Printing a Classic Report

Reports can be printed using the Classic Reports option.  

Note:  Only the Web Link reports that are assigned to the user within the User Security option are able to be generated.

How to print a classic report:

1. Select the Classic Reports menu.

   Note:  The Classic Reports option is only available to users defined with rights to at least one Web Link report (within the User Security option).

2. Select the group containing the report to print.  

   Tip: To search for a group or a specific report, enter the text to search for in the Quick Search field; the list of groups will be updated (shortened) to match the criteria.

3. To view the reports within a group, click the caret to expand the record for the group, or double-click on the group.

4. Click the View link to the right of the report to generate, or double-click on the report.

5. Complete the report printing options.

   • 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.

   • If applicable, specify the variable values for each field listed in the Variable Fields section to determine what information to print on the report. If the variable field is for a date or month, be sure to key the slashes (or dashes).

   • 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, and then after all the desired records are selected, click the Select button. 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).

       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: 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).

     • 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, 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. 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.

     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).

     • 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.

       Tip:  Unselect this field 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).

       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).

   • 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.

   • 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.

6. 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.

   • To export the report to a spreadsheet file, click the Download to Excel button.

7. If printing mailing labels, when prompted, enter the number for the row and column on the sheet of labels on which to start printing in the Starting Row and Starting Column fields (the number of available rows and columns is based on the selected label setup defined within the School Accounting System). After the row and column numbers are specified, click the Save button.