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Epicor Advanced Financial Reporting User Guide Contents
Contents
Introduction............................................................................................................................9
Summary.....................................................................................................................................................243
Introduction
This user guide is a reference book that explores the Epicor Advanced Financial Reporting (AFR) applications. The
guide is aimed at use of the AFR application after installation, from preliminary configuration through report
generation and viewing. It begins by describing the various components that make up the AFR environment,
including data replication, which is required to make your financial data available to AFR, and some basic setup
steps to take when you first start using the AFR Report Designer.
The user guide then examines the elements that make up an AFR report definition: row sets, column sets, report
parameters, reporting trees, drill-downs, and also looks at the expressions used to retrieve required data from
you AFR financial database.
Learn how to generate RDL files and view reports in a web browser using Microsoft SQL Server Reporting Services
(SSRS), or alternatively in Microsoft Excel. The guide also touches on the third-party products you can use to fine
tune your report layouts, such as Microsoft® Business Intelligence Development Studio and Microsoft® SQL
Server® Report Builder.
Finally, the guide addresses how to set up data security and restrict access to confidential company financial data
stored in AFR financial databases.
Epicor Advanced Financial Reporting, or AFR, is a complete toolset you use to create custom financial reports specific
to the needs of your organization. The reports you build will contain financial information from various sources you
define - you can set up each report to pull information from one or multiple general ledger (GL) books across multiple
companies, from multiple ERP systems, for example, Epicor ERP, Prophet 21, iScala. Through the AFR toolset, you first
link to a Microsoft® SQL Server® database instance that contains current, regularly refreshed GL data from your Epicor
application. This instance must be a replicated database, based on SQL Replication, set up through Epicor’s AFR
Replication Monitor.
The AFR Report Designer is used to define the basic elements of the reports - row sets, column sets, report parameters,
data filters, and formatting of the reports. Each report row can also have additional drill-down reports defined for it -
this feature enables report rows to link to another report, for example a report with more detail. Using the Report
Designer, you can build report definitions, preview them to verify current data displays as expected, and upload Report
Definition Language (RDL) files, which enable users to view reports in a web browser, via SQL Server Reporting Services
(SSRS). Once you set up your report, you can further refine the look and feel in either Microsoft® Visual Studio® or
Microsoft® SQL Server® Report Builder. You can use these report layout and formatting tools to fine-tune the overall
look of each financial report.
When you finish refining the layout of your financial reports, users can view them in a web browser or in Microsoft®
Excel®. Reports can be printed, or exported in various file formats, or you can schedule a batch of reports to be created
at regular intervals. Based on the report parameters you define in the report, users can filter data, or change the
parameters to view different data, for example, change the report currency, change the report dates, or filter by GL
accounts.
This chapter details the overall server environment you need to have in place before you can use the Epicor Advanced
Financial Reporting toolset. Besides the AFR applications and replication tools you install from Epicor, some Microsoft®
applications are also required for your environment to work properly. This chapter describes these applications and
their purpose within the environment, so you can be more familiar with the required AFR elements.
Epicor Advanced Financial Reporting interacts with an Epicor application through a report server. This server pulls
the general ledger data from your active database to an AFR financial database via replication, and makes this
data available for use within AFR. You then create a report definition in the Report Designer. This report definition
accesses data replicated from the active Epicor financial database, selecting the data for display using the report
structure and layout specifications defined on the report.
The following illustration describes the Epicor Advanced Financial Reporting process:
1. Financial data is first pulled from the source ERP financial database(s) through SQL Replication tasks. This
data comes from various general ledger tables located within the financial database. If your company uses
multiple books and/or multiple companies, the report data is pulled from these multiple general ledger
sources.
3. Use the separate AFR Replication Monitor to create the replication tasks.
4. The replicated general ledger data is copied to an AFR financial database in SQL Server, designed for use
with AFR. The AFR financial database is configured specifically for AFR to display the data when the report
is activated at run time. You can create this AFR financial database within the AFR Report Designer or the
AFR Replication Monitor.
5. The AFR Logon Server validates your license, and controls access to the AFR tools.
6. You create the financial report definitions within the AFR Report Designer. Through this tool, you design
the row sets, column sets, report parameters, filters and drill down options for the reports. These items are
the components that make up the report definition.
7. The report definition data is stored in a Report Definition Database - separate from the AFR Financial
Database.
8. You then upload a Report Definition Language (RDL) file to the SSRS server, to enable users to launch the
report in a web browser.
9. When you launch a report RDL file, the AFR Report Server provides a web service which combines with
SSRS to enable users to view the report in a web browser. The report that displays is effectively a combination
of the report definition and the AFR financial data, presented according to the RDL layout or template.
10. The optional AFR Financial Data Security Manager, if activated, restricts access to specific databases,
companies, books, or accounts. Access is granted based on Windows users or user groups.
11. The AFR ODBC Driver enables you to generate a Microsoft® Excel® file for a report from the Report Designer,
which contains a predefined connection to the AFR data sources. You can change report parameters and
refresh the report in Excel to view the latest data.
The following sections describe the applications that need to be installed within your network server environment.
Once these applications are installed and configured to interact with your network, the Epicor Advanced Financial
Reporting tools are ready for use.
Network Servers
Within your network environment, you can choose to set up separate servers or a single server to handle the
data processing and report generating tasks. Create the server environment you need to maximize the efficiency
of your network resources. This list describes the specific servers you need for the Epicor Advanced Financial
Reporting functionality:
1. Epicor ERP Application Database Server – Users enter financial data into the Epicor ERP application
through this server. This database contains the source data that needs to be replicated out for display within
the AFR application. AFR currently supports data replication from Epicor ERP, Prophet 21, and iScala.
2. Report (AFR) Server – This server contains the Epicor Advanced Financial Reporting Server functionality.
You and other users link client machines to this server to create the AFR reports. This server records the
report definitions within an AFR database. This server requires Internet Information Services to be running.
3. Microsoft® SQL Server® Reporting Services (SSRS) Web Site Server – Users log into this server to view
the available AFR reports in a web browser.
4. Microsoft® SQL Server®, including SQL Server Replication, on the machine that will host the AFR
financial database.
Notice that both the replicated database and the report definition database can be located within any of these
servers. Likewise, some or all of these servers can be consolidated to run within a single server machine. Set up
the server configuration that works best with the demands placed on your network.
Report Server
The Report Server is the primary computer that contains the AFR environment. This server processes the report
data definitions and layout configuration you will define for each report. It also typically handles the database
replication tasks that run through the SQL Replication.
The Report Server environment needs the following operating systems, applications, and available memory:
• Windows® 2008 or Windows® 2008 R2
• Microsoft SQL Server 2008 (Standard or Enterprise) with Microsoft SQL Server Reporting Services
• AFR Replication Monitor
• AFR Report Designer– The Report Designer primarily functions as a workstation application on a separate
computer; however, if you want to create reports on the Report Server, you need to install this application in
this environment.
• At least 3 GB of RAM
Logon Server
The Logon Server controls access to the Epicor Advanced Financial Reporting tools. You install this application
to validate your license from Epicor and activate the AFR tools. The Logon Server environment needs the following
operating system:
• Windows 2008 or Windows 2008 R2
Workstation Environments
As described previously, you can set up separate workstation environments to create advanced financial reports.
These optional workstation environments are connected to the Report Server, so you will need to install the
Report Designer on them. You can then create the reports on these workstation environments and upload them
for use across your network. The workstation environments can contain the following applications:
• Windows® 7 or 8.
• Report Designer – Required to create advanced financial reports on the workstation.
• Microsoft SQL Server BI Studio (SQL 2008 R2) or Data Tools (SQL 2012+) – This solution is an optional application
you can use to refine your report layout.
• Microsoft SQL Server Report Builder 3.0 – This application is available for free download on the Microsoft
website. This solution is also an optional application for refining your report layout.
While the Microsoft SQL Server BI Studio and Microsoft SQL Server Report Builder are both optional items for
your AFR environment, it is recommended you use one of these tools to polish the final layout of your reports.
These tools provide you with the advanced layout and formatting functionality useful for fine-tuning the final
presentation of your reports.
Epicor Applications
This section describes the Epicor applications you need to install within your server environment.
License Requester
Before you can use Epicor Advanced Financial Reporting, you must receive a license for the toolset from Epicor.
You do this during installation of the Epicor Advanced Financial Reporting component tools by running the Epicor
AFR License Requester from the installer. This tool automatically generates the machine identifier you then email
back to Epicor Customer Service; an Epicor support representative will then generate your license key. You enter
your name, the license duration you require, and how many concurrent users need access to Epicor AFR during
the licensing period. (The AFR Logon Server is licensed for a specific server machine; because of this, you need
to email the unique machine identifier (ID) back to Epicor Customer Service for verification and activation.)
Once you receive your AFR license key, you must apply it to the Report Server before you can begin creating
reports.
Replication Monitor
The Epicor AFR Replication Monitor, together with the in-built AFR Replication Wizard, are programs designed
specifically to enable easy setup of SQL data replication from an ERP system database to an Advanced Financial
Reporting (AFR) financial database. The AFR Replication Monitor also provides subsequent monitoring of replication
tasks.
The AFR Replication Wizard, which you launch from within the AFR Replication Monitor, creates SQL replication
tasks which provide data synchronization between the Epicor ERP and AFR databases, using a plugin specific to
the ERP system in question. This program creates a publisher, subscriber, and job in Microsoft SQL Server. The
wizard sets up SQL replication from the source ERP database to the target AFR financial database by creating a
publication on the source SQL server and subscribing to it on the target SQL server. Once the wizard completes
the setup, and replication is initialized, the replication continues by means of SQL server.
The AFR Replication Monitor displays information about active replication tasks and their status, and enables
users to activate, deactivate, reinitialize, edit, and delete replication tasks.
Report Designer
Use the Report Designer to create financial reports. In this application, you set up the basic report layout of rows
and columns, the report parameters, define data criteria to pull specific data into the report, and preview your
new financial reports.
The advanced financial reports you create have three general report elements; these elements are rows, columns,
and reporting trees. Use this flexibility to develop each element individually and then combine the elements to
produce the various reports your end users need, without having to recreate these reports each time they are
needed. For example, if you want to see comparisons of budget vs. actual financial reports, you can combine
one row set with two different column sets and generate separate reports. Within each report, you can also
display multiple general ledger books to immediately compare the results for the selected books.
Reporting trees are hierarchies that use elements of GL account codes, and expressions based on database fields,
that enable you to filter the data that display in a report.
You can also create dictionaries. In each dictionary you create, enter default data sets or common expressions
to use within row sets, column sets, and reporting trees. The use of dictionary definition removes the need to
re-enter complex expressions every time you need them.
The default dictionary definitions you create are typically made up of commonly used expressions, but these
expressions can be used to pull in complex data results. For example, a set of revenue accounts can be spread
across multiple account numbers because of the chart of accounts structure; you can set up an expression that
automatically pulls in all of these account numbers and name that dictionary definition “Revenue_Accounts”.
By creating a data set, you avoid having to specify complex details each time you want to include the “Revenue
Accounts” in a row set, column set, or reporting tree.
Once you create a report definition, you can preview the report data and the report structure, upload Report
Definition Language (RDL) files, and create drill down links from one report to another. Drill downs are especially
useful for displaying more detailed reports directly from within a summary report.
You connect to the web service via the AFR Report Server option in the Windows Start menu. This launches your
default web browser, and displays the SSRS Home page. From there, you can access and view your AFR reports.
The web service also launches when you click View Report in the Report Designer.
Viewing Reports
While you design your reports, you can use the report preview to display the data results of your report. When
you preview the report, you can also update parameters you defined on the report in the Report Designer. Use
these parameters to determine what data displays on the financial report.
Once you have uploaded an RDL file, you can launch the report in a web browser, via SQL Server Reporting
Services (SSRS). This is how other report users will normally view reports. If you are satisfied with the report data
and basic layout, you can further refine the final look of the report in either the Microsoft Visual Studio or
Microsoft SQL Server Report Builder.
activated, and a user has not been explicitly granted permission to view restricted parts of a report, the user is
not able to view this confidential data.
Epicor Advanced Financial Reporting creates reports using Microsoft SQL Server Reporting Services (SSRS). These
SSRS reports leverage the functionality available through this powerful reporting engine. There are two applications
you can use to refine the layout and formatting of your SSRS reports – Microsoft SQL Server BI Studio and
Microsoft SQL Server Report Builder. This section describes each of these tools to help you decide which one you
are more comfortable using with Epicor AFR. You use the BI Studio and the Report Builder applications to complete
the final polish of the report format after the basic report definition is completed in the AFR Report Designer,
and the RDL file is uploaded.
Regardless of the third-party application you decide to use, the report layout output result is the same - an RDL
file. You can refine the report file created in Epicor AFR, and make it available for users to view via SSRS.
instead of BI Studio. The SQL Server Report Builder is an ideal layout tool to use with your advanced financial
reports.
You can use this application to fine-tune the layout, style, and format for a report definition RDL file created in
the AFR Report Designer. This powerful tool contains functionality you can leverage to modify almost every aspect
of your advanced financial report. Note, however, that this tool is designed for use by software developers, so
the interface is more complicated than the Microsoft SQL Server Report Builder. If you are comfortable with using
a more developer-based tool, you can use this application to load and refine the financial reports created through
AFR.
Summary
This chapter contains a high level description of the components required to run Epicor Advanced Financial
Reporting. You first need to decide how AFR will be installed on your network. Various server functions can be
placed on separate servers or installed together on one main Report Server. Likewise, you need to decide whether
users will create advanced reports directly on the Report Server or indirectly through a series of workstation
environments.
Regardless of the installation strategy you use, you must run a series of network tasks in order for users to display
and print advanced reports. First, financial information from a source Epicor ERP database is replicated to an AFR
financial database via SQL Replication tasks you set up in the AFR Replication Monitor. This replicated data must
be accessible in the Report Designer. After you develop advanced reports in the Report Designer, upload an RDL
file, and optionally refine the layout in applications available from Microsoft, you make these reports available
for display in a web browser via SQL Server Reporting Services (SSRS). Alternatively, the AFR ODBC driver enables
users to generate and view reports in Microsoft® Excel®. Users can launch these reports from client workstations
or from the Report Server itself.
To make AFR compatible with multiple Epicor applications, data from the source general ledger tables must be replicated
to a target AFR financial database. The AFR financial database requires only certain data from the ERP database, and
is structured to facilitate financial report creation in AFR.
Replication to AFR is achieved via SQL Replication, which you set up and monitor in the AFR Replication Monitor. This
program incorporates specific plugins to setup replication tasks for different Epicor ERP databases, for example Epicor
ERP, Prophet 21, iScala and Enterprise.
By replicating financial data to a separate AFR database, probably on another server, you reduce the effect on the
performance of your ERP application(s). Because you are offloading report processing to a separate environment, you
free up the Epicor ERP server from the processing required to generate financial reports. Data replication also ensures
you can maintain your data; the replication process creates a separate instance of your basic financial data, away from
the main Epicor ERP application database. How often you replicate the financial data determines how current the data
will be in the AFR reports. The data in the AFR financial database is used as a read-only data source, specifically used
by AFR to retrieve data for reports.
This chapter describes how the AFR Replication Monitor enables setup of SQL replication tasks to transfer financial
data from an Epicor ERP database (or multiple databases) to an AFR financial database. To set up replication tasks, you
access the AFR Replication Wizard from within the Replication Monitor. This chapter goes through the steps you take
in the wizard, from selection of source ERP database to initialization and verification of replication tasks. The AFR
Replication Monitor then displays information about active replication tasks and their status, and enables users to
activate, deactivate, reinitialize, edit, and delete replication tasks.
The Epicor AFR Replication Monitor, together with the in-built AFR Replication Wizard, are programs designed
specifically to enable easy setup of SQL data replication from an ERP system database to an Advanced Financial
Reporting (AFR) financial database. The AFR Replication Monitor also provides subsequent monitoring of replication
tasks.
The AFR Replication Wizard, which you launch from within the AFR Replication Monitor, creates SQL replication
tasks which provide data synchronization between the Epicor ERP and AFR databases, using a plugin specific to
the ERP system in question. This program creates a publisher, subscriber, and job in Microsoft SQL Server. The
wizard sets up SQL replication from the source ERP database to the target AFR financial database by creating a
publication on the source SQL server and subscribing to it on the target SQL server. Once the wizard completes
the setup, and replication is initialized, the replication continues by means of SQL server. This is not dependent
on the Replication Monitor. Therefore, the Replication Monitor can then be closed.
The AFR Replication Monitor displays information about active replication tasks and their status, and enables
users to activate, deactivate, reinitialize, edit, and delete replication tasks.
Granularity
The Replication Wizard enables set up of individual data replication tasks for each company, book, and fiscal year
in your ERP database. Equally, you can combine all company, book, and fiscal year data into one replication task.
The separation of companies and/or books into separate tasks can be an advantage when large amounts of data
are replicated. If it is necessary to reinitialize replication for just one company, it will be much quicker if that
company has a separate task. If you have to re-initialize replication for all companies in the one task, it could
take considerably longer.
Replication Types
The Replication Wizard creates two types of replication task:
• Operational Data - Business transactions, GL daily/periodic balances, and so on.
• Setup Data - Includes chart of accounts, chart of accounts segment values, company, GL book, fiscal periods,
and so on.
There is always just one Setup Info task created for each ERP database, which replicates date-independent setup
data for all the companies, books and fiscal years being replicated. This task is separate, so if you need to
re-initialize only setup data, it is not necessary to re-initialize operational data, which might take longer.
The operational and setup tables differ slightly according to the ERP system from which you replicate.
The following table lists the operational and setup tables used for replication by the Epicor ERP plugin.
The Epicor 9.05 plugin uses the same tables as the Epicor ERP, except it does not include the GLJrnDtlMnl table.
