Horse Farm Management s Report Writer. User Guide Version 1.1.xx

Transcription

1 Horse Farm Management s Report Writer User Guide Version 1.1.xx August 30, 2001

2 Before you start 3 Using the Report Writer 4 General Concepts 4 Running the report writer 6 Creating a new Report 7 Opening an existing (saved) report 31 Sharing reports with other users 36 Appendix A (Defined Areas and field listing) 37 Appendix C (Example walkthroughs) 40 Basic Report System Samples Create a report that will list all of the foals and their nominations Create a report that will list all horses currently boarding on the farm and group them by Horse Type Create a report that will list all horses currently boarding for one owner and the ownership percent for each horse Create a report showing mare name, stallion bred to last year, last day bred last year, foaling date this year, color & sex of foal this year. 58 Stallion Season Booking Samples Create a report that counts how many mares were bred to a particular stallion for a particular breeding season and what their final status was for that year. This report will group by final status Create a report that lists what terms have been assigned to each share for one particular stallion and the contract amount. This report will group by the terms Create a report that lists all mares bred to a particular stallion in a particular year, their Boarding Farm, Last Date Bred and Final Status Create a report that shows all of the stallions that one particular client has bred his mares to as well as their final status and a total count. 79 Appendix D (Advanced Report Filtering Ideas) 84 Appendix E (Enable Sharing of Reports) 86 Page 2 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

3 Before you start The purpose of the report writer. Allows the user to create simple reports that are not in the standard set of reports in the Horse Farm Management software. Working with the report writer is safe. Your data is not changed and cannot be damaged by using the report writer. Even if you make mistakes using the report writer the data is unchanged. The only way to learn to create reports is to try Other choices For more powerful report writing you can use MS Access 97 or greater to create your own reports. To let you know how powerful the report can be using MS Access, you should know that ALL of the reports that are in Horse Farm Management where created using MS Access. We do not provide free support with using MS Access to generate reports. But for a fee we can provide help when needed. One last word of warning on using MS Access, unlike the report writer that we provide, you can change data (and even damage your data) with MS Access by making mistakes when creating reports. So we recommend taking a class before working with MS Access on your data. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 3 of 87

4 Using the Report Writer General Concepts Introduction The report writer is a separate program that can be started even if Horse Farm Management is closed. Reports can be saved and reused at any time. Planning how a report should work and look before starting makes the creation of the report easier. Fields Lists controls A small window that lists fields is displayed on the left. The user can pick any and all fields from this list to be included in the report. To select a field either double-click the field you wish to include or single-click the field and then click the > button. The new field will be moved to the window on the right. To unselect a field the user can click a field in the right window and click the < button (or double-clicking the field will do the same thing). Drop-down controls A drop-down control will list values for the user to pick from. Some will limit the user to the items listed. Other will list values, but the user can also type any values into the top of the control. To open the list, click on the down arrow on the right of the control. Yellow fields Any field that has a yellow background is a required field and a value must be entered before the user will be allowed to continue to the next step. Option controls This control will have a light box around a set of choices. Each choice has a circle that can be clicked. Only one of the options can be picked at a time. Page 4 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

5 Check-box controls A check-box control asks a yes or no question. If you wish the option to be Yes click on the box and an X will be displayed in the control. Buttons The Previous and Next buttons move the user to the prior step or to the next step in writing the report. Each screen has a Help About button that will display help for the screen that is currently displayed. Each screen is a single step in creating a report so the help text will explain what this step is asking for. The Cancel button will abort the current report that is being worked on and return the user to the first screen in the report writer. The Quit Program button will close the report and the report writer. The Finish button will open the report to the screen for the user to review. When the report is being viewed on screen, a button bar is displayed at the top of the screen. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 5 of 87

6 Running the report writer Introduction The report writer can be run two ways. One way to run the Report Writer is directly from the start menu in Windows, and the other way is from within the Horse Farm Management software. Running from Windows 1. Click on Start button (usually bottom-left of screen), Click on Programs, Click on Horse Farm Management System, Then click on Report Writer. Running from Windows Horse Farm Management software A 1) Click on Reports and then Report Writer (see pointer A above) Page 6 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

7 Creating a new Report Introduction The report writer has been designed with a series of screens that together will guide you through the creation of your report. Each screen has it own function and deals with only one area of the report design. 1) Create a New or Open an existing report screen This screen does not have any saved reports so the only choice here is to click the New button. We will review the other options and buttons later in this guide. For now, we will continue learning how to create a new report. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 7 of 87

