STEP 1 - Report Style
STEP 2 - SQL Data Source
STEP 3 - Scala Data Tables
STEP 4 - Scala Data Fields
STEP 5 - Preview Report
Exercise
Exercise 1
Customer Listing
Crystal Reports

Section 3

39
Section Overview
Design & Preview
Report Options
Guidelines
Refreshing Data
Right Click
Sections
40
Design & Preview Tabs
41
Design & Preview Tab
42
Preview Tab
43
Report Options
Options
Report Options

44
Options
45
Options
46
Options
47
Guidelines
48
Refreshing Data
F5 Refreshes Data or
Preview Sample
49
Refreshing Data
Preview Sample
50
Right Clicking
Useful in many areas of Crystal

Short Cut to menu options
51
The Magic Button
Undo / Redo
52
Sections
Left-hand side of design tab shows
report sections
Report
Sections
53
Sections
Right-hand clicking in the sections
area brings up menu
Format sections command gives
further details of sections.
Section can be hidden allowing drill
down function or suppressed
54
Sections
55
Section Review
Design & Preview
Report Options
Guidelines
Refreshing Data
Right Click
Sections
Formatting

57
Section Overview
Adjusting Headings
Increasing Field Width
Adding new fields
Adding Special fields
Selection Expert
Sorting
Grouping
Parameters

58
Adjusting Headings
Highlight field
To rename double click or | edit |
text object
As with many windows products
Crystal Reports supports drag and
drop and copy and paste

59
Highlight the field

Place pointer on blue boxes it
changes to arrow
Field width and height can be
adjusted by dragging arrow

60
Adding New Fields
Text Field

Drag And Click to Drop

61
Adding New Fields
Field Explorer

62
Adding New Fields
Database fields
Select field
63
Adding Special Fields
64
Adding Special Fields
A number of the special field values are
set in Summary info from file menu
65
Selection Expert
Choose Select Expert

Then choose field to select items from.
Report on non-report field
66
Selection Expert
Default to AND can
change to OR
through formula
67
Selection Expert
Example of Selection terms
New!
68
Sorting Records
You can sort by multiple columns.

69
Brings up sort box

Automatic sort by column 1
Sort Expert
Report
Fields
Sort
Fields
Sort Direction
70
Grouping
Used to group data together
Similar to sorting but adds headers and
footers
71
Grouping
Used in Sub-Totaling
User can define the order
72
Grouping
Define Order
Extra Options
on Date field
73
Grouping
Specified Grouping User defined
order
Select Groups
74
Grouping
Example of Grouping
75
Parameters
Used with selection terms
Provides an easy way to change
selection terms when a report is
refreshed
Parameter can be used as a field in the
report. For Example in the report title.
Compatible with compiled reports or
web based reports

76
Parameters

Then click icon to create new parameter
77
Parameters
Text that appears
when report is run
Type
Allows parameter to hold single value or multiple
values and Ranges. Experiment to see affect
Next Screen
78
Parameters
Warning on Usage
79
Parameters
Example of Usage
80
Parameters
Enter Parameter as selection terms
Parameter field denoted as (? Field)

Now refresh data
81
Parameter
82
Section Review
Adjusting Headings
Adding new fields
Adding Special fields
Selection Expert
Sorting
Grouping
Parameters
Exercise
Exercise 2
84
Break
Break
Totalling and
Formulas

Section 6

86
Section Overview
Strings
Converting Strings
Totalling / subtotalling and
summaries
Converting Dates

87
Strings
Scala 5.1 SQL holds the majority of
fields in the correct format.
However due to historical reasons
some fields will need to be
converted
Strings are collections of characters
alpha and/or numeric
Strings need to be converted to
numbers for Crystal to perform
operations
88
Converting Strings to Numbers
Create a new formula

Click New
89
Give the formula a name

Tip - Give your formula name the
column name

90
This then brings up formula editor box

Operators
Formula Text
Fields
Functions
91
To convert a string to a number type

ToNumber({Field name})

Be careful of Brackets
(,) = function
{,} = field
[,] = field value (Seen later)

Function
Field
92
93
Unfortunately this formula does not
always work.
Scala leaves blanks in database
instead of zeros.
Therefore we need to add to the
statement
If {field_name} = Then 0
Else ToNumber({Field_Name})
Exercise
Exercise 3
95
Totalling and Sub-totalling
Sub total or grand total fields must
be numeric.
Highlight the field you require a
total for and select totalling from
insert drop down menu.