The following table lists the operational and setup tables used for replication by the iScala plugin.
The following table lists the operational and setup tables used for replication by the Prophet 21 plugin.
For example, there are three transaction lines for the natural account 1090. Only two of the lines have a dynamic
segment in the GL account string.
The following tables illustrate the difference between the two aggregation methods.
AFR 9.05 behavior - Aggregate using the full accounting string from transaction lines:
This is the default behavior if you want to replicate to an existing AFR financial database converted from AFR
9.05.
Aggregate using balance segment settings in ERP - Aggregate using Balance Segment settings in Epicor
ERP:
With this method, the other segments are ignored for the purposes of daily balance creation.
This is the default behavior if you want to replicate to a new AFR 10 financial database.
3. Set Granularity
3. Select an existing AFR financial database from the Database drop-down list.
4. To create a new financial database, select <Create new...> from the drop-down list.
5. If you create a new database here, the Create a new AFR financial DB window displays.
8. Click OK.
10. The Replication Tasks sheet displays details of existing replication tasks (if any).
11. The ERP Databases sheet displays details of the ERP database to which you are connected.
3. In the Source ERP Type field, select the type of ERP database from which you are replicating. The options
are:
• Epicor 9.05 - When you select this option, only Epicor 9.05 source databases are available or selection
in the next window.
• Epicor ERP - When you select this option, source databases from Epicor 9.05 and Epicor 10 are available
for selection in the next window.
• iScala - When you select this option, only iScala source databases are available for selection in the next
window.
• Prophet 21 - When you select this option, only Prophet 21 source databases are available for selection
in the next window.
4. Click Next.
2. In the SQL Server field, specify the server where the ERP source database is located.
4. Click Next.
1. The AFR Replication Wizard – Company and Book Filter window displays.
2. In the tree view, select the companies or individual books you want to replicate.
3. If you want to replicate all companies and books in the ERP database, select <All companies>.
4. Click Next.
2. In the Re-initialization options section, select how to divide companies and books into separate replication
tasks. Available options:
• All companies together – All companies and books are included in one task
• Each company independently from others – A separate task is created for each company. The task
includes all the books selected in the company.
• Each company and book independently from others – A separate task is created for each
company/book combination.
3. Select Include all new companies in replication to automatically add companies created in the future to
the replication tasks.
4. Similarly, select Include all new books in replication to automatically add books created in the future to
the replication tasks.
5. Click Next.
7. In the Replicate from year field, specify the earliest year from which you want to start replication.
8. In the Re-Initialization options section, select whether to separate different fiscal years into individual
tasks. Available options:
• All years together – No separation of tasks according to fiscal year.
• Each year independently from others - A separate task is created for each fiscal year.
9. Select Include all new years to automatically add fiscal years created in the future to the replication tasks.
1. If you are using the Epicor ERP replication plugin, the AFR Replication Wizard – Type of
aggregation window displays.
3. Click Next.
5. In the Replication task name prefix field, accept or overwrite the default task name prefix which displays.
6. Select the Start replication immediately check box if you want replication to initialize as soon as the tasks
are created. Otherwise, you have to manually initialize each task after creation.
7. In the Select path for shared folder field, you can specify an alternative location to set up snapshot scripts.
8. Click Next.
1. The AFR Replication Wizard – Task Review window displays, with details of the replication tasks that
will be created. The number of tasks depends on the level of granularity you specified for companies/books
and fiscal years.
3. The Create New Task window displays. Specify the companies, books, and fiscal years for which to add
tasks.
4. Click OK.
7. The Edit replication task window displays. Enter additional companies, books, or fiscal years to the same
task.
8. Click OK.
9. Once you have added, edited, or deleted tasks as required, click Next.
4. Click Next.
5. The AFR Replication Wizard - Configuring SQL Replication window displays. The task creation process
starts. Each action displays in the Message field, and the status bar displays the progress of the task generation
process.
6. When the process is complete, the last message line displays the location where the log file is saved, in case
you need to review it. This file can be useful for troubleshooting.
7. Click Done.
2. Click Initialize.
4. The Last Action field displays the latest information for each task.
1. Use the toolbar buttons to execute the various functions available in the AFR Replication Monitor.
2. Select a task and click Edit to adjust the following aspects of the task:
• Add or remove companies, books, and fiscal years.
• Select/clear the Include all new companies in replication and Include all new books in replication
check boxes.
3. Remove a task by clicking the Unsubscribe button. When you remove a task in the Replication Monitor,
the related SQL entities - publisher, subscriber, job - are deleted from SQL automatically.
7. The Last Action and Last Action Time fields give details of the latest status; click Refresh to update these
fields.
8. The Last Error and Last Error Time fields provide information on errors encountered in a particular task.
For details on troubleshooting, view the application help.
9. The Change Queue field displays the number of items due to replicate from the source ERP database to
the target AFR database. If, after some time, this number does not reduce, it may indicate an issue with the
replication.
10. If you need to update the Windows user and password details, for example due to their expiry, navigate to
the ERP Databases sheet and click Change replication task credentials.
Once the replication tasks are up and running, you can close the AFR Replication Monitor; it is not necessary to
keep the application open.
When you create the replication tasks, the replication monitor log file is created in the location displayed in the
Message field in the last step of the AFR Replication Wizard. This file can be helpful for troubleshooting.
Summary
Now that the database replication process is duplicating financial data, you are ready to build your AFR reports.
You next need to configure the Epicor Advanced Financial Reporting tools within the report server environment
and any workstation environments you need. These tools connect to the subscriber databases, so you can display
the financial data regularly generated through data replication. The next chapter documents how you set up and
configure the AFR reporting tools.
This chapter looks at the AFR Logon Server configuration file, which it may be necessary to alter to make sure it points
to the correct URLs required to create and view reports. It also provides an overview of the basic steps to take when
launching the AFR Report Designer for the first time, to create a new report definition database. For full information
on installing AFR, refer to the AFR Installation Guide.
When you finish the setup and configuration, you will be ready to create and view advanced financial reports.
1. On the server, navigate to the location where your AFR Logon Server is installed. For example: C:\Program
Files\Epicor Software\AFR\Logon Server. Using a text editor like Notepad, open this file:
Epicor.FinancialReporter. LogonServer. WinService.exe.config.
2. In the text of this file, within the <ReportViewer> element, locate the <ReportManagerUrl>,
<WebServiceUrl> and <AFRReportServerURL> lines .
3. These correspond to the fields used when the AFR Logon Server was setup during installation.
4. If you do not know these URLs, you can use the Reporting Services Configuration Manager. To launch
this program, navigate to: Start > All Programs > Microsoft SQL Server 2008 > Configuration Tools
> Reporting Services Configuration Manager. Connect to the server.
7. Copy the URL text and paste it between the [ ] within the ReportManagerURL line in the configuration file.
8. Now follow these same steps for the Web Service URL. Return to the Reporting Services Configuration
Manager. On the left navigation menu, select Web Service URL.
9. In the Web Service URL section, review the Web Service URL.
10. Copy the URL text and paste it between the [ ] of the WebService URL line in the configuration file.
11. In the <AFRReportServerUrl> element, you specify the URL of the AFR Report Server. This URL is used by
the AFR installer to extract the URL for shortcut creation.
12. This setting was initialized during installation, using the value specified in the AFR Report Server URL field
on the AFR Logon Server settings installation screen.
13. This URL was used by the AFR installer to extract the URL for creation of the AFR Report Server shortcut.
Request License
If your license expires, or you need a new license to enable the batch schedule feature, you have to request a
new one from Epicor Customer Support.
When the request is verified, Epicor Customer Support will generate the new AFR license and email it to you. For
details on how to request a license, refer the AFR Installation Guide.
Windows Path: Start > All Programs > Epicor Software > Advanced Financial Reporting > License Requester
When the Epicor Advanced Financial Reporting license is active, you are ready to install and configure the reporting
components – the Report Designer and Report Viewer. You must install these applications on the report server
environment. If you will build advanced financial reports on one or more workstations, you must install these
tools on these workstation environments as well.
1. When you first launch the Report Designer, the Select Logon Server window displays. Server(s) licensed
through Epicor are available for selection.
3. When the license and server are validated, the Log on to Report Definition DB window displays.
If you need to verify the SQL Server host name, you can
open SQL Server Management Studio and review the host
name information.
5. Enter your User and Password or select the Use Windows credentials check box to enter your network
ID.
7. To convert an existing database from a previous AFR version, select the Show previous versions check
box, then select a database from the Database list. You will be prompted to give the database a new name.
8. Click OK.
The Report Designer launches.
3. Enter the Database Name you want for your new database.
5. In the Log on to Report Definition DB window, click OK. You have created the new report definition database.
The definitions for the advanced financial reports you will build are stored within this database.
4. If you do not know this URL, you can use the Reporting Services Configuration Manager. To launch
this program, navigate to: Start > All Programs > Microsoft SQL Server 2008 (or 2012)> Configuration
Tools > Reporting Services Configuration Manager.
6. Click Connect.
8. In the Web Service URL section, review the Report Server Web Service URLs information. This URL
displays as a blue underlined link. Verify this URL is the same as the one you entered on the Settings > RDL
window in the Report Designer.
9. Return to the Settings > RDL sheet in the Report Designer. To verify you have a valid URL, click the Test
connection button.
10. If the connection works, you see a message stating the Reporting Services server is connected. Click OK.
11. The Data source Name is the folder that will contain your reports in SSRS. This is automatically created by
AFR.
12. The Default SSRS Folder is called AFR, unless you decide to change it.
If security considerations mean you require several separate folders on the same server, each must have a
different name.
13. Select the SQL Server where the AFR financial database is located.
14. In the Database field, select the database that contains replicated AFR financial data.
Summary
This chapter looked at three important fields in the Logon Server config file, which you may need to configure.
Once your AFR installation is configured, you can launch the AFR Report Designer, connect to the Logon Server
and create a new Report Definition Database, or select an existing one.
You can configure the Report Designer through a number of settings and tools. Use these options to modify the Report
Designer for use in your environment. For example, you can set details of the database you use for financial report
data and report preview data, indicate how many rows are created by default within each row set, and set default
display formats for dates and fiscal periods.
As you create advanced financial reports, you can export report elements (row sets, column sets, reports, and so on)
to a separate location in order to create backup copies. This export functionality can also make these report elements
available for other users. Other users can then import these report elements into their Report Designer environments
and modify them to create their own advanced financial reports. In addition, you can import existing reports from
Microsoft® Management Reporter and FRx, then customize them for use in AFR.
The Report Designer contains several global settings you need to configure. These global settings are used for
all of the advanced financial reports you create. This section explores the global setting options available within
the Report Designer.
You define these setting options directly within the Report Designer:
Main Menu Path: Start > Epicor Software > Advanced Financial Reporting > Report Designer
To access the Settings window:
2. The Settings window displays. Notice this window has four sheets – General, RDL, Preview and Default
Formats.
The rest of this section explores the options available on each of these sheets.
General Settings
The General settings sheet contains overall settings for the Report Designer. These options define how various
functions perform while you create advanced financial reports.
2. In the Rows in a new row set field, enter the number of rows you want to display within new row sets.
This value is for convenience - it limits the number of rows you will typically need within each new row set.
Enter a value that best reflects your average reporting needs. If you do not have enough rows when creating
reports, you can always add more rows. You can also delete any unwanted rows from your row sets.
3. In the New row number increment in a new row set field, enter the numerical gap you want to have
in between rows in a row set. The default value is 10, meaning rows are numbered 10, 20, 30, and so on.
It is useful to have a gap, so you can later add additional rows in between, if required. For example, you
might create an addition row 15 betweeen rows 10 and 20.
4. If you want Report Definition Language (RDL) files to automatically open in Microsoft® Visual Studio® when
you generate them, select the Edit generated RDLs by default check box.
5. Select the Use summary balances check box to indicate summary balances will be used in a report. When
selected, the Report Designer uses the Summary and Summary/Detail balance types. If you do not select
this check box, the Report Designer uses the Detail and Summary/Detail balance types.
6. The Show ‘Nan’ and ‘Infinity’ as field defines how ‘NaN’ (null) and ‘Infinity’ values will display on your
advanced financial reports. The default value is an en dash (‘-’), but you can enter another symbol if you
prefer.
7. Select the Use column names in the expression builder check box to indicate that column names display
within the Expression Builder window. You use this window to create calculations for specific fields within
each advanced financial report. If you select this check box, the columns names are available for use in
expressions as you need.
8. In the Default 'edit' access role field, enter the default user or group with Edit rights on new reports.
When you create a new report, this user or group can then automatically make changes to this report. You
can then give other users and groups Edit rights to the report on the Security sheet. For more information,
review Chapter 5: Report Design; the Report Security section describes this functionality.
9. In the Default 'view' access role field, enter the default user or group with View rights on new reports.
When you create a new report, this user or group can then automatically launch and view the report. You
can then give other users and groups View rights to the report on the Security sheet.
10. In the SQL query timeout seconds field, define how long a query can be idle before it stops, or times out.
You enter this value in seconds; for example, 180 seconds (3 minutes).
11. If you select the Start Column Expressions Assistant for new columns check box, the assistant will
launch whenever you create a new column in a column set.
12. If reports are likely to contain more than 5,000 rows, enter a suitable value in the Maximum rows in a list
field.
This value applies to both report preview and report RDL files launched in a web browser.
13. Select the Enable segment display order to display GL account strings in the same segment order as they
display in the Epicor ERP application.
RDL Settings
Use the report definition language (RDL) settings to define how your RDL files interact with SQL Server for
Reporting Services (SSRS). You define the location of both the web service and the reporting database. The RDL
files can then access the SSRS functionality and display data from your database.
To configure the RDL Settings:
2. The Web service URL used for the report server displays in the top field. This URL is received from the
Logon Server and set by default when the report definition database is created. The setup places the URL
in the logon server config file.
4. The Data Source Name field displays the name of the AFR Report Definition Database, with the prefix
'DS1_'.
5. In the Default SSRS Folder, you can specify the folder where all newly-generated or imported RDL files are
stored. The default folder is AFR.
6. The SQL Server field displays the location of the AFR financial database which provides the financial data
when you launch a report RDL file.
7. The Use Windows credentials check box is selected by default. If specific AFR login credentials are used
instead, clear the check box and enter the username and password.
8. In the Database drop-down list, select the AFR financial database that contains the replicated financial
data to display on reports when you launch a report's RDL file in a web browser.
Preview Settings
Use the Preview sheet to set up how reports will display in the preview window. This sheet defines the server
and the database used to pull in data for display on each financial report preview when you click Generate
report preview in the Report Designer.
To configure the Preview settings:
2. The SQL Server drop-down list displays the SQL Server that contains the AFR financial database. If the
database for previews is on a different server, specify the address in this field.
3. The Use Windows credentials check box is selected by default. If specific AFR login credentials are used
instead, clear the check box and enter the username and password.
4. In the Database drop-down list, select the database that contains the financial data to use in report previews.
Default Formats
Use the Default Formats sheet to set up how dates and periods will display by default in reports. If no default is
specified, the system default is used.
To configure the Default Format settings:
2. The Sample fields display the default date format and fiscal period format, unless you specify a different
format.
4. Right-click in the Date Format field to select a format from the options which display.
5. When you finish defining the global settings you want for the Report Designer, click OK.
The Report Designer contains functionality you use to export selected reports, report elements, and RDL files
currently loaded into memory. This feature moves your report elements to a directory path you specify. The export
function is primarily used to move report definitions between different report definition databases.
Export reports to ensure you have backup copies you can later
import if needed. When you upgrade to the latest AFR release,
the system automatically exports and imports reports created
in the previous versions; you do not have to do this manually.
2. Select the report element you want to export. In this example, you select the Reports option.
4. Enter the File Path to which you will save the elements. You can directly enter this path or click the ellipsis
button (...) to find and select the location you need.
5. Select Include Security Settings to retain the security settings of the report element.
6. If you are exporting reports, select the Include RDLs check box to export the RDL files as well.
If any report elements are exported to an accessible network location, you can then import these reporting
elements into a Report Designer environment.
To import reports or report elements into the Report Designer:
1. From the File menu, select Import > Exported AFR Reports.
3. Either manually enter the File Path to the directory that contains the exported report elements, or click the
ellipsis button (...) to search and select this location.
4. Select Include Security Settings to import any security settings in the reports and their elements.
Even if this option is not selected, the current user is always added to the list of users who can edit and view
the report.
5. To include RDL files in the import, select the Include RDLs check box.
The import file will not contain RDLs if they were not
included in the export. In such cases, the RDL files can be
uploaded to the SSRS server manually using, for example,
Microsoft® SQL Server® Report Builder. You would then
run the Refresh RDL List command from the Actions menu.
6. Click OK.
7. If you attempt to import an element which is already in the memory, an Object Exists warning message
displays for each item, prompting you to decide whether to overwrite the existing element or not.
9. Click Save on the Standard toolbar to save the reports in the database.
The Report Designer contains functionality to import reports and related objects from a Microsoft ® Management
Reporter database and convert them for use in Advanced Financial Reporting.
To import Management Reporter reports into the Report Designer:
1. From the File menu, select Import > Management Reporter DB.
3. In the SQL Server field enter or select the SQL server location from which you want to import.
4. In the Database field, select the Management Reporter database you want to import.
5. Click OK.
6. The Select MR objects to import window displays. You can select reports and/or underlying elements to
import.
10. If there are no unexpected errors, click OK to the Conversion finished successfully message that displays
a path to the log file for the conversion.
After conversion, the report and/or objects imported are available in the report designer.
If there are unexpected errors, the message Conversion finished with errors displays. In this case, review the
log file in the location specified on the message.
