Getting Started Guide

Using Crystal Reports® with Sage Peachtree®

Registration and Technical Support Information
To purchase a Peachtree Support plan: 1-800-336-1420
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Using Crystal Reports with Peachtree Getting Started Guide
First Edition, March 2010
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Table of Contents

Introducing Using Crystal Reports with Peachtree 1

Using Crystal Reports with Peachtree 1
Using Crystal Reports in a Network 1
Standard Crystal Reports 2
Converting Custom Crystal Reports to New Peachtree Release Data Format 7
Supported Versions of Crystal Reports 8
Previewing Crystal Reports 9
Previewing Crystal Reports 9
Data Files 10
List of Data (.DAT) Files Available in Peachtree for Crystal Reports, OLEDB, and ODBC 10
Peachtree Functions in Crystal Custom Formulas 12
Designing Crystal Reports: A Tutorial 19
Designing Crystal Reports 19
Lesson 1: Modifying Inventory Labels to Create Price Tags 19
Lesson 2: Designing a Customer Contact List 22
Lesson 3: Designing a Quotes Good Through List 26
Appendix 1: Adding Database Information to a Crystal Report 33
Appendix 2: Filtering Crystal Report Data 35

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

Introducing Using Crystal Reports with Peachtree

Using Crystal Reports with Peachtree

Crystal Reports is included with Peachtree Premium Accounting and above. It lets you customize reports using
virtually any of the information available in your company database. Crystal Reports can be installed from CD
2, which is included in your Peachtree package.
Peachtree comes with standard Crystal reports designed with small businesses in mind. You can also design
your own reports using Crystal Reports' “experts,” which guide you step by step through the design process.
And if you want to design a special report from the ground up, the Report Designer lets you put together text
(such as headers or titles), maps or graphs, images (such as company logos), and of course database ele-
ments just as you want them to appear on the printed report. Then you can preview the report to make sure it's
the way you want it.

Using Crystal Reports in a Network

If you are working with Crystal Reports and Peachtree in a network environment, the program needs to be
installed on all networked machines where it will be used. The program will not work properly if installed on and
accessed from a central server.

Important: Consult your license agreement for information about the number of machines on which Crystal
Reports can be installed.

Give All Users Access to the Program

So that more than one person can have access to Peachtree data and Crystal reports, you can copy these to a
central server. Say you store your Peachtree data on drive E on the server. The data path to your Peachtree
data is E:\Program Files\Sage\Peachtree, and the data path to your company data is C:\Program
Files\Sage\Peachtree\Company\<COMPANY>, where <COMPANY> is the name of the folder where your com-
pany files are located. You should copy all Crystal reports that apply to the company into this folder. Now all
machines with access to the data path E:\Program Files\Sage\Peachtree on the server will have access to both
Peachtree data and Crystal reports.

Use the "Save As" Option to Save Custom Reports

When Peachtree is installed, the standard Crystal reports are installed as read-only files in all company sub-
directories. This means that anyone working in Crystal Reports with Peachtree will be able to preview the stand-
ard Crystal reports but will not be able to edit and then save them. That way, you will always have the standard
reports in their original condition so you can use them as templates for custom Crystal reports.
If you are working in Crystal Reports and try to edit and then save a standard Crystal report from Peachtree,
you will see an error message stating “This report could not be opened for writing. Any changes must be saved
to a new file.” If you want to save your changes, use the Save As option on the File menu to save the file
under a new name. Once saved, this new custom report will be fully editable.

Write Access vs. Read-Only Access

When you create new custom Crystal reports based on the standard ones, you will be able to edit and save
these new reports as desired. However, if more than one person is working with the same custom report in
Crystal Reports for Peachtree, only the first user to access the report will have “write access”—that is, be able
to edit and save the report. All other users will have read-only access and will be able only to view and print but
not save the report, whether in preview or in design mode.

Limit Data Access to One User

Through Maintain Users, you can set up user passwords and limit access to areas of the Peachtree program. If
desired, you can limit access to using Crystal Reports with Peachtree, at least for design purposes, to only one
user. To give just one user data access to Crystal Reports, select the Crystal Reports tab on the Maintain Users
screen. Select Only one user and choose the user you want to have access from the drop-down list.
All users will be able to preview or print a Crystal report using the Crystal Reports Designer. However, when

any user tries to refresh the data in a Crystal report using the Refresh button in the Navigation toolbar,

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

the program will request a password. If the password entered does not match the password for the user with
Crystal Reports access, then the user will not be able to refresh the report data and thus potentially use dif-
ferent parameter values to filter the data that appears in the report.
l For more information about the Maintain Users window and setting up users, click the Help button in the win-
dow.
l For more information about refreshing report data in Crystal, look up “Refreshing data:report data” in the
Crystal Reports Online Help index.

Standard Crystal Reports

Peachtree comes with standard Crystal reports specially designed with small businesses in mind.
Aged Payables
Aged Receivables
Customer Balance Graph
Customer Detail List
Customer Sales by Item
Customer Sales by Month
Inventory Labels
Items Sold by Month
Purchases by Unit Price
Vendor Balance Graph
Vendor Detail List
Void Check Register
Following is an additional pre-defined Crystal report available in Peachtree Premium Accounting for Nonprofits
and Peachtree Quantum Accounting:
Donor Grantor Summary List
Following are additional pre-defined Crystal reports that are available in Peachtree Premium Accounting for Dis-
tribution, Peachtree Premium Accounting for Manufacturing, and Peachtree Quantum Accounting only:
Assembly Item UPC_SKU Label
Assembly Planning
Component Pick List
Deficient Components List
Item Sales by Customer and Purchase Order Number
On Hand Detail Report
Production Schedule
Stock Status by Location

Where to Find the Reports

When you install Peachtree, the standard Crystal reports are automatically copied to all of your company sub-
directories. Also, a Zip file (if you are using Peachtree Premium Accounting, this would be PPAReports.zip) con-
taining the reports is automatically copied to your \Program Files\Sage\Peachtree\Company\Reports directory.
If you alter or delete the original standard reports, you can always Unzip this file and copy the reports to your
company subdirectory, where you’ll be able to access them in Peachtree. In order to Unzip the file, you will
need a copy of the WinZip® program installed on your computer. You can download an evaluation version of
this program from the Internet at www.winzip.com .

Note: When you create custom reports or when you download new standard reports from the Peachtree
Web site, you'll need to copy them to your program subdirectories before you can work with them in Peach-
tree.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

The Standard Reports

Aged Payables
This report shows a total of aged payables by vendor. It also includes the following information for each vendor
taken from the Peachtree vendor record:
l Vendor ID
l Vendor Name
l Contact
l Telephone (No. 1)
l Invoice/Credit Memo No.
l Aging Brackets

Aged Receivables
This report shows a total of aged receivables by customer. It also includes the following information for each
customer taken from the Peachtree customer record:
l Customer ID
l Customer Name
l Contact
l Telephone (No. 1)
l Invoice/Credit Memo No.
l Aging Brackets

Customer Balance Graph

This bar graph shows balances by customer. It also includes basic information for each customer taken from
the Peachtree customer record. The graph itself shows customer balances along the vertical axis and lists cus-
tomer IDs along the horizontal axis. The following information for each customer is listed below the graph:
l Customer ID
l Customer Name
l Contact
l Telephone (No. 1)
l Customer Balance

Customer Detail List

This report lists detail information about customers you have added to Peachtree through Maintain Cus-
tomers/Prospects, including:

l Customer ID and name l Open purchase order number

l Bill-to and ship-to addresses l Credit Limit
l Contact Person l Pricing Level
l Phone Number 1 and 2 l GL Sales Account
l Fax Number l Sales Rep Name
l E-mail Address l Sales terms
l Web Address l Sales Tax ID
l Prospect (yes/no) l Last Invoice Date
l Customer status (active/inactive) l Last Invoice Number
l Customer Type l Last Payment Date
l Customer Since date l Last Payment Amount
l Tax location l Last Statement Date

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

l Resale Number l A listing of all custom fields

Customer Sales by Item

This report lists stock items sold and the customers sold to within the current accounting period. The report is
sorted by item rather than by customer and includes the following information:
l Inventory ID and Description
l Customer ID
l Date of sale
l Invoice number
l Quantity sold

Customer Sales by Month

This report lists all customers of your company alphabetically and lists amounts sold to them by month. It is
based on data contained in the Peachtree Sales Journal.
The report is displayed in cross-tab or spreadsheet format. Along the vertical axis it lists customers by ID, and
along the horizontal axis it lists all accounting periods covered by the report (up to 26 periods).

