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Module 5: Ad-Hoc Reporting
Overview In this module, you will be introduced to the process for creating Ad-Hoc Reports in the
ReloAdvantage system.
Objectives After completing this module, you will be able to:
 Create Ad-Hoc Reports
 Make Modifications to existing reports as needed
Topics • Creating an Ad-Hoc Report
• Creating a New Ad-hoc Report/Selecting Data
o Using the Account Sum Function
o Calculated (Calc) Fields
o Creating a Calc Field to Replicate Account Sums
• Setting the Report Filters
• The Filter Table
• Formatting Ad-Hoc Reports
Helpful hints:
 There are hyperlinks in this document to help you move quickly to specific
topics
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Ad-Hoc Reports
ReloAdvantage has a great reporting tool that enables the user to create and run a
variety of different reports. Some the most commonly used report types include:
1. Move, Transferee Reports – This type of report will return one row per
transferee record (no need to auto aggregate).
a. The exception to this is Budget items. This type of report will return one
row per budget item. (You will need to aggregate those items only)
2. Move, Expenses Reports – This type of report returns multiple rows per
transferee record (one row for each expense they have).
a. Best for detailed expense information about a transferee such as a
category report (not using Account Sum function).
3. Payroll Reports – This type of report returns one row per transferee record (no
need to auto aggregate).
a. Best for displaying general payroll information. This report does have
limitations, however, on the fields that are available.
4. Payroll Detail Reports – This type of report returns multiple rows per
transferee record (one row for each expense they have). It contains detailed
information related to payroll functions.
a. There are more fields than the Payroll report and it is the only report type
to contain a field for Net Amount.
b. Best for detailed expense information about the transferee such as a
category report (not using Account Sum function)
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You access the ad-hoc report screens through the client folders.
1. Expand the client folder by clicking the “+”icon next to the client name.
2. Click the Ad-hoc reports link to display the list of reports for that particular client
1.
2.
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Creating a New Ad-hoc Report
1. To create a new report, right-click on the Ad-hoc link in the client tree, then Add
Adhoc Report.
1.
The Ad-hoc screen consists of several different tabs. Let’s look at the use of each tab.
The first one is the Select CompanyReport Type.
2. Assign the Report Name on the left-hand side and give it a brief description.
Select the Report Type as described earlier.
2.
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Creating a New Ad-hoc Report (cont.)
Please note: make sure to verify that the correct client name appears as the company
to run report for as well as storing the report. Note the Report Timeout field. The
default is 120 seconds. This means that the report will stop once it gets to that point.
The longer the intended report, the greater chance of the report being stopped before it
displays. Change the report timeout to a longer time period or consider running
smaller versions and consolidating the data.
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Creating a New Ad-hoc Report/Selecting Data
The Select Data tab is used to identify the screens and fields that will be used for the
report. This tab consists of three main columns:
o Data Views – The view selected will display a specific set of data in the
Available Fields. In the example displayed you will see that the Expenses
and Transferee, Move data views were selected. This means that you will
not be able to see Voucher Data or Salary information. The Data Views
reflect the different screens used in ReloAdvantage (for Initiations or
Vouchering, for example). The key to selecting Data Views is to know
where the data is that you need for the report.
o Available Fields – These are the available pieces of data (fields) that
you can use for your report. You can add any of them just by double-
clicking on the item. This will move them to the Selected Fields column.
o Selected Fields – This column displays the data (fields) you selected for
your report. Use the vertical arrow icons to position the fields in the order
you choose.
1) – Click the 2) – Double- 3) – Verify the
box for the click the fields/data
Data View specific data selected. Use the
needed needed arrow icons to
order the fields on
the report
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Using the Account Sum Function
An Account Sum is, by definition, the sum of one or more ReloAdvantage “Accounts”.
Accounts are different categories of expense items.
Example: HHG_Storage_Allow = HHG Storage 30 Days + HHG Perm/Intl.
Storage
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Using the Account Sum Function (cont.)
An account sum can also be limited to just one account.
Example: SpousalAssist_Allow
Do’s and Don’ts
You can limit the number of Accounts when you initially set up the report. Once a
report is set up however, any changes to the account sum will affect ALL clients that
share that Account Sum. Be careful to check the data versus a secondary report to
ensure that your data is accurate. In this scenario, never change the check boxes on
the left. Instead, change the Expense criteria on the right.
