The essence of the software is to record, organize, process and present ('report') information.
Literally any information displayed anywhere in the program is a 'report' which can include any information stored in the BCSS database.
|Possible BCSS Reports (*Available in Diamond and Virtual)|
Last Purchase Dates
Quantity on Hand
Sales on Hold
A Virtual report includes only clients who have online access.
The content of each report is determined by the mouse clicks and key strokes used to produce the report.
For example, clicking on an option in the Work-Areas menu (like Clients)...
...presents a list (a report) of clients in the Main Table:
Clicking on any of the time-period buttons...
...narrows the list (the report) to only those records added or edited for the time period selected. Clicking on 'Today' for example shows only records added or edited today.
Every work area has a section at the bottom presenting (reporting) information about the record selected. This is the Details Area for a selected client record showing account information:
Clicking on the colored buttons:
...displays other information about the selected record. For example, clicking on the General tab displays contact information for the person selected:
Selecting other colored buttons like Items, Notes or Settlements would present (report) information about the client's items, notes about the person and settlements processed.
Each Work Area...
...has Quick Links (like these for the Clients Work Area)...
...that either produce information or perform a task.
Select a Client and use Quick Links to:
Other Work Areas and Their Quick Links
Quick Links for the Inventory Work Area:
Item to Invoice: Select an item to add it to the sales invoice.
Other options: Apply Discounts, Batch Discounts, Choose Labels to Print, and View Current, Discounted, Added and Sold Items.
Key-Press Reports: Press a function key at the top of the keyboard to view these reports:
|Inventory Entered Today||F8|
Producing Custom Reports
Filtered reports are accessed by clicking on Reports on the Main Menu:
Select one of the options under Reports - Clients, Disbursements, Inventory, Sales (or Buyers in Diamond and Virtual):
Choose settings (filters) on the ensuing screen to determine what information is to be included in the report.
For example, to create a list of Clients who are Active, who are on the Mailing List and who have account balances between $0 and $500, make these settings:
Reports may be printed in PDF format using a 'printer driver' for a (free) program like PDFCreator. Just select that 'printer' on the Windows Print Screen to print any report to file in PDF format (and attach the report to an email or print it out any time).
All reports for all other options function in the same way.
How Much Are Clients Owed?
Total Paid to Clients - Run a disbursement report to see the amount paid to each client as a subtotal and the total amount paid for all clients for a given period of time:
Search and Sort Records
Note: Columns containing both letters and numbers is sorted (in databases) as text so numbers will appear in order of 1,10,2, not 1,2,10. Due to a limitation of the component used in the program, numbers also sort as text in reports and in lists of labels.
When looking for records currently added or edited, click on the time-period buttons to display records for the time period selected:
Click on View All to restore all records.
If a record doesn't appear after it's been added, click on View All.
Sort Columns in the Main Table (version 6.0.516 and later)
In any Work Area, click on the table header to sort the column alphabetically or numerically:
Click on the header again to reverse the sort order.
The triangle on the right of the column header indicates the sort order:
It may be necessary to move the vertical scroll bar (on the right of the main table) up or down to find a record.