Inventory Labels
These are labels you place on inventory items so that they can be stocked in the proper location at your storage
facility. The labels print 3 across x 10 down (30 per page) in the LL-30W laser label format available through the
Peachtree Business Checks & Forms catalog. Each label lists the following information:
l Item ID
l Item description
l Vendor ID
l Location

Items Sold by Month

This report lists, alphabetically by ID, all stock items sold by your company each month. It is based on data con-
tained in the Peachtree Sales Journal.
The report is displayed in cross-tab or spreadsheet format. Along the vertical axis it lists items by ID, and along
the horizontal axis it lists all accounting periods covered by the report (up to 26 periods).

Purchases by Unit Price

This report lists the unit prices of stock and non-stock items purchased and vendors purchased from within the
current accounting period. The report is sorted by item rather than by vendor. Use the report to check which
vendors are offering the best pricing on an item. The report includes the following information:
l Item ID and description
l Date of purchase
l Vendor ID
l Invoice number
l Quantity
l Unit price
l Total purchase amount

Vendor Balance Graph

This is a bar graph that shows balances by vendor. It also includes basic information for each vendor taken
from the Peachtree vendor record. The graph itself shows vendor balances along the vertical axis and lists ven-
dor IDs along the horizontal axis. The following information for each vendor is listed below the graph:
l Vendor ID
l Customer Name
l Contact

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

l Telephone (No. 1)
l Vendor Balance

Vendor Detail List

This report lists detail information about vendors you have added to Peachtree through Maintain Vendors,
including:

l Vendor ID and name l Federal ID Number

l Address l Vendor Since date
l Contact Person l Company account number
l Fax Number l Balance
l E-mail Address l Credit Limit
l Web Address l Purchase Account
l Phone Number 1 and 2 l Terms
l Fax Number l A listing of all custom fields
l Vendor Type

Void Check Register

This report lists all disbursement and payroll checks that have been voided within the current accounting
period. The report includes the following information:
l Check number
l Void date
l Payee (employee name, vendor name, or customer name)
l Cash account
l Check amount

Donor_Grantor Summary List

This report lists summary information for each donor as entered in Maintain Customers/Prospects, including
payment information.
l Customer Name
l Bill to and Ship to Addresses
l Bill to Contact
l Phone Number 1 and 2
l Fax Number
l E-mail Address
l Web Address
l Year to date Donation

Assembly Item UPC_SKU Label

Using UPC/SKU (Universal Price Code/Stock Keeping Unit) labels can help you keep track of your inventory
more accurately. The individual components you purchase from vendors may already contain their own
UPC/SKU labels. However, you can use the Assembly Item UPC_SKU Label report to create labels for the fin-
ished products once the items are fully assembled. The labels include the following information:
l Item ID
l Item Description
l UPC/SKU Number
l Location

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

Assembly Planning
This report displays details for a specified assembly, including the number of components needed, available,
and on hand for the assembly. This report is helpful if printed before beginning the production of an assembly
because it provides the status of the necessary components. The report includes the following fields:
l Item ID
l Description
l Quantity Needed
l Quantity on Hand
l Quantity Available

Component Pick List

This report displays an itemized list of the locations and quantities of all components required for the specified
assembly item. It is helpful to run this report right before you are about to assemble an item. The report
includes the following fields:
l Component ID
l Description
l Quantity Needed
l Location
l Initials

Deficient Components List

This report is useful for viewing which bill of material components of an assembly are in shortage. By seeing
which components you’re missing, you’ll know which components you need to order before you can create the
assembly. The report shows the following fields:
l Component ID
l Description
l Quantity Needed
l Quantity on Hand
l Quantity Available

Item Sales by Customer and Purchase Order Number

This report displays item sales, sorted by customer purchase order number. This report was designed to pro-
vide an alternate method for looking up sales orders and invoices— sorted by the customer, then the customer
purchase order number, and then by the sales order or invoice number. The report displays the following
fields:
l Customer ID
l P.O. Number
l Reference
l Date
l Description
l Item Quantity
l Item Subtotals

On Hand Detail Report

This report displays detailed purchase information for inventory items that have a LIFO or FIFO costing method.
The information in this report can be used to show how inventory has been valued. The On Hand Detail report
displays the following fields:
l Item ID
l Item Description
l Receipt Description

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

l Reference
l Receipt Date
l Quantity
l Unit Cost
l Amount

Production Schedule
This report displays the assembly items on open sales orders, and is sorted by the Ship By Date. This report is
designed to help you meet shipping deadlines by showing which assembly items need to be manufactured, and
the order in which they need to be shipped. The report displays the following fields:
l Ship By Date
l Sales Order No
l Customer ID
l Customer Name
l Item ID
l Description

Stock Status by Location

This report is similar to Peachtree’s Inventory Stock Status report, but includes the current quantities on sales
orders and purchase orders in addition to the current quantity on hand. It also shows the history of the item
(the quantity sold, received, and adjusted in the specified date range). The report displays the following fields:
l Location
l Item ID
l Qty Received
l Qty Sold
l Qty Adjusted
l Current Qty on PO
l Current Qty on SO
l Current Qty On Hand

Converting Custom Crystal Reports to New Peachtree Release Data Format

If you created reports for Peachtree in Crystal Reports with data in a prior Peachtree release and you upgraded
Peachtree to a new release, you must do a quick data conversion of your customized Crystal reports so that
they can properly read data fields introduced or modified in the updated Peachtree release. So if you upgrade
from one release of Peachtree to a newer release, you must convert your customized Crystal reports in order
for them to be compatible with the new release.
You may also need to follow steps 4 through 10 below if you have upgraded from Crystal Reports for Peachtree
to Crystal Reports 2008.
Follow these simple steps to update your report data definitions:
1. Install the new version of Peachtree. (You do not have to install a new version of Crystal Reports for Peach-
tree.)
2. In Crystal Reports, open any of your custom Crystal report files (RPT).
3. Make sure they are saved to your new or upgraded Peachtree company data directory (for example, \PR-
OGRAM FILES\SAGE\PEACHTREE\COMPANY\<COMPANY>).
l If you installed the new version of Peachtree in the default directory (\PROGRAM FILES\SAGE\PEA-
CHTREE) or installed Peachtree in the same location as the previous version, your custom reports are
most likely saved in the correct company data subfolder.
l If you installed the new version of Peachtree to a new directory, copy or save your customized Crystal
reports to the new company data subfolder.
4. With your customized report open in Crystal Reports, choose Verify Database from the Database menu.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

5. Crystal Reports may display a series of Directory error messages. To continue, click OK in answer to each of
these.
6. If Crystal Reports displays Please give location of Info view or dictionary used to create this
report, click OK. The Choose Database File window appears. Select Crystalreports.udl (located in your new
Peachtree company data folder). For example, select \PROGRAM FILES\SAGE\PEA-
CHTREE\COMPANY\<COMPANY>\CRYSTALREPORTS.UDL.
7. Crystal Reports may identify data definition changes associated with your report design and ask if you want
to update your report. For example, if your report lists employee names, you may receive the message,
The database file "Employee" has changed. Proceeding to fix up the report. Click OK to each
of these data definition messages.
8. Repeat steps 5 through 7 until you get a message that the database is now up to date.
9. Click OK and the desired report appears in Crystal Reports.
10. Save the updated report.
11. Repeat steps 4 through 10 for each of your customized reports. Once you have updated your reports, they
will open normally from Peachtree and Crystal Reports.

Note: You will need access to the Peachtree company data from Crystal Reports to perform the steps listed
above. If limited access has been set up for accessing company data from Crystal Reports through Maintain
Users, only the person with access to the company data from Crystal Reports can perform these steps.

Supported Versions of Crystal Reports

Crystal Reports 2008
Peachtree Premium Accounting 2009 and above come with Crystal Reports 2008 on CD 2. Peachtree also
comes with standard reports for Crystal Reports 2008. You will be able to view and design new reports through
Peachtree using Crystal Reports 2008.
If you have reports created in other versions of Crystal Reports, they will show up in Peachtree under Reports &
Forms>Crystal Reports. You will be able to view them in the Crystal Viewer, but if you want to design them, you
will have to open the reports in Crystal Reports and not through Peachtree.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

Previewing Crystal Reports

Previewing Crystal Reports

The standard Crystal reports that come with Peachtree are designed to open in preview mode. This is so you
can preview them when you select them either through the Peachtree Select a Report or Form window or
through Crystal Reports. The Save Data with Report option in the Crystal Reports File menu is turned on
for each of the standard reports when shipped; this is what allows them to be previewed.

