Configuring Your Report Settings

The Report Settings tab enables you to:

•	Define a date range for your report.

•	Define the format of the report.

•	Define viewing options for the report.

•	Define the delivery method(s) for the report.

Report Date Range Options

You must define a date range for generating the report. You can select a predefined date range or enter your own custom date range for your report.

Use Selected Date Range

— Indicates you are using one of the predefined date ranges. When you select ‘Use Selected Date Range’, you must select a date range from the drop-down list. After selecting the date range, the dates display to the right of the drop-down list.

Click to see a list of date ranges.

Calendar Month to Date

— Returns data for the first day of the month through the previous date of business. For example, if you run the report on 06/21/2009, the report returns data for 6/01/2009 through 6/20/2009. If the current date is the first day of the calendar month, the report returns data for all days of the previous calendar month.

Calendar Month to Date Last Year

— Returns data from the previous calendar year, for the first day of the calendar month through the corresponding previous date of business. For example, if you run the report on 06/21/2009, the report returns data for 06/01/2008 through 06/20/2008.

Calendar Year to Date

— Returns data for the first day of the current calendar year through the previous date of business. For example, if you run the report on 07/01/2009, the report returns data for 01/01/2009 through 6/30/2009. If the current date is the first day of the calendar year, the report returns data for all days of the previous calendar year.

Calendar Year to Date Last Year

— Returns data from the previous calendar year, for the first day of the calendar year through the corresponding previous date of business. For example, if you run the report on 07/01/2009, the report returns data for 01/01/2008 through 06/30/2008.

Company Week to Date

— Returns data for the first day of the company week through the previous date of business. If your company weeks runs Monday through Sunday and you run the report on Friday, the report returns data for Monday through Thursday. If you run the report on Monday, the report returns data for the previous week. You define the company week start day on the Company Calendar tab in Company Setup.

Current Calendar Month

— Returns data for the first through the last day of the current month. If you run the report on 06/20/2009, the report returns data for 6/01/2009 through 6/30/2009. The report does not return data if you run it on the first day of the calendar month before polling your data. You must select ‘Last Calendar Month’ to report on the previous month.

Current Calendar Week

— Returns data for Sunday through Saturday for the current calendar week. For example, if you run the report on Saturday, 10/17/2009, the report returns data for the week beginning Sunday, 10/11/2009 through 10/17/2009. If you run the report on the first day of the week (Sunday) and data has not been polled, the report will be blank.

Current Calendar Year

— Returns data for the first through last day of the current calendar year. For example, if you run the report on 07/01/2009, the report returns data for 01/01/2009 through 12/31/2009. The report does not return data if you run it on the first day of the calendar year before polling your data. You must select ‘Last Calendar Year’ to report on the previous year.

Current Company Week

— Returns data for the first through last day of the current company week. For example, if your company week runs Monday through Sunday and you run the report on Friday, 10/30/2009, the report returns data for 10/26/2009 through 11/01/2009; however, the days for which data has not been polled will be blank. The report does not return data if you run it on the first day of the company week before polling your data. You must select ‘Last Company Week’ to report on the previous week. You define the company week start day on the Company Calendar tab in Company Setup.

Current Day

— Returns data for the current date of business. The report does not return data if data for the current date of business has not been polled.

Current Fiscal Period

— Returns data for the first through last day of the current fiscal period. The report does not return data if you run it on the first day of the fiscal period before polling your data. You must select ‘Last Fiscal Period’ to report on the previous period. You define fiscal periods on the Company Calendar tab in Company Setup.

Current Fiscal Quarter

— Returns data for the first through last day of the current fiscal quarter. You define fiscal quarters on the Company Calendar tab in Company Setup.

Current Fiscal Week

— Returns data for the first through last day of the current fiscal week. The report does not return data if you run it on the first day of the fiscal week before polling your data. You define fiscal weeks on the Company Calendar tab in Company Setup.

