User's Guide to Computer Appointment Verification

Chapter 8: Management Reports

• Introduction
  • Overview
  • Terms
• Printing the Reports
  • Selecting the Print Option
    • The Print Button
    • The File Menu
  • Selecting a Report to Print
  • Using the Print Preview Dialog Box
  • Print Setup Dialog Box
  • Printing Reports
  • Printing Mailing Labels
• Solving Printing Problems

Chapter 8: Management Reports

Introduction

Overview

Several reports are available to help you manage your Computer Appointment Verification business. This chapter explains how to access and use these reports. In this chapter we explain:

• What reports CAV will generate

• How to use these reports

• How to print reports

Terms

We use the following special terms in this chapter.

Dialog Box	Dialog boxes always appear over the main window of a program. They ask you for additional information in order to continue your selected procedure or include buttons and check boxes to select additional processing options. You can move these boxes anywhere on the screen, but you cannot re-size them. You must respond to a dialog box before you can use any buttons or menus on the main window.
List	A list provides information on many related or similar subjects, for example a list of called parties.
Report	Report is a general term for anything printed from a computer program.

Printing the Reports

To print or display the Client Summary and the Client Summary Detail, you must first display the Client Information form for whom the report is intended. You may have any Client Information form displayed to print or display any of the other reports.

Before you begin printing, turn your printer on and stock it with the correct type of paper for each report. Check the 'On-line' light to be sure the printer is ready to print.

Selecting the Print Option

When you are ready to print, selecting the print option using one of the following methods.

The Print Button

When you're ready to print a report, you may press this button. The Print button, when pressed, opens the Report Selection dialog box.

The File Menu

Press Alt+F to display the File menu or click on File in the menu bar. Select Print from this menu.

Figure 51 - Selecting Print form the File Menu

The CAV Report Selection Menu will display.

Figure 52 - CAV Report Selection Menu

You have five choices on this menu. They include:

Client Summary - This report shows a summary of the information in the Client Information form, and includes the date you entered the client in the system. You might use this report to send to a client when you want to confirm the client information.

All Client Summary - This menu selection generates the same report as the Client Summary, but does it for all clients at once. A copy of each Client Summary report might be useful to you for a quick reference.

Client Detail - This report has the same basic information the Client Summary has, with the addition of a detailed list of all calls entered for the client during the current calling period. This includes the name, phone number, appointment date and time, date for call, status and number of attempts.

All Client Detail - This is the same report as the Client Summary Detail, but reports for all clients are created at once, instead of for just a single client.

Mailing Labels - This menu selection will generate the mailing addresses for each client in the proper format for printing on blank computer mailing labels. This is especially useful in preparing a mailing for all of your clients. You can also print your labels on a plain sheet of paper to use as a check list when contacting your clients or calling on them to pick up their appointment lists. There is also a Billing option that will print mailing labels for just the clients for whom you have generated bills.

Selecting a Report to Print

When you first select the Print option, you see the Report Selection dialog box. You must first select the required report from this box.

Figure 53 - CAV Report Selection

To select a report:

1. Using the mouse, click on the report name or on the white dot to the left of the report name to select the desired report.

If you prefer to use the keyboard, you may use the Arrow keys to select a report.

When a black dot replaces the white dot, the report is selected.

2. Click OK to continue, or use the Arrow key to select OK and press the ekey.

Selecting Cancel discontinues the print option.

Using the Print Preview Dialog Box

A typical Print Preview dialog box is shown in Figure 54. The purpose of the Print Preview dialog box is to show you what the printed report is going to look like. Any changes that need to be made must be made in the Edit screens or the Client Information form. You can either scroll through the display or use the { or the } keys. The scroll bar does not appear until there is text that the dialog box cannot fit on the display window (the large, white portion of the dialog box).

Figure 54 - Print Preview Dialog Box

In the Print Preview dialog box itself, there are four buttons along the bottom of the box. These buttons are: the Print button, the Setup button, the Go To button and the Cancel button (from left to right).