Set Up Reports to Appear in Preview Mode

If you turn off the Save Data with Report option and then save a standard report, when you open it again
either in Peachtree or in Crystal Reports, the report will open in design rather than preview mode. So if you
want the standard reports to open in preview mode, be sure to leave the Save Data with Report option
turned on.

Note: If you turn off Save Data with Report and then save a standard report, when you open it again
either in Peachtree or in Crystal Reports, the report will open in design rather than preview mode. Set the
option according to whether you want to see the report each time in preview or design mode.

With the Save Data with Report option turned on, you can preview a Crystal report the same way you do
other Peachtree reports.
Do one of the following:
l click the name of a Crystal report in the Select a Report or Form window, and then click the Display button.
l double-click the report name with the left mouse button.
The report will appear on the Preview tab of the Crystal Reports window.
For more information on using the Crystal Reports Preview tab, look up “Preview Tab” in Crystal Reports
Online Help.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

Data Files

List of Data (.DAT) Files Available in Peachtree for Crystal Reports, OLEDB,
and ODBC
The following is a list of all data (.DAT) files that are included in Peachtree This information is intended to assist
those who design reports for Peachtree using Crystal Reports.
To see the field information included in the .DAT files listed below, look up ".DAT files; listed" in the Peachtree
Help index. From that topic, you can click on the name of a .DAT file to see the field information that is included
in that file.

Note: The list below does not constitute a list of each file in your Peachtree company data directory. It con-
tains only the data tables that can be accessed via crystalreports.udl, which were specifically designed for
using Crystal Reports with Peachtree.

ADDRESS.DAT Address Fields

AUDITTR.DAT Audit Trail Fields (Peachtree Complete and higher
only)
BOMHIST.DAT Bill of Materials Fields (Peachtree Premium
BOMITEMS.DAT Accounting for Distribution, Peachtree Premium
Accounting for Manufacturing, and Peachtree
Quantum only)
BDETAIL.DAT Budget Detail Fields
BUDGET.DAT Budget Fields
CASHFLOWMANAGER.DAT Cash Flow Manager Fields (Peachtree Complete
Accounting and higher only)
CHART.DAT Chart of Accounts Fields
CHGORDER.DAT Change Order Fields (Peachtree Premium Account-
ing and higher)
CODETAIL.DAT Change Order Detail Fields (Peachtree Premium
Accounting and higher)
COMPANY.DAT Company Fields
CONTACTS.DAT Contact fields
COSTCODE.DAT Cost Code Fields (Peachtree Complete Accounting
and higher only)
CUSTOMER.DAT Customer Fields
EMPLOYEE.DAT Employee Fields
GENERAL.DAT_AP Vendor and Accounts Payable Default Information
Fields
GENERAL.DAT_AR Customer and Accounts Receivable Default Infor-
mation Fields
GENERAL.DAT_GL General Ledger Default Information Fields
GENERAL.DAT_INV Inventory Default Information Fields
GENERAL.DAT_JOBS Job Default Information Fields
JRNLHDR.DAT Journal Header Fields
JRNLROW.DAT Journal Row Fields
JRNLSNO.DAT Serial Number Fields (Peachtree Premium Account-
ing and higher only)
JOBEST.DAT Job Estimates Fields

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

LINEITEM.DAT Inventory Item Fields

NOTADMSG.DAT Notification Additional Message Fields (Peachtree
Quantum Accounting only)
NOTCDVAL.DAT Notification Condition Fields (Peachtree Quantum
Accounting only)
NOTIFICA.DAT Notification Fields (Peachtree Quantum Account-
ing only)
NOTRECIP.DAT Notification Recipient Fields (Peachtree Quantum
Accounting only)
NOTMSG.DAT Notification Message Fields (Peachtree Quantum
Accounting only)
NOTRULES.DAT Notification Rules Fields (Peachtree Quantum
Accounting only)
PHASE.DAT Phase Fields (Peachtree Complete and higher only)
PROJECT.DAT Job Fields
QTYDISC.DAT Quantity Discount Fields (Peachtree Premium
Accounting for Distribution, Peachtree Premium
Accounting for Manufacturing, and Peachtree
Quantum Accounting only)
RAISEHST.DAT Raise History Fields
REVIEW.DAT Performance Review Fields (Peachtree Complete
Accounting and higher only)
STATCODE.DAT Status Code Fields (Job Status and Tracking Status
fields - Tracking Statuses are in Peachtree Quan-
tum Accounting only)
STATHIST.DAT Tracking Status History Fields (Peachtree Quan-
tum Accounting only)
STATNOTE.DAT Tracking Status Note Fields (Peachtree Quantum
Accounting only)
TAXAUTH.DAT Sales Tax Authority Fields
TAXCODE.DAT Sales Tax Code Fields
TICKET.DAT Time/Expense Ticket Fields (Peachtree Complete
Accounting and higher only)
UNITMEAS.DAT Unit/Measure Fields (Peachtree Premium Account-
ing for Distribution, Peachtree Premium Account-
ing for Manufacturing, and Peachtree Quantum
Accounting only)
VENDINS.DAT Vendor Insurance Fields Peachtree Premium
Accounting for Construction and Peachtree Quan-
tum Accounting only)
VENDOR.DAT Vendor Fields
WORKTKT.DAT Work Ticket Fields (Peachtree Premium Account-
ing for Distribution, Peachtree Premium Account-
ing for Manufacturing, and Peachtree Quantum
only)

Note: Not all Peachtree database information is available or presented in Peachtree field tables. For exam-
ple, Employee default information (Payroll setup), action items, and Peachtree company user setup (user IDs
and passwords) cannot be added to your Crystal reports. You may be able to access data fields that would not

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

be pertinent for your reports (for example, fields used in internal Peachtree functions).

Also, some Peachtree fields (which cannot be described in Peachtree data [.DAT] files) require custom for-
mulas in order to extract data for reports.

Peachtree Functions in Crystal Custom Formulas

Some Peachtree fields—ones that can't be described in Peachtree data [.DAT] files—require custom formulas
in order to extract data for reports. The fields listed below fall into this category. If you need the additional infor-
mation contained in these special fields while designing reports in Crystal Reports, use the functions listed
below in your custom report formulas.

Note: Reports containing these custom formulas must reside in the same directory as your Peachtree com-
pany files. This is so the reports can extract data directly from the company information contained in the files.

An Important Additional Note:

If you are working with Crystal on a computer where no previous versions of Peachtree and Crystal Reports
have been installed, the special Peachtree functions need to be loaded into Crystal Reports. Otherwise, they will
not be present for use in the reports you are designing.
To load the Peachtree functions into Crystal, follow these steps:
1. Open Peachtree and then a Peachtree company.
2. From the Reports & Forms menu, select Crystal Reports.
3. Select any report in the list, and double-click it.
The report opens in Crystal Reports.
4. Close both the report and Crystal Reports.
5. In Peachtree, from the Reports & Forms menu select Crystal Reports Designer.
Now when you design a new report in Crystal Reports, all Peachtree functions will appear in the Crystal Formula
Editor.

How To Access Custom Formulas in Crystal Reports

Do the following:

1. From the Standard Toolbar, select the Field Explorer button .

2. In the Fields Explorer window, select Formula Fields.
3. To create a new formula field, click the New button ( ).
4. Enter a name, such as “Amount,” and click OK.
The Crystal Reports Formula Editor appears.
5. To access the Peachtree functions, click Functions in the middle pane, and then double-click Additional
Functions.
6. Find and double-click peach (u2lpeach.dll) .
The Peachtree functions listed below should appear.

Custom Field Names

GetPeachCustomFieldHeadingv2 ({Company.CompanySpecial1a}, {Com-
pany.CompanySpecial1b}, {Company.CompanySpecial1c}, {Com-
pany.CompanySpecial1d}, AR=1 AP=2 PR=3 Inventory=6 Jobs=7, (Index 0..4))
The appropriate format for the function is suggested by the displayed text. For example, in order to return the
custom field headings for customers, you would create five formulas, each for a different heading. The function
should read
GetPeachCustomFieldHeadingv2 ( Filename, 1, 0)
This returns the first customer custom field heading. (Most indexes with Peachtree fields begin with zero_

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

GetPeachCustomFieldHeadingv2 ( Filename, 1, 1)
This returns the second customer custom field heading. Follow the same format for the three remaining for-
mulas.

