SYSPRO enables you to produce a wide range of documents that you need to send to customers and suppliers. These include statements, delivery notes, invoices, order acknowledgements, checks, purchase orders, etc.
SYSPRO also allows you to produce documents for internal use to track the status of transactions (e.g. job cards, warehouse transfers, etc.)
There are a number of built-in reports available (e.g. management reports, exception reports, master file listings, audit trails, journals, etc.). You can print hard copies of these documents, or preview the information on screen and optionally print hard copies.
Although you would typically use Windows Printing to produce these documents, SYSPRO does cater for printing directly to a device, or writing to a disk file (see Print Setup (non-Windows)).
You can print documents on pre-printed stationery, or you can format and print documents using MS Word (see Microsoft Word Printing) or SRS Document Printing (see SRS Document Printing Overview).
SYSPRO Reporting Services provides a desktop-to-the-boardroom reporting solution that produces high-quality professional reports and documents, with the flexibility of customization and the convenience of archiving and scheduling. These services enable you to design custom reports to virtually any level of complexity, complete with tailored reporting options, preferences and layout features such as graphs.
- Page and Font Setup
- Default Printer Settings
- Windows Default printer
- Printing on Terminal Server
- Preview options
- SRS Document Printing
- Report Writer
- Barcode Printing
- Error Messages
- Notes adn warnings
If SYSPRO is configured for Windows printing (->->) then you can configure the page dimensions and font selections that must be used when printing documents. This enables you to ensure that details printed on reports generated from within the system fit on the page.
In addition, you can define the margins in either millimeters or inches. This margin unit of measure is defined in the Regional Settings of your Window operating system.
When using the Windows Printer Page Setup function, SYSPRO determines the margin unit of measure (inches/mm) as follows:
-
The first time you use the SYSPRO Page Setup function for a Windows printer the standard Windows Page Setup screen is displayed.
A flag is used to indicate that the current Windows Regional Settings must be used to default the unit of measure (inches/mm). If the measurement system is metric, then mm is the default, otherwise inches is used. The page setup information is stored for subsequent use. This includes the margin values and the unit of measure (inches/mm).
-
In subsequent calls to the page setup the previous value of the margins together with the previous unit of measure (Inches/mm) is passed as the default.
Therefore, once you have initially defined the page setup, the margins and unit of measure (inches/mm) are retained in all subsequent usage.
-
The current Page Setup information is stored in the operator preference file. The file is a plain text file called {operator}.PRF and resides in the base\settings folder.
If required, you can remove the PRF file, however this affects other operator preferences.
You can reset all printer defaults for the current operator by editing the PRF file with a text editor and removing the lines beneath the [printers] section.
The line beginning with 'PageSetup=' in the PRF file defines the page setup information. The character immediately following this string is the unit of measure where:
- 0 - mm
- 1 - inches
For example:
To manually set the default margin unit of measure to mm you should ensure that there is a line that starts: PageSetup=0. Do not change any other settings on this line.
![[Note]](images/note.png)
It is strongly recommended that before making any changes to the PRF file that the operator is not logged into SYSPRO and that have saved a copy of the file before any changes are made.
When the Windows Print Setup/Page Setup dialog first loads, the initial values are sent to the printer and the printer drivers provide default settings. When you exit from these standard Windows dialog screens, the settings returned from them are saved and passed to any subsequent print operations.
When you exit SYSPRO, the settings are saved. This includes page orientation/margins/paper size and the printer settings (which can be very numerous depending on the printer driver). These are stored in the [Printer] section of the Preference file (e.g. ADMIN.PRF). In this file, you will often see a series of lines that start 'PreExtra???='. These are printer specific strings that are 'private' to the printer driver (i.e. they contain flags and settings for which the manufacturer of the driver does not explain how they are stored).
When you next load SYSPRO the preference file is read and all the settings are restored, including orientation/margins/paper size and printer settings (including any printer specific 'private' area settings). When you select the Print Setup option, the current settings are passed to the dialog box and it is up to Windows to allow you to change the settings (or not).