96
Totalling and Sub totalling
Right hand clicking on the report
field will also bring up a shortcut
method to enter totalling.

If the options are missing on the menu you have not
chosen a numeric field
97
Sub-totalling
Entering a sub-total
98
Totalling
Insert grand-totals

Choice of sum, maximum,
minimum, average etc. Field
printed in report footer
99
Summaries
Similar to subtotal
but will give same
totalling options as
grand total function
100
Converting Dates
Again the majority of dates in Scala
database are held as datetime or
date fields. However some may
need conversion from a string field

19980915
YYYYMMDD

101
Converting Dates
Conversion requires following
formula:
If {Field_Name} = then
Date(0,0,0) Else
Date(ToNumber({field_name}[1 to 4]),
ToNumber({field_name}[5 to 6]),
ToNumber({field_name}[7 to 8]))

102
Section Review
Strings
Converting Strings
Totalling / subtotalling and
summaries
Converting Dates
Exercise
Exercise 4
Formatting Numbers &
Dates

Section 7
Optional
105
Section Overview
Formatting Strings
Formatting Numbers
Formatting Dates
Conditional Formatting
Highlight Expert
Top N Selection
Report Alerts
Running Totals
SQL Expressions
106
Formatting Strings
Right-hand click
on field or chose
format field from
format menu

107
Formatting Numbers
Extra Format
Tab
108
Formatting Numbers
109
Formatting Dates
Extra Format
Tab Choose
Customize

110
Conditional
Vs Absolute

Select a number
field for this example
111
Brings up the Formula Editor Box
112
Button Changes to Red indicating value
is controlled conditionally
113
Conditional formatting can be used
throughout Crystal reports
Advanced technique that is particularly
useful in dealing with Sections
114
Highlight Expert
Works similarly to previous
example of conditional formatting
Gives a Traffic Light effect to the
data

115
Highlight Expert
116
Report Alerts
Similar to Highlight expert but a window
appears when a report is run to indicate
records correspond to a certain set of
conditions
For Example when printing a
customer statement shows customers
with a balance exceeding 1000
New functionality in Crystal 8.5
117
Report Alerts
118
Report Alerts
119
Report Alerts
120
Report Alerts
When report data is refreshed the report
will then produce an exception report
121
Top N Expert
Used for finding the top N on any
column. For example the top 20
outstanding supplier balances on
purchase ledger.

122
Top N Selection
You must create a sub total or
summary before the top N selection
will work.

Specify value of N
123
Running Totals
Used to create cumulative totals in
reports
Totals will be dependent on the
grouping of the report
124
Running Total
125
SQL Expression Fields
Used only with SQL compatible
databases
Allow SQL syntax to entered in Crystal
report
Improves report performance when
grouping, selecting or sorting data as
query is run on server instead of
workstation
Limited in functionality compared with
crystal formulas
126
Creating a new SQL expression
127
Note limited functionality
128
Field Explorer
Insert
Browse
Data Only
New Edit Rename Delete
Toggle Field
Type
129
Field Explorer
? denotes Parameter field
@ denotes formula field
denotes SUM or group field
# denotes running total
% denotes a SQL expression
130
Section Review
Formatting Strings
Formatting Numbers
Formatting Dates
Highlight Expert
Top N Selection
Report Alerts
Running Totals
SQL Expressions
Exercise
Exercises 5
Linking Tables

Section 8

133
Section Overview
Why link tables
Rules of linking
What is an indexed field
How to link tables

134
Why Link Tables
Scala holds data in multiple data
files
For the majority of reports data files
need to be linked.
Warning! Linking files will slow
down report speed. Keep the
number of data files to a minimum.
135
Rules Of Linking
Not all data files can be linked
directly
Data files must have common
element
Performance is improved if the
common element is an indexed
field

