4. Report Items

Access this screen from the menu by clicking on "Report Items".

This screen will display a list of items satisfying conditions you specify. If any column in the table has to satisfy a value or range of values, that information is entered in the text area above the table:

To display only a particular value, enter the value (or alternately the value preceded by =)
To display all values greater than a value, enter the value preceded by >
To display all values less than a value, enter the value preceded by <
To display a range of values, enter the starting value - ending value (use hyphen and not underline)

For instance if you want display only items for Consignor last name "Higgins" with sale prices of over $40, enter "higgins" in the Last name text area, and ">40" in the Sale Price text area.

A text area left completely blank imply that it is not a factor in selecting items for display.

If you wish to specify a blank (or unfilled) value, enter "=" (meaning that it should equal blank) or "-" (meaning values ranging from blank to blank). For example if you wish to list all unsold items (Date Sold is blank), enter "=" or "-" in the text area for Date Sold.

In addition to selecting values for display, you may select the sorting sequence by clicking on a column. By default it will list items by consignor name. If you wish to sort by Date Sold, click on that column.

Once all the selection and sorting parameters are defined, click on the "Show" command button to display the items you selected.

Prior to listing the items, you may check one or more of the options available, namely:

Summary: This will show only totals for each of the sorted values. For instance if you clicked on the Date Sold column, the list will show Cost Price and Sale Price totals for each of the days sold, omitting the detail items. If you had sorted on Last Name you will see a display of totals by consignor.
Show totals with Detail: This is the same as the Summary option, except that all the detail items are shown also.
Send to Print File: This will send a copy of the listing to a Comma Separated Variable (.CSV) file, capable of being read and printed by Microsoft Excel.

Here are some functions that you may use this report for:

Sale amount by consignor during a period: start date - end date in Date Sold text. Sort by Last Name. Select summary option.
Sale amount by category during a period: start date - end date in Date Sold text. Sort by Category. Select summary option.
Sale amount by day during a period: start date - end date in Date Sold text. Sort by Date Sold. Select summary option.
Amount owed to each consignor: > in Date Sold, = in Date Paid. Sort by Last name. Select summary option. The grand total cost price will be the total amount due to consignors.
Aging of inventory: = in Date Sold. Sort by Date Added.
Items covered by a check: Check no. in Pay Ref.

If you wish to make a change to an item in this table, simply click on the item and then click on the "Item" command button. This will take you to the Item screen, showing the selected item. You can then proceed with your change.

The advanced search text area is used for finding items using the reserved terms "and", "or" and "not". If the word "and" is joining to search words, then both have to be found in the search area for the item to be listed. For the word "or" either one would do. The word "not" before a search word means "anything but" that word. The search occurs in Last Name, First Name, Category, and Subcategory.

The best way to demonstrate its use is to give some examples:

If the inventory includes several types of bracelets, and you are looking for silver bracelets, enter "silver and bracelet". If you had entered "silver or bracelet" all silver items and all bracelets would be listed.

If you want only silver bracelets for consignor Larry Ingel then enter "silver and bracelet and ingel". If on the other hand you wanted all silver bracelets except for Larry Ingel then enter "silver and bracelet and not ingel"

If you want to list any item that is red or green, enter "red or green". To make matters even more complex, in rare instances you might need to mix "and" and "or" in a search parameter. For example if you are looking for silver bracelets for Larry Ingel or Nancy White, enter "silver and bracelet and (ingel or white)". The reason for the parentheses is for it to resolve who it belongs to first before checking for the other conditions. Do not worry if you are not very clear about the parenthesis issue, for it is rarely used.