Similarly when you use the Page Setup option, the current settings are passed to the dialog box and it is up to Windows to allow you to change the settings for orientation/margins/paper size.
The workings of the Windows screens are outside of SYSPRO's control. When you use either the Print Setup or Page Setup screens there is the ability to select a different printer. When this is done it is up to these dialogs to decide whether they are going to retain the other settings or not. We do not have control over this.
The reason that other products (such as MS Word) work differently is that the paper size/orientation is defined against the document (i.e. each letter can be defined separately). In SYSPRO we can define the printer settings against each report providing similar levels of functionality, but apart from that control is largely out of our hands.
All device printers are saved System-wide in the ADMPRT.dat file. Windows printers are called from the Windows operating system, so the list of windows printers is not saved, but called.
The first time a new SYSPRO operator logs into SYSPRO, an OPERATOR.prf file (where OPERATOR is replaced by the operator code) is created in the ..\base\settings directory on the application server (Windows and UNIX).
The OPERATOR.prf file contains operator preferences in the [printers] section of the file. This section contains the Operator's default printer and its attributes as well as the operator's print preview, Windows printing and print dialog option selections. Each time the operator logs into SYSPRO this preference file is read and the printer settings are reset.
When you use the Print Setup option from the SYSPRO Ribbon bar, these settings are passed to the standard Windows Print Setup Dialog. This Dialog box displays the current printer settings. Note that if you change the printer settings on this screen (such as orientation or margins), then you are changing the settings in Windows and not in SYSPRO (i.e. SYSPRO is not making these changes, so the OPERATOR.prf file is not updated). This is also true when using another application, such as Notepad, which also uses the same standard dialog box.
To remove the default printer settings in the OPERATOR.prf file, you can:
-
Make a backup of the operator's OPERATOR.prf file.
-
Remove the [printers] section in the file and save the file.
-
Let the operator log back into SYSPRO. No printer preferences will exist.
-
Recreate the printer preferences by selecting a default printer and defining the page setup.
-
If this does not work, then rename the OPERATOR.prf file (or copy it away). This will remove all user preferences for the operator.
The operator must then recreate the preferences required, thereby creating a new OPERATOR.prf file.
In most cases, SYSPRO functions use the default printer configured against the SYSPRO Ribbon bar. However some SYSPRO functions use the current Windows default printer and you should therefore ensure that you assigned an appropriate Windows default printer before using these Print functions.
The following functions do not use your currently configured SYSPRO printer, Print Preview or Request Print Dialog preferences:
-
Printing the contents of a Listview
When you use the built-in capability to print a listview (i.e. Right-click on the listview heading > Export/print > Print… (Ctrl+Shift+F2), the Windows default Print Dialog screen is displayed and the printer defaults to the Windows default printer. See Listview functions.
-
Running a Period End program
When you run one of the Period End programs a ‘Report’ pane is populated with the results of the function processed.
If you select to Print the report when processing has completed, then the program invokes the ‘Print’ method against the listview - exactly as if you had use the Print function yourself - except that it is automated and does not prompt for the Print Dialog. Therefore, this sends the contents of the Report listview directly to your current Windows default printer.
-
Printing the contents of a Display or Entry form
When you use the built-in capability to print against a Display or Entry form (i.e. Right-click on a Form caption > Export/print > Print… (Ctrl+F2), the Windows default Print Dialog screen is displayed and the printer defaults to the Windows default printer. See Form functions.
When using automation (see Automation Design) Code Jocks handle the printing and therefore it is not possible to apply the default SYSPRO printer. No printer dialog can be displayed when a program is automated, so the default Windows printer is used. You therefore need to ensure you have the correct printer as your default Windows printer or choose to email the report so that it can be printed to a printer of your choice at a later stage.
