How to Change the Sort Order of Charges on My Custom Job Ticket

How to Change the Sort Order of Charges on My Custom Job Ticket
(Send me an email for a free Classic Report Writer report of my job ticket)

Only do this if you feel comfortable making these changes and that it will be an overall benefit.

*** Warning!! ***
Before you begin, make a complete backup of your PrintSmith folder, and, optionally, copy one to your desktop for easy retrieval.

1. First, Re-arrange your charge command titles in the order that you want.
For us, the 10 command titles appear in this order:

  1. PrePress
  2. Marketing/Internet
  3. Print Production
  4. Bindery
  5. Outsourcing
  6. Mailing
  7. Shipping
  8. Discounts
  9. Empty
  10. Don’t Use: Save for Later

2. Second, Open your job ticket in report writer:
Select the Data Source (Filing Cabinet Icon) and check the box that says
“Group Charges” and the box that says “Use Charge Command List”, click OK

3. At the bottom of your ticket there is a field called “Charge_Section_Title”
Open that field, then open the formula (red sigma).
Make sure the “Special” tab is selected, then choose “Charge Command Title (1 to 10)”,
Click OK

Summary Part for Charges List ID

4. Leading Summary for the Charges has to be changed.

  1. Click on the Page Part Manager
  2. Highlight the 7th Leading Summary (which probably says “Charges: recordtype”)
  3. Double click on it
  4. On the left window, select the field named “list ID”
  5. Click in the Up/Down arrow icon to the left of the Red Sigma, and select the field called “list ID” from the “Charges” menu.
  6. Click OK, and OK and save.

5. Reset Command Titles Checkbox for Job Task List

  1. Open the Charge Definitions and collapse the Charge Commands so you can see all 10
  2. Click on the first one, and Uncheck the box on the right for Add Command to Job Task List
  3. Repeat the unchecking for all 10 Commands
  4. Go to File > Exit to Save these Changes
  5. Re-Open PrintSmith and go back to the Charge Definitions
  6. Now you need to check the box for the Command Titles you want to see in the job window
  7. Click on the first one, and Check the box on the right for Add Command to Job Task List
  8. Repeat the checking for each Command you want to see
  9. Go to File > Exit to Save these Changes
  10. Re-Open PrintSmith

Now, create a new job with lots of charges, preferably one from each of the commands and test the printout. If it does not work, feel free to send me an email through the Contact Us page.
Otherwise, you may have to revert back to your backup.

Good luck!!

Heads Up on PrintSmith Vision

Just a quick heads up for those of you considering Vision. If you are currently using Windows computers my recommendation is to stick with the Classic version for now. If you are using the latest Apple computers, you may be forced to upgrade without any opportunity to wait for a more complete version.

Keep in mind that this will not be a quick upgrade like we have had in the past. There are actually fewer features in Vision as compared to Classic and you may be surprised that some of your favorite features are missing (more details in a future post). In addition, you will have to re-create your Invoice and Estimate documents all over again. Bummer if you have additional docs like a Proof Letter, Re-Order Form, and special Unit Pricing estimates.

I would recommend planning at least a week to get Vision setup to a point where you can actually use it.Even more if you have been using Report Writer extensively like me.

Don’t forget that there are also some new hardware requirements that may slow you down also. Bottom line, this upgrade will need some extra planning and extra time before you can go live.

Personally, I am going to wait for a more complete version of Vision.

What is a Starting Record Number?


Take a close look at the chart above. It shows the four main databases within PrintSmith: Charges, History, Invoices, and Jobs and the Starting Record Number for each year we since we bought PrintSmith. These four databases will be used in almost every report you create. However, most reports only need a small chunk of data, so I created this spreadsheet to help me run reports faster. (Please note that these numbers apply to our shop only, not yours!!)

Speed is where the Starting Record Number becomes important. Suppose I only need the data from the History database for 2006. The report will run faster by choosing a Starting Record Number of 62,846. This ensures that I will only be using data created from 2006 forward, thus eliminating 62,845 records from the processing of my report!! (Otherwise, PrintSmith goes all the way back to 1998 and starts processing from Zero!!)

Keep in mind that these record numbers have nothing to do with your Invoice numbers, but are simply a consecutive number assigned to each record. I recommend that you create a chart like this for your company by using the Downloader Browse function to find the record numbers for each of these databases for each year. January is a great time to write down the numbers for 2007! It will help you to speed up your reports and save time.

Starting Record Number for Reporting

If your Report Writer reports take a long time to run, then it is probably time to change the starting record number.

The starting record number is located in the Data Source (Filing Cabinet
Icon). When you click on this the Select Data Source window will appear and
it will tell you what your Data Source is. If you are using “Documents” your
data source is Invoices by default. If you are using a “List Data” note
which database you are using.

Now the trick is to find out what starting record number you need.
The best way is to go to the Downloader and use the Browse function.
Next to “File to Browse” choose the database your are using as your data
source for your report.
In the upper right corner is the number of “Records in File”. This is the
total. At the bottom is the “Go to record” button and a field to enter a number.

Try entering a number that you think might be close and then scan the data.

The number you enter into the Data Source will be the record that the Report
Starts with. It will automatically eliminate all records that precede it.
Thus, the report runs faster because there is less data.

Another Bug bites the dust!

Ever since the release of 7.2 I was having some problems with our Commission reports being unable to tell the difference between Ron, Rob, and Don for the Journal Entries. After many, many emails and about 2 months of trying to figure it out, I got the good news yesterday from PrintSmith service that they found the bug and that it was a longstanding issue that only became evident with the release of 7.2.

Look for the release of 7.2.5 soon. That’s 2 bugs in one week!

7.2.4 Bug Update, Changed Print Drivers

Bug solved!!

Although I am not completely happy with this solution I was able to get our reports to print properly by using a different print driver. I was printing to our Xerox 4110 with a PostScript driver which was giving me fits on pages 2 and beyond. So I switched to the PCL driver and now they print fine. Only problem is that the screens are no longer grey, but very large dots.

Also, I failed to mention that my problem was only occuring on scheduled reports to a specified printer. My concern is that I never had the problem until I upgraded. For some reason, every time there is an upgrade, printing from Report Writer becomes an issue.

At this point, I only have 1 major issue with 7.2.4 left to solve, but I am waiting to hear back from service. (And, yes, it has to do with Report Writer.)

7.2.4 Bug Notice: Report Writer Printing

I installed the 7.2.4 updater last week and I have a discovered a new printing bug that was not there before. When we print a report that is more than 1 page the second page starts reducing the graphics about 50% but not the data. This pattern continues on all of the pages thereafter.

This has affected most in our morning meetings where we have about 7 multipage Scheduling reports. Although we can still read the reports, it is more difficult without the grid lines. At this point, I wish I had stuck with 7.2.3 as this new behavior is frustrating to deal with on a daily basis.