Sage 100 ERP: How to Create Crystal Report Extended Descriptions

Even though tables have changed for item extended descriptions since Sage 100 ERP 4.40, they are still difficult to manage. Extended descriptions are often used to add lengthy descriptions for inventory items. They are crucial for many companies, particularly manufacturers. The extended descriptions in Sage 100 ERP can be used to aid in uniquely identifying items in order to distinguish them from similar parts or just to create separations for products in various product lines.

Prior versions of crystal reports in Sage 100 ERP made it cumbersome and difficult to add extended descriptions to reports. Also and more importantly they were used on sales invoices to aid in both the customer and the seller with enough descriptions to avoid any confusion as to the identification of the item. Changes were made and improvements made it easier to add them to reports. However as the tables changed in various version, so to the ability to carry those extended description fields through to various reports and fields.

If trying to create a crystal report with item extended descriptions for versions 4.40 and higher there could be an issue with the report timing out. Timing out refers to the amount of time it takes for a report to run. If the report takes too long to run it can hang and thus time out.

A go around in Sage 100 ERP and a way to solve this is to try using a sub-report. Sub-reports are report designs within a report. They allow for more flexibility and data exchange.

In Sage 100 ERP for example, make a subreport with the SO_HistoryDetail and the CI_ExtendedDescription. Insert it into the main report and link the sub-report to the main report by the SO_HistoryDetail Extended Description Key. The links are important and care should be taken that they are correct. Once that is accomplished In the main report, create a formula that would suppress the SO_HistoryDetail Item Description if the SO_HistoryDetail Extended Description Key was not blank so the extended item text prints instead.

There are always various ways to accomplish various problems that are often encountered when creating a crystal report. This is just one way to accomplish the extended description dilemma and provide smooth and effective processing of reports to avoid those timing out issues.

Having an understanding to what will be available in upgrades is invaluable to gain the best of Sage 100 ERP!

Blog contribution by Source One Systems

Source One Systems has specialized in provided business technology solutions for over 20 years. We have intentionally chosen to specialize in Sage Software’s Sage 100 ERP, formerly MAS 90/200 product family. Our focus has always been to provide a complete solution to meet the business management needs of our clients. We are driven by the professionalism of the CPA profession and have combined it with the relationships and detailed understanding of our client’s management processes at all levels of the sales and purchase cycles. Trust and accountability is at the core of all installations. With over 25 years combined experience using the most cutting edge technology the support and service we provide is unparalleled. Our focus is gaining an understanding our clients needs, not our own. We will not sacrifice our client’s needs at the expense of profitability or responsiveness. We believe you will not be purchasing an accounting software solution but a relationship that will be crucial in implementing whatever solution you choose.

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