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Using the Account Sum Function (cont.)
Expense Criteria:
There are many options which act as additional filters when running reports. Be sure to
review all criteria to ensure that you it is what you want.
Consider the following:
o The tax year shows as 2007
o Your date range should be 1/1/07-12/31/07
o Your client has a cutoff of 11/15/07
In this scenario, only expenses listed as tax year 2007 through 11/15/07 will be pulled
to the report. Any expenses processed after that date as tax year 2008 will be
eliminated from the report.
Please Note: Never use the Tax Year Field and a Date Range field together in an
Account Sum. Use Tax Year for Fiscal Year or the Date Range fields for any other
date ranges.
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Using the Account Sum Function (cont.)
Other Hints/Tips:
o Names must have an underscore, no spaces. Leaving a space in the name
field will result in an error message.
o Empty (NULL) Payroll Dates Only – checking this box will send only data
not previously send to payroll
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Calculated (Calc) Fields
The Calculated Fields Builder enables you to create a new field which is:
o the result of combining two or more fields OR
o the result of a mathematical calculation on numeric field
You can create complex logic such as “If x = y then Z, if not then display A. Advanced
filters may be created by the use of the results generated from Calc Fields. The
Calculated Fields Builder can be accessed two different ways:
o Click the Insert Calc Field button
o Double-click an existing calculation field in the Select Fields list in the Select
Data tab
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Calculated (Calc) Fields (cont.)
The Builder screen consists of two main parts:
o Available Fields – These are the fields selected in the Select Data tab. You
must have all of the fields that you need for the calc field displayed here. (If
you have a field that is needed for a calc field but not displayed on the actual
report, then you must select the Hide Column box on the Standard Report
Setting tab).
o Formula Name – This is the name for the field that you are creating. Place a
lower-case “c” before the field name. This will help to identify this as a Calc
Field for other associates. (Ex. cAll Costs)
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Creating a Calc Field to Replicate Account Sums
Use the following steps:
1. Insert/select the Account Sums for the individual “Accounts” that you want to
add together in the Account Sum Builder screen.
2. Click the Insert Calc Field button in the Account Sum Builder screen.
3. Enter your Formula Name. Use a lower-case “c” as the first character to identify
it as a Calculated Field.
4. Double-click the Account that you need.
5. Click the “+” button to identify that you want to add Accounts.
6. Then double-click the other Account to complete the formula (repeat until all
desired Accounts have been included in the formula).
7. Click OK.
3.
4&6.
5.
7.
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Setting the Report Filters
This tab lets you filter the data that you will see on the report. You can limit the data
you see by specifying criteria – date ranges, move types, specific transferee numbers,
etc. that must be met for each row of data displayed on your report. You can filter any
field from the Data Views you have selected. The steps are numbered in
ReloAdvantage to assist you.
1. Select Field – The fields displayed in this column are all of the fields associated
with the Data View(s) selected earlier. Click a field in the column to highlight it.
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Setting the Report Filters (cont.)
2. Select Operator – This step associates the Select Field with the Select Value
(step 3 below). Select an operator for the filter from the drop down list. These
include the following options:
< Is less than
<= Is less than or equal to
<> Is not equal to
= Is equal to
> Is greater than
>= is greater than or equal to
Is Not Null Field is not empty
Is Null Field is empty
Like Is similar to (textual character or wildcard search)
Not Like Is not similar to (textual character or wildcard search)
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Setting the Report Filters (cont.)
3. Select Value – This is the value associated with the Select Field that was
chosen. You can enter a value in the Value text box, or click the Get Data or
Get Fields buttons.
Please note: You can insert a wildcard (“%”) text filter with “Like” and “Not Like”
operators.
Example: Entering “Like S%” in the LastName field would find all last names
beginning with an “S”. Entering “Like%s” would return all last names that end
with an “s”.
o Get Data – This button will result in a display of all possible values from
the database for the field you have selected in the Possible Values drop
down.
o Get Fields – This button will result in a display of all the fields available
in the report in the Possible Values drop down.
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Setting the Report Filters (cont.)
o Add – This button enables you to add the filter to the filter table,
completing the criteria setup.
