Batch Printing

Training demonstration related to this topic (click to start): Create, Maintain, and Print Batch Reports (17:42)

Batch reporting is a time saver. Rather than printing reports one at a time, you can include a group of reports in a batch so you can run them all at once.

Batching a Report

Many of the reports and queries in GlobalWare include a BATCH button. If you click it, the Choose a Batch dialog box appears.

Enter or select the name of the batch with which you want to print the report (in other words, you group it with several other reports).

After you enter the batch name, a prompt for the report destination appears. You can select any one of the following:

• Print. When you generate the batched report, it will print at the default Windows printer, regardless of the printer that was displayed in the output dialog box when the report was batched.
• Preview. When you generate the batched report, it will remain open (and any subsequent reports in the batch will wait) until you close it. For more information about preview options, see Print Preview.

• File. If you select File, select RTF or ASCII format and enter the file name. For more information, see Printing Reports to File.

  Notes:

  • XLS (Microsoft Excel format) is also a file option for printing the following:
    • Invoice Query report from the Sorts & Subtotals dialog box. See Printing a Query in the Invoice File.
    • Preferred Provider Report (applicable to all report types – Ticket, Segment, and Agent). See Preferred Provider Report.
    • Accounts Receivable Reports (applicable to report types By G/L Account and By Age of Invoice; not applicable to report type Billing Notices). See Accounts Receivable Reports.
    • Travel Payables Reports (applicable to report types Standard Payables and GL Balancing; not applicable to report types By GL Account, By Age of Invoice, and By Booking Agent). See Travel Payables Reports.
    • Query results from the GL Edit & Query screen. See Printing a General Ledger Query.
    • General ledger financial statements. See Financial Statements.
    • General Ledger Report. See General Ledger Report / Journal Entry Register.
    • Trial Balance report. See Trial Balance.
    • CC Commission Receivables report. See CC Commission Receivables.
    • Corporate Reports. See Corporate Reports.
  • When you generate the batched report, if the file already exists, it will be overwritten automatically.

• Email. If you select File, select PDF, ASCII, or TXT format and enter the file name. Then enter the e-mail address. For more information, see E-Mailing Reports.

  Notes:

  • XLS (Microsoft Excel format) is also a file option for printing the following:
    • Invoice Query report from the Sorts & Subtotals dialog box. See Printing a Query in the Invoice File.
    • Preferred Provider Report (applicable to all report types – Ticket, Segment, and Agent). See Preferred Provider Report.
    • Accounts Receivable Reports (applicable to report types By G/L Account and By Age of Invoice; not applicable to report type Billing Notices). See Accounts Receivable Reports.
    • Travel Payables Reports (applicable to report types Standard Payables and GL Balancing; not applicable to report types By GL Account, By Age of Invoice, and By Booking Agent). See Travel Payables Reports.
    • Query results from the GL Edit & Query screen. See Printing a General Ledger Query.
    • General ledger financial statements. See Financial Statements.
    • General Ledger Report. See General Ledger Report / Journal Entry Register.
    • Trial Balance report. See Trial Balance.
    • CC Commission Receivables report. See CC Commission Receivables.
    • Corporate Reports. See Corporate Reports.
  • When you generate the batched report, if the file already exists, it will be overwritten automatically.

Note: Newer versions/patches of Microsoft Outlook do not allow programs to send e-mail automatically on your behalf. A prompt will appear to inform you of this. You will need to respond to the prompts for the e-mail to be sent.

If the report or query has multiple date ranges (for example, Segment Analysis can be run for an invoice date range, travel date range, or both), prompts for each date range will appear, asking if you want to be prompted that date range when you run the batch report. (If there is only one date range, you will automatically be prompted for it when you run the batch.)

Running a Batch Report

Note: When running batch reports, only those branches to which the employee has access are considered in the reports.

To run a batch report:

1. On the Tools submenu, click Batch Printing. Alternatively, click the Batch Printing () icon on the GlobalWare icon toolbar.

   The Batch Printing dialog box appears.

   Batch Printing dialog box

   

   This dialog box lists all batches you have created in GlobalWare.

2. Select the batch you want to run, and then click PRINT.

   Notes:

   • To refine the list of batches listed in the Batch Name box, type a full or partial batch name in the Name Contains box. As you type, batch names are immediately listed in order of search relevance. For example, if you type "ce" in the Name Contains field, name results starting with "ce" appear first in the grid, and then other results containing "ce" follow. Case sensitivity does not apply.

   • If the batch contains reports to be e-mailed, a message displays to confirm that email is open. Click Yes to continue.

     If your e-mail utility is running, click Yes to continue.

3. Enter the date(s) for the batch. The type of dates for which you are prompted depends on the settings for this batch report as well as the type of report. For example, Invoice Query batches could ask for dates for invoice dates, travel dates, A/P dates, A/R dates, commission received dates, customer received dates, and provider paid dates. These prompts are specified when the invoice query batch is created.

4. Click OK.

   The last-printed batch remains selected on the Batch Printing dialog box.

Credit Card Security: If a batched report includes credit card numbers, they will be masked if the employee running the batch is not allowed to see credit card numbers (Mask CC# in Employee Security is checked). If customer statements are in a batch, a warning will appear so that you can cancel the batch if necessary. If Invoice Export is in the batch and credit card numbers are not masked in the export, the batch will be canceled automatically.

For information about maintaining existing batch reports, see Batch Maintenance.