Report Build Options Tabs (Reference)

Report Builder Window
Report Builder Window

Every report has a Search Tab to enter a database query and limit the records displayed when running a report. The remaining tabs in the Report Builder Window are different for each report as each report is uniquely customizable. This section outlines the part of commonly found customizing tabs. As the Invoice report is so frequently used and has it's own set of customizable options, please see the tab options on the Invoice report section.

Most Build Options Tabs share the following navigation and toolbar buttons.

Standard Report Navigation Buttons   Top

alt="Previous
Previous Button

Moves to the prior Build Options Tab. This button does not appear on the first tab of a Report Builder Window.


alt="Next
Next Button

Moves to the next Build Options Tab. This button does not appear on the last tab of a Report Builder Window.


alt="Cancel
Cancel Button

Cancels the adding of criteria and setting of build options. Hitting this button closes the Report Build Window and returns the user to the Report Selection Window.


alt="Queue
Queue Button

If selected, the report will be sent to the background report generator so that you can continue working while the servers generate your reports. Queued reports can be viewed in the Queued Reports Window. There are two requirements to enable this option:


alt="Done
Done Button

Completes the addition of criteria and setting of build options and begins the report generation process. A progress report will appear at the bottom of the Report Builder Window. When the process is complete, the build window will close and the Finished Report Window will appear.


Standard Report Toolbar Buttons   Top

alt="Default
Default Button

If available, this uses the default search criteria for this report.


alt="Last
Last Used Button

If this report has previously been run, this button will add the previous criteria.


alt="Saved
Saved Button

If available, opens the list of saved criteria for this report. Learn more about using saved criteria.


alt="Save
Save Button

If available, saves the current criteria to be used later from the Saved Criteria Window. Learn more about using saved criteria.


alt="Save
Save As Button

If available, saves the current criteria to be used later from the Saved Criteria Window. Clicking this button opens a dialog to name this new criteria. Learn more about using saved criteria.


Report Search (Criteria) Tab   Top

Search Tab
Search Tab

This tab shows the criteria window for database queries, shared across reports, mail lists, data exports, and Letter merges. The available search options may differ slightly based on the specific report selected.

Report Donation Receipt Tab   Top

Donation Receipt Tab
Donation Receipt Tab

This tab appears for tax receipt reports in the Donation tax receipts & Reports Category. It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Last Used Receipt Number

Indicates the next number that will be used when printing a receipt. The last receipt number is tracked in the Donations Tab of Company Preferences and this is rarely altered manually prior to printing the next batch of receipts.


Number Copies

The number of copies of each receipt to be printed. If you are printing:


Donation Campaign

You can select to print donation receipts:


Name/Company Like

Allows for the selection of patrons based on name/company. This selection criteria behaves exactly the same as finding patron in the patron list window if you want to see how many people may be selected. The more of the first, last and company you enter, the fewer patrons that will be selected.


Calendar Year

Allows selection of tax receipts only within a calendar year. The criteria differs depending on receipt type:

  • One Receipt Per Payment - This can be left blank. If so, all unprinted tax receipts dated prior to the current date will be selected that have not yet been printed.
  • Annual Statement Style tax receipts - this must be entered. All tax receipts for the patron for the current calendar year will be selected and printed on the statement, as long as both of the following are true:
    • There is at least ONE receipt for the calendar year that is unprinted.
    • The tax receipts are all for donations marked with receipt option of annual receipt.

Regular Name with Company

All tax receipts include the name of the patron. When checked, the tax receipts will also include the company in the patron record, if one exists.


Primary Email Address

Places the patron's primary email address (if they have one) onto the tax receipt. You can use this to print the receipt to PDF and then email that receipt to a patron. This field is NOT printed when the tax receipt for the campaign is configured to auto-email when the donation is given online.


Company Logo and Address

Will place the company logo (see Company Preferences) and the company address onto the tax receipt.


Receipt # on Forms

When checked, Theatre Manager will print the tax receipts with the receipt number on them. Turn this off if tax receipts with numbers pre-printed on them are being used (not an advised approach since maintaining receipt numbers on paper with those in TM is harder to do).


Campaign: Prompt

Determines if the phrase Campaign: appears in front of the campaign name on the receipt.


Official Tax Receipt Heading

You can add a title to printed/emailed tax tax receipts that indicates that the tax receipt is official. When printing multiple copies of a tax receipt in the same print/email request:

  • The first receipt will say Official Tax Receipt. In Canada, it will say Official Tax Receipt/Re├žu Fiscal Officiel.
  • Second and subsequent tax receipts will indicate Copy for your records. In Canada, it will be bilingual Copy for your records/Copie pour vos archives.

