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All the output lists and almost every other screen in the R/3 system includes a printing function. The most common way to access the printing function is either by clicking on the Print button on the standard toolbar or application toolbar or by selecting System List Print from any R/3 window. Printing in the R/3 system is a two step process which should not confuse users: first they select the print function which displays the print screen. This screen must be filled out, then it will send the list to the output controller and to the printer. Users have to fill out the print screen to specify some information which is needed by the R/3 spooling system: name of the printer, cover sheet, format, and so on. Once this information is entered, users must click on the Print button. Some applications require users to enter some printing information on a special screen and will not show the print screen.
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Figure 5 29 shows an example of a print screen. On this screen, users normally only have to specify two choices: name of the printer and whether to print immediately or hold the job until requested.
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Figure 5 29: Print screen. These are the available fields on the print screen: Output Device. Enter the printer name here or click on the possible entries arrow to display a list of available printers. Number of Copies. Enter the number of copies for the printed output. Name. This field identifies the print request in the SAP output controller. This field is automatically set by the system, but users can change it if they wish. Title. Users can enter here a short description of the print request, so they can easily identify it. Authorization. This field can contain an authorization code previously defined by the system administrator. It is used to protect users looking at printed data which can be sensitive or confidential. Additionally, the print screen presents some important spool control fields, which indicate to the SAP R/3 system how to handle the print request. Print immed. When this option is selected, the system sends the output immediately to the printer. This is a key option since users often forget to check it, and nothing comes out of the printer. If this field is not selected, the print job is sent to the output controller, where you can later print it. Users can have this option selected by default by modifying their own user parameters. To do this, go to System User profile Own data, select the Defaults tabstrip, and click on the check mark next to Output immediately. However, deselecting this option can be useful when wanting to print just a few pages from a long listing, since you can specify pages to print from the output controller but not from the print screen. Delete after print. Select this option to tell the R/3 system to remove the print request after it has been successfully printed. SAP Cover sheet. You can use this field to print a cover sheet at the beginning of the print job. Output format fields. These fields indicate the format used for printing the report or list. The format is automatically set by the system, and users usually should leave these options unchanged. The print screen includes the Print icon on its own application toolbar. Clicking on it creates the output request. If the Print immediately option was sent, the job is sent directly to the printer.
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By selecting System Services Output controller from any R/3 screen, the system displays the Spool Request screen where users can check the status of their print jobs. On this screen, enter the criteria for the print request you want to search. In normal situations users only have to press the Enter key to display the actual print jobs. Figure 5 30 shows an example of the Spool Request screen. The most important information on this screen is Output status, where users can check whether the job has been printed or if any problems have arisen.
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Figure 5 30: Spool request list. Possible values of the output status field are (Dash). The print request has been created but has not been sent to the printer yet. This is the normal case when the Print immediately check box was not selected. You can send it now to the printer by selecting the request and clicking on the Print icon on the application toolbar. Compl. The print job has completed successfully and should be at the printer. Wait, Problem or another colored message. There is a problem with completing the print request. To see the problem details, select the print request by checking the box next to it and press the Output request button. On the next screen, select the line again and press the Display log button. Common problems relating to the print functions include Printer is offline and Local PC where the printer is attached is not turned on. The output controller also allows users to perform additional functions besides looking at the status of their requests and printing held jobs. For example, they can remove jobs from the system by clicking on the Delete button or can display the job output on the screen by selecting the Display button.
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