136
Rules of Linking
Linking must be done in a logical
sequence
It must flow through the report
Jot down blueprint of report before
starting to build it
137
Linking Tables
How do we link the following tables
together Start with SL01
OR01
OR03 SL01
SC01
Order No
Stock Code
Customer Code
138
What is an indexed field?
A field that the data file uses as a
sort or search key
Example Telephone directory
Smith A J 23 North Parade, Horsham 01403 215998
= The Index (Ordering)
Smith A J 23 North Parade, Horsham 01403 215998
= The Primary Key
139
What is an indexed field?

2307

Clive's Coffee Shop

Customer Address

2087

Arnot Limited

Customer Address

2498

Drew PLC

Customer Address

2190

Blackmore Electronics

Customer Address
Key 1
Key 2

2087

2190

2307

2498
Index 1

2307

Clive's Coffee Shop

Customer Address

2087

Arnot Limited

Customer Address

2498

Drew PLC

Customer Address

2190


Customer Address
Key 1
Key 2 Index 2

Arnot Limited

Drew PLC

Clive's Coffee Shop
Drew PLC
140
How to Link Tables
To an existing report
Select
In this example use report
with SL01 and link SL03
141
How to Link Tables
Select
142
How to Link Tables
143
How Link Tables
OK
144
How to Link Tables
Smart Linking works on following
conditions
Field name is same in both tables
Field size is the same in both tables
Field type is the same in both tables
Note: Because of this you may receive
warnings when linking tables because
of different data type
Linking can only be done between
database fields. (NOT FORMULAS)
145
How to Link Tables
Drag and Drop from SL01001 to SL03001
146
Linking Tables
Crystal supports
different join types
One to One (equal)
One to Many (Left Outer)
Many to One (Right Outer)
And others.
147
Linking Tables
Once the tables are linked click OK
The fields in the table then become
available to report on
To return to the visual linking expert
148
Section Review
Why link tables
Rules of linking
What is an indexed field
How to link tables
Exercise
Exercise 6
150
DAY 2 - Overview
Scala Database Structure
Simple Report Creation
Crystal Functionality
Formatting
More formatting and field types
Linking Tables
152
Section Review
Pictures and Logos
Hyperlinks
Lines / Boxes
Charting
Mapping Function
Report Style / Auto Arrange
153
Extra Functionality
Picture files can be embedded in report
to give them a professional finish
Crystal supports
bitmap BMP, jpeg
JPG, tiff and png files
154
Extra Functionality

In the properties of the picture or any
field a hyperlink can be set so when
clicking on the logo it takes you directly
to the web site
155
Extra Functionality
156
Lines and Boxes
These extra formatting tools are
available from the insert menu
157
Lines and Boxes
158
Charting
Tool can be used to create professional
looking graphs and charts that can be
embedded into the Crystal report
Drill down functionality can be used in
conjuncture with charts
Charting works on subtotal values in the
report however the whole report can be
suppressed with just the chart being
visible
159
Charting
160
Charting
161
Charting
Exercise
Exercise 7
Running Reports

Section 9

171
Section Overview
Exporting
What is compilation and
Distribution?
Compiling
Report Distribution Expert
Web Reporting
172
Exporting
Crystal has links with other software
including excel, adobe, HTML, RTF,
text and XML
To export report file | print | export
or
173
Exporting
The report can also be emailed or
saved to an exchange or lotus
notes folder for publication
174
What is Compilation?
Reports can be saved as an
executable
Report users then need no
knowledge of Crystal design tools -
they can just run the report
Selection terms or parameters can
be changed
175
Compiling
Historically Seagate software has
included the compiling and
distributing tool as part of the
standard product
In Version 8 & 8.5 this tool was
replaced by web reporting however
due to demand they included an
update to the product which can be
downloaded at
http://www.crystaldecisions.com/
176
Compiling
Select compile report from report
menu
177
Compiling
Brings up compile box