Tip: To view an example of this function, examine the Customer Detail List or the Vendor Detail List which
are Crystal Reports included with Peachtree.

Inventory Costing Row Amount

GetPeachRowAmountv2 ({Company.CompanySpecial1a}, {Company.CompanySpecial1b},
{Company.CompanySpecial1c}, {Company.CompanySpecial1d}, {JrnlRow.RowType},
{JrnlRow.Amount}, {JrnlRow.Journal}, {JrnlRow.PostOrder}, {JrnlRow.RowNumber},
{JrnlRow.RowDate}, {JrnlRow.ItemRecordNumber}, {Company.IsCashBasis})
This returns appropriate row amounts for cost of sales rows. In the raw data, the cost of sales mount is not nec-
essarily accurate, as the real cost of sales is based on a calculation. The JrnlRow table is required to use this
function in a report.

Price Level Name

GetPeachPriceLevelNamev2 ({Company.CompanySpecial1a}, {Com-
pany.CompanySpecial1b}, {Company.CompanySpecial1c}, {Com-
pany.CompanySpecial1d}, (Index 1..20))
This function returns one of the 20 price level names listed in Inventory Item Defaults, the Price Levels tab.
When using the function, be sure to replace the string "(Index 1.20)" with the desired number from 1 to 20. In
order to use this function, you must include the LineItem table in your report.

Beginning Balance (Quantity)

GetPeachItemBegBalv2 ({Company.CompanySpecial1a}, {Company.CompanySpecial1b},
{Company.CompanySpecial1c}, {Company.CompanySpecial1d}, {LineI-
tem.ItemRecordNumber})
This function returns the quantity on hand at the beginning of the current accounting period for the item spec-
ified. The function requires that you use the LineItem table.

Quantity on Hand
GetPeachItemQtyOnHandv2 ({Company.CompanySpecial1a}, {Com-
pany.CompanySpecial1b}, {Company.CompanySpecial1c}, {Com-
pany.CompanySpecial1d}, {LineItem.ItemRecordNumber})
This function is similar to GetPeachItemBegBal except that it returns the quantity on hand at the end of the cur-
rent accounting period. It is the same number shown in Maintain Inventory Items in the Qty on Hand field.
The function requires that you use the LineItem table.

Quantity on PO's
GetPeachItemQtyOnPOv2 ({Company.CompanySpecial1a}, {Company.CompanySpecial1b},
{Company.CompanySpecial1c}, {Company.CompanySpecial1d}, {LineI-
tem.ItemRecordNumber})
This function returns the quantity of the specified item on open purchase orders. It is the same number shown
in Maintain Inventory Items in the Qty on PO's field. The function requires that you use the LineItem table.

Quantity on SO's
GetPeachItemQtyOnSOv2 ({Company.CompanySpecial1a}, {Company.CompanySpecial1b},
{Company.CompanySpecial1c}, {Company.CompanySpecial1d}, {LineI-
tem.ItemRecordNumber})
This function returns the quantity of the specified item on open sales orders. It is the same number shown in
Maintain Inventory Items in the Qty on SO's field. The function requires that you use the LineItem table.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

Last Cost
GetPeachItemLastCostv2 ({Company.CompanySpecial1a}, {Com-
pany.CompanySpecial1b}, {Company.CompanySpecial1c}, {Com-
pany.CompanySpecial1d}, {LineItem.ItemRecordNumber})
This function returns the same number shown in Maintain Inventory Items in the Last Unit Cost field. The
function requires a LineItem record. The function requires that you use the LineItem table.

Current Period Start Date

GetPeachCurrentPeriodStart
This function returns the start date of the current accounting period.

Current Period End Date

GetPeachCurrentPeriodEnd
This function returns the end date of the current accounting period.

Selected Period Start Date

GetPeachPeriodStart
This function returns the start date of the accounting period selected by index number within the function
GetPeachPeriodStart(Filename, (Index 1..40) )
For example, the function
GetPeachPeriodStart(Filename, 40)
would return the start date of period 26 in the case of fiscal years set up with thirteen periods.

Selected Period End Date

GetPeachPeriodEnd
This function returns the end date of the accounting period selected by index number within the function:
GetPeachPeriodEnd(Filename, (Index 1..40) )
For example, the function
GetPeachPeriodEnd(Filename, 40)
would return the end date of period 26 in the case of fiscal years set up with thirteen periods.

Estimated Job Expenses

GetPeachEstJobExpensev2
This function returns the total estimated job expenses seen on the Maintain Jobs window. The function requires
that you use the Projects table.

Estimated Job Revenue

GetPeachEstJobRevenuev2
This function returns the total estimated job revenue seen on the Maintain Jobs window. The function requires
that you use the Projects table.

Actual Job Expenses

GetPeachActualJobExpensev2
This function returns the total actual job expenses seen on the Maintain Jobs window. The function requires that
you use the Projects table.

Actual Job Revenue

GetPeachActualJobRevenuev2
This function returns the total actual job revenue seen on the Maintain Jobs window. The function requires that
you use the Projects table.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

Actual Job Expenses by Period

GetPeachThisPeriodActualJobExpensev2
This function returns the total actual job expenses for the chosen period. The function requires that you use the
Projects table.

Actual Job Revenue by Period

GetPeachThisPeriodActualJobRevenuev2
This function returns the total actual job revenue for the chosen period. The function requires that you use the
Projects table.

Account ID
GetPeachGLAccountIDv2
This function returns the general ledger account ID for the account with the account record number specified in
the function.

Account Description
GetPeachGLAccountIDv2
This function returns the general ledger account description for the account with the account record number
specified in the function.

Time Stamp Date

GetPeachTimeStampDatev2
This function returns the date of the time stamp for a particular row in the Audittr.DAT table.

Note: Users must be set up in Maintain Users with sole rights to Crystal Reports in order to access infor-
mation in the Audittr.DAT table.

Time Stamp Time

GetPeachTimeStampTimev2
This function returns the time of the time stamp for a particular row in the Audittr.DAT table.

Note: Users must be set up in Maintain Users with sole rights to Crystal Reports in order to access infor-
mation in the Audittr.DAT table.

Company Information Functions

These functions, which are self-explanatory, return company information as entered in the Peachtree Maintain
Company Information window. The functions include the following:

l GetPeachCompanyNamev2 l GetPeachISRealTimePostv2
l GetPeachAddress1v2 l GetPeachCompanyTypev2
l GetPeachAddress2v2 l GetPeachEmailv2
l GetPeachCityv2 l GetPeachWebSitev2
l GetPeachStatev2 l GetPeachPhoneNumberv2
l GetPeachZIPv2 l GetPeachFAXNumberv2
l GetPeachCoutryv2 l GetPeachSEINv2
l GetPeachFEINv2 l GetPeachSUINv2
l GetPeachIsCashBasisv2

Bill of Material (BOM) Functions

All bill of material functions discussed below require that you use the LineItem table.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

Assembly Component
GetPeachBOMCompIDv2
This function returns the ID of a component used in an assembly based on the index specified in the function. In
this function, the numbered index of assembly components starts with zero. The function is displayed as fol-
lows:
GetPeachBOMCompIDv2 (Filename, {LineItem.ItemRecordNumber}, (Index 0..99) )
To return the desired component ID, you must replace "Index 0..99" with the appropriate number from 0-99.
For example, to return the first component in the assembly, the function should read
GetPeachBOMCompIDv2 (Filename, {LineItem.ItemRecordNumber}, 0 )
Use the index field in a similar manner for all BOM functions.

Assembly Component Description

GetPeachBOMCompDesv2
This function returns the description of a component used in an assembly based on the index specified in the
function.

Required Number of an Assembly Component

GetPeachBOMCompReqv2
This function returns the number of units of an individual component required to build the assembly.

Quantity on Hand of an Assembly Component

GetPeachBOMComponHandv2
This function returns the quantity on hand of an individual component used in the assembly.

Quantity Available of an Assembly Component

GetPeachBOMCompAvailv2
This function returns the quantity available of an individual component used in the assembly. The quantity avail-
able is calculated as the amount on hand plus the quantity on all purchase orders minus the quantity on all sales
orders.

