Print (Charge Returns)

The Print (ALT-P) tab sets print processing parameters. Printing is optional and not tied to updating, so even if a document isn't printed (or saved as a file), Spruce will still create a document that can be printed or viewed at a later time. Charge Returns produce a PS Charge Returns document.

Processing Charge Returns: Print Tab

Specify up to 2 printers. Some printers may be configured in the software to print multiple copies, use particular trays, or print in a specific format. These software settings will be used when printing to the selected device. Printing parameters are located under the Maintenance application's Database application tool and Parameters.

For either printer, there are settings the user can control. Item pricing and inclusion of any notes are optional, for example.

Print jobs can be saved as a file locally (on a user's PC) instead or in addition to printing. To do so, select a location for saving the file using the button next to the Save in input box. Give the file a name. It is not necessary to assign a file extension (suffix) to the file, an appropriate extension will be added. Changing a file's extension may cause it to no longer be accessible.

Solving Printing Problems

If a device isn't accessible or valid for some reason, a printing error may occur. In almost all cases, the transaction will still update and the document can be re-printed later. If printing fails, it's best to resolve the printing issue whenever possible; otherwise, try re-printing the document at another printer or from another station until the print problem can be resolved. Most printing issues are not covered under support plans and must be resolved independently by your company.

For more information about how you can solve most printing issues independently, click here.

Here are some common issues and solutions for printing problems (all problems don't necessarily generate an error message from the application):

•Invalid or No Windows Default Printer

Every Client (PC, etc.) and Server computer should be assigned a default Windows printer in whichever Microsoft® Windows® operating system (OS) the computer uses. The default printer should be a standard laser type printer. Do not set the Windows default printer to be a specialty type printer. By "specialty" we mean any printer that is not a standard laser document printer. Specialty printers include the following: DYMO® label printers, Zebra® brand Label Printers, and CTP (Cash Ticket Printers) such as Epson T88-V or Ithaca Peripherals ticket printers, for example. Cloud hosted users can set their default printer from the Windows Print dialog; however, due to multiple RDS servers, this may only change the default for the current session and additional changes may be necessary if you connect to an alternate server in the future.

•Shared Printers

When installing printers for use with the software, it's important that the printers not be shared network devices (this is an option when installing a printer). Sharing can cause the same printer to show up both locally and as a "shared" network resource if installed both ways. The name of the shared printer might conflict or vary based on the operating system causing issues. Additionally, if you share printers, it may be easier to install, but if there is a problem with the computer or driver where the "shared" printer is installed, the problem would then affect all users of that "shared" device.

•Improper Device Drivers
For a printer to be used with your Microsoft operating system, a printer driver must be installed. The printer driver is software supplied by the printer's manufacturer. This software can usually be downloaded from the manufacturer's website or automatically using your Microsoft operating system's printer wizard. If the improper driver is installed, the printer may not function properly. Print a test page from Windows to test any printer you install. Manufacturers occasionally make changes to their device drivers. Whenever possible, the same printer driver and version should be installed on all computers using a given printer.* In some cases, we have seen tray numbering differences between different versions of the same device driver.
*In some cases, you may have to install a different driver for different operating systems and versions (a 32-bit vs. 64-bit OS, for example). If different drivers are required, create separate Spruce printers for each OS version. It's OK to have multiple printers defined in the application that point to the same physical device.

•Invalid Tray or Paper Size Selections
If a printer driver was installed with options that are not available, such as additional trays, errors may be encountered. This can also occur if trays are specified in the software for the printer that are not actually available or if available trays are set to a paper size that differs from the document being printed. Tray numbering varies by manufacturer and sometimes by the version of the device driver being installed. For example, some printers will number trays beginning with zero (0) while others begin with one (1). This means that, on a printer with 3 trays, the bottom tray might be considered either number 2 or 3. It's important for the proper tray selections to be used for the specific printer and for the same options to be installed on all computers that will use that printer.

•Inconsistent Device Naming

The application uses the Microsoft Windows printer name to locate the proper printer to use. This name is selected from a list of the current computer's available Windows printers when adding or modifying a printer device in the Devices form. To use a printer with more than one station, those computers need to have a printer with the same name (and device driver) installed.

When adding a printer in Windows, you can either choose a name or use the default name the printer installs with. These names can also be changed in Windows very easily later on. Changes to the Windows name for the printer, or installing the same printer using different names, can prevent the software from being able to locate the proper printer. It's important to use the exact same name in the Windows operating system as is used in the Spruce software for all computers that will use the printer.

•Invalid Printer Type

There are five (5) different "types" that may be assigned to printers from the software: laser, ticket, label, fax, and Dymo. Some specialty printers have their own proprietary programming languages or simply operate differently from a typical network laser printer. The type assigned to a printer determines how the software communicates with the printer. If the wrong type is assigned to a printer, the printer may not function at all or may not print properly.

•Printer Errors: Toner, Paper Out, Paper Jams, etc.

Sometimes the simplest problems and solutions are the most overlooked. Before spending too much time researching network, software, and Windows settings, check the printer physically:

✓Check the display panel, indicator lights, etc. for any errors.

✓Open the trays. Make sure the trays have paper and that the guides match the paper size loaded into the tray. Make sure the trays are closed completely.

✓Ensure that there are no paper jams and check to see if the toner cartridge or ribbon, etc. needs replacing.

✓Make sure the printer has power and that all cables (network, power, etc.) are plugged in and tight.

✓If the printer is a local printer, try resetting the printer (turn it off/on) and use the "restart" or "shut down" options to reset the computer.

In some cases, it will be necessary to have a printer repaired, serviced, or replaced.

•Network Problems

Most printers used with the software are network devices. Network printers should be assigned to a static IP address rather than a DHCP (dynamic) address which are assigned "on the fly" and can change whenever devices or network equipment are reset. Static addresses don't change. All devices on a network must have a unique IP address. If the same address is assigned to multiple devices, serious communication issues can occur, so it's strongly recommended that you keep a "map" (record) of all network addresses and how they are assigned.

The most common way to test network connectivity is to "ping" the IP address from a command prompt in the Windows operating system. Ping is a command that attempts to send test "packets" of data over the network to the address indicated.

If the transmission fails (indicated by "request timed out" or "host unreachable"), there was a problem connecting to the address which may mean a few things. It might mean that there is a network issue, hardware problem (bad network card, switch, or router), or the device is no longer assigned to the address you are pinging. If the transmission succeeds, a device matching the address was found; however, that doesn't mean there isn't a duplicate address or that addresses haven't changed. Unplug the network device and try to do the ping again. If the transmission fails on the second attempt, it means you were probably connecting to the proper device and there isn't a problem with network connectivity. If the 2nd ping succeeds and the expected device's network cable is unplugged, there must be another device using that address.

Command Prompt

For a successful ping, the amount of time (measured in 'ms' or milliseconds) it took for the data packet to transmit to the address is reported. High numbers can indicate that, although you have connectivity, there may be other problems that are causing network connections to be slower than they should be. In this case, have a network or IT professional examine your network for issues to identify the cause.

The "command prompt" option is usually found on the start menu under the "Accessories" category in Programs (or "All Programs"). You can also type cmd.exe from either the run prompt or "Search Programs and Files" text area depending upon your Windows OS.