Current Fiscal Year

— Returns data for the first through last day of the current fiscal year. The report does not return data if you run it on the first day of the fiscal year before polling your data. You must select ‘Last Fiscal Year’ to report on the previous year. You define the fiscal year on the Company Calendar tab in Company Setup.

Current Pay Period

— Returns data for the first through last day of the current pay period. For example, if the pay period runs from 10/26/2009 through 11/08/2009, and you run the report on Friday, 11/06/2009, the report returns data for 10/26/2009 through 11/08/2009; however, the days for which data has not been polled will be blank. The report does not return data if you run it on the first day of the pay period before polling your data. You must select ‘Last Pay Period’ to report on the previous pay period. You define company pay periods on the Company Calendar tab in Company Setup.

Fiscal Period to Date

— Returns data for the first day of the current fiscal period through the previous date of business. If you run the report on the first day of the fiscal period, the report returns data for the entire previous fiscal period. You define fiscal periods on the Company Calendar tab in Company Setup.

Fiscal Quarter to Date

— Returns data for the first day of the current fiscal quarter through the previous date of business. For example, if the fiscal quarter starts on 10/03/2009 and you run the report on 11/06/2009, the report returns data for 10/03/2009 to 11/05/2009. If you run the report on the first day of the fiscal quarter, the report returns data for the entire previous fiscal quarter. You define fiscal quarters on the Company Calendar tab in Company Setup.

Fiscal Year to Date

— Returns data for the first day of the current fiscal year through the previous date of business. If the current date is the first day of the fiscal year, the report returns data for the entire previous fiscal year. Selecting ‘Last Fiscal Year’ achieves the same results. You define the fiscal year on the Company Calendar tab in Company Setup.

Last (X) Days

— Returns data for the number of previous days specified in the ‘Last’ text box, based on the date you are generating the report. For example, if you run the report on 10/17/2009 and you type ‘7’ in ‘Last,’ the report returns data from 10/10/2009 through 10/16/2009.

Last

— Specifies the number of previous days to use when determining the data to include in the report. ‘Last’ only appears when you select ‘Last (X) Days’ as a date range.

Last Calendar Month

— Returns data for the first through last day of the previous calendar month. For example, if you run the report on 07/10/2009, the report returns data for 6/01/2009 through 06/30/2009.

Last Calendar Year

— Returns data for the first through last day of the previous calendar year. For example, if you run the report on 07/01/2009, the report returns data for 01/01/2008 through 12/31/2008.

Last Company Week

— Returns data for the first through last day of the previous week of business, based on the company week. For example, if your company week runs Monday through Sunday and you run the report on Friday, 10/30/2009, the report returns data for 10/19/2009 through 10/25/2009. If you run the report on the first day of the company week, the report returns data for the week just prior to the last previous week of business. You define the company week start day on the Company Calendar tab in Company Setup.

Last Company Week to Date

— Returns data for the first through last day of the previous week of business, based on the company week. If you run the report on the day the company week starts, the report returns data for the week prior to the previous company week. For example, if your company week runs from Monday through Sunday, and you run the report on Monday, 10/19/2009, the report returns data for 10/05/2009 through 10/11/2009. If you run the report on any other day of the company week, it returns the same data as ‘Last Company Week.’ You define the company week start day on the Company Calendar tab in Company Setup.

Last Company Week to Date Last Year

— Returns data from the previous year, for the first through last day of the company week that corresponds to the week just prior to the current company week. For example, if your company week starts on Monday and you run the report on Friday, 10/23/2009, the report returns data for 10/13/2008 through 10/19/2008. If you run the report on the first day of the company week, the report returns data for the previous year for the week just prior to the previous company week. You define the company week start day on the Company Calendar tab in Company Setup.

Last Fiscal Period

— Returns data for the first through last day of the previous fiscal period. You define fiscal periods on the Company Calendar tab in Company Setup.