8 2) Select data area screen This page will let you pick the report type or Data Area that the report fields will be based on. For the Standard version of the system the report writer has only one option ( Basic Report System ). For farms that have the Syndicate option a second area called ( Stallion Season Bookings ) is available. When this screen is opened, the field will default to the Basic Report System. Basic Report System Has fields from the horse, owners, mare information (for mares boarding at the farm), and foaling results screens. Stallion Season Bookings Has fields from the Stallion s shares, Ownership, basic Stud Fee information, outside mare information, and the season book file screens. Note: All instructions given in this guide will be based on the Basic Report System area. All of the instructions in this guide will work regardless of the area picked. Make sure the Basic Report System is selected and click Next. Page 8 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

9 3) Select fields for report screen This screen is used to let you pick the fields that you wish to print on your custom report. Each field picked will show on the report as a new column. Only pick the fields that you wish to be printed on the report. If you need help on using this control see (the Lists controls on page 4) For this example find the follow fields in the Available fields list: Horse Name Horse Type Owner Sex Color DOB Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 9 of 87

10 The order that the selected fields are in will be the same order that the columns are placed on the report. The fields can be moved up or down if needed by highlighting the selected field that needs to be moved and picking the or buttons. This step is not required if you pick the fields in the correct order when initially selecting them. You will select Owner for this example and move this to the first item in the list. Click on the Next button when completed. Page 10 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

11 4) Headings for selected files screen Everything on this screen is optional. If everything looks fine you can click the Next button to skip past this page completely! The first control is the Current Headings. This is the heading that will be displayed at the top of the column when the report prints. If you wish you may change the wording to better show the meaning of the column. For example: If you are only going to print mares currently boarding at your farm you may rename the column called Horse Name to Mare Name. Other examples could be changing: Horse Type to Board Type DOB to Date of Birth Foal Color Previous Season to Color (or Foal Color ) Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 11 of 87

12 The Options control will add a single new line at the end of the report. There are only two options that can be picked: Count - The extra line will show the number of records created by the report. For example: if you are printing all mares currently boarding at your farm, then the count option will print (at the end of the report) the number of mares printed. This is just a simple count that is displayed at the end of the report. Sum - This is the same as count, but will add amounts to create a total line at the end of the report. For example: If you wished to add the Sum Insured. The options will also work with another feature called Group on the Report sorting screen screen (on page 23). This additional step will let a counting or summing to be grouped by another column. An example of this is counting all horses in a report, but also having counts for the number of horses at each farm or the number of horses for each horse type. Page 12 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

13 The size control will display the default size of each column that will be printed on the report. The user can change this value to a larger number if the column should be wider or change it to a smaller number if the column should be narrower. For example: the Horse Type defaults to 30 characters wide, but the widest horse type in the system is only 10 characters wide. The 30 can be changed to 10 to prevent a large amount of space from being wasted. There are two rules that have to be remembered about the sizes of the report columns: 1) The column size will be the greater of the field s size or the number of characters used by the column s heading. Example: If the field is only 5 characters wide, but the heading has Current Breeding Season Year then the column will be displayed using 28 characters (so the heading will fit). 2) Size must be between 5 and 30 characters. If the size is smaller than 5, the report will force the size of 5 characters to be displayed and fields over 30 characters will be reduced to 30 characters and the text will have to wrap (wrap will cause extra characters for that field to be printed on the next line). For this example we are not going to change anything. Just click on the Next button to continue to the next screen. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 13 of 87

14 5) Report criteria screen This is the screen that controls how many records will be printed by the report. Use of the options on this screen will control what horses will or will not be printed. This screen is also optional. All records are printed by default. If you skipped past this screen then all horses entered in your datafile would be printed. This is the most complex part of writing a report. Learning how to Filter all of the records in your data down so that only the few you wish to be printed on this report is the key point to remember. We will review how each control works but for additional examples of reports, look in the Appendix C (Example walkthroughs) on page 40). Page 14 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

15 The field control is the first control to review: Field control will show ALL fields even if not picked by the user to be shown in the report. The complete list of fields is shown in Appendix A (Defined Areas and field listing) on page 37. The fields that are picked are used to check to see if each record is to be printed. The fields picked on this screen will not show as columns in the created report but will show as part of the heading of the created report. For this example we will pick Horse Type. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 15 of 87