If you selected the Request Dialog option from the SYSPRO Ribbon bar then in some cases you can also select the required printer from the Print Dialog.
|
|
|
|
The Request Print Dialog option is ignored when running a SYSPRO program in automated mode. All printing is diverted to your operating system's default printer (e.g. your current Windows default printer) and all runtime prompts and messages are suppressed. |
|
If you want to use the automatic mapping of local printers via Terminal Server, then be aware that if you set one of these to be the default printer in SYSPRO, then the next time operators log in they will not be able to print to the default printer. The reason is that the printer will have a suffix of the session number (for example HP 2015 on USERPC in session 5).
In order to stop the assigning of a default printer and make SYSPRO print to the default windows printer, there is a Site Code that can be added to the IMPACT.INI file. This will however apply to all operators and not just those on Terminal Server. Therefore, the choice is to either use the Windows default printer or to install the operators' printer on the Terminal server and then print to that printer.
SYSPRO includes a print preview facility that you can toggle On or Off using Shift+F4.
When the preview is On the report is always spooled to the server and then presented to the operator a page at a time. The screen preview functions allow you to page forward or backward through the report – even jumping to the last page or to a specific page number. You can search for text (such as a customer name) to make finding the information required quick and easy.
The Windows screen preview is WYSIWYG and provides functions such as a zoom capability, being able to view the report together with its bit mapped background, being able to print a range of pages or a single page.
For information on the Report Preview screen displayed for SRS reports, refer to Report Preview.
When you print a document using SRS document printing, the Print screen is displayed, enabling you to indicate which printer to print to.
The only setting from this Print screen that has any bearing is the Number of copies field (depending on the document settings).
Part of the reason for this has to do with remembering which printer to use (Document type > Operator > SYSPRO) in which only the printer name is stored.
If you require multiple printing setups (e.g. different preferences such as single or double sided printing), you can set up multiple logical printers in Windows (with the different settings needed for each) and then simply select the required printer on the Print screen.
Printing specific pages when printing documents is not possible using the Print preview. As a workaround, you can export the preview to PDF and select which pages to print from within your respective PDF viewing application.
The Print Preview screen is displayed for all SRS documents when printed from a program regardless of whether printing online or in batch mode when the option: Document Preview is enabled (Setup - Printing) and the program from which the print is generated does not explicitly instruct the SRS print program (SRSPRT) not to preview.
SYSPRO only stores the printer name, the number of copies and the collate flag. No printer specific settings are stored and passed to the document print routine.
SYSPRO's Report Writer module enables you to produce ad hoc reports in a format that you require. The easy, menu-driven design provides instant access to all system data without requiring programming skills.
A report wizard is available that guides you through the step-by-step process of creating a report.
It is possible to print barcodes from within SYSPRO, providing your printer is capable of printing barcodes.
Within SYSPRO, you can specify Field Attributes against a printer. These attributes can be the Hexadecimal or ASCII characters telling the printer to print the field as a Barcode. These Hexadecimal or ASCII attributes are printer dependent and must therefore be supplied to you by your printer's manufacturer.
Within the various Stationery Formats there are a number of fields that can be printed with attributes (e.g. barcodes). You can, for example, customize your Factory Documentation, Stock Take ticket, Stock Labels and Inventory movement documents to print bar codes for stock codes, bin/lot/serial numbers, job, operation numbers and work centres if required.
This is a diagnostic message and indicates you are using Windows printing and that the Windows API function 'PrintDlgEx' failed when using the Print Preview function.
The most common cause of an obscure diagnostic message such as this is that the printer settings do not match the printer driver installed on the current Client PC. This can happen when:
- the PRF file is corrupt (e.g. someone tried to edit it)
- the printer drivers have changed on someone's PC - the saved info may have caused a conflict
- an operator code is used by several physical operators and their printer drivers are not all exactly the same.
Usually the simplest way to solve this problem is to:
- Logout of SYSPRO
- Rename the Preferences file.
- Load SYSPRO and configure a new printer.
OR
- Exit SYSPRO
- Edit the Preferences file using Notepad. Remove the section headed [Printers] and save the file.
- Load SYSPRO and configure a new printer.