Last Fiscal Quarter

Returns data for the first through last day of the previous fiscal quarter. If you run the report on the first day of the fiscal quarter, the report returns data for the fiscal quarter just prior to the previous fiscal quarter. For example, if the third fiscal quarter ends on 10/02/2009 and you run the report on 10/03/2009, the report returns data for 04/04/2009 to 07/04/2009. You define fiscal quarters on the Company Calendar tab in Company Setup.

Last Fiscal Week

— Returns data for the first through last day of the previous fiscal week. For example, if the fiscal week starts on Monday, and you run the report on Friday, 10/16/2009, the report returns data for 10/06/2009 to 10/12/2009. If you run the report on the first day of the fiscal week, such as Monday, 10/19/2009, the report returns data for 10/05/2009 to 10/11/2009.

Last Fiscal Year

— Returns data for the first through last day of the previous fiscal year. You define the fiscal year on the Company Calendar tab in Company Setup.

Last Pay Period

— Returns data for the first through last day of the previous pay period. You define the company pay periods on the Company Calendar tab in Company Setup.

Next (X) Days

— Returns data for the number of future days specified in the ‘Next’ text box, based on the date you are generating the report. For example, if you run the report on 10/17/2009, and you type ‘7’ in ‘Next,’ the report returns data for 10/18/2009 through 10/24/2009. If you are using Aloha Loyalty, you can use this date range to determine members that have birthdays or anniversaries in the next seven days.

Next

— Specifies the number of future days to use when determining the data to include in the report. ‘Next’ only appears when you select ‘Next (X) Days’ as a date range.

Next Company Week

— Returns data for the first through last day of the upcoming company week. For example, if your company week starts on Monday and you run the report on Monday, 10/19/2009, the report returns data for 10/26/2009 to 11/01/2009.

Next Fiscal Period Last Year

— Returns data from the previous year, for the first through last day of the fiscal period that corresponds to the period following the current fiscal period. For example, if you run the report in fiscal period 10 of 2009, the report returns data for fiscal period 11 of 2008.

Next Fiscal Quarter Last Year

— Returns data from the previous year, for the first through last day of the fiscal quarter that corresponds to the quarter following the current fiscal quarter. For example, if you run the report in fiscal quarter three of 2009, the report returns data for fiscal quarter four of 2008.

Next Fiscal Week

— Returns data for the first through last day of the fiscal week that follows the current fiscal week. For example, if the fiscal week starts on Monday and you run the report on 10/21/2009, the report returns data for 10/26/2009 through 11/02/2009.

Next Pay Period

— Returns data for the first through last day of the pay period following the current pay period. You define the company pay periods on the Company Calendar tab in Company Setup.

Same Calendar Week Last Year

— Returns data from the previous year, for the first through last day of the calendar week (Sunday through Saturday) that corresponds to the current calendar week. For example, if you run the report on Saturday, 10/17/2009, the report returns data for 10/12/2008 through 10/18/2008.

Same Company Week Last Year

— Returns data from the previous year, for the first through last day of the company week that corresponds to the current company week. For example, if your company week runs Monday through Sunday, and you run the report on Thursday, 10/22/2009, 2009, the report returns data for 10/20/2008 through 10/26/2008. You define the company week start day on the Company Calendar tab in Company Setup.

Same Date Last Year

— Returns data from the previous year, for the date that corresponds to the current date. For example, if you run the report on Wednesday, 10/21/2009, the report returns data for Tuesday, 10/21/2008.

Same Day Last Year

— Returns data from the previous year, for the weekday that corresponds to the current weekday. For example, if you run the report on Wednesday, 10/21/2009, the report returns data for Wednesday, 10/22/2008.

Same Fiscal Day by Period Last Year

— returns data from same fiscal period and day last year. The system determines which fiscal period the current day falls within and determines the same fiscal period last year and the day of that fiscal period. For example, the current day is the fifth day of the second fiscal period. The system determines the second fiscal period last year and return data for the fifth day of that fiscal period. You define fiscal periods on the Company Calendar tab in Company Setup.