The Report Designer also contains functionality to import reports and related objects from a Microsoft ® FRx ®
database and convert them for use in Advanced Financial Reporting. This works in a similar way to the Import
Management Reporter Database functionality, except you do not have to log on to a database. Instead, you
select the FRx database from its location.
You can select an alternative style theme for the AFR Report Designer, to suit your color scheme and window
preferences.
To change the current style theme:
4. Click Open.
Summary
The Report Designer contains several settings and tools you use to fit the application within your report
development environment. Modify the various available settings to set up the Report Designer defaults as you
need.
Use the search, export, and import functionality to manage your report elements. Use these features to export
the report elements into a backup location, and optionally import these existing report elements into other Report
Designer environments.
Use the sheets in the Settings window to set up a number of important defaults, such as the database used to
retrieve financial data, as well as default date display formats, or the standard number of rows in a row set.
You create advanced financial reports in the Epicor Financial Report Designer. This complete tool contains the functionality
you need to design each report definition. Use the Report Designer to create row sets and indicate what displays on
each row within this set. You likewise will develop column sets, defining what data displays within each column.
For both the row definitions and column definitions, you then construct expressions that indicate what financial data
can be pulled into each cell. To create these expression, the Expression Builder is a useful tool which can help you select
suitable keywords and values for each expression. Row sets and column sets form the basic reporting structure that
pulls in the financial information you want on the report.
If you want to reuse a row set or a column set, you can make a copy of the item, paste the row or column set back
into the Report Designer, and make minor adjustments to the new row or column set. Leverage this feature to develop
a series of similar row and column sets you can reuse on multiple reports.
In addition, you can set different styles and formats for each column and row, which helps give the final report a more
professional - and comprehensible - effect.
You can also make use of the Row Set Wizard to create entire row sets in a few simple steps. You can create row sets
based on account categories, segment values, or sections, which represent headers and sub-headers in the report. In
a similar way, you can use the Column Set Wizard to create column sets suitable for balance sheet, income statement,
or trial balance reports.
You create new financial reports and update existing reports using the Epicor Financial Report Designer. Through
this central AFR tool, you create the rows, columns, reporting trees, and dictionaries that will display data within
your advanced financial reports. This tool contains the functionality you need to define how the rows and columns
pull in data at report runtime.
Main Menu Path: Start > Epicor Software > Advanced Financial Reporting > Report Designer
Row Sets
Row sets are one of the primary elements on each advanced financial report. Each row set contains a series of
rows; you can add or remove rows as you need. You can also define the expression each row uses to pull in
specific data. You do this by selecting a row type that defines what displays on the row. For example, you can
enter an expression to define which GL accounts display on each row. You also determine the numerical format
for each row, as well as font, alignment, and color of the text within the row.
Additionally, each row set can be linked to a drill-down report. For example, users can launch a drill-down report
to display more detailed data related to a summary report. Each row set can also be assigned to multiple versions.
Leverage this key feature to create row definitions that can be used for different companies or GL books which
use a different chart of accounts. Versions are very important if your organization has a multi-company or
multi-book environment; you can then use the same advanced financial report to create reports that display data
from different GL sources throughout your organization.
1. Click the Down Arrow next to the New button; select Row Set.
3. Enter the Name for the row set. Use a descriptive name that will help you and other AFR users quickly
understand the purpose of the row set.
4. If you want this row set to use a pre-built set of parameters, select an option from the Dictionary list.
A dictionary contains reusable groups of accounts, row expressions, column expressions, and reporting tree
datasets. You create dictionaries and their definitions in the Report Designer. If you want to include dictionary
definitions in this row set, select the dictionary you want from this list.
5. When you finish defining the main row set options, click the Save button.
You are now ready to define definitions for each row.
Row Definitions
Use the sheets under the Row Definitions tab to add, edit, delete, and review report rows. Through this
functionality, you indicate what financial information displays on the various advanced financial reports that use
this row set. You also indicate the text color, cell color, font type, size, and style displayed on each row.
The controls and fields you can modify on the List sheet are also available on the Row Definitions > Detail >
General sheet, where you can also set the Numeric Format for individual rows. If you select a row in the grid,
press Tab to quickly move through the updatable options on each row.
To set row definitions on the List sheet:
1. Navigate to the Row Sets > Detail > Row Definitions > List sheet.
3. Click in the Number field to manually change the numeric value of the row. You only need to do this if you
want to change the order of rows.
5. Select the row Type from the list. The row type either indicates what data is pulled into the row or defines
a format item used to organize other rows. Available options:
• Account Sum – Use this row type to select specific accounts, a range of accounts, or a series of account
categories. The financial values from these selected accounts or categories are totalled and the resulting
sum of these values display in this row. To define what accounts are summarized on this row, enter an
expression in the Expression field. For example, the expression 5* is analogous to the expression SUM({5*})
in an Expression row type (see below).
• Account List – Use this row type to develop a financial detail report. When you use this row type, you
do not define each row to pull in data from a specific account. Instead, you can leverage this row type
to select a list of accounts and their values. You can then create an expression to define the list of accounts
that displays on the report. For example, you can create an expression that dynamically pulls in all income
accounts. The expression syntax is the same as in the Account Sum type.
When the report is run, this row automatically displays a list of all active income accounts, with each
account in a separate row. Use this powerful row type to build financial reports that dynamically build
results depending on the current state of the chart of accounts. Use the Settings field to determine which
account segments to group by.
• Row Sum – Select this row type to add other rows together. You can set up a row that totals values for
a list or selection of other rows. For example, the expression 10:100 is analogous to the expression
SUM([R10]:[R100]) in an Expression row type.
• Expression – Use this row type to build a mathematical equation that will calculate an amount to display
in this row. Various parameters are available in the Expression Builder to create the expression, which
can refer to features of other rows, and include complex calculations. You can use this row type to add
a row range to an account amount without having to create separate row definitions. For example,
SUM({5*}) + SUM([R10]:[R100]).
• Single Under Score – Places one underscore line across the bottom of this row. Use this type to break
up the rows into different sections or to indicate subtotal and total rows.
• Double Under Score – Places two underscore lines across the bottom of this row. Use this type to break
up the rows into different sections or to indicate subtotal and total rows.
• Single Line – Places one line across the middle of this row. Use this type to break up the rows into
different sections or to indicate subtotal and total rows.
• Double Line – Places two lines across the middle of this row. Use this type to break up the rows into
different sections or to indicate subtotal and total rows.
• Page Break – Select this row type to indicate the next row will display on a new page. Use this row type
to divide the report into the various logical sections you need.
• Group Start – Use this type to designate the beginning of a row grouping. If you enter a Group Start
row, you must also enter a Group End row. For example, row grouping can be used to loop through a
range of accounts and output the inner rows for each account.
• Group End – Use this type to designate the end of a row grouping. All rows between a Group Start
row and its corresponding Group End row are included in the grouping.
6. The Expression field defines what displays within each row. Depending on the row type, you can define a
specific account, a range of accounts, a total value from selected accounts, or calculate an amount using a
mathematical or logical expression. Although you can directly enter an expression in this field, you can also
click the ellipsis button (...) to launch the Expression Builder. A later section explains how to use this tool.
When a user runs a report that uses this row, the values that display reflect the expression defined for the
row.
7. Select the Hidden check box to hide this row. When this report displays at runtime, the row does not display,
but any report calculations based on the row still display in other visible rows.
8. In the Books field, you can optionally specify company/book combinations by which to filter the row. The
selected company/books must use the same chart of accounts as the report's main company/book. Click
the ellipsis button (...) in the field to use the Expression Builder to view and select valid combinations.
Book filters set on a row override the report parameters.
9. In the Period From and Period To fields, you can optionally specify date or period values to filter the row.
These values override the values you set on the report parameters. Use the Expression Builder to help create
more complex period or date expressions.
10. If the row type is Account List, use the Settings field to determine how to group account segments. Click
the ellipsis button (…) in the Settings field.
12. Select the check box for the segments by which you want to group data into rows. For example, if you want
to group the rows in an account list by segment 1 only (usually the natural account), select Segment 1. The
resulting expression displays in the Settings field, where an asterisk (*) denotes the selected segments. Thus
the row displays data grouped by the selected segment values, not by individual accounts.
1. In the Tree View, select a row you want to define. In this example, you select row 10.
2. Navigate to the Row Sets > Detail > Row Definitions > Detail > General sheet.
You can update the various fields in the same way as on the List sheet.
3. Select the Override report numeric format check box to enable the fields in the Numeric format pane
and override the report's default numeric format. (The default numeric format for a report is configured on
the Reports > Detail > Options sheet.)
5. Continue modifying each row as you need. When you finish defining the rows, click the Save button on
the Standard toolbar.
3. The Expression Builder window displays the controls you need to build an account summary row.
4. You can begin by entering an account number within the Expression field.
5. You can also enter account options within the Account Builder grid. For example, you can enter a range
of accounts . Any changes you make then display within the Expression field.
6. Alternatively, use the Available accounts/segments section to select the company and chart of accounts
(COA) you want to use, to display a list of valid GL accounts for that company/COA combination. This can
help ensure you select valid values for the company and COA you want to use in the report.
7. Select the Company you need from the drop down list. All companies replicated to your AFR financial
database display on this list.
8. Select the Chart of accounts you want to use for this row. All charts of accounts created for the selected
company display in the drop down list.
9. Use the Accounts of chart [Selected chart] sheet to view the available full GL accounts.
10. If a specific segment has focus in the Account Builder grid (in this example, the Chart segment has focus),
click the Values of segment '[Segment Name]' sheet to view and select from the segments available.
Some example expressions for Account Sum and Account List rows:
• 5*:6*
• 7*
• 8*^*-00
• 1000-01-00, 1010-01-00
1. Click the Type drop-down list and select the Row Sum option.
3. The Expression Builder window displays the controls you need to create a sum of other rows.
4. All of the rows available within the current row set display within the Row Selector grid.
6. Press Shift and click the end of the range that you want, or press Ctrl to select rows individually.
7. Notice the Expression field displays the range of the rows you selected.
1. Click the Type drop-down list and select the Expression option.
4. Notice that two default Math functions are available – Sum (Summation) and Trunc (Truncate). Select these
functions to include them in your expression.
5. Notice that four Constants functions are available – Nan (Not a Number), Infinity, True, and False. Select
these functions to include them in your expression.
6. One Logical function is available – If. Select this function to include it in your expression.
7. Just like the Account Sum and Account List versions of the Expression Builder, you can select Accounts,
Account Categories, and Dictionary.
8. Select a Company and Chart of Accounts to help you select valid values from the grid.
9. If the expression you constructed is valid, the Expression is valid message displays in the lower left corner
of this window.
10. You can also select Rows to display a list of available rows to use in your expression.
11. Use the Row Selector pane to select individual rows or a range of rows.
12. Alternatively, you can manually enter the whole expression you require for the row in the Expression field.
Expression Syntax
The following table displays the syntax conventions you can use within the Expression Builder window. Use these
options to build the expression you need for each row.
Account List Account1, A comma separated list of accounts. (This {1000-01-100}, {1000-01-101},
Account2, does not refer to the Account List row {2000-00-00}
...AccountN type.)
Account #[#]categoryID A set of accounts which link to a general
#ASSETS
Category ledger (GL) account category. When a
second ‘#’ is specified, the resulting -or-
account set includes accounts that belong
##ASSETS
to all subcategories of the ‘categoryID.’
Category List Account category1, A comma separated list of GL account #ASSETS,##LIAB_EQUIT
… , Account categories.
categoryN
3. Click the Font Size drop-down list to set the text size for the row.
4. The Bold, Italics, and Underline buttons are available to modify the style of the row characters.
5. Click the alignment buttons to set the horizontal and vertical level of text in each cell.
6. Use the Text Color and Background Color options to select a different color for the font and background
in the row.
7. Click the Decrease Indent and Increase Indent buttons to change the indent amount for the selected
row.
The indent only applies to the Description field.
8. When you finish modifying the format of each row, click Save.
The Inline option is only available for row set level drill-down
reports. The Individual Row Drill-Down Report section below
explains how to assign a different drill down report to an
individual row. To also use the individual row drill-down, do
not use the Inline drill-down option.
1. Navigate to the Row Sets > Detail > Drill Down sheet.
2. In the Drill Down Report field, use the drop down list to select from currently open reports.
3. You can also click the ellipsis button (…) to search and select from all existing reports.
4. In the RDL Path field, you can select an alternative RDL path and filename for the drill-down report, for
example if you have more than one RDL file associated with the report.
If <Default> is selected in this field, AFR forms the path by concatenating the default RDL path with the
name of the report definition, adding '.rdl'.
5. Select the Display as inline subreport check box if you want the drill down report to display within the
parent report. If you leave this check box clear, the drill down report will launch in a separate window when
you click on a row in the parent report.
6. The various parameters available for the selected drill-down report display within the Parameters grid.
The Value fields contain the expression used by the drill-down report to pull in attributes from the parent
financial report. You can click the ellipsis button (...) to launch the Expression Builder and modify these
expressions, but drill down parameter values are usually left unchanged.
7. Click Save.
1. In the Tree View, select the row for which you want to set a drill down.
2. Navigate to the Row Sets > Detail > Row Definitions > Detail > Drill Down sheet.
3. Select from currently open reports in the Drill Down Report list.
4. Alternatively, click the Search button to display all existing reports. Either select an option from the drop
down list or use the search window to select a report.
5. Click Save.
Only use row set Versions when your GL books use different
COAs. If your company has multiple companies or GL books
that use the same chart of accounts, Versions are not necessary.
4. Select the company and COA you want from the drop down list.
5. The company code and COA code display within the VersionId grid.
7. Click and drag the Versions sheet and dock it at the edge of the screen. This makes it easier to select the
version and see its row definitions at the same time.
8. Navigate to the Row Definitions sheet. The row definitions for the selected version display.
10. Update the Expression field for Account Row, Account List, and Expression fields, according to its chart of
accounts structure. You cannot change the row Number, Description or Type.
User-Defined Properties
The purpose of user-defined (UD) properties is to enable the user to maintain some report data within the report
itself. The UD property values are not stored in the financial database, but they are available in column expressions
and treated the same way as data retrieved from the financial database, for example, via DebitAmount.
UD properties are useful with conditional column expressions (the IF function), and enable the user to apply
column expressions only to specific rows tagged with a UD property value. UD properties can also be used to
query non-AFR data from the financial database, and use the data in the report.
Once you create a new property, you can assign values to the properties on each row in the Row Definitions
sheet. You can reference these properties in column expressions to display the values on reports or use them as
variables in expressions. When you create new user properties, you give each property an alias. Use that alias to
refer to the property in column expressions. Use the format Row.Alias.
There are five types of user-defined properties available: Character, Number, Boolean, DateTime, and Query.
You can create up to ten properties of each type.
Query
The Query property enables you to query data from non-AFR tables in the AFR financial database, using standard
SQL query syntax. The user is responsible for maintaining that data. You can use SQL Server Replication (outside
of AFR Replication Monitor) to set up a data feed from an ERP system to a table in the AFR financial database.
Alternatively, you can create your own tables and use a Microsoft® Excel® spreadsheet to maintain the data in
those tables. For example, this could be daily budget forecasts in a hospitality business.
In addition to the Name and Alias fields, you also create an SQL query using the Query Builder, which then
displays in the Default field.
For example, if you want to incorporate elements of statistical accounting in your report, you could query other
database tables, to query values such as Head Count, Production Units, and so on. You can then reference that
query in a column expression, using the format Row.[Alias] (where [Alias] is the actual alias for the particular user
property).
1. Navigate to the Row Sets > Detail > User Properties sheet.
3. In the Name field, select the required user property from the drop down list.
5. If the user property is of Query type, click on the ellipsis button (...) in the default field.
7. In the SELECT field, specify the database field(s) to retrieve from the table.
8. In the FROM field, right-click to select from a list of all non-AFR tables found in the preview AFR financial
database.
9. In the WHERE field, right-click to select from report parameters, for example Company ID, Row or Cell
values.
14. A new column for the user property displays. Depending on the type of user property, you can enter values
for each row as required (Character, Number, or Date), or select/clear its check box (Boolean). You can then
use the property in expressions, for example in a column expression.
> Row Definitions > List sheet and change the Account Sum rows to Account List, and change their description
to {account} or {account description}.
1. In the Tree View, select the row set you want to copy.
4. The Copying a row set window displays, and indicates that other elements are connected to the copied
row set. Use this window to indicate which of these elements to make a copy of.
If you elect not to copy an element, the new row set will use the exact same element as the original row
set.
5. To make a separate copy of the dictionary linked to this row set, select the Dictionary check box.
6. To make a separate copy of the drill down reports attached to the row set, select the Drill-Down
Reports check box.
7. Click Paste.
9. If you elected to copy the dictionary or drill downs, a new copy of each element also displays, including all
the elements of the drill down report.
If not, the row set refers to the same elements as the original row set.
3. In the grid, select the rows you want to copy. Hold Shift to select a range, or Ctrl to select several specific
rows.
6. The new rows are added above a single highlighted row, or between highlighted rows, with appropriate
row numbers.
Change the row description, expression, and any other fields as required.
Row Grouping
Use row grouping to group and sort data on a report by each unique value of a specific database field or fields.
Use the Group Start and Group End row types to set up groups. All rows between the Group Start and Group
End are included in the group. A group can include several rows of different types, including Account List, Account
Sum, and Row Sum. When you run a report, row groups repeat enclosed rows for each unique value of the
field(s) specified in the Group Start Expression field. You can also provide headings for each group in the report,
as well as formatting rows to visually separate the groups’ data.
The current unique value of the field specified in the Group Start expression is AND-ed with the expressions of
each row contained in the group. Exceptions are the non-expression row types, and Row Sum rows, which are
not affected by the group.
Groups can be nested. A row expression is logically AND-ed with all current values of the parent groups. When
a user drills down from a cell within a group, the group's unique value is logically AND-ed with the cell's
corresponding effective account, book and time filters. In that respect, groups are similar to inline drill-down
reports.
