You can add user-defined fields (UDFs) to
graphical forms and custom reports using Crystal Designer. All
UDFs are accessible in Crystal Designer; this allows you to incorporate
UDFs in custom reports.
For some modules, you can add UDFs to all
reports, journals, and registers, in addition to graphical forms
and custom reports.
Note For
information on creating UDFs, see Create a User-Defined Field (UDF).
Use one of
the following methods to add a UDF to a Crystal Report:
To add an existing UDF to
a Crystal report for modules other than Job Cost, Material Requirements
Planning, Payroll, TimeCard, and Work Order
Note This procedure
assumes that the UDF has already been created.
-
Select Custom Office Main
menu > User-Defined
Field and Table Maintenance.
-
Select the module and add
the UDF to the work table for the report. For example, if you
are adding a UDF in the GL Account Master table to the Chart of
Accounts report, the UDF must be added to the GL Chart of Accounts
work table. Use the following steps to add the UDF to the report
work table:
-
Select the report
work table to which you are adding the UDF, and click the Edit
Fields button.
-
In the User-Defined
Fields window, click the Add button.
-
In the Add
Field window, in the Field Name field, type the name of the
existing UDF. At the Description field, type the description.
For more information, see Add Field - Fields.
-
In the Data Source
field, select the table that contains the UDF to add to the report
work table.
-
In the Column field,
select the UDF to add to the report work table. Click OK.
-
In the Edit
Field window, enter a description and caption if necessary,
and click OK. For more information,
see Add
Field/Edit Field - Fields.
-
In the User-Defined
Fields window, click OK. A message appears asking if you want
to begin the update process. Click OK.
-
Start Crystal Designer. Select
File menu > Open, and select the report file to which you will
add the UDF. All standard reports are located in the Sage 100
Reports folder.
-
Select Database menu >
Verify Database.
-
In the Sage 100
Database Signon window, select
the company and user codes for the report. Click OK. A message
appears indicating that the database has changed. Click OK.
-
Select Insert menu > Field
Object.
-
In the Field Explorer window,
select Database Fields, and then select the report work table
the UDF is located in. In the work table, select the UDF you are
adding.
-
Drag and drop the UDF to the
appropriate location on the report.
-
Close the Field Explorer window
and save your report changes.
The UDF is added to the report. You can enter
ranges of UDF data to print in the Selections grid of any applicable
report window.
To add an existing
UDF to a Crystal report for the Job Cost, Material Requirements Planning,
Payroll, TimeCard, and Work Order modules
Note This procedure
assumes that the UDF is already created.
-
Select Library Master Setup
menu > Report
Manager.
-
In Report Manager, select
the form or report and click the Maintain button. A second Report
Manager window appears.
-
In the Report Manager window,
click Design.
-
In SAP Crystal Reports, select
Database menu > Log On Server.
-
In the Log On Server dialog
box, select ODBC-SOTAMAS90.
-
Select Database menu >
Add Database to Report.
-
Scroll through the SQL tables,
and select the desired UDF table. Click OK.
Note
UDF files begin with the two-character module code followed by an
underscore, followed by a number from 90 through 99 (for example,
AP_90ABC.SOA for the Accounts Payable UDF data for company ABC).
ODBC file names begin
with the "raw" file name followed by _UDF_, followed by
descriptive text (for example, AP_90_UDF_AP_Vendor).
-
From Crystal Visual Linking
Expert, link an existing table field to the UDF table field.
Note Link table
key fields whenever possible. If the UDF table is the only table in
the report, linking is not required. Because UDF tables are not required,
you should always link from the report's primary table to the UDF
table using a LEFT OUTER JOIN. If an EQUAL JOIN is used instead of
a LEFT OUTER JOIN, data will print only if records exist in both files.
Do not use the SMART LINK feature in Crystal Visual Linking Expert;
it can create invalid joins and return unexpected results.
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Click OK and return to the
SAP Crystal Reports Form Design window.
-
Select Insert and then select
Database Field.
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Scroll through the Insert
Fields Database. Select the desired UDF table field.
-
Select Insert and place the
selected UDF on the report.
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Preview the report to verify
the results.
-
Save the report.
The UDF is added to the report.
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