Sage Intelligence Reporting - Advanced Training Manual

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© 2014 Sage Intelligence Reporting Sage Intelligence 7.3 Reporting – Advanced Manual Page 1 of 66

Sage Intelligence ReportingVersion 7.3

Advanced Manual




Contents

Welcome ....................................................................................................................................................... 5

Course Pre-Requisites .................................................................................................................................. 5

Course Objective ........................................................................................................................................... 5

How to Use the Curriculum ............................................................................................................................ 5

Document Conventions ................................................................................................................................. 5

Course Outline .............................................................................................................................................. 6

Sample Company Information ....................................................................................................................... 6

Lesson 1: Overview Of Sage Intelligence Reporting ...................................................................................... 7

An Overview of Business Intelligence ............................................................................................................ 7

How Sage Intelligence Reporting Fulfils Business Intelligence Needs ........................................................... 8

The Sage Intelligence Reporting Modules ..................................................................................................... 9

Report Manager ......................................................................................................................................... 9

Report Viewer .......................................................................................................................................... 10

Report Designer ....................................................................................................................................... 10

Connector ................................................................................................................................................ 11

Security Manager ..................................................................................................................................... 12

License Manager ...................................................................................................................................... 13

Lesson 2: Navigating Within The Connector ................................................................................................ 14

Object Window ............................................................................................................................................ 15

Properties Window ...................................................................................................................................... 16

Accessing Commands ................................................................................................................................. 18

Lesson 3: Steps To Create Connectivity To A Data Source ......................................................................... 19

Lesson 4: Creating Data Connectivity To An Access Database ................................................................... 21 Adding a Connection ................................................................................................................................... 21

Adding a Container ...................................................................................................................................... 23

Testing the Container Works .................................................................................................................... 24

Sampling Data in the Container ................................................................................................................ 25

Adding an Expression .................................................................................................................................. 26




Lesson 5: Using Excel As A Data Source For Reports ................................................................................ 28

Named Ranges ........................................................................................................................................... 28

Creating a new connection to the Excel Workbook ...................................................................................... 29

Lesson 6: Creating A Container For Multiple Tables .................................................................................... 31

Graphical Joins in More Detail ..................................................................................................................... 31

Understanding Inner, Outer or Full Outer Joins ........................................................................................... 33

Inner Join ................................................................................................................................................. 33

Full Outer Join .......................................................................................................................................... 34

Outer Join ................................................................................................................................................ 36

Primary and Secondary (Foreign) Keys ....................................................................................................... 38

Creating a Container Using the Graphical Join Tool .................................................................................... 40

Joining the Tables .................................................................................................................................... 42

Adding Expressions to a Graphical Join ...................................................................................................... 44

Lesson 7: Customizing Expressions ............................................................................................................ 45

Why Modify the Expression in the Connector and Not In Excel? ................................................................. 46

Creating a Custom SQL Expression from a Copied Expression .................................................................. 46

Customizing Expressions Using Excel Formulas ......................................................................................... 48

Adding a New Excel Formula Expression ................................................................................................ 48

Applying an Excel Formula to an Existing Expression .............................................................................. 48

Lesson 8: Using Variables As Expressions .................................................................................................. 49

Terminology ................................................................................................................................................ 49

What can Pass Through Variables be used for? .......................................................................................... 50

Adding a Pass Through Variable Expression ............................................................................................... 50

Using a Pass Through Variable Within Another Container Expression ........................................................ 51

Using a Pass Through Variable to Filter Data in a Report ............................................................................ 52

Using a Pass Through Variable to Filter Aggregated Data in a Report ........................................................ 52

Using a Pass Through Variable Within Multiple Union Sub Reports ............................................................ 52

Lesson 9: Managing Containers And Expressions ....................................................................................... 55

Moving a Container ..................................................................................................................................... 55

Checking Container Dependencies ............................................................................................................. 55

Renaming an Expression ............................................................................................................................ 56




Deleting an Expression ................................................................................................................................ 57

Modifying the Lookup Location of an Expression ......................................................................................... 58

Lesson 10: Connecting To Multiple Companies ........................................................................................... 60

PICKLIST .................................................................................................................................................... 60

Creating a Consolidation Connection .......................................................................................................... 62

Importing the Report onto the Consolidated Connection .......................................................................... 63

Lesson 11: Report Writing Methodology And Best Practices ....................................................................... 64

Report Writing Methodology ........................................................................................................................ 64

Pre-requisites ........................................................................................................................................... 64

Report Writing Best Practices ...................................................................................................................... 65

Connector ................................................................................................................................................ 65






Course Outline

The Sage Intelligence Intermediate Report Writing course is divided into 10 lessons. Each lesson is

designed to provide you with practical knowledge and experience that can be applied to your specific needs.

This course includes the following lessons:

Lesson Purpose

Lesson 1: Overview of Sage

Intelligence Reporting

This lesson introduces you to the Sage Intelligence Reporting

product and its functionality.

Lesson 2: Navigating within the

Connector

This lesson will provide you with an understanding of how to

navigate and work with the Connector Module.

Lesson 3: Steps to Create

Connectivity to a Data Source

This lesson will provide you with the steps to create connectivity to

a data source.

Lesson 4: Creating Data

Connectivity to an Access Database

This lesson will provide you with the understanding of how to

create connectivity using Access as a Data source.

Lesson 5: Using Excel as a DataSource for Reports

This lesson will provide you with the understanding of how to useExcel as a Data source.

Lesson 6: Creating a Container For

Multiple Tables

This lesson will provide you with an understanding of how to use

the Graphical Join Tool to create a Multiple Table container.

Lesson 7: Customizing ExpressionsThis lesson will demonstrate how to customize expressions using

SQL.

Lesson 8: Using Variables as

Expressions

This lesson will introduce Pass Through Variables and explain

different ways of using them.

Lesson 9: Managing Containers and

Expressions

This lesson will demonstrate how to use the connector to manage

containers and expressions.

Lesson 10: Connecting to Multiple

Companies

This lesson will provide you with an understanding of how to use

the connector to connect to multiple companies.