Both procedures will discard the saved printer information, thereby resolving the problem.
Operator access to the following activities within this program can be restricted. You configure this using the Operators program.
| Activity | Description | ||||
|---|---|---|---|---|---|
| Use saved windows printer when prompting for windows printer selection |
If this activity is enabled, then whenever the operator is printing to a Windows printer and has enabled the Request Print Dialog option from the SYSPRO Desktop (->) then the print dialog (displayed just before the report is produced) defaults to displaying the previously saved/configured printer from SYSPRO. If this activity is not enabled, then the print dialog that is displayed just before a report is produced always defaults to displaying your Windows default printer (regardless of any printer setup from within SYSPRO). Any previously selected printer is ignored and the current Windows default printer is always selected.
|
||||
Enable windows printing
-
Select the Setup tab from the SYSPRO Ribbon Bar.
-
Enable the Windows Printing option.
Printer maintenance is performed using the standard Windows Print Manager functions.
Printing bitmaps on stationery
To reduce the expenses normally associated with pre-printed stationery, as well as to simplify document alignment, SYSPRO allows a number of its documents to be printed with a bitmap background.
-
Ensure that Windows Printing is enabled.
-
Launch one of the stationery format programs (e.g. invoices, statements purchase orders, etc).
-
Ensure that the Print method is NOTset to Word document.
-
Highlight Preferences and select Change.
-
Select the Bitmap Forms function and enter the name of the bitmap you want to associate with the printing or faxing of the stationery format program. The file must have a .BMP extension.
Your entry at the Bitmap for faxing field is used only if your Fax settings are configured to use a 3rd party fax application to fax your documents.
-
At the Bitmap width field indicate the width of the bitmap image that you want to print on the document and the measurement factor to use (i.e. inches or millimeters).
The bitmap is scaled automatically according to the specifications entered, retaining the aspect ratio (i.e. width to height).
Despite the many benefits of using bitmapped backgrounds instead of pre-printed stationery, you do need to consider factors such as the printer technology being used and the volume required.
For example: When using ink jet technology, the physical movement of the print head often leads to very slow document printing (especially when a bitmap is used). In addition the cost of ink is often significant when a substantial volume of documents is being printed (particularly where color, or large areas of black ink is required).
The quality of pre-printed stationery is almost always better than the image printed using ink jet technology. If medium to large volumes of printing are required with bitmapped backgrounds, it is recommended that you use laser printing technology (or better) for performance reasons.
Activating print preview for reports
SYSPRO's print preview enables you to view reports on screen before sending them to your designated printer.
|
|
|
|
SYSPRO must be in Print Preview Mode if you want to e-mail reports to internal and external mail users. |
|
-
Select the Setup tab from the SYSPRO Ribbon Bar.
-
Enable the Report Preview option.
When next you print a report, it will first display within the print preview window.
Assigning a default printer per program
-
From within SYSPRO, indicate the printer that you want to use as the default.
-
Launch any report program and press Shift+F8.
A dialog window is displayed allowing you to indicate whether the current default printer must be assigned to the program.
-
Select OK to accept the default printer assignment.
To change the default printer for the program you will need to repeat the above procedure.
You can reassign all report programs to output to the current printer destination for the current operator.
This is achieved by selecting the option: Reset All Default Settings (Reporting).
Assign a default printer for a specific program
This task describes how you can define a default printer for all reports, excluding a specific report.
For the purpose of this task, it is assumed that you want to different printer settings for the AR Trial Balance (AR Trial Balance).
-
From the Setup tab of the SYSPRO Ribbon bar, select Print Setup.
-
Select a printer and select Print.
This saves the settings in memory for the current instance of SYSPRO.
-
From the main SYSPRO Ribbon bar select Page Setup from the Setup menu.
From the Page Setup screen displayed, indicate the orientation, margins, paper size and source.
Select OK.
-
Exit SYSPRO.
This saves the preferences to ADMIN.PRF file.
-
Load SYSPRO and log back in.
