Frequently Asked Question

Overview

Our system now includes a feature to automatically convert printed reports into PDF format. This makes it easier for users to access and store their reports electronically, supporting a paperless workflow.

What You Need to Know

• Automatic Conversion: When a report is printed from the system, it is automatically converted to a PDF.
• Where to Find Your Reports: All generated PDFs are saved in a secure directory accessible to you.

Accessing Your Reports

1. Login to Your System: Use your regular system credentials to log in.
2. Navigate to Your Reports:
   • Go to the designated directory or portal where reports are stored (contact your administrator if unsure).
   • Reports are organized by date and user for easy access.
3. Download or View:
   • Locate the report you need.
   • You can either view the report directly in your browser or download it to your computer.

File Naming

Each PDF report is saved to the Z:\pdf_reports directory with a unique sub-folder by system module

• ap1 - Accounts Payable Reports
• ar1 - Accounts Receivable Reports
• b1 - Sales Desk Reports
• gl1 - General Ledger Reports
• ip1 - Inventory Reports
• po1 - Purchasing Reports
• sa1 - Sales Analysis Reports

Within these subfolders, reports are named using the following format:

[username]\BR[BranchID]_[ReportName]_[Timestamp].pdf

• BranchID: Identifier for your branch.
• ReportName: Name of the report.
• Timestamp: Date and time the report was created (e.g., 20241227 for December 27, 2024).
• Optionally, some reports like a PO receipt journal or Purchase Order copy will contain document numbers like the PO number

This format ensures that reports are unique and easy to identify.

Frequently Asked Questions (FAQ)

Q: Do I need to do anything to generate the PDF?

A: No. The system automatically creates the PDF when you print a report.

Q: Where are my PDFs stored?

A: PDFs are stored in a directory assigned to your user profile. Contact your administrator if you are unsure where to look.

Q: Can I still receive paper copies of reports?

A: Yes, the system can print paper copies as usual. The PDF feature is an additional convenience for archiving and electronic access.

Q: What if I cannot find a report I need?

A: Contact your system administrator for assistance. They can help locate the report or troubleshoot any issues.

Benefits of PDF Reports

• Convenience: Access your reports anytime, anywhere.
• Organization: Reports are stored in a structured, searchable format.
• Paperless Workflow: Reduces reliance on physical documents.

For further assistance, please contact the IT support team.