16 The conditions control shows how the field just picked will be used to limit the records: Every field has to have a condition assigned to it. This is how that field will be checked based on the value entered in the next control. Another way to phrase it is this: This control shows how the field that you picked will be compared to the value typed in. This is a list of the conditions in this control with a description of how each one is to be used. Contains ---- If the value you typed is found anywhere in the field picked then the record will be printed. Example: [Owner] Contains John would allow the following owners to print: John, Smith Johns, Connie Brooks, Johnson Given, John Begins with If the value you typed matches the first characters of the field picked then the record will be printed. Example: [Owner] Begins with John would allow the following owners to print: John, Smith Johns, Connie Ends with--- If the value you typed matches the last characters of the field picked then the record will be printed. Example: [Owner] Ends with John would allow the following owners to print: Given, John Page 16 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

17 Is between-- This will display two value controls for the user to enter. The values that are entered must be an exact match or fall between the two values entered. This is most commonly used with date fields. Example: [DOB] Is between 1/1/2001 and 12/31/2001 would allow any horse to print that had a birth date for the year = If the value you typed matches the field picked exactly then the record will be printed. Example: [Horse Name] = 01 Act then only that one horse will be printed. > Only if the field picked has a greater value than the value entered, will the record be printed. Example: [Sum Insured] > will only print horses that have amounts OVER 20,000 in that field. >= Only if the field picked has a greater or equal value than the value entered, will the record be printed. Example: [Sum Insured] >= will only print horses that have amounts OVER and any that are equal to 20,000 in that field. < Only if the field picked has a lesser value than the value entered, will the record be printed. Example: [Sum Insured] < will only print horses that have amounts UNDER 20,000 in that field. <= Only if the field picked has a lesser or equal value than the value entered, will the record be printed. Example: [Sum Insured] <= will only print horses that have amounts UNDER and any that are equal to 20,000 in that field. <> If the value you typed does NOT match the field picked exactly then the record will be printed. Example: [Barn] <> Two will print all of the horses that are NOT in barn two. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 17 of 87

18 Is null For this condition there is no value to type in (The next control will be removed). What this means is that only when this field is empty will the record print. Example: [Date Mare Foaled] Is null would print records for mares that do not have a foaling date entered. Is not null -- For this condition there is no value to type in (The next control will be removed). What this means is that only when this field is NOT empty will the record print. Example: [Date Mare Foaled] Is not null would print records of mares that have had a foaling date. When dealing with strings, the case (uppercase or lowercase) of the characters is not checked. An uppercase A is considered the same as a lowercase a. For this example we will pick = condition. The Value control is the last step in creating a single filter for your report. This control can have a value entered in one of two ways. The first way is to enter a value by typing the value in on the keyboard. This is the fastest method of using this field. The control can also be opened and a value picked (slow). When the control is opened, by clicking the down arrow on the right, the program looks at your data and finds ALL of the values that have been entered in the system and will list them. This process of looking at all of the values in this field is slower. Page 18 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

19 If you know exactly what you are looking for then typing the value is best, otherwise picking from the list will let you pick from the values entered in the system. For this example we will pick Foal from the list. Add to List button saves the created filter for the report to use. After putting a value in the Field, Condition, and Value fields click on the Add to List button to save this new field for the report to use. After clicking the button you will see a new line added to the Current criteria section at the bottom of this screen. The Clear and Clear All buttons: If you make a mistake creating a filter you may press the Clear button to remove all of the entries so you can begin again. This will remove any values in the Field, Condition, and Value fields only. This will not change any filters that have been saved. To remove all of the filters (including saved filters) click on the Clear All button to remove all of the values on this screen. This will let you start a new set of filters from scratch. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 19 of 87

20 Adding multiple filters for a report: This is how you can add more than one filter to a single report. Many times when printing a report, one filter just does not limit the records enough. Adding more filters will help limit the horses down to the set you wish to print. After you have added a saved filter this control will automatically switch from the option to And. This allows the Field, Condition, and Value controls to be changed and added as another saved filter to any previously saved filters. For this example we will pick Currently Boarding in the field control, an = in the conditions, and Y for the value control. Then click on the Add to List button to add this new filter to the report. After you are done the screen should look something like this: Page 20 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

21 Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 21 of 87

22 The Current criteria for report filter is how the computer must look at the filter you have just created: This is how the computer must look at the criteria. It may look strange, but as you create more and more filters you will be able to look at this line and check to see if the filter is created the way you wish. This is also the line where filters are kept on all saved reports. So when reviewing existing report filters this is the area to review and/or revise. See Appendix D (Advanced Report Filtering Ideas) (on page 84) for more advanced report filtering ideas. Page 22 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