Location of an Assembly Component

GetPeachBOMCompLocv2
This function returns the storage location in your facility of an individual component used in the assembly.

UPC/SKU of an Assembly Component

GetPeachBOMCompUPCv2
This function returns the UPC/SKU value of an individual component used in the assembly.

Sales Description of an Assembly Component

GetPeachBOMCompSalesDesv2
This function returns the sales description (as noted in the Maintain Inventory Items window) of an individual
component used in the assembly.

Purchase Description of an Assembly Component

GetPeachBOMCompSalesDesv2
This function returns the purchase description (as noted in the Maintain Inventory Items window) of an individ-
ual component used in the assembly.

Last Cost of an Assembly Component

GetPeachBOMCompLastCostv2
This function returns the last cost (as noted in the Maintain Inventory Items window) of an individual component
used in the assembly.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

Assembly Revision Number

(Available only in Peachtree Premium Accounting for Distribution and Peachtree Premium Accounting for Man-
ufacturing.)
GetPeachRevisionNo
This function returns the current revision for an assembly.

Serial Number Functions

All Serial Number functions are available only in Peachtree Premium Accounting.

Status of Serial Number

GetPeachSNoStatus
This function returns the current status of the serial number using status text that is displayed in Maintain Inven-
tory Items. You will be required to provide the file path and name, the item record number, and the serial
number.

Warranty Expiration Date

GetPeachSNoWarDate
This function returns the expiration date. If the item is not covered under warranty, the field will be returned
blank.

Work Ticket Functions

All Work Ticket functions are available only in Peachtree Premium Accounting for Distribution and Peachtree
Premium Accounting for Manufacturing.

Assembly Component's Item ID

GetPeachWTCompID ( Filename, {Worktkt.RecordNumber}, ComponentIndex (1-300 ) )
This function gets the component ID for a row on a particular work ticket.

Assembly Component's Description

GetPeachWTCompDes( Filename, {Worktkt.RecordNumber}, ComponentIndex (1-300 ) )
This function gets the component’s description for a row on a particular work ticket.

Assembly Component's Quantity On Hand

GetPeachWTCompOnHand( Filename, {Worktkt.RecordNumber}, ComponentIndex (1-300 ) )
This function gets the component’s Quantity On-Hand for a row on a particular work ticket.

Assembly Component's Quantity Available

GetPeachWTCompAvail( Filename, {Worktkt.RecordNumber}, ComponentIndex (1-300 ) )
This function gets the component’s Quantity Available for a row on a particular work ticket.
GetPeachWTCompLoc( Filename, {Worktkt.RecordNumber}, ComponentIndex (1-300 ) )
This function gets the component’s location for a row on a particular work ticket.

Assembly Component's UPC

GetPeachWTCompUPC( Filename, {Worktkt.RecordNumber}, ComponentIndex (1-300 ) )
This function gets the component’s UPC for a row on a particular work ticket.

Assembly Component's Sales Description

GetPeachWTCompSalesDes( Filename, {Worktkt.RecordNumber}, ComponentIndex (1-300 ) )
This function gets the component’s Sales description for a row on a particular work ticket.

Assembly Component's Purchase Description

GetPeachWTCompPurchDes( Filename, {Worktkt.RecordNumber}, ComponentIndex (1-300 ) )
This function gets the component’s Purchase description for a row on a particular work ticket.

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Unit/Measure Functions
All Unit/Measure functions are available only in Peachtree Premium Accounting for Distribution and Peachtree
Premium Accounting for Manufacturing.

Unit/Measure ID
GetPeachUMID
This function returns the Unit/Measure ID.

Unit/Measure Description
GetPeachUMDescription
This function returns the Unit/Measure Description.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

Designing Crystal Reports: A Tutorial

Designing Crystal Reports

When you design a Crystal report, you can either manually select the elements that go into the report or let one
of the Crystal Report Experts automate the process for you. Report Experts guide you step by step through the
design process, so they are a good choice if you are new to report design. For information on using Report
Experts, look up "experts" in the Crystal Reports Online Help index.
Once you get a better handle on the design process, you can manually construct your report using Crystal’s
Database Expert, Select Expert, Formula Expert, Section Expert, and Format Editor to choose exactly which
data elements and formatting you want to include. For information on using any of these features, look up the
name of the specific feature in the Crystal Reports Online Help index.

The Crystal Reports for Peachtree Tutorial

Crystal Reports Online Help will give you detailed instructions on report design. However, to introduce you to
the process, we would like to offer a brief tutorial that will give you practice customizing two of the standard
Crystal reports that come with Peachtree, as well as designing a new Crystal report from scratch. Among other
things, you'll learn how to use the Fields Explorer to insert fields into your reports.
When you've completed the tutorial, you'll better understand how to make your Crystal reports provide just the
data you want them to, in the format you prefer.
The tutorial contains the following lessons:
l Lesson 1: Modifying Inventory Labels to Create Price Tags. In this lesson you learn how to save
one of the standard Crystal reports in an editable version and then modify the formatting and fields in the
report to meet special needs.
l Lesson 2: Designing a Customer Contact List. This lesson tells you how to build a simple report
that will help you stay in touch with customers. In this lesson, we'll build the report from the ground up.
l Lesson 3: Designing a Quotes Good Through List. The third lesson tells you how to use the Crystal
Standard Report Creation Wizard to put together a more complex report, one that lists quotes issued to
customers by expiration date.
The tutorial also contains two appendices that have useful additional information.
l Appendix 1: Adding Database Information to a Crystal Report. This provides basic instructions
on using the Crystal Database Expert to select and meaningfully link database tables so that desired infor-
mation from the Peachtree databases appears in your reports.
l Appendix 2: Filtering Crystal Report Data. This gives you tips on filtering database information to
further limit the data that appears in your Crystal reports.

Lesson 1: Modifying Inventory Labels to Create Price Tags

The first lesson in the tutorial is a warm-up exercise in which we customize one of the standard Crystal reports.
We’ll turn the inventory labels into price tags that can be attached to sale merchandise.

Use “Save As” to Create a Working Version of the Report

Since the standard reports are read-only versions (you can’t edit them in any way), we need to create an edi-
table version of the inventory labels.
1. If Crystal Reports isn’t currently running on your computer, start it now.
2. Select File>Open , and then navigate to the BCS folder in the Program Files\Sage\Pea-
chtree\Company\Sample\<Version> directory (for example, <Version> is PPA if you are using Peachtree
Premium Accounting); this is where Bellwether Garden Supply company data is located.
3. From the reports listed in the Open window, select Inventory Labels.
4. A message appears telling you that you cannot write to (edit) the report. Click OK.
5. To save the report in editable form, from the File menu, select Save As.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

6. In the File name box, enter “Price Tags.” (Crystal Reports will automatically add the needed .rpt exten-
sion.) Then select Save.
7. Close the report.
8. Go to File>Open and reopen the "Price Tags" report.

Modify the Labels to Create Price Tags

We’re now ready to start working on our modified version.
1. Select the Design tab.
2. We won’t need the Vendor ID or Location fields, so place the cursor in the blue area that reads “Details d”
and right-click.
3. From the pop-up menu, select Delete Section .
4. We want to keep the section marked “Details c,” so we'll delete just the Vendor ID field. With the mouse
cursor, select the field.
An object frame appears around the field, and the cursor turns into a cross with four arrowheads. The field is
now editable.

5. Right-click, and from the pop-up menu, select Delete.

The field is deleted.

6. Select the Field Explorer button in the Standard toolbar.

7. In the Field Explorer, double-click the Database Fields folder to open it, and then double-click the LineItem
table to open it.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

8. Find the PriceLevel1Amount field; select it; and drag it into the Detail c section. Release the mouse but-
ton.

9. Close the Field Explorer window.

10. Now we want to modify the font used for the ItemDescription field. Select the field, and then right mouse
click.
11. From the pop-up menu that appears, select Format Field.
12. Select the Font tab.
13. From the Style drop-down list, select Bold.
14. Click OK.
15. Now let’s change the font of the PriceLevel1Amount field. Select it, and right mouse click. Select Format
Field.
16. Select the Font tab.
17. Use the Font drop-down list to select Arial.
18. Use the Style drop-down list to select Bold.
19. Use the Size drop-down list to select 16 points.
20. Use the Color drop-down list to select Red.
21. Click OK.
22. Use the frame handles (small blue squares located around the frame) to resize the object so that you can
read more of the object name.

