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Reports

Report Selections

You can select which records to include in your report. In the Reports wizard, the Selection window displays different tabs that relate to the report you selected. On each tab, you can select a group of records based on certain conditions. Once you make your selections, you can click Save under the List of Selections to use these report criteria in the future.

Selection Information

Use the options on this tab to sort your data and include or skip certain records in your report.
Sortation
Determine the order of the printed report data. The available options change depending on the type of report you select. Print options also display in the Sortation section if they pertain to the selected report.
Email the Letter/Item If There is an Email Address
Email the letter/item to vendors, contacts, or employees instead of printing a copy for regular mail.
Note: This checkbox is saved per report and is not part of the saved selection. The options default to the same options you selected last time you ran the report.
Address Information (if printed)
If address information prints on the report, select this option to include the mailing addresses or the addresses that you select on the Contact Selections tab. You can also skip income sources and vendors that don't have these selected addresses listed in the Account Information section of the record.
Transaction Information (if printed)
If transaction information prints on the report, select this option to include all transactions or the transactions that you select on the Transaction and Distribution selection tabs. You can also skip income sources, vendors, or employees who don't have these selected transactions listed in the record.
Transactions
For accounting and transaction reports (J.E., Paid Invoices, and so on), you can select to include or exclude the totals of posted transactions.

Transaction

Select transactions to include in your report. This is available with any transaction report that includes some income, expense, and journal entry reports. It is also available with income source, vendor and payee, and employee reports if Selected transactions is selected under Transaction Information.

Select the cash account of the transactions to print. Select an amount range. Enter the batch number to print. Select the transactions to include in the report by selecting the applicable checkboxes.

To view the report with the selections you've made, click Preview.

Distribution

Select distributions to include in your report. This is available with any transaction report that includes some income, expense, and journal entry reports. It is also available with income source, vendor and payee, and employee reports if Selected transactions is selected under Transaction Information.

Select the account number you want the program to look for in the selected transactions' distributions. Select the checkbox to have the program look for the cash account in the distribution.

To view the report with the selections you've made, click Preview.

Chart of Accounts

Select accounts to include in your report. This is available with all chart of accounts reports, including Statement of Financial Position (Balance Sheet), Statement of Activity (Income Statement), General Ledger, and COA Listing reports.

You can include all accounts, only active accounts, or only certain accounts. If you chose only selected accounts, enter the account numbers (separated using a comma) in the text box or select each one you want in the grid.

Under Account Category, select the categories of accounts you want to include in the report. Under Account Types, select the types of accounts you want to include in the report. Under Master/Sub, if applicable, select to include master and subaccounts in the report.

To view the report with the selections you've made, click Preview.

Fund Selections

Select the funds you want to include in your report. This is available for all COA reports when you have funds set up in your account number format.

To view the report with the selections you've made, click Preview.

Income Source

Select income sources to include in your report. These are available on all source reports.

You can include all active income sources, active sources with an outstanding balance due, or only selected sources.
  • If you chose those with an outstanding balance, select any balance due or enter a certain minimum balance.
  • If you chose only selected sources, select each one you want to include.

To quickly locate an income source, click Quick Lookup. To clear all of the selections you made, click Clear All. To view the report with the selections you've made, click Preview.

Vendors

Select vendors to include in your report. These are available on all vendor reports.

You can include all active vendors, active vendors with an outstanding balance due, or only selected vendors.
  • If you chose those with an outstanding balance, select any balance due or enter a certain minimum balance.
  • If you chose only selected vendors, select each one you want to include.

To quickly locate a vendor, click Quick Lookup. To clear all of the selections you made, click Clear All. To view the report with the selections you've made, click Preview.

Employee

If you have Payroll installed, you can select employees to include in your report. This is available with employee reports.

You can include all employees, only active employees, or only certain employees. If you chose only selected employees, select each one you want to include.

To quickly locate an employee, click Quick Lookup. To clear all of the selections you made, click Clear All. To view the report with the selections you've made, click Preview.

Additional Selections

Use the Additional Selections tab to create a specific set of criteria for a report. The fields and values available depend on the type of report you selected. You can filter your list of report criteria to a very specific level, for example:
  • Vendors in Phoenix, AZ
  • Any account with a specific type, such as "cash"
  • All vendors who receive 1099s

Practice using the Additional Selections tab to learn how to use it efficiently. Click the information icon white letter i in blue circle beside field names to see a description.

