X3 CrystalReportsBasics Exercise Booklet v3

Designing Crystal Reports
Basics
Exercises
Version: June 2019 v3.0

Part #: GLX3-EN-105-12-1a
Designing Crystal Reports Basics
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© 2019 The Sage Group plc or its licensors. All rights reserved. 2
Table of Contents
LAB 2 - EXPLORE WHAT YOU’VE LEARNED .......................................................................................... 6
LAB 3 - EXPLORE WHAT YOU’VE LEARNED .......................................................................................... 7
LAB 4 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 10
LAB 10 - EXPLORE WHAT YOU’VE LEARNED ...................................................................................... 25
LAB 11 - EXPLORE WHAT YOU’VE LEARNED ...................................................................................... 26

APPENDIX – CHALLENGE AND ACTIVITY ANSWERS ......................................................................... 27
IMPORTANT NOTE – Completing exercises

The exercises in this book are intended to be completed in a training environment of Sage X3. Individual
access to this training environment is provided by the instructor for training purposes only.
DO NOT complete any of the activities in this exercise book in your company’s live production folder or
environment for Sage X3.
Lab 1 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.
View field information for a table

Estimated duration: 2 minutes
In this Practice, you will locate and view the field information for the SALESREP table in the Sage X3
Help system.
1. In Sage X3, click the help icon in the upper left corner (? icon) > Technical Help > Update 8.
2. In the Data section, select Table dictionary.
3. Use CTRL + F to find the SALESREP table.
4. Click the SALESREP link.
5. Identify the table field names for the following:
– Sales site ________________________________________________

– Company ________________________________________________
– Sales rep _________________________________________________
– Sales rep name ____________________________________________
– Commission base __________________________________________
– Commission rate 1 _________________________________________
6. What is the primary key for the table? ____________________________________
7. Close the Help window.
Challenge Questions Part 1

1. Where do you find table names and data field information for building your report?
__________________________________________________________________
__________________________________________________________________
2. Explain what “destination” means in Sage X3 regarding printing.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________

Use the following exercise to explore the features you’ve learned.
Access Crystal Reports

In this Practice, you will access Crystal Reports and explore the Start Page.
1. From the Start menu, select Crystal Reports.
2. Crystal Reports launches with the Start Page displayed.
3. Take a few minutes to view the Start Page.
4. Close the Start Page tab.
5. From the Help menu, select Show Start Page.
6. Keep Crystal Reports open.
Set Up Crystal Reports

In this Practice, you will set up Crystal Reports.
1. If Crystal Reports is not open, access it now.
2. From the File menu select Options.
3. Keep the defaults on the Layout tab.
4. Click the Database tab and make sure the Automatic Smart Linking check box is cleared.
5. Click the Reporting tab and make sure the Save Data With Report check box is cleared.
6. Click OK.

1. Where can you set defaults that affect every report you create in Crystal Reports?
__________________________________________________________________
__________________________________________________________________

Use the following situations to explore the features you’ve learned.
Explore the Crystal Reports interface

In this Practice, you will explore the Crystal Reports interface.
1. If Crystal Reports is not open, access it now.
2. On the Start Page, open the Products.rpt file under My Recent Reports.
3. Maximize Crystal Reports.
4. Click the Design tab if it is not already selected.
5. Take a few minutes to explore the Crystal Reports interface.
6. Access the Field Explorer and expand the Database Fields> Products nodes.
7. Which fields are used in the report? (Hint: All fields used in the report have a green check mark next
to them.)
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
8. Access the Report Explorer and expand the Page Header node.
Preview a report
In this Practice, you will learn about two different ways to preview a report.
1. With the Products report still open from the previous Practice, click the Auto Hide buttons for the Field
Explorer and Report Explorer.
2. Click the Preview tab.
3. Click the Design tab.
4. From the View menu, select Preview.
5. Keep Crystal Reports open
View more than one report at a time

