To create an additional header or additional footer for a report, open the Report Layout window for the report. Choose Report Section Options from the Tools menu to open the Report Section Options window.
Click the New button next to the Additional Headers list or the Additional Footers list, depending upon which you are adding. The Header Options or Footer Options window will open. If an existing header or footer is highlighted in the list, the one you add will appear after the selected one.
Enter the header name or footer name. This name will appear in the appropriate section in the Report Section Options window.
If you are defining an additional footer and wish to limit the number of records that appear in the body of the report before the additional footer is printed, enter that number in the Records Per Report Body field. If you have multiple additional footers, this field should be specified only in the first additional footer.
Typically, this feature is used when the report is to be printed on a preprinted form. For example, consider a preprinted form with a stub on top and a check blank on the bottom. If the stub can list up to four separate invoices that are being paid by the check, you should include the invoice number and invoice amount fields in the body of the report, and the date, and payment amount (both in numbers and in words), appropriately spaced in the additional footer.
From the Report Table drop-down list, select the name of the table that contains the field the additional header or additional footer should be based on. The report’s main table will appear in this list by default.
If you haven’t created a sorting definition for the report, only fields that are part of the key for the report table you’ve selected will be displayed in the Table Field list. If you’ve created a sorting definition for the report, only fields from the selected table that are part of that sorting definition will appear.
If an additional header or footer is based on a field used in a sorting definition, and that sorting definition is later deleted, the additional header or footer must be deleted as well.
Select the Suppress When Field Is Empty option if you don’t want this additional header or footer to be printed if a specific calculated field is empty. Once this option is selected, the Calculated Field drop-down list will be enabled. Select the name of the desired calculated field.
If you are defining an additional footer, several other options are available. Select each option that is appropriate for the current additional footer:
Page Break Starts a new page after the additional footer is printed. You can use this option even if you don’t display any data in this additional footer.
Reset Report Begins a new report each time this additional footer completes printing. The page footer and report footer, if active, will print after this additional footer, before the new report begins printing. Once the new report begins, the page numbers will begin again at 1, and the report header, if active, will be printed.
Suppress Last Record’s Footer Suppresses the last occurrence of the additional footer. If you mark this option, you may want to mark Reset Report as well. If you don’t, only the last occurrence of the additional footer on the entire report will be suppressed.
For example, you may want to mark this option if you’re creating a layout for checks with a stub both on the top and bottom. The stubs would be placed in the body, while the check would be placed in an additional footer. Since only one check should be printed, the second additional footer should be suppressed.
No Break At Record Count Mark this option if you have specified a number in the Records Per Report Body field, but want the additional footer to print only when the value in the field the footer is based on changes. If a value is specified in the Records Per Report Body field and this option isn’t marked, the footer will print even if the field the footer is based on hasn’t changed.
This option shouldn’t be marked if you’re printing checks on preprinted forms, but you may want to mark it if you’re printing invoices on forms with more than one page.
Click OK to save the additional header or additional footer, and return to the Report Section Options window.