Report generator: Specialised

Report generator: Specialised

Specialised fields

In most cases it is straightforward identifying the information you want to print using the report generator. All the field names (Client Name, Animal Name, Supplier, etc.) are exactly the same as those on record cards. The fields you can select also reflect the area from which you launched the report generator (e.g. stock control).

However, when you are creating reports you will encounter extra fields which you may not recognise. These fields have been included to make it easier for you to analyse the results of your reports. They are as follows:

First Transaction Date
This will allow you to base reports on the first time a client was seen. You can assume this will also be the registered date (assuming you have not archived any records).

Last Billing Amount & Last Billed Date
These can be used as a check against invoices and Aged Debtor lists e.g. With a search criteria of

	  Balance Due :    >0,^!=&lb
	  Billed Date :    31.02.99

Will list all records where the client has a balance outstanding and the Invoice raised was for a different amount. This should be run just after the invoices. (See Advanced uses).

Using report generator to analyse clinical records
To enable you to run reports based on work entered on the clinical screen there are some additional options which you can select to print out:

Count (Clinical)
This will give you a count of the number of lines the search criteria matched. A count will also be given on the summary page of the overall totals.

Date (Clinical)
This will give the date of the last transaction that matched the search criteria.

Clinical Text
This will give the text of the last transaction that matched the search criteria.

Note: There is no point in selecting these options if you are not searching the clinical records.

Searching clinical records
When you choose to base your reports on clinical records, you will need to select 'Clinical Records' from the search selection screen. You will be prompted as follows:

Start Date	The first date to be included in the search.
End Date	The last date to be included.
Analysis Code	If the specified analysis code(s) appeared
Text AND Text AND Text	The options are for searching in text, remember to include the 'contains' keyword ($) otherwise the match will be based on a match at the beginning of the line. Details entered on each line will be matched against EACH clinical line. If details are entered on multiple lines then ALL must occur before a match is successful e.g. Text $Drontal,$Program AND Blank This will match any animal that contains either Drontal OR Program Text $Drontal AND $Program This will match any animal that contains Drontal AND Program.
Fees	The Fees amount of a line
Drugs	The Drugs amount of a line
Line Balance	The total (inc VAT) of the line
User	The use who did the work

You can use all the Report Generator meta characters on the above lines. The only option that works differently is the ! (NOT).

Normally an ! anywhere on the line will indicate a NOT match, however, with the clinical record search, if the ! appears as the 1st character of the line then this will apply to ALL the clinical records e.g.

Text      $Program,^!$Tabs

This will match all LINES where Program occurs but NOT Tabs.

Text      !$Program

This will match only if Program does NOT appear anywhere within ALL the clinical records. You can make use of this by using the 'Read from file' option within the report generator. For example, you may want a list of all clients who have had a 'Dental' but have NOT bought a toothbrush.

Step 1) - Setup a search for 'Dental'
Run the report - Use Disk - Record as the output

Step 2) - Setup a search for NOT (!) toothbrush, do not include any other criteria.

Run the report, leave the start number blank and enter when asked the name used for the earlier report.

This will generate the final report.

Notes:
Count - The count shown will be that of lines matched, if you have multiple search criteria then the count will be that of ALL the criteria that matched. This option is only really of use on simple matches.

Abort once found - The abort once found option will cause the search to stop as soon as all the criteria have been matched. If you are using either the count or displaying the clinical text then the results may be misleading. However, the report will run quicker.

CSV File - Whenever a clinical search is carried out the system will automatically create a CSV File containing all the clinical lines that were matched, the file will be given the same name as the report with a 'R' prefixed to the name, you are running and will be overwritten each time. This CSV file can then be exported to a spreadsheet to further analysis. e.g. Create a table showing the sales of Wormers and Flea products by user on all animals vaccinated over the past year. The CSV file will be created even if the report is displayed.

Date Fields - All the usual date shortcuts can be used e.g. >-30 for 30 days ago. This allows you to have reportssetup that will always use a dynamic time period.

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