Running Web & Crystal Reports - Login instructions and exporting data

Running WEB Reports

If you are having issues running WEB reports using IE, please try Chrome or Firefox.

  • The data warehouse is Fund/Org secure. If you do not have access to the fund you will not be able to view the results
  • You will only be able to run these reports once you have FIS access and Data Warehouse Access.
  • When running reports off of the Operating Ledger the dates must be according to the University fiscal Year. Running reports off of the Grant Ledger requires the Calendar Year dates. (more information)

For questions or help in using any of these resources, contact the Finance Help Desk: 514-398-3463 | fishelp.acct [at] mcgill.ca (Email)

(Click on the titles to expand any of the topics listed below.)

Login Instructions for Web Report Templates

  1. Select the report you wish to run by clicking the "Web Report" link.
  2. A Log On to InfoView window will appear. (If running multiple reports in one sitting, you will be prompted to enter information on this screen only once.)



    Enter your McGill Username (first.last [at] mcgill.ca) if it is not already displayed, and enter your McGill Password. (more information)
  3. Below the McGill Password field, ensure that Authentication is set to LDAP.
  4. Click Log On.
    [If you have data warehouse access, and are unable to proceed past this step, contact the Finance Help Desk at 514-398-3463| fishelp.acct [at] mcgill.ca (email).]
  5. A Database Logon screen for banrep will appear.



    Enter your Banner UserID (User ID field) and enter your Banner password. (more information)
  6. Click OK.
  7. At the prompt, enter your report parameters. Remember to complete all fields.

  8. Click OK.
  9. The report displays your data dependent on the criteria entered in the prompts

TIPS:

  • Use the icons in the Crystal Reports web browser to print, save, and export the report.


     
  • Consult the IT Knowledge Base for troubleshooting tips (supported browsers, printing issues, etc.).

Exporting data from Web Reports

  1. Run the report using the preferred options
  2. On the upper left corner, press the diskette/paper button called “Export this report” 
  3. Export
    • File Format:
      • Crystal Reports (RPT) – To save a copy of the template 
      • Microsoft Excel (97-2003) Data-Only – Preferred excel version
    • Page Range: All Pages 
  4. Click Export 
  5. File Download: Click Save 
  6. Select Location where to save and option, change file name 
  7. Click Save

Note: These steps were performed using Internet Explorer and for other browsers, steps 5 to 7 may be different. | This method has no options as the desktop version. Formatting cannot be preserved in the export to excel.

Login Instructions for Crystal Report Templates

  1. Select the report you wish to run by clicking the "Crystal Report" link.
  2. The report template will open up in the Crystal Reports environment.

  3. Click the Refresh button (F5) to run the report.
  4. At the prompt, enter your report parameters. Remember to complete all fields.

  5. Click OK.
  6. An Oracle Server window will appear.



    Ensure the Service field displays banrep.mcgill.ca.
  7. Enter your Banner UserID (User ID field) and enter your Banner password. (more information)
  8. Click Finish.
  9. The report displays your data dependent on the data entered in the parameters.

TIPS:

  • Click the Print icon to print the report.
  • To refresh the report or run the report with new values, click the Refresh button (F5).
  • To toggle between pages, click the arrows located at the top right of the page.
  • To save the report click the Save button.
  • In the Crystal Reports environment you may edit or manipulate the report.

Exporting data from Crystal Reports

  1. Run the report using the Excel friendly option
  2. On the menu bar, select File > Export > Export Report
  3. Format: Microsoft Excel (97-2003) Data-only
  4. Destination: Application
  5. Click Ok
  6. Excel Format: Custom
  7. Click on “Options >>>” if Options selection not available
    • Optional: Check Export Object Formatting – to keep the colour formatting from Crystal Reports
    • Uncheck Export Images
    • Uncheck Use Worksheet Functions for Summaries
    • Uncheck Maintain Relative Object Position
    • Uncheck Maintain Column Alignment
    • Uncheck Export Page Headers and Page Footer
    • Uncheck Simplify Page Headers – to export column headers
    • Uncheck Show Group Outline
  8. Click Ok

HOW TO modify Crystal Reports Templates

Frequently Asked Questions on How to Modify existing Crystal Reports Templates

Note – All of the actions listed below may be performed in both the Design and the Preview tabs. The instructions below state the recommended tab to use.

