Tip of the Month for August 2010

Configuring Archived Reports

Many users are familiar with, and are using the Archived Reports feature.  However, since this feature was added to Answers, some users may still have it turned off or are not using it.  Other users may be unfamiliar with certain options, like exporting reports out of Answers, configuring passwords, configuring printers, or manually archiving reports.

Archived Reports is a feature that allows Answers to automatically make copies of important journals, registers, and reports so they can easily be accessed at some point in the future.  Besides having copies of the reports available when needed, this feature allows the user to view the reports on screen, but not print them, thus saving on paper and ink costs.  If a report is needed, the user can always access it through the Archived Reports Management to view or print it.

• Users will know that the Archived Reports feature is turned on, when they see the "Automatic Archive" box during printing.  This box appears on the "Print Options" screen and allows the user to change the fiscal year the report belongs in, if needed.  When you see this box and the fiscal year option, then you know that report is going to be stored in the archives.

• The Archived Reports Configuration program can be used to control which reports are automatically archived.  Default settings are available to enable or disable all the listed reports, but each report can also be configured individually.

• A password can be entered for each type of report to require users to enter the password before being able to view or print the report.
   
• The default print option can be set.  If part of the reason for using archived reports is to cut down on paper use and storage, the default "print" option can be set to "View", where the user will view the report on screen instead of printing it each time.
   
• The "Format for Printer" option allows the user to control which printer they typically print the report on and/or which printer they want to print the archived report on.  This way, Answers can default the correct number of lines per page.  If you normally print the printer on a laser printer on 81/2 x 11 paper, then it can probably print around 110 lines on the page.  You can select this printer as the default printer for that report and it will default correctly when printing.  This will store the report with 110 lines per page so that when  you print it from the archives later, it uses all paper space and does not leave the bottom part of the page blank.  This is an important option because most Answers reports will default to the older "green bar" paper size, which was only 66 lines.  Then, when printed from the archives, they only print 66  lines leaving almost a whole sheet of paper blank.

• In addition to the reports listed in the Configuration program that can be automatically archived, users can manually archive any report they like.  As long as the system is set to allow the archiving (in the Archived Reports Configuration program), when printing any report in Answers, and using the View on Screen option, the user will have the opportunity to click on the Manual Archive folder icon () and archive the report.  This can be really useful for Sales Analysis reports, or inventory reports that are not automatically saved, but you want to keep a copy of each month.
   
• The Archived Reports Management program (System Management > Answers Printer Menu > Archived Reports) will allow you to view and print reports from the archives.  You can also copy the reports to a CD or another removable storage device.

  Another great option is that reports that update the general ledger can be viewed by journal entry from General Ledger Account Inquiry and Maintenance.  When viewing the J/E Activity and J/E History tabs, users can click on an entry and then click on the "View Journal" button to see the report or register that made that entry.
   

• The Archived Reports Management program will also let you make notes on reports.  This can be done through the View on Screen option as well.  But, for each report there is a notepad icon () that can be used to enter free form notes. This can be helpful for entering comments or accountant information and associating it with the report.
   
• Archived Reports can be copied onto a CD or other removable storage device.  There is an export option () that allows exporting all the reports for a fiscal year.  The reports are in a text format so that they can be viewed in WordPad or Microsoft Word, or any other text editor.  It is suggested that you use the Archived Reports Management program to enter the password.  Since they are text formats, you might want to require a password before allowing them to copied off to a CD or other disk.

For more information on specific archived reports settings, please refer to the online help in Answers.