Crystal Reporting 9.2 Version Date: April 2016
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Table of Contents Training Guide Crystal Reporting 9.2... 1 Logon to Crystal Reports via PS9.1 Launcher... 3 Logon to Crystal Reports via PS9.1 Launcher... 3 Running Crystal Reports... 11 LSUSH Detail Transaction or LSUNO Transaction Detail... 11 LSUSH or LSUNO Summary ALL... 15 Run a Single Report for Multiple Departments... 19 Crystal Report Viewing Options... 21 Crystal Report Viewing Options... 21 Exporting and Saving Options... 27 Export to PDF... 27 Export Report to an Excel File.... 33 Saving to Local Hard Drive and Exit Crystal... 39 Page iii
Crystal Reporting 9.2 Welcome to the PeopleSoft Financials 9.2 Crystal Reporting module! This module contains the information and tools needed to learn the basic concepts, terminology and procedures involved in accessing and running Crystal Reports available in PeopleSoft version 9.2. Goal To have the skills and knowledge to navigate, access and run the Crystal Reports in PeopleSoft version 9.2. Participant Objectives At the end of this module you will be able to: 1. Access the Crystal Launcher on PSDesktop. 2. Access and run the desired Crystal Reports. 3. Print the report results. 4. Utilize the Crystal toolbars and icons 5. Export/Save the results. 6. Close the current results and run the example report for another IBU. NOTE: The functions in this manual must be performed in the PeopleSoft Report Database. Page 1
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Logon to Crystal Reports via PS9.1 Launcher Logon to Crystal Reports via PS9.1 Launcher Procedure In this topic you will learn how to Logon to Crystal Reports via PS9.1 Launcher. 1. Double-click the PS9.1 Launcher graphic. Page 3
2. Click the button to the right of the PeopleSoft System field. Page 4
3. Click the Financials list item. Page 5
4. Click the PS 9.2 Financials Reports (PS9FSRPT) list item. 5. Click the arrow to the right of the Application field. 6. Click the Crystal Reports list item. Page 6
7. The Launcher opens Crystal Reports and displays the Crystal Select Report window. The first time that you open Crystal, the Select Reports box may appear blank. Page 7
8. The keep launcher open when running report check box will keep the launcher open thus allowing the users easy navigation from one report to another report without re-launching the Crystal Application. Place a check in the box that reads keep launcher open when running report to ensure this window remain open after selecting your report. Page 8
9. Select your Business Unit under the Report Location field to populate a listing of report available for that location. Click the LSUSH Reports list item. 10. A list of available reports displays in the Report Name pane. 11. This concludes the Logon to Crystal Report via PS9.1 Launcher. End of Procedure. Page 9
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Running Crystal Reports LSUSH Detail Transaction or LSUNO Transaction Detail Procedure In this section you will learn how to run the LSUSH Transaction Detail - Periods Report. NOTE: If you are an LSUNO user, you will use the NO Transaction Detail - Date Range Report. 1. Double-click the LSUSH Reports list item. LSUNO: Click the LSUNO Reports list item. 2. Click the SHR Transaction Detail - Periods.rpt list item. LSUNO: Click the NO Transaction Detail - Date Range.rpt. 3. Click the Start button. Page 11
4. The launch process may display a dialog box with a message that the report could not be opened for writing. This simply means that you may not edit the report template. Click the OK button. 5. To run the report from the template, click the Refresh icon on the tool bar that looks like circular arrows or press F5. Click the Refresh button. Page 12
6. All fields must be populated with an entry. A wildcard (% sign) may sometimes be used in place of specifying a value for a field. 7. Enter the desired information into the Department field. Enter "1053000". 8. Enter the desired information into the Fund Code field. Enter "%". 9. Enter the desired information into the Program Code field. Enter "%". 10. Enter the desired information into the Class Field field. Enter "%". 11. Enter the desired information into the Project field. Enter "%". 12. Accounting Periods are designated 1-12. The fiscal year begins July 1st and ends June 30th. Thus, July is designated as Accounting Period 1 and June as 12. The Fiscal year is referred to by the date in which it ends. 13. NOTE: For the LSUNO report, the prompts for Beginning Accounting Period, Ending Accounting Period and Fiscal Year are replaced with Beginning Accounting Date and Ending Accounting Date. Enter the desired information into the Beg Acctg Period field. Enter "1". 14. Enter the desired information into the End Acctg Period field. Enter "12". 15. Enter the desired information into the field. Enter "2015". 16. Click the OK button. Page 13
17. The report displays in the window. Click the Close Report button on the report name tab to close the Report only. 18. Click the Close Window button in the upper right corner of the page to close the entire window. 19. This completes LSUSH Transaction Detail - Periods (LSUNO Transaction Detail - Date Range). End of Procedure. Page 14
LSUSH or LSUNO Summary ALL Procedure In this section you will learn how to run LSUSH or LSUNO Summary All. 1. Double-click the LSUSH Reports list item. LSUNO: Click the LSUNO Reports list item. 2. Click the SHR MGT SUMMARY - ALL GROUPS.rpt list item. LSUNO: Click the NO MGT SUMMARY - ALL GROUPS.rpt list item. 3. Click the Start button. Page 15
4. A Dialog box may display with the following message: "The report uses and invalid printer. The default printer will be used instead." Click the OK button. 5. The launch process may display a dialog box with a message that the report could not be opened for writing. Click the OK button. Page 16
6. To run the report from the template, click the Refresh icon on the tool bar that looks like circular arrows or press F5. Click the Refresh button. 7. Enter the desired information into the Department field. Enter "1053000". 8. Enter the desired information into the Fund Code field. Enter "%". 9. Enter the desired information into the Program Code field. Enter "%". 10. Enter the desired information into the Class Field field. Enter "%". 11. Enter the desired information into the Project field. Enter "%". 12. Enter the desired information into the As of Accounting field. Enter "12". 13. Enter the desired information into the Fiscal Year field. Enter "2015". 14. Click the OK button. 15. The report displays in the window. 16. This completes LSUSH or LSUNO Summary All. End of Procedure. Page 17
