Printer Selection and Setup ** Note the new WebPage printer option is at the bottom of this narrative. Printing in this accounting system is accomplished in 2 steps: 1. Report Processing: The report is processed (program reads data, formats lines), and stores this in a temporary disk file. 2. Report Printing (or Reprinting) When the report processing is completed, the contents of the disk file is then sent to the Windows Print processor, which prints the data to the designated printer. This may happen automaticly when the report is finished, or when the user indicates they are finished with the process, for example processing checks, invoices, or entering data such as invoices, payments, or employee hours. The steps above results in several benefits: a) Processing and file updating cannot be abnormally terminated because of a printer jam or no paper. b) The last report of each user and each application (GL, AP, etc) is always available for reprinting or viewing. c) Any printer available may be used for printing. Selecting a Printer You may select any printer that is available in the list. All printers on your computer that have a Windows driver installed are listed, If you are on a network, any shareable printers are also listed. Faxing If you have a Fax driver and software installed that are working, then by selecting the Fax (from the list) as a printer, your report should trigger a window that prompts for the telephone number. Enter the number and the report you process(ed), ie, Invoice, P/O, etc., will be faxed to the number dialed. Using SaveATree SaveATree is a dummy printer selection which allows running any print process without actually using a printer. The last report processed regardless of the printer selected is always available for viewing or reprinting (See the menubar File or Options tab). Reprint/View is available from each application (GL AP PR CR RG, etc). Running a report in PR for example, does NOT overwrite the last report run in any other application. If you are on a network, each user has his own 'last report' storage. No one else can print over your last reports. Viewing Reports Whenever you view a report, you are using the Windows Notepad program. Although its possible, you need not change anything in the report. You will notice 'funny' characters at several places in the report. Do not remove them because these are special coded instructions used by the print processor to specify fonts and print format. Consequently the report may look different (better) when printed. You still can review the report for accuracy or other data you may be looking for. Note the last report is not available if printed using the WebPage option. See explanation for WebPage 'printer' below. Alway CLOSE (X) the viewing window (Notepad) before continuing. DO NOT use the Notepad Print function. The output will be improperly formatted. Alway use the Reprint a Report option under the Greux task bar. Printer Differences Different brand printers, even different models in the same brands do NOT necessarily produce the same print size, density, appearance. Sometimes updating a print driver may change the printing. To allow for printer differences, Several width settings and fonts are available. You may need to try several settings to see which is the best suited for the desired results for your printers. Report Appearance For flexibility in printing, the following settings and options are used. These are saved along with the usual printer selected and become the default for printing until you change them. Each user station on a network has its own personal settings. Note that only one combination of settings are saved for each user station. Selecting another printer does NOT change the Appearance Settings. They stay at what you last set them. So if you use more than one printer, you may need to change the settings to suit each printer. If you use SaveATree. use the setting for the printer you may reprint to. Note that Expand Width and Fonts may be changed at Reprint time, while Width and Bold/Draft must be set prior to report processing. Width Control: Find the one that best suits your printer, Narrowest, Medium, Wider. Used at print processing time, so this must be set first. Expand Settings Above: Makes the width option selected even wider. Depending on the printer, this may make the width wider than the next Unexpanded setting. Experiment to find what is best for your printer. This option may be changed at Reprint time. Font to use: Usually the default font is the best. Again depending on the printer, changing the font selected may not change anything. If Windows or the print driver doesnt support the font selected, it reverts to the default font. This option may be changed at Reprint time. Note - Dec 2007 - COURIER NEW should work on ALL printers now. This should give the best results for any report. Cartridge Control: This option controls the print density, either dark or light. For utility printing of audit reports or one time look and trash reports, using draft should make your toner, cartridges or ribbons last longer. This option cannot be changed at Reprint time. WebPage printer (for emailing - Ver 7.4+) The WebPage printer option, if selected, prints the page(s) in HTML format, so that it may be viewed with your default web browser, usually Microsoft's Internet Explorer. In fact as soon as the report or document has completed processing, it is immediately displayed using your browser. If you dont see it, check for a tab in your windows taskbar (usually at the bottom) and click on it to view your report or document. Once on screen, you may select the option (in IE Explorer) to email the web page, ` which takes you to your default email program with the report already inserted (not attached) ready to send. Note that if the columns of the documents do not line up in the email the same as viewed in the browser, you should be sure your email software is configured for allowing/using html format. Nowadays most are already set up that way. To Email a document (invoice, P/O, etc) 1. Select WebPage (html) as your printer. 2. Print the desired document from anywhere in Greux. 3. View the document in your browser. 4. Select 'Email Page' from your browser (brings up your email program) 5. Select or enter the recipient's email address, and add a message if needed. 6. Send email. 7. Close browser if desired. 8. Continue with Accounting tasks.