Same Fiscal Quarter Last Year

— Returns data from the previous year, for the first through last day of the fiscal quarter that corresponds to the current fiscal quarter. For example, if you run the report in fiscal quarter three of this year, the report returns data for fiscal quarter three of last year. You define fiscal quarters on the Company Calendar tab in Company Setup.

Same Fiscal Week Last Year

— Returns data from the previous year, for the first through last day of the fiscal week that corresponds to the current fiscal week. For example, if you run the report in fiscal week 15 of 2009, the report returns data for fiscal week 15 of 2008. You define fiscal weeks on the Company Calendar tab of Company Setup.

Same Fiscal Week to Day Last Year

— Returns data for the same fiscal week last year the current day falls within. For example, the current day falls in the second week of the third fiscal period. The system would determine the third fiscal period last year and the dates of the second week within that fiscal period. You define fiscal periods on the Company Calendar tab in Company Setup.

Yesterday

— Returns data for the date just prior to the current date.

Use Custom Date Range

You can optionally enter a custom date range for generating the report. When you select ‘Use Custom Date Range’, it enables the ‘Start Date’ and ‘End Date’ text boxes and disables ‘Use Selected Date Range.’ You type the dates manually using the mm/dd/yyyy format, or select the dates from the calendar.

Running a report with a custom date range returns the exact same date range originally selected for the report. For example, you create a report for the date range 12/19/2003 - 12/24/2003 and view the report. If you elect to send this report to your Portal to view again at a later date, such as again in six months, it will use the exact same date range and return the same data.

Start Date

— Contains the starting date for the report. When you select ‘Use Custom Date Range’, the ‘Start Date’ text box defaults to the previous system date. Type the date on which you want to begin generating report data.

End Date

— Contains the ending date for the report.

Your security settings determine if you can enter a date in the ‘Start Date’ and ‘End Date’ text boxes.

Use Specified Day(s) Only

— Indicates you want to include only specific days of the week within the selected date range in the report. For example, if you select ‘Last Calendar Month,’ you can choose to view a single day of the week, such as Monday, or view multiple days of the week, such as Friday, Saturday, and Sunday. Click to view the Assign Days screen and select the days to appear on the report.

‘Use Specified Day(s) Only’ is only available for the ‘Sales and Labor (AR)’ report in the Sales and Labor category.

‘Use Specified Day(s) Only’ is not available for the following date ranges: ‘Current Day’ or ‘Yesterday.’

Assigning Day(s) to a Report Date Range

Select the day(s) in the ‘Unassigned days’ list box and use the arrows to add the days to the ‘Assigned Days’ list box. To select multiple days, hold down Shift and click the first and last store. To select non-adjacent days, hold down Ctrl and click one day at a time.

Click Save to return to the Report Settings screen.

Report Send Options

The report send options enable you to define when and where you want to view the report. For example, you can elect to view the report immediately and make it available on your Portal. In this example, you can verify the report returns the data expected and view it later from your Portal.

View Report Now

— Enables you to view the report immediately. Selecting ‘View Report Now’ changes the Save button to View.

List the Report on the Portal

— Indicates you want the report to display on your Portal, or on the Portal of the users in the selected Subscriber Group. If the report is a scheduled report, it will appear on the Portal. If it is not a scheduled report, it appears in the ‘Non-Scheduled Reports’ section on the Portal. If you select both ‘View Report Now’ and ‘List the Report on the Portal,’ you view the report immediately and make it available on your Portal. For example, you can verify it is the report you want, and make it available to view from your Portal later when you have more time.

Email Me the Report Now

— Emails a report to the current user’s defined email address as an attachment. The emailed report defaults to the file format defined on the Report Settings tab. Aloha Insight sets the report schedule to run as soon as possible.

