Print... (Print Saved Reports)

Toolbar:   image\tbprnt.jpg

 

The 'Print…' menu item takes you to a screen titled 'Print Saved Reports', which provides access to reports, labels, bills, renewal notices and mail merge files that you created over time. You can use this screen to print, view, or delete (1) the reports you created by using the 'Reports' menus; (2) reports, issue labels, bills and renewal notices you created by using the 'Updates' and 'Accounting' menus; and (3) batch reports created by entering transactions or running updates. You can also use this screen to export reports to Microsoft Excel.

When you select 'Print…', QuickFill displays a screen with four tabs ('Reports', 'Labels', 'Forms', and 'Mail Merge'). The first tab, 'Reports', displays all the reports you've saved, the 'Labels' tab displays all the label files you have saved, the 'Forms' tab displays all of the bills, order acknowledgements and renewal notices you have saved, and the 'Mail Merge' tab displays all of the mail merge files with a "csv," "txt," or "dbf" extension that you have saved. (If you haven't saved any reports, you'll see the message "No files.") For each report, you'll see the name of the report, and the date and time in which it was created and its size.

Each time you select the 'Print…' menu item, QuickFill sorts the reports first alphabetically by report name, then by date and time. To change the sort order, simply click on a column heading to indicate the sort order that you would like to use. For example, to sort reports by file size, click on "Size." (If you click on either "Date" or "Time," the reports will be sorted by date first and then by time.)

The file name is useful if you want to email it to someone or copy it to another computer. To see the file name for a report, label or form, click the 'File names' option on the 'View' section on the bottom right corner of the screen. You will see the actual file names of the reports instead of their descriptions.

QuickFill stores all your report files in a separate directory. When you initially install QuickFill, it automatically sets this directory to the 'Reports' directory beneath the database directory. But you can change the name of the directory if you want to. The location of the report files is displayed on the "About QuickFill" screen and is defined in Preferences (general tab) under 'Definitions'.

QuickFill stores all your mail-merge files in a separate directory. When you initially install QuickFill, it automatically sets this directory to the 'Mailmerge' subdirectory beneath the database directory. But you can change the name of the directory if you want to. The location of the mail-merge files is displayed on the "About QuickFill" screen and is defined in Preferences (general tab) under 'Definitions'.

Print

To print a report, place your cursor on the report and double click on it. (You can also place you cursor on the report and then click on "Print" or right click and select "Print.") The standard Windows print dialog will appear.

The printer name that appears in this dialog is the default printer that you chose on the Page Setup screen. If you have never visited the Page Setup screen then it will be the Windows default printer. You do not have to use this printer— you can choose any printer from the drop down list in the printer dialog.

If you want to print only part of a report, click on "Pages" in the 'Print range' section of the screen and then enter the range of pages that you would like to print. If you want to print the whole report, leave the 'Print range' section of the screen as it is (with "All" selected).  

When you're ready to print, click on "OK."

You can interrupt the printing at any time by clicking on "Cancel" in the print status box that appears during printing. Printing will stop.

To print more than one report at a time you can select several report files or label files at once. To select a range of files, left click the first file and then hold down the Shift key and click the last file in the range. To select a disjoint set of files, left click the first file and then hold down the Ctrl key and click the other files. When you have finished selecting your files click the "Print'' button and all of the selected files will be queued up for printing.

As you know, Cheshire labels are printed on regular paper, then cut and glued by a Cheshire machine. So when it prints these labels, QuickFill puts the cover sheet on the first page; separate from the actual labels. This helps the Cheshire operator feed the machine more easily. If you do not want to print the cover sheet, you can start printing at page 2. When you print pressure-sensitive labels, the actual labels are printed on the same page as the cover sheet, so you don't waste an entire page of expensive labels.

Preview

To view a report on the screen, place your cursor on the report and click on "Preview" or right click and select "Preview." The report will be displayed on your screen.