23 6) Report sorting screen Pick the sort first! Don t worry about any other control yet. Pick each field that needs to be sorted. The first field picked to sort by will be the first field sorted by the report. If a second field is picked then it will be sorted if the first field is the same. For example, if you pick Horse Type first then pick Horse Name all of the horse types will be sorted together so all Foals are grouped together and are before all Mares etc. Then within the same horse type the horse names will be in sorted order. The report writer will allow up to ten fields to be sorted. The Order control handles the direction of the sort. After fields to be sorted have been picked, then the order of each field can be changed. Ascending will sort the fields from A to Z (and for Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 23 of 87

24 number fields the order will be from smallest to largest). Descending will sort the fields in reverse from order Z to A and numbers will be from largest to smallest. (Note: Descending is sometimes used on date fields to sort the most recent dates to the top of the report). For this example pick Owner then pick Horse Name. The Group control helps make the report look cleaner and less cluttered. When a field has this box checked the report will Group all of the other fields that are listed after it together. This will make some reports look better. One of the changes to the look is that the field will only have that value listed once. For example: If an owner has three horses, the report would print that owner s name three times. If the Group option is checked then the client will be printed once with the three horses listed and then the next owner would be listed. The following example is the report showing the owner sorted, but no grouping: Page 24 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

25 The following example is the report showing the owner sorted and the grouping checked: You can see how the horses are grouped under each owner s name. This also will work with the Count and Sum options in the Headings for selected files screen (see page 11). If you are counting the number of horses for example, the grouping will also give you counts for each group. For example, the above report would show how many horses each owner has as well as a grand total of horses at the end of the report. For this example check the Group option for the Owner field. The Page Break control will change how the report moves from one page to the next. This allows the report to start a new page each time the value in the selected field changes. For example, if the Owner field has the Page Break control checked, then each owner will be printed on a page of their own. For this example we will skip this and click Next to continue to the next screen. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 25 of 87

26 7) Report saving and running screen This is the last screen that must be completed to finish the report! The size of the report font can be changed. The larger the font the fewer characters will print on a page. The smaller font will fix more text on the report, but will harder to read. This control only list 8, 10, and 12 sizes, but you may type in other numbers. Each report must have a name. This name is used as the report header and also used as the name of the report if you choose to save the report. Type the report name of Basic Horse by Owner in the report name control and click on Finish to run this new report. Page 26 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

27 A 8) Completed Sample report. C D B E This report will be printed with the same report heading information as a standard Horse Farm Management report would have. Date and Time A Report Name B Report Filters Used C Current Page Number D User Running the Report E The menu bar above the report has seven options for you to choose from. Print Report : This is the standard print dialog box that allows you to print multiple copies, change to another printer, print only some of the pages, etc. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 27 of 87

28 Page Setup This allows further changes to the way the report prints information to the screen. For example, you can change the margins on each side of the report, etc. Output to file Will ask you for a file type to save the report as. Your options are: HTML A web based format Excel MS Excel format MS-Dos Text Plain text with no formatting (Basic) Rich Text Format This is the format used by most word processors. If you are going to open the report to edit, this is probably the best choice. The next screen will ask you what you wish to name the new file and where you wish the file to be placed. Page 28 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

29 Send as Will ask you for a file type to save the report. Your options are: HTML A web based format Excel MS Excel format MS-Dos Text Plain text with no formatting (Basic) Rich Text Format This is the format used by most word processors. If you are going to open the report to edit, this is probably the best choice. After you have picked a save format then your software will be started and the send will be opened and the file placed within as an attachment. Zoom Percent This allows the user to change the zoom level that the report is displayed on the user s monitor. The higher the percentage will make the report look larger and the smaller the percentage will make the report smaller. Close Report This will close the displayed report and return the user to the report writer. This is used to make adjustments to the report. If this is a new report or a changed report the system will ask if the report is to be saved. Saving the report will allow the user to open or run the report later. Not saving the report will still return the user to the report writer to make changes, but the report only exists until the user closes the report writer. Exit System This will close the displayed report and the report writer. If this is a new report or a changed report the system will ask if the report is to be saved. Saving the report will allow the user to open or run the report later. Not saving the report will still return the user to the report writer to make changes, but the report only exists until the user closes the report writer. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 29 of 87

30 For this example click Exit System after you are done reviewing. Make sure you save this report for the next section on opening an existing report. Possible problems with a report Too many fields selected Did you notice the [DOB] field was missing? Where did it go? If you look on the second page of the report, you will see the [DOB] field on a page by itself. This is what will happen when more fields are selected than will fit on a single page. There is nothing wrong with having fields print on two or more pages, but you need to know that is what will happen when it runs out of room. We will correct this on our sample report in the next section. Field spacing (too wide) Did you notice how the [Horse Type] field was much wider than it needed to be? The system only knows that a horse type can be as large as 30 characters, so it makes the field that large when printing that column. If your farm does not use that many characters for horse types then you can reduce the size. We will correct this on our sample report in the next section. Fields repeating If a column on the report is repeating the same value over and over, then you may need to turn on the grouping option. This will limit the values to print once for each group printed. Page 30 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

