PPS reports can be used to identify cases where two instances of the same client, appointment, accounts record etc. may have been added into your systems.
This guide will provide some pointers on running the right reports for you in one of these instances. You can find a general introduction to PPS reports here.
Section 1 - Choosing a Report
All reports can be found via Reports > Reports & Mail Merge and are sorted into sections. Choose the section that most clearly matches the element of PPS that you're looking to check for duplicates within. In most cases, the first report listed within these categories will be the most general and the best applicable report in looking for overall duplicates. The exception to this will be the accounts section, where you can look to run a report based on the specific stage of billing (charge, invoice, payment).
Section 2 - Date Ranges
Once you've chosen your report double click to open. Head to the date range tab if you're looking for entries from a specific date range (charges, invoices, appointment). You can leave the date range blank if you want to look at all entries or if you'll be entering dates in the criteria tab such as in the example below:
Client List report:
The client list report applies date ranges to any client activity, rather than date added, so use the above if this is what you're looking for.
Section 3 - Breakdowns
Breakdowns are key to identifying duplicates as they group all report results based on whether or not they are the same with regards to your chosen breakdown.
For example, if you're in an invoice report and you choose the following breakdown:
then your results will be arranged based on who the invoicee is. Below all DR CHARGE TEST'S invoices that match the date criteria are listed together so we can easily see at a glance whether or not we think they may be accidental duplicates.
Other breakdowns you may look to use to find duplicates are:
Report > Breakdown > Reason
Client List > Surname > To find clients with the same surname. The spelling would need to be the same here
Client List > Client Ref. > To find instances where you may have entered the same client reference for more than one client.
Payments Report > Invoicee (Payment) > To view all recorded for a specific client within your date range/criteria in order to locate any potential duplicates.
Section 3 - Identifying duplicate appointment bookings or conflicts
To get a list of all appointments diary conflicts you can run an appointments diary list report.
Go to reports > reports and mail merge and click the appointments tab.
From the list of stock reports, highlight 'Appointments Diary List Report' and click 'open'.
In the reports window, navigate to the 'criteria' tab and copy and paste the following text:
DTOS(date)+time+diaryuser in (SELECT DTOS(date)+time+diaryuser as keyfield FROM appointm where empty(apttype) and !reopen GROUP BY keyfield HAVING COUNT(*)>1)
Into the large text window and the bottom of the screen as illustrated in the image below:
Don't forget to also use the 'Date Range' and 'Breakdown' tabs if you want to filter your results further.
Once you have added the criteria and selected any additional filters, click 'finish'. This will give you a list of all bookings that currently exist in your PPS diary and clash with one or more additional bookings.