Report Designer: Insert > Conditional Expression dialog

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Accounting CS enables you to insert conditional expressions for selected cells or rows in the design grid of the Report Designer to specify content to print only when the criteria for the condition are met.

See also: Reporting and Report Designer: Procedures; Report Designer: Conditional expression examples

Inserting a new conditional expression

  1. In the design grid of the Report Designer, select a cell or an entire row by clicking the row number button and choose Insert > Conditional Expression.
    • A Cell type conditional expression determines what prints in a cell. It can apply to the entire cell contents or to selected amounts, text and/or variables within the cell.

    • A Cell type conditional expression is selected if a cell or text in a cell is currently selected in the design grid.
    • The Cell type is selected by default when text in a cell is selected in the grid and you choose Insert > Conditional Expression. If the text in the cell is not selected, the text entered in the Conditional Expression dialog is inserted following the existing text.
    • A Row type conditional expression determines whether a row or group of rows will print.
    • A Row type conditional expression is selected by default unless a cell, text in a cell, or column is currently selected when you choose to insert a conditional expression.
  2. Enter a unique description of up to 50 characters for the conditional expression. Note that the description must be unique for the current worksheet.
  3. Use the Condition grid to build a conditional expression.

    Show dialog

    conditional expression grid
Operator Description
< Less than
<= Less than or equal to
<> Not equal to
=

Equal to

> Greater than
>= Greater than or equal to
Has data The selected item includes data
Has no data The selected item does not include any data
Contains The selected item contains specified text
Does not contain The selected item does not contain specified text

Notes

  • The operator field in each row of the Condition grid is preceded and followed by a drop-down list of variables. The Formula Insert formula button buttons enable you to insert formulas and variables as part of the conditional expression.
  • Existing conditional expressions are tagged with a green triangle in the upper-right corner of a cell. An expression for a row is tagged in the row number column on the left side of the grid; an expression for a whole column is indicated in the column header section of the grid, and an expression for a single cell is indicated the upper-right corner of the specified cell.
  • Title rows in reports do not currently support conditional expressions, but you can customize title rows by inserting conditional expressions above title rows in the design grid. For details see, Adding conditional expressions above title rows in the Report Designer. (Also, you can learn more about this topic and others from the Accounting CS Ideas Community, a forum in which you can share ideas with other users and provide feedback and suggestions to our development team.)
  • For Row and Row Text conditional expressions, conditions are evaluated for all cells in the rows that are included in the condition.
  • You can build complex conditions by selecting AND or OR at the end of a row in the grid, which opens another row to add to the condition. Note that you can keep building to the current condition beyond the six visible rows in the Condition grid. When you have filled the six rows, and then select AND or OR at the end of the sixth row, a scrolling region is displayed so that you can add more items to the condition.
  • Multiple tabs are displayed in the Conditional Expression dialog only if more than one condition is set up for the current expression.
  • A new tab is automatically added in the Conditional Expression dialog (for example, Condition 1, Condition 2, and so forth) when you select the Test next condition option.

    Show dialog

    conditional expression grid

Action conditions

If true, print

  • For Row conditional expressions, you can select a range of rows in the report to insert the current condition when the condition is met.
  • For Cells and Row Textconditional expressions, you can enter a value in the available field (including a formula and/or variable) to print when the condition is met.
  • For Overdraft conditional expressions the actual amounts print in the cell when the condition is met.

If false . . .

  • Complete condition (marked by default). When this option is marked, the current condition must be true for any action to occur or information to print.
  • Test next condition. When this option is marked, a new Condition tab is automatically inserted in the Conditional Expression dialog to allow subsequent conditions to be evaluated if the previous condition was not met.
  • Print
    • For a Cell conditional expression, you can enter a value in the field (an amount, formula, variable, or text) to print if the condition is not met.
    • For a Row conditional expression, you can select a range of rows where the current condition is to be inserted if the condition is not met.

Notes

  • When the condition is not met for an Overdraft conditional expression, a zero amount will print. You can format how the zero is displayed in the cells of the row from the drop-down list (Blank, Dash, Zero, or N/A).
  • When the Test next condition option is not selected, subsequent condition tabs remain but are not evaluated when the condition is false.

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Editing an existing conditional expression

Select a cell or entire row (by clicking the row number button) in the design grid of the Report Designer where a conditional expression already exists and choose Format > Conditional Expression.

Removing an existing conditional expression

Select a cell or entire row (by clicking the row number button) in the design grid of the Report Designer where a conditional expression already exists and choose Insert > Remove Conditional Expression.

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Related topic: Conditional expression examples

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