In this Practice, you will view more than one report at a time in the Crystal Reports interface.
1. With the Products report still open from the previous Practice, open another report from the
C:\Sage\EM\folders\X3\REPORT\ENG folder.
2. Notice that each report has its own tab, including its own Design tab.
3. Practice moving from one report to another using the report tabs.
Lab 3 – Explore What You’ve Learned (continued)
Display a grid
In this Practice, you will display a grid on the Design tab.
1. If you are not currently on the Design tab in the Products report, select it now.
2. From the View menu, select Grid and then Design.
3. Keep the report open.
Display guidelines
In this Practice, you will display guidelines on the Design tab.
2. From the View menu, select Grid and then Design to turn off the grid.
3. From the View menu, select Guidelines and then Design.
Move elements in a report

In this Practice, you will move columns, rows, report titles, and fields.
2. Practice moving a column or row using a guideline.
3. In the Page Header section, click the QuantityPerUnit header text and move it to the left.
4. In the Details section, click the UnitsOnOrder field and move it to the left.
5. Click the Preview tab and view the changes.
6. Close all reports, but do not save.
Accessing Crystal Reports Help

In this Practice, you will move columns, rows, report titles, and fields.
1. From the Help menu, select Crystal Reports Help.
2. Click the Search tab.

3. Take a few minutes to search for the following information:
– Error messages and formula compiler warnings (search for Error Messages and Formula
Compiler Warnings).
– How to sort, group, or total data (Hint: Use the Contents tab to find this information).
– Formula functions and operators: a complete detailed list of all functions and operators used when
creating formulas (search for Functions and Operators).
4. Close the Help window.

Estimated duration: ??? minutes
1. How can you refresh data for a report, and how do you determine when the data was last refreshed?
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________

Use the following situations to explore the features you’ve learned.
Create a report outline

In the next few topics, you will design a simple report. The following paragraphs describe the purpose,
audience, and critical data the report should contain.
• Your management team needs a listing of all of the products in your inventory by site.
• Start by creating a report listing all of the products in the IMMASTER table. Add the tables you will
need to complete the report.
• Complete a report outline worksheet located in Appendix B. The only items you need to record are
the following.
– Purpose
– Audience
– Report Header
– Body Data
– Body Source Tables
– Sort
– Grouping
– Selection
• Determine the table(s) and fields to use, such as the following.
– ITMMASTER
– STOCK
– FACILITY
Create a blank report and select a table

In this Practice, you will create a blank report and select the primary table for an item report.
1. From the File menu, select New > Blank Report.
2. The Database Expert window appears.
3. Under My Connections, expand ADX_X3V8.
4. If prompted, enter sa as the user ID and Pa$$w0rd as the password. Also make sure to select x3std
for the database.
5. Expand x3std > SEED > Tables.
6. Select the ITMMASTER table and move it to the Selected Tables section.
7. Verify the ITMMASTER table is in the Selected Tables list and click OK. A blank report similar to the
following appears.
8. Do not close the report.
Add fields
Estimated duration: ??? minutes
In this Practice, you will add fields from the database to the report.
1. Access the Field Explorer.
2. Expand Database Fields and then expand ITMMASTER.

3. Select the following fields and place them in the Details section.
– Product Number (ITMREF_0)

– Product Description (ITMDES1_0)
– Product Category (TCLCOD_0)
– Product Statistical Group 1 (TSICOD_1)
4. The Design tab should appear similar to the screen shot below.
5. Change the titles of each column to better describe the data.
6. Click the Print Preview icon on the toolbar to preview the report.
7. Adjust the columns as needed.
8. Your report should look similar to the following.
Insert a text object

In this Practice, you will insert a text object into a report.
1. With your report open from the previous Practice, return to the Design tab.
2. Click the Insert Text Object icon on the toolbar.
3. Click and drag the crosshair cursor in the Report Header section to define an area for a report title.
4. Type a title for the report, such as Product Statistics.
Save a report
In this Practice, you will save the report you previously created.
1. With your report open from the previous Practice, click the Save button on the Standard toolbar.
2. Locate the C:\Student the directory.
3. At the File name field, type Product_Statistics as the report name.
4. Click Save.