23. Next we want to insert an “Our Price” marker. Select the Insert Text Object button in the Insert
Tools toolbar. Notice the cursor appears as a plus sign.
24. Place the cursor at the far left side of the Details c section, hold the left mouse button down and drag the text
box to the right.

25. A text cursor appears at the right side of the object frame. Type in the following: “Our Price: $.”
26. Click outside the object frame, and then right-click it. From the pop-up menu select Format Text and select
the Font tab. Now make the font settings exactly as in steps 17 through 20. Click OK.
27. The text will probably appear a bit cut off at the bottom, so select the bottom frame handle (the small blue
square at the bottom of the frame), and drag it downward until you can see the text plainly.

28. Select the object frame, and move it up so that it more or less aligns with the PriceLevel1Amount field.

29. To make more precise adjustments, we need to go to the Preview tab.

30. Our labels look pretty good already, but we need to make a couple of adjustments First we need to move the
PriceLevel object to the right. Select the first PriceLevel1Amount object frame and move it to the right so
that you have enough room to display the "Our Price" object frame.
31. Next we need to expand the “Our Price” object frame so that the entire label is shown, making sure that
there is a slight space between the “Our Price” object frame and the PriceLevel1Amount object frame.

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Select the first “Our Price” object frame in the window. When the frame handles appear, click on the one
at the right side of the frame, and drag the frame to the right.

32. The “Our Price” field is rather far away from the dollar sign, so let’s close up the space. Select the Price-
Level1Amount field (in the illustration above, it would be the 79.99 value). When the object frame

appears, click the Align Left button in the Formatting toolbar at the top of the window.

This way, if the PriceLevel1Amount field has a large value in it (1,000.00 or more), the field will expand
to the right to accommodate the longer string of numbers. Our price tags are now complete.
33. Finally, from the File menu, select Save As, and save the report under the name “Price Tags.”

Review of Lesson 1
Let’s review some of the ideas we covered in Lesson 1:
l Since the standard Crystal reports that come with Peachtree are read-only, if you want to customize one of
the reports, you must first save it under a new filename.
l When you are working with data fields within a report, select them and right click to see a pop-up menu that
lets you format, delete, and copy fields, as well as perform other functions.
l To insert data fields, use the Field Explorer button in the Standard toolbar. To insert text fields, use the
Insert Text Object button in the Insert Tools toolbar.
l To move a field, first select it. The cursor will change into a cross with four arrowheads, indicating that you
can now manipulate the frame. To move the frame, simply drag and drop it.
l To expand or contract an object frame, select the frame; click the appropriate frame handle (at either right,
left, top, or bottom of the frame); and then drag and release the frame.

Lesson 2: Designing a Customer Contact List

The second lesson in the tutorial covers the design of a contact list you can use to help keep track of your cus-
tomer base. It will list customer company name, contact name, and phone number.

Select the Report Database

First we need to select the tables whose database information we’ll use to build the report.
1. If Crystal Reports isn’t currently running on your computer, start it now.
2. Select File>New>Blank Report.
3. In the Database Expert, double-click Create New Connection and then click the + sign next to the OLE
DB (ADO) folder.
4. Select the Use Data Link File checkbox.
5. In the Microsoft Data Link File field, browse to your company folder and select Crystalreports.udl.
Help me find my company folder
To find your company folder
1. In Peachtree, select Maintain > Company Information.
2. Note the path in the Directory field.

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6. Click Next, then Next, and then Finish .

7. From the list of displayed tables, select Customers; either double-click it or select the Right Arrow button

.
8. When finished, select OK.
9. From the Standard Toolbar, select Field Explorer.

Select and Insert Fields

Now we want to place the appropriate fields in exactly the right spots within the report.
1. In the Field Explorer, double-click Database Fields and then Customers.
2. From the list of customer fields, select CustomerID, and then drag it to the far left of the Details section of
the Report Designer.
An object frame with the cursor shaped like an arrow appears as you drag the field.

3. To insert the field, release the mouse button.

Note the following:
l The object frame indicates that when the report is either printed or previewed, the field value will appear
where the field name now appears.
l The width of the object frame indicates the maximum allowable width of the printed or previewed field. It
is set to display the maximum number of characters in the field, but you can change this by resizing the
object frame.
l The field name is repeated above, underlined, in the Page Header section. This represents the column
header text for the field and is how the header will appear on the printed or previewed report.
l The font and style used in displaying both the field value and the column header indicate the font and style
selected for the characters that appear in both these elements. Later, we’ll tell you how to change the font
and style of text characters.
4. Now we want to add two additional fields to the report. In the Field Explorer window, select the Contact
field; press the Ctrl key; and then select the Phone_Number field. Drag the fields and place them to the
right of the CustomerID field.

As you drag the fields, an object frame appears with the cursor shaped like an arrow atop stacked sheets of
paper marked with a plus. This indicates that you are inserting multiple fields at once.
5. Click the mouse button to insert the fields.
The fields appear in the same order in which you selected them in the Field Explorer window, namely, Con-
tact followed by Phone_Number
6. Next we want to place the company name at the top of the report. In the Field Explorer window, select For-

mula Fields, and then select the New button.

The Formula Name window appears.
7. Type in "Company Name," and then select the OK button.
The Formula Editor appears.
8. In the middle panel, double-click the Functions icon to expand the list of function categories. Find and dou-
ble-click Additional Functions to further expand the list.
9. Find and double-click the peach (u2lpeach.dll) icon.

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This expands the list to display the list of custom Peachtree functions. The functions marked "v2" are Crystal
Report for Peachtree Version 9 custom functions. These functions will work with Crystal Reports 2008.
10. Double-click the function GetPeachCompanyNamev2 .

This is the function that will display the company name when placed in a formula and then applied to a
report.

11.
Select the Save and close button in the upper left corner of the Formula Editor.
The Company Name formula appears in the list of formulas in the Field Explorer window.
12. Drag the Company Name formula field to the Report Header section, and click to place it at the top of the sec-
tion, centering it within the section.
The field name aligns with the left side of the object frame.

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

13. To center the field name so that the company name is centered on the printed or previewed report, select

the object frame and then select the Align Center button in the Formatting toolbar.
The formula name is now centered in the object frame, indicating that the formula will be centered on the
printed or previewed report.

Title and Preview the Report

Finally, we want to add a title to the report. To do so, we’ll need to slightly increase the size of the Report
Header section.
1. Place the cursor on the dividing line between the Report Header and Page Header sections.

The cursor now has double arrows, indicating that you can use it to move the divider between sections.
2. Hold down the left mouse button, and move the dividing line down perhaps a quarter of an inch, just enough
to insert the report title.

3. To insert the title, click the Insert Text Object button in the Insert Tools toolbar. The cursor turns
into a plus sign. Select the area below Company Name, hold the left mouse button down, and drag the
object frame to the right so that it is located below Company Name.
An object frame appears with the text cursor at the left side of the frame.

4. In the object frame, type “Customer Contact List.”

5. Next, let’s center the title just as we did the Company Name formula. Select the object frame around the

report title, and then click the Align Center button .

The text appears centered within the object frame.
6. Now we want to change the font and style of the report title. Select the object frame around the title, and
then right mouse click.
7. From the pop-up menu that appears, select Format Text.
8. Select the Font tab.
9. From the Style drop-down list, select Bold.
10. From the Size drop-down list, select 18 points.
11. From the Color drop-down list, select Maroon .
12. When finished, select OK.
13. Use the blue frame handles to resize the field so that the whole title is visible.

14. The title will be a bit off center, so select the object frame; drag it to center it; and then release the mouse
button.
15. Before you preview the report, you need to save it so that the formulas will work correctly. Go to
File>Save As and save the report with the name "Customer Contact List".
16. Now let’s preview the report to make sure it will look all right when printed. Do one of the following:
l From the View menu, select Print Preview.

l
From the Navigation Tools toolbar, select the Refresh button .

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 Getting Started Guide - Using Crystal Reports® with Sage Peachtree ®

A new tab, the Preview tab, appears. It shows how the report will look in printed form.
To make any desired changes such as changing the placement of fields for a more esthetically pleasing
effect, select the Design tab, and work with the fields there. As you learned in Lesson 1 , it’s possible to
change report elements on the Preview tab, but it’s generally easier working on the Design tab.
17. Finally, if you made any additional changes, from the File menu, select Save As, and save the report under
the name “Customer Contact List.”

