ZigaForm version 5.3.5

Custom Work Order Reports

By |2021-07-28T14:30:10-05:00March 23rd, 2018|Comments Off on Custom Work Order Reports
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Introduction

Custom reports have been added to Total Office Manager for ease in making Work Orders and reports that reflect your company more effectively.

Form Access

  • From the main menu, select Customers | Work Order List | Reports | Work Order Print Setup
  • The Work Order list allows creation of Custom Reports. To access Custom Reports, select Reports from the Work Order list menu, and then click on Work Order Print Setup.

Usage

These custom reports allow changes to be made to the background color, additions of logos or graphics, and font styles and sizes to be changed. The separate elements of the report can also be moved. Essentially, the Work Order template can be formatted in a way that best suits the company information.

Step-By-Step

  1. Select the arrow for the Custom Styles fly-out menu. The menu will display an <Add New> prompt. This is where you will name and store your custom report. If a custom template has already been created, you can choose that template or create a new one.
  2. Select <Add New> from the fly-out menu to create a new template. A Work Order template will appear in a new window.
The Custom Work Order template in “Design” view” – The left side of the custom template consists of a list of fields that can be manipulated, or customized (red arrow). The right side of the window displays the formatting commands for each component of the custom report (cyan arrow). The custom report template shows in the center pane.
  1. Choose the first section header and adjust that area of the Work Order, as needed.
  2. Scroll down and select subsequent headers and adjust by placing your cursor on the header until it becomes a double-arrowed cross. Click and drag the header to the preferred location.

Customizing a Work Order

Look to the right of the template to see a list of the fields that can be added to or removed from the Work Order. The column to the right of the template reveals the editing tools for the Work Order.

  1. Before editing the custom Work Order, the first step is to determine whether the Work Order will be “Simple” or “Detailed”.

The Detailed Work Order includes line item details about the equipment used for the job. The Simple Work Order omits the line item details from the document.

This selection MUST be completed prior to modifying the Work Order. Selecting a template preference erases any changes made to the current document.

The “Import File from Aptora” menu selection refers to those Individually Customized Work Orders that are specially requested enhancements by customers.

  1. The bottom right of the template window reveals two view buttons: Design and Preview. The “Design” button shows you the template as it is being modified. Selecting the “Preview” button will allow you to see the document in “Print Preview” without saving. Toggling back and forth between these buttons is allowed during the Work Order modification process.
    1. The current view always shows as bold.
  2. Review the template to determine what information defaults into the document. Adding a field to the template is as easy as clicking and dragging the field box to the preferred location in the Work Order.
Clicking on a Field in the Custom Work Order window will allow you to drag the customer information for that field into the Work Order. “Trans” is an abbreviation for “Transaction”.

Selecting to include a field in the Work Order from the Fields column will automatically display the appropriate information in the completed Work Order. For example, selecting “Customer Phone” from the Fields column and placing into the Work Order will show the words “Customer Phone” while in the “Design” view. Viewing the same revisions in “Preview”, however, will display the customer information associated with the corresponding field description, or the client’s actual telephone number.

    1. To remove a field from the template, select the text/image box to highlight it. Once the text/image box is highlighted (designated by small green squares outlining the box), right-click in the highlighted area and select “Delete”. “Cut” and “Copy” options are available through this menu, as well.
  1. At any time during the modification process the view can be toggled back and forth to view the progress of the custom Work Order. Above is a sample of the report in “Design” view. The Address information is represented by field names.Below is a sample of the report in “Preview”, displaying the corresponding customer information for each field name in “Design” view. Notice that the date, number, Bill To and Work/Ship addresses are all complete with customer information. The name of the document, Work Order, has also replaced the “Trans Title” field found in “Design” view.
  2. To edit a text field, highlight the text box in “Design” view. When a text/image box is highlighted, the related editing tools will display in the column to the left of the template.
  3. Manipulating the size of the text/image box simply requires clicking and dragging the box edges to the desired dimensions.
To resize a text/image box, simply click and drag the edges of the box to match the desired dimensions.
  1. Although a component of one section cannot be dragged to another section, it can be cut or copied and pasted into a different section.