To set up row grouping by fiscal year on an existing row set, including group headers:
1. Navigate to the Row Sets > Detail > Row Definitions > List sheet.
7. Click the Number header twice to sort the rows into numerical order.
8. In the Type field for the new row, select Group End.
10. Renumber the row to come between the Group Start row and the data rows.
11. Right-click in the Description field and select the Group Start row expression: FiscalYear. Leave the
Expression field blank.
13. You can also add the keyword to other row descriptions, for example in rows which display totals, to help
identify groups when you view the report.
14. Click the Number header twice to again sort the rows into numerical order.
Renumber Rows
As you have manually added some rows in between other rows, you can tidy up the irregular row numbers by
using the Renumber Rows function.
5. If you select the Adjust references for loaded associated Column Sets check box, any column sets
whose expressions refer to rows in this row set are also updated to reflect the new row numbers.
6. Click OK.
8. Click Save.
9. A report which uses Row Grouping in the row set will group data by the field(s) specified in the Group Start
expression. In this example, the report is grouped by fiscal year.
1. From the Tools menu, select Wizards > Row Set Wizard.
3. Use the Select Chart of Accounts drop-down list to select the chart of accounts you want to use to create
the row set.
4. Select from the three options on how you want to create rows.
• Build Row Definitions using Account Categories Hierarchy - create rows based on account categories,
for example, ASSETS, GROSS PROFIT, and so on.
• Build Row Definitions using Segment Values - create rows based on accounting segment values in
your chart of accounts, for example, natural account, department, cost center, and so on.
• Construct Row Definitions using Sections - create rows based on partitions and sections that you
name.
In this example, you select Construct Row Definitions using Sections.
5. Click Next.
2. In the Specify Partitions grid, click the asterisk (*) in the Number field.
A new partition line displays, with a number.
4. Select the Reverse Sign check box if credit amounts for all accounts under the partition are expected to
display as positive values.
6. In the Specify Sections grid, click the asterisk (*) in the Number field.
7. Each section has a sequential number, with a prefix of the partition number to which the section belongs.
9. To load hard-coded partitions and sections based on a balance sheet or income statement report structure,
you can also click Load Balance Sheet Sections (default) or Load Income Statement Sections (default).
Once you have loaded the sections, you can still edit the
details if required.
Fill Sections
2. The grid on the left side displays the natural accounts available for selection.
3. The Balance Sheet Accounts and Income Statement Accounts check boxes enable you to filter the
available natural accounts by their type.
4. Select the Partition and Section where you want to place some accounts.
5. Select accounts in the left-hand grid, and click the Right Arrow button to add the accounts to the selected
section.
Hold Shift to select a range, or Ctrl to select discrete accounts.
6. The selected accounts now transfer to the right-hand grid - they are now part of the section currently selected
in the Section field.
7. In the Specify if details for each account to be included in Report field, specify what row type will be
created for all the rows. Available options:
• No details - Creates Account Sum rows in the row set.
• Summarized by Natural Account - Creates Account List rows with only the first account segment
selected in the Settings field.
• Full details - Creates standard Account List rows, where each unique GL account string displays on a
separate row.
8. When you have selected accounts for all sections in all partitions, click Next.
2. In the Rows Formatting grid, you can format the display of levels in the row set.
3. When you generate the row set, three User Properties are created. The Level field gives the numeric value
that will populate the Level user property for each row type.
4. The Line Type field gives the value that will populate the LineType user property. There are always three
different line types in a row set created in the wizard:
• Header
• Footer
• Summary or Details - depending on whether the data rows are Account Sum or Account List respectively.
6. Right-click in the Description field for a row type, to include other keywords in the header or footer.
7. In the Exposition field, you can specify what information the partition or section header or footer will
display in the row set. Available options:
• Title Only - Displays only the description of the partition or section. This is the default for headers.
• Title and Totals - Displays the description and the sum total for the partition or section (using a Row
Sum row). This is the default for footers.
• Hide - The partition or section header or footer does not display.
8. In the Conditional Placeholders section, in the Value field, you can change the default text (if any) that
displays in Title Only or Title and Totals row descriptions. For example, Title and Totals footers display the
text Total by default.
9. In the Indent size field, enter the amount of indent between each level on the report. The default is 2
characters.
10. Use the formatting toolbar to change the appearance of particular row types.
11. Select a row type in the grid, then change font, size, alignment or color on the toolbar.
12. When you finish formatting the row types, click Next.
3. Click Finish.
The new row set displays in the Report Designer.
4. Click Save.
You can still edit the row set to make more specific
adjustments according to your requirements.
5. When you generate the row set, the three user properties are included. The LineType property corresponds
to the Line Type value in the Row Definitions Formatting window in the wizard. There are four possible
values:
• Header (Partition or Section)
• Footer (Partition or Section)
• Details (Data)
• Summary (Data)
6. Level - A number which corresponds to the Level value in the Row Definitions Formatting window in the
wizard.
7. ReverseSign - Check box which corresponds to the Reverse Sign setting specified in the Report Sections
Definition window in the wizard.
For details on user properties, see the User Properties section earlier in this chapter.
Column Sets
Column sets define the horizontal dimensions of the data that displays within your advanced financial reports.
Through each column definition you create within a column set, you indicate what range and type of data will
appear in each row cell on the report. Note that each column definition defines all of the data that appears
vertically within each row cell running down the length of the report, but the entire column set indicates what
data displays horizontally across the report.
You can set up a range of options for display within each column. You can also specify in which currency each
column will display. The most typical columns you will create within your advanced financial report are the
following:
• Account Balance (Actual or Budget)
• Account
• Account Description
• Separate Debit and Credit Amount Columns – You can then display the debits and credits for a single account
or a transaction within separate columns.
• Mathematical Formulas – Create these columns to combine other columns to display financial results like
variances and other information.
Just like row sets, you can also copy and paste column sets to reuse for similar reporting needs.
1. Click the Down Arrow next to the New button; select the Column Set option.
3. Select the Base table option. The base table you select determines the items or details you can use on each
column you add within the column set. Available options:
• Summarized balances – The standard base table used for creating financial reports that display a Period
to Date or Year to Date balance report.
• Transaction lines – The base table you use to display details of individual financial transactions. This
type can only be used in conjunction with the predefined _Transaction_List_Row_Set.
6. The Base table you selected displays in the top field on this sheet.
7. Enter the Name you want for the column set. Notice this text value cannot have any spaces.
8. Optionally, select a Dictionary to enable use of common expressions in the column set.
9. Click the List sheet to see a summary of all the column sets currently open in the Report Designer.
Create a Column
To create a column:
1. Click the Down Arrow next to the New button; select Column.
2. Navigate to the Column Sets > Column Definitions > Detail sheet.
3. You can change the Number for a column, if you want to change the order of columns. The increment for
column numbers is 10.
4. The column Name is C[ColumnNumber] by default. You use the Name to refer to this column in expressions.
You can change the name if you want.
5. To complete the primary details for the column, enter a Header value. This value displays as the column
title on the report; it should define the values contained within the column. You can enter this value directly,
or right-click this field to include an expression.
In this example, you select the {Company.Name} dynamic expression. The column header will display the
name of the company from which the current financial data is pulled.
7. Click the Currency drop-down list to select the financial data currency for the column. To convert values
to the report currency specified in the report parameters, select Report Currency. If you leave this field
blank, no currency conversions are performed on the column’s data. If you specify a value in the Currency
field, you must also select a book in the Book field. However, the currency you select is not restricted by the
book you select.
The currencies available in this field are taken from all the companies in the AFR financial database.
8. Use the Visible drop-down list to determine whether the column displays on the final report. Available
options:
• True - The column displays in the report.
• False - The column does not display in the report.
• Column.IsNotZeroOrEmpty - The column only displays if there is at least one field in the column which
contains a text value or non-zero integer.
• Column.FromPeriod >= @FromPeriod - The column only displays if the column's Period From filter is
equal to or later than the FromPeriod value in report parameters.
• Column.ToPeriod <= @ToPeriod - The column only displays if the column's Period To filter is equal to
or earlier than the ToPeriod value in report parameters.
• <Expression...> - Opens the Expression Builder, where you can specify other parameters to create an
expression which evaluates as true or false.
Unposted Balances
In Epicor ERP, unposted transactions are also saved. These transactions are replicated to a separate table in the
AFR financial database: GLJrnDtlUnpost . This table stores all unposted transactions in AFR. In turn, the
GLDailyBalUnpost and GLPeriodicBalUnpost tables store daily and periodic balances for unposted transactions
only.
Some report users require the ability to see posted balances separately from unposted balances. Therefore, in
the report parameters, you can select what kinds of balance data will display in the report - posted, unposted,
or both. However, in each column, you can override the report parameter. Therefore, you can create separate
columns to view posted and unposted balances side-by-side.
1. In a column definition, the Posted Status drop-down list enables you to select which kinds of balance the
column will display:
• <Default> - Uses the posted status specified in the report parameters.
• Posted - Only posted items are included in the balances.
• Unposted - Only unposted items are included in the balances.
• Both - both posted and unposted items are included in the balances.
1. If you want to define a From period for the column, click the ellipsis button (...) next to this field. This field
indicates the date or fiscal period from which the current column will start reporting.
3. Select one of the Date or Parameters options. In this example, you select the Period option.
4. Use the Expression field to enter the year and period values manually.
5. The grid at the bottom of the window displays the values required to complete the expression.
6. If you entered values acceptable for the selected function, the ExpressionValid message displays in the
bottom left corner.
7. Click OK.
The expression you selected displays in the From field.
8. Repeat these steps to create an expression for the To field. This field indicates the date or fiscal period up
to which the current column will report.
You can continue to add filters and mathematical expressions to further define what financial data will
display within this column. These options are discussed in the next sections.
The following tables list the expressions available for filtering the financial data within the From and To fields.
They contain the available categories, functions, syntax, and descriptions.
Report Parameters
In the From and To fields, these parameters can only be used as arguments for functions which return a period
or date value.
Date Parameters
These parameters are used as arguments for functions which eventually return a fiscal period. You can use these
parameters in conjunction with the previously described report parameters to build the period expression.
1. Click the ellipsis button (...) located next to the Accounts field.
2. The Expression Builder window contains similar options to the account filters you can set up for rows.
3. In the Categories pane, select between Accounts, Account Categories, and Dictionary.
4. Click the Company drop-down list to define from which company the available options will come.
5. After you select the company, click the Chart of accounts drop-down list to select the chart of accounts
that contains the accounts or categories you want to use in the account filter.
8. Click OK.
3. Locate and expand the Company tree for the company you want to use.
4. The COA Code node displays the available charts of accounts in the selected company.
5. From the COA Code tree, expand the chart of accounts you want to use.
6. The BookId tree displays the GL books which use the selected COA. Select the book you want to use to
filter the column.
8. Click OK.
1. If you replicate financial data from a database which features multiple budgets per book, for example Epicor
Enterprise, and the column expression refers to budget details, click the ellipsis button (...) in the
Budgets field, and select one or more budgets to use.
1. Enter the column expression in the Expression field. Enter this directly or click the ellipsis button (...).
3. Use the Categories pane to select the items you want to place within your expression.
A large number of options is available; see the sections below for more details.
4. In this example, you select the Period Balance option under the Financial Data node.
8. To add to the expression, click in the Expression field in the place where you want to add further details.
Enter symbols and select additional values as required.
9. If what you enter is valid, the ExpressionValid message displays in the bottom left of the window.
The following sections cover the parameters and arguments available for use in column expressions.
Row Properties
Use these functions to include row information within your column expression. These functions are contained
under the Row node within the Categories pane.
Cell Properties
Use these functions to return values from a specific cell in the report. These functions are contained under the
Cell node within the Categories pane.
The effective filter is calculated by AND-ing the corresponding row and column filters (if defined) and the
corresponding report parameters (if some filters are not specified for the column or row) .
Column Properties
You use these functions to reference column information within your expression. These functions are contained
under the Column node within the Categories pane.
References
You use these functions to reference cells and column information within the expression. These functions are
contained under the References node within the Categories pane.
Available fields in Transaction Lines column sets - all taken from the GLJrnDtl table:
Field Expression
Company
FiscalYear
JournalNum
JournalLine
Description
JEDate
FiscalPeriod
PostedDate
JournalCode
SegValue1
SegValue2
SegValue3
SegValue4
SegValue5
SegValue6
Field Expression
SegValue7
SegValue8
SegValue9
SegValue10
SegValue11
SegValue12
SegValue13
SegValue14
SegValue15
SegValue16
BookID
FiscalYearSuffix
FiscalCalendarID
SysRowID
DebitAmount
CreditAmount
BookDebitAmount
BookCreditAmount
Dictionary Parameters
You use these functions to use the definitions set up within a selected dictionary for your expression. These
functions are all contained under the Dictionary node within the Categories pane.
The Column Expression Assistant is a powerful wizard which makes column creation simple. It enables users to
set basic column options in accounting terms, and create or update column properties based on specific options,
with formulas and references.
To launch the Column Expression Assistant, a column set must be open in the Report Designer, unless you launch
the assistant from within the Column Set Wizard. The Column Set Wizard is covered in the next section.
There are three different versions of the tool:
• Generate Multiple User-Defined Columns - Select the required Report Indicators, Fiscal Period Range, and
Fiscal Year(s), with appropriate parameters and options. The Column Expression Assistant generates columns
with required properties.
• Generate Predefined Groups of Columns - Select the required predefined group(s) of columns, and the
Column Expression Assistant generates the required columns.
• Single Column Update - Select the required details for a single column. This can be used to update an
existing column. You can also set up the system to launch this Assistant every time you create a new column.
Access the three versions of the Column Expression Assistant from the Actions menu when a column set is
selected in the Tree View. The assistant can also be launched from within the Column Set Wizard.
The Column Expression Assistant uses three key concepts, which refer to aspects of the column setup:
• Reporting Indicator - consists of several predefined accounting metrics, for example OpeningBalance,
DebitAmount.
• Fiscal Period Range - requires selection of the period range itself (within a fiscal year).
• Fiscal Years - consists of selection of the fiscal year (relative to the Reporting Year).
The defined period range and fiscal year are not absolute; they depend on the From/To parameters in the report
itself. Runtime values are based on the periods specified by the user at report generation.
The column header includes either the full Report Indicator name, its Abbreviation, or text defined by the user
in the Column Header Text field.
Each of the three versions of the tool is described below.
3. The Column Expression Assistant – Generate Multiple User-Defined Columns window displays.
4. In the Reporting Indicators section, use the check boxes on the left to select the accounting metrics you
want to include in the column set, for example Debit or Credit.
There are three possibilities for the text that is included in each column header:
• Report Indicator
• Abbreviation
• Column Header Text
5. Use the Column Header Text field to enter your own text to include in the column header.
This takes precedence over the Report Indicator.
6. If you select Use abbreviation instead of Indicator Name when Column Header is not specified, the
Abbreviation field is used for columns whose Column Header Text is blank.
7. In all other cases, the Report Indicator field is used in the column header text.
1. In the Fiscal Period Range section, use the check boxes on the left to select the required period ranges or
period range clusters.
2. For Rolling Period ranges, enter a value in the No. of Periods field, to specify how many periods to cover.
The default is 12. The Rolling Period ranges create multiple columns.
3. The Split By field enables you to group periods together in a column. For example, for normal fiscal quarters,
enter 3. The default is 1, which means each period has a separate column.
4. The Progressive Total check box only applies to Reporting Indicators of the Change type, for example,
Net Change. If the check box is selected, each column displays cumulative values.
5. The Hide when out of range check box is selected by default. This means a column’s Visible field is set
to False if its period range is outside the From/To report parameters.
1. In the Fiscal Years section, use the check boxes on the left to select the fiscal years required in the column
set.
2. Fiscal year selection works on the offset principle, relative to the Reporting Year - previous years have a
negative Offset value, later years have a positive value.
3. For Custom Year Offset, manually enter a numeric offset, in the Offset field, relative to the Reporting
Year - negative for preceding years, positive for subsequent years. In all other cases, the Offset field is
read-only.
4. Select the Full Fiscal Year check box for a year to force the use of the whole fiscal year as the period range
for that year. This overrides the Fiscal Period Range selection. This is used especially to compare balances
of different years.
5. Use the Difference and Difference, % check boxes to create columns to display the difference between
the selected fiscal year and the Reporting Year. These settings apply to all selected Reporting Indicators.
7. Select the check box and Review them with XX generated before to launch the Review Generated
Columns window when you click OK. This enables you to review, rearrange or delete columns as required.
8. Click OK.
Review Columns
Review the columns to be generated, and make adjustments if required.
1. If you chose to review the columns, the Column Expression Assistant - Review Generated
Columns window displays. Here you can review details of each column that will be created.
2. If you are creating Rolling Periods columns, the Split field displays the fiscal period groupings. For example,
1-3 means the column covers periods 1 through 3.
3. The Column Header field displays the text that will be used to create the column header expression. To
override this, manually edit this field.
4. Use the check boxes in the Reporting Indicator field to select columns to rearrange.
5. Use the Move Up, Move Down, Delete Marked, and Delete All buttons to rearrange or delete columns.
6. Click the Add Predefined Column Groups, Add Multiple User-Defined Columns, or Add Single
Column buttons to relaunch a version of the Column Expression Assistant to add in more new columns.
8. The new columns display in the Report Designer. On the List sheet, you can view all the columns created.
9. The Expression field is populated according to the Reporting Indicators selected in the assistant.
10. The Header text for financial data columns also includes an expression to display the period range for the
column.
11. The Period From and Period To fields contain expressions based on the Fiscal Period Range settings you
selected in the assistant.
13. Note the Visible field is populated with an expression for certain column types, based on the Hide when
out of range setting in the assistant.