Click here for information on the print preview screen.

Once you've finished viewing your report, press Esc to return to the list of reports in 'Print saved reports'.

Printing or previewing mail-merge files using Microsoft Word mail-merge templates

QuickFill makes it easy to perform a mail merge operation using Microsoft Word.  If you select a bill or renewal data file from the Mail Merge tab and click the Print or Preview button QuickFill will automatically start Microsoft Word and perform a mail merge.  If you clicked Print, the bills or renewals are printed directly.  If you clicked Preview, the mail merge is performed to a new document which you can review and you can decide whether you want to print, save or cancel. QuickFill will automatically search your computer for the appropriate mail-merge template based on the type of mail-merge file you are trying to preview and the publication code and form ID in that file. (When previewing large mail-merge files, you may need to use the "Cancel" button so that only a portion of the file is merged. Whether or not you can preview the entire file depends on the amount of memory in your computer.)

When searching for mail-merge templates, QuickFill looks for files that are located in your database directory or in your program directory that are named TTTTTTT_PPPPPP_FFFFFF.XXX where "TTTTTTT" is the type of file ("Bill," "Renewal," or "Ack"—for acknowledgement), "PPPPPP" is the publication code, "FFFFFF" is the form ID (or "BLANK" if there is no form ID) and XXX is either DOT or DOC. If a file is not found, QuickFill then searches for files named TTTTTTT_PPPPPP.DOT. If a file still is not found, QuickFill searches for files named TTTTTTT.DOT. If this final search fails, you will be asked to specify the mail-merge template that you would like to use.  For example, suppose that you have a mail-merge renewal file named Renewals_MYPUB_001.txt which contains renewals for publication MYPUB that were created from renewal package REN1 whose definition includes form set code SPEC1.  When you print or preview this file QuickFill will follow this sequence looking for a template file:

\qfw\database\Renewal_MYPUB_SPEC1.dot
\qfw\database\Renewal_MYPUB_SPEC1.doc
\qfw\Renewal_MYPUB_SPEC1.dot
\qfw\Renewal_MYPUB_SPEC1.doc
\qfw\database\Renewal_MYPUB.dot
\qfw\database\Renewal_MYPUB.doc
\qfw\Renewal_MYPUB.dot
\qfw\Renewal_MYPUB.doc
\qfw\database\Renewal.dot
\qfw\database\Renewal.doc
\qfw\Renewal.dot
\qfw\Renewal.doc

where qfw is the directory where the QuickFill program is installed and \qfw\database is the directory that contains the database files.

Please note that QuickFill will not be able to locate a template whose name includes a form set code if you specified the MMERG1 mail-merge format on the bill or renewal package definition screen.  The MMERG1 file format does not include a field for the package code, thus preventing QuickFill from getting the form code from the package definition.  If you have form specific template files you must specify the MMERG2, MMERG3 or MMERG4 format on your bill or renewal package definition.

Email

This button is only active for dBASE files that are intended for email delivery of renewal notices.  These files have names of the form ERENnnn.DBF and BRENnnn.DBF.  Delivery of renewal notices via email requires that you install a copy of Gammadyne Mailer.  For complete details on delivery of renewal notices see the topic "Send renewal notices by email".

Print & Delete

To print and then delete a report, place your cursor on the report and click the "Print & Delete" button. When you've finished printing, QuickFill will delete the report.

Please note that deleted reports are permanently deleted. They are not placed in the Windows Recycle Bin. If you need to print another copy of a deleted report you will need to run the report again. QuickFill will not automatically delete output from update runs (bills, issue labels, renewal notices, and so forth) that you can't re-create without restoring your database. In these cases, QuickFill will give you a warning message and ask if you're sure you want to delete the report before it takes any action.

