Batch Report Manager
How to get here
From the Reports menu, choose Customers > Batch Report Manager
OR
From the Tools menu, choose Batch Report Manager
|
|
A video covering the month end reporting procedures is available here:
Description
The Batch Report Manager (BRM) assists you through the process of selecting your customers and then generate and distribute reports or documents. After generating the reports, you can preview them directly from the list before deciding where to 'Send' them in Step 3.
In practice the BRM gives LabManager users the ability to do one report/document run for those customers with email addresses, and another report/document run for those that require printed reports. The BRM can be run several times if required, selecting a different customer sub-group or different reports.
Walk-through
Click here to skip to Quick Reference
This window is a Wizard taking the user through Steps 1 to 3 in order to select customers, generate reports, and then distribute them.
Refer to the top left of the Batch Report Manager for reference as to which STEP you are currently on.
Step 1 - Select Customers
You will need to specify which customer accounts you wish to run reports for. You can do this by clicking the Customers box and selecting one of these options:
|
|
|
|
Dentists by Name |
Allows you to specify all or part of a dentist name to run reports for, or to run reports for ALL dentists You can specify the dentist name to search for by entering it in the Contains box, or leave this box blank to select ALL dentists. If you choose to Sort By Practice, then the list of dentists is ordered by their parent Practice/DeliverTo account. This is useful when collating dentist reports with practice reports as they will be printed in the same order. |
|
Dentists by Tag |
Allows you to list dentist accounts that have the customer tag you specify in the Tag box If you choose to Sort By Practice, then the list of dentists is ordered by their parent Practice/DeliverTo account. This is useful when collating dentist reports with practice reports as they will be printed in the same order. |
|
Practices and Dentists collated |
Lists practices in alphabetical order, along with the dentists at the practice AND a row for the practice itself. When you are working with this selection, the only report available in Step 2 is "Practice or Dentist Summary Invoice". This will produce the appropriate type of Summary Invoice for each dentist and practice, saving you the trouble of running your dentist and practice summary invoices separately. |
|
Practices by Name |
Allows you to specify all or part of a practice name to run reports for, or to run reports for ALL practices. You can specify the practice name to search for by entering it in the Contains box, or leave this box blank to select ALL practices. If you choose to Sort By Practice ID, then the list of practices is ordered by their account number. This is useful when collating dentist reports with practice reports as they will be printed in the same order. |
|
Practices by Tag |
Allows you to list practice accounts that have the customer tag you specify in the Tag box If you choose to Sort By Practice ID, then the list of practices is ordered by their account number. This is useful when collating dentist reports with practice reports as they will be printed in the same order. |
Click the Select button to list the customers related to the search terms you chose.
You will now automatically be moved to Step 2.
Step 2 - Run Report(s) for the selected customers
On this step you can specify which report/s to run for the selected customers.
A "selected" customer is those which has a tick mark in the first column. You can add or remove ticks by clicking on the tick mark box itself, or by using the options in the "Tick/Untick options" at the top of the column. You can tick and untick customers at any point while on Step 2 or the final step, Step 3.
|
Remove ticked customers from list |
Remove all ticked customers from the list, so you can work with a smaller selection of customers |
|
Remove unticked customers from list |
Remove all unticked customers from the list, so you can work with a smaller selection of customers |
|
Tick all |
Place a tick next to all customers in the list |
|
Tick email (primary) customers |
Tick all customers that have a primary email address. These customers have an @ symbol in the first of the three positions indicated to the right of the tick box. |
|
Tick email (list) customers |
Tick all customers that have an email list. These customers have an @ symbol in the second of the three positions indicated to the right of the tick box. |
|
Tick email (statement) customers |
Tick all customers that have a statement email address. These customers have an @ symbol in the third of the three positions indicated to the right of the tick box. |
|
Untick all |
Remove the ticks from all customers in the list |
|
Untick all email customers |
Untick all customers that have any email addresses |
|
Untick email customers |
Untick all customers that have a primary email address. |
|
Untick email (primary) customers |
Untick all customers that have a primary email address. These customers have an @ symbol in the first of the three positions indicated to the right of the tick box. |
|
Untick email (list) customers |
Untick all customers that have an email list. These customers have an @ symbol in the second of the three positions indicated to the right of the tick box. |
|
Untick email (statement) customers |
Untick all customers that have a statement email address. These customers have an @ symbol in the third of the three positions indicated to the right of the tick box. |
|
Untick R1=no activity customers |
Untick all customers that have zero activity on the report produced in the column marked "R1". |
|
|
|
Choose the report you wish to run by clicking on the Report box, selecting the report to run, and completing any parameters (such as start and end date).