31 Opening an existing (saved) report 1) Open an existing report screen. This is the first screen you will see when the report writer is opened. After completing the previous section we will now have at least one report to pick from. Before opening this report we will review a few new buttons shown below the listed reports. To use these buttons a report must first be selected. Each button has a single very simple task: Rename Will ask the user for the new name of the selected report. Copy Will ask the user for a new report name then create a copy of the selected report using the new name. Delete Will delete the selected report. NOTE: A fourth button called Share can also be shown. See the Sharing reports with other users section on page 36 for more information. Select the Basic Horse by Owner report and click on the Open button. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 31 of 87

32 2) Review all screens to see if there are any changes that are required. This screen is fine for our example so click Next. If you remember, the [Horse Type] field had too much spacing for that column. The system has 30 characters and this is too large for the data we have in that field. Change the Size for [Horse Type] to 10 characters and click Next. Page 32 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

33 This is how the filter screen will look when opening an existing report. Clicking on the X to the left of each saved filter is the way to remove a filter that has been saved. For this example we will remove the [Horse Type] = Foal filter by clicking on the button to it s left. After that filter is removed (only [Currently Boarding] = Y will be remaining) click on Next to continue. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 33 of 87

34 This screen is fine for our example so click Next. This screen is fine for our example so click Finish to see the new report. Page 34 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

35 Sample of the revised report: You should notice a few changes to the report: The report is now showing all horse types. The [Horse Type] column more closely matches the size of the data. The [DOB] field now has room to print on the first page now that we have fixed the [Horse Type] column s size problem. When closing this report, the system will ask if you wish to Overwrite the existing report. If you click Yes then the system will save the new changes to the saved report, otherwise clicking No will cause the system to leave the existing report as it was originally saved without these changes. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 35 of 87

36 Sharing reports with other users The report writer also has a feature to allow network users to share reports for other users to see and run. NOTE: First you must install the supporting files to use the sharing feature. See Appendix E (Enable Sharing of Reports) on page 86 before continuing. Open the report writer and select a report. There will be two new items shown after sharing has been set up. The first is a new column after the report name that shows if the report is only seen by your PC ( Local ) or can be seen by all users on your network ( Shared ). The Share button allows you to change the selected report from a Local report to a Shared report and back. Any other network users running the report writer can see all reports that are marked as shared. Reports that have just been shared will only show after the report writer has been restarted. Page 36 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

37 Appendix A (Defined Areas and field listing) This is the list for the current version of: ) Basic Report System Horse Name Farm Name Horse Type Sex Color DOB State/Country Foaled Registration Number Certificate Location Date Deceased Location On Farm Barn Stall Field Nomination Sire Dam Sire of Dam Sire of Sire Dam of Sire Dam of Dam Owner Percent Ownership Owner Address Date of Purchased Purchase Price Purchased Where Expected Arrival Date Actual Arrival Date Expected Departure Date Actual Departure Date Insurance Carrier Insurance Policy ID Insurance Agent Insurance Phone Type Coverage Date Policy Expires Sum Insured Rate Season Year Status At Start Of Season Date Mare Foal Foal Color Foal Sex Booked to this Year Share No Owner of Season Confirmed By Date Confirmed Farm Stallion Standing Status After Last Exam Final Status Last Date Bred Bred To Previous Season Last Date Bred Previous Season Date Foaled Previous Season Foal Color Previous Season Foal Sex Previous Season Tattoo Currently Boarding Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 37 of 87

38 2) Stallion Season Bookings Stallion Share No Year Hemisphere Share Status Status Date Std Stud Fee Std Up Front Confirmed By Date Confirmed Season Owner Seas Owner % Season Owner Address Mare Name Boarding Farm DOB Color Mare Owner Mare Owner % Mare Owner Address Begin Status Last Date Bred Exam Stat Final Stat Imported Date Imported Imported From Farm Stall Standing Last Yr Foaling Date Foal Sex Foal Color Serv Cert Sent Date Serv Cert Sent To Sire Name Dam Name Dam's Sire Breeding Dates Foaling Date Last Yr Foal Sex Last Yr Foal Color Last Yr Booked To Last Yr LDB Last Yr Date Seas Sold Seas Sold To Seas Sold By Invoice Due Date Amount Bill (Y, N) Terms Date Billed Page 38 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