This text cannot be modified. It always prints on e-receipts and can be optionally printed on batch printed tax receipts.


Comments for Receipts

Lets you change the comments printed at the bottom of a receipt. This comment will print on all receipts.


Report Donor Summary Tab   Top

Donor Summary Tab
Donor Summary Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Create Donor Summary

When checked, all donations by a patron in the report will be combined and then the patron's giving level will be adjusted based on the total amount of donations.


Effective Date

All donations prior to this date will be summarized in the totals.


Build Summary Only

This will create a summary based on the donations in the report.


Remove Summary Then Rebuild It

This will remove any existing summaries, and then rebuild the summary for each patron.


Report Export Tab   Top

Export Tab
Export Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Available Export Fields

A list of fields available to export by. Note that this area has two parts:

  • Above all the fields is a pop-up. in the example, it shows Patron Data. If you click this, you can select fields from other connected data. For example, if you intend to export ticket data, you can select fields from: tickets, plays, performances, patrons, sales promotions, etc. The files that are available in this list depend on the initial choice of data you are exporting.
  • Below the file selection is a list of fields. This changes as you change the file pop-up (above).

alt="Right
Right Arrow

Adds the currently selected field to the export field list.


alt="Left
Left Arrow

Removes the currently selected field from the export field list.


Export Format

A drop down menu allowing for adjustments to the format in which the data is exported.


Database Field Name

When selected, the data column headers will be the name of the database field.


Regular Name

When selected, the data column headers will be in the standard name of the field.


Report Hold Code Options Tab   Top

Hold Code Options Tab
Hold Code Options Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

All

When selected all possible hold codes will be displayed in the report.


Used in the Performance

When selected only hold codes that have been used in the performance will be displayed in the report.


Entered Here

When selected the text field becomes active allowing the user to specify specific hold codes to be looked for.


Report Columns Tab   Top

Columns Tab
Columns Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Available Custom Columns

A list of available columns you can include in your report.


alt="Selected
Selected Custom Columns

Making a selection from the drop down list, changes the fields available.


alt="Right
Right Arrow

Moves the selected Field from available to selected.


alt="Left
Left Arrow

Moves the selected Field from selected to available.


Report Format & Fields Tab   Top

Format & Fields Tab
Format & Fields Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Course Attendance Format: 10 Columns Per Page

If this button is checked, the Course Attendance is printed in 10 columns across the page.


Course Attendance Format: 16 Columns Per Page (Vertical Headers)

If this button is checked, the Course Attendance is printed in 16 columns across the page.


Additional Fields: Patron Number

If this box is checked, the patron number is included on the report.


Primary Phone

If this box is checked, the patron phone number is included on the report.


Column Headers

Currently there are three selections:

  • Date Only
  • Time Only
  • Date and Time

Report Insert Summary Tab   Top

Insert Summary Tab
Insert Summary Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Matching Gifts: Add matching gift amount to patron's recognition when calculating their giving level

If the patron is part of a matching gift program, then the matching gift will be included in the totals when this box is checked.


Soft Credits: Add soft credits to patron's recognition when calculating their giving level

If the patrons has soft credits in the donor history, these will be added to the totals then this box is checked.


Summarize: Each donation is shown individually within its own unique giving level matrix

Sets all donations that are in separate giving level matrices to be listed individually when selected.


Summarize: Combine each donation into a single giving level matrix based on sort name

If a patron has donations in multiple giving level matrices, then all donations that have the same sort name attached will be combined into a single matrix of the user's choice. This will remove double-entered patrons if the donations contain the same sort name.


Summarize: Combine each donation into a single giving level matrix based on program name

If a patron has donations in multiple giving level matrices, then all donations that have the same program name attached will be combined into a single matrix of the user's choice. This will remove double-entered patrons if the donations contain the same program name.


Summarize: Combine each donation into a single giving level matrix based on patron name

If a patron has donations in multiple giving level matrices, then all donations that have the same patron name attached will be combined into a single matrix of the user's choice. This will remove double-entered patrons if the donations contain the same patron name.


Summarize: Combine each donation into a single giving level matrix based on patron number

If a patron has donations in multiple giving level matrices, then all donations that have the same patron number attached will be combined into a single matrix of the user's choice. This will remove double-entered patrons if the donations contain the same patron number.