Review of Lesson 2
Let’s review some of the ideas we covered in Lesson 2:
l Use the Database Expert window to connect with the file that contains the database tables you want in your
report. Use this window also to find and select the tables you want to include.
l To add fields to the table, use the Field Explorer to find and select the appropriate fields within the included
database tables. You can select multiple fields by highlighting the fields and then selecting the Ctrl button.
l To resize any of the sections in the report, just select the section divider, and holding down the left mouse but-
ton, drag the divider to the position you want.
l To center text within an object frame, use the Align Center button.
l To add text to the report, use the Insert Text Object button
l To change the font properties of a text object, select the object and right mouse click. From the pop-up menu,
select Format Text. Select the Font tab and make the appropriate changes.
l To preview a report before printing, select Print Preview from the File menu, or select the Refresh but-
ton in the Navigation Tools toolbar.

Lesson 3: Designing a Quotes Good Through List

In this lesson we design a list of quotes issued to customers arranged by good-through (quote expiration) date.
The report will list the initial date of the quote, the customer, the quote amount, and the good-through date.
To show more of the design capabilities of Crystal Reports for Peachtree, this time we’ll let the Report Expert
guide us.

Use the Report Expert to Build the Report

1. From the File menu in Crystal Reports, select New>Standard Report.
The Standard Report Creation Wizard starts with the Data window.
2. Double-click the Create New Connection folder to open it, and then click the + sign next to OLE DB
(ADO) .

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3. Select the Use Data Link File checkbox.

4. In the Microsoft Data Link File field, browse to your company folder and select Crystalreports.udl.
Help me find my company folder
To find your company folder
1. In Peachtree, select Maintain > Company Information.
2. Note the path in the Directory field.
5. Click Next, then Next, and then Finish .

6.
From the list of displayed tables, select JrnlRow. Then select the Right Arrow button .
JrnlRow appears in the Selected Tables box on the right.
7. Repeat step 7 for the JrnlHdr and Customers tables.
8. When finished, select Next.
The Link window appears, asking that you link the tables as needed.
9. Smart Linking attempts to link tables, but it may not always be the way you want it. In this case, we need to
clear the links and redo them.
10. Click Clear Links. Click Yes on the message asking if you want to remove all of the links.
11. Click Auto-Arrange. you'll probably want to make the window larger so you can see all the tables.

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12. Move JrnlRow to the right and move JrnlHdr and Customers so they are aligned vertically to the left of
JrnlRow.

13. Locate the PostOrder field in both the JrnlHdr and JrnlRow tables.
14. Using the mouse, click on the PostOrder field in the JrnlHdr table and while holding down the left mouse
button, move to the PostOrder field in the JrnlRow table. Release the mouse button.
Notice an arrow appears showing the link between the two tables.

15. Locate the CustomerRecordNumber field in the Customers and JrnlRow tables.
16. Using the mouse, click on the CustomerRecordNumber field in the Customers table and while holding
down the left mouse button, move to the CustomerRecordNumber field in the JrnlRow table. Release
the mouse button.
Notice an arrow appears showing the link between the two tables.
17. Click Next.
The Fields window appears.
18. In the Available Fields box, double-click the Customer table if it is not already open. Select the Cus-

tomerID field, and then click the Right Arrow button .

The CustomerID field moves to the Fields to Display box at the right side of the window.
19. In the Available Fields box, double-click the JrnlHdr table to open it. Press the Ctrl key, and select the
TransactionDate, MainAmount, GoodThruDate, and QuoteIDForSales field, and then click the

Right Arrow button .

20. Use the Up and Down Arrow buttons above the Fields to Display box to place the fields in the
following order (if they aren’t already):

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l GoodThruDate
l CustomerID
l QuoteIDForSales
l TransactionDate
l MainAmount

21. When finished, select the Next button.

The Grouping window appears.
22. We want to group our data by the GoodThruDate field, so select it in the Available Fields box, and then

click the Right Arrow button .

23. The preselected sort order is acceptable, so select the Next button.
24. We want to include summary information to appear on our report, and the Summaries window lets us do
this. The Wizard has intelligently preselected the MainAmount field as the field to summarize. This is
acceptable, so select the Next button.
25. The Group Sorting window lets us sort groups based on summarized totals. This could be useful if we wanted
to see, for example, which sales rep made the most sales in a month, but for our current report sorting is not
important. So select the Next button without making any changes to the settings.
Now, the Chart window appears.
26. Again, a chart would be valuable for visually representing sales per sales rep or per geographic area, but for
our report charting is not important. So select Next without choosing a chart option.
The Record Selection window appears.

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27. We want to make sure that only quotes appear in our report. To do so, in the Available Fields box, double-
click the JrnlHdr table to open it. In this list of fields, select JrnlKey_Journal. This will tell Crystal that of all
the company information contained in the journal header file, we want only quote information to appear in

the report. Click the Right Arrow button .

28. From the drop-down list immediately underneath the Filter Fields box, select is equal to. And in the other
drop-down list box that appears, type 12 .

29. In the Available Fields box, double-click the JrnlRow table to open it. Select DistNumber, move it to the
Filter Fields box on the right side of the window. Make sure DistNumber is selected and select the is equal
to parameter from the first drop-down list. In the second drop-down list box, type 1 .
30. When finished, select Next.
The last window, the Template window, lets you overlay your report with a predesigned template that can
give your report a little additional flair. To familiarize yourself with the available templates, click each to pre-
view it. For our current report we want a plain format, so we'll stick with the No Template option.
31. Select Finish to see the completed Quotes Good Through report.
Notice that the finished report is displayed on the Preview tab to show what it will look like when printed. To
achieve the look seen above, you may need to make minor adjustments to the column headings.
32. Finally, select the Save button in the Standard toolbar, and save the report under the name “Quotes Good
Through List.”
33. Now test your memory. Insert the “Bellwether Garden Supply” company name on the report. If you don’t
remember how, consult the section of Lesson 2 where we discuss putting the company name on a report.
Save the report after adding the company name.

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Filter the Report

Now a bit of fine tuning: we want to add a parameter field, which will make the report more useful by limiting
the amount of data displayed. The parameter field we want to add will filter the GoodThruDate field by a cut-
off date so that no quotes with an expiration date earlier than the cutoff date will appear on the report.

Note: For more information on using parameter fields, look up "Parameter Fields" in the Crystal Reports
Online Help index.

Before beginning this exercise, open Bellwether Garden Supply in Peachtree and take note
of the year. If it is not 2007, please use that year in the lessons below (instead of 2007).
1. In the Standard toolbar, select the Field Explorer button.
2. When the Field Explorer window appears, select Parameter Fields and right click. From the pop-up menu,
select New.
3. In the Name field, enter “QuoteExpirationDate.”
4. In the Type field, use the drop-down list to select Date.
5. In the Value area of the grid, click where it says "Click here to add item" and enter "4/1/2007.
6. In the Value Options grid, change the setting for Prompt Text to "Enter desired Quote Good Through
Date".

7. Click OK.

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8. Next, we want to create a report selection formula that will filter the report to show quotes that fall before the
expiration date of April 1, 2007. From the Report menu, choose Selection Formulas and then Record.
The Record Selection Formula Editor appears.
9. Place the cursor after the text which reads {JrnlRow.DistNumber} = 1 . Type a space and then the word
"and." Press Enter to go to the next line.
10. In the panel on the left side of the window, double-click the Reports Fields icon to open it, and then double-
click the JrnlHdr.GoodThruDate field. It will appear as part of the selection formula. Type a greater than
(>) sign after it.
11. Select the Report Fields icon at the top of the left panel; then find and select (double-click) the ?Qu-
oteExpirationDate field. It should appear as part of the selection formula, as shown below.

12.
The formula is now complete, so select the Save and close button to close the Record
Selection Formula Editor.
13. When the Enter Values window appears, select 4/1/2007 from the Please enter a date drop-down list.
Click OK.
Since we have previously saved the report, a message may appear telling us that Crystal has detected a
change.
14. If necessary, select the Refresh Data option.