3. The Column Expression Assistant – Generate Predefined Groups of Columns window displays.
Use the check boxes to select which groups of columns to generate. There are distinct types of group:
4. Row Number and Description - Indicates if columns for Row Number and Row Description will be
generated.
5. Balances and changes - Indicates if balances and changes will be generated for each period range or
period range cluster. This type generates five reporting indicators for each :
• Opening Balance
• Debit Amount
• Credit Amount
• Net Change
• Closing Balance
6. Balance compare to - Indicates if Closing Balance is compared to End of Previous Year, and/or Same ‘To
Period’ of Previous Year.
7. Net Change compare to - Indicates if Net Change is compared to Same Periods of Previous Year, and/or
Budget.
8. Budget Filter - Allows selection of a budget. This is only available when Net Change Compare To:
Budget is selected.
9. If you select Use abbreviation instead of Indicator Name, the abbreviation for each reporting indicator
is used in the Column Header text. You can see this if you review the columns below, or when you generate
the columns. For example, the abbreviation for Debit is Dr.
10. The system displays the number of columns that will be generated, based on the selections you have made.
11. Select the and Review them with XX generated before check box to launch the Review Generated
Columns window when you click OK. This enables you to review, rearrange or delete columns as required.
13. The new columns display in the Report Designer, on the List sheet.
4. In the Reporting Indicator field, select the accounting metric you require for the column.
If you select Budget, the Budget Filter field enables, so you can select the required budget.
5. In the Period Range field, select the required fiscal period range.
6. In the Fiscal Year Offset field, select the required fiscal year value, relative to the Reporting Year.
7. If you selected Custom Year Offset, also specify a value in the Offset Value field.
8. If you are creating a new column, the Replace Existing column header check box is selected, and cannot
be cleared. However, if you are updating an existing column, you can clear this check box to keep the existing
column header.
9. Select Use abbreviation instead of Indicator Name when Column Header is not specified to use the
Abbreviation in the column header, instead of the Reporting Indicator name.
10. In the field below the check boxes, review the expression that will be created.
The Header, From and To fields are populated according to the selections you made in the assistant.
3. On the General tab, select the check box Start Column Expressions Assistant for new columns.
4. Click OK.
Now, in a column set, when you select File > New > Column, or click the asterisk (*) to create a new
column, the Column Expression Assistant – Single Column Update opens.
The Column Set Wizard enables simple generation of column sets, complete with column headers and period
ranges, in a few simple steps. Within the wizard process, you also access the Column Expression Assistant, which
can help with creation of complex column header and period expressions, according to the type of report you
are creating.
To create a column set using the Column Set Wizard:
1. From the Tools menu, select Wizards > Column Set Wizard.
3. Select the Identification Columns you require in the column set. Each selection will create a column with
the Identification Column name in the Expression field.
4. The Column Header Text will be used in the column header expression. You can edit this text manually.
5. In the Generate columns for predefined set of amounts section, you can select various report types.
Based on this selection, certain Reporting Indicators, Period Ranges, and Fiscal Years are created in the
column set. For details of what columns are created for each set, review the Application Help.
6. Select Activate Column Expression Assistant to review and adjust columns if you want to review and
potentially edit the columns before generating the column set.
7. Click Next.
8. If you elected to activate the column expression assistant, the Column Set Wizard – Review Generated
Columns window displays. This works in the same way as the Review Generated Columns window you
access in the Column Expression Assistant. For further details, review the Column Expression Assistant section
above.
10. The Column Set Wizard – Create Column Set window displays.
11. Enter a suitable name for the column set and click Finish.
3. In the Tree View, select any column set, then select Paste from the Edit menu.
5. This window indicates that a dictionary may be connected to the copied column set; use this window to
indicate whether the new column set should make a copy of the connected dictionary.
6. Click Paste.
Select the column set to change the column set name, and modify column definitions as required.
8. Click Save.
Summary
Each advanced financial report contains various elements you create and define. The fundamental report elements
are the row set and the column set.
Each row set contains a series of rows, to display financial data, to sum other rows, or to format the layout with
lines and underscores. You enter an expression in each row used to pull in specific data. You do this by selecting
a row type that defines what appears on the row, then create an expression with the Expression Builder or enter
it manually.
Additionally, each row set can be linked to a drill-down report. When the report is launched, users can then click
rows in the report to display the drill-down report, either inline or in a separate window.
Row sets can also be constructed with the Row Set Wizard to assist in large or complicated row set definitions.
Column sets determine what aspect of the financial data displays in each column, for example, debit amounts,
credit amounts, or some more complex calculations. The combination of row set and column set determines
what data will display in each cell on the report.
To help with the cosmetic aspect of reports you can format the appearance and numeric format of each row
and column.
To complete the report design, you create a report definition. You select a row set for the report and you also must
select at least one column set. If you include multiple column sets, you can adjust their display order on the report.
You also have to set the report parameters, the default settings that determine which GL book(s) and time periods are
used in the report, as well as currency conversion details and account filters.
You can also add a number of optional time-saving features to your reports. You can create reporting trees that define
a hierarchy for filtering data. When you run the report, you can select different nodes on the reporting tree to filter
the data that display in the report. Reporting trees can be used across multiple reports, to help ensure you pull in a
consistent set of data across all of your advanced financial reports.
You can also create dictionaries, made up of specific data definitions, so you can reuse them across multiple reports
instead of having to rewrite the definitions every time. You can select a dictionary when you create row sets, column
sets, and reporting trees, which enables you to use the same definitions across multiple report elements.
When you have finished the report design, you can preview the report to display its data results. If you are not satisfied
with the data results, continue to modify the report definition until it displays the data you expect. To run the final
report and view it as other users will see it, you upload a Report Definition Language (RDL) file to the report server.
You can launch this file from the Report Designer, to display the report in a web browser. If you make some changes
to the report definition, such as adding a column, you can use the RDL Merge tool to either automatically update the
associated RDL file, or manually select how the report changes update the RDL file. If the report layout needs additional
adjustment, or you want to add other features to the report, you can also open the file in report layout tools – either
Microsoft® SQL Server® Business Intelligence Studio® or Microsoft® SQL Server® Report Builder – to fine tune the layout
as you need.
Reports
To build a report definition, combine a row set and column set(s), and set the report parameters. You can
optionally include a reporting tree as well. All of the expressions defined on the rows and columns, as well as
any standard values pulled in through dictionaries and reporting trees, are then reflected in the report.
Row sets are typically used to specify which GL accounts you want to view in the report. Column sets define
what type of amounts we want to see at the intersection with each row, for example Debit or Credit, plus some
additional constraints.
You can also define global options and presentation options for each report, including currency conversion details.
Add report headers and footers to display simple static information, or dynamic details that change according
to the selected report parameters.
When you have created the report, you can evaluate it with the report preview option. If you are not satisfied
with the preview, you refine the generated information by modifying row sets, column sets, parameters, display
options, and so on, until the report displays the correct data in the way you require.
When you are satisfied with the report setup, generate an RDL file, which enables you to launch the report in a
web browser - this is how everyday report users will view their reports. Alternatively, you can generate the report
in Microsoft® Excel®.
Even if the report is ready, and can be viewed in Excel, or its RDL file can be viewed in a web browser, you can
further refine the RDL layout using either Microsoft® SQL Server® BI Studio or Microsoft SQL Server Report Builder.
Open the report RDL file in one of these tools and modify it so the report displays using additional formatting
and other attributes that you want. For more information on using these tools, review the Report Layout chapter.
Create a Report
You begin by creating the overall report record. The first details you define are the report name, the row set,
and optionally the reporting tree you want to include. You also enter an overall description for the advanced
financial report.
To create a report:
1. Click the Down Arrow next to the New button; select Report.
3. Enter the Name of the new report. Like other name values within the Report Designer, you cannot enter
spaces in this text field.
4. From the Row Set drop-down list, select the row set you want to use. All row sets currently open in the
Report Designer display on this list. Click the ellipsis button (...) to search for and select another row set.
5. You can optionally assign a reporting tree to the report using the Reporting Tree drop-down list. All
reporting trees currently open in the Report Designer display on this list. Click the ellipsis button (...) to
search for and select another reporting tree.
6. Enter a Description for the report. Enter a text value that makes it easier for other users to understand its
purpose.
7. Click the List sheet to view all the reports currently open in the Report Designer.
Column Sets
Each report must have at least one column sets - multiple column sets are also an option. For example, you might
have a column set for one type of report, another column set for a second type report, and then a more
comprehensive report which combines both column sets to display more data in a single report. You add, organize,
and remove column sets to reports on the Column Sets ub-sheet below the Reports tab.
To assign column sets to your report definition:
2. Click Add.
5. All column sets available within the Report Designer display on the grid. Select the column set you want.
6. Click OK.
If you add more than one column set, the set at the top
of the list will display on the left side of the report.
8. To change the order in which the column sets will display on the report, select a column set in the grid and
click the Move Up or Move Down button.
9. To remove a column set from the report, select it on the grid and click the Delete.
10. When you have added column sets, click Save on the Standard toolbar.
Report Parameters
Parameters define which company and GL book, which period or date range, and which currency to use for the
report. You can also optionally set the default reporting tree node and account filter for the report as a whole.
These default values are applied when you open the report for viewing. You can change these values when you
view the report. These defaults enable you to see the report data as soon as you launch a report, so you don't
have to enter parameter values every time. If you
2. In the Account field, optionally specify a default value - an account or account category expression - to
filter the whole report.
3. In the Book field, select a company/book combination from the drop-down list.
You can select multiple books for a report.
4. To help select multiple books, select <Expression...> from the drop-down list.
5. The Expression Builder displays a list of available companies, with all applicable charts of accounts and
their GL books. You can select individual books as required.
6. Select <ALL COMPANIES> to include all valid company/book combinations in the Book parameter. This is
represented by the wild card * (asterisk).
7. Select a book under the <ALL COMPANIES> node to include all company/book combinations for a specific
book. For this, use the expression *.BookID.
This is useful when you have many companies but all use the same GL book.
9. In the Currency field, select the report currency from the drop-down list.
Available currencies come from the replicated data in the AFR financial database.
10. If the selected currency is not the base currency of the book(s) selected in the Book field, update the exchange
rates in the CurrencyConversions field.
11. Use the CrossRateCurrency to define a currency against which the conversion factors will be calculated.
13. You can select a value from the drop-down list. Select <Expression...> to launch the Expression Builder
for assistance in selecting valid keywords.
14. In the Posted Status field, you determine whether the report will include data for Posted transactions,
Unposted transactions, or Both.
This setting is only applicable to replicated financial data that includes data for unposted transactions, for
example Epicor ERP.
15. When you have defined the parameters, click Save on the Standard toolbar.
Available Parameters
The following table contains the available report parameters. It describes each parameter and displays examples
of possible values.
To
Indicates the ending date or ending period used on the Date(Year(@FromDate) + 1,
report. All financial data with date values on or before the
Month(@FromDate),
ending date/period display on the report.
Day(@FromDate))
-or-
@FromPeriod + 12
ReportingTreeNode Defines the reporting tree node that is selected when you
run the report. If a reporting tree is attached to the report,
you can select a node name from the list.
Presentation Options
There are two presentation styles, which affect how you can select parameters when viewing the report in SSRS:
Standard, and Advanced.
• Standard - With the Standard style, at report runtime, each parameter (except Reporting Tree Node) displays
in a simple text box above the report, in which you can manually type the required values, including currency
conversion details. The parameters are accompanied by a NULL check box, for when a field is left blank and
not in use.
• Advanced - The Advanced presentation style enables you to decide what kind of drop-down list, check box,
or calendar pop-up is available for each parameter at runtime, according to the particular report requirements.
For example, you can determine whether the report’s book selection is multi-book, or restricted to just one
book. Similarly, you can decide whether to have drop-down lists to select the fiscal year and period, or a
calendar pop-up to select specific dates. You can also specify how currency conversion is executed for the
report. Set all these options in the Advanced Presentation Options section.
3. Select a Book selection type from the drop-down list. See the Book Selection Type section below for
details.
4. Select a Period/Date range selection type from the drop-down list. See the Period and Date Range
Selection Type section below for details.
5. Select the Use Fiscal Year combo-box check box to include a drop-down list for selecting the fiscal year
in the report at runtime. If you clear this check box, the fiscal year must be entered manually.
6. Select the Use Fiscal Period Number combo-box check box to include a drop-down list for selecting the
fiscal period at report runtime.
7. In the Currency Conversion Definition field, determine how currency conversions will be performed in
the report. The following options are available:
• No Currency Conversions - Recommended when currency conversions are not required in the report.
The typical case is for a single-book report in the book currency, or a multi-book report where all the
book currencies are the same. If this option is selected, currency conversion parameters do not display
in the Report Viewer at runtime.
• Simple Currency Conversion Definition - Recommended when currency conversions are required,
but currency exchange rates are not replicated into the AFR financial database. In the report parameters,
enter the report currency and cross-rate currency, and enter exchange rates in the CurrencyConversions
field.
• Advanced Currency Conversion Definition - Recommended when currency conversions are required,
and exchange rates are replicated from the source ERP application, and can be used to extract defaults
for conversion factors. With advanced conversion, you can select currency related settings in the Report
Viewer at runtime.
• Single Book - Separate Company and Book combo-boxes - Two separate drop-down lists on the report,
one for selecting a single company, the other for selecting a single book. The books available depend on the
company selected:
• Single Book - Company combo-box only - A single drop-down list on the report, where you can select
only a company. The main book in the company is automatically used for the report. This option is ideally
suited to companies with only one book:
• Multiple Books - Combined Company.Book combo-box - A single drop-down list on the report, with a
separate check box for each Company.Book combination. This enables you to select multiple books to display
on the report:
• Multiple Books - Company combo-box only - A single drop-down list on the report, with a separate check
box for each company. This enables you to select multiple companies. The main book in each company is
automatically used for the report. This option is ideally suited to companies with only one book:
• Predefined Book(s) - The report is executed for the book(s) specified in the report parameters. You cannot
change the selection at when viewing the report.
• From/To Periods (One Fiscal Year) - Select one fiscal year, and specify From Period and To Period values:
• To Period/Duration - Select To Fiscal Year and To Period values, specify the Duration Type (Periods or Fiscal
Years), and set the duration:
• YTD/Balance - Select a Reporting Fiscal Year, and a To Period value. Suitable for YTD and balance reports,
for example, Trial Balance:
• From/To Date - Select a date range using the calendar pop-ups in the From Date and To Date fields:
• Cut-Off Date/Duration - Select a date using the calendar pop-up in the To Date field, specify the Duration
Type (Days, Weeks, or Month), and set the Duration:
3. In the CrossRateCurrency field, enter the currency against which currency conversion factors will be
calculated. The currencies available in the drop-down list are taken from the companies in the AFR financial
database.
4. In the Currency field, select the report currency. This is the currency used for columns which specify Report
Currency in their Currency field.
5. In the CurrencyConversions field, manually enter the exchange rates for the selected currencies. The
cross-rate currency defaults to * 1.00. All other currencies default to / 0.00. You must enter a rate, otherwise
you will receive an error when you run the report.
For details of how to set or change currency details in the report at runtime, refer to Chapter 8: Report View and
Use.
Options
You can set global report options on the Options sheet. These set the default format on the report. However,
you can override the default format on individual rows, or on individual columns.
To define the report options:
2. If you select the Hide rows with zero values check box, any financial data rows where all values are zero
will not display when you run report.
3. In the Numeric Format section, set defaults for the display of numbers on the report. for example, the
number of decimal places to display. You can also set specific formats for individual rows in a row set. See
the Set Column Numeric Format section in the Row and Column Sets chapter above for details of the options.
4. In the Wrap negative numbers in fields, optionally enter characters, for example parentheses, to display
negative numbers.
5. Select an option from the Show zero as drop-down list As is, Blank, or String.
6. If you select String, an extra field displays, where you can enter the symbol you want to represent zero.
7. Enter a Thousand separator symbol if required. If not, thousands display without a separator, for example,
11599.
8. Enter a Currency symbol to use for financial values on the report. Select the Show currency after value
check box to display the symbol after financial values, instead of in front.
9. In the Rounding option field, select from No Rounding, Nearest Hundred, Thousands, Milllions, and
Billions. To round to whole numbers, combine the Rounding selection with the Decimal Places selection.
11. In the Date / Fiscal Period Formatting section, you can set defaults for the display of dates and fiscal
periods on the report. The formats you define here override the defaults for the whole AFR financial database,
which you can define on the Settings > Default Formats sheet. See the Designer Settings and Tools chapter
for details on the available options.
12. In the Page orientation section, select either Portrait or Landscape. The default is Portrait.
13. In the Paper size field, select an alternative size from the drop-down list. The default is A4. If you select
another size, the Width and Height fields update.
14. Alternatively, you can manually change the page Width and Height. The values are in inches. If you do,
the Paper size field changes to Custom.
16. If your changes to the page orientation or size mean the report columns are wider than the page width, a
Save message displays, prompting you to choose whether to shrink the column widths.
17. You can view the current column widths, and their relation to the overall page width, on the Reports >
Detail > Body sheet.
Body
The Reports > Detail > Body sheet displays the current width of columns in your report definition, in relation to
the page width. You can manually shrink or widen each column, or use the Fit Columns functionality to
automatically fit column widths to the page width.
The Body sheet works together with the Page Orientation and Page Size settings on the Report > Options sheet.
If you select a smaller page size on the Options sheet, the system prompts you to decide whether to shrink column
widths to fit the new page size. Updated page sizes then display on the Body sheet.
To change column widths:
1. In the Tree View, select the report whose column widths you want to adjust.
5. To adjust an individual column width, drag the column divider to the right of the column.
6. Alternatively, you can enter a value in the column you want to adjust.
7. To make the columns fit the current page width exactly, select Fit Columns from the Actions menu.
8. The new columns widths display, and the columns fit the page width.
12. The Save message displays, prompting you to decide whether to shrink the report columns to fit the new
page width.
