Open Purchase Orders Columns & Groups Tab
Use the Columns & Groups tab to add or remove columns, change column sequence, provide new column labels, set column widths, or select number and date formats for the Open Purchase Orders report.
Grouping and Sorting
Use the options in this section to sort and group data on a report, to make it easier to locate and review report data. You can select multiple sorting and grouping criteria for a single report. The sequence in which you arrange the selected criteria determines which sort is applied first.
For example, you can sort and group the Project Summary report first by project manager and then by project number for each project manager. You can also print subtotals for each group.
If your firm uses custom date fields, you can sort and group by those custom fields. In addition, user-defined fields from the project are available as groups.
| Field | Description |
|---|---|
| Group By | This column lists the criteria by which you can group or sort data on the current report. |
| Label | Use this column to enter the label for the group that displays on the report. You can change the default label. |
| Sort In | In this column, specify whether the data is sorted in ascending or descending order. Click the
Sort In column and then select one of the following settings:
|
| Color | Select the color of the sort band for each sorting level. Click in this column for a sort criterion to display the color palette, which you can use in one of the following ways:
|
| Subtotal | Use this toggle to turn on ( ) or off ( ) the subtotal for the grouping. When subtotals are turned on,
Vantagepoint totals the amounts for this group. The total is shown either in the header line, if you selected the
Show Totals on Header checkbox in the Group Options section, or as a footer.
If you exclude the subtotal and heading, Vantagepoint sorts data, rather than grouping data, on the report. If Subtotal is turned on and the Hide Single Line Totals checkbox is selected in the Group Options section, totals do not display for groups that contain only one detail line. |
| Heading | Use this toggle to include () or exclude () the label for the criterion on the report. If the heading is not displayed, then the report is simply sorted and not grouped by this field.
|
| Page Heading | Use this toggle to turn on () or off () the page heading. When this option is on, the sorting group headings repeat on subsequent pages when data for the group spans more than one page.
|
| Collapse/Expand | You can set up group levels so that you can collapse and expand the groups at that level to display or hide the sub-groups and detail rows when you preview the report. If you print the report from the Preview window, the groups are expanded or collapsed just as they are on the Preview window.
For the sorting and grouping criterion, select one of the following:
If you search for text in a previewed report, the search finds the target text only if it is visible when you perform the search. It does not find data that is hidden in collapsed groups. |
| Line Separator | Select the type of line to print between sort groups on the report. When you preview the report, dotted lines display as lines of short dashes. However, when you print the report, they are dotted lines. |
| Page Break | Use this toggle to turn on () or off () page breaks. Move the toggle to the on position if you want a new report page each time that the sort value changes.
Vantagepoint repeats the sorting group headings on subsequent pages when data for the group spans more than one page.
For example, suppose you select Office as a sort criterion and you have three offices. If you select Page Break for the Office sort criterion, Vantagepoint begins printing the information for each office at the top of a new page. |
| Reorder this Row | To reorder groups, click
 at the beginning of a row and drag the row to a different place on the grid.
|
| Delete | To delete a row from the grid, click
 at the end of the row.
|
| + Manage Grouping | Click this link to display the Select Groupings dialog box, which you use to find and select the grouping options that you want to include on the report. |
Columns
Use the Columns section to add, sort, or delete columns that you want to either include in or exclude from the report. The columns that are available for this grid can include standard fields, user-defined fields, grid columns, and user-defined calculations that can vary based on the type of report you selected. Many reports can include information from only one grid. To change the available grid columns, use the Grid Type option in the Grouping and Sorting section.
| Field | Description |
|---|---|
| Name | This grid column displays the column name.
The column name is not the column heading for the report. Heading (described below) displays the default column heading. |
| Heading | Enter the heading that is displayed on the report for the column. If you enter a heading that is longer than the space for the heading, you might need to adjust the column width in Width. Headings automatically wrap to two lines if they do not fit in the width of the column. Example: You may see the heading Actual Budget wrapped with Actual on line 1 and Budget on line 2. |
| Width | Enter the width of the column in either inches or millimeters based on which one you selected in the
Unit of Measure field on the Layout tab.
If you select inches, enter fractions using decimals (for example 1.00, 1.5, and so on). By default, Vantagepoint provides column widths suitable for the default heading text in Heading. If you enter a longer heading, you can adjust the column width. |
| Format | For date, currency, number columns, and memo columns, this field displays the format in which the report presents the column value. To change the format, click in the Format column and select the format that you want to change. |
| Alignment | Specify how you want the data aligned in the column: left justified, centered, or right justified. |
| Type | This grid column displays the type of column:
|
| Reorder this Row | To reorder groups, click
at the beginning of a row and drag the row to a different place on the grid.
|
| Delete | To delete a row from the grid, click
at the end of the row.
|
| + Manage Columns | Click this link to open the Select Columns dialog box to add or remove columns from the grid. See the Select Columns Dialog Box help topic for detailed information. |
| + New Calculation | Click this link to open the Calculated Fields dialog box to create a calculated field for the report. See the Calculated Fields Dialog Box help topic for detailed information. |
Group Options
Use options in this section to apply other formatting options to the groupings that are displayed on the report.
| Field | Description |
|---|---|
| Indent First Column | Use this control to indent the first column of the report. You can enter a number in the field between 0.1 and XX. To change the indent, use the up and down arrows to incrementally increase or decrease it. |
| Indent for Each Group | To indent each group on the report, enter the size of the indent in this field. Use the corresponding Unit of Measure option on the Layout tab to specify inches or millimeters as the unit of measure for the indent. |
| Show Totals on Header | Select this checkbox to display totals in the header row for each group, rather than at the end of the group. This option is enabled if you are grouping by at least one field. It is particularly useful to show totals on the header if you use collapsible groups on your report. |
| Hide Single Line Totals | Select this checkbox if you do not want group totals displayed when the group contains only one detail line. This checkbox is enabled if you are grouping by at least one field and the Show Totals on Header checkbox is cleared. |
| Hide Document Map | A document map is an outline of the structure of a report, based on the sorting and grouping criteria that you set up for the report. A document map contains a link for each sorting and grouping value.
This option is selected by default, which hides the document map (outline) from the report. To show the document map on the report, clear the checkbox. If you export the report to Excel, this option controls whether or not the outline is also exported. |
| Show Final Totals | Select this checkbox to display final totals of all groups and data on the report. |
| Show Details and Totals | Select the Details and Totals option to show detailed purchase order information for each vendor, as well as totals for all the items purchased by the vendor. |
| Show Totals Only | Select the Totals Only option to show only totals for the purchases from each vendor. |