Lesson 11: Report Writing

Methodology and Best Practices

This lesson provides you with best practices to create the most

flexible efficient reports.

Sample Company Information

The exercises have been created based on the sample company RKL Trading provided with

Sage Intelligence Reporting software.




Lesson 1: Overview of Sage Intelligence Reporting

Objective: This lesson will familiarize you with the following:

What is Business Intelligence?

How Sage Intelligence Reporting fulfils Business Intelligence needs.

The different modules Sage Intelligence Reporting offers and their functions.

An Overview of Business Intelligence

Business Intelligence (BI) refers to skills, technologies, applications and practices used to help a business

acquire a better understanding of its commercial context.

BI may also refer to the collected information itself and the knowledge developed from this information.

BI applications provide historic, current and predictive views of business operations. One of the keyobjectives of BI is to provide the information businesses need in order to make better decisions.




How Sage Intelligence Reporting Fulfils Business Intelligence Needs

Sage Intelligence Reporting is classified as a BI application because the data extraction and manipulation

tools, coupled with Excel’s ability to render the output into user -friendly reports, represents the level of

abstraction required to produce meaningful information supporting decision-making from endless sets of data

which are mostly meaningless to the business decision-maker.

Sage Intelligence Reporting is focused on businesses whose market dictates that BI solutions are rapidly

deployed in a cost effective manner so that companies realize their returns early. Sage Alchemex is wellplaced to deliver on this initiative as its product suite, training and service offerings grow.

With Excel as the front-end for Sage Intelligence Reporting, it’s well-placed to take advantage of the enhanced

functionality available in Excel 2007 and beyond. Microsoft is serious about Business Intelligence and has

boosted this functionality supporting its vision of Excel as a platform for intelligence delivery in the future.

Companies typically begin to suffer from one or many of the following types of symptoms in their business

which leads them to the realization that they need a solution like Sage Intelligence Reporting to give them

proper insight into their business.

Need a business dashboard with sales and customer information to help them quickly understand thehealth of their business

Require customized reports tailored to answering their business needs without manually formatting the

report each time they use it

Need access to additional information (such as inventory usage and collections issues) without learning

a new reporting tool.

Sage Intelligence Reporting not only creates real value beyond standard offerings, but also helps companies

make sense of what is going on in their businesses to make better decisions and become more profitable.

The end result is better information, better decision making and better companies.




The Sage Intelligence Reporting Modules

There are six modules of Sage Intelligence Reporting: Report Manager, Report Viewer, Report Designer,

Connector, Security Manager and License Manager.

Report Manager

The Report Manager provides an interface to create and modify reports. Reports can be grouped into

folders, and properties of reports can be reviewed and edited as necessary. The Report Manager is the

primary focus of the Sage Intelligence Beginners and Intermediate course.




Report Viewer

The Report Viewer provides an interface to run the reports directly.

Report Designer

The Report Designer is a component of Sage Intelligence Reporting that allows you to fast track the building

of powerful financial reports via the Layout Generator which provides an easy-to-use, drag-and-drop

interface to allow for flexible financial reporting with multi-level groupings according to your unique business

needs.




The Report Designer Add-in is the newest addition to the Report Designer module which presents an

alternative to the current report layout generator to empower users to take control of all design aspects of

their reporting layouts within Excel.

The Report Designer is covered in detail in the Sage Intelligence course designed for your ERP.

Connector

The Connector maintains the connectivity between Sage Intelligence Reporting and the data sources. The

groups of connections are called containers, and the administration of these is the primary focus of the

Advanced course.




Security Manager

The Security Manager controls the accessibility of Sage Intelligence Reporting reports by the various users.




License Manager

The License Manager maintains the licenses installed for Sage Intelligence Reporting.




Lesson 2: Navigating within the Connector


Navigating within the Connector

Viewing the advanced options

Using the ribbon

Opening the help file

Expanding and collapsing objects

Accessing the shortcut menu

To effectively use the Connector, you need an understanding of the interface and how to perform actions.

The layout of the interface is divided into two main areas: the object window on the left, and the properties

window, on the right. Each is described in detail below.

Object

Window

Properties

Window




Object Window

You are able to select objects using your mouse from the object

window in order to either view the objects' properties or perform a

task with the object. For example, you are able to select an object

in the object window and rename the object just as you’d rename

a file in Windows Explorer.

From the object window, you can also double-click on an object to

expand or collapse the objects.

Object Level Hierarchy

The following diagram explains the hierarchy of how the various object levels fit together. Each level below

is opened by either double-clicking on the level above it or, with the focus on the upper level; right-click and

select Open to open the level below it. To collapse a level, double-click on the level above it.

Referential Integri ty

To protect structural relationships, the principle of Referential Integrity is applied to prevent the deletion ofthe following:

Connection - if there are any containers linked to it that are used in reports as could be seen in the

Report Manager module.

Container - if there are any reports linked to it in the Report Manager module. Right-click on any

container and select Show Dependencies to see if there are any Report Manager Module reports

currently associated to this container.




Expression - if there are any reports in the Report Manager that use it.

Properties Window

The properties window on the right displays the properties of whichever object is selected on the left in the

object window.

To maintain or view the fields, first select the relevant object (Enterprise. Connection, Container orExpression) on the object window. All properties windows have editable and read-only fields to setup and

display various configurations, except the Enterprise object (has only read-only display fields and is not able

to be edited).

1. From the object window, select the desired object.

2. From the properties window, view the desired properties.

The various Properties windows are used to setup and display important object configurations. Certain

fields across all Properties windows are read-only and subsequently display with a blue background.




All selected objects also has a Show Advanced option to display more options, with the exception of

Enterprise and the expressions.

3. To save any changes made in the property window, click Apply.




Accessing Commands

There are two ways to access menu commands within the Connector interface:

1. Using the Ribbon

All of the ribbon icons have their own tool tips that are displayed upon hovering your mouse over the

icon.

