GFC Data Systems
Software and Support for Oklahoma Municipalities
Contact Info:
Phone: 405-570-2821
7408 NW 116th St
Oklahoma City OK 73162

Contact: Jack C. Brown

Developing, installing, and supporting software for Oklahoma municipalities since 1984
   Home      Software Special Issues (including printing and new PC installation)

Utility Billing, Budget Acctg, Work Orders, and Receipting Programs...
When printing in these programs for the first time, the programs self-detect a default printer from Control Panel automatically. Therefore on a new PC install make sure that the printer to be used has been installed and selected as the "default" before using the print routines in these programs. However the printer can be changed as user goes to different report screens should a different printer be needed for a specific program (ex: some send utility statements to the fastest printer which may not be the default). If you change a printer name on a given screen either click on the "Set" command or actually print something which will make the change permanent by putting a setting in the system's registry. 

Special note for Budget, Receipting, Work Order, and Utility Billing programs: in these programs when printing budget history or a receipt or work order "form" the program never displays a screen to allow user to enter/change printer settings. In these programs user (in advance) goes to "Options" and selects "History Printer", "Receipt Printer" or "Work Order Printer" and sets the printer information. This must be done at each PC that will use these programs.

'Arial' is the default printer font while 'Portrait' is the default orientation. Font sizes have default settings based on the report width. All these settings can be changed but care should be taken to not make the size too large or the print will go off the page on the right side. If a large print size is needed then the orientation can be changed to Landscape. Note: if a PC or hard drive is replaced all printer settings will be lost and everything will return to default settings.

A problem can occur if a new printer is installed and an old one is uninstalled. The registry setting that tells the programs which printer to use is actually a "printer#" and not a printer name. For example if printer#1 is the one being used and that printer is uninstalled and a new one installed, Windows might not make the new printer #1. So when installing a new printer the name that comes up on the report screens may be the wrong one. The best thing to do in this case would be to remove the old printer registry settings and allow everything to reset automatically (removing registry settings should only be done with the assistance of GFC Data Systems).
Payroll, Court, Cemetery, Fixed Assets, and Utility ACH Programs...
These programs are different in that they must have the printer name entered in a "Setup" or a "File Maintenance" screen.  If you have just changed printers or are using a printer not used in the past and a "Missing Allocation" error displays when trying to print it means the printer name is not valid to this PC in which case you should perform the below steps or call GFC Data for assistance.
Since the printer name must be inserted in a data file, you must find out the official Windows printer name. To get this go to Windows Control Panel and open Devices and Printers and right click on the icon of the printer desired and select "Printer Properties". The official name of the printer should display in a blude background and user should be able to highlight it and right-click and "Copy" the name. After copying the name open the program screen where the printer name is stored and "Paste" the name in with the phrase "prtname:" in front of it (ex: prtname:HP 5600 Series). If the printer is a network printer then in some cases the server name must be included in the name with a double backslash in front of the server name and a single backslash after the server name (click here for an example). If it isn't clear exactly what the path/name of the printer should be, open MS Word and pretend to print a document to that printer to see what displays for the printer name. 
New PC Installation (including hard drive replacement):
If your host PC (PC where files are stored) or hard drive is replaced, the following applies to re-installing your programs.
If you use the C-Isam version of Utility Billing,  Budget Acctg, Work Orders, or Receipting, and the host PC or hard drive is being replaced, you need only copy the folder(s) from a backup to the host PC's hard drive. If these apps are run at the host then shortcut icons would be set up to access the programs. If using a network and a remote PC is being replaced you do not need to load any files but only connect the PC to the host and set up new shortcut icons that point to the host. A new PC will affect your printers and screens so see "Printing" (above) and "Screens" (below) for more info on those subjects.
If you use the Postgres version of Utility Billing, Budget Acctg, Work Orders, or Receipting, and the host (server) PC or hard drive is being