Example of Additional Selections showing the Prior Totals Actual Y1 M1 field information

Conditional Relations:
  • Is equal to—Field = Value. Ex: Fam City is equal to Phoenix.
  • Is not equal to—Field ≠ Value. Ex: Fam State is not equal to Arizona. This relationship is useful when you want everything other than a specific value.
  • Is less than—Field < Value. Ex: Fam ID is less than 3000.
  • Is less than or equal to—Field ≤ Value. Ex: Fam ID is less than or equal to 3000.
  • Greater than—Field > Value. Ex: Fam ID is greater than 3000.
  • Greater than or equal to—Field ≥ Value. Ex: Fam ID is greater than or equal to 3000.
  • Is in list—The field is within a list of values or within a CSV file. If you list the values, each must be in quotation marks and separated by commas. If you specify a CSV, it must start with "<", followed by the file path. To specify a certain column in the CSV, enter a comma after the file path then the number. Ex: Fam City is in list "Phoenix", "Glendale". Ex: Fam City is in list <C:\Documents\cities.csv,3.
  • Is not in this list—The field is not within a list of values or not within a CSV file. Each value must be in quotation marks and separated by commas. If you specify a CSV, it must start with "<", followed by the file path. To specify a certain column in the CSV, enter a comma after the file path then the number.
  • Starts with—The field has the same beginning character or characters as the value in question. Ex: Fam Name starts with A.
  • Does not start with—The field has a different beginning character or characters than the value in question. Ex: Fam Zip does not start with 85.
  • Contains—The field includes the value. Ex: Fam Email contains "hotmail". This returns a list of all family email addresses that include the word "hotmail".
  • Is not between—The field falls outside of two values. Ex: Fam ID is not between 300 and 800.
  • Is between—The field falls between two values. Ex: Fam ID is between 300 and 800.
  • Is ever equal to—The value in the field is equal to at least one of the fields entered. You could, for example, enter three conditions: Ministry is ever equal to Choir, Ministry is ever equal to Hospitality, and Ministry is ever equal to Baby Sitting. When you run the report, if Ministry is ever equal to Choir, Hospitality, or Baby Sitting, the member's name is included in the report.
  • Is never equal to—The value in the field is not equal to one at least one of multiple fields entered. You could, for example, enter two conditions: Sac. Confirmation is never equal to Yes, and Sac. Confirmation is never equal to Approximate. When you run the report, if Sac. Confirmation is never equal to Yes or Approximate, the member's name is included in the report.

Numbered Button Menu Items:

As you add conditions on the Additional Selections tab, a numbered button blue oval with a number 1 displays beside each statement. Click the numbered oval to do the following:
  • Add Condition—Adds a new field, relation, and value for your condition line.
  • Add Sub-section—Adds a new set of criteria to be considered as a group. Condition statements within the subsection are evaluated, in order, before condition statements outside of the subsection.
  • Enable/Disable Row—Condition lines can be turned on and off without being deleted. This way, you can test conditions and combinations more quickly. Any disabled rows are considered when the report is run. Disabled rows are gray.

Custom Fields in Listing Reports:

If you add a custom field in a listing report, you can use that field to create an additional selection. On the Additional Selections tab, click to add a new condition, then select the custom field you defined in your report. Tip: Click Find at the top-right of the field list to quickly locate your custom field. After you select your field, use it the same as any other field to complete your additional selection.

Find
When you click <Click here to add new condition>, a list of fields related to the report displays. Click Find at the top of that list to locate a specific field you want to use for additional selections.
Clear Additional Selections
Removes all condition lines.
Exclude rather than include selected records
When selected, the main condition phrase at the top of this window changes from Choose records to Exclude records. All items that match the given conditions are excluded, and the rest are printed.
Use Optimizer
In most cases, to improve the speed with which PDS searches for records that match the conditions you set, select Use Optimizer.

Watch & Learn

Learn to create a report with only the selected information you want in it; for example, a list of choir members. 6 min 48 sec

It may take a minute for the video to display. To watch in full screen mode, click the expand icon in the video player.

To watch more videos, visit the PDS Video Library.

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Last updated: April 10, 2024