I want to Steps

Sort displayed transactions by a field appearing in the report (for example: sort transactions by Activity code)

  • In the Preview Tab, click on Report > Record Sort Expert.
  • Select the field that you want to sort the report by and click the Greater Sign button.
  • Click OK.

Note: Depending upon how many groupings are in a report, the sort order may be superseded by the groupings.

To change it to be the first sort in your report:

  • Click on Report > Record Sort Expert.
  • Select it from the "Sort fields" section and drag it to be the first sort.

Display transactions matching a specific value for a field appearing in the report .

For example: Transactions posted to Account code 700026 or Transactions with an Actuals value greater than $5,000.

  • In the Preview Tab, click on Report > Select Expert > Record.
  • A new window will open. Click on the New button and choose the desired field from the listing of Report Fields(for example: ...ACCOUNT_CODEor ...OPERATING.ACTUALS). Click OK.
  • From the drop-down list, select a criteria (for example: "isequal to" or "is greater than").
  • Type in the value of the select criteria (for example: the Account code "700026" or the value "5000") and click OK.
  • Click on "Use Saved Data"
Group displayed transactions by a field appearing in the report
(for example: group transactions by Activity code, group funds by FFM).
  • In the Preview Tab, click on the Data field that should be used to group the data (the field will be highlighted).
  • Click on Insert > Group. The selected data field will appear in the "When the report is printed..." section.
  • Click OK. A new group for the selected field will be created.
  • Repeat thesteps aboveto create additional groupings.

To insert associated information into the group header (for example: display the activity title next to the Activity code or display last name and first name next to the FFM ID):

  • In the Preview Tab, open the Field Explorer dialog box.
  • Expand the Database fields by clicking on the "plus" sign.
  • Click on a field and drag and drop it into the group header.
Switch the grouping order of the displayed transactions.

To switch the Grouping order, go to the Design Tab.

  • Click on a group header on the left hand side of the report (for example: Group Header #2).
  • Hold the mouse button and drag it up (to become Group Header #1) or down (to become Group Header #3).
Change the Background color of the Group Header.
  • Either in the Preview or Design Tab, right-click on the Group Header on the left-hand side of the report.
  • Select Section Expert.
  • Click the Color button on the top right of the newly open window.
  • Check off the Background box.
Delete a grouping.
  • In the Design Tab, right-click on the Group Header you wish to delete and select Delete Group.
Hide transaction details and only display the group header/footer.
  • In the Design Tab, right-click on the Details Section on the left-hand side of the report.
  • Select Hide. This will allow you to drill down by double-clicking on the group.
OR,
  • Select Suppress. This will not allow you to drill down.
Display transaction details which are hidden.
  • In the Design Tab, right-click on the Details Section on the left-hand side of the report.
  • Select Show. This will display the transaction details.
OR,
  • Select Don't Suppress.
Add a fund to a report that queries only one fund.
  • In the Preview Tab, click on Report > Select Expert > Record.
  • Find the Fund_Code_Key tab
  • From the drop-down list, select "is one of"
  • Type in the Fund codes you want to include in the report.
  • Click Add and OK.
  • Open the Field Explorer dialog box.
  • Expand the Parameter fields by clicking on the "plus" sign.
  • Right-click on "Fund Code" and select Delete.
  • Click on "Refresh Data".
  • In the Design Tab, expand the Database fields by clicking on the "plus"sign.
  • Find the Fund_Code_Key field, drag and drop it next to the Fund Code in the Page Header section.
Reduce the height of a section (header, footer, details) - there is a lot of white space remaining, but, something is blocking the section from being reduced.
  • In the Design Tab, move out all remaining objects from the section which needs to be reduced (if applicable).
  • Right-click on the section name on the left-hand side of the report.
  • Select "Select All Section Objects". Any objects remaining in the section will be highlighted in blue.
  • Hit the Delete key on the keyboard. The selected objects will be deleted.
  • Move the objects which should appear in the section back in (if applicable).
  • Reduce the height of the section.