There are additional tabs which will give you access to more options. For example, in the Tools tab,

options are available to view system variables and run SQL queries. From the Help tab, you can open

the help file, connect to the online academy or the knowledge base.

2. Using the Shortcut menu.

Depending on your current selection in the object menu, the right-click options will differ.

To view an object's associated elements, double-click on the object. This action is called drilling down

or expanding. To drill down is to show additional information. To hide an object's associatedelements, double-click an open object. This action is called drilling up, or collapsing thereby hiding the

additional information.




Lesson 3: Steps to Create Connectivity to a Data Source


The process to create connectivity to source data

The types of connections

The types of containers

The types of expressions

The Connector maintains the connectivity between Sage Intelligence Reporting and the data source. The

data source is usually your ERP accounting system but can be other sources as well. The Report Manager

uses the connectivity to extract the data required for reports.

The steps to create connectivity to the source data is as follows:

1. Add a Connection - A connection holds the relevant connection information to connect to a supported

ODBC or OLEDB compliant data source. By adding a connection to one of the defined connection

types, the Connector module can make data available from this data source. During this course, we

only use the RKL Trading Demo database which is an ODBC Driver for Access database. If youopen the connector and double-click on Enterprise, you will see the many other connection types that

are available.

2. Add a Container - A Container is a set of metadata which is made available (published) by the

Connector module which will allow users access to the data using the Report Manager module. The

source of this data can be a database table, view, sql query, stored procedure or a custom join based

on two or more tables/views.




3. Add Expressions - An expression is a selection from the available fields of the selected container. In

addition to a data field from the container, an expression can be a:

Data Field - This is an expression that is directly linked to the database field.

SQL Expression - Returns data from a field or combination of fields based on a SQL expression;

the data reflected in this expression is based on the SQL syntax entered into the expression. Microsoft Excel Formula - This is an Excel formula that will only resolve once it opens in Excel;

the data reflected in this expression is based on the Excel syntax entered into the expression.

Pass Through Variable - Pass Through Variables enable the queries (or SQL statements) that are

sent to the database systems during report execution to be affected at run time.

Each different type of expression is represented by a different icon.

Excel formula

SQL Expression

Data Field

Pass Through Variable




Lesson 4: Creating Data Connectivity to an Access Database


Adding a connection to an access database

Adding a container

Adding an expression

Let’s go through the procedure to create data connectivity to an access database by adding a connection,

container and expressions.

Adding a Connection

1. From the object window, click on the ODBC Driver for Access.

2. Select Add Connection.




3. Under Connection Name, enter in the desired name.

4. Under Access Database (mdb), select the ellipses (...) to browse.

5. Select the Access database file name.

6. Select Add.

The new connection is now available under the chosen connection type.




Adding a Container

1. From the object window, right-click on the RKL Trading Demo Connection.

2. Select Add Data Container .

3. Select the desired container type. (Table, SQL Join, View, Graphical Join, Stored Procedure, SQL

Query)

4. Select OK.

5. Select the desired Table(s).

6. Select OK. A container has now been created based on this single table.




Testing the Container Works

TIP: It’s important to always Check/Test your containers to make sure that they work before you start to

write reports.

To test if a container works, do the following:

1. From the object window, click on the desired container.

2. On the Home tab, select Check/Test.

3. A confirmation that your container was checked successfully will appear.

4. Select OK.




Sampling Data in the Container

Once you have tested the container, we recommend you sample the data to check that the container is

requesting the correct data. Looking at the sample data in your container will give you an idea of what data

your final report could contain.

To sample data in a container, do the following:

1. From the object window, select the desired container.

2. On the Home tab, select Sample Data.

3. The sample data will appear in the properties window.




Adding an Expression

1. From the object window, right-click on the desired container.

2. Select Add Expressions.

3. Select the expression type to add: Data Field(s).

4. Select OK.




5. Select the table which contains the expressions you’d like to add and click OK.

6. Select the desired fields.

7. Select OK. The fields will now be added under the container.




Lesson 5: Using Excel as a Data Source for Reports


Steps to prepare your Excel workbook to use it as a data source

Creating a named range in Excel

Creating a data connection to Excel

Creating a data container

Named Ranges

To use an existing Excel Workbook as a data source for a report, the data needs to be organized into

named ranges, and must not be formatted.

To create named ranges in Excel, do the following:

1. Open the workbook in Excel.

2. Make sure that the data is stored with accurate headings because the expressions will be created using

the heading names and we need to know what data we will be referring to later.

3. Select the entire data range. There are some shortcuts you can use to select the entire data range but

let’s stick to basics.

4. In the Formulas tab, select Define Name.

5. Give the data a name and click OK.

6. With the range still selected, click Create from Selection.

7. Select only the Top Row and click OK. This will create a named range for each column using the

column heading. We’ll use those for our expressions.

8. Save the workbook and minimize it.




Creating a new connection to the Excel Workbook

To add a new data connection to an Excel workbook, you will need to ensure that you have selected the

applicable data in Excel and have named the range prior to adding the connection within the Connector tool.

To create a new connection to the Excel workbook, do the following:

1. Open the Connector.

2. Select the ODBC Driver for Excel.

3. On the Home tab, select Add Connection. The Connection Info window will appear.

4. Give the connection a name.




5. In the Excel Workbook box, use the ellipses to browse to the location of the Excel workbook that you

will be accessing. If the workbook has been protected, you will need to add the relevant user id and

correct password.

6. Click Add.

7. Open the Excel workbook. You need to have it open to add a container to the workbook.

8. In the Connector, click on the connection and select Add Data Containers.

9. Select Table.

10. Select the table with the named range for the entire data.

11. Click OK.

Now add the expressions:

12. Select the container.

13. Click Add Expressions.

14. Select Data Field(s) and click OK.

15. Click Select All.

16. Click OK. You can now use this container to create reports in the Report Manager .




Lesson 6: Creating a Container for Multiple Tables


Graphical Joins

Types of Graphical Joins

Primary and Secondary (Foreign) Keys

Creating a Container Using the Graphical Join Tool

Adding Expressions to a Graphical Join

Up to now we have only linked to a single table. Many reports require you to join related database tables

together to retrieve the required data.

