Processing a Report

Generating a report involves these basic steps:

  1. Access a report from one of the Accounting & Report menus, or from the Other menu.
  2. Specify selection criteria and output options.
  3. Select an Output Option, such as Adobe®, Screen, Batch, Overnight, or Export. The Overnight, Batch, and Export options are not available for all reports.
  1. (optional) Send the report to additional users via the Report Distribution option.

Procedure for generating a report

Accessing a report

To access an Accounting report: (for example, a Aged Receivables, Accounts Payable on File, Balance Sheet, or Production Reports)
  1. Click Accounting (from the Sagitta Home Page or from any non-accounting menu). The Accounting & Reports page appears. The Accounting & Reports page contains four accounting and report categories:
  • Accounts Receivable
  • Accounts Payable
  • Financial Management
  • Production Reports
  1. Click a category. The report options for the category appear on the left side of the page. Select a report to open its Report Selection page.

Access to the various report and accounting pages is determined per user based on the Personalization settings established by the system coordinator in the Menu File Maintenance Page.

To access non-accounting (Other) reports: (for example, Policy Renewal Report, Client Lists, Report/Profile Builder)

  1. Click Other on the Sagitta Home Page .
  2. Click Reports. The Reports menu options appear on the left side.
  3. Select a Report Type (Clients/Staff, Policy, or Miscellaneous) to open the Report Selection page for that report.

Access to the various report pages is determined per user based on the Personalization settings established by the system coordinator in the Toolbar Maintenance Page.

Specifying selection criteria and output options

Complete the Report Selection page.

Comments field - Type a short description, reminder, or other brief comment. This information is for your use when viewing the Report Selections page. This information does not print on most reports. Comments field information does not appear on any exported report.

Comments do print on each page of the Year To Date Production Summary. It prints on the cover sheet for the Consolidated Financial Statement if you select the option to include it.

Selection Options - This section may include one or more multi-valued text boxes. You can use these text boxes to specify codes for report selection purposes.

  • If you leave a text box blank, the system assumes All codes.
  • Some text boxes have an accompanying field where you can select = (Equal To) or # (Not Equal To). The default is = (Equal To). You might select #, for example, if you want to run the report for all but a few codes. You would then specify the codes not to include in the selection criteria.
  • There are two ways to enter codes in the text boxes:

Type codes manually: If you type the codes, be sure to type a space, a semi-colon, or press ENTER after each code. The system fills in the code descriptions when you tab out of the text box.

Use theLookupfunction: Many text boxes include a Lookup button (magnifying glass icon) in the lower right corner. Click Lookup to open the Lookup dialog box. (If codes do not automatically appear in the list, it means that there are more than 50 codes. Enter your search criteria and then click Search.) The Lookup dialog box displays all valid codes and code descriptions that meet the search criteria. To select multiple codes:

  • Invalid Codes - If you type an invalid code, the system displays an error message stating that the code is not found in the file. If you see this error message, click OK and the incorrect code is automatically removed from the entry field.
  • When you finish selecting codes, click OK. The codes and code descriptions appear in the text box.

You can use a combination of both methods to enter codes.

Sort/Output Options - Use this section to select sort options (if available) and to further customize the report output.

Notes on the Selection Criteria:

  1. Clicking Quit clears all entries since the last page Save.
  2. The Client Account Profitability Report includes an additional section named Client Base Selection. Complete the Client Base Selection entry fields and then click the Build button to generate the File Status information.

When you have finished making your selections, click Save to preserve the current selections so that they pre-fill the next time you access this Report Selection page, for most reports. (You must log in with the same User ID used previously.)

Selecting a printing, viewing, or processing option-*

From the Report Selections page, choose one of the following options for printing, viewing, or processing the report.

The options may vary, depending upon the report selected.

  • Adobe® - Use this option to review the report in Adobe PDF (Portable Document Format) using the Adobe Acrobat Reader. From Adobe, you can save, print, or e-mail the report. You can view Accounting Reports, such as the Preliminary Invoice Register and the Operating Statement, that have multiple report versions.

Selecting this option enables you to view and review a report with Update functionalitybefore you update your system. You can update a report if you view it using Adobe; you cannot update it using the Screen option.

  • Screen- Use this option to view the report on the screen after processing. Using the Screen option, you can view Accounting Reports that have multiple report versions, such as the Preliminary Invoice Register and the Operating Statement.

When you select the Screen option, the Report View Page appears. You can click printer on the tool bar to access Windows Print to print the report displayed.

You cannot update reports using the Screen option. Use the Adobe option if you want to view and update reports.

  • Overnight- Use this option to add the report to the Overnight Report Process queue. Overnight Report Processing occurs immediately after that night's File Save. (For the report to be included in that night's processing, you must add the report to the queue before the File Save begins.) The availability of the Overnight option depends on whether or not Sagitta supports Overnight Report Processing for the specific report.
  • Batch - Use this option to add the report to the list of reports on the Batch Process page. The availability of the Batch option depends on whether or not Sagitta supports batch processing for the specific report.
  • Export - Use this option to export in file in XML format to a third-party spreadsheet program (for example, Microsoft Excel). Refer to the Exporting a Report topic for additional information about the Export option.

Report Distribution option

Use the Report Distribution option to send the selected report to multiple users. You can use Lookup to search for a valid Report Distribution group.

Before you can use the Report Distribution option, you must first set up your agency's Report Distribution Groups on the Add/Change Staff Distribution Group Maintenance page.

Notes on Report Distribution

  • Vertafore sets the default value for displaying Report Distribution groups to Yes. You can disable (turn off) the Report Distribution option for all reports or for specific reports by changing the Display Report Distribution List? option on the SYS ACF File Record Maintenance Page to No.
  • You can change the names in the Report Distribution list prior to processing the report. To do so, type the staff code(s) for the person or persons who should receive the report.
  • An icon appears on the toolbar of each user in the Report Distribution Group to indicate that you have sent a report. After the user accesses the report, the icon disappears.