Friday, August 31, 2012

HEAT – No results when running a crystal report

Not getting results when printing a crystal report in HEAT Call Logging?

Ensure that the datasource is set in  HEAT - ie. if you are currently being prompted to enter a datasource name when logging into HEAT  you will need to change the setting.  Two options are available through the user interface.

  1. The next time you log into HEAT check the box "Automatically use this data source in future" click on OK.
  2. The setting can also be configured in CallLogging, click on Edit >> User preferences >> location tab 

HEAT Self Service – End users unable to connect to Heat Self Service after upgrading to Heat 9.5.4

Getting errors when logging into Heat Self Service from an existing url after upgrading to Heat Self Service 9.5.4

The html extension on the HSS file in the  url has been changed from  hss.html to hss.jsp - i.e.




HEAT – Setting Hours of operation

The Hours of Operation default allows you to define your company's operational calendar, such as daily hours of operation and tracker/screener schedules.

Calendars are set to a 24-hour, 7-day-a-week schedule by default. You can edit these parameters to meet your company's specific needs.

To Create a New Calendar:

  • In the Administrator Dashboard, click the Hours of Operation link in the Set System Defaults section (or, in the Administrator main window, select Defaults > Hours of Operation from the menu bar). The Hours of Operation Definition dialog box opens, displaying a calendar for the current month.
  • From the Hours of Operation menu bar, select Calendar>New. A new, untitled calendar opens, displaying a 24-hour, 7-day-a-week, which you can edit to meet your specific needs (refer to the " To Set Hours of Operation Defaults" procedure below for details).
  • To name and save the calendar, select Calendar > Save or click the Save changes toolbar button.

To Set Hours of Operation Defaults:

  • Open a calendar by selecting a calendar from the drop-down list.
  • Select the range of dates you want to edit (press the Ctrl key to select multiple dates), then select Edit>Edit Date(s) or click the Specify hours for selected date(s) toolbar button. The Editing dialog box opens. You can also click an individual date to open the Editing dialog box.
    • To indicate your organization is open for the selected date(s), click the Open option.
    • To indicate your organization is closed for the selected date(s), click the Closed option.
  • If you selected the Open option, define the hours you are open on this date by dragging the entire time bar, or click and drag either end of the toolbar to shorten or lengthen the range of hours. You can move the bar in 15-minute increments. The time you select is displayed above the bar as you move it. When you release the bar, the time changes appropriately in the table containing the From and To columns.

  • To add more than one time range to this date, click the green + icon in the From field of the table. Adjust the new bar to the desired time settings.

Note: You can add up to nine time ranges per date.
To delete a time range, click the red x icon in the From field of the table. 

  • In the Apply As area, specify if the time range is an exception or the default:
  • If you select Exception, the time range is an exception to normal hours of operation. The settings will be applied only to the date(s) you selected. Exception settings appear in red on the calendar.
  • If you select Default the time range is applied as the default hours. The settings are applied throughout the calendar for the selected day(s) (until you set another default setting). Default settings appear in blue on the calendar.
  • In the Apply To section:
  • To apply your time settings to an entire work week (Monday-Friday), select the Apply to Work Week check box.
  • To apply your time settings to weekends, select the Apply to Saturday and Sunday check box.

IMPORTANT: Changes applied to Saturday and Sunday are applied to all weekend days on the same line. For example, changes made in a Saturday box are applied to the Sunday box in that same week on the calendar row.

  • To clear all defaults and exceptions from the selected range, click Clear.
  • Click OK to save your changes and return to the Hours of Operation Definition dialog box.
  • To save the Calendar, select Calendar>Save or click the Save changes button in the toolbar.  To cancel your calendar changes, select Calendar > Abandon changes or click the Abandon button in the toolbar. The calendar reverts to the last data you saved.

To Navigate to a Specific Month/Year in a Calendar:

1  Open a calendar by selecting a calendar from the drop-down list.

2  From the menu bar, select View>Goto Date.

3  Type the month and year, then click OK.

Note: You can also use the arrow buttons in the toolbar to navigate through the months and years.

To Print a Calendar:

1  Open a calendar by selecting a calendar from the drop-down list.

2  From the menu bar, select Calendar>Print.

3  The Print dialog box opens, enabling you to specify printer and printer properties.

4  Click OK.

To Delete a Calendar:

1  Open the calendar to be deleted by selecting it from the drop-down list.

2  From the menu bar, select Calendar>Delete.

3  Click Yes to confirm the deletion.

HEAT – Restricting Access to Customer Types

The Heat Administrator can  filter Customer Types for a role so that users with that role are allowed access to only a specific set of Customer Types. This means Call Records, Customer Records, and Configuration Records with hidden Customer Types will not be visible to the user with the restricted role. For example, you can create (or modify) a role so that users with that role do not have access to records with the Employee Customer Type; all other Customer Types are visible. Or you may configure a role so that users can only view records with the Employee and Company Customer Types; all other Customer Types are hidden.