The JOIN keyword is used in SQL statements to query data from two or more tables, based on a

relationship between certain columns in these tables.

It’s possible, in the Connector module, to create the join using SQL script, but if you are unfamiliar with SQL

script, you are able to create the join using the graphical join tool.

The graphical join tool enables you to create joins between tables using a graphical click and drag method.

This method enables you to create SQL joins that would normally require a technical understanding of SQL

scripting language.

Graphical Joins in More Detail

Using the Connector, data is made available through the addition of containers and relevant expressions.

The source of the underlying data can be a Table, a View, a Stored Procedure, SQL Query or a user

defined SQL Join or a Graphical Join.

To create a container based on a SQL Join, you should add a container, selecting the option SQL Join from

the Select Container Type window and providing a name for the container. Before adding expressions,

you’d then type in the join syntax in the Source Container (Join) field.

The source should thus be the FROM clause (excluding the FROM keyword) of a SQL query that would

define the join.

The syntax of the Join can be verified by using the Check/Test facility for the container. When the SQL join

is verified to be correct, the Connector module can select to Add Expressions. The expression list will then

include all fields from all the tables in the Join.




There are two main SQL Join styles that are used by database systems. For some systems either will work,

while for others only one of the methods will work. It’s recommended where possible to use Syntax 2 (the

newer ANSI style Join).

Join Syntax 1

TABLE1, TABLE2, TABLE3

WHERE TABLE1.KEYFIELD = TABLE2.KEYFIELD

AND TABLE2.KEYFIELD_2 = TABLE3.KEYFIELD

Example

timesheet, employee, department

WHERE timesheet.employee_id = employee.id

AND employee.department_id = department.id

Join Syntax 2

TABLE1

[INNER | LEFT | RIGHT] JOIN TABLE2

ON TABLE1.KEYFIELD = TABLE2.KEYFIELD

[INNER | LEFT | RIGHT] JOIN TABLE3

AND TABLE2.KEYFIELD_2 = TABLE3.KEYFIELD

Example

timesheet

INNER JOIN employee

ON timesheet.employee_id = employee.id

INNER JOIN department

ON employee.department_id = department.id

INNER JOIN ON

TIP: Some systems allow tables to have names, which include space characters. Where this is the case,

it’s necessary to surround table names and field names with square brackets.




Understanding Inner, Outer or Full Outer Joins

An Inner Join is created by default, which can be changed by right-clicking on the join box on either side of

the join and selecting Outer join. The reverse polarity option on the shortcut menu switches the join

between a Left and Right Outer Join.

Inner Join

An Inner Join returns all rows from both tables where there is a match. If there are rows in Table A that do

not have matches in Table B, those rows won’t be listed.

This is the simplest, most understood Join and is the most common. This query will return all of the records

in the left table (table A) that have a matching record in the right table (table B)

Example:

Table A – Customers Table:

P_ID LastName FirstName Region

1 Hansen Oleg North

2 Teller Tammy North

3 Petersen Karl South

Table B – Orders Table:

O_ID OrderNo P_ID

1 77895 3

2 44678 3

3 22456 1

4 24562 1

5 34764 15




To create a list with all the customers with any orders:

SELECT Customers.Lastname,Customers.FirstName,Orders.OrderNo from Customer

INNER JOIN Orders

ON Customers.P_Id=Orders.P_Id

ORDER BY Customers.Lastname

Result of above:

LastName FirstName OrderNo

Hansen Oleg 22456

Hansen Oleg 24562

Petersen Karl 77895

Petersen Karl 44678

Full Outer Join

A full outer join combines the results of both left and right outer joins. The joined table will contain all

records from both tables, and fill in NULLs for missing matches on either side.

This Join can also be referred to as a FULL OUTER JOIN or a FULL JOIN. This query will return all of the

records from both tables, joining records from the left table (table A) that match records from the right table

(Table B).

Example:

Table A - Customers Table:


1 Hansen Oleg North






Table B - Orders Table:

O_Id OrderNo P_Id

1 77895 3

2 44678 3

3 22456 1

4 24562 1

5 34764 15

To list all the customers and their orders, and all the orders with their customers, the SQL script will be:

SELECT Customers.LastName, Customers.FirstName, Orders.OrderNo from Customers

FULL JOIN Orders

ON Customers.P.Id=Orders.P_Id

ORDER BY Customers.LastName

Result of above:


Hansen Oleg 22456

Hansen Oleg 24562

Petersen Karl 77895

Petersen Karl 44678

Teller Tammy




Outer Join

An Outer join can be either a Left Outer or a Right Outer join.

Left Outer Join

Left outer join produces a complete set of records from Table A, with the matching records (where available)

in Table B. If there is no match, the right side will contain null.

Example:



1 Hansen Oleg North




O_Id OrderNo P_Id

1 77895 3

2 44678 3

3 22456 1

4 24562 1

5 34764 15

To list all the Customers and their orders, the following SQL script can be used:

SELECT Customers.Lastname, Customers.FirstName, Orders.OrderNo from Customers

LEFT JOIN Orders






Result of above:


Hansen Oleg 22456

Hansen Oleg 24562Petersen Karl 77895

Petersen Karl 44678

Teller Tammy

34764

Even though the Customer. Tammy Teller , has no order, she will still be returned.

Right Outer Join

A right outer join is much like a left outer join, except that the tables are reversed. A right outer join returns

all the values from the right table even if there are no matches in the left table.

This query will return all of the records in the right table (table B) regardless if any of those records have a

match in the left table (table A). It will also return any matching records from the left table.

Example



1 Hansen Oleg North







O_Id OrderNo P_Id

1 77895 3

2 44678 3

3 22456 1

4 24562 1

5 34764 15

To list all the Orders with Customers, the following SQL script can be used:

SELECT Customers.Lastname, Customers.FirstName, Orders.OrderNo from Customers

RIGHT JOIN Orders



Result:


Hansen Oleg 22456

Hansen Oleg 24562

Petersen Karl 77895

Petersen Karl 44678

34764

Primary and Secondary (Foreign) Keys

When creating a relational database design, a unique key or primary key is used to identify each row in a

table. A unique key or primary key is usually a single column or set of columns in a table in the database.