15.
Now select the Save button again to save the final version of our report.

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Review of Lesson 3
Let’s review some of the ideas we covered in Lesson 3:
l The Standard Report Creation Wizard lets you choose the database, database tables, and links that will oper-
ate in the report much as you would do if you had started with the Database Expert.
l The Fields window of the Wizard lets you add fields to the report and also select the order of those fields and
the column headings that will identify them in the report.
l The Grouping window lets you group all information in the report by one or more of the chosen fields.
l The Summaries window lets you chose a field or fields that will provide summary information in the report.
It also lets you chosen whether or not to include a grand total as part of the summary information.
l The Group Sorting window lets you sort groups based on summarized totals. This could be useful in the
case of reports reflecting information such as sales, where you will want to track sales reps or units doing the
best business.
l The Chart window lets you add a chart to the report, a visual representation of facts and figures in the
report.
l The Report Selection window lets you use one or more of the fields to filter the information that appears on
the report. This will limit the amount and nature of data you see.
l The Template window lets you overlay your report with a predesigned template, to give your report added
flair.
l If you want to further limit the data appearing on the report, adding one or more parameter fields to the
report will be the answer. Go to the Field Explorer, select Parameter Fields, right click, and select New.

Appendix 1: Adding Database Information to a Crystal Report

Crystalreports.udl contains field information about your company that you will want to include in your Crystal
reports. Briefly, here's how you do it: The Crystal Reports Database Expert lets you open this file and access
the field information contained in its data (.DAT) files. On the Database Expert's Links tab, you see the .DAT
files listed as a series of database tables that you can select and add to your report.
Once tables are added to the report, the Database Expert's Links tab lets you make meaningful connections
among the fields contained in them. The reason you link related fields across tables is so that the data rep-
resented by the fields can match up in useful ways within your report. For example, you would probably want to
link the CustomerRecordNumber field in the JrnlRow database table to the CustomerRecordNumber
field in the Customer table. This way, transaction information for each customer would be credited to the proper
customer record in the report.
Finally, with the tables added and their fields properly linked, you're ready to insert the field information con-
tained in the tables wherever you want it to appear in your report.
To add linked database information to a Crystal report, follow these steps:
1. Select the Database menu, and then select Database Expert.
The Crystal Database Expert window appears.
2. In the Available Data Sources box, double-click the Create New Connection folder to open it.
3. Find and open the OLE DB (ADO) folder by clicking the + sign. This will open the OLE DB (ADO) window

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4. Select the Use Data Link File checkbox.

5. In the Microsoft Data Link File field, browse to your company folder and select Crystalreports.udl.
Help me find my company folder
To find your company folder
1. In Peachtree, select Maintain > Company Information.
2. Note the path in the Directory field.

Note: there may be cases where you will need to select Pervasive PSQL OLE DB Provider in the Pro-
vider list before you can select Use Data Link File.

6. Click Next, then Next, and then Finish .

The Database Expert window returns with the contents of the file displayed as a series of tables in the Avail-
able Data Sources box.

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These tables correspond to the Peachtree .DAT files. For example, the Company table contains all the com-
pany fields present in the COMPANY.DAT file, and the Employee table contains all the payroll fields present in
EMPLOYEE.DAT.
7. Select as many tables in the list as you want to include in the report. To select a table, either highlight it and
then click the Right Arrow button, or highlight and double-click the table.
8. If you want to view or make changes to the way the fields are linked between tables, select the Links tab.
All the tables you have chosen are displayed at the center of the window. If the Smart Linking feature is
turned on, the Expert automatically links all appropriate fields in the table. You can make new links or dis-
solve old ones as explained in Crystal Reports Online Help; select the Help button in the Database Expert
window.
9. When finished working in the Database Expert, select OK to close the window.
Now, with the fields in the tables properly linked, you can use the Field Explorer to insert database information
wherever you want it to appear in your report. For more information, look up "Field Explorer" in Crystal Reports
Online Help.

Appendix 2: Filtering Crystal Report Data

The Peachtree JrnlRow and JrnlHdr tables are often the primary tables used in constructing Crystal custom
reports. Certain fields in these tables can help you filter your custom reports so that only the data you want is
returned in the reports.
In addition, you can use certain fields to filter your reports for information you don’t want to see—for example,
zero-dollar or void transactions. To do this, you need to edit the selection formulas for these included report
fields.

Filter Reports Using Specific Fields

The JrnlRow Table
Three fields in the JrnlRow table are especially useful for filtering reports: RowNumber, RowType, and
Journal.
RowNumber: The RowNumber field is used to order transactions consistently in a report and is numbered
according to the number of data elements in the individual transaction. So you could select RowNumber as
the field to link in the JrnlRow table. You could then create a selection formula that would tell Crystal which spe-
cific row in the transaction to draw on. For example, your selection formula might set the value of the Row-
Number field to zero. The zero value means that the report will draw on the “top-most row,” or most basic
level of information in the transaction. That translates to the dollar amount figure in most transactions, such as
customer or vendor invoices.
To set the value of a field like the RowNumber field, you use either the Crystal Record Selection Formula
Editor or Select Expert.
1. Open the appropriate report in the Crystal Design window.
2. Do one of the following:
l To open the Record Selection Formula Editor, from the Report menu, choose Selection Formulas and
then Record. Set the value of the RowNumber field as desired.
l To open the Select Expert, from the Report menu, choose Select Expert. You will see a JrnlRow.Ro-
wNumber tab showing the current value of the RowNumber field. Type in a new value, or select it from
the drop-down list.
RowType: Similar to RowNumber, the RowType field has a number of valid types, including JrnlRow-
Type_Normal, which draws information from basic transactions such as invoices, credit memos, and sales
orders.
Journal: The Journal field is very useful since its function is to draw on information in the Peachtree journals,
such as the General Journal. Below is a table of the valid values for this field and the Peachtree journals cor-
responding to each value.

12 Quotes

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0 General Journal

1 Cash Receipts

2 Cash Disbursements

3 Sales

4 Purchases

5 Payroll

7 Inventory Adjust-
ments
8 Assemblies

10 Purchase Orders

11 Sales Orders

12 Quotes

Just as in the case of the RowNumber field above, you can set the value of the Journal field in either the Crys-
tal Record Selection Formula Editor or Select Expert. For example, if you set the value of the field to three, then
your custom report would draw on the Sales Journal for its information.

The JrnlHdr Table

The JrnHdr table, too, has at least one field that will help you filter reports, the TransactionDate field. This
field will let you make sure the report contains information only for a journal transaction that occurred on a spe-
cific date. As with other fields discussed above, you can change the value of the TransactionDate field in
either the Record Selection Formula Editor or Select Expert.

Filter Reports to Eliminate Null Values

Oftentimes, you won’t want your Crystal reports loaded with empty bits of information, including transaction
fields for which there is no dollar total, no date, or no reference number of some sort (for example, invoice or
purchase order number.) You can do this by creating special selection formulas for the fields you use to build
your Crystal report.

Null Dates
For example, suppose you wanted your report to filter out all sales order transactions that were lacking a ship-
by date. You would set up the report to include the ShipByDate field from the JrnlHdr table. Then, in either the
Record Selection Formula Editor or Select Expert, you would set the value of this field so that the report
returned only sales orders with non-null ship-by dates. In the Record Selection Formula Editor, the Ship-
ByDate field selection formula should look like this:
{JrnlHdr.ShipByDate}<>Date(0,0,0)
The result: The report would include a ship-by date from the original Peachtree transaction only if that date
were greater or less than 0 month/0 day/0 year—in other words, non-null.

Null Currency Amounts

Similarly, if one of your reports lists your company’s inventory items, you could filter out all null occurrences of
last unit cost. You would do this by including the LastCost field from the LineItem table and setting the value of
the field so that it would return only non-null values for the field. In the Record Selection Formula Editor, the
LastCost field selection formula should look like this:
{JrnlHdr.LastCost}<>0
The result: The report would include a last unit cost from the original Peachtree item record only if the cost
were greater or less than zero.

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Null Strings
You can filter your reports so that transaction fields lacking information don’t show up on the report. Let’s say
you wanted to filter your report so that a reference number would show up only if the original Peachtree trans-
action had a non-null entry for the number. You could do this by selecting the Reference field in the JrnlHdr
table and setting it so that the report returned only non-null values for transaction reference numbers. In the
Record Selection Formula Editor, the Reference field selection formula should look this:
{JrnlHdr.Reference}<>””
The result: The report would include the reference number from the original Peachtree transaction only if it
was not blank.

In Summary
To filter null Peachtree transaction records out of your Crystal reports, use the following values in your report
selection formulas:
l Use 0 to filter out missing currency amounts.
l Use Date(0,0,0) to filter out missing dates.
l Use “” to filter out missing string values, such as transaction reference numbers.

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