Using Summary Registers
A summary register is the consolidation of like rows from a detail register. For example, a summary register can consolidate all of the accounts for the same administrator code and show the total tax due as well as the number of accounts that were consolidated for each administrator code.
A summary register row can:
- Count the number of rows in each consolidation
- Count the number of unique values in a column in each consolidation
- Subtotal a numeric column by consolidation
- Compute the average value for a numeric column
- Determine a column's maximum value by consolidation
- Determine a column's minimum value by consolidation
With a summary register, you can summarize the information in any register based on groupings by any of the columns in a register. For example, you want a register to display the number of accounts with each status. To do this, create a summary register that groups the rows by status then counts the rows in each group. If, however, you want a register to display the number of accounts each tax preparer has with each status, you would create a summary register that groups the rows by preparer code then by status before the rows are counted.
The data shown in a summary register cannot be updated.
Creating and Defining Summary Registers
Summary registers are created using the Register Properties page. First, use the
Summary Columns
collapsible section to add the columns to the summary register. After the summary columns are added, you can use the Summary Sort
collapsible section to define the order in which the summary rows display in the register. You can also use the Summary Filter(s)
collapsible section to exclude certain rows from the register. For example, you want a register to display the number of accounts assigned to each tax preparer. The accounts should be listed in order by the number of accounts assigned to each tax preparer, and the tax preparers who have less than 20 accounts assigned should not display in the register. To do this, use the Summary Sort
and Summary Filter(s)
collapsible sections to apply sort and filter parameters to the summary rows only.Creating Summary Registers
To create a summary register:
- On the Register Listing page, select Modify Register Properties for the detail register from which you want to create a summary register.
- On the Register Properties page, open theInformationcollapsible section.
- If necessary, change the register name in theRegister Namefield and use theScopedrop-down list to change the scope for the summary register.
- SelectSummaryfrom theDefaultdrop-down list.
- SelectSave Asin the button bar.
Adding and Defining Summary Columns
The
Summary Columns
collapsible section on the Register Properties page includes three grids. The first grid includes all of the columns that were defined for the detail register. This is the grid you will use to add the columns you want to use for grouping and counting the rows in the summary register. The second grid allows you to change whether the register columns are visible. No columns in a summary register are updateable. The third grid allows you organize the columns by moving them to different locations in the register. The third grid also allows you to resize the register columns so that the data in the column fits the column width.To add and define summary columns:
- In the first grid under theSummary Columnscollapsible section, select the check box for the columns you want to use for grouping the rows in the summary register. The following graphic shows theSummary Columnscollapsible section:
- SelectAddto add the columns to the second grid.
- SelectSavein the button bar.
- In the first grid under theSummary Columnscollapsible section, use theDefinitioncolumn to select the definitions for counting in the summary register. These columns are in theSummary Columnscategory. The following graphic shows theSummary Columnscollapsible section filtered to show only the columns available in the Summary Columns category:
- The definitions include:
- Row Count-The following graphic shows the definition selections for theRow Countcolumn:
- SelectRow count()when you want to count the number of rows in the consolidation.
- There is aRow count UNIQUEselection for each column in the detail register. Select theRow count UNIQUEcolumn when you want to count the number of unique occurrences of a value in a particular column. For example, selectRow count()to count the number of accounts assigned to a tax preparer then useRow count UNIQUEto count the number of different entity types assigned to the tax preparer.
- Largest and Smallest - TheLargestandSmallestselections include the name of each column in the detail register. When the summary register is run, this column shows the largest or smallest of the field from the consolidated group. If the column is a numeric column, the largest or smallest number is displayed. If the column is a date column, the latest or earliest date is displayed. If the column is a text column, the alphabetical last or first is displayed.
- Total and Average - TheTotalandAverageselections include the names of each numeric column in the detail register. Select the column that you want totaled or averaged in the summary row.
- Select the check box for the summary column then selectAddto add the summary column to the second grid.
- SelectSavein the button bar.
Opening a Detail Register for a Summary Register Row
Select Run in a summary row to open a detail register for the row.