If an RDL file is already uploaded for the report, the RDL Merge
tool also launches when you update column widths. For more
details, see the RDL Merge section in this chapter.
2. On the Reports > Detail > Header Footer sheet, a new row displays within the Header grid. You can
also click in a gray row to create a new header or footer.
3. Right-click in a field to select from a list of report parameters (with the @ prefix) and other values from the
report to display on the header.
4. You can enter text and expressions in the Left, Center, and Right sections. These will display on the report.
5. To change the display format of a header or footer row, select the row you want to adjust. Use the buttons
on the formatting toolbar to change the font, alignment, and color settings.
6. You can also adjust the width of header and footer sections. Click and drag the divider on the right of a
section to drag it to a new width.
7. A dotted line marks the current page width, based on the Page orientation and Page size settings on the
Reports > Detail > Options sheet.
8. To automatically resize the header and footer section widths to fit the page width, select Fit Header and
Footer from the Actions menu.
Report Preview
After you design a report, you can preview the results directly in the Report Designer. Use the report preview to
verify the report displays the data you want. The preview also displays the formatting you applied to rows,
columns, headers and footers. If the report has issues with its data or presentation, you can adjust the report
definition, then preview the report again.
You can use a different AFR financial database for the preview function. This can be useful if you want to keep
the preview data static, using a database that doesn't update with live, changing data. Also, you may want to
use a different database for security reasons.
When you are satisfied with the data displayed on the report preview, you can either generate the report in
Microsoft® Excel® or you can upload a Report Definition Language file (RDL) for the report. These RDL files contain
the parameters of the data the report will extract from the database when it displays in a web browser via the
Report Server. You can launch these files from the Report Designer as well. If you want to make further changes
to the report layout, you can refine the look of the report in either Microsoft SQL Server® Report Builder or
Microsoft® SQL Server BI Studio ®. After you make changes to this report with these layout tools, you can then
upload the RDL file and launch the report in a web browser for final verification.
To learn a little more about using the Microsoft BI Studio layout tool, review the Report Layout chapter.
1. From the Tree View, select the report you want to preview.
4. The Parameters you set up on the report display in the top section of this window. You can change the
values in these fields to test the data results.
5. If you defined values for the Header on the report definition, these values display above the report body.
6. The account descriptions, amounts, column headers, and other information display in the report body. As
you change the parameters on the report, the data that displays updates within this table.
7. If you defined values for the Footer on the report definition, these values display below the report body.
8. To change the parameters, click in the Expression field of a specific parameter and select an option from
the drop-down list. You can also enter values manually.
9. Click the Refresh button to update the window. Data that matches the new parameter now displays on
the report.
Reporting Trees
Reporting trees are hierarchies of filters you attach to report definitions. At runtime, you can select a reporting
tree node to filter the report. Reporting trees use elements from general ledger account segments, and logical
expressions based on database fields, to define subsets of data by which to filter the financial report. Specific
logic determines the relationship between parent and child nodes in the reporting tree hierarchy. The data each
node gathers depends on its position in the hierarchy and the child node filters below it.
Reporting trees determine the data that displays on each node using both AND logic and OR logic. Any parent
nodes above a child node use AND logic, while any child nodes below the same node use OR logic. The child
nodes act as filters that define the selected financial data. For example, you create a reporting tree that gathers
financial data for restaurants and bakeries within an international hotel chain. This reporting tree starts with
Country as the root, parent node, Hotels as the first child node, and Restaurants and Bakeries within each Hotel
as the second-level child nodes, and the Bars contained within each Restaurant as a third level child node. When
you generate a financial report that uses this reporting tree for a specific hotel, the filter value from the root
Country node is added to the filter value of the Hotel node. Data for the bakeries, restaurants, and bars only
displays for the selected hotel, within the selected country.
You can create account and expression filters on each node, to define the data selected by the reporting tree.
These expression filters limit the report to displaying financial data that match the filter. The Parent and Child
Node Logic section below explores this functionality.
Use the sheets under the Reporting Trees tab to create, modify, and delete reporting trees and manipulate the
parent and child nodes which define the overall hierarchy and filter expressions contained within each reporting
tree.
You can also use the Reporting Tree Wizard to set up reporting trees with multiple levels, all in a few simple
steps. The Reporting Trees that are generated can be automatically produced with the wizard, based on the
company’s chart of accounts structure and the settings selected in the wizard.
1. Click the Down Arrow next to the New button and select Reporting Tree.
3. Enter a Name for the reporting tree. This name value cannot contain any spaces.
4. Optionally, select a Dictionary you want to use from the Dictionary list.
5. Enter a Description for the reporting tree. Use this field to describe the purpose of the reporting tree.
6. The Reporting Trees > List sheet displays any reporting trees currently open in the Report Designer.
7. When you finish defining the main details of your reporting tree, click Save on the Standard toolbar.
Create a Node
Each node defines the particular accounts, account categories, dictionary definition, and/or logical expression by
which to filter data. When you use a reporting tree on a report, the nodes define the filters. You can arrange
nodes in a parent-child arrangement, which enables increased filtering as you proceed down the hierarchy.
This example illustrates how to create a node to filter by a particular department (in the Account field), and fiscal
period (in the Expression field).
To create a new reporting tree node:
1. Click the Down Arrow next to the New button and select Reporting Tree Node.
3. Enter the Name you want for this node. Ideally, it should reflect the filter, for easy identification and selection
at report runtime. This name cannot contain spaces; use the underscore (_) to define a space.
4. The application automatically creates default node numbers using intervals of 10 for each node you add.
5. Optionally, enter an account filter. Click the ellipsis button (...) next to the Account field.
6. The Expression Builder window displays. This contains the controls for selecting Accounts, Account
Categories, and Dictionaries. Select the item you want from the Categories list.
7. Select the Company and Chart of Accounts you want to use for the Account expression.
8. In this example, you select the Division segment in the AccountBuilder grid.
9. You can now select the Values of segment <'Selected Segment'> sheet in the Available
accounts/segments section.
Type Example
Account 1000-01-20
Account list 1000, 2100, 6999
Account range 1000:1599
Category #ASSETS
Category list #LIAB_EQUIT,#NET_INCOME
Dictionary definition $AP_Accounts
12. When you finish, click OK. For more information on how to use the controls on the Expression Builder,
review the previous Define the Column’s Accounts and Row Expressions sections in Chapter 4: Row and
Column Sets.
13. You can also specify a logical expression for the node, based on database fields. To help create the expression,
click the ellipsis button (...) next to the Expression field.
15. In the Categories pane, select the table from which to use a database field.
18. To review the nodes available within the current reporting tree, click the List sheet. All the nodes available
within the reporting tree display in the grid. You can edit the nodes here as well.
19. Create and modify nodes as required. When you finish, click Save on the Standard toolbar.
1. Create a new node as described previously. In this example, you create a node to filter by a department.
2. Click and drag this node onto another parent node to create a child relationship. In this example, you make
the Sales node a child node of the East_Division node. This relationship displays in the Tree View.
3. To review all of the child nodes you have placed under a parent node, select a parent node in the Tree View,
then navigate to the Child Nodes sheet.
4. The child nodes display in the grid. You can modify the values in the grid as well.
5. Arrange all nodes as you need. When you finish, click Save on the Standard toolbar.
Notice the parent nodes in this table share a logical AND relationship with the nodes above them up to the top
level node. If you create a node with the Account and Expression fields blank, when you select this node in a
report, any child nodes of the selected node apply with OR logic.
The following example illustrates the use of empty nodes. The Effective Filter column displays the filter that applies
when you select the node in a report.
2. From the Edit menu, select Copy. The reporting tree is now copied to your clipboard.
5. The Copying a reporting tree window displays. This window indicates that various elements are connected
to the copied reporting tree; use this window to indicate a copy of these elements should be included in
the copied element.
6. To also make a copy of the dictionary linked to the reporting tree, select the Dictionary check box.
7. Click Paste.
8. A copy of the reporting tree now displays. You can change the Name of the reporting tree, modify expressions
on each node, and modify the parent/child node structure to reflect what you need in the new reporting
tree.
9. Click Save.
1. From the Tools menu, select Wizards > Reporting Tree Wizard.
5. For each level, select an accounting segment in the Source Segment field.
The available segments depend on the chart of accounts you selected above.
6. The Max Length field displays the maximum length of values for the selected segment. This field is read-only.
7. In the Effective Length field, you can specify a shorter length than the Max Length. If you do, the node
expressions for that level use the * wildcard to the right of the effective length.
8. Select the Catch-All check box to create an extra node which captures all segments not available at the
time of generation. This is important for dynamic segments, especially if they are linked to ERP entities.
9. The Node Name Template enables you to determine how each node is named. Right-click to select from
the available keywords:
• [Level] – The level in the reporting tree.
• [SegmentNo] – The segment number, taken from the chart of accounts.
• [SegmentName] – The segment name, as displayed in the Source Segment field.
• [XXXX] – The effective segment value of the node.
• [AccountMask] – The effective account mask for the node.
11. The Reporting Tree Wizard – Create Reporting Tree window displays.
12. Enter a name for the reporting tree, or keep the default which displays.
14. The new reporting tree displays in the Report Designer, complete with nodes, parent/child relationships,
and account expressions.
1. Report parameters
3. Row expressions
4. Column expressions
Dictionaries
Dictionaries contain reusable definitions for expressions which can be maintained in one place, and referred to
from other expressions by their alias. You create dictionaries when you need to reuse a set of parameters within
multiple reports. A specific dictionary can be selected on row sets, column sets, and reporting trees. Then, when
you create report elements, for example a row set, you can reuse the definitions within the row expressions,
instead of having to recreate them every time.
Each dictionary contains primary information that describes its purpose. You can then add multiple definitions
as you need, to cover the various expressions you might want to reuse.
Sections in the Row and Column Sets chapter describe how you select a dictionary within a report element. Each
row set, column set, and reporting tree can only have one dictionary assigned.
Some examples of dictionary use include:
• To create your own account categories and use them throughout several reports.
• To create a shortened name for long expressions, to avoid mistakes and to simplify report editing.
Create a Dictionary
You define the primary information for a dictionary on the Dictionary > Detail sheet.
To create a dictionary:
1. Click the Down Arrow next to the New button; select Dictionary.
3. Enter the Name you need for the dictionary. This text value cannot contain any spaces.
5. To view all of the dictionaries you currently have available, use the List sheet.
6. The current dictionaries display within the grid. If you want, you can modify the Name and Description of
each dictionary.
7. When you finish creating and modifying a dictionary, click Save on the Standard toolbar.
Create a Definition
Definitions are elements that pull in data through expressions you create. In effect, a definition is a user-defined
keyword used to represent a set of data, such as a series of accounts, a mathematical expression, or some other
item that you often use in different places. So, instead of having to enter a the same complex expression every
time you need it, you can just enter a short definition name. Each dictionary can contain multiple definitions, so
you can build custom dictionaries to use on various row sets, column sets, and reporting trees. Create definitions
to pull in consistent data across your advanced financial reports.
To create a dictionary definition:
1. Click the Down Arrow next to the New button; select Definition.
3. Enter a Name for the definition. Be sure this text value does not contain any spaces; if you need a space,
use the underscore (_).
4. Define the expression the definition will use. Click the ellipsis button (...) next to the Expression field.
6. The Categories section contains the various functions available within the Report Designer. The Row,
Column, Math, Date, Accounts, Account Categories, and Dictionary functions are described in the
previous chapter; review these sections for details and examples of these functions.
7. Create the expression you need by selecting the functions and then modifying them within the Expression
field. In the example, you select Accounts to create an account expression.
8. Click OK.
9. Repeat these steps to create all the dictionary definitions you need. You can review all of these definitions
on the List sheet.
10. All of the definitions for the current dictionary display in grid.
11. When you finish creating and modifying the definitions for the current dictionary, click Save on the
Standard toolbar.
When you select this dictionary in a row set, column set, or reporting tree, you can then use dictionary definitions
in expressions and fields.
Copy a Dictionary
Like other report elements, you can copy dictionaries. You use this feature when you want to create a new
dictionary similar identical to an existing one. Once you make the copy, modify it to reflect the specific requirements.
To copy a dictionary:
2. From the Edit menu, select Copy. The reporting tree is now copied to your clipboard.
You can now make changes to the copied dictionary and its definitions as you need.
Report Security
You indicate which Windows users and groups have access rights to each report through the Security sheet. Two
levels of security rights are available. You can indicate which users and groups have View rights, which means
these selected users/groups can launch and review an AFR report, but cannot make changes to it. You can also
assign Edit rights; users assigned this security level can both view and change the report. Only existing Windows
accounts for users and groups can be entered on this sheet.
When you create a new report, a default edit account and view account are automatically added to the Security
sheet. You enter which accounts appear by default within the Settings window on the General panel. For more
information about these fields, review Chapter 6: Designer Settings and Tools.
When users are not assigned either View or Edit rights and they try to launch the report, they will receive an error
message. For reference, this message lists the users and groups who do have access to the report.
Security Setup
When AFR is installed, an AFR Administrator login is defined, which automatically populates with the Windows
credentials for the current user. This user then has access to the Security sheet and can assign users and groups
access rights to specific reports. For all other users, the Security sheet is hidden.
This security information is stored in a report definition database table. The data is encrypted and so is protected
from tampering. If AFR detects any tampering with its secure information, an error message displays.
1. Click the Down Arrow next to the New button; select View Access.
3. A new row displays in the View rights pane. Enter the group or user account for whom you want to give
View rights. These users and groups must be Windows accounts set up on your network. Enter these accounts
using this format: DOMAIN\UserOrGroupName.
1. Click the Down Arrow next to the New button; select Edit Access.
3. New row displays within the Edit rights pane. Enter the group or user account you want to give Edit rights.
These users or groups must already exist. Enter the accounts using the format DOMAIN\UserOrGroupName.
When you navigate away from this row, the account is validated against existing Windows accounts to make
sure the account exists. Repeat these steps to add all the users/groups you want to grant Edit rights on the current
report.
1. Click the Down Arrow next to the New button; select <element> Edit Access.
3. A new row displays in the Edit rights pane. Enter the group or user account you want to give Edit rights.
When you navigate away from this row, the account is validated against existing Windows accounts to make
sure the account exists. Repeat these steps to add all the users/groups for whom you want to grant Edit rights
on the selected element.
Copy a Report
Report definitions can be copied so you can rapidly create a report similar to the original report definition. You
have the option of making a copy of the row set, drill-down reports, column sets, and reporting tree elements
from the original report, or you can elect to use the exact same elements.
To copy a report definition:
2. From the Edit menu, select Copy. The report is now copied to your clipboard.
4. The Copying a report window displays. This window indicates the various elements connected to the
copied report definition. If you select an item, a copy is made of that element. If you clear the check box
for an item, the new report will use the original element - the exact same element as used in the report
from which you are copying.
5. Click Paste.
7. If you selected not to copy an element, the original element is used in the new report.
8. If you did select to copy an element, a new element is created, with the Copy_Of_ prefix.
2. Click the Generate RDL File button on the Standard toolbar, or from the Actions menu, select Generate
RDL file.
5. Enter the Report name you want for the generated report. By default, the report name is the same as the
report definition in the Report Designer.
6. Use the Save to folder field to select the directory path to which you will save the report. You can enter
this directory path directly or click the ellipsis button (...) to find and select it.
7. If you want to generate your file using an existing template, use the Template file field to indicate which
template to use. You can enter the directory path to this template directly, select from the drop down list,
or click the ellipsis button (...) to locate the template file you want.
8. You can also immediately launch the .RDL file within Microsoft Visual Studio after you upload it. To do this,
select the Edit the generated RDL check box.
9. If you want, you can also link, or map, specific elements from the selected template .RDL file onto different
sections of your report. Use this functionality to fine tune which elements from the template .RDL file are
used for different sections of the generated report. To do this, click the Style Map sheet.
10. Select the Target Table from the template .RDL file that contains the elements you want to map.
11. Indicate which area of the report you are mapping different styles by selecting one of the Tablix part
options. You can map to the Header, Detail, or Footer sections of the report.
12. Use the ReportColumn list to select a column from the report. When you generate the report, this column
will use the style from the selected Template column.
13. Select the Template table that contains the alternate style you want to use. All of the tables available on
the template .RDL file display on this list.
14. To complete the style map, select an element from the Template column. This element uses the style you
want to substitute for the selected Report column.
15. If you are only making parameter and style map changes to an existing .RDL file, click Save.
RDL Parameters
Use the RDL Parameters sheet to set options for the particular RDL file you are generating. By default, the
parameters come from the Reports > Parameters sheet in the Report Designer, but you can change them for
each particular RDL generation.
1. To change presentation options for this particular RDL generation, click the RDL Parameters sheet.
3. If you are using the Advanced presentation style, select the required setup in the Advanced Presentation
Options fields. These correspond to the fields on the Reports > Parameters sheet. When you launch this
particular RDL file in a web browser, the parameter options are determined by the settings you make here.
4. To generate the .RDL file the first time and move it to the target folder, click the Upload button.
A progress bar indicates the .RDL file is generating. When the process is complete, a dialog box indicates
the report generation was successful.
5. In the Tree View, the RDL file displays under the report node, prefixed by the name of the SSRS folder. By
default, the SSRS folder is called AFR.
6. Whenever you select an RDL file in the Tree View, the RDLs sheet displays.
RDL Merge
The RDL Merge tool facilitates keeping RDLs up to date with changes made to the report definition in the AFR
Report Designer. Whenever a new element, for example a column, is added to a report definition, the user does
not have to edit the related RDL file and add the column there also, nor generate a new RDL and re-apply any
customization. Instead, the user can either let the system make automatic updates to the RDL, or specify which
column the new column should take its formatting and style from (left or right). Also, if the user has added
customization to the existing RDL file which conflicts with AFR requirements to support styles defined in the
Report Designer, the RDL Merge tool assists the user to make decisions on whether they want to keep the
customization, or reset it with an expression required to support such styles.
