You can set the system to automatically print to File instead of paper. Then, if you need to check the journal for any reason, you can view it from the printouts screen. Open Sage Desktop and go to Common Tasks --> Tools --> Options and then select the tab for Journals. You can select the checkbox for Automatically Print to File and you can also define how you want the files to be named and/or organized. I like to use a folder listing to include Year (so I can delete all the journals at the end of a year), then month, then day and then application of origin. The file name can contain any selection of fields like Task, user name, etc.  You can change this setting later if you're not happy with the structure you set up. Just be aware, if you don't include all fields in a folder or a file name, you may overwrite the files.

Thanks Kathy!  Is this an all or nothing thing?  I need my payroll reports to print out, as we keep hard copies on hand. 

It's a global setting. Payroll can be a challenge - you can always print the payroll journals from the printouts folder, but a bigger consideration is that other users have access to that folder and can see the payroll journals. I suggest you have the payroll person interrupt the process to change the printout from default (to the printouts folder) to the printer. After entering Time, processing payroll, printing checks, etc., just click the "Printer Setup" button and unclick the "print to file" checkbox. 

It's a global setting. Payroll can be a challenge - you can always print the payroll journals from the printouts folder, but a bigger consideration is that other users have access to that folder and can see the payroll journals. I suggest you have the payroll person interrupt the process to change the printout from default (to the printouts folder) to the printer. After entering Time, processing payroll, printing checks, etc., just click the "Printer Setup" button and unclick the "print to file" checkbox. 

Ok. I am the Payroll Person so that might just work!  thank you so much!

Nice!

Amorton,

You may already understand this, but I wanted to add to the conversation to hopefully clarify a couple points for anyone else reading.

First, I usually recommend not getting to granular when creating your Journal Folder structure, but I too recommend starting with the Year, but might only go one or two more subfolders from there.  In addition, to ensure that you do not overwrite any previous journal you simply need to include the Time field in the Journal File structure.

Second, in regards to Payroll, it is during the process of Print Checks, or Generate Direct Deposit, that you want to click on the Printer Setup and then Select File to change where the Check/Direct Deposit register will be placed if in a different folder (not after you've already printed checks).  You can then secure this different folder using Windows Security if desired/needed.

Additionally, I like to create a specific folder for your printouts (either called Printouts or Journals, but you can choose what works for you) and then add that folder in File Locations for Printouts so that when you go to File Printouts it starts in that specific folder.  This will eliminate the subfolders created by the Journals configuration being created directly beneath your company folder.  If you want that "Printouts" folder to exist directly within your company folder, you can simply add .\Printouts (as an example) in File Locations.  That method will keep your company folder better organized when viewing it using File/Windows Explorer.

I hope that helps.

Thanks Todd! I changed our set per your advice, created a Printouts folder and added the 'time' field to the journal file structure!

Is this setting specific to each individual login? If I change it, will it be changed for all our users?

It is for each login. Choosing to print to file or printer is based on the user. It is not a global setting. All "Customize" settings are user specific. All "Options" setting under Tools are Global.

LinetteS,

The automated Journals is set up through Tools > Options so it is a global setting, but only impacts Journals (printouts created after completing a Task).  Regular Reports and Inquiries that are printed are still managed by the setting under Customize which is in individual setting.