Click Run Report to run the report for all selected customers.
You can run up to two different reports for your selection of customers, as shown by the R1 and R2 columns.
Click on the preview icon ( eg. 
indicates there's 7 items on a customer's report) next to a customer's name to see their report in the preview window.
When you've run the report/s you wish to run, you can proceed to Step 3 by clicking the button "Go to Step 3. Send Reports".
Step 3 - Send To
On this step you can continue to select/deselect customers using the tick marks and the "Tick/Untick options" at the top of the left hand column.
If you ran two different reports in Step 2 (such as a statement and a summary invoice for every dentist) then you can use the tick boxes at the top of the R1 and R2 columns to select or deselect the 1st or 2nd report from being included when you print/email/create PDF files.
Choose where you wish to send your ticked reports by clicking on the Send To box and choosing the destination:
|
Email to customer email list |
Email the reports for all ticked customers to all the email addresses in the customer's "email list" box, as defined in the customer's details |
|
Email to customer primary email |
Email the reports for all ticked customers to the single email address in the customer's "primary email" box, as defined in the customer's details |
|
Email to customer statement email |
Email the reports for all ticked customers to the single email address in the customer's "statement email" box, as defined in the customer's details. |
|
Email to Transactor Support |
Email the reports for all ticked customers to Transactor Support. You should only use this option when requested to do so by Transactor Support. |
|
File PDF (<path name>) |
Create Adobe PDF files of the reports for all ticked customers, and save them to the location associated with this Send To channel. You can set the destination path from Send To's |
|
Preview as one report |
View the reports for all ticked customers as one on-screen document. From the preview window you can then print, email or save a single large PDF if required. |
|
Printer |
Send the reports for all ticked customers to the printer, as defined in Send To's |
|
Printer Windows default |
Send the reports for all ticked customers to the default printer as configured on your Windows computer. |
|
Snapshot |
Send a VPE file to the Snapshots folder. By default, this is in C:\Transactor\Snapshots. |
You may have additional Send To outputs in your list if you've added extra printers, convenient driver or folder locations, or common email addresses. You can add Send To outputs from the Send To's panel of the Control Centre.
Quick Reference
Screen objects that don't change for each Step:
|
Re-Start - button |
Clears any selections and starts from the beginning. The same as closing the BRM and re-opening it again |
|
Close - button |
Exits the Batch Report Manager |
|
Step 1 - Select Customers |
Select the Customer accounts you wish to produce reports for
|
|
|
Choose your dentists or Practices then click Select. |
|
Customers - drop down chooser |
Choose which search method to use to select customers for the Report |
|
Contains |
Optional criteria for the given Select method above. Leave blank if you want to search for ALL. |
|
Sort by Practice ID |
List the customers in order of their practice account number. Useful when collating two types of report |
|
Select - Button |
Select customers for the given method and criteria and list the results in the Customers list |
|
Step 2 - Run Report(s) for the selected customers |
Run report for selected customers. Visible only in step 2
|
|
Hint text |
Choose a report below then click 'Run Report' |
|
Select - drop down chooser |
Choose which Report you want to generate. Initially these will be listed as a mini preview icon |
|
Run Report - Button |
Generate the selected report for each of the customers listed in the results list. The report will prompt you for any required parameters. |
|
Step 3 - Send to |
Send To. Visible only in step 3
|
|
Hint text |
Choose where to send the completed reports |
|
Send To - drop down chooser |
Choose a Send To channel. eg Printer/Email/save as PDF files. |
|
Send - Button |
Send / Print / Preview or Save the selected reports for each of the ticked customers listed and ticked in the results list. |