Use the following exercises to explore the features you’ve learned.
Group information
In this Practice, you will group information on a report.
1. Open the original Products report. (Hint: You can quickly access it from the Start Page.)
2. If you are not on the Design tab, switch to that tab now.
3. From the Insert menu, select Group.
4. Select Product.SupplierID and click OK.
5. A group field named Group #1 Name displays.
6. Right-click the Group #1 Name field and select Insert > Field Heading.
7. Type Product Category.
8. Click the Preview tab to view the report layout. The following is an example of a report before and
after grouping. Your report may have different data.
9. Save your report as Products_Grouped.rpt.
Add totals to a report

In this Practice, you will calculate a summary by count on a report.
1. If you do not have the Products_Grouped report open, access it now.
3. From the Insert menu, select Summary. Select the Products.ProductID field to summarize.
4. Select to calculate the summary by Count.
5. At the Summary Location field, select the option for Group#1 and then click OK.
6. Insert a text object to provide a title for the count field that was added.
7. Click the Preview tab. You may need to adjust the field.
8. Save the report.

1. What happens to a database field that is inserted into a Group Header section?
__________________________________________________________________
__________________________________________________________________

Sort information on a report

In this Practice, you will sort information on a report in descending order.
1. If you do not have the original Products report open, access it now.
2. From the Expert Tools toolbar, click the Record Sort Expert button.
3. Double-click the Products.ProductID field in the Available Fields list box and select to sort the field in
ascending order.
4. Click OK.
5. Preview the report. The products are now sorted by Product ID in descending order.
6. Close the report without saving it.
Select to display only certain records

In this Practice, you will select to display only certain records on a report.
1. If you do not have the Products_Statistics report open, access it now.
2. At the drop-down arrow of the Select Expert icon, select Record.
3. Select the ITMMASTER.TSICOD_1 data field and click OK.
4. At the drop-down, select is equal to 12 in the adjacent field.
5. Click Hide/Show Formula to view the formula created. Your window should display the same as the
screen shot below. This formula will filter data to only show products with a statistic of OIL associated
with them.
6. Click OK.

7. Click Use Saved Data, if prompted.
8. Explain what Use Saved Data means below.
________________________________________________________
________________________________________________________
________________________________________________________
9. If you are not on the Preview tab, preview your report now.
11. Save the report as Product_Statistics_Display.
Define a parameter
In this Practice, you will define a parameter to prompt the user for a product name. Use the dynamic
prompt because new products may be added in the future. Then modify the selection criteria to use this
parameter.
1. If you do not have the Product_Statistics report open, access it now.
2. Access the Field Explorer.
3. Select Parameter Fields and then click the New button.
4. Enter Stat group 1 as the name.
5. At the List of Values field, select Dynamic.
6. At the Prompt Group Text field, type Stat group 1.
7. At the Value drop-down, select TSICOD_1.
8. At the Prompt Text line under the Setting column, double-click and type Enter statistic group
1: to replace the Enter TSICOD_1 text.
9. Click OK.
10. In the report, change the selection logic to filter based on Stat Group 1. (Hint: At the Select Expert
drop-down, select Record.)
11. Click OK.
12. Select to preview the report.

13. At the Enter Values window that is displayed, select 12 from the drop-down and click OK.
14. Notice that only items from the Bikes statistic group display on the report.
15. Save the report as Product_Statistics_Prompt.

__________________________________________________________________
__________________________________________________________________

Add and format text objects

In this Practice, you will add text objects to a report and format the report.
3. From the Insert Tools toolbar, click the Insert Text Object icon.
4. Click and drag the cursor to place the text object near the top of the report.
5. Enter the following text: Product Groups.
6. Right-click the new text object and select Format Text.
7. Enter Report_title for the object name.
8. Create a green border with a drop shadow.
9. Increase the font size to 12 pt.
10. Click OK.
11. If you haven’t done so already, create a text heading for each column.
12. Move the Product Name column heading and data field to the left.
13. If the second On Hand quantity is less than one, display it in bold red.
14. Click the Preview tab. Your report should look similar to the screen shot shown below.
15. Adjust fields as necessary using guidelines.
16. Save the report.
17. Do not close the report.
Add and format a line