The RDL Merge tool is invoked when the user clicks Save in the Report Designer and any of the following
conditions are true:
• A column is added or removed.
• Column width is changed on the Reports > Detail > Body sheet.
• A Header/Footer row is added or removed.
• Header/Footer column width or row height is changed.
• Save or Save and Merge RDLs is selected on the Save toolbox sub-menu.
• The Merge on Save option on the RDLs sheet has changed from None to either Manual or Automatic
since the last save.
• The drill-down mode has changed to or from Inline since the last save. If this was the only change made, the
RDL Merge window does not display, but the merge still takes place.
The RDL Merge does not detect changes made in the RDL file
itself. Therefore, if you make changes to the RDL outside the
AFR Report Designer, for example in MS SSRS Report Builder,
the RDL Merge tool is not invoked if you save the report
definition.
1. Select an RDL file in the tree view. The Reports > Detail > RDLs sheet displays.
1. The example report has three columns. The Reports > Detail > Body sheet displays their current width.
2. When you run your report in SSRS, there are three columns, each with distinct formatting.
4. Click Save.
6. Click Save.
7. If the Save window displays, prompting you to decide whether to shrink columns to fit the page size, click
Yes to shrink columns
10. When you run the report in SSRS, the new column has the same formatting as the column adjacent to the
left.
The next section looks at the extra steps required when the Merge on Save setting is Manual.
2. On the report's RDLs sheet, set the Merge on Save field to Manual.
3. In the report's column set, add a new column and make some formatting changes, for example to the font
color and background.
5. If the Save window displays, prompting you to decide whether to shrink columns to fit the page size, click
Yes to shrink columns.
7. Elements subject to the RDL Merge tool display in the tree view on the left.
8. In the lower grid, the Existing RDL properties display. For example, the existing column widths display.
9. In the upper grid, the Result RDL properties display. If you click OK now, these settings will be used to
update the resulting RDL file. For example, column widths are adjusted to fit all columns on the page.
10. By default, most settings for the new column are taken from the left adjacent column.
11. Alternatively, you have the option to retain the existing setting for a particular item. For example, in the
Width field for one column, select Existing.
12. The other column widths update accordingly to fit the page size.
13. In the fields for the new column, select AFR Generated to use the formatting you set for the new column
in the Report Designer, instead of taking the formatting from the left adjacent column.
14. When you have selected the required settings, click OK.
The Merge tool closes, and the RDL file is updated.
15. When you launch the report in SSRS, the new column displays, formatted according to the settings in the
Merge tool.
there. You may require this function if you have modified an RDL file outside the Report Designer, for example
in MS SSRS Report Builder, and you want to make sure it is in sync with the report definition.
If discrepancies are found, the Merge window displays in the same way as it would if the Merge on Save option
was set to Manual.
Convert RDLs
Use the Convert RDLs command on the Actions menu to convert previously-customized RDL files to the latest
version of AFR. This is only necessary in certain special circumstances.
The Convert RDLs command is only available when you select either a report node or an RDL node in the Tree
View.
An example scenario in which this command could be required is:
• A report definition is imported into AFR without an RDL file.
• An old-version RDL file for the report is placed in the SSRS directory via an external application, namely MS
Visual Studio or MS Report Builder.
• Select the Refresh RDL list command from the Actions menu.
• Select Convert RDLs from the Actions menu.
3. In the grid, select the RDL file you want to view or modify. It is possible to have multiple RDL files for each
report definition.
4. In the grid, you can change the presentation options for the RDL file, as required. If the Presentation Style
is set to Advanced you could, for example, change the Book selection type setting.
The options on the RDLs sheet look the same as the options on the report's Parameters sheet. However, on
the RDLs sheet, these settings are specific to the selected RDL file. If you make changes here and click Save,
the RDL file updates. There is no need to upload the RDL file again.
6. If you want to refine the layout of the RDL file, select Edit RDL from the Actions menu. This launches
Microsoft Visual Studio; the RDL file launches in this application, and you can make the changes you need.
For more information on using this tool, review Chapter 7: Report Layout.
7. When you are ready to display the runtime version of the report, select View report option from the Actions
menu. For more information on displaying reports, review Chapter 8: Report View and Use.
Summary
The Report Designer contains key features you use to ensure reports access and display data using a consistent
structure. You can create reporting trees that define a filter hierarchy; data that matches the selected filter is
then pulled into the report. Reporting trees can be used on multiple reports, ensuring you can use the same filters
across various financial reports. You can also set up dictionaries with multiple definitions to reuse a large set of
parameters like similar account expressions and logical calculations. You create dictionaries when you need to
reuse the same set of parameters within multiple reports.
When you have created the row set, column sets, and reporting trees, you can then assemble these various items
into a report. To create a report, you select the row set used on the report. You then select one or more column
sets and modify their sequence to determine how the data within the row set will display on the report. You can
also add a reporting tree to filter data on the report.
Set the report parameters to determine defaults for the company and GL books, fiscal periods, and currencies
included in the report, and set the presentation options, to determine how parameters are selected at report
runtime.
When you finish the design, you are ready to preview and view your financial report. Use the preview to verify
your report setup displays the correct financial information in the format you need.
Once the report definition is complete, you can upload an RDL file to the reporting server, which you can then
launch in a web browser, to view the final report. The RDL Merge tool enables you to make changes to a report
definition and automatically update its RDL file, or manually select how to update certain items in the RDL file.
If required, you can use either Microsoft SQL Server BI Studio or SQL Server Report Builder to further fine tune
the report layout.
To enable a report to display within a web browser via SSRS, you must generate an RDL file (Report Definition Language).
While some formatting of the RDL file is possible within the AFR Report Designer, further adjustments may be required.
You can do this in either Microsoft® SQL Server® Report Builder, or Microsoft® SQL Server® Business Intelligence Studio
(SQL 2008 R2) / SQL Server Data Tools (SQL 2012 and later)®. The Report Builder application is easier to use, and can
be downloaded from the Microsoft website free of charge.
When you finish defining the layout for each advanced financial report, you then deploy the report RDL file to the
report server. The report is now available for display within a browser. You can then launch a report to verify the final
version displays its information correctly, and also evaluate the look of the report. If you need, return to SQL Server
Report Builder or BI Studio, refine the layout, deploy the report again, and then display it within the browser. The AFR
application comes with several in-built RDL templates, available for selection when you upload a report RDL file.
However, you can also create your own report templates as required.
You can use either of the Microsoft third-party products to help set the report design and layout; from the AFR Report
Designer, you can directly invoke BI Studio or Data Tools to edit the RDL file. The following chapter illustrates this
integration, showing the report layout workflow, starting from the Report Designer and ending with Microsoft Visual
Studio. It also shows you how to add some basic report items and data regions to a report. These sections are only
intended to help you get started. For detailed instructions on all the functionality available within these third-party
tools, review the documentation and courses published by Microsoft.
Microsoft SQL Server BI Studio organizes RDL files through a series of separate projects. Each project can contain
a number of related RDLs, files, images, and other items. The AFR Report Designer automatically creates a project,
if it does not already exist, and adds a copy of the generated RDL file to the project on the local disc.
Every time you invoke BI Studio (or Data Tools) from within the AFR Report Designer, it downloads a copy of the
RDL file from SSRS, saves it in the local project folder, and adds the RDL file to the project if it is not there.
The next time users log into the Report Designer to create reports, these templates are available. When you are
ready to upload an RDL file for a report definition, select Generate RDL File from the Actions menu. You can
then select the desired template from the Template drop-down list in the RDL Generator > Parameters window.
Main Menu Path: Start > All Programs > Epicor Software > Advanced Financial Reporting > Report
Designer
1. From the Tree View, select the report definition you want to use as the basis for a template.
4. Enter the Report name you want for the template file.
5. To include the template in the Template File list for future selection, you must indicate the location of the
RDL template folder in the Save to folder field. Click the ellipsis button (...) to select a path.
6. You finish the template by adding image files and other default items to the template within Microsoft
Visual Studio. To automatically launch this application after you upload the report definition to the template
folder, select the Edit the generated RDL check box.
7. Click Upload.
You receive a message that the upload process was successful. After you close this message window, the
RDL Generator window closes.
8. If you selected Edit the generated RDL, Microsoft SQL Server BI Studio launches, displaying the generated
RDL file. Use this application to define the default layout you want for the RDL file which will be used as a
template. The rest of this chapter describes some of the report items and data regions you can add to an
RDL file.
9. The next time you generate an RDL file, your new template is an option on the Template file drop-down
list.
Pre-Defined Reports
A set of pre-defined reports is available for download from EpicWeb for use with Advanced Financial Reporting.
The report files are exported into xml format, and include pre-formatted RDL files.
Once you have downloaded and saved the reports package from EpicWeb, you can import the file into the Report
Designer, then tailor them to the requirements of your company. For example, you will need to adjust the accounts
referenced in certain report rows.
To import the pre-defined reports:
1. From the File menu, select Import > Exported AFR Reports.
3. In the File Path field, click the ellipsis button (...) to search for the xml file you want to import.
4. Select the Include RDLs check box to include the pre-formatted RDL files.
5. Click OK.
7. On the Reports > Detail > General sheet, the Description field displays instructions on how to modify the
report to fit your company’s requirements.
When you are ready to refine the layout of your advanced financial report, you can launch Microsoft BI Studio
directly from the Report Designer. Your current report then displays inside this third-party application. You can
use Visual Studio functionality to enhance reports that display financial data in grids, charts, and gauges that
help explain and illustrate financial trends within your organization.
You can also open the report using Microsoft SQL Server Report
Builder. you can launch this program from the Windows Start
menu, or by clicking the Report Builder button in SSRS. In
Report Builder you have to navigate to the folder that contains
your RDL file.
To launch Microsoft Visual Studio from within the AFR Report Designer:
1. From the Tree View, select the report RDL file you want to work on.
2. From the Actions menu, select Edit RDL, or double-click on the RDL node in the Tree View.
3. The RDL launches in Microsoft BI Studio - the AFR – Microsoft Visual Studio window displays.
5. The number of columns which display is based on the report's column set(s). The column header row and
the data rows all have the «Expr» phrase inside each cell on the report table.
You are now ready to fine-tune the look and feel of the report.
You can add and modify report items within Microsoft Visual Studio. You can change the position of selected
items and add new items as you need. Similar to the Report Designer, you can also create and modify expressions
on nearly every report item to define rules as to when certain aspects of the report display or not. You can then
create reports that communicate different information based on incoming source data.
Report items are specific areas on the report that display data and graphic elements. The types of report items
available to display include:
• Text Box – A text box is an area of the report that contains either static text you enter or updatable text
generated through an expression. Use text boxes to display any additional data you need on the report, such
as date time stamps, user identifiers, company identifiers, and other specific items.
• Image – Images can be embedded within your advanced financial report. Each image can also display based
on a parameter you define reflecting conditions within the database. AFR reports support the following image
types: .gif, .jpeg, .bmp, and .png.
• Line – You can draw lines as you need throughout the AFR report. Use lines to separate different types of
information and create more organized, aesthetically pleasing reports. You can modify the color, thickness,
and other aspects of each line.
• Rectangle – You can place rectangles within areas of your AFR report. You can modify the border of each
rectangle to create organized and aesthetically pleasing reports. You can modify the border color, thickness
of each side, and other attributes of each rectangle.
1. Select an existing text box. Notice the item’s borders display, and each side of the item has dimension handles
(the white squares).
2. To change the size of the box, click and drag a dimension handle.
3. You can enter some default text that displays each time this report generates.
4. Click the four-way arrow handle to drag the item to another position on the report.
2. From the Parameters section in the Tree View, drag the Book item onto the report layout.
3. The text box now displays on the report with the @Book parameter.
4. Another simple example is to use the Page Number and Total Pages keywords from the Built-in Fields
section.
This will display the current page and total number of pages, for example, 1 / 5.
1. All the current report RDL files available within the AFR project display within the Reports folder in the
Solution Explorer pane.
6. When you next launch the report in a web browser, the new fields display.
In this example, the current company/book parameter now displays.
You have successfully added and modified some report items on your advanced financial report.
Data Regions
Data regions display financial data in a graphical way that better communicates some aspect of the information
on the report. Data regions are linked to specific datasets that exist within the report definition, and so they
contain field values pulled in from these selected datasets.
Several types of data regions are available on AFR reports. Available options:
• Table – Table data regions organize selected data through a grid format. The grid contains columns that
separate the data into different types, while each row below the columns displays data contained within a
specific record.
• Chart – Chart data regions display a graphical representation of the financial data. Several chart types are
available, and each organizes the data values through different groups that graphically illustrate relationships
between the data. The visual options on each chart are defined through scale breaks, custom attributes,
custom palettes, secondary axes, and data point tooltips.
• Matrix – Similar to a table, a Matrix data region contains columns and rows. However, Matrix data regions
can group together rows through aggregated data summaries, placing related records together under a
different header you can then expand and review.
• List – A List data region displays a customized group of fields that pull data from a single report database
table. You can add text boxes inside the List data region that display the data you want from selected fields
within the database table.
• Gauge – Gauge data regions measure and display financial data through either a radial or linear configuration.
Each gauge is typically linked to one or more data points. Each gauge can also be placed on its own within
the report. A gauge can also be embedded within a tablix data region.
• Tablix (Table + Matrix + List) – This data region displays its data in a grid format, either grouped through
aggregated data summaries from a Matrix, or freely formed through an open List.
Use the List data region to create an area of the report that displays the data through a free form structure. List
data regions are linked to a specific table, and they will display each record within the table using the display
structure you define. You also have some additional settings that determine if each list should appear on a
separate page, whether the list items should stay together, and other specific options.
This section describes how to add a list to your report that displays the User ID, the location of the report server,
and the date and time on which the report was run.
Add a List
You use the Toolbox to add a list to the report. To add a list:
4. To define the table from which you will pull the data for the list, click the edge of the list to display the gray
bars.
7. In the Dataset name field, select the dataset to use for this data region. You can use one dataset for each
data region.
8. If you want to separate your list from the rest of the report, click the Add a page break before check box.
9. To make sure the list contents display together, select the Keep together on one page if possible check
box.
1. On the Report Data tab, click and drag the required items from the Built-in Fields section into the list
data region on the report layout.
3. Click inside each text box to enter any additional text for each label. For this example, you enter User
ID:,Server:, and Time: beside the respective keyword.
1. From the Solution Explorer pane, select the report you modified.
3. Run the report in a web browser. For example, navigate to the AFR Report Server.
Navigate to: Start > All Programs > Epicor Software > Advanced Financial Reporting > AFR Report
Server.
4. SSRS opens in your web browser. Navigate to your AFR reports folder and select the report whose RDL file
you just deployed.
5. The report displays. Navigate to the section of the report that contains the list.
Your list displays the data generated through the expressions defined in each field.
3. Use the Configuration drop-down list to indicate the specific configuration you want to modify. By default,
the Active(Debug) configuration displays.
4. To define the active solution configuration and its platform, click the Configuration Manager button.
5. You can modify various properties. Use the StartItem property to indicate which report definition activates
first when you launch the debugger within Microsoft Visual Studio.
6. Use the Deployment properties to indicate whether the data sources will be overwritten and to define the
target data folder, report folder, and server options for the AFR project.
Summary
When you finish creating report definitions within the Report Designer, you next generate Report Definition
Language (RDL) files. You can open these files in Microsoft SQL Server Report Builder or Business Intelligence
Studio, where you can fine-tune the layout you need on each report. To streamline the layout process, you can
create report templates that contain default items you want included on each report. Use templates to define
layout standards for the financial reports you and other users will create.
You can launch Microsoft BI Studio directly from the Report Designer. Once the report layout displays within this
application, you can add various items to the report. These items include text boxes, images, lines, and rectangles.
Use these report items to display dynamic information and enhance the look of the report. You can also add
data regions, such as charts, tables, lists, matrixes, gauges, and tablixes.
When the layout is complete and the RDL file is deployed, users can display the relevant report in a web browser
via SSRS. If further adjustments are required, simply launch the RDL file in BI Studio from within the Report
Designer.
Advanced financial reports launch in a web browser via SQL Server® Reporting Services. When you complete the report
layout in the Report Designer, and upload the Report Definition Language (RDL) file, you can launch the report in your
default web browser. You can access reports by launching the AFR Report Server shortcut, and also from within the
AFR Report Designer.
When you launch a report, it displays in the web browser with the parameters defined in the report definition. You
can change these parameters and refresh the report within the browser. You can also export the report in a variety of
file formats, or print a hard copy.
You can also create an AFR report in Microsoft® Excel®, thanks to the Epicor AFR ODBC Driver. This enables you to
customize the report in Excel according to local display requirements, and you can still change report parameters and
view updated data as you would in a web browser.
The AFR Report Server, part of the AFR installation pack, creates a web application, which acts as a proxy between
the web browser and SSRS, adding AFR specific functionality to the functionality of SSRS report manager. For
example, it allows tracking of concurrent named user licenses by keeping in touch with the AFR Logon Server on
the server side. This enables users to view AFR reports in a web browser. AFR works with SQL Server Reporting
Services (SSRS) to provide a place to organize, manage, upload, and view financial reports.
Accessing an AFR report directly through SSRS Report Manager is not permitted, so users should access reports
via the AFR Report Server URL. The AFR Report Server knows which SSRS it needs to proxy by contacting the AFR
Logon Server specified in its web.config file and requesting the Logon Server to provide the SSRS URL. The
web.config is set up with the URL at the time of installation, when the user is prompted to select a Logon Server.