39 Appendix B (The Jockey Club Information Systems, Inc.) The Jockey Club Information Systems, Inc. 821 Corporate Drive Lexington, KY Phone: (859) Fax: (859) farmsupport@tjcis.com Regular business hours: 8:00 am 5:00 pm (EST) Monday Friday Web Address for more information: Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 39 of 87

40 Appendix C (Example walkthroughs) Basic Report System Samples Create a report that will list all of the foals and their nominations. (Page: 40) Create a report that will list all horses currently boarding on the farm and group them by Horse Type. (Page: 47) Create a report that will list all horses currently boarding for one owner and the ownership percent for each horse. (Page: 52) Create a report showing mare name, stallion bred to last year, last day bred last year, foaling date this year, color & sex of foal this year. (Page: 58) 1. Create a report that will list all of the foals and their nominations. Select New > Page 40 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

41 Select Basic Report System Select Next > From the Available Fields list on the left select the following: Select Horse Name Select Nomination Click Next > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 41 of 87

42 No changes are required on this screen Click Next > Since you are specifically looking for Foal Nominations, select the following: Select Horse Type in Field Select = in Condition Select Foal in Value Click Add to List Select Next > Page 42 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

43 To group all horses that have been nominated to the same entity, select the following: Select Nomination Select Horse Name Click Group by Nomination Click Next > Type in the name of the report as Nominations Click Finish Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 43 of 87

44 Report is created showing the foals that have no Nomination entry as well as those foals that do have a Nomination entry and what the name of the Nomination is. Page 44 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

45 If you want to see only those foals that have been nominated, close the report and click Back until you get back to the filtering screen. Select Nomination in Field Select is not null in the Condition Click Add to List Click Next > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 45 of 87

46 When this report is finished, it will list only the foals that do have a nomination entered in the Nominations Entry/Edit field in the horse master screen and it will group by each Nomination. You will notice that the two foals 01 BITTER HONEY and 01 HOPE do not appear on this report because they have no Nomination listed in their horse master file. Page 46 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

47 2. Create a report that will list all horses currently boarding on the farm and group them by Horse Type. This list will include the horse s name, sire, dam, horse type, sex, color and date of birth. Select New > Select Basic Report System Select Next > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 47 of 87

48 From the Available Fields list on the left select the following: Select Horse Name Select Sire Select Dam Select Horse Type Select Sex Select Color Select DOB Click Next > Page 48 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

49 In order to get this report to fit on one page, make the following changes: Horse Name: Size 25 Sire: Size 22 Dam: Size 22 Horse Type: Size 10 Sex: Size 6 Color: Size 8 DOB No change Click Next > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 49 of 87

50 Select Currently Boarding in Field Select = in Condition Select Y in Value Click Add to List Click Next > Select Horse Type Select Horse Name Click Group by Horse Type Click Next > Page 50 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

51 Name the report Currently Boarding Click Finish This report shows all horses currently boarding, grouped by the Horse Type. It also shows Sire, Dam, Sex, Color and Date of Birth Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 51 of 87

52 3. Create a report that will list all horses currently boarding for one owner and the ownership percent for each horse. This list will include the horse s name, sire, dam, horse type, sex, color, date of birth and will group by horse type. Select New > Select Basic Report System Select Next > Page 52 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

53 From the Available Fields list on the left select the following: Select Owner Select Percent Ownership Select Horse Name Select Horse Type Select Sex Select Color Select DOB Select Sire Select Dam Click Next > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 53 of 87

54 In order to get this report to fit on one page, make the following changes: Change Percent Ownership to % Owned Change Owner Size to 15 Change %Owned Size to 9 Change Horse Name Size to 20 Change Horse Type Size to 8 Change Sex Size to 8 Change Color Size to 8 Change DOB Size to 5 Change Sire Size to 18 Change Dam Size to 18 Click Next > Page 54 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

55 Select Owner in the Field Select = in the Condition Select your owner s name in the Value Click Add to List Select Currently Boarding in the Field Select = in the Condition Select Y in the Value Click Add to List Click Next > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 55 of 87

56 Select Owner Select Horse Type Click Group by Owner Click Group by Horse Type Click Next > Type a name for your report. Click Finish Page 56 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

57 The finished report will list the owner s name and then will group that owner s horses by horse type followed by % Owned, Horse Name, Sex, Color, DOB, Sire and Dam. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 57 of 87