Note: For BPAM, HMC, and HEAT API, it is recommended that you create a specific security role with unrestricted access for administration of those HEAT modules. 

The setting is configured in the HEAT Admin module >> Roles >> Select the role >> Edit the options under "visible customer types"

Crystal Reports : Why use Currency?

In any aging or "invoice" report, you will undoubtedly need to sum up some dollar amounts.
This can be tricky, depending on how the back end database is storing the data.

In a perfect world, you are using SQL server and the dollar amount field is declared as CURRENCY.

In the real world, however, the value may be stored at plaintext, which as we all know, cannot be summarized as a numerical value.

Now, we can convert the plaintext INVOICES.AMOUNT into a number by using TONUMBER(INVOICES.AMOUNT).

A better solution might be to use the TOCURRENCY() function, which will not only convert our plaintext to a numerical value, it will also provide the expected number of decimal places, and also display itself with the currency symbol ($).

Just a quick shortcut. You could do the same thing with a combination of the TONUMBER() function and field formatting. But I've found that when dealing with dollar amounts, CURRENCY is always preferable to NUMERIC.

Crystal Reports : Age and Date Math

Yes, this old chestnut never stops being useful;

One of the many things you will want to do with a bona-fide date field is calculate age.
Crystal makes it easy for us here; as long as we're comparing two date type fields, we can perform simple math.
Let us suppose that the date field in question is {CONTACTS.SOURCEDATE}, which represents when a particular prospect was imported into our database.

1. We can see how many records were imported in the last seven days

{CONTACTS.SOURCEDATE} <= CurrentDate() - 7

2. Or how "old" any particular record is, expressed in days


3. To calculate the age in years, we must use the Crystal DateDiff function:

DateDiff("yyyy", {CONTACTS.SOURCEDATE}, CurrentDate())

The "yyyy" specifies we want the answer in years; "m" and "d" are also options (months and days, correspondingly)

Note: In order for Date Math to work correctly, all evaluated fields MUST be Date Types. Otherwise they must first be converted to Date Types using a Crystal Function like CDATE(). 

Crystal Reports : Hiding Report Sections

While designing a report, you may find it helpful to Suppress (hide) sections, easily Revealing them later.

Within Crystal, right-click on the Section name on the left hand section of the designer.
Then select Hide or Suppress, depending on your need.

Hide will still allow you to "Drill Down" and see the section in question.
Suppress will not allow you to reveal the section at all until you right-click on it and select Show.

This technique is commonly used to reveal and/or hide "troubleshooting" areas of the report. For instance, I find it helpful to drag a few fields into the Detail section when trying to figure out why a Summary isn't totaling as expected. When I'm finished troubleshooting, I simply Suppress the Details section, in case I need easy access to that information again.

Pro Tip : Throw your troubleshooting fields into a new Report Section, insulating them from the rest of the report.  

Crystal Reports : Using Lines and Other Things to Make your Report Easier to Read

Often it is the case that a complex report becomes too "busy" to read easily.

Let's say that we are grouping by State, but it's difficult to look at the page and know where one state ends and the other begins.

There are many ways to alleviate this, but one of my favorite and simplest is to Insert Line.
This will insert, as expected, a line into the report which you can place wherever you want.

Typically, you'll want it to be in a Footer. This way, the line is drawn after each group is printed, effectively separating the groups in a visual manner.

Other techniques to make a report easier on the eyes are:

- Make your Group Headers stand out by using a bigger/bolder font
- Stretch our your Details section just the littlest bit to get some more space between each line on the report
- Force page breaks in the Section Format Properties (right click on the report sections, select Format Section)

It may not seem like much, but for some odd reason nicely structured reports seem to communicate their data better to the reader. Make it easy for the end user to see at-a-glance where one section ends and another begins. It's totally worth it!

Crystal Reports : Using "Special" Fields

A very typical field to see on a report is the "Page N of M" Special field.

Crystal has a collection of "special" fields that you can insert. You can see these fields by expanding the Special Fields folder underneath your Field Explorer.

By inserting the Page N of M field in the Page Footer, we can now see "Page 1 of 23" (for example) on the bottom of each page.

Other popular Special Fields include:

- File Path and Name of Report File
- Print Date
- Record Selection Formula

...and many others. Take a look! There is always room for a report to be more descriptive about itself!