Only users with appropriate security can email a report to themselves.

Email the Report at a Defined Schedule

— Indicates you want to email the report to a subscriber group or yourself at a defined schedule. Use the Report Schedule tab to define the report schedule.

Share the Report with All Users

— Indicates you are saving the report as a ‘Company Report’ and making it available to all users with appropriate security access. You must have appropriate security access to select this option. You can access a ‘Company Report’ on the Store Selection screen in the ‘Saved Report’ drop-down list.

Report Name

— Identifies the report on the Portal. Type a name up to 50 characters in the text box.

You can define the name of a report when you select one of the following options:

•	List the Report on the Portal

•	Email the Report at a Defined Schedule

•	Share this Report with All Users

If you do not type a name in the ‘Report Name’ text box, Aloha Insight assigns a unique name for the report. If you do not enter a name, you can elect to accept the default name assigned by the system, or to not save the report.

Other Report Options

The settings in Other Report Options enable you to control the appearance of the report. For example, you want to generate sales data for the stores in your region. You can elect to generate the report by store number. This enables you to view the sales by store name and number. If you want to view a report with data that spans multiple days, you can list the dates separately and by store. To do this, select both ‘List Stores Separately’ and ‘List Dates Separately.’ Additionally, you can select the file type of the report, such as Crystal Reports.

List Stores Separately

— Displays the information on the report by store. Information displays on the report grouped by store, and sorted by store number. The report lists summary totals for all dates reported, by store. If you have multiple dates on the report, they are totaled. For example, you want to view a weeks worth of sales for a group of stores. The report totals all dates together, allowing you to view the total sales for the week by each store.

List Dates Separately

— Displays the information on the report by each reported date. The report enables you to see daily totals. For example, you want to view a weeks worth of sales for a group of stores. The report lists each date separately; however, it is not broken down by stores.

To see the same sales report by store and date, select both ‘List Dates Separately’ and ‘List Stores Separately.’ The report shows the daily totals, and breaks it down by store. If you do not select either ‘List Stores Separately’ or ‘List Dates Separately,’ the report summarizes the data for all stores and dates included on the report.

Depending on the report, you may encounter additional options, such as selecting categories for a menu report.

Active Reports and Crystal Report Selections

Depending on the report type selected in the ‘Reports’ list on the Welcome to Reports Viewer screen, you can change the default file type for the report. There are two types of reports:

•	Crystal Reports

•	Active Reports

Each report type has different formats you can select.

Please Select the File Type for this Report

— Displays a list of file types available for the selected report. The available file types are dependent on the report type selected in the ‘Reports’ list on Welcome to Reports Viewer screen. The report type can be either a Crystal Report or an Active Report.

Crystal Report File Types

Aloha Insight recommends generating reports you will print or view online in the Crystal Reports®, or Excel® file types. Use the other file types for data that you want to integrate into your corporate systems, such as a general ledger accounting system. Select one of the following file types to view your reports in a format other than your company default:

•	Character-separated values (.txt)

•	Comma-separated values (.csv)

•	Crystal Reports (recommended)(.rpt)

•	Excel 5.0 (.xls)

•	Tab-separated text (.txt)

•	Tab-separated values (.doc)

Changing the report from Crystal Reports or Excel 5.0, can create formatting issues and information may not appear as intended. Crystal Reports and Excel 5.0 display data formatted in a way that is easier to read. You may need to change the report file type to export the information into another software package, such as MAS 90, or ADP.

The default file type selected in the list depends on the format selected in Company Settings. You can override the default format on a per report basis on the current screen. If you want to override the default format for all of your reports, refer to User Account Setup.

