How to Create Query Print Layouts
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1 SAP Business One How-To Guide PUBLIC How to Create Query Print Layouts Applicable Release: SAP Business One 8.8 All Countries English July 2009
2 Table of Contents How to Create Query Print Layouts... 3 Introduction... 3 Creating Base Templates for User-Defined Queries... 4 Linking Print Layouts to User-Defined Queries... 6 Printing User-Defined Queries... 9 Printing User-Defined Queries with Variables Copyrights, Trademarks, and Disclaimers SAP AG
3 How to Create Query Print Layouts Introduction SAP Business One lets you establish a link between a saved user-defined query and a print layout using the user reports function. The main goal of the query print layouts feature is to enable users to generate reports or documents that fit their requirements, based on queries customized or created in the system. Note Changes you make in a user-defined query do not affect its linked print layout. To apply these changes to the print layout, create a new user report. SAP AG
4 Creating Base Templates for User-Defined Queries You can create a base template that the query print layout can use after you link the query. Procedure Example You can add your company logo or any fixed text to be printed in every user report. 1. To create a base template for user-defined queries, from the SAP Business One menu bar, choose Tools Queries Query Print Layout Templates tab. The Query Print Layout window opens. 2. By default, SAP Business One creates the User Report (System) print layout. Note The initial list of available templates is not the same for all localizations. 3. To create additional print layouts for your user reports, double-click User Report (System) to open the Print Layout Designer. 4. Make the required changes. 5. Save the layout under a new name. SAP AG
5 Result SAP Business One adds the new print layout for user reports to the Templates tab in the Query Print Layout window. Note Your new print layout is not yet linked to a specific user-defined query, so you can change layout elements such as font, color, and header data. This does not have any effect on a query s content. SAP AG
6 ... How to Create Query Print Layouts Linking Print Layouts to User-Defined Queries You can link a user-defined query to a print layout to create user reports. As with regular documents and reports, you can use Print Layout Designer to design the print layout for each user-defined query, for example, by changing font type, font size, report borders and limits, or by calculating subtotals. Prerequisites You have created a query using the query generator or the query wizard, and the query is saved. From the SAP Business One Menu choose Tools Queries Query Generator or Query Wizard Procedure 1. To open the Query Manager, from the SAP Business One Menu, choose Tools Queries Query Manager. Alternatively, click in the toolbar. The Query Manager window opens. SAP AG
7 2. Select the required query and choose the Create Report button. The Create User Report window opens. The Name field displays the query name. You can change this name manually, if required. 3. Select the base template (print layout) you want to use to print your query, and then choose the OK button to close the Create User Report window. 4. To modify the design of the report template, choose Tools Queries Query Print Layout. The Query Print Layout window opens. The Reports tab displays all user queries that are linked to user report templates. 5. Double-click a query name to open the Print Layout Designer window. SAP AG
8 6. Make the required changes and save the print layout. Note You can create several print layouts for the same query by saving the linked print layout under different names. All records that the user-defined query retrieves appear automatically in the repetitive area. The repetitive area is equivalent to the matrix that displays the query results. It is not possible to add more data fields to the repetitive area, but you can add text and calculation fields to areas outside the repetitive area. If you change the source template, your print layout will not be updated automatically. To apply the changes made in the template, you need to overwrite the print layout created previously. If you change the query and save it (even with the same name) you will need to recreate the template as it will not be updated automatically. SAP AG
9 How to Create Query Print Layouts Printing User-Defined Queries You can print user-defined queries that you linked earlier to user report templates. Procedure Print a user-defined query using the Print Layout window or the Query Manager window. Using the Query Print Layout Window 1. Choose Tools Queries Query Print Layout. 2. On the Reports tab in the Query Print Layout window, select the query you want to print. 3. From the File menu, choose Print. Alternatively, in the toolbar, click. The user-defined query is printed according to its linked print layout. Using the Query Manager Window 1. Choose Tools Queries Query Manager. Alternatively, in the toolbar, click. 2. In the Query Manager window, select the query you want to print. 3. From the File menu, choose Print. Alternatively, in the toolbar, click. The user-defined query is printed according to its linked print layout. Note If you create a number of layouts based on the same query, the Query Manager will print only the layout with the same name as the query name. SAP AG
10 Printing User-Defined Queries with Variables When a user-defined query contains variables, its linked print layout displays and prints these variables. Example A user-defined query contains the condition: WHERE ItmsGrpNam = [%0]. In the print layout linked to that query, SAP Business One displays a repetitive area containing the parameters of the condition: SAP AG
11 When you print this user-defined query, SAP Business One prints the parameters selected for the query at the beginning of the query, as follows: SAP AG
12 Copyrights, Trademarks, and Disclaimers Copyright 2009 SAP AG. All rights reserved. The current version of the copyrights, trademarks, and disclaimers at is valid for this document. SAP AG
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