In this Practice, you will add a line and format it.
3. Remove the border and drop-shadow on the report title.
4. Click the Insert Line icon on the Insert Tools toolbar to add a line below the report title. (To draw, hold
down the left mouse button as you draw the line. Release it when you are done.)
5. With the line still selected, right-click and select Format Line.
6. Select the 2.5 line width, and at the Color field, select Navy.
7. Click OK and preview the report.
8. Save the report.
Hide detail in a report

In this Practice, you will modify a report to hide the detail so only the summarized information is
displayed.
1. Open the Products_Grouped report that you previously saved.
3. Right-click the gray area of the detail section, select Section Expert, and then select the Suppress (No
Drill-Down) check box and click OK.
4. Preview the report. Notice that the details do not display on the report.
5. Select Section Expert again and clear the Suppress (No Drill-Down) check box. Click OK.
Modify a date field in a report

In this Practice, you will modify a date field in a report.
3. From Special Fields on the Field Explorer, select Print Time.
4. Place the Print Time field to the right of the Print Date field.
5. Right-click the Print Time field and select Format Field.
– On the Date tab, format the time field so it displays in the following format:
1:23 pm
– On the Font tab, select Times New Roman as the font and 12 as the point size.
– Click OK.
– Right-click the Print Time field and select Format Painter. Apply the formatting to the Print Date
field.
6. Preview the report. Change the size of the Print Date and Print Time fields to accommodate the new
font size.
7. Save and close the report.

1. List two different methods you can use to change the font of a text field.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________

Add and format text objects

Use the following example to enhance your product report.
1. Open the Product_Statistics report.
2. Use the Database Expert to add the tables and create the links as shown in the screenshot below.
3. Use the additional data to list the site and site name where each product is stored.
4. Preview the report.
5. Save the report.

Add a formula
In this Practice, you will create a formula and add it to a report.
1. Open the Products report.
2. From the Field Explorer select Formula Fields. Click the New button to create a new formula.
3. Enter Price as the formula name and click OK.
4. Expand the Report Fields node and then double-click Price to select it to the Formula Text section.
Verify you selected the appropriate field.
5. Enter a formula to increase the price by 2.5.
6. Add the new price formula to the report.
7. Click the Check button to verify the formula is correct and then click OK.
8. Right-click the gray area of the detail section, select Section Expert, and then make sure the
Suppress (No Drill-Down) check box is cleared and then click OK
9. Preview the report.
10. Save the report.
Change the formatting of a field

In this Practice, you will format a field.
1. Open the Products report, if it is not already open.
3. Right-click the new price data field you previously created and select Format Field.
4. Format the field to show 3 decimal places and not to display 0.
5. Click the Currency Symbol tab and make selections to match the figure below. (Select the Enable
Currency Symbol check box.)
6. Preview the report. You may need to modify the size of the field in order to view the formatting
change.
7. Save the report.

Export a report in Report Distribution format

In this Practice, you will export your report in Report Distribution format.
1. From the File menu, select Export > Export Report.
2. At the Format drop-down, select Report Definition as the format and Disk file as the destination.
3. Click OK. The Choose Export File window appears.
4. Click the Browse Folders button to save the file to the Desktop.
5. Minimize Crystal Reports.
6. From the Desktop, open the file you created. After looking at the file, close it.
7. Return to Crystal Reports.
8. Save and close the report.