Active Report File Types

If you selected a report in the ‘Reports’ list that has an ‘AR’ appended to the name, you selected an Active Report. Aloha Insight recommends generating Active Reports you print or view online in the Adobe PDF® file type. Use the other file types for data that you want to integrate into your corporate systems, such as a general ledger accounting system. Select one of the following file types to view your reports in other than your company default:

•	Adobe PDF (.pdf)

•	Delimited File (.csv or .txt)

•	Excel (.xls)

•	Rich Text Format (.rtf)

There is a known issue when using a logo and exporting an Active Report to the Microsoft Excel format. This issue may cause some of the report header information, such as the title, store and date range to not appear in the export. Because of this issue, it is recommended that you choose ‘None’ in the ‘Logo’ drop-down list when exporting to Excel; however, you may choose a logo if desired. This is an issue with the Active Reports engine, and we are actively working with the vendor to get a resolution.

The default file type selected in the list depends on the format selected in Company Settings. You can override the default format on a per report basis on the current screen. If you want to override the default format for all of your reports, refer to User Account Setup.

The following settings apply to reports that have an ‘AR’ appended to the name in the ‘Reports’ list in Reports Viewer. The ‘AR’ designates the report as an Active Report.

Configuring a Delimited File Type

The ‘Select Delimiter,’ ‘Quotation Marks,’ and ‘Extension Type’ drop-down lists only appear if you select ‘Delimited File’ in the ‘Please select the file type for this report’ drop-down list:

Select Delimiter

— Indicates the character used as the delimiter in the report. Select the delimiter from the drop-down list. If you are exporting a report to import into your accounting software, select the delimiter that your software recognizes. If you select a comma or tab as the delimiter, you enable the ‘Extension Type’ drop-down list.

Quotation Marks

— Indicates which fields the system places quotation marks to indicate the distinct values. You can designate all fields, only text fields, or none as fields that need quotation marks. The default value is all fields. If the file contains a long string of integers and text fields, the quotation marks break the string into the correct columns.

Extension Type

— Indicates the extension type for the file of the report. The ‘Extension Type’ drop-down list appears when you select either comma or tab in the ‘Select Delimiter’ drop-down list. If you select comma as the delimiter, select either .csv or .txt for the report. If you selected tab as the delimiter, select either .txt or .iif for the report. QuickBooks® uses the .iif format.

To configure a delimited file:

1.	Select Delimited File from the ‘Please select the file type for this report’ drop-down list.

2.	Select the delimiter from the ‘Select Delimiter’ drop-down list. This is the character that separates the values in the report. If you select a comma or tab as the delimiter, you can select the extension type.

3.	Select one of the following: All Fields, Text, or None from the ‘Quotation Marks’ drop-down list. The default is ‘All Fields’ for quotation marks to appear around all values.

4.	If you selected a comma or tab in step 2, select the file extension type for the report. If you selected comma, select either .csv or .txt, the default is .csv. If you selected tab, select either .txt or .iif.

Language

— Designates the default language for an Active Report. The language setting modifies the static text elements on the report:

•	Report title

•	Store selection

•	Date range

•	Column names

•	Page numbers

•	Printed on text

Format

— Designates the default data format settings for numeric values on an Active Report. The following elements update to the appropriate format when you select a language in the ‘Format’ drop-down list:

•	Date format

•	Time format

•	Currency symbols

•	Negative values

•	Decimal separator

•	Thousands separator

•	Percent values

Suppress Currency Symbols

— Indicates you do not want currency symbols to appear on the column headers and data in the report. If a column name contains a currency symbol, the currency symbol does not appear. For example, the column name is ‘Sales $’ and you suppress the currency symbol, it would appear as ‘Sales’ without the symbol.

Logo

— Indicates the logo for the currently selected report. The ‘Logo’ drop-down list contains all the logos available for your reports. To change the logo on an Active Report, select a logo from the list.

The Logo drop-down list can contain up to 20 logos with each logo being up to 1 MB in size. If you need to add a logo, refer to Company Setup > General tab for more information on logos and uploading logos.

If you are scheduling the report, click Report Schedule.