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Problems in setting up a particular report

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    #1

    Problems in setting up a particular report

    I feel like a total novice in Alpha4 even though I have had it set up in my office for at least 6 years. I am using version 4 and am trying, to no avail, to set up a report which will give me the total hours for each service rep during a particular time period. This is a report which is really needed to track the production of the employees for the hours that they are being paid, but I cannot get the report to work and I am really getting frustrated.
    I have two databases tied together in a set with the customer's phone number as the linking field. The parent field contains the servrep, hours, amount and of course, the customer phone number field. The only information that I need from the child database file is the customer's name.
    My problem is that I assume that I need 1 group in order to have the various calls from each service rep grouped together. However, I get stumped everytime I try to figure out what is supposed to go into the footer section of the report. I assume that should be a total of the hours, but how in the world do I get that to total?
    Am I making any sense here? If the Group 1 footer contained a field that would total, I think I could get that figured out, but since I am dealing with just one group - that of the service reps - I cannot figure out what to do with the Group 1 footer or for that matter, how to get the totals for 'hours' for each sales rep.
    Am I just being stupid here - or just fighting a losing battle? The reports are supposed to be fairly easy, but I am getting nowhere. Please help. And by the way, I am using a range in order to make the report cover a specific period of time.
    Thanks for any help that anyone can offer. I haven't done any real work on Alpha 4 since I first set it up and obviously, I have forgotten everything that I ever learned all those years ago!!

    Nancye Fisher
    Tags: None
    #2
    RE: Problems in setting up a particular report

    Nacy:

    We need some additional information about the report you want to produce. Do you really need the customer name on the report? If not, you don't have to run the report out of a set - you can rn it from the parent database.

    If this is so, just have that database sorted by rep and write the report to contain the rep's name (or number) and the details of each record that is in the date range.

    The footer for each rep should then total the number of hours and amount.

    If you don't need to display the details of each record, just print out the level 1 summary fields

    Comment

      #3
      RE: Problems in setting up a particular report

      Howard,
      Thanks so much for your reply. I am hoping that I can get this report figured out because my frustration level is pretty high at the moment!! To answer your question, I really would like to have the customer's name included, if at all possible. It is not absolutely essential, but would make the report much easier to check out. In any event, the main problem is trying to figure out how to get the totals at the bottom of the report. It seems to me that I must put the field names in the group footer and so far, I have had no success in accomplishing that. I assume that you are suggesting that I omit the customer's names and then just use the parent data base so that grouping will not be necessary. I hope I have correctly understood your note.
      I would like to have the service reps listed with all of their calls during a particular period including the total number of hours, the total material and the total collected for each individual. Is there more information that you need or do you now understand what I am trying to do? For some reason, that report format in Alpha seems very confusing to me. Search/Sorts have been far easier to use, but they don't seem to apply in this case where I am trying to get a total of hours for each service rep.
      Thanks again for your help. If you have more questions, please ask. I cannot tell you how anxious I am to solve this problem!!!

      Nancye Fisher

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        #4
        RE: Problems in setting up a particular report

        Nancy:

        I'm guessing that the set is one-to-one, Right? If that is so, here are some suggestions.

        Group the report on the Service Rep - name/number. The reps will appear in either number or alphabetical order.

        For the GROUP footer, use the [hours] field and pick 'total' from the menu when it appears.

        Use the 'Explicit search/sort' option on the report generator rather than a range if this is available in Ver 4 [don't recall]. Otherwise the date range form would be a good alternative as you've already discovered.

        If the detail, i.e. ser-rep, hours, date, etc is the child of a one-to-many set - make the report only on the child db and use lookup()on the phone number to get the customer's name, if that number is a field in the child.

        Just some suggestions..

        Ken

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          #5
          RE: Problems in setting up a particular report

          Nancy -- Here I am again....

          I messed in A4V3 but it will probably work in your version 4. I'm doing everythng in A4V6 and didn't want to use that.

          Make a seperate folder for this zip file and blow it out there. You know how to get to it from Alpha.

          Let me know if it answers the questions.

          Ken

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