No two rows in a table can have the same value (or combination of values) in this column.




A unique key or primary key must uniquely identify all possible rows that exist in a table and not only the

currently existing rows.

Examples of unique keys are:

Identity Document numbers (associated with a specific person) or

ISBNs (associated with a specific book).

Employee Numbers

Unique or primary keys can be referenced by secondary (foreign) keys.

The secondary (foreign) key identifies a column in one table that refers to a column in another table.

A table may have multiple secondary (foreign) keys. This can result in a single table having many othertables that are related to using the secondary (Foreign) key.

Joining tables incorrectly by using the wrong secondary (foreign) key/primary key relationships often results

in report writing errors.

Examples of secondary (foreign) keys are:

Transaction details for customer or product master file tables




Creating a Container Using the Graphical Join Tool

To create a container using the graphical join tool, do the following:

1. From the object window, right-click on the connection.

2. Select Add Data Containers.

3. Select Graphical Join.

4. Select OK.

5. From the Specify a Name for the Container box, enter in the desired name.

6. Select OK.

7. Now select on the Container (Graphical Join).

8. From the properties window select the Graphical Join Tool button.




9. Select the tables you’d like use in the graphical join.

10. Select OK. The tables will now appear in the properties window.

NOTE: To resize the tables, drag the lower border. To position the tables, click in a blank area of the

table and drag.




Joining the Tables

To create an Inner join between the two tables using a common join key, do the following:

1. Identify the common join key from the one table: Example, ID

2. Drag the common join key from the one table to the other.

3. Do the same for all additional tables you have added to the join.

To check the join type:

4. From the properties window, right-click on the Join Icon

5. You can select to Set Join Type, Remove Join and you can check that you have joined the corrected

fields.

6. Select the desired Join Type (Inner, Outer, Full Outer)

7. Select Apply.

8. This will return you to the properties window.




9. The Join SQL syntax is displayed.

NOTE: To edit the graphical join, select the Graphical Join Tool button to activate the graphical join

tool. To Change the Container Type: You are able to edit the SQL syntax directly by changing the

container type to the SQL Join type, then editing the SQL syntax in the Join SQL text field.




Adding Expressions to a Graphical Join

Once you have created your Graphical Join container you still need to add expressions to the container.

To add a data field expression, do the following:



3. Select the expression type to add: Data Field(s).

4. Select OK.

5. Select all the tables in the Join.

6. Select the desired fields.

7. Select OK.

The expressions will now be added under the container. Sample any of the expressions from the list:

8. Right-click on the expression.

9. Select Sample Data. The data will be displayed in the Properties window.




Lesson 7: Customizing Expressions


SQL Functions and their usage

creating a custom SQL expression from a copied expression

customizing expressions using Excel formulas

Custom SQL expressions are expressions that have been customized using SQL functions or operators.

This enables you to apply changes to an expression, such as combining one expression with another, or

applying a mathematical equation to the expression.

SQL functions are commonly used for:

Stripping out parts of a text field.

Casting one data type to another e.g. a date stored as a text field could be cast to a real date.

Performing mathematical operations e.g. summing two fields.

Returning a certain value based on some logic, e.g. returning the text YES whenever a certain Boolean

field is equal to 1.

Linking Information, for example linking the AccountID to the CompanyName.

"Chart"."AccountID" + ' - ' + RTRIM("Company"."CompanyName")




The SQL functions available are specific to the ODBC driver used.

For example, the SQL functions available for a Microsoft Access database may be different to those

available for a Pervasive database. For information about the available functions for a connection type see

the help files or documentation provided by the driver.

Why Modify the Expression in the Connector and Not In Excel?

The advantage of modifying the expression through the Connector module, over using Excel to modify an

expression, is that the custom expression is resolved faster in the Connector than it would be in Excel. In

addition, the custom expression is resolved in the Connector and only the value is displayed in the Excel

workbook, not the formula.

Although a SQL expression can be created from scratch by using the Add Expression method, it’s

preferable to copy an existing expression and modify it. This provides you with an existing expression to

work from.

For example if you need to create a Line Total value and you currently only have the Unit Price and

Quantity purchased, you can create a SQL expression that will multiply the two fields together, then round

the values to two decimal places:

Use the following details in creating your SQL expression:

Expressions used: Unit Price and Qty

Expression name: LineTotal

SQL syntax: Round(Qty*”Unit Price”,2)

Creating a Custom SQL Expression from a Copied Expression

To create a custom SQL expression from a copied expression, do the following:

1. From the object window, select the desired container.

2. Right-click on the expression that you’d like to copy.

3. Select Copy.

4. Select the container.

5. Select Paste.

6. From the properties window, in the Expression Name box, rename the expression.

7. From the Expression Type drop down arrow, select SQL Expression.




8. Select Apply.

From the properties window, you can now edit the Lookup SQL SELECT Statement or make changes to

the expression source.

NOTE: It’s always advisable to test and sample your expression.




Customizing Expressions Using Excel Formulas

Excel Formulas should be a last resort if the end result cannot be achieved through SQL Expressions.

Excel formulas have a negative effect on file size and performance.

There are two ways of using Excel formulae in an Expression.

Add a new Excel formula

Apply an Excel formula to an existing expression

Adding a New Excel Formula Expression



3. Select Excel Formula.

4. Select OK.

5. Type in the desired name in the Enter a Name for an Excel Expression box.6. Select OK.

7. Type in the desired formula in the Enter the Excel Formula box. Spaces in field names must be

replaced with an underscore. Example, IF(Account_ID="RETINC","RETAINED

EARNINGS",IF(Financial_Type_Code="I","INCOME STATEMENT","BALANCE SHEET"))

8. Select OK.

Applying an Excel Formula to an Existing Expression

1. From the object window, select an existing Expression.2. From the properties window, change Expression Type to Excel Formula.

