Financial Statements Using Crystal Reports - 3
ODBC
We can’t have a discussion about modifying canned Crystal Reports for Sage 300 without first discussing
ODBC. This point is often lost in the discussion and it is the foundation of a successful experience
modifying custom reports.
ODBC stands for Open Database Connectivity and was introduced into the computer world many decades
ago. It allows two programs to speak to each other and in some cases pass data back and forth between
them. Think about it like this. A German and a Frenchman may not speak each other’s languages (similar
to two propriety software packages) however if they both speak a third language such as English then the
will be able to communicate with one another. ODBC is like a meeting place where diverse software such
as Sage 300 and Crystal Reports that do not know anything about each other, can speak a common
language.
That language is SQL or Structured Query Language. When Crystal Reports runs a report, it actually sends
to Sage 300 instructions written in SQL on what data it wants returned. Both the sender and the receiver
can understand the request.
For us to be able to not only modify a canned Crystal Report but to preview them while in Crystal or to
introduce new fields and tables we must first setup ODBC on our PC first. Therefore, when back at your
PC where you have both Sage 300 and Crystal Reports installed you will need to setup ODBC so that you
can do those edits and previews. If you cannot change your ODBC settings in the way you’re about to
learn, then you may not have rights to do so and you will need to get your IT Dept. involved to give you
those rights. You do not need to set this up each time you modify a report. You do this once for the most
part and often don’t have to change it for years.
Almost everyone is now using a 64-bit machine (PC) with a 64-bit operation system such as Windows 7 or
Windows 8 & 10. Sage 300 still uses a 32-bit ODBC driver. They are not alone, many other software
companies including some of Sage 300 competitors still use a 32-bit ODBC driver. By default, when you
navigate to your computers control panel looking for the ODBC setup area you will find the 64 bit in
almost every case. You won’t realize it is the 64-bit spot but it will be. Therefore, you need to remember
that you must navigate to the 32-bit ODBC administrator area. This is hidden a bit but you can find it.
There are two ways to find the 32-bit ODBC setup area. The first is to simple navigate to by going to Start
menu, select All Programs> ODBC > 32bit ODBC Administrator to open the Data Source Administrator
window. However, my favorite way is to simple type in 32 at the Windows start search area. That almost
always brings up a list of files that start with 32 and the 32 ODBC Administrator will be at the top of the
list.