You connect to the web service via the AFR Report Server shortcut in the Windows Start menu. This launches
your default web browser, and displays the SSRS Home page. From there, you can access and view your AFR
reports. If the AFR Report Viewer is not installed, the web service also launches when you click View Report in
the Report Designer.
The URL in the AFR Report Server shortcut is set up by the AFR installer when the user specifies the URL for the
AFR Report Server. The link is only created if the AFR Report Viewer feature is not selected at the time of
installation. Therefore, the AFR Report Viewer and the AFR Report Server shortcut are mutually exclusive. By
default, the AFR Report Viewer is not installed; the option to install the Report Viewer feature is preserved only
for backward compatibility, and will be discontinued in the next version of the AFR product.
Main Menu Path: Start > All Programs > Epicor Software > Advanced Financial Reporting > AFR Report
Server
When you launch the Report Server option from the Windows Start menu, the SSRS Home page launches in your
default web browser. This central Home page contains a number of management controls you can use to organize
the AFR reports available on the report server. Use these tools to set up the environment so that it runs properly
on your system.
The Home page displays a series of folders you and other AFR managers create. When you click a folder, the
contents of the folder display. Each folder page contains the same set of controls as the Home page, and you
use these controls to define the environment for the specific folder. The default folder for report RDLs uploaded
from the Report Designer is called AFR. This folder also contains the data source required to display these reports.
After you have organized the Report Server environment and configured its settings, you and other users can
then launch, display, and print advanced financial reports in the web browser.
2. You can change this default folder in the Report Designer. On the Settings > RDL sheet, specify a different
value in the Default SSRS Folder field.
SSRS in AFR
The SSRS Home page and its sub-folders contain the functionality you use to organize and administer advanced
financial reports. Use the controls to assign user permissions and configure the site settings. You can also launch
the Microsoft® SQL Server® Report Builder and then upload new or modified RDL files to make them available
for viewing.
For detailed information on SQL Server Reporting Services, please refer to the SQL Server Reporting Services
documentation provided by Microsoft.
1. The Site Settings > Security sheet displays the roles currently in use.
2. To change security settings for a specific report, select the Security option from the report's drop-down
list.
3. On the Security sheet which displays, you can change security settings for the report.
1. In the folder that contains your AFR report RDL files, open the menu for the file you want to edit in Report
Builder.
2. Microsoft SQL Server Report Builder launches with the selected RDL file loaded.
3. The Report Data pane contains items you can use to enhance the report, in a similar way to Microsoft SQL
Server BI Studio.
Use this application to modify the report layout as you need, then save the changes. For more information on
how to use this tool, review the documentation and courses published by Microsoft.
1. In SSRS, navigate to the folder where your AFR reports are stored.
5. Click Apply.
11. In the Schedule details section, set when you want to run schedule, and how often.
12. If required, set Start and end dates for the schedule as well.
14. You can view the new schedule on the Site Settings > Schedules sheet.
1. Navigate back to the folder which contains the reports you want to schedule.
2. On the menu for a report you want to add to the schedule, select Subscribe.
4. Set Report Delivery Options, including file format and save location.
6. You must fill out the AFRLogonServerURI_ field. Clear the Use Default field to enable text entry in the
field.
7. Enter the AFR Logon Server URI. Make sure you include a forward slash (/) at the end.
You can see the Logon Server URI on the status bar in the
Report Designer.
8. Click OK.
The report is now part of the schedule, and will be saved to the location specified, according to the schedule.
Report View
The purpose of the AFR Report Server, in conjunction with SSRS, is to generate and view your advanced financial
reports. When you have created a report definition in the AFR Report Designer, you will either upload its RDL file
from the Report Designer, or make additional adjustments in Microsoft Visual Studio or SQL Server Report Builder.
The report is then ready for you and other users to display in a browser, save, and print.
1. When you first launch the AFR Report Server shortcut from Windows, the Home page displays in your
default web browser.
2. Click the folder that contains your advanced financial reports. By default this folder is called AFR.
If you changed the Default SSRS Folder on the Settings > RDL sheet in the Report Designer, that folder name
displays.
4. The data source (DS) is created by the AFR Report Designer when the user generates and uploads an RDL
file.
5. The connection details are formed using the report definition database which the user is logged into, and
the AFR financial database specified on the Settings > RDL tab in the Report Designer.
6. Click the report you want to display. The report generates and displays on its own page within the browser.
Report Parameters
The top section of the report page contains the available parameters on the report. You defined these parameters
when you created the report definition within the Report Designer. When you view the report in a web browser,
you can modify these parameters to change the data that displays on the report. If you use the advanced
presentation style, the parameters available depend on the advanced presentation options specified on the
Parameters sheet during report design.
1. Click within the parameter fields to manually enter different values. For example, you can change the From
and To values on the report.
2. If you do not want to use a parameter to regenerate the report, select the Null check box next to this
parameter.
3. You can also restrict what information displays based on the reporting tree defined on the report. If a
reporting tree is assigned to the report, all of the reporting tree nodes are available on the
ReportingTreeNode list. Select the node you want from the drop-down list. When you regenerate the
report, the accounts that match the filters on the selected reporting tree node display. For more information
on this functionality, review the Reporting Tree section in Chapter 5: Report Design.
5. You can also click the Refresh button on the Main toolbar or the Report toolbar. The report then displays
with the changes.
2. In the Book field, select a Company.Book combination. Depending on the presentation options, you can
select only one, or multiple books.
3. The Report Currency field defaults from the Currency field in report parameters. You can select a different
currency if required. This is the currency in which data displays if a column’s Currency field specifies Report
Currency.
4. In the Rate Calculation Type field, select from the following two currency conversion options:
• Spot Rate – uses exchange rates based on the Rate Date parameter (see below).
• Period Average – applies exchange rates based on a weighted average for the specified report period
or date range.
5. In the Rate Type field, select the required type. This corresponds to the Rate Type in Epicor ERP, and specifies
the conversion methods for currency pairs. Epicor ERP allows for more than one rate type, therefore this
option is also available for advanced currency conversion in AFR.
6. If you use the Spot Rate calculation type, you can specify a date for the exchange rate in the Rate Date
field, using the calendar pop-up.
7. The Cross-Rate Currency field defaults from the same field in report parameters. The cross-rate is the
currency against which the conversion factors will be calculated. Select from the drop down list to change
this if required.
8. The Default Rates field populates with the required exchange rates, which are taken from the replicated
data in the AFR financial database.
9. The Currency Conversions field also displays the conversion rates. In this field you can manually change
the effective rate if required.
10. Click View Report to run the report. The report displays.
11. To minimize the parameters section, click the Show/Hide Parameters button.
12. If you included the @Currency keyword - or another report parameter you can change at report runtime -
in a column header, or in a report header or footer, the current parameter value displays.
1. Use the Navigation buttons to move through the pages of a report, or enter a specific page number in the
field.
2. You can zoom in and out of the report by selecting a size from the Zoom drop-down list.
3. To search for a specific piece of data on the report, enter a value in the text box and click Find. Click Next
to cycle through each matching value found in the report.
4. Click Refresh to update the report after you make changes to the report parameters.
Exporting Reports
You can export a snapshot of the formatted report data into various file formats. You can then open the report
in a third-party application that displays this format and view or modify the report using the functionality available
within the third-party application.
Export a Report
To export a report:
1. Select a file format from the Export drop-down list. Available options:
• XML file with report data
• CSV (comma delimited)
• Acrobat (PDF) file
• MHTML (web archive)
• Excel
• TIFF file
• Word
2. Your report is exported into the selected format. You can save it, or launch it within the relevant third-party
application. In this example, you launch the report as a PDF in Adobe® Reader®.
Depending on your browser settings, you may have to take further steps to open or save the file.
The Generate Excel file option on the Actions menu enables users to generate a Microsoft® Excel® file for a
report in the Report Designer, which contains a predefined connection to the AFR data sources.
The AFR ODBC Driver enables users to work with AFR reports in Excel, to view financial data in the reports, adjust
the report parameters, and to customize the report using Excel functionality. This is especially useful for countries
where reports must follow strict presentation templates, for example, displaying a single column set in two parts
side-by-side.
AFR reports can be exposed to Excel as an external ODBC data source. The user can create a layout and add
formulas in an Excel spreadsheet pointing to cells containing values from AFR report. The data can be refreshed
at any time to pick up changes in the financial DB. The user can create a link from a spreadsheet to external data
manually, or generate a spreadsheet with the link via AFR Report Designer, and then add customization to it. For
details on creating links manually, refer to Microsoft Excel help.
To generate reports in Excel, the Epicor AFR ODBC Driver must already be installed. For details on how to install
the driver, refer to the AFR Installation Guide.
3. In the Generate Excel file dialog which displays, specify a location and filename for the report.
4. Click Save.
5. The report file opens in Microsoft Excel. The Report Parameters sheet displays the same values as the
Parameters sheet in the Report Designer.
Summary
Use the available settings and the management functions to configure and manage the AFR environment within
SSRS. Use these features to define security permissions for specific users, create folders to organize the reports,
and upload report RDL files and data sources into specific folders.
Once you have configured the environment, users can access the report folders in a web browser, to generate
the available advanced financial reports. Each report displays on its own page. Users can modify the parameters
on the report and then refresh to display the changes. The report page also contains navigation tools to help
users locate a specific page or piece of data they want to view.
Users can also export the reports into several different file formats. The report can then be opened in third-party
applications, or hard copies can be printed. The AFR ODBC Driver enables setup of a data link between Microsoft
Excel and the AFR application, so you can view reports, update parameters, and format the report according to
particular display requirements.
AFR Financial Data Security is a utility which can be used to restrict unauthorized access to confidential company
financial data stored in AFR Financial Databases. This confidential data is retrieved at report runtime to generate financial
reports and present them to end users according to their security access rights.
Use this program to set up data security at the company, GL book, or account level. You can define sets of financial
accounts to be restricted within a book’s chart of accounts (COA), and determine which users or user groups will have
rights to view the restricted data.
There are three basic elements to the program:
• Account Masks – Expressions analogous to the AccountSum row type expressions defined in an account filter. You
can filter by GL account masks, GL account ranges, and COA categories.
• Account Sets – Used to group several account masks together.
• Users or User Groups – Used to grant access to the financial data at different levels.
Account Sets and Account Masks are set up at the chart of accounts (COA) level.
Books and companies for which a user does not have access do not display for selection in the Report Designer's
Expression Builder, nor in the report parameters. A user can select a restricted company/book ID in the report parameters,
but if they do not have security rights, data for that company/book will not display. If a user does not have rights to
any of the company/book IDs entered in the report parameters, they will receive an error, and the report will not launch
at all.
You create new data security settings and update existing restrictions using the AFR Financial Data Security
Manager. Through this separate AFR program, you create the account sets, account masks, and user or user
group permissions that determine what financial data users can view in their reports. These options are available
to secure your financial data, but activating these features is not a requirement to use AFR. The security settings
are optional for use.
When you launch the program, log on to your AFR Report Data database. This is AFR financial database. This
database is not the same as the Report Definition database, which you log on to when you start the AFR Report
Designer.
In comparison, in the AFR Report Designer, you select an AFR financial database in the Database field in the Tools
> Settings > RDL and Preview windows.
Main Menu Path: Start > Epicor Software > Advanced Financial Reporting > AFR Financial Data Security
Manager
1. When you launch the program, the Log on to Report Data DB window displays.
3. Select the Use Windows Credentials check box to use your network ID, or enter your User and Password.
5. Click OK.
1. If you do not want to upgrade this financial database, click No. Instead, you can create a new financial
database when you log on, or you can do the same in AFR Report Designer.
2. If you want to upgrade the existing database, click Yes. After conversion, you are logged on to the database.
You are now ready to enter account sets, account masks, and users or user groups. But first, get familiar
with the main screen in the Financial Data Security Manager.
Navigation
Once you log on to a financial database, the AFR Financial Data Security Manager launches. The Financial
DBs tree displays all the companies found within the database. All their books and charts of accounts display as
separate sub-nodes.
1. In the main pane, the DB Name field displays the name of the financial database to which you are currently
connected.
2. Use the Activate Financial Data Security check box to switch on/off the data security settings for the
database.
3. Expand the database node to display a list of all the companies in the financial database, including the <ALL
COMPANIES> item.
5. Expand the Books node to display a list of all the GL books in the company.
6. Expand a book to display a list of all account sets within the book. If no account sets have been created,
you only see the <ALL ACCOUNTS> set.
If possible, expand an account set to display any users and user groups assigned to that account set.
7. Expand the COAs node to display a list of all the charts of accounts (COA) in the company.
8. Expand a COA to display all the account sets for that COA, including the <ALL ACCOUNTS> set.
If possible, expand an account set to display all the account masks created in that account set.
Security Levels
You can set up effective security at different levels of detail: Database, Company, Book, or Account Set.
1. To assign access to all the companies and books in a financial database, assign users at the ALL COMPANIES
> Books > ALL BOOKS > ALL ACCOUNTS level.
This is the most general level of security, and offers users the same access as if financial data security were
not applied.
2. To assign access to all the books in one specific company, assign users at the CompanyName > Books >
ALL BOOKS > ALL ACCOUNTS level.
3. To assign access to all the accounts in a particular book within one company, assign users at the
CompanyName > Books > BookID > ALL ACCOUNTS level.
4. To assign access to specific accounts within a particular book’s chart of accounts (COA), create an account
set and account masks in the relevant COA, and assign users to the account set in the relevant book.
Account Sets
An account set is a portion of financial data, which contains one or more account masks, which use the syntax
found in AFR Report Designer. Examples of account masks are: account ranges, account lists, categories. An
account set can contain several account masks.
Account sets are specified for each particular chart of accounts (COA). There is also a pre-defined account set,
<ALL ACCOUNTS>, which can be used in the context of a particular COA, or for all the COAs in a database.
1. Expand the Financial DBs Tree and select a chart of accounts under a company.
3. In the new line which displays in the Name field on the COAs > List sheet, enter a name for the account
set.
4. Click Save.
5. The new account set now displays in the Financials DBs tree, under the COA.
Now you can create an account mask within the account set.
Account Masks
Account Masks are the expressions you create for a particular account set, such as account masks, account ranges,
and categories. These expressions can be entered manually, or by using the Expression Builder. To enter an
account expression, the account set must already exist. You select the required account set in order to create a
GL account expression within it.
1. In the Financial DBs Tree, expand the required COA, and select the account set to which you want to add
an account mask.
3. In the new line which displays in the Account Mask field on the COAs > Detail sheet, you can enter the
account expression manually.
4. You can also click the ellipsis button (...) to open the Expression Builder.
5. Select the Company you want to use to create the account mask.
7. Press Shift to select a range of accounts, or Ctrl to select specific accounts in the grid.
12. The new account mask now displays in the Financials DBs tree, under the account set.
13. The account set also displays under the relevant book to which the COA is attached.
Users are identified by their Windows user login, which can belong to several user groups. Permissions can be
granted to users (using their login name) or to user groups. It is recommended to use domain user accounts and
user groups.
Permissions to access financial data are defined for each GL book as Users / User Groups assigned to Account
Sets.
1. In the Financial DBs Tree, expand the required book, and select the account set to which you want to
assign a user.
3. In the new line which displays in the User or Group field on the Books sheet, enter the domain and
username in the format <Domain>\<Username>.
4. Click Save.
5. The user now displays in the Financials DBs Tree, under the account set.
6. The user also displays on the Books sheet, in the Users field.
2. If no user or group has data security rights assigned, an error message displays. Close the message, and
assign rights to a user or group.
3. Click Save.
Summary
The AFR Financial Data Security Manager offers security options at the database, company, book, or account set
level. Set up account sets and account masks at the COA level, and assign users at the book level. Once data
security is activated, when users or user groups view reports, they only see the financial data to which they have
security rights.
Index
A create an account mask 248
create an account set 248
account masks 248 create an expression for a row sum row type 68
account sets 247 create replication tasks 26
activate afr financial data security 251
add a list 212
add text boxes (data regions) 215
D
add text boxes (report items design) 208 data regions 212
add the company text boxes 208 data tools 20
adjust report parameters 241 date parameters 110
advanced financial reporting applications 14 default formats 52
afr installation options 12 define budget filter 116
afr odbc driver 239 define child nodes 171
afr replication monitor 21 define the column’s accounts 111
afr replication monitor installation 21 define the column’s book 113
assign a user permission to an account set 250 define the fiscal period 107
assign edit rights 183 define the report header 159
assign edit security rights on the current element 184 deploy all RDL files in project 219
assign view rights 182 dictionaries 177
available parameters 149 dictionary parameters 125
display the list data region 216
B display the modified report 209
body 157
E
C edit the report title 206
epicor applications 14
cell properties (column definitions) 121 establish column definitions 102
column expression assistant 126 export a report 237
column properties 121 export report elements 53
column set wizard 137 exporting reports 237
column sets 100, 145 expression arguments 123
combine the account and row expression controls with match expression syntax, row definitions 72
options 69
configure logon server 37
configure report designer 42
F
convert rdls 197 final data results 177
copy a dictionary 181 financial data fields 124
copy a report 185 financial data security manager 17
copy a reporting tree 173 financial data security manager (install options) 13
copy and paste rows 83 format each row 73
copy the column set 140
copy the row set 81
create a column 102 G
create a column expression 116
create a column set 100 general settings 49
create a definition 178 generate a report in excel 240
create a dictionary 177 generate multiple user-defined columns 126
create a node 168 generate predefined groups of columns 131
create a report 144 generate the rdl file 186
create a report template 201 granularity 22
create a reporting tree 167
create a row expression 66 H
create a row set 61
create a row set version 77 header footer expressions 162
create a user property 79 headers and footers 159
V W
versions 76 workstation environments 13
view report 231
viewing reports 17