The contract report group drives the invoice format that is used for the contract invoices. Each contract has a report group specified that is used for the invoices for that contract.
To create a new contract report group:
1. Save the Crystal Report to the appropriate folder.
2. Create the report definition.
3. Create the report group.
4. Assign the report group to the needed contracts.
Crystal Report
Crystal Report
The first step in creating a new contract report group is to save the Crystal report to be used to the appropriate folder. We would recommend putting all custom reports in a shared network folder. If you do not have a shared network folder for the custom reports, you will need to install the Crystal report on every desktop that needs to print the report. See here for more details on setting up a shared network folder for custom reports.
You can find the shared folder for custom reports by going to the Tools menu and selecting Options. From there go to the Reports section:
If you do not have a shared network folder, you'll need to install the Crystal report on every desktop that will need to print the contract invoices.
Report Definition
Report Definition
Once the Crystal report is saved in the custom reports folder (Network or local) you can create the report definition. The report definition is done by going to the Tools menu and selecting Report Definitions from the drop-down:
Click on the New button to create a new report definition:
You'll need to assign a value for the Report definition and Description and then choose the Crystal report from the drop-down list.
There are various options that you can choose to set for the report definition:
**If you are creating the report definition to be used with either the ConnectWise or Autotask integration, you can leave these options as the defaults and save the new report definition.**
Show meter details - Yes/No
Allocate grouped meter charges to equipment - Yes/No
Show grouped meter charges also - Yes/No
Show equipment location remarks - Yes/No
Report display for Overage - label used for overages on invoice
Show contract minimum charge full amount - Yes/No
Min billing line label - label used for the minimum billing line
Once the options are set, save the report definition.
Report Group
Report Group
Once the report definition is created, now you are ready to create the report group. Report groups are also found in Tools - Lists and Codes, under Report Groups.
Click on New to create a new report group.
You will need to give the report group a name and description and then choose the primary report definition from the drop-down list. Click OK to save the report group.
Assign to Contract
Assign Report Group to Contract
Once the report group has been created, assign it to the contract by selecting the report group from the drop-down on the Billing/Contact tab of the contract:
**For the ConnectWise and Autotask report groups, you'll assign the report group to the contract template and then the report group will be copied to all contracts created from the template.**
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