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Run a Single Report for Multiple Departments Procedure In this topic you will learn how to Run a Single Report for Multiple Departments. 1. NOTE: From the previous exercise, the LSUSH or the LSUNO MGT Summary Report is open on the desktop. This report was previously run for department number "1053000". In this exercise, you also need to run this report for department for "1492000". Click the Refresh button. 2. Click the OK button. 3. Enter the desired information into the Department field. Enter "1492000". 4. Enter the desired information into the Fund Code field. Enter "%". 5. Enter the desired information into the Program Code field. Enter "%". 6. Enter the desired information into the Class Field field. Enter "%". 7. Enter the desired information into the Project field. Enter "%". 8. Enter the desired information into the As of Accounting field. Enter "12". Page 19
9. Enter the desired information into the Fiscal Year field. Enter "2015". 10. Click the OK button. 11. Notice the report is refreshed with the new department data Repeat these steps for each department as needed. 12. Click the Close Report button. 13. This completes Run a Single Report for Multiple Departments. End of Procedure. Page 20
Crystal Report Viewing Options Crystal Report Viewing Options Procedure In this topic you will explore Crystal Reports Viewing Options. 1. The Preview window contains a hierarchical listing of the items on the left side of the screen and the detailed report displays on the right. Click the 1492000 Expand button in the Preview pane. Page 21
2. Each section contains scroll bars to navigate through the item lists. The hierarchical view may be used to select a particular Fund/Class/Department, etc. for review. The + in front of each line item indicates there are additional components within the hierarchy to view. Continue to click on the + for the funds, programs, classes, and projects as desired. Once the desired fund/class/department or account code is located, click on it to select it for review. Click the 111 Expand button. 3. Click the 00001 Expand button. Page 22
4. Click the 10105 Expand button. NOTE: Continue to click until the Plus Signs are exhausted. Page 23
5. Click the 545700 list item. Page 24
6. The page containing the selected data will display in the preview section of the report. Click the Show Next Page button to go to the next page. 7. Click the Show Last Page button to go to the last page of the report. 8. Click the Show Previous Page button view the previous page. 9. Click the Show First Page button to return to the first page. 10. Click the Plus button on the Zoom toolbar in the bottom right corner of the screen to increase the report font and display size. 11. Click the Minus button on the Zoom toolbar in the bottom right corner of the screen to decrease the report font and display size. 12. Click the Zoom level graphic. Page 25
13. Enter the desired information into the Magnification Factor field. Enter "100". 14. Click the OK button. 15. This completes Crystal Report Viewing Options. End of Procedure. Page 26
Exporting and Saving Options Export to PDF Procedure In this topic we will learn how to Export Report to a PDF File. 1. Click the Export button. 2. Click the button to the right of the Format field. 3. Click the PDF list item. Page 27
4. The default Export Options are PDF format and Disk File Destination. Click the OK button. Page 28
5. Click the OK button on the Export options window. Page 29
6. Click the Up button of the scrollbar to locate Desktop. Desktop will be on the left of the dialog box. Page 30
7. Click the Desktop menu option. Page 31
8. NOTE: Make sure the Save as type: is set to the PDF option. Click the Save button. 9. The Exporting Records box will display until the has finished saving. 10. This completes Export Report to a PDF File. End of Procedure. Page 32
Export Report to an Excel File. Procedure In this topic you will learn how to Export Report to an Excel File. 1. Click the Export button. 2. Click the button to the right of the Format field. 3. Click the Up button of the scrollbar. 4. Click the Microsoft Excel (97-2003) list item. Page 33
5. Click the OK button. Page 34
6. Click the OK button. 7. Click the Up button of the scrollbar to locate Desktop on the left side of the dialog box if the Desktop option is not already displayed. Page 35
8. Click the Desktop menu option. Page 36
9. NOTE: Make sure the Save as type: is set to Excel. Click the Save button. 10. The Exporting Records box will display until the report has finished saving. Page 37
11. This completes Export Report to an Excel File. End of Procedure. Page 38
Saving to Local Hard Drive and Exit Crystal Procedure In this topic you learn how to Save a Report to a Local Hard Drive and Exit Crystal. 1. Click the Export button. Page 39
2. Click the OK button. NOTE: You can change the Format option by clicking the drop-down button to the right of the Format field. Page 40
3. Click the OK button. Page 41
4. Click the Down button of the scrollbar to locate "Local Disk (C:). Page 42
5. NOTE: There are two C:\ drives available. Make sure you are selecting the drive that begins with "Local Disk". Click the Local Disk (C: on HRM-4M5PFV1) list item. Page 43
6. On the right-side of the dialog box locate the folder entitled "Users". Double-click the Users folder. Page 44
7. Locate the folder with your User ID next to it. Double-click the User ID. Page 45
8. Double-click the My Documents. Page 46
9. Double-click the Folder Name. Page 47
10. Click the Save button. 11. The Exporting Records box will display until the report has finished saving. 12. Click the Close Report button. 13. Click the No button. NOTE: You will always select the "No" option when this message box displays. Clicking the "Yes" option would cause the report template to be overwritten. 14. Click the Close Launcher button. 15. This completes Save a Report to the Local Hard Drive and Exit Crystal. End of Procedure. Page 48