Create a report code

In this Practice, you will create a report definition (code).
1. In Sage X3, from the Development > Script dictionary block, select Reports.
2. In the left list, expand the Master Data folder and select ITMFORM (Product information by site).
3. At the Report Code field, enter a “Z” in front of ITMFORM.
4. Clear the Multi-language check box.
5. At the Original language field, select ENG (American).
6. Click the Parameters tab and review the parameters.
7. Click Create.
8. At the Copy Confirmation message, click Continue.
9. Click Printing to print your new report.
10. Accept the defaults and then click Print.
11. Review the report.
12. Close all windows.
Appendix – Challenge and Activity Answers
1. Where do you find table names and data field information for building your report?
– Answer: Data File information is available in the Sage X3 Online Help system at:
From the Help icon (?) select Online help center > Technical help > Table dictionary.
2. Explain what “destination” means in Sage X3 regarding printing.
– Answer: In Sage X3, the term “destination” describes the support of a printing result. Crystal
Reports allows you to send this result either to a physical printer or to a converter, which allows
you to save the result in the form of a PDF, XLS, or DOC file, for example.
1. Where can you set defaults that affect every report you create in Crystal Reports?
– Answer: You can set defaults in Options from the File menu.
1. How can you refresh data for a report, and how do you determine when the data was last refreshed?
– Answer: You can refresh the report data by clicking the Refresh button on the Standard toolbar or
selecting Refresh Report Data from the Report menu. The time the data was last retrieved
displays above the ruler on the Preview tab.
– Answer: The field appears every time the group changes.
1. What option allows you to select which records to include or exclude from the report?
– Answer: Select Expert
2. List two different methods you can use to change the font of a text field.
– Answer: Two of the following: (1) Use the Formatting toolbar, (2) Right-click and select Format
Text, (3) Click the Format button on the Expert Tools toolbar, (4) Change the default font in
Options from the File menu.
Appendix – Challenge and Activity Answers (continued)
Lab 1 - View field information for a table
5. Identify the table field names for the following:
Answer:
– Sales site = FCY

– Company = CFY
– Sales rep number = REPNAM
– Sales rep name = REPNAM
– Commission base = COMBAS
– Commission rate 1 = COMRAT1
6. What is the primary key for the table?
– Answer: REP0
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Designing Crystal Reports

Version: June 2019 v3.0

LAB 3 - EXPLORE WHAT YOU’VE LEARNED .......................................................................................... 7

LAB 4 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 10

LAB 5 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 14

LAB 6 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 16

LAB 7 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 20

LAB 8 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 22

LAB 9 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 23

LAB 10 - EXPLORE WHAT YOU’VE LEARNED ...................................................................................... 25

LAB 11 - EXPLORE WHAT YOU’VE LEARNED ...................................................................................... 26

IMPORTANT NOTE – Completing exercises

Lab 1 - Explore What You’ve Learned

View field information for a table

2. In the Data section, select Table dictionary.

3. Use CTRL + F to find the SALESREP table.

4. Click the SALESREP link.

5. Identify the table field names for the following:

– Sales site ________________________________________________

6. What is the primary key for the table? ____________________________________

7. Close the Help window.

Challenge Questions Part 1

2. Explain what “destination” means in Sage X3 regarding printing.

Lab 2 - Explore What You’ve Learned

Access Crystal Reports

1. From the Start menu, select Crystal Reports.

2. Crystal Reports launches with the Start Page displayed.

3. Take a few minutes to view the Start Page.

4. Close the Start Page tab.

5. From the Help menu, select Show Start Page.

6. Keep Crystal Reports open.

Set Up Crystal Reports

In this Practice, you will set up Crystal Reports.

1. If Crystal Reports is not open, access it now.

2. From the File menu select Options.

3. Keep the defaults on the Layout tab.

7. Keep Crystal Reports open.

Challenge Questions Part 2

Lab 3 - Explore What You’ve Learned

Explore the Crystal Reports interface

1. If Crystal Reports is not open, access it now.

3. Maximize Crystal Reports.

4. Click the Design tab if it is not already selected.

5. Take a few minutes to explore the Crystal Reports interface.

9. Keep Crystal Reports open.

2. Click the Preview tab.

3. Click the Design tab.

4. From the View menu, select Preview.

5. Keep Crystal Reports open

View more than one report at a time

4. Keep Crystal Reports open.

Lab 3 – Explore What You’ve Learned (continued)

2. From the View menu, select Grid and then Design.

3. Keep the report open.

3. From the View menu, select Guidelines and then Design.

4. Keep the report open.

Move elements in a report

2. Practice moving a column or row using a guideline.

5. Click the Preview tab and view the changes.

6. Close all reports, but do not save.

7. Keep Crystal Reports open.

Accessing Crystal Reports Help

1. From the Help menu, select Crystal Reports Help.