58 4. Create a report showing mare name, stallion bred to last year, last day bred last year, foaling date this year, color & sex of foal this year. Select New > Select Basic Report System Select Next > Page 58 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

59 From the Available Fields list on the left select the following: Select Horse Name Select Bred to Previous Season Select Last Date Bred Previous Season Select Date Foaled Previous Season Select Foal Color Previous Season Select Foal Sex Previous Season Click Next > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 59 of 87

60 In order to get this report to fit on one page, make the following changes. Heading and size changes: Mare Name Size: 25 Bred to in 2000 Size: 25 LDB 2000 Size: Foaling Size: Foal Color Size: Foal Sex Size: 8 Click Next > Select Season Year in the Field Select = in the Condition Select the current season year Click Add to List Select Currently Boarding in the Field Select = in the Condition Select Y in the Value Click Add to List Click Next > Page 60 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

61 Select Horse Name Click Next > Type a name for this report. Click Finish Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 61 of 87

62 This report lists the mares in alphabetical order and shows the name of the stallion that she was bred to last year, last day bred last year and the foaling date this year along with the foal color and sex. Page 62 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

63 Stallion Season Booking Samples Error! Not a valid bookmark self-reference. (Page: 63) Create a report that lists what terms have been assigned to each share for one particular stallion and the contract amount. This report will group by the terms. (Page: 69) Create a report that lists all mares bred to a particular stallion in a particular year, their Boarding Farm, Last Date Bred and Final Status. (Page: 74) Create a report that shows all of the stallions that one particular client has bred his mares to as well as their final status and a total count. (Page: 79) 1. Create a report that counts how many mares were bred to a particular stallion for a particular breeding season and what their final status was for that year. This report will group by final status. Select New > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 63 of 87

64 Select Stallion Season Bookings Click Next > From the Available Fields list on the left select the following: Select Mare Name Select Final Stat Click Next > Page 64 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

65 For this report the Original Heading of Final Stat has been changed to Final Status Select Count for the Option on Mare Name Click Next > Select Stallion in Field Select = in Condition Select your stallion s name in Value Click Add to List Select Year in Field Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 65 of 87

66 Select = in Condition Select the season year you want to work with Click Add to List Click Next > Page 66 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

67 Select Final Stat Click Group by Final Stat Click Next > Type a name for your report. Click Finish Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 67 of 87

68 This report groups the mares based on their final status, counts how many mares are in each group and gives a final total of mares bred on the last line of the report. Page 68 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

69 2. Create a report that lists what terms have been assigned to each share for one particular stallion and the contract amount. This report will group by the terms. Select New > Select Stallion Season Bookings Click Next > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 69 of 87

70 From the Available Fields list on the left select the following: Select Share No Select Terms Select Amount Click Next > For this report, the Original Heading of Terms has been changed to Contract Terms and the Original Heading of Amount has been changed to Contract Amount Select Sum in the Options for Contract Amount Page 70 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

71 Click Next > Select Stallion in Field Select = in Condition Select your stallion s name in Value Click Add to List Select Year in Field Select = in Condition Select the season year you want to work with Click Add to List Click Next > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 71 of 87

72 Select Terms Select Share No Click Group by Terms Click Next > Type a name for your report. Click Finish Page 72 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

73 This report groups by terms and lists each share number that falls in that group as well as the contract amount. A total amount for each term is listed and the grand total for all terms is shown on the last line of the report. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 73 of 87

74 3. Create a report that lists all mares bred to a particular stallion in a particular year, their Boarding Farm, Last Date Bred and Final Status. Select New > Select Stallion Season Bookings Click Next > Page 74 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

75 From the Available Fields list on the left select the following: Select Mare Name Select Boarding Farm Select Last Date Bred Select Final Stat Click Next > No changes are needed. Click Next > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 75 of 87

76 Select Stallion in Field Select = in Condition Select your stallion s name in Value Click Add to List Select Year in Field Select = in Condition Select the season year you want to work with Click Add to List Click Next > Page 76 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

77 Select Boarding Farm Select Mare Name Click Group on Boarding Farm Click Next > Type a name for your report. Click Finish Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 77 of 87

78 This report groups the mares by their boarding farm and shows their Last Date Bred and Final Status. Page 78 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

79 4. Create a report that shows all of the stallions that one particular client has bred his mares to as well as their final status and a total count. Select New > Select Stallion Season Bookings Click Next > Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 79 of 87

80 From the Available Fields list on the left select the following: Select Stallion Select Year Select Mare Name Select Final Stat Click Next > For this report the Original Heading Year has been changed to Year Bred and the Original Heading Final Stat has been changed to Final Status Select Count on the Options for Mare Name Page 80 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