Click OK to compile
File name
No
178
Compiling
Users can run compiled reports
only if they have crystal reports
installed on their workstation

179
Compiling
Defaults to
refresh if no data
saved with report
180
Can be used where user does not
have Crystal installed
Copies program files that report
needs to run.
Users who run report will need to
ODBC connection to the Scala
Database set-up
181
Can Distribute more
that one report at a time
Indicate shared destination directory
182
This expert will then run the report in the
background and prepare a list of dlls it
needs to run the report. It warns about
ODBC components but doesnt include
them
You can adjust the included dlls but this
is not recommended
Then click on build which produces a
setup.exe file which then needs to be
run on clients
183
Web Reporting
Crystal Version 8.5 requires crystal
enterprise in order to run web reports
If you purchased the Professional or
Developer edition of Crystal Reports,
then you also received the Crystal
Enterprise Standard CD, along with five
free concurrent access licenses of
Crystal Enterprise Standard.
More information is available on the fact
sheet
184
Web Reporting
Scalas new product iScala Web
reporter uses Crystal enterprise
technology
Crystal enterprise is not currently
included in this course
185
Section Review
Exporting
What is compilation
Compiling
Web Reporting
Exercise
Exercise 8
Database Features
Section 11

188
Section Overview
Crystal Report Functions
Crystal Data Dictionaries
Crystal SQL Designer
SQL Views
Scala SQL View Manager
189
SQL query produced automatically
when building the report
This query can be viewed and manually
edited in Crystal reports
190
191
Verifying Database
If database is changed while user is
connected in Crystal need to run
function in order to update Crystal
202
SQL Views
Can only be written by a system
manager of the SQL server
Similar in design to Crystal SQL
designer however far more powerful
Are important for reporting in certain
area of Scala as they cut down the
number of sub-reports needed and cut
down on complexity of report
203
SQL Views
Improve Crystal report performance as
sorting and linking completed on the
server
Need access to SQL enterprise
manager in order to build views
204
SQL Views
205
SQL Views
Tables and Linking
Select Columns sorting and criteria
SQL Query
Result Set
206
SQL Views
207
SQL Views
SQL Views are particularly useful for
Creating Alias for column names
E.g. SL01001 = Customer Code
Changing data types for Columns
Working with tables SY24 general code file
and SL23 payment / delivery terms
Working with General ledger transaction
file GL06 which contains a binary field type
for transaction type
208
Scala SQL view Manager
Include on the application CD
Convert\SQL view manager.exe
Translates column numbers into
meaningful names by the way of
creating SQL views for each table
209
210
211
212
Views need to be created for each
company
Recreate views when a new financial
year is created in Scala
Recreate views when a service release
is applied to Scala
213
Section Review
Crystal Data Dictionaries
Crystal SQL Designer
SQL Views
Scala SQL View Manager
Exercise
Exercise 9
Report Experts

