Unlock Named Printer Functionality in Dynamics GP Reports: A Trigger-Based Guide

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In the realm of enterprise resource planning (ERP) systems, efficient report generation and distribution are paramount for smooth business operations. Microsoft Dynamics GP, a robust ERP solution, offers extensive reporting capabilities. However, users often seek enhanced control over printer selection for different reports, especially in environments with diverse printing needs. This article delves into how to unlock the named printer functionality within Dynamics GP reports, leveraging a trigger-based approach to dynamically manage printer assignments. This method ensures that reports are automatically routed to the correct printers based on predefined criteria, streamlining workflows and minimizing manual intervention.

Understanding Named Printer Functionality¶

Named printers in Dynamics GP allow administrators to predefine specific printers for different tasks or report types. This is particularly useful in organizations where various departments or processes require reports to be printed on dedicated devices, such as check printers, label printers, or high-volume printers. By utilizing named printers, businesses can avoid the complexities of manual printer selection each time a report is generated, reducing errors and improving overall efficiency.

This guide focuses on employing triggers to programmatically invoke the named printer functionality. Triggers in Dynamics GP are database objects that automatically execute in response to specific events, such as data modification or, in this case, report execution. By strategically placing triggers before and after the report script execution, we can seamlessly integrate the named printer logic into the reporting process.

Implementing Helper Procedures¶

To enable the named printer functionality, we will begin by adding two essential helper procedures to your Dynamics GP environment. These procedures serve as intermediaries, allowing your report scripts to interact with the named printer settings.

Procedure 1: ST_Printer_Interface_Change¶

The ST_Printer_Interface_Change procedure is designed to set a specific named printer as the default printer based on the provided series and task parameters. This procedure is crucial for directing reports to designated printers based on their type or purpose.

{ Global Procedure: ST_Printer_Interface_Change }

in integer IN_Printer_Series;
in string IN_Printer_Task;

local 'Printer Settings' PrinterSettings;

PrinterSettings = ST_Set_To_Default_Printer(IN_Printer_Series, IN_Printer_Task);
if not empty(PrinterSettings) then
    Printer_SetDestination(PrinterSettings);
end if;

Explanation:

• { Global Procedure: ST_Printer_Interface_Change }: This line declares the procedure with a global scope, making it accessible from various parts of the Dynamics GP system.
• in integer IN_Printer_Series;: This defines an input parameter IN_Printer_Series of integer type. This parameter typically represents the series ID within Dynamics GP, which categorizes different functional areas (e.g., Sales, Purchasing, Inventory). You’ll need to determine the appropriate series ID for your specific reporting needs.
• in string IN_Printer_Task;: This defines an input parameter IN_Printer_Task of string type. This parameter specifies the task or report type for which you want to change the printer. Common tasks might include ‘Checks’, ‘Invoices’, ‘Statements’, or custom task names you’ve defined.
• local 'Printer Settings' PrinterSettings;: This line declares a local variable PrinterSettings of the data type ‘Printer Settings’. This variable will hold the printer settings retrieved by the ST_Set_To_Default_Printer function.
• PrinterSettings = ST_Set_To_Default_Printer(IN_Printer_Series, IN_Printer_Task);: This is the core line of the procedure. It calls the built-in Dynamics GP function ST_Set_To_Default_Printer. This function attempts to retrieve the named printer settings associated with the provided IN_Printer_Series and IN_Printer_Task. If a named printer is configured for this combination, the function returns the printer settings; otherwise, it might return an empty value.
• if not empty(PrinterSettings) then ... end if;: This conditional statement checks if the PrinterSettings variable is not empty. This ensures that the subsequent Printer_SetDestination function is only called if valid printer settings were retrieved.
• Printer_SetDestination(PrinterSettings);: If PrinterSettings is not empty, this line calls the Printer_SetDestination function. This function applies the retrieved printer settings, effectively changing the default printer for the current report execution to the named printer specified in the settings.

Procedure 2: ST_Printer_Interface_Default¶

The ST_Printer_Interface_Default procedure is designed to reset the default printer back to the system default and company default printers after a report utilizing a named printer has been executed. This ensures that subsequent reports that do not require named printers revert to the standard printing behavior, maintaining system-wide printer management.

{ Global Procedure: ST_Printer_Interface_Default }

local 'Printer Settings' PrinterSettings;

PrinterSettings = ST_Set_To_Default_Printer(7,ST_DEFAULT); {System}
if not empty(PrinterSettings) then
    Printer_SetDestination(PrinterSettings);
end if;
PrinterSettings = ST_Set_To_Default_Printer(8,ST_DEFAULT); {Company}
if not empty(PrinterSettings) then
    Printer_SetDestination(PrinterSettings);
end if;

Explanation:

• { Global Procedure: ST_Printer_Interface_Default }: Similar to the previous procedure, this declares the procedure with a global scope.
• local 'Printer Settings' PrinterSettings;: Declares a local variable PrinterSettings to hold printer settings.
• PrinterSettings = ST_Set_To_Default_Printer(7,ST_DEFAULT); {System}: This line calls ST_Set_To_Default_Printer with 7 as the IN_Printer_Series parameter and ST_DEFAULT as the IN_Printer_Task parameter. In Dynamics GP, series ID 7 typically corresponds to the System series. ST_DEFAULT is a constant indicating the default printer task. This line effectively sets the default printer to the system default printer.
• if not empty(PrinterSettings) then Printer_SetDestination(PrinterSettings); end if;: Conditionally applies the system default printer settings if they are successfully retrieved.
• PrinterSettings = ST_Set_To_Default_Printer(8,ST_DEFAULT); {Company}: This line calls ST_Set_To_Default_Printer with 8 as the IN_Printer_Series and ST_DEFAULT. Series ID 8 usually represents the Company series. This line sets the default printer to the company default printer.
• if not empty(PrinterSettings) then Printer_SetDestination(PrinterSettings); end if;: Conditionally applies the company default printer settings if retrieved.