Wednesday, August 22, 2012

QuickBooks: Read Only Error When Restoring Back Up File

When my client tries to restore his back up file he gets an error notice saying this file is read only and it needs to be saved in another format.  This is not a new problem; it occurs sporadically but has now popped up more frequently.  Has anyone seen this before?

I’ve had this happen also and found that for some reason the file was marked read only.  If you are familiar with Windows and know where to find the data file, it isn’t hard to change the status of this file.

Here is what you will need to do - right click on the icon for the company data file, and then click properties (this will be the last menu choice). 

On the General tab, at the bottom in the Attributes section, there will be two boxes – one Read Only and the other Hidden.  Uncheck the Read Only.  Restoring the backup file should work fine now. 

Alternative Option: 

When you choose to restore a backup, QuickBooks will open the Save Company File As window. Locate the company file you are replacing, then right-click on the file name. This will open a menu.

Select the Delete option from this menu, which will delete the existing file. Then you can click on the Save button to save the file in this location.

QuickBooks: Details for Vendor Payment

I have a lot of invoices and credits with one of my vendors. I would like to research what had been applied when the check was created.  When I look at the screen for the check it shows vendor bills but not credits. The same with HISTORY. The check detail report also ignores credits.

Where can I find the full detail for what went into creating a check amount?

There are two ways that you can get the information. 

The first way is to open up the check, right click on it and select “QuickReport.”

The second way is to select “File” then “Print Forms” then “Bill Payment Stub.” This will give you the information in a very nice format.  If a bill was paid completely with a credit memo of the same amount, it will not show on the Bill Payment Stub; you will need to go to the bill and click on the “History” button at the top of the bill to see how it was paid.

QuickBooks: New 2012 Timesheet Entry

Can you please help me? I have a client who needs to enter a massive amount of information to employee’s timesheets in QuickBooks 2012.

She has to enter the same information for several for several employees that work on the same job.  She does not want to reenter the information over and over again.  Is there a trick to getting the same information to a different timesheet for a different employee?

There is a wonderful new feature in QuickBooks 2012 called batched timesheets. To successfully create batch timesheets for QuickBooks 2012 do this first:
1. Enable time tracking in QuickBooks:
·         Log into QuickBooks as the QuickBooks Administrator in Single-User
·         Click on the Edit menu and select-> Preferences> Time & Expenses>
      Company Preferences tab
·         In the Time Tracking – Do you track time? Select Yes and set the First
      Day of Work Week.
2. Enable the Use time data to create paychecks for each employee:
·         Click the Employees menu select Employee Center> click Employees
     tab> Click on the Employee that you would like to enable Use time data to
      create paychecks
for> click Edit Employee button in the upper right or
     Double-Click the employee's name.
·         Click the down arrow in the Change tabs:> choose Payroll and
       Compensation Info
·         Make sure the Use time data to create paychecks box is checked.
·         Click OK in the upper right to save the changes for this employee.
·         Repeat for each employee in your employee list.

To create Batch timesheets for an Employee or Vendor:
  ·         Click Employees menu.
  ·         Click on enter Time> Use Weekly Timesheet.
  ·         Click the Name drop down and scroll to the very top. 
            Choose multiple names (Payroll)... or multiple names (Non-Payroll)...
  ·         Select the names from the Select Employee, Vendor or Other Name box,
            click OK.
  ·         Fill in the timesheet then click Save & New or Save & Close to record the
            timesheet for the multiple Employees or Vendors.
QuickBooks will have recorded the same timesheet for the multiple names that were selected.

QuickBooks: Maneuvering Shortcuts

(plus key) Increase a number in a form, such as a check number or invoice number
(minus key) Decrease a number in a form, such as a check number or invoice number
Save the current transaction
Save the current transaction and go to the next
Go to the next field
Go to the prior field
Up Arrow
Go to the previous line in a form
Down Arrow
Go to the next line in a form
Page Up
Move to a previous page in a form area or report
Page Down
Move to the next page in a form area or report
Ctrl-Page Up
Move to the first item in a list or register
Ctrl-Page Down
Move to the last item in a list or register
If you are viewing a report this will “quick zoom” – open a register or detailed report. In other windows this will often select the highlighted button/operation
Record (save) the current record. If you have several buttons at the bottom of a transaction window (like “Save & Close”, “Save & New”, “Clear” and so forth) then Ctrl-Enter will select the best “save” option available. Enter will select the button that is highlighted, which might not be the best “save” option

If you have selected a menu and you see a letter underlined in one of the menu options, OR if you are in a window and you see a letter underlined in one of the buttons, hold the Alt key down and press that letter to invoke that option.