-
Navigate to the report for which you want different settings in this example, the AR Trial Balance program).
-
Select Shift+F8 and then select OK at the prompt: Ok to set default printer for this program to: xxx'
This saves the following in the ADMPRD and ADMPRE files:
- Printer settings (printer name and other printer specific options settings
- Page Setup (Paper size, Orientation, Margins)
- Font definition (Font name, Point size)
When you run the AR Trial Balance report, your new settings are applied.
-
Navigate back to the Main SYSPRO menu.
-
Select another printer, page and font settings.
-
Exit SYSPRO.
You now have a new default printer for all reports except for AR Trial Balance.
When you next load SYSPRO all reports (AR Trial Balance) will use the new default stored in ADMIN.PRF, however AR Trial Balance will use the saved Printer, Page and Font settings.
Changing the designated printer at run time
-
Navigate to the Setup tab of the SYSPRO Ribbon bar.
-
Enable the Request Print Dialog option.
When next you print a report, a dialog window is displayed enabling you to accept the current default printer, or choose a different printer.
On-line and Batch printing
Within SYSPRO you can select to print certain documents on-line or in batch mode, or a combination of both.
-
Within SYSPRO, access the setup program for the relevant module and indicate the documents for which this is required.
Whenever you are able to print a document on-line and in batch mode, it is important to understand that it is the batch program that usually performs the printing function for both modes.
There are exceptions to this. The Sales Order Entry program, for example, allows you to configure printer preferences for different documents that are printed on line. The same applies to inventory documents and inspection documents. For this reason, you must ensure that you correctly identify the program to which you need to assign the default printer.
Configuring a SYSPRO printer
-
Navigate to the Setup tab of the SYSPRO Ribbon bar and ensure that the Windows Printing option is not enabled.
-
Select the Print Setup option.
-
Select Add from the Edit menu.
Alternatively, select the Add icon from the toolbar.
-
Enter a name for the printer you want to configure and indicate your selections as required.
Printing test alignments
-
Within all SYSPRO's stationery format programs you can select an Alignment function to print a test alignment of the format before producing the final printed document.
In addition, the Accounts Payable and Accounts Receivable stationery format programs allow you to indicate the number of pages (1 to 5) for which you want to print this test alignment. This provides a simple but effective method of testing the layout and form feed of your continuous stationery.
Using fonts
-
When printing reports and stationery using SYSPRO, only fixed fonts are displayed for selection.
The reason for this is that SYSPRO uses simple character spacing to position text in columns on reports. If proportional fonts were used, this would result in the printed output not being correctly aligned.
Special language support for Thai and Chinese (simplified) fonts can be configured within SYSPRO (see Language Translation ).
Printing barcodes
This task applies to non-Windows printers.
To print barcodes, you need to define the attributes required to do this against your printer.
-
Navigate to the Setup tab of the SYSPRO Ribbon bar.
-
Select the Print Setup option.
-
From the listview of the Print Setup (non-Windows) program, highlight the printer you want to use to print barcodes.
Select the Change option from the Edit menu or select the Change icon.
-
Select the Attributes function.
-
Select Field at the Attribute type option.
-
Select the Add function.
-
Enter the description for the attribute. For example Barcodes.
-
Enter the Start attribute and End attribute according to the attributes for barcode printing define in the manual for your printer. These attributes are specific to the make and model of your printer.
-
Select the Entry mode according to the attribute codes entered.
-
Select OK.
-
Select Close.
-
Select Save.
-
When defining stationery formats, you can print those fields defined as (with attribute) in barcode format.
Against those fields, you enter the row and column in which to print the barcode, and the Attribute number. The Attribute number must correspond to the position of the attribute listed against the printer you are using to print the barcodes.
For example:
You defined two attributes against the printer. The first attribute is Compressed and the second is Barcodes. To use the Barcodes attribute, you enter a 2 in the Attribute field, because Barcodes is the second attribute listed against the printer. If you only had one attribute, say Barcodes, then you would enter 1 in the Attribute field.