Accounting Query Information
Basic Steps on Creating and Formatting a Form

After creating and running a query, a form can be created for printing a formatted report. Here are some steps for creating a report:

• After the query results display, click on the Display Report button that looks like a piece of paper with lines on it (it's usually the last button on the second row of buttons) and you get a dialong window requesting the user to select a form. Select Default form and click on Ok. A basic report will display.
• Then click on the Columns button that has 3 columns of lines (it's usually the fourth button from the left on the second row of buttons). There are many different options to format the columns of the report. Here are a few:
• Click on any of the heading names if a name needs to be changed.
• Click in the space next to Account under the Usage column to reveal a drop down list and select BREAK to put a break after each different account number. Click under the Usage column beside each of the amount (numeric) column headings (should be the last four headings in this example) and select SUM to add each column.
• Click on the L under the Edit column on the FY_Budget heading and change it to K by either typing a K or selecting K from the drop down list. This option will put a comma to separate thousands. Do the same for the other numeric columns, but instead of K type in K2 to put a comma thousands separator with 2 decimal places.
• Other column formatting can be done on this screen like column indention spaces, column width, and column sequence. Click on Ok when done formatting the columns.
• Next click on the Page button which looks like a white piece of paper with lines across the top and bottom.
• Under Page Heading Text, click on the space under Text to type in a heading. The text can be aligned either left, right, center, or appended by clicking on the Alignment option beside each line.
• Next under Page Footing Text, click on the space under Text to type in a footer. Notice in the example "Report date &date" was typed. The ampersand (&) is used for indentifying variables. In this case &date will put the computer date after the words "Report date." Footing alignment is done the same as the heading alignment.
• Note that more than one line of heading or footing can be used.
• Click on File-Page Setup to change the orientation. margins, and other page setup options. Click on Ok when done.
• Click on the Print Report button which is the button with the paper pointing down to a printer (usually the last button on the second row of buttons) to print the report. Click on Ok if the right printer is displayed.