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The Filter Table
The Filter Table displays the filters that you have chosen. You can use multiple filters,
add operators and parentheses to ensure that the filters execute correctly and request
a filter value prompt every time you run the report. It consists of several different
components:
o ( ) – The parentheses symbols in a filter ensure that the filter operates
correctly. They be set manually, or click the Auto Set Continuators and
Parens buttons to have the system attempt to automatically determine
the parenthesis and continuator values to use. Double-check your report
to be sure they have been set correctly.
o Field – Automatically populates data when the Add button is clicked to
specify a filter
o Operator – Automatically populated when the Add button is clicked to
specify a filter
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The Filter Table (cont.)
o Value – Automatically populated when the Add button is clicked to
specify a filter
o Continuator – Use a continuator between two filters. Choose between
“OR” and “AND”.
o OR – Indicates that at least one of the filter statements before or after
the OR must be true.
o AND – Indicates that the statements before and after the AND must
be true.
** Always leave the last Continuator filter blank.
o Prompt – This box will cause the system to prompt you for a specific
value every time you run the report. You can prompt for dates, names, ID
numbers, Account Codes, etc.
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Formatting Ad-hoc Reports
You can modify the appearance of a report using the Set FormatAggregation tab, plus
the sub-tabs, Standard Settings and Summary Report Settings. You can perform
useful functions such as:
o Sort
o Group
o Aggregate – Includes grouping, summing, taking the greatest or least
value of a particular field, etc.
Example of Aggregation
The following example shows the results of a simple expense report both with and
without Summary Report Settings being used. The following fields chosen for the
report are:
o EE_LastName
o EE_FirstName
o EXP_Acct_Desc_Short
o EXP_Expense_Amount
The report has been run for one transferee and move. The table below shows report
data as it appears with no summary settings:
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Formatting Ad-hoc Reports (cont.)
The following table shows the same report data as before, but summarized using the
Summary tab of the Set FormatAggregation tab as follows:
o “Group By” was chosen for the EE_LastName, EE_FirstName and
EXP_Acct_Desc_Short fields.
o “Sum” was chosen for the EXP_Expense_Amount field.
Note that there are no rows with duplicate data in all three of the Group By fields and
that the Exp_Expense_Amount field has been summarized for each group.
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Formatting Ad-hoc Reports (cont.)
Again, there are two places in which you can set Aggregation:
o Summary Report Settings Tab
o Standard Setting Tab
Summary Report Settings
This tab is the first place to aggregate rows in a report. This tab aggregates data from
the database before it is sent to the report writer. This will also provide aggregation of
reports that are sent directly to Excel. This is the best method for aggregating rows.
However, there are limitations to this method. Account Sums and Calc Fields cannot
be aggregated from this tab, nor through the Auto Aggregate Button. To aggregate a
calc field or Account Sum, you need to use the Standard Settings tab.
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Formatting Ad-hoc Reports (cont.)
Auto Aggregate
This buttons instructs ReloAdvantage to automatically choose a Group By or
Aggregate option for each of the fields chosen for the report. Each currency field will
be automatically summed and all other types of fields will be grouped. Please note this
default arrangement, as you will have to make changes manually
One more note on Aggregation: If you add a new field to a report that currently
aggregates its rows, you will need to set the aggregation for that field as well. The
system will generate an error message if you attempt to run or save the report without
making this change. The Auto Aggregate button will do this in most cases. However, if
you use the Standard Settings tab to aggregate your data, them the Auto Aggregate
button will have no effect and you will need to manually set that up.
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Formatting Ad-hoc Reports (cont.)
Standard Settings
This tab is used to aggregate data by use of the report writer. This may be used in
combination with or as an alternative to the Summary Report Settings tab. When using
this tab, the typical settings would be to check the Group By This Field box for all fields
that do not contain dollar amounts.
For those fields that do contain dollars you would check Subtotal This Field On
Groups. It is important to know that every field must have one of these two options
selected. If a field is missing one of the options the report will either generate an error
or will display undesirable results.
Note: When subtotaling Account Sums you should always change the summary type
from SUM to MAX. Do the same for Calc Fields that contain an account sum.
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o Hide Column – Check this box to use as part of a formula, but where results
of that column are not needed.
o Caption – Change the column header from the system default
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