Importance of Both Procedures:

These two procedures work in tandem. ST_Printer_Interface_Change temporarily redirects report output to a named printer, while ST_Printer_Interface_Default ensures that the system and company default printers are reinstated afterward. This prevents unintended printer assignments for subsequent reports that should use the standard default printers.

Determining Script Execution Mode: Foreground or Background¶

Before implementing triggers, it is crucial to determine whether the script that runs your target report executes in the foreground or background. This distinction is important because it influences how you will call the helper procedures within your triggers.

Note: The triggers you create must execute before the report script (containing the run report command) and after the same script. This ensures that the named printer is set before the report is generated and then reset afterward.

Method to Determine Execution Mode using Process Monitor:

1. Suspend Background Processing: Open Process Monitor. Navigate to the File menu and select Suspend. This action temporarily disables background processing within Dynamics GP.
2. Print the Report: Execute the report you are investigating.
3. Observe the Background Queue: After printing, check the Dynamics GP background queue. You would typically expect the report itself to appear in the queue as it is submitted for processing.
4. Check for Procedure in Queue: If, in addition to the report, you also see a procedure listed in the background queue, this indicates that the script execution is occurring in the background. If only the report appears and no procedure is in the queue, then the script likely runs in the foreground.

Why is this important?

• Foreground Processing: In foreground processing, the script execution and report generation happen directly within the user’s session. Triggers will execute sequentially as part of this session.
• Background Processing: In background processing, the report request is submitted to a separate background process queue for asynchronous execution. Triggers associated with background processes need to be configured to handle this asynchronous nature.

Adding Triggers to Call Helper Procedures¶

Once you have determined the execution mode (foreground or background) of your report script, you can proceed to add triggers to call the helper procedures.

Trigger Placement Strategy:

• Before Script Trigger: You need to create a trigger that executes before the script containing the run report command. This trigger will call the ST_Printer_Interface_Change procedure to set the named printer.
• After Script Trigger: You also need a trigger that executes after the same script. This trigger will call the ST_Printer_Interface_Default procedure to reset the printer to the default settings.

Trigger Implementation (General Steps):

1. Identify the Script: Determine the specific Dynamics GP script that runs the report for which you want to enable named printer functionality. This might be a report writer script, a VBA script, or another type of script within Dynamics GP.
2. Access Trigger Setup: Navigate to the trigger setup area within Dynamics GP. The exact location might vary depending on the Dynamics GP version and scripting environment you are using. Typically, this can be found within customization tools or scripting administration.
3. Create “Before” Trigger:
   • Create a new trigger that is configured to execute before the identified report script.
   • Within the trigger’s script or action, add code to call the ST_Printer_Interface_Change procedure. You will need to provide the appropriate IN_Printer_Series and IN_Printer_Task parameters based on the named printer configuration you want to use for this specific report. For example:
     

     ST_Printer_Interface_Change(18, "Sales Invoice"); // Example: Series 18 (Sales), Task "Sales Invoice"
     

     
     Replace 18 and "Sales Invoice" with your actual series ID and task name.
4. Create “After” Trigger:
   • Create another trigger that is configured to execute after the same report script.
   • Within this trigger’s script or action, add code to call the ST_Printer_Interface_Default procedure:
     

     ST_Printer_Interface_Default();
     

5. Testing: Thoroughly test your report to ensure that:
   • The report is printed on the correctly configured named printer.
   • Subsequent reports (that should not use named printers) print to the default printers as expected.

Foreground vs. Background Calls:

The original article mentions using a “background call” if the script runs in the background. However, in the provided code snippets, there is no explicit distinction between foreground and background calls for the procedures themselves. The crucial factor is the trigger configuration.

• For Foreground Scripts: Standard triggers configured to run “before” and “after” the script should suffice. Dynamics GP trigger mechanisms will handle the sequential execution within the foreground process.
• For Background Scripts: Trigger behavior in background processes might require careful consideration of transaction management and session context. However, based on the provided procedures, the same procedure calls (ST_Printer_Interface_Change and ST_Printer_Interface_Default) appear to be used regardless of foreground or background execution. The key is to ensure that the triggers are correctly associated with the background process and execute at the appropriate points in the background workflow.

Further Considerations:

• Error Handling: For production environments, enhance the procedures with error handling. For example, check if the named printer is actually configured for the given series and task before attempting to set it. Log errors for troubleshooting.
• Security: Ensure that appropriate security measures are in place for trigger management and access to printer settings.
• Performance: While triggers are generally efficient, monitor the performance impact, especially in high-volume reporting environments. Optimize trigger logic and procedure code if necessary.

By following these steps and adapting them to your specific Dynamics GP environment and reporting requirements, you can effectively unlock named printer functionality for your Dynamics GP reports, leading to streamlined printing processes and improved operational efficiency.

If you have any questions or experiences to share regarding implementing named printer functionality in Dynamics GP, feel free to leave a comment below!