Summarize: Combine each donation into a single giving level matrix based on household number

If many people in a household have given donations, then all donations that have the same household number will be combined into a single matrix of the user's choice. This will aggregate donations for the same household.The name that is chosen when combining by household will follow these rules:

  1. The primary household patron, if any one donation is listed under their name
  2. The highest value combined donor patron (if the primary didn't give, but many in the family did)
  3. The name of the patron that gave if there is only one

Giving Level Matrix

You will see your own giving level matrices so you can combine the selected donations to reclassify them as you wish. There are three selections in the example image above which are representative of what venues may have typically set up: Corporate Donation Ranges, Individual Donation Ranges, and Special Benefit Events.


Report Parameters Tab   Top

Parameters Tab
Parameters Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Discounts

When checked, this includes any discounts that were received with the sale.


Ticket Fee 1

When checked, all monies that were associated with Ticket Fee 1 are included.


Ticket Fee 2

When checked, all monies that were associated with Ticket Fee 2 are included.


Ticket Fee 3

When checked, all monies that were associated with Ticket Fee 3 are included.


City Tax

When checked, all monies that were credited to City Tax are included.


State/PST Tax

When checked, all monies that were credited to State/Prov Tax are included.


Federal/GST Tax

When checked, all monies that were credited to Federal Tax are included.


Start Date

Set the date that the report should start on.


End Date

Set the date that the report should end on.


alt="Price
Price Code Options

If the bottom half of the screen should display price code options (only available for some reports) instead of date range options, refer to the help page on Price Code Options Tab for a description of their meaning.


Report Performance Type Tab   Top

Perf Type Tab
Perf Type Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Available Perf Type Fields

Theatre Manager has a field called Performance Type that can be customized by each organization. you can use to flag specific performances. It can also be used for reports to narrow down searching for specific performances.


alt="Right
Right Arrow

Moves the selected Field from available to selected.


alt="Left
Left Arrow

Moves the selected Field from selected to available.


Report Price Code Options Tab   Top

Price Code Options Tab
Price Code Options Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Enabled for Performance

When selected, only the price codes that are currently enabled for the performance will appear in the report. For example if the pricing map has 4 pricing zones (1, 2, A and B) and only price zones 1 and A are currently enabled for sale in the performance, then only price zones 1 and A will appear on the report. To note, if you have sold tickets in price zone B and then disabled it, those tickets will not be shown on the report, but will appear in totals. You might want to use specific price zones to show only subscription tickets.


Actually Used to Sell Tickets

When selected, only the price codes with tickets sold to them for the performance are in the report. For example, if the pricing map has 4 pricing zones (1, 2, A and B) and tickets have been sold using only Price Code B, then only price zone B will appear on the report. To note, this leaves unused price codes off the report to condense it to show only those currently used on tickets.


Entered Here

When selected, a text field becomes active, allowing the user to specify price codes to be included on the report. For example, if the pricing map has 4 pricing zones (1, 2, A and B) and you type B, C and D (C an D do not exist, only B does), then price codes B (which may have tickets) and C and D (which won't have tickets) will appear on the report. Price codes C & D will have zeros for totals. To note, this option might be useful if you want specific price codes across venues and you did not use consistent price zones in each of the venues. Maybe in venue 1, price zones A and B are used for single tickets and in venue 2, price codes C and D were used by a predecessor for single tickets. This way, a report for two events, in different venues, would only show relevant price codes.


Report Promotion Worksheet Tab   Top

Promotion Worksheet Tab
Promotion Worksheet Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Do Not Include Invalid Promotions

When selected, Theatre Manager will only calculate the promotions relative to the performance.


Include Invalid Promotions

When selected, Theatre Manager will calculate all promotions in the system.


Report Set Day As Today Tab   Top

Set Day as Today Tab
Set Day as Today Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Select Month Ending

Set the date that Theatre Manager should use to run the report. Any data past this date will not be included.


Report Sort Tab   Top

Sort Tab
Sort Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Available Sort Fields

A list of fields available to sort by.


alt="Right
Right Arrow

Moves the selected Field from available to selected.


alt="Left
Left Arrow

Moves the selected Field from selected to available.


Selected Sort Fields

The fields currently used for sorting. Default sort fields may appear here. There is a limit of nine sort fields.


Sort in Descending Order

When checked, the currently selected sort field will sort in descending order.


Upper Case Conversion

When checked, the currently selected sort field will be converted to upper case letters.