Delete

To delete a report that you have already printed and no longer need, place your cursor on the report name and click the "Delete" button. Please note that deleted reports are permanently deleted. They are not placed in the Windows Recycle Bin. If you need to print another copy of a deleted report you will need to run the report again. Again, QuickFill will not delete the output from update runs (bills, issue labels, renewal notices, and so forth) that you cannot re-create without restoring your database. In these cases, QuickFill will give you a warning message and ask if you're sure you want to delete the report before it takes any action.

To delete more than one report at a time you can select several report files or label files at once. To select a range of files, left click the first file and then hold down the Shift key and click the last file in the range. To select a disjoint set of files, left click the first file and then hold down the Ctrl key and click the other files. When you have finished selecting your files click the 'Delete' button and all of the selected files will be deleted at once.

Align

To ensure your labels will be printed properly you can print an alignment pattern for them by clicking on "Align" or right clicking and selecting "Align." You can print alignment patterns as often as necessary to ensure that your labels will be aligned properly. (Click here for information on the page setup for labels)

Refresh

To see the most up-to-date list of reports, labels, or forms, click on "Refresh" and QuickFill will update the screen to reflect any changes (such as newly created items or deleted items) since you selected the 'Print… ' menu item.

Label Groups

To view the groups of labels in your label files, select a label file and click "Label Groups". The screen that appears will show you the groups of labels in your label file sorted by publication, issue number, shipping class, and so forth.  You can use the Label Groups screen to split your label files into separate files, say with all of the back issue labels in one file and the main issue run in another file. You can also convert the label files into CSV or dBASE files.  Click here for further details on the Label Splitter.

 

Export to Excel

Exporting reports

Select a report and click on "Export to Excel" to create a Microsoft Excel spreadsheet from any QuickFill report. If you have Microsoft Excel on your computer, the exported spreadsheet will automatically open in Excel after you enter a file name or accept the file name entered by QuickFill and click on "Save." If you do not have Excel installed, the report will be created after you click on "Save" and you will be returned to the 'Reports' tab.

The top line of QuickFill's report header (that is, QuickFill version and build number, company name, and page number) is used as the page header in Excel. The remaining lines of the report header are included in the worksheet.

The tabs on the worksheets are labeled based on the report that is exported. For example, a renewal order batch report includes one worksheet labeled "Accounting" that contains all of the accounting entries in the batch and one worksheet labeled "Payments" that contains a list of the payments in the batch. If the batch contains payments for more than one publication, a separate worksheet (labeled "Payments1," "Payments2, " etc.) is created for each publication.

There is a limit of 65,536 rows per worksheet in Excel. When a worksheet exceeds this limit, a "Maximum rows in a worksheet exceeded. Report is incomplete." message is included at the bottom of the worksheet.

Exporting dBase files

dBase (or "DBF") files are commonly produced by QuickFill by the issue label update, by subscription and customer exports and by the Label Splitter. We recommend using dBase files when exchanging data with other systems. dBase files are self contained, that is they contain both the actual data and the field names, types and lengths. Comma delimited and Excel files contain field names, but not the field lengths and types. Despite these advantages we sometimes run into mail shops and other providers who will not accept dBase files, but insist on receiving Excel files, this despite the fact that Excel has the built-in ability to open dBase files. To accommodate these needs QuickFill will convert a dBase file to an Excel file for you. The file must be located in the QuickFill mail merge directory (this is the default location for dBase files produced by QuickFill).

To export a dBase file to Excel, select the file on the 'Mail Merge' tab of the 'Print Saved Reports' screen and click the "Export to Excel" button. QuickFill will start Microsoft Excel, instruct it to read the dBase file and will then save it using the same file name but with an XLS suffix. Excel will then close and you will see the new Excel file located next to the original dBase file on the 'Print Saved Reports' screen.

There are a couple of restrictions to this feature:

  1. Files with more than 65,535 records cannot be converted to Excel. Excel spreadsheets inherently have a limit of 65,535 rows.

  2. Microsoft Excel must be installed on your computer. Any version from Excel 97 or later is acceptable.

 

See Also