Using Crystal Reports in SAP Business One

Using Crystal Reports in SAP Business One

Crystal Reports are a powerful tool integrated with SAP Business One.  If you know how to use Crystal Reports, it can make data collection and display very simple.  Pioneer’s very own, Oren Tabib (CEO) and Elizabeth Cameron (SAP Consultant) give an in-depth look at creating basic Crystal Reports designs and visualization and provide users with tools to modify existing layouts. If you are new to Crystal Reports, or would just like to brush up on the basics and maybe learn a thing or two, check out our Webinar on Using Crystal Reports in SAP Business One ON DEMAND here, or continue reading below.

Crystal Reports Training Agenda

  • Intro to Crystal Reports
  • Creating a Crystal Report from Scratch
  • Creating Visuals
    • Graphs
    • Charts
  • Parameters and Tokens
  • How to: Golden Arrows
  • Working with Commands, Views, &Stored Procedures
  • Documentation

Intro to Crystal Reports

This Section Starts at 0:02:30

First, the question that may be on some of your minds, what is a Crystal Report? What can Crystal Reports do? And what about Crystal Reports is special to SAP Business One?

 Crystal Reports is a business intelligence application that allows users to graphically design data connections and report layouts.

Crystal Reports can modify reports, layouts, and things of that nature.

One of the tools that come exclusively with SAP Business One is the Crystal Reports Viewer – the viewer that allows us to view different Crystal Reports

Creating a Crystal Report from Scratch

This section starts at 0:05:00

So let’s jump right in! The best way to learn is to do, and Elizabeth dives into Crystal Reports directly to show how to build a Crystal Report from Scratch.

Similar to most Windows Operating software, you will find familiar menu options such as file, insert, format, and etc.

But with Crystal Reports we also have a “Report Section”, where you will actually be building your report.

Report Section Break Down:

Report Header/Footer: Information you only need to show once, such as your Company Logo

Page Header/Footer: Information you want to display at the beginning of each page

Details: Repetitive information, such as sales order detail line, items, quality, price, and etc.

Field Explorer (aka: Your Best Friend):

Has Everything you need to build a Crystal Report. Such as all the database information you will pull in, and any formulas or parameters you will use.

The tools just above the Report Section (aka: Your Other Best Friend):

The row of tools just above the Report Section also contains many of the things you will use to create a Crystal Report. Including Grouping, summary options, filtering options, and sorting options.

Now that you know the tools, let’s make a Crystal Report!

Opening a New Crystal Report:

There are 2 ways to open a new Crystal Report.

  1. You can use our Best Friend the Field Explorer and go to Database Fields > Database Expert…
  2. You can go to File > New > Blank Report/Standard Report (uses a Report Wizard)

Oren decides to open a Blank Report and explains how to connect to a database through that route.

Also showing how to add “Tables” to the Crystal Report.

Don’t recognize what the Table Titles mean? Go into SAP > View > System Information : This allows you to hover over fields, and in the Bottom Left corner of the screen, it will tell you the header and the detail of each Field.

Adding information from your selected Table:

Once you have added a Table to your Crystal Report, you can easily access it in your Best Friend, the Field Explorer.

You can then drag and drop the information you want and place it in the Details section.

After you have your information you can then Filter the information to narrow it down to specific information.

You can also Edit the format of the fields to clean up the report and make it easier to read or to highlight specific information.

If you see ###### in your report, simply drag and expand that column until all numbers fit into that space.

You can also Group information by a specific category, such as “Card Name” or so on.

Don’t want to see certain data? You can Hide or Suppress content.

Adding Visuals to Crystal Reports

This section starts at 0:20:15

Similar to many Windows Programs, to “insert” something into Crystal Reports, you are going to go to the Insert Tab at the top of the menu.

In this case, we are going to start with a simple chart.

Once you create your chart, it will show you an outline of its size and shape, and you can choose where to put it down.

When you want to edit the style, design, or even type of chart, you can right-click to get to Chart Expert or Format Chart.

Here are a few examples of the types of Visuals you can create:

Sales Chart

KPI Gauge

Parameters & Tokens in Crystal Reports

This section starts at 0:35:33

There are several ways to filter data. Elizabeth showed us earlier that you can use the Select Expert to filter data, but going back to our Best Friend the Field Explorer, you can also use Parameter Fields to filter data by creating parameters.

Tokens: a special type of parameter that allows crystal reports to provide the user with native SAP forms to use as selection parameters.

Golden Arrows in Crystal Reports

This section starts at 0:45:40

This next section covers something you’re familiar with seeing in SAP: Golden Arrows. They allow you to drill down into any type of data.

First, you will have to save the Golden Arrows in SAP as an image file.

To insert a Golden Arrow, go to Insert > Picture > and select the Golden Arrow Image you saved earlier.

Then place it in your Crystal Report. It should already be the size that you need.

Right Click and select Format Graphic, and go to the Hyperlink tab.

Then select that you want to create a “Website on the Internet” > and copy and paste the link to the CardCode/Business Partner Code for the Table that you want to show the information for.

After that let’s add some logic and click on the little Pencil icon next to the link, and add the CardCode to the code box there as well.

 All of the logic is located in the Documentation section of this blog and the PDF listed under Resources.

Working with Commands, Views, and Stored Procedures in Crystal Reports

This section starts at 0:49:05

This last section goes over Commands, Views, and Stored Procedures.

Commands allow you to use an existing SQL query as a base for creating a crystal report

Instead of selecting a Database to add your Table, you can Add Command

A View is a command (SQL query) saved in the database. It can be called upon in a Crystal Report

Stored Procedures allow you to sort and filter data before pulling it into the Crystal Report; this is a good option for large data sets

*We will likely go more in-depth on how to use Views and Stored Procedures in future Crystal Report Training Sessions.*

Q & A

Both throughout the presentation as well as at the end of the presentation we had a few great questions!

These Questions start at 0:29:45

  1. What’s the difference between the different “connections”?
    1. Different types of connections are different ways to connect to the database. The differences are the way the system is going to connect to the database.
  2. Where to access Crystal Reports Builder in SAP?
    1. If you have Crystal Reports installed, it is most likely installed on a terminal server.
      1. There are the Report and Layout Manager window which will allow you to import any Crystal Report you have in SAP.
      2. You can also use Tools > Preview External Crystal Reports File

This Question starts at 0:52:00

  1. Can you Drill Down to the details in a Visualization?
    1. While there is no option to add a hyperlink drill-down to an SAP form (think: Golden Arrow), you ARE able to double-click on a pie slice to drill down into a subreport with details about what data makes up that chart.

Documentation

Crystal Reports in SAP Business One Resources

Looking for more information? Below are a few links carefully selected by our experts that should give you everything you need to know about Crystal Reports in SAP Business One. Feel free to browse our resources or check out our knowledgebase. If you have any questions about Crystal Reports or want to know how you can run your business better with SAP B1, reach out to us by phone 855-202-5087 or email info@pioneerb1.com.

Crystal Reports Training Guide

Webinar Presentation PDF

 Crystal Reports Training Webinar on Youtube

SAP Business One LinkedIn Tips and Tricks Group

How to Work with SAP Crystal Reports in SAP Business One

Pinterest
LinkedIn

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