New Page When Field Changes

When checked, the currently selected sort field will start on a new page when the field change


Report Sort & Subtotal Tab   Top

Sort & Subtotal Tab
Sort & Subtotal Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Available Sort Fields

A list of fields available to sort by.


alt="Right
Right Arrow

Moves the selected Field from available to selected.


alt="Left
Left Arrow

Moves the selected Field from selected to available.


Selected Sort Fields

The fields currently used for sorting. Default sort fields may appear here. There is a limit of nine sort fields.


alt="Sort
Sort Drop Down

This drop down menu shows the various subtotal options that are available for this report.


Sort in Descending Order

When checked, the currently selected sort field will sort in descending order.


Upper Case Conversion

When checked, the currently selected sort field will be converted to upper case letters.


New Page When Field Changes

When checked, the currently selected sort field will start on a new page when the field changes.


Subtotals When Field Changes

When checked, subtotals will be listed whenever the field changes.


Add Subtotal Header Above

When checked, the subtotals will be listed in the header.


Show Subtotal Only, No Details

When checked, only the subtotals are displayed.


Report Subtotal Options Tab   Top

Subtotal Options Tab
Subtotal Options Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Day

Subtotals the report by day.


Week

Subtotals the report by week.


Month

Subtotals the report by month. This is the default setting.


Report Time Parameters Tab   Top

Time Parameters Tab
Time Parameters Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Time Range: Hour Start

Enter the hour to start the report.


Time Range: Hour Stop

Enter the hour to stop the report.


Totals Outside Hour Range: Overall Total

If enabled, the report will total all the tickets purchased outside of the time range specified.


Totals Outside Hour Range: Total Before 7:00 AM

If enabled, the report will total all the tickets purchased prior to the start of the time range.


Totals Outside Hour Range: Total After 10:59 PM

If enabled, the report will total all the tickets purchased after the end of the time range.


Totals to Track Per Hour: Count of Records

If enabled, the report displays a count of the records processed.


Totals to Track Per Hour: Tran Quantity (Qty)

If enabled, the report displays the quantity of the records processed.


Totals to Track Per Hour: Tran Tix Price Paid (Price Paid)

If enabled, the report displays the transaction ticket prices paid.


Totals to Track Per Hour: Tran Tix Discount (Discount)

If enabled, the report displays the discounted transaction ticket prices paid.


Totals to Track Per Hour: Tran Total Amount (Total)

If enabled, the report displays the the total of all the transactions.


Report Time Period Tab   Top

Time Period Tab
Time Period Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Select Data Created Between

Set the date and time range of the data to be used.


alt="Select
Select Data Created Between

Opens a mini-calendar for easier date selection.


Report Titles Tab   Top

Titles Tab
Titles Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Title: Use default report title

If checked, the default title of the report will print at the top of every page. If unchecked, you can specify a custom title for the report in the field that follows (e.g. Monthly marketing mtg totals).


Description: Display employee full name

If checked, display the employee's full name under the report title. This is useful if printing to a common printer. If unchecked, you can add in a bit of a description of what the report means instead (e.g. Sales stats exclude comps).


File Name: Use default file name

If checked, and you chose to export or mail the report as part of the process, the system will automatically pick a file name (based on the name of the report) and append a timestamp to the file name. If unchecked, you can enter your own file name to be used when this report is exported (e.g. monthly sales statistics). You can also specify if you want a timestamp to be appended to the file name.


Report Titles & Formatting Tab   Top

Titles & Formatting Tab
Titles & Formatting Tab

It shares the standard navigation buttons and toolbar buttons shared across most Build Options Tabs.

Page Header Titles: Use default report title

If enabled, the default report tile will print. If disabled, you can specify a specific title for the report.


Page Header Titles: Title

Enter the title you want the report to have.


Page Header Titles: Display employee full name

The name of the employee logged into Theatre Manager will print on the report.


Page Header Titles: Description

You can enter a description of the report and/or the criteria you have selected.


Formatting: Subtotal Indent

When checked, the indent of the subtotal will be adjusted. Adjust the indent by changing the number in the text field.


Formatting: Column Gap

When checked, the gap between columns will be adjusted. Adjust the actual gap by changing the number in the text field.


Formatting: Copy and Paste Compatibility

When checked, additional adjustments to the spacing will be done to allow for easier copying and pasting of the report into another document.


Formatting: No Subtotal Headers

When checked, the page headers will be adjusted to only fit on one line.


Formatting: Force Portrait

When checked, the report will print in portrait format.


Formatting: Force Landscape

When checked, the report will print in landscape format.