Tips and Tricks #9 - Print to Disk (P2D) and Posting Reports/Journals - Part 2
In Tips and Tricks #8 we discussed the pros and cons of printing to disk (P2D) reports and especially Journals/Registers. There is an additional option however within the system to guarantee that you will always have a P2D copy of your posting Journal/Register (these two names can be used interchangeably) even though you have printed your posting report to paper.
This option is the “Save Registers” option and can be turned on by the system administrator from the first tab of the Company Information screen:
So what is this and how does it work?
One of the rules of PBS is that a Journal/Register must always be “printed” because the system “wants” to make sure that all important accounting documents like registers are saved in some permanent fashion. “Printed” doesn’t literally mean rendered to paper – it could be rendered to a PDF or something else. It just can’t be stored as a P2D text file – that is not enough. So, if you select P2D for posting a report it will show in the P2D list as unprinted and therefore cannot be purged. In the following, look at the first line:
Note how the first report in the list does not have a last printed date. This means that since a Payables Register is a register, it cannot be deleted until it has been printed. Taking a closer look at this:
The Trial Balance and the Chart of Accounts List (report lines 4 and 5) can be purged at any time whether they have been printed or not. However, attempting to purge/delete the report on line 1 – the register will result in:
An “audit trail” report is yet another synonym for Register/Journal.
Back to the Save Registers function:
Assuming that the Save Registers feature is turned on (as above), a Journal/Register/Audit Report, to be treated as a saved register, must not be printed to disk. In other words, a saved register is one that has already been printed, but the save register function has kept a copy of it on the disk in the P2D area.
Since saved registers have already been printed, they can be purged at any time.
We can see this in the above display with reports on line 2 and 3. These posting reports were printed to a printer at the time of posting but since the Save Register feature was turned on they were also “saved”. Note that since they have been printed, the last printed data is filled in and so these saved registers can also be deleted.
Since the process of saving a register is automatic, it is assumed that over a period of time the number of automatically saved reports will mount up. In managing this accumulation, you can set a time-out date. For example, if you want to keep your Registers for a year, by putting 365 days into the “# of days before warning” field, reports will be produced to remind you that you can purge this report:
Note that this purge function is different from delete reports from disk.
The Purge Saved Registers function will only show those Journal/Register reports that were saved with the “Save Register” feature:
Both the “Delete” reports function, as well as the “Purge Saved Registers” function, allow you to delete/purge a range of reports at one time. E.g. delete report numbers 1000021 to 1000025.