Section 11
Optional
216
Section Overview
Standard
Form Letter
Form
Cross-Tab
Sub-Report
Mail Label
Drill Down
OLAP
217
Report Experts
218
Report Experts
Drill down report created by hiding
sections
Mail Label Report Self Explanatory
OLAP report (On-Line Analytical
Processing).
Uses cubes of data to report on
Cubes Create with SQL server
Advanced Technique
219
Form Report
Form report asks for bitmaps for
different sections of report. These
bitmaps need to be created first
outside Crystal
An example of a report using Form
expert is in Section 6 of the course
binders
Get Similar result inserting pictures
into sections
220
Form Letter
Used for sending out letters with data
from database
Design the report as usual getting the
basis or the report together with the
Expert
Example in Section 6 of Course Binders
Form Letter creates one large text block
per section
221
Form Letter
222
Form Letter
223
Cross Tab
Cross Tab combines the use or rows
and columns along with a summarized
field
Expert creates the cross tab in report
header section
Example of Cross Tab in section 6 of
the course binders
224
Cross Tab
225
Cross Tab
Summarized
field format
226
Cross Tab
227
Sub Report
Can be used to combine any two
reports together
Example In Section 6 of Course
Binders
A Sub report can be entered into an
existing report using the function on
the insert menu
Sub Reports can be linked using a
common element ( parameter field )
228
Sub Report
229
Sub Report
230
Sub Report
The sub report is inserted into a section
on the main report and is run every time
that section occurs
The sub Report is an advanced
technique but can provide good results.
Data can be passed from the sub report
to the main report by the use of
variables
231
Section Review
Standard
Form Letter
Form
Cross-Tab
Sub-Report
Mail Label
Top N
OLAP
Exercise
Exercise 10
Appendices
Appendix A
Section 14
Reporting on Accounting
Strings
235
Accounting Strings
In Scala 5 accounts cost centres
etc are not in separate fields they
are held in one long field.
Therefore to produce reports you
may need to Separate this field into
each dimension.
Before you start you need to know
the exact length of each dimension
236
Accounting Strings
To separate accounting string you
will need to use formulas
237
Accounting Strings
238
Accounting Strings
If account code is longer than 6 just
adjust the field values at end of
formula
Continue on like this for cost
centre, product, project etc.
239
Accounting Strings
You may get problems with the
previous formula if you are using
alpha numeric cost centres,
products or projects.
As we have seen before these
does not convert to a number
If this is the case then use the next
formula
240
Accounting Strings
241
Accounting Strings
242
Accounting Strings
The trim function does exactly what it
says it trims a field down to the
lengths controlled by the square
brackets [].
Exercise
Exercise 11
Appendix B
Converting Reports from
Btrieve to SQL
245
Crystal Reports
Converting report from BTR to SQL
Open up the crystal report and select
convert database driver from the
database drop down menu
246
Crystal Reports
Select the correct data source
247
Crystal Reports
Then get error as below
Solution set location of data files in
database drop down menu (remove the
.dat at the end)
248
Crystal Report
249
Crystal Reports
Map the fields across to the SQL
database
The SQL database holds all field names
as numbers e.g. SC01001 for stock
code. Therefore use the scala5eu.mdb
database to lookup the correct field
codes for field names
Alternatively create views from the SQL
database using the SQL view manager
and map your fields to theses
250
Crystal Reports
251
Crystal Reports
Once all data files are mapped across
check the visual linking expert for the
correct file linking
Then run report. The report will
probably give errors due to the different
types of field type e.g. Numbers are
formatted as numbers in SQL not as
strings
Then check report is returning the same
information / totals
252
Btrieve
253
Btrieve Data Tables
254
Data File Structure Btrieve
Scala5
DAT
GL
PL
GL06ccyy.DAT
cc = Company Code
yy = Financial Year
255
Btrieve DDF Files
Description of files, fields,
indexes
Gives location of Data
Btrieve Information database
Scala5
File.ddf
Field.ddf
Index.ddf
256
Crystal Report Errors
Click
Click
257
Crystal Report Errors

Solution
Set Location of Scalas data files
Click
258
Set Location
259
Set Location

Set Location
Select File Location
260
Set Location
The setting of location only needs
to be done once.
Each subsequent time the report is
ran Crystal will find the data.
261
DDF Builder
Scala 5.1 Btrieve does not come with
the data dictionary files (DDF) these
files need to be created using a
program called Scala DDF Builder
The Scala DDF Builder can create
DDFs for companies, years and
modules
262
Crystal Reports
To install DDF Builder
263
Crystal Reports
264
Crystal Reports
265
Crystal Reports
266
Crystal Reports
267
Crystal Reports
268
Crystal Reports
269
Crystal Reports
270
Crystal Reports
271
Crystal Reports
272
Crystal Reports
273
Crystal Reports
274
Crystal Reports
275
Crystal Reports
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Crystal Reports
277
Crystal Reports
Help for DDF builder
If you install DDF builder to the Default
location help can be found in
C:\program files\DDFstart\ddfbuilder.hlp
At year end you can add the next years
DDF files to you current files
This program saves a lot of time over
smithware DDF builder although it is not
as reliable

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