Paperless Setup

In an effort to reduce the amount of paper used for daily, monthly and yearly reports and postings there is a way to archive the reports and postings that you don’t want or need printed.   The overall process involves e-mailing the various reports/postings to yourself and having the option to view the reports and/or print the reports and then archive them or you could directly archive them.  Below are the steps that need to be taken, from setting up the folders where the reports will be archived to the actual archiving.

Create Folders:

1. Open Windows Explorer (usually found on your ‘desktop’) and choose the ‘drive’ that the reports will be archived in (i.e. ‘C’ drive) and open it.  At the top of the screen, you will see “File” (along with Edit, View, Go, etc).  Open “File” and a drop-down menu will appear.  The very first selection on the drop-down is:  New, with a sub-menu with Folder as an option.  Select Folder.  A “New Folder” will be created – it will be the very last folder on the list of other folders.  Type in the name of the folder – we suggest Archive.

2.  Click on the newly created folder (the list on the right side of the screen will be blank).  Follow the procedures from above to create a Year folder (click on File, select New and Folder).  Type in the name of this new sub-folder – we suggest entering the current year (i.e. 2002).

3. Create sub-folders for each module that reports/postings that will be saved.  Follow the procedures in Step 2 and create a folder for each module (i.e. AP, AR, IC, GL, PR).

Generate Reports/Postings:

1. On the Printer Selection screen, choose “E-mail” as the printer (Selection 1) after the report parameters have been selected, the following screen will appear:

Field 1:  Subject – enter an appropriate subject title.

Field 2:  To: Email addr: - enter the e-mail of the recipient (if you are to receive the e-mailed report, enter your e-mail address)

Field 3:  From: Email addr: - enter your e-mail address

Field 4:  Our Company:  This is system generated

2.  Run the report.

Archiving Reports/Postings:

1.  Open your email client on your PC. 

2.  View report, print report or directly archive the report.

3.  When ready to archive the report, select File from the top of the screen (File is next to Edit, View, Insert, etc), choose Save As (note: this option may not appear on the original drop-down list.  If it isn’t an option select the double arrows at the bottom of the list to access the entire list of options available – ‘Save As’ will be one of them.)

4.A ‘box’ will appear.  In the Save In section at the top, select the drive that the folder “Archive” is in (created in Step 1 of Create Folders).  Then go to the sub-folder for the Year (created in Step 2) and the appropriate module folder (created in Step 3).

5.  Before actually saving the report, be sure to give the report a recognizable name.  Use the same format for all saved reports.  We suggest:  name_yyyy.mm.dd.pdf.  For example, the report being saved is the Inventory Valuation report for August 31, 2002, name the report:  InventoryValuation_2002.08.31.pdf

Viewing Reports/Postings at a Later Date:

Open Windows Explorer, find the appropriate drive (i.e. C); folder (i.e. Archive)  and sub-folders (i.e. 2002 and IC).  Select report/posting and ‘click’ on it, the report/posting will open.

Short-cut to Desktop (Optional):

Use the Desktop icons for “My Computer” or “Windows Explorer” (if neither icon exists go to “Start” – bottom left-hand of screen; select “Programs” from the list that appears; and from that list choose “Windows Explorer”.)  Select the drive where the Archive file is stored (created in Step 1).  With the mouse, Right click on the Archive folder.  A box will appear.  Click on the option “Create Shortcut”.  At the bottom of the list (whether it be through using the icons or through the “Start” button) a new folder will appear that says:  “Shortcut to Archive” (or whatever you originally called your folder).  Finally, drag the new folder onto the desktop (for ease – be sure all screens not being used in this process are minimized).  The folder will read:  Shortcut to Archive. 

By “clicking” on this shortcut, you can access the main folder (Archive – created in Step 1), followed by the year folder (created in Step 2) and then the individual module folders (created in Step 3).

One last note – should you want to change the name of the shortcut on the desktop, Right click on the shortcut and choose the Rename option and type in whatever name desired.