81 Click Next > Select Mare Owner in Field Select = in Condition Select the name of the owner in Value Click Add to List Click Next > Select Stallion Select Year Click Group on Stallion Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 81 of 87

82 Click Next > Type a name for your report. Click Finish Page 82 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

83 This report groups by the stallions and then by the year and mare name. It counts the total number of mares bred to each stallion and their final status. The last line of the report gives the grand total of mares this owner has bred. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 83 of 87

84 Appendix D (Advanced Report Filtering Ideas) Understanding the And and Or options and using them more effectively The easiest option to use when adding multiple filters to a report is the And option (which is the default). What this does: All of the filters that you have saved to a report using the And option have to be true before a record can print. For example, if the first filter you have set says that only Foals can print this must be true for each horse that prints on your report. If you save another filter using the And option of print only Currently Boarding horses then the horse must be BOTH a Foal and currently boarding before the horse is allowed to print. This continues for each filter that is added (all of the filters must be true for the record to print). The second option is the use of the Or option. This requires that you click on the Or option before adding additional filters. What this does: If any of the filters are true then the record will print. For example, if the first filter you have set says that only Foals can print this must be true for each horse that prints on your report. Click on the Or option then add another filter that says only Weanlings can print. This will allow any horse to print that is EITHER a foal or a weanling. Mixing the And and Or options Mixing both And and Or option together can be VERY difficult and confusing. First I will explain how a problem will occur: Add three filters: the first is the [Currently Boarding] = Y then using the And option add: [Horse Type] = Foal. So far we have a filter that will work great the report will print all boarding foals. Now if we wish to print boarding Weanlings too, we can just use the Or option to add the filter: [Horse Type] = Weanling, right? No That will create a report that will have all boarding foals printed with any weanling, even the weanlings that are not boarding. To correct this you must add a fourth filter using the And option again that says: [Currently Boarding] = Y and this will make sure that both the Foaling and Weanling horse are boarding at the farm. Changing the saved filters directly You may click on the saved filter line and edit the line with your keyboard. This allows the most control of the filtering of the report. One Page 84 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

85 example of this is: If you have a set of shares that have a special code as the first character and you don t wish to see the shares that have this special first character. First add a filter to only print [Shares] that Begin with the special character and save the filter. When the filter is saved it will look like: [Shares] Like X* This will only print shares that start with X, but if you wish to print all of the share and NOT the X then click on the line and type the work Not in front of the work Like. [Shares] Not Like X* This has changed the saved filter to work the way you wish. There are many more ways to edit the saved filters. If you do something wrong the system will give you an error message, but your data will be fine and all you have to do is back up to the filter screen and correct the mistake and re-try. There is no harm is trying new things with the report writer. Using parenthesis ( and ) to control what filters will be done first Sometimes getting some of the filter to be done first can change what will be printed on a report. Again we will use the same example: [Currently Boarding] = Y And [Horse Type] = Foal Or [Horse Type] = Weanling This will not return the correct records. We wish to only see currently boarding horses. To do this we need the checks for the horse type to be done first and then the check for boarding. We can edit the saved filters directly by clicking on the lines and add parenthesis around the filters that we wish to run first. [Currently Boarding] = Y And ( [Horse Type] = Foal Or [Horse Type] = Weanling ) After adding the parenthesis around the saved filters this will work just fine and return only boarding horses that are either foals or weanlings. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 85 of 87

86 Appendix E (Enable Sharing of Reports) Before starting you must have the network version of the Horse Farm Management software the sharing of report is possible. 1) The first step is to install the file that is required to share the reports. Insert the Horse Farm Management Install CD into your CD-ROM Drive. (Close the install program if it starts automatically by clicking EXIT at the bottom of the install menu) Select run from the Window s Task Bar by clicking Start then Run. Windows will prompt you for the name of an application to run; type the command: D:\Support Files\ LoadSharedRW.EXE and then click the OK button. Note: This is assuming that D: is the drive letter that has been assigned to your CD-ROM drive. If your CD-ROM has been assigned a different letter, simply substitute your actual drive letter for D: Page 86 of 87 The Jockey Club Information Systems, Inc. Date: 8/30/2001

87 2) Install the share file where the farm s datafile is located. Make sure the file is placed in the same location where your datafile is stored (If not pick the Browse button to select the correct directory). Then click on Finish. Date: 8/30/2001 The Jockey Club Information Systems, Inc. Page 87 of 87