3. In the Expression Source field, type in the correct syntax for the expression type chosen.

4. Select Apply. outlook.gs.adinternal.com

NOTE: The formula doesn’t begin with an equal sign.




Lesson 8: Using Variables as Expressions


what Pass Through Variables are

what Pass Through Variables are used for

how to add a Pass Through Variable expression

how to use a Pass Through Variable within another container expression

how to use a Pass Through Variable to filter data in a report

how to use a Pass Through Variable within multiple union sub reports

Pass Through Variables enable the queries (or SQL statements) that are sent to the Database Systems

during report execution to be affected at run time. Where ordinary parameters are used to modify the

filtering element (or WHERE clause) of a query, only Pass Through Variables can be used with parameters

to modify other parts of the query. Pass Through Variables must be used in conjunction with a repor t’s

parameters to be effective.

Pass Through Variables can also be effectively used to pass common parameter values through a series of

union child reports within a union report. In this way a union report may be configured to use one pop up

parameter screen to parameterize a number of union child reports.

Terminology

A Pass Through Variable is a type of Container Expression used to hold a variable value that can beused within a report.

Pass Through Variable code is the Expression Source property defined as a unique code prefixed

and suffixed with @ symbols. This code can be used in Report Filters, Report Aggregate Filters and

in other Expression Source properties. Where literal values are usually placed in filter comparison

values, the Pass Through Variable code may be substituted.

Pass Through Variable value is the value held within a Pass Through Variable during the execution

of a Report.

NOTE: The value can only be set through a report parameter based on the Pass Through Variable. The

lifetime of the Pass Through Variable value is from when the value is set during report parameterization towhen the report execution completes.




What can Pass Through Variables be used for?

Pass Through Variables can be used to achieve the following:

Dynamically modifying the outcome of a report column through display fields that are based on

expressions which include variables.

Filter data in a report.

Parameterize multiple reports in a report batch through a single parameter selection.

Apply multiple filters that use a single parameter which is based on a Pass Through Variable.

Create aggregate parameters by using aggregate filters with Pass Through Variable based parameters.

Set stored procedure input arguments.

Adding a Pass Through Variable Expression

1. Select a data container.

2. On the Home tab, select Add Expressions.

3. The Select the Expression Type to Add window will appear.

4. When prompted for the type of expression select Pass Through Variable.

5. Select OK.

6. You will be prompted for a descriptive name for the variable.

7. Enter the desired name.

8. You will then be prompted for a code for the Pass Through Variable. The code is a unique identifier for

the Pass Through Variable. The code must be prefixed and suffixed with @ symbols. For example,

@COMPANY@.

TIP: This code that you choose for the Pass Through Variable has no relation to any existing expressions

in the container. The code must however be unique within the container and should preferably be unique

within your intelligence application to prevent conflicts when using Pass Through Variables in union

reports.

NOTE: Having done this you may then use the code @COMPANY@ in any of the containers

expressions or any report filters to dynamically affect queries at report run time.

To set the Pass Through Variable value you must define a parameter on a report that uses the Pass

Through Variable. Add a parameter to a report in the usual way but specifying the defined Pass Through

Variable as the expression to use for the report. When you run the report you will be prompted for a

parameter which will then set the Pass Through Variable value and any occurrences of the variable within

the underlying queries will be replaced with the variable value.




Using a Pass Through Variable Within Another Container Expression

1. Modify the Expression Source of the Expression to include the Pass Through Variable code. See the

example below where a SQL Expression has included a Pass through Variable code:

2. Add a Parameter to your report and select the Pass Through Variable expression as the source.

3. Run your report and enter a value for the parameter. In this example, the value that you enter for theparameter will be placed into the variable @COMPANY@ and substituted into the expression

Company & Department.




Using a Pass Through Variable to Filter Data in a Report

1. Make sure that the container that is used in your report has Pass Through Variable(s) defined as

explained above.

2. Add a Parameter to your report based on the Pass Through Variable.

NOTE: Running the report and entering a value for the Pass Through Variable will have no effect on the

report output until the Pass Through Variable code has been added to a filter (or aggregate filter) as instep 3 below.

3. Add a filter to the report that you wish to base on an expression that must be filtered in conjunction with

the Pass Through Variable code. Select the relevant comparison method for the filter (for example, Is

Equal To) and then enter the code for the pass through variable (for example, @COMPANY@).

4. Run the Report. The parameter prompt will be used to set the Pass Through Variable value. This

value will be substituted for the Pass Through Variable code (@COMPANY@) in the filter set in step 3

above and will thus effect the output of the report query (through the SQL WHERE clause).

Using a Pass Through Variable to Filter Aggregated Data in a Report

Follow the steps as outlined in Using a Pass Through Variable to Filter Data in a Report above but in

step 3 use an aggregate filter instead of a standard filter.

Using a Pass Through Variable Within Multiple Union Sub Reports

When a union report runs, the individual union sub report queries are executed and the data is placed into a

single Excel Workbook. Although the underlying queries are executed independently and possibly against

different databases, the Pass Through Variables that are populated become available for the remaining

scope of the union report execution.

This means that a Pass Through Variable defined in a container for the first union sub report is set as the

first union sub report is executed. The variable can then be reused in the subsequent union sub reports.

This can be useful to avoid multiple parameter popup boxes where the union sub reports require similar

parameterizations.

1. In the Connector , select the container.

Add a Pass Through Expression:

2. Click Add Expressions.

3. Select Pass Through Variable.

4. Type a name for the expression.

5. Add the unique code beginning and ending with @, for example @CompanyName@

6. Click OK.




Add a parameter to the last sub report:

1. Open the Report Manager .

1. Select the report.

2. Select the Parameters tab in the properties window.

3. Click Add.

4. In the Choose Filter Fields window that appears, select the Pass Through Variable expression you

created in the connector.