Using the Edit Tools

  1. To make changes to text in a text field box, select the appropriate box. Once the box is selected, find the corresponding field in the edit tools column and click on it to highlight.
  2. To make changes to the text, click and highlight the text in the edit tools column. This is where changes to the actual text occur. Once the text is highlighted in the edit tools column, begin typing the text that will replace the current text in the Work Order.
  3. Additional changes to the highlighted field can also be made when the text/image box is highlighted. To make any changes, select the option in the edit tools column. A menu arrow will appear once the option is highlighted. Click on the arrow and make a selection from the options presented. These tools are located in the edit tools column of Custom Reports, immediately to the right of the custom template.
  4. To add a picture or graphic to the custom Invoice, find and select the image icon on the template toolbar. This selection will change your mouse cursor into a thin cross shape.
  5. Click the Invoice in the area where the graphic is to be placed. Drag the cursor until the image box is the size necessary for the image to fit. The image box will become bold and easy to see for proper measuring. Once the image box has been sized, it will change from a clearer, darker color to a lighter color highlighted with small green squares. The image box is now ready for a picture to be added.
  6. Adding an image requires returning to the edit tools column to the left of the custom template. Locate the “Picture” option among the tools and select it.
  7. The gray square will appear to the right of the option. Click once on the box and a window will open allowing for a search of the chosen image.
  8. Find the appropriate image from the computer files and select the “Open” button. The image selected for the custom Invoice must be edited and/or sized prior to placing it into an Invoice.
  9. Once the image is in the Invoice, it can be moved around inside the image box, but the actual image cannot be edited once it is in the report. The image box can also be manipulated once the image is in the Invoice to make it larger or smaller based on the image. The image (and box) can also be moved within the Invoice.
  • The column in which the property features reside can be altered to reveal the category for each individual property to aid in formatting.
  • Selecting the hierarchy button reveals the categories for the document properties. Selecting the “+” button expands the list and clicking on the “–” button closes the list category.
  • Selecting the A-Z ascending button will remove the category headers and reveal the property fields list only.

Field and Button Definitions

Buttons

The “Select” tool gives the ability to click on and drag a field box to another location in the document. Right-clicking will produce a fly-out menu.

The “Label” tool will allow for a new label in the Invoice. Labels include all field headers, e.g. Bill to Address, Agreement #, PO #, Terms, Item, etc.

The “Textbox” tool works exactly like the “Label” tool, except it allows for text, not labels, to be added to the Invoice.

The “Image” tool allows for images to be imported into the Invoice.

The “Line” tool works like the same tool in the Microsoft®  Word Drawing toolbar. This tool is used for making lines in the Invoice document.

The “Shape” tool allows creation of simple shapes in the Invoice.

The “Rich Text” tool allows for creating a text box in the Invoice document and entering text directly into that box. There is no need to enter text in the edit tools column of the custom Invoice when using the “Rich Text” tool.

The “Page Break” tool is used to add page breaks to the document. Page breaks can only be created in Detail or Group sections.

The “Page Number” tool allows page numbers to be added to the Invoice. When choosing to include page numbers, options for the location and style of the page numbers are available.

The “Check Box” tool will create a check box in the document. This tool is more commonly used for custom Work Orders.

The “Font Style” tool simply allows users to select the preferred font style for the Invoice.

The “Font Size” tool changes the size of the text.

The “Bold” tool makes the text in the selected text box bold.

The “Italics” tool italicizes the text in the selected text box.

The “Underline” tool underlines the text in the selected text box.

The “Font Settings” tool makes it simple to make multiple text changes by combining all text editing tools into one setting.

The “Left Align” tool aligns the left margin of the text to the far left.

The “Center Align” tool centers all the text in the selected text box.

The “Right Align” tool aligns the right margin of the text to the far right.

The “Back Color” tool adds the chosen color to the selected text/image box. This tool can also modify the actual page color by making sure no text/image boxes are selected, clicking in a clear area of the document and selecting the preferred color.

The “Line Color” tool adds the chosen color to the selected line in the Invoice.

The “Line Style” tool formats the selected line.

The “Border” tool will place a border around the selected object or box. Borders can also be formatted based on color and line style. Preset options are available, and a shadow can be added to the border, as well.

The “Undo” tool removes the last change(s) made to the document.

The “Cut” tool removes the selected item from the Invoice and allows it to be pasted in another area or section of the Invoice. “Cut” differs from “Delete” in that it saves the item for placement. If another item is cut, however, before the previous item has been pasted, the first item will be lost.

The “Copy” tool copies the selected item, eliminating the need to recreate it. Once copied, the item can be pasted anywhere in the document, similar to a “Cut” item.

The “Paste” tool places the cut or copied item in the area selected in the document.

The “Delete” tool will remove the selected item permanently from the document.

The “Bring To Front” tool will place the selected item in front of any other overlapping item. The front item will show in its entirety while any overlapping items will show only what is not being covered by the front item.

