Customising Reports in Rise Accounting and Rise School Management

Accounting Reports

You can customize all reports except for accounting reports.

Although you cannot customize accounting reports, you can view them in different options.

There are two ways to view accounting reports in different options:

1st method to view accounting reports:

1. Go to Accounting and click More reports...

You will see many options for different reports.

2. Click the option you would like to see. For example, Income statement - accrual basis in months.

3. Click Run report.

2nd method to view accounting reports:

1. Go to Accounting and click the report you would like to see.

2. Click Report options to select the option you would like to view.

You will see a lot of options available.

3. Select the option you wish. For example, Income statement - accrual basis in quarters.

4. Click Run Report to pull the report.

5. You can also select the Show payments details on some reports.

Activating Custom Fields and Data

Custom fields allow you to create additional attributes to identify or group customers.

To activate custom fields:

1. Go to Quick menu and select Settings.

2. Go to General settings.

3. Select the Use custom fields and data check box.

4. Click Save and close.

Creating Custom Fields

To create custom fields:

1. Go to Quick menu and click Settings.

2. Go to General settings.

3. Click Custom fields and data in blue to create them.

4. In the Show field, select Custom fields.

You can set custom fields for the following:

• Address/contact
• Class
• Counterparty
• Department
• Inventory
• Project/job
• Sales person

5. Click the catalog you would like to create a field for and then click Create.

6. Enter the Custom field name.

7. If you want this field to be mandatory, select the Make this a required field check box.

8. Click Create. When a pop-up message appears, click Write.

9. Enter the Description of the custom field value.

10. Click Save and close.

11. Click Save and close.

Adding Custom Fields to Counterparties

You can allocatr the created custom fields to new or existing counterparties.

To add custom fields to counterparties:

1. Go to Quick menu and select Counterparties.

2. Double-click any existing counterparty or click Create to create a new one.

3. Go to the Custom fields tab.

You will see the custom field that you created.

If it was marked as required, it will have a red line and the system will not let you post the document without filling in the required field.

4. Click Show all to see all existing options for the custom field created.

5. To create new options, click Create.

6. Click Save and close.

Custom Fields in Reports

You can customize all reports except for the reports in the Accounting section.

For the purpose of this manual we will use A/P Aging report.

To customize a report:

1. Go to Purchases and select A/P aging (due date).

2. Click Set up... to customize your report.

3. Click Advanced.

Filters

You can filter a report according to the custom field created.

To filter a report:

1. Go to the Filters tab.

2. Click Add filter to add a custom field as a filter.

3. Custom field created is a characteristic of a counterparty (company). Scroll down to Company and click the small circle with a + inside to open up the list of counterparty attributes.

4. Select the custom field.

This will automatically select the filter and add Equal to to show that you want to see exactly that filter.

5. Double-click the highlighted line under the Value column and enter one of the options you created.

6. Click Close and generate.

The report will be generated and show only the counterparties with that specific characteristic.

For example, it will show us all Suppliers who are American citizens.

Structure

You can customize and structure your reports as you wish.

To structure a report:

1. Click Set up...

2. Go to the Structure tab.

This tab will allow you to edit and customize your reports by master data, such as rows and columns.

This will show you a list of the master data that your report includes.

3. Click Add. It will give you a list of data that will structure your report.

4. The custom field created is a characteristic of a counterparty (company). Scroll down to Company and click the small circle with a + inside to open up the list of counterparty attributes.

5. Select the custom field and click Select.

6. Drag your new field to where you want it to be.

For example:

If you want your custom field to be under the suppliers’ name and appear for each and every supplier, drag it all the way underneath Company.

This will generate a report for the new data that you have selected.

If you want your custom field to group all the suppliers into their citizenship, drag it all the way to the top and place Company underneath it.

This will generate a report for the new data that you have selected.

If you do not want the documents to appear for this report and just want to see the suppliers grouped by their citizenship, delete the Document field.

This will generate a report for the new data that you have selected.

Fields and Sorting

This tab allows you to remove columns or add fields to your reports.

It also allow you to sort your report according to a specific criterion of your choice.

Fields

To customize fields in a report:

1. Go to the Fields and sorting tab.

You will see some field that will be ticked. Those fields make up your current report.

2. To remove any fields, clear the check boxes.

3. To add any fields, click Add.

4. Click Close and generate.

For example, in the A/P age analysis, we want to remove the 61-90 and the 91 and over days columns.

To do it, clear the check boxes for these columns.The report will be generated and 2 columns will disappear.

Another example: we want to add the Citizenship custom field.