5. A window to enter an optional default for the parameter will appear.

Add a filter to the last sub report:

1. Select the Filters tab.

2. Select Add.

3. Select the field you want to filter by.

4. Click OK.

5. Select Contains in the Choose Comparison Method window.

6. In the Enter Comparison Value window, type the pass through variable name. Remember the name is

always in the form of @xxxxxx@.

Add the same filter to the other sub reports.

1. Select the Filters tab.

2. Select Add.

3. Select the field you want to filter by.

4. Click OK.

5. Select Contains in the Choose Comparison Method window.

6. In the Enter Comparison Value window, type the pass through variable name. Remember the name is

always in the form of @xxxxxx@.




Create a Union Report.

1. Select a folder.

2. Select Add Report.

3. Select Union Report.

4. Name the report.

5. Select the reports you’d like to use in your union report.

6. Select OK.

7. Change the Output Sheet Numbers of the reports if required.

Run the Union Report.

1. Select the Union Report.

2. Select Run.

3. In the Enter Report Parameters window, type the required parameters.

4. Click OK.

5. The report will open in Excel applying the pass through variable as a filter on the data that is retrieved.

WARNING: Make sure that the order of the union sub reports is correct. The last sub report must

contain the parameter because union Reports use LIFO (Last In First Out) and the Pass Through Variable

will need to be set upfront to be available to the other subreports.




Lesson 9: Managing Containers and Expressions


how to move a container

how to check container dependencies

how to rename an expression

how to delete an expression

how to modify the lookup location of an expression

Moving a Container

You are able to move containers from one connection to another to save time.

WARNING: Although you can move a data container to a connection in a completely different connection

type, this may lead to issues around SQL syntax.

To move a container to another connection, do the following:

1. From the object window in the Connector, right-click on the desired container.

2. Select Move To.

3. From the Move Data Container to Connection window, select the connection you want to move the

container to.4. Select OK.

Checking Container Dependencies

To check which report utilizes a specific container you can check the dependencies of a container.

To check the dependencies on a container, do the following:

1. Select the container in the connectors’ object window.

2. Right-click on the container.

3. Select Show Dependencies.




The reports in the Report Manager that utilize that specific container will be listed.

Renaming an Expression

It’s always advisable to use meaningful names in the container and expressions so that the data is easily

identifiable later.

To rename a container or expression, do the following:

1. Select the container or expression.

2. Select Rename.

3. Type in the new name in the Rename dialog box.

4. Select OK.

NOTE: It’s always best to rename you expression when you initially set it up because if an expression is

already in use as a field (Column) on a report, and you then rename the expression, it won’t automatically




change on the report. You’d have to remove the field from the column property screen of the report and

then add it back again.

Deleting an Expression

To delete an expression, do the following:1. From the object window, double-click on the desired container to view the expressions.

2. Click on the expression.

3. Select Delete.

4. Confirm by selecting Yes.

NOTE: If an expression is in use on a report then you won’t be able to delete the expression . The

column field will need to be removed from the report first, then you’ll be able to delete it from the

container.




Modifying the Lookup Location of an Expression

When a report has parameters defined for it, you may use the lookup facility to pick parameters from a

database list. By default the parameter list is pulled directly from the source container of the report. Often

this can be very time consuming and load heavily on the underlying database and often there is a more

logical place to pull the list from.

An example of this might be where your report is pulling information from a large transactional table (for

example, Sales) and a parameter is defined on the report against a Customer Account Code. TheCustomer Account Code might also be defined in a smaller reference data table (for example, Customers)

and it would make sense to then define this as the lookup table.

1. In the Connector, locate the underlying expression for the parameter.

2. Set the Lookup Type property to the required lookup type and click Apply.

Some of the lookup types Sage Intelligence Reporting supports are:

Direct from Container (Default)

This option will cause lookups to be drawn directly from the source container.

Customized SQL Statement

This option allows you to insert a SQL statement which will be used to define the lookup.

Customized SQL Statement (Code & Desc Pair)

This option allows you to insert a SQL statement which returns a code and description pair for each

data item to be returned in the lookup. The description is displayed in the lookup but the code of the

selected lookup item is used for the parameter value.




This is useful where the parameter value required is not meaningful to the user. An example would be

where Store Code is required as a parameter value, however users only know stores by the Store

Name. By using a Code & Desc Pair lookup, the store names will be displayed in the lookup list but the

store code will be passed through as the parameter value when a store name is selected from the list.

Using this option requires that you be familiar with SQL and with any SQL specifics of the database

system being accessed. Once you select this option and click Apply, a new property named Lookup

SQL SELECT Statement

will appear and you can edit it to customize the lookup.

Text File

This option allows you to specify a text file which will be used to define the lookup. The text file must

contain a single item on each line.

Using text files can be useful when the list provided in a parameter lookup is very specific. Where a

normal SQL lookup might bring back some items which are not relevant to a user then a text file can be

used to populate with just the relevant items.

NOTE:

The text files that are used for lookups lie outside of the containers and are not bundled with areport that is exported for redistribution. The text files would need to be implemented in the target system

manually.




Lesson 10: Connecting to Multiple Companies


PICKLISTS

Consolidated Connections

There are two options when connecting to Multiple Companies:

Creating a PICKLIST

Using a Consolidation Connection

PICKLIST

You’d use PICKLIST when you want to run a consolidated report from multiple databases. PICKLISTS are

set up in the Access Database (mdb) textbox in the properties of the connection in the Connector.




To add a PICKLIST parameter, do the following:

1. Navigate to the Access Database (mdb) textbox in the properties pane and replace the existing

database details with the following: PICKLISTM=Select from List;MyCompanyA::DataA;

MyCompanyB::DataB; MyCompanyC::DataC; MyCompanyD::DataD

This will give us a PICKLIST showing four companies database connections A through D which we can

choose from.

PICKL IST Variables

PICKLIST=

Presents you with a list of all connections but only allows you to select ONE.

PICKLISTA=

Will automatically run ALL the connections listed in the PICKLIST, thus no popup list to select from. This

option is great for a consolidated Management Pack that consists of all the Companies in the list.PICKLISTM=

Presents you with a list of all the connections and allows you the option of specifying which connections to

run. Make your choice by checking one or more of the check boxes next to your Company Names.

