AGRIS Customer Documentation

How to Handle Spooled Reports

This process can be used for any group of spooled reports that you want to maintain.  We will be focusing on how to handle the reports sent to the report spool that are generated when creating the SJI entries.

 

Some things to consider would be:

  1. How do we want to store the information?

    1. Jump drive

    2. CD

    3. On the server

  2. A naming convention for the file(s).

 

A.    Naming Convention

You will want to determine a naming convention for the file(s) that is descriptive enough to identify what the file consists of.  The system will allow an eight-character name.  In the screen shot on the next page you will notice that there are two types of reports generated when creating the SJI entries – Summary and Entries.  As an example for the SJI summary reports, you might using something like 0901RInv, where 09 equals the fiscal year, 01 equals the ledger period, R equals accounts receivable, and Inv stands for invoices.  Another example, for accounts payable disbursements for the ledger period 09-001 the name could be 0901PDis, where P equals accounts payable and Dis stands for disbursements.  For the entry reports the naming convention may be 0901REnt.  Make sure that you store the coding system where it can be referenced by the users.

 

B.    How to Move the Spooled Reports

To start the process of moving the reports to a file, you will want to filter the spooled reports in order to see all of the SJI reports as a group.  The reports generated when creating system entries will be named X Summary Report or X Journal Entries, where X represents the module the report is for.  Remember that there could be other SJI spooled reports that are not associated with creating the system entries.

The screen shot below shows a group of SJI reports.  Notice that each report has an Identifier.  The entry reports identifier will be the ledger period.  The summary reports, with the exception of payroll, will have the ledger period followed by a description.

 

         

The steps for converting a report to a file are as follows:

  1. Select the report

  2. At the next menu, select Option 4, Transfer to File

  3. On the next screen enter the directory (path) where you want the file to be stored.  This could be a folder on the server or CD or jump drive place.  DO NOT delete the file and DO NOT append the file. 

  4. After you have the file in the final storage place, make sure you can retrieve the file.  Once you have verified that you can retrieve the files then you may delete the file(s) from the spool.

           

 

 

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