Steps to Print a ReportFrom the report printing screen, complete the desired report printing options.
Tip: If the report printing options for the particular report have been previously saved by clicking the Save Settings button, click the Retrieve Settings button at this time to display the saved settings.
If applicable, specify the desired type of the report to print in the Report Selection Description field. For example, when printing the Balance Sheet in General Ledger, select either Monthly or Annual, depending on which type of balance sheet to print. The default report selection will appear in the Report Selection Description field but can be changed by clicking the down-arrow button and selecting the correct one.
If applicable, specify the variable values for each field listed in the Variable Fields section to determine what information to print on the report. When entering the value for a date, month, or year variable field, use the format of mm/dd/yyyy for a date, mm/yyyy for a month, or yyyy for a year, or click the down-arrow button to select the desired date, month, or year.
Note: When printing the Voucher and Warrant by Account Number report or the Voucher and Warrant by Invoice report, enter the date to print for the approved by signature line on the voucher jackets in the Approved Date field, and enter the date to print for the verification by signature line on the voucher jackets in the Verification Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the Approved Date field blank and/or the Verification Date field blank to omit the approved by signature line and/or the verification by signature line when printing the voucher jackets. (Tip: The Approved Date field only appears on the Report Printing Options screen if the Approved by field is completed within the Voucher Jacket Setup option; and the Verification Date field only appears if the Verification by field is completed.)
If applicable, specify the ranges or select only certain records for each field listed in the Report Parameters section to determine what information to print on the report. To select the desired records to include on the report for the parameter fields, complete one of the following:
Click the Search button to select specific records. When using the Search button, only the records applicable for the other specified selections will appear (for example, if a particular pay group has been specified on a Payroll report, only the employees in the particular pay group will appear when clicking the Search button for the Employee ID parameter).
Note: If the Search button is used to select specific records, the number of records selected will appear to the right of the button (or if the description of the selected records will fit in the space allotted for the display, the description of those selected records will display instead).
Enter the desired starting record to include on the report in the From field and the ending record to include in the To field. If the parameter field is for a date or month, use the format of mm/dd/yyyy when entering a date or mm/yyyy for a month, or click the down-arrow button to select the desired date or month.
Enter the records to include on the report using the wildcard characters (% or _ ) as placeholders in your variable search information for the parameters in the From field. Use the percent sign (%) as a placeholder for an unlimited number of characters and the underscore ( _ ) as a placeholder for one character. For example, enter G% in the From field for a Vendor ID parameter to print all vendors defined with an ID starting with the letter G. When entering a mask for account numbers using the wildcard characters, be sure to key spaces between the account dimensions.
Enter the particular range of records to include using a "z". To print a range, enter the beginning information of the first records to print in the range in the From field for the desired parameter; then in the To field for that parameter, enter the beginning information of the last records to print in the range followed by a "z" at the end of the string. For example, to print all vendors defined with an ID starting with letters A through H, enter A in the From field for a Vendor ID parameter and enter Hz in the To field. To see an example using the "z" to print a range of account numbers on a report, click here. When entering a range for account numbers using a "z", be sure to key spaces between the account dimensions.
Tip: If there are parameters selected by default (for example, a batch is selected by default), click the Clear Parameters button, if desired, to clear the defaults so that all records are selected for each item.
If desired, enter a description to use as a sub title for the report in the Sub Heading field. The sub heading can be up to 255 characters long. If the Auto Copy Report Choices field is selected within the User Options option, a default sub heading will appear but can be changed.
Tip: Click the Copy Choices button to automatically copy the selections made to the report, such as the specified Report Selection Description and selected parameters, into the Sub Heading field (only applicable if the Auto Copy Report Choices field is not selected within the User Options option).
If applicable, complete the Miscellaneous Options section with the desired options.
The Include Page Header/Footer field appears if the report contains the Page Header and Page Footer sections. If applicable, select the Include Page Header/Footer field (by clicking the box under the Select column located to the right of the field) to print the information included in the Page Header and Page Footer sections on the report. A checkmark will appear in the box if the field is selected. This field is selected by default.
Tip: This field is typically only unselected if the report will be exported to a format in which the page header and page footer sections should be omitted, such as when exporting to a Microsoft® Excel spreadsheet file.
The Mask Federal ID field appears if the report contains the Federal ID field for employees or vendors (or a formula using the Federal ID field). If applicable, select the Mask Federal ID field (by clicking the box under the Select column located to the right of the field) to print only the last 4 digits of the federal IDs on the report. If this field is selected, the first digits of the federal IDs will be masked (for example, XXX-XX-4321 or XX-XXX1234). A checkmark will appear in the box if the field is selected. This field is selected by default.
Note: This field will be disabled if the user does not have the Print Federal ID field selected within the User Security option.
The Mask Bank Account Number field appears if the report contains a bank account number field (or a formula using the bank account number field). If applicable, select the Mask Bank Account Number field (by clicking the box under the Select column located to the right of the field) to print only the last 4 digits of the bank account numbers on the report. If this field is selected, the first digits of the bank account numbers will be masked (for example, XXXXXXX4321). A checkmark will appear in the box if the field is selected. This field is selected by default.
The Print Negative Numbers in Red field appears if the report contains numeric fields. If applicable, select the Print Negative Numbers in Red field (by clicking the box under the Select column located to the right of the field) to have the numeric values that are negative on the report appear in red on the preview screen and print in red (provided a color printer is utilized). A checkmark will appear in the box if the field is selected. The Print Negative Numbers in Red field will be selected by default if the Print Negative Numbers in Red field is selected within the User Options option for the specified user.
If applicable, select the Displayed field for any optional field and the corresponding label field listed in the Optional Fields section to print the specified field on the report. A checkmark will appear in the box if the Displayed field is selected and the optional field will print on the report.
Only the following items can be changed for the Report Sorting section; otherwise, if other changes are made, the report will not print correctly.
If the [vprEmployeePersonnelReference].[NoCustomReferencedID] field appears as a Report Sorting field, click the Search button to select the desired referenced custom field on which to sort the information included on the report.
If applicable, for each Report Sorting field listed, select the New Page After field to insert a page break after the specified item. For example, if printing the Deduction Register by Deduction report, select the New Page After field for the [vprDeductionsAndTaxes].[DeductionID] report sorting field to have each deduction print on a separate page.
Note: If the selected report was built with a defined page break for a particular item, the New Page After field will be selected by default for that item, but can be changed. Each time the report is printed, only the default page breaks will be selected.
When printing the Asset Detail Listing, the Deductions Listing - Detail, the Distribution Report by Employee, the Employee Detail Listing for Human Resources, the Employee Detail Listing for Payroll, the Employee Detail Listing with Signature Line, the Employee Listing - Employment Information, Employee Workers' Compensation Injuries Report, User Security Listing, or the Vendor Listing - Detail, select the Footer Visible field to remove the checkmark for any section to omit (not print).