PICKLISTDSN=

Presents you with a list of all connections available DSN connections but only allows you to select ONE –

Select from List;

This is the text that will appear in the popup box and you can change it to whatever you like. Remember to

always end with ; This is only really useful when used with the straight PICKLIST= option, thus you can

safely leave the comments out if you wish provided you still end in ;

e.g. PICKLIST=; MyCompanyA::DataA; MyCompanyB::DataB;

MyCompanyA::DataA; - Defines your various database connections.

MyCompanyA:: - Is your descriptive name so anything goes – remember to end in ::

DataA; - is the exact database path and name so it has to be exact – remember to end in ;




NOTE: There is no ; after the last database entry in the list.

Once the PICKLIST has been added:

1. Right-click the connection and select Check/Test to ensure the syntax and connection is correct.

2. Once it is working, export the report that needs to use the PICKLIST from the Report Manager.

3. Import this report by right-clicking on the PICKLIST connection and selecting Import Report.

Creating a Consolidation Connection

Although not used in the generic Sage Intelligence

Reporting product, the Consolidation Connection can

be created in some products where Sage Intelligence

Reporting is integrated. The Consolidation connection

will be created in the Connector module. (Some

accounting products have the ConsolidationConnection set up as a standard)

To set up a consolidation connection, do the following:

1. Open the Connector.

2. Add a new connection under the correct driver.

3. In the Properties tab of the connector, select Use

Auto Connection System.

4. Give the connection a name.

5. Select Apply.

6. Your new connection will now be listed. Select

your new connection, and in the properties window

click the Show Advanced option.

7. Select the option Consolidation Connection.

8. Once you have applied the changes to the

connection, your connection details will appear in

the properties window.

9. The consolidation connection has now been set up. You now need to import the report you’d like to see

consolidated against the new consolidation connection.




Importing the Report onto the Consolidated Connection

1. In the Report Manager select the folder you’d like to import the report into.

2. Right-click and select Import Report.

3. The Select Import Report window will open select the report that you are importing, and click Open.

4. The Import Report window will open.

5. You can rename your Report Name, and select the newly created Consolidated Connection.

6. Click Import

7. Confirm the Report Source Container by clicking Yes

8. The newly imported consolidated report will appear in the Report Manager.

9. You now need to set up the Database Consolidation List in the properties window of the report.

Select the ellipsis button.

10. Select the databases you wish to consolidate. They will then appear in the Database ConsolidationList in the properties window of the report.

11. You can now run your consolidated report into Excel and customize it to suite your specific reporting

requirements.




Lesson 11: Report Writing Methodology and Best Practices


Report Writing Methodology

Pre-Requisites

Tips for Creating Containers

Tips for Creating Containers as Joins

Tips for Creating Expressions

Tips for Expression Lookups

Report Writing Methodology

Always bear in mind the following keywords before, during, and on completion of the configuration of the

connector:

Automation

Flexibility

Performance

Ease of use for future support/maintenance

Pre-Requisites

We recommend that prior to configuring the connector, you first create a comprehensive requirement

document in addition to:

Adequate sample data for testing.

A sufficient Data Dictionary (A data dictionary is a collection of descriptions of the data objects or items

in a data model for the benefit of programmers and others who need to refer to them) of the database

being reported off.

Examples of the desired output and layout required.




Report Writing Best Practices

Connector

The following are tips which when followed in the Connector, will result in the most flexible and efficient

reports.

Tips for Creat ing Containers

Using the Connector, data becomes available through the addition of data containers and relevant

expressions. The source of the underlying data can be a Table, a View, a Stored Procedure, a SQL Query,

a user defined SQL Join or a Graphical Join. The preferred methods for creating containers are Graphical

Joins and SQL Joins.

Stored procedures and SQL query containers provide less flexibility when creating new or modifying

existing reports off these containers. For example: parameterization of reports built off SQL Query and

Stored Procedure containers can only be achieved using Pass Through Variables which is an advanced

feature of Sage Intelligence Reporting.

Views and Stored Procedures should only be used if designing a report from a database where they are

standard within the database and not client specific. An exception would be if the need arises for an

extremely complex report where the end result cannot be achieved in any other way.

Name containers similar to the report name. This is for ease of use in recognizing the contents of the

container.

Provide meaningful descriptions on containers.

Tips for Creating Containers as Joins

Use Graphical Joins unless you require specific clauses within the join, as this is a graphically intuitive

means of joining tables by linking primary fields in one table to secondary fields in another table.

For performance, it’s best to join index fields. However, where joins are required on non-indexed fields,

it’s recommended that you index the required fields.



Tips for Creat ing Expressions

Use Data Fields and SQL Expressions as much as possible. SQL Expressions should be used as often

as possible as these have a faster run time as Excel expressions and can also be used in aggregates.

Include expressions with meaningful names in the container that may be useful for future use, even if

they are not required on the report in question.

Pass Through Variables are a powerful feature but can make containers more complex to use. Only

use them when there is no better way to achieve the same result.

Excel Formulas should be a last resort if the end result cannot be achieved through SQL Expressions.

Excel formulas have a negative effect on file size and performance.

Where possible, use SQL expressions to create calculated fields as opposed to using Excel formulas at

the front end within Excel.

Tips for Expression Lookups

Ensure that lookups are working properly on all expressions in the container and not just the

expressions intended to be used in the report, as other users may create reports off the samecontainer.

Where the functionality of the database allows for the use of the SQL Distinct keyword, ensure that

lookups display a distinct list of values.

For containers that access large data sets, it’s recommended that the SQL lookup type for all

expressions be changed to Direct from Container or SQL Statement Defined. This will optimize

lookups and minimize the load on the database server.

Where necessary, set the lookup type to a Customized SQL Statement and customize the statement in

order to achieve the preferred end result. The lookup of the expression does not always have to come

from the table listed in the expression source; it can be set to obtain the value from a different table.

Documents

Sage Intelligence Reporting - Advanced Training Manual