The “Send To Back” tool works like the “Bring to Front” tool, except it sends the selected item to the back of any overlapping items. So, only the areas of the item not overlapping will show.

NOTE: Unless otherwise noted, the following tools are active only when two or more boxes are selected. They will operate within each section of the Invoice only and, although they will move the selected boxes inside each section, they will not move a box from one section to another.

The “Align Lefts” tool is only active when two or more boxes are selected. This tool will align the left side of each selected box based on the placement of the box closest to the left of the page. NOTE: This tool operates only within each section of the Invoice only and, although it will move the selected boxes inside each section, it will not move a box from one section to another.

The “Align Centers” tool is only active when two or more boxes are selected. This tool will align the center of each selected box based on the placement of the box closest to the center of the page. NOTE: This tool operates only within each section of the Invoice only and, although it will move the selected boxes inside each section, it will not move a box from one section to another.

The “Align Rights” tool is only active when two or more boxes are selected. This tool will align the right side of each selected box based on the placement of the box closest to the right of the page. NOTE: This tool operates only within each section of the Invoice only and, although it will move the selected boxes inside each section, it will not move a box from one section to another.

The “Align Tops” tool is only active when two or more boxes are selected. This tool will align the tops of the selected box based on the placement of the box closest to the top of the section. NOTE: This tool operates only within each section of the Invoice only and, although it will move the selected boxes inside each section, it will not move a box from one section to another.

The “Align Middles” tool is only active when two or more boxes are selected. This tool will align the middle of the selected box based on the placement of the box closest to the middle of the section. NOTE: This tool operates only within each section of the Invoice only and, although it will move the selected boxes inside each section, it will not move a box from one section to another.

The “Align Bottoms” tool is only active when two or more boxes are selected. This tool will align the bottoms of the selected boxes based on the placement of the box closest to the bottom of the section. .

The “Align To Grid” tool aligns the text/image box to the nearest row of dots on the grid. This tool does not require multiple box selections to function.

The “Size Widths” tool is only active when two or more boxes are selected. This tool will resize boxes based on the width of the last box selected in the group.

The “Size Heights” tool is only active when two or more boxes are selected. This tool will resize boxes based on the height of the last box selected in the group.

The “Size Both” tool is only active when two or more boxes are selected. This tool will resize boxes based on the width and height of the last box selected in the group.

Fields

Alignment – This function justifies the text left, right, or center (depending on the selection) inside the text box.

BackColor – This function alters the color of a text box or of the entire document, depending on what is selected. If a box is selected, that box will receive the new color. If no selection is made, the entire section of the document where the cursor lies will receive the new color.

BackStyle – This function determines whether the new color will be applied to the template. If the property is Transparent, the color chosen (see BackColor above) will not appear. If the property is changed to Normal, the color will appear on the Invoice.

CanGrow – This property determines whether the text box will grow vertically to accommodate text that expands past the original text box size.

CanShrink – This property determines whether the text box will shrink vertically to fit a small amount of text.

ClassName – This property sets or returns the controls global style. The global styles are specified in the styles drop-down window.

DataField – This property refers to the type of information contained within the selected text box.

Font – This property refers to the font style for the chosen box.

ForeColor – This property refers to the color of the text.

Height – This property refers to the height of the selected text box.

Left – This property refers to the distance of the left edge of the selected box from the left side of the page.

MultiLine – This property determines whether the contents of the field should wrap across multiple lines. When set to False, the field text is limited to a single line regardless of the height or CanGrow properties.

OutputFormat – This property refers to the format of any field. Numbers, dates, and other number groups can be formatted through this feature. Custom number formatting is also allowed through this feature.

Text – This property refers to the actual text inside a box, unlike the “DataField” property which refers to the type of information in the selected box.

Top – This property refers to the distance of the top of the selected box from the top of the section.

Vertical Alignment – This property refers to the placement of the text within the selected text box.

Width – This property refers to the width of the selected box.

WordWrap – This property refers to wrapping the text inside a box so it is visible when the box’s height is extended or the width lengthened. If WordWrap is disabled, the text is only revealed when the width of the box is lengthened enough to see it all.

Angle – This property refers to the angle of the Label text. A positive number will raise the left side of the text string and lower the right side of the text string. Inputting a negative number will do the exact opposite.

Caption – This property refers to the header text in a Label box.

Bullet Indent – This feature returns or sets the amount of indent used in a RichEdit control when SelBullet is set to True.

MaxLength – This property specifies the maximum number of characters a user can enter in the control. The default for MaxLength is 0, indicating that the text is limited only by available system resources. Any number greater than 0 indicates the maximum number of characters.

