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How to Display Statement-Work Order Description on Owner Statements

Added 2/22/2006 - Article ID#: KWin0017

Overview

When posting a work order charge to an owner, there is a note field labeled Owner Statement - Work Order Description.  This field allows the property to record information on the work order and have a separate, more official description for the Owner Statement.  Prior to RDPWin 1.215, Crystal Reports had a bug that would not display a note field correctly, so this field could not be used on the Owner Statement forms.

Solution

In RDPWin 1.215 or higher, the Crystal patch to fix this bug is included.  To add the Statement-Work Order Description to the Owner Statement, follow the steps below:

  1. Update RDPWin to Revision 1.215 or higher.
  2. Open the statement report in Crystal Designer.
  3. Open the OwnerDirectCharges sub-report.
  4. Click on Database --> Database Expert.
  5. Add NoteFile to the Selected Tables column, if it is not already there.
  6. Click on the Links tab.
  7. Link HExpense.NoteMasterFile to NoteFile.MasterFile.  If NoteMasterFile is not available in the HExpense file, run Verify Database from the Database menu before linking.
  8. Right-click on the new link and choose Link Options.
  9. Select "Left Outer Join".
  10. Click OK.
  11. Link HExpense.TransactionSeqNum to NoteFile.Number.
  12. Click OK.
  13. Add a formula called StatementWorkOrderDesc with the following text:

    If Not IsNull({HExpense.WorkOrderID}) Then
        If IsNull({NoteFile.Number}) Or Trim({NoteFile.Note}) = "" Then
            {WorkOrdr.Description}
        Else
            {NoteFile.Note};
    ;

    This formula can also be dragged from the RDPFormulas report in the Misc folder and dropped onto the Owner Statement.  If Statement-Work Order Description is blank, the regular description on the work order is used.

  14. Click Save and close.
  15. Drag the new formula onto the report to where it should display.
  16. Right-click on the field and choose Format Field or Format Text (if it is within a text box).
  17. Click on the Common tab.
  18. Uncheck "Keep Object Together".
  19. Check "Can Grow".
  20. Set Maximum Number of Lines to "0".
  21. Click OK.
  22. Save the report.
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