The report will be generated and the Citizenship field will be included in it.

Sorting

To sort your report:

1. Go to the Fields and sorting tab.
2. Find the Sorting part.
3. Click Add to sort your report in a specific way of your choice.
4. Click Close and generate to run report.

For example, to sort the report in an ascending order according to the total amount in each document:

1. Go to the Fields and sorting tab.

2. Click Add to select the option to sort it.

3. The Total amount of the document is under Document. Click the tiny circle for Document (A/R, A/P) to open it.

4. Select Amount FCY.

It will give you an opportunity to choose the order you want it to be.

The report will be generated in an ascending document amount order.

Appearance

This functionality helps you to customize the report by giving it a different look.

To customize a report appearance:

1. Go to the Appearance tab.

2. Click Add to start customizing.

3. Click Add again to add a line which is customized. This will show you a list of all possible features that can be customized.

4. Double-click the Value column in the feature you would like to add to your report.

5. Click 3 dots in the corner.

6. Customize your fields as you wish to style your report.

For example, use red as your background colour.

Use white as your text colour.

Choose Italics as your font style.

You will then see a list of all the things that you have styled and the checkbox should be selected.

7. Click OK. You will see your customized line.

8. Click Close and generate.

Your report will now have a new style.

Saving Customized Reports

You can save the filtered, customized, and structured report and generate it again in the future.To save a customized report:

1. Click Report options.

2. Click Save report option...

3. Enter the name you would like to save the report under.

4. Select whether you want this report to be visible and accessible just by your user or by all users.

5. Click Save to complete.

Creating Custom Data

To create custom data:

1. Go to Quick Menu and select Settings.
2. Go to General Settings.
3. Click Custom fields and data in blue to create them.
4. In the Show field, select Custom data.

You can set custom data for the following:

• Bank reconciliation
• Credit note
• Payment
• Payment receipt
• Purchase order
• Quote
• Sales order
• Shipment
• Statement
• Supplier invoice
• Supplier return
• Tax Invoice

5. Click the document that you would like to create a field for and then click Create.

For example, we will create custom data for a supplier invoice.

6. Enter the Custom field name.

7. Click Create. When a pop-up message appears, click Write.

8. Enter the Description.

9. Click Save and close.

10. Click Save and Close to complete.

Adding Custom Data to Documents

When the custom data is created, you can use it in the existing documents as well as in new documents.

To add custom data to documents:

1. Open the required document. For example, a supplier invoice.
2. Click the symbol for custom data (see the figure below). You can also find custom data option under More actions. You will see that all custom data that you have created will appear.

3. Click the Value column for the row of the custom data you would like to use.

4. Click the drop-down list symbol to see the available options for the custom data.

5. Select the option you prefer.

6. Post the invoice.

Custom Data in Reports

You can customize all reports except for the reports in the Accounting section.

For the purpose of this manual we will use A/P Aging report.

To customize a report:

1. Go to Purchases and select A/P aging (due date).

2. Click Set up... to customize your report.

3. Click Advanced.

Filters

You can filter a report according to the custom field created.

To filter a report:

1. Go to the Filters tab.

2. Click Add filter to add a custom field as a filter.

3. Custom data created is a characteristic of a document. Scroll down to Document (A/R, A/P) and click the small circle with a + inside to open up the list of document attributes.

4. Select the custom data.

This will automatically select the filter and add Equal to to show that you want to see exactly that filter.

5. Double-click the highlighted line under the Value column and enter one of the options you created.

6. Click Close and generate.

The report will be generated and show only the documents with that specific nature.For example, it will show us all supplier invoices with a Service nature.

Structure

You can customize and structure your reports as you wish.

To structure a report:

1. Click Set up...

2. Go to the Structure tab.

This tab will allow you to edit and customize your reports by master data, such as rows and columns.

This will show you a list of the master data that your report includes.

3. Click Add. It will give you a list of data that will structure your report.

4. Custom data created is a characteristic of a document. Scroll down to Document (A/R, A/P) and click the small circle with a + inside to open up the list of document attributes.

5. Select the custom data.

6. Drag your new field to where you want it to be.

For example, if you want your custom data to be under the suppliers’ name but under the document and appear for each and every supplier, drag it all the way underneath Document.

This will generate a report for the new data that you have selected.

Saving Customized Reports

You can save the filtered, customized, and structured report and generate it again in the future.

To save a customized report:

1. Click Report options.

2. Click Save report option...

3. Enter the name you would like to save the report under.

4. Select whether you want this report to be visible and accessible just by your user or by all users.

5. Click Save to complete.