	The Print button, when pressed, begins the printing of the report displayed in the Print Preview dialog box.
	The Setup button, when pressed, allows you to see which printer driver and printer are active. A printer driver is like a translator between your computer and printer. Without the appropriate driver, the printer wouldn't know what to print. It only knows that it's supposed to print something.
	The Go To button when pressed, opens the Page Jump dialog box. It takes you to another page in a report when you type in the page number and then press the OK button. If you wish to stay where you are in the report, press Cancel.
	The Cancel button, when pressed, closes the Print Preview dialog box without printing anything. So if you find a mistake or an irregularity in the report, you can go back to the Client Information form without having to print anything or exiting and re-starting the program.
You may also use Tab to move a box around a button and press Enter.	After you have opened and displayed the report or document you want printed, and have made sure everything appears the way you want it to, press the Print button.

Another dialog box appears. It is the Print Selected Pages dialog box, which asks you to enter the beginning and ending page numbers you wish printed.

Figure 55 - Print Selected Pages Dialog Box

• If you want the entire report or document printed, press OK.

• If you only want a certain page printed, you need to find the page number for that page and place that number into both fields, then press OK.

• If you wish to print specific pages, you need to find the page numbers and insert them into the appropriate places, then press OK.

A box appears with a Cancel button in case you want to stop the print job. Do nothing if you want to continue printing the report.

The report prints.

Press Cancel in the Print Selected Pages box to return to the Report Selection dialog box.

Print Setup Dialog Box

The Print Setup dialog box is where you select your printer type. The Printer Setup dialog box is shown in Figure 56.

Figure 56 - Printer Setup Dialog Box

From the Printer Setup dialog box, you select your printer, and then select Setup to display the Setup dialog box. This is where you make selections such as printer resolution, paper size, paper source and copies.

The Setup dialog box will vary depending on which printer you are using, but they will all be similar. The Setup dialog box for the HP LaserJet is shown in Figure 57.

Figure 57 - The Print Setup Dialog Box

The options for which you must make selections will vary depending on the printer you select. However, they will be similar to the ones listed below. For a pull down menu to see your choices for each item, click on the yarrow key to the right of the selection box.

• Orientation section allows you to choose either portrait or landscape page orientation. The default is for portrait (vertical) orientation.

• Paper section allows you to choose the size of your paper and from which paper source the document will print. The default is to print on 8 1/2" x 11" paper from the upper tray.

• OK button returns you to the Print dialog box with any changes you've made.

• Cancel button returns you to the Print dialog box with no changes made.

• Options button takes you to the Options dialog box.

Printing Reports

When you are ready to print a report, open the information form for the client whose report you are printing.

To print the report;

1. Click on the Report button, or select the Print option from the File menu.

The CAV Report Selection box appears.

2. Click on the title of the report you want to print. The figure above shows that the Client Summary is selected.

3. Click on OK, or use the vkey to select the OK button and then press the ekey.

An advisory message appears asking you to please wait while the report is generated. It includes a bar to show you the progress of the procedure.



When the report is complete, a box appears with part of the report visible.

4. Click on the arrows at either end of the scroll bars to view the entire report.



When you are satisfied that the report is correct, you can print the report.

5. Click on Print, or with the Print button highlighted, press the ekey.

The Print Selected Pages box appears.



6. Click OK, or with the OK button highlighted press the ekey.

Your report prints.

Printing Mailing Labels

Mailing labels are printed in the same manner as any other report. Simply select the Mailing Label option on the Report Selection menu after loading your printer with the appropriate blank labels.

There are many styles of labels for both laser and dot matrix printers. The program is set up to print on the following:

Laser Printers - Use Avery #5661 clear labels. You may also use Avery #5161 white labels.

Dot Matrix Printers - Use Avery #4145 white labels.

Solving Printing Problems

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If, when you press the Print or OK, a message box like the one pictured in Figure 58 appears, there is a problem with your printer or something associated with your printer.

Figure 58 - Printer Problem Message Box

There are several possible solutions.