MultiLine – This property refers to the number of text lines in a Rich Text box.

LineColor – This property refers to the color of the selected line. The color can be altered through this feature.

LineStyle – This property refers to the type of line, and the line type can be changed through this feature (e.g. solid, dash, dot, etc.).

LineWeight – This property refers to the width of the line, and the line width can be adjusted using this feature.

Picture – This property refers to whether a picture has been inserted into the document and the type of document. Pictures or graphics can be inserted through this feature.

PictureAlignment – This property refers to the alignment of the picture inside the image box.

SizeMode – This property refers to the size of the image within the image box. If the image box is larger than the actual image, this feature can enlarge the image to fit the box.

NewColumn – This property determines whether ActiveReports should insert a column-break before and/or after printing the section.

NewPage – This property determines whether ActiveReports should insert a page-break before and/or after printing the section.

Repeat – This property determines whether a GroupHeader section should be printed again before its associated detail section when the detail section is broken across multiple pages or columns.

UnderlayNext – This property determines whether the section should print underneath the following section. The following section will start printing starting from the top coordinate of the under-laid section instead of the bottom coordinate.

Picture – This property refers to whether a picture has been inserted into the document and the type of document. Pictures or graphics can be inserted through this feature.

PictureAlignment – This property refers to the alignment of the picture inside the image box.

SizeMode – This property refers to the size of the image within the image box. If the image box is larger than the actual image, this feature can enlarge the image to fit the box.

PrintWidth – This feature sets or returns the report’s printable width in twips (1440 twips = 1 inch). The PrintWidth is the amount of physical space to which a report can print. If the size of the report is changed during run-time, the print width will also need to be adjusted. This makes sure the report fills the entire printable area.

Watermark – This feature adds a specified image to the report’s background. The watermark image can be positioned, sized, aligned and placed on specified pages by using the other watermark properties.

WatermarkAlignment – This feature sets or returns the watermark’s general vertical and horizontal positions when it is added to the canvas.

WatermarkPrintOnPages – This feature sets or returns a value indicating the specific pages to which the watermark should be added. The sytanx can include a single page, page range or a combination of both. For example: 1, 5-8, 9, 10-12.

WatermarkSizeMode – This feature sets or returns how the watermark will be sized when the image is rendered on the canvas. The image can be stretched to fill the page, zoomed in on to extended the image to the closest edges, or clipped to keep the image’s default size.

ColumnLayout – This property determines whether a group header section should use the same column layout of its detail section. When this property is “True”, the number of columns in a detail section will be reflected in the associated group headers and footers.

GrpKeepTogether – This property determines whether group header and footer sections will print as a single block on the same page. The property defaults to ddGrpNone, which allows the group, block to be split across pages.

KeepTogether – determines whether a section should print in its entirety on the same page. When you set this property to True, the section will print on the same page without any page breaks. A False setting allows the section to be split across two or more pages.

Tips

  • Labels should be reserved for information that will appear on each Invoice. Labels only need to be entered once and the template will save the information for the next Invoice using the template. They are not based on information found in the database, like Text boxes
  • All boxes in the custom template can be moved and resized within their respective sections. Though boxes cannot be moved from one section to another by clicking and dragging, they can be copied and/or cut and pasted into a different section.
  • To change font style or size the corresponding box must be selected.
  • To select multiple boxes at one time, hold the Ctrl key or Shift key while making the box selections.
  • To select all items in a section, hold the Ctrl key or Shift key, and then click and drag the mouse cursor across the section.
  • To select all items on a page, hold the Ctrl key or Shift key, and then click and drag the mouse cursor across each section at a time.
  • Place the mouse cursor over the toolbar icons to reveal the Tool Tip for the icons.
  • Many toolbar icons mirror the properties in the right column of the custom template. In some instances, changes to the Invoice can be made in the properties column rather than using the icons.
  • All boxes can be resized by clicking on them to highlight and dragging the edges to the preferred location.
  • When changing the background color of a box or a page, click on BackColor in the properties column and select a color. For the color change to take effect, click on BackStyle and change the condition to Normal.
  • To change a previously selected color back to the grid default, simply change the BackStyle (in the properties column) option to Transparent.
  • If a Field is added to the Work Order but no information is available in the database for that particular field for that customer, it will not be included in the Invoice.

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HVAC Electrical Plumbing Software

Aptora delivers a true All-In-One services software solution including CRM, accounting, payroll, inventory, vendors, sales, marketing, dispatch, flat rate pricing, and more. NO 3rd party plugins or integrations required. Created by contractors for contractors, we know what it takes to grow your services-based businesses.

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