Note: Only the reports that are designated for the specific user within the User Security option in the School Accounting System are listed under the Reports menu and accessible to be printed in Web Link.
Select the Reports menu.
Note: A user must be defined (within the School Accounting System) to have rights to reports in Web Link, or else the Reports menu will not be available in Web Link.
At the Report Search screen, select the report to print by: 1) double-clicking on the desired report, 2) clicking on the report once and then clicking the Select button, or 3) clicking on the report once and then pressing the Enter key. If all the available reports do not appear on the Report Search screen, advance to the page on which the desired report is included by clicking the First Page, Previous Page, Next Page, or Last Page button, or clicking the appropriate page number, or else click the View All button to view all the reports. If desired, change the filters to modify the reports displayed on the search screen.
Tip: To sort the reports in ascending or descending order by a particular field (column), click on the column heading (label) for the desired field; an up or down arrow will appear to the right of the field indicating the order of the reports (ascending or descending).
Complete the required report printing options, if applicable.
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; be sure to key the slashes (or dashes), if applicable.
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. To select a record to include on the report, click the box in the first column located to the left of each desired record. A checkmark will appear in the box if the record is selected. To select all the records listed on the screen, click the box located in the first column at the top of the screen (to the left of the other column headings). If desired, change the filters to modify the records displayed here. After all the desired records are selected, click the Select button. When using the Search button, only the records applicable for the other specified selections will appear (for example, if a particular account type has been specified on a General Ledger report, only the account numbers of the particular account type will appear when clicking the Search button for the Chart of Account Number parameter).
Tip: If desired, while searching, click the Selected Rows First button to view all the selected records on the first page(s) of the search screen.
Note: If the Search button is used to select specific records, the number of records selected will appear to the right of the button on the report printing options screen (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; be sure to key the slashes (or dashes).
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 items have been selected for the parameters, click the Clear Parameters button, if desired, to clear the selections 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.
Tip: Click the Copy Choices button to automatically copy the selections made to the report, such as the specified Report Selection and selected parameters, into the Sub Heading field.
If applicable, complete the Miscellaneous Options section with the desired options.
The Print Negative Numbers in Red field appears if the report contains numeric fields. If applicable, select the Print Negative Numbers in Red 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.
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 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 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 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.
If applicable, select the box 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 optional field is selected to print on the report.
In the Payroll Sort section, if the [vprEmployeePersonnelReference].[NoCustomReferencedID] field appears (applicable for only certain Payroll reports), click the Search button to select the desired referenced custom field on which to sort the information included on the report.
Click the appropriate button for the desired output:
To preview the report on the screen in a PDF file format, click the Generate to PDF button.
Note: A PDF viewer, such as Adobe® Reader, must be installed on your computer prior to running the report; if you do not have a PDF viewer, download Adobe® Reader free of charge by clicking the Get Adobe® Reader button or going to http://get.adobe.com/reader/ and following the instructions.
Tip: Once the report displays on the screen, complete the print function as normal from within your Internet browser (for example, select the File menu and then Print) to print a hard copy of the report, or to save the report as a file, select the File menu and then Save As (when prompted, specify the name and location of the report file, and then click the Save button).
To export the report to a Microsoft® Excel spreadsheet file (.XLS file), click the Download to Excel button.