Printing Reports

Reports
Reporting Fundamentals
Printing Reports


Contents
Getting Ready to Print a Report
How to Print a Report
How to Enter the Print Screen
How to Enter the Print Screen List Screen
How to Print from the Print Queue
Changing Your Default Printer
Troubleshooting


Getting Ready to Print a Report

  • Make sure you know approximately how many pages of output will be printed by paging through the report on the screen first. You can also use the Print Preview button available on the Print screen after you click on the Print button Print button.
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  • If you do print more than you want, see Troubleshooting.
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  • Make sure you know where you are printing. The default printer in your user profile is, typically, one close to your office. Your user profile should have a default printer. If it doesn't, you will be prompted to enter the printer name at the time you print the report.
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  • When you click the Print button Print button, you will see a message in the Status Bar with the print spool number. Write down the print spool number. You may need it if there is a print problem.

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How to Print a Report

Click the Print button Print button in the Toolbar.

Note

On the Summary Statement and Detail Transaction Report, you will be asked to choose between Landscape and Portrait style before the Print screen appears. Click on the appropriate button.

Result: A "Print:" screen (shown below) appears for most reports such as the Summary Statement and the Detail Transaction Report, but on some reports the "Print Screen List" is displayed.

How to Enter the Print Screen

screen capture:  Print screen

1. Check the Output device field and make sure that the correct printer name and location are showing.

If you know your printer name type it in. If not, find your printer.

If you are using a Windows machine, enter the value %win as the output device. This will send all SAP printouts to your windows default printer (i.e., the printer used for local printing of Word or e-mail documents).

2. Make sure the Number of copies is filled in.

3. (optional) Type in the page number to be printed if you don't want to print the entire report.

4. Select Print Immediately to print the report right away. If not selected, the report will be sent to the print queue where you have to release it to print it. See How to Print from the Print Queue for more information.

5. Select Delete after print to help save space in the print queue.

6. (optional) To choose a cover page, click on the Selection List button Selection List button to the right.

7. (optional) Type in your userid in the Recipient field and enter your department's name, if you wish.

8. When you are ready to print, click on the Print button Print button on the bottom.

Note

For the Summary Statement, a dialogue box appears asking you to Continue. Another dialogue box follows asking if you want to print immediately, display the DTR, or cancel. Do not click on Print Immediately unless you want to print the Detail Transaction Report. Printing the DTR can result in a very long print job. Choose Cancel to print only the Summary Statement and not the DTR. It will not cancel the Summary Statement print job.

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How to Enter the "Print Screen List" Screen

screen capture:  Print Screen List

1. Check the Output device field and make sure that the correct printer name and location are showing. If you know your printer name type it in. If not, you can find your printer name. See the section "Finding Your Printer" in Getting Started: SAP User Settings.

Note

If you are using a Windows machine, you should enter the value %win as the output device. This will send all SAP printouts to your windows default printer (i.e., the printer used for local printing of Word or e-mail documents).

2. Make sure the Number of copies is filled in.

3. Print all pages of the report or select some.

4. Select Print Immediately to print the report right away. If not selected, the report will be sent to the print queue where you have to release it to print it. See How to Print from the Print Queue for more information.

5. Select Delete after output to help save space in the print queue.

6. (optional) If you want a cover page, type X or select it using the Matchcode button.

7. (optional) Type in or select your userid in the Recipient field and enter your department's name, if you wish.

8. (optional) Choose x 65_255 columns if you have a wide report and need to increase the printing area on the page. (The font will be very small.)

9. When you are ready to print, click the Continue button on the top.

Result: The spool number of your job appears in the Status Bar.

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How to Print from the Print Queue

You can use this option if you don't want to print your report right after it is run. Instead of being printed, your report will be sent to the spool requests queue where you can select it and then send it to the printer later.

On the "Print" screen:

1. Deselect Print Immediately.

2. Click the Print button on the bottom.

Result: A dialogue box appears with the spool number of your job.

3. Click Continue.

On the "Print Screen List" screen:

1. Deselect Print Immediately.

2. Click the Continue button on top.

Result: A message appears "Spool request number created without imm. output" at the bottom of the screen.

Locate and Print Your Job

1. Follow the menu path: System>>Own spool requests (transaction code: /nsp02).

Result: A list of the jobs you submitted is displayed.

screen capture:  Output Controller: List of Spool Requests

2. Click in the box to the left of the spool number.

3. (optional) To view your job before printing it, click on the document icon under the Type column. You may need to click the Back button Back button to return to the Spool Requests screen.

4. Click on the Print button Print button on the Toolbar (first row of buttons) to print it.

Result: The "Print Screen List" screen is displayed. Follow instructions listed above to print your report.

Print Your Job Directly Without Viewing It First

1. Click in the box to the left of the spool number.

2. Click on the Print button Print button on the Application Toolbar, directly above the Spool No. column.

Result: Your job will be sent immediately to the default printer.

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Changing Your Default Printer

When your SAP userid was first set up, your printer may have been set to a default printer. This is the printer that your output is sent to automatically without specifying an output device. You can change your default printer or select one if you don't have one already. See Getting Started: SAP User Settings: Setting Your User Defaults.

Note

If you are using a Windows machine, you should enter the value %win as the output device. This will send all SAP printouts to your windows default printer (i.e., the printer used for local printing of Word or e-mail documents).

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Troubleshooting

Information to have ready before you seek help:

Please have the following information available when you ask for assistance:

  • The name of your SAP printer. Many SAP printers are labeled with the printer name; check your printer to see if it is labeled with a 4-character name.

    1. To find the printer name, follow the menu path System>>User Profile>>Own data or use the transaction code: /nsu3.

    2. A second session opens. Click on the Defaults tab.

    3. Find the Output Device field. Your printer name should be filled in.

    4. Click the Exit button Exit button to close the session.

  • The SAP system you are accessing, Production-1 or Production-2.
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  • The SAP spool request number from the bottom of your SAP screen.

Two common printing problems are:

  • Sending an unintentionally large print job to the printer. SAP contains a huge amount of data, and it is possible to generate a report that is tens, even hundreds of pages long by running a report with very broad selection criteria. Here is what to do if this happens:

    1. Pull out the printer paper tray to stop printing.

    2. Collect the information listed in "Information to have ready before you seek help" above.

    3. Contact the Computing Help Desk at x3-1101 (Mac) or x3-1102 (PC) and ask the consultant to stop the job. 

  • Your requested SAP print job is not printing. First, be sure to have Print Immediately on the "Print" or the "Print Screen List" screens checked off. You can also turn off the "Delete after output" option to help technical support locate your print job.

    1. Follow the menu path System>>User profile>>Own data or use the transaction code: /nsu3.

    2. A second session opens. Click on the Defaults tab.

    3. Click to deselect the "Delete after output" box.

    4. Click the Exit button Exit button to close the session.

    5. Contact either PC or Macintosh support, as listed below.

Helpful Telephone
Numbers
Help for: Call:
PC computers 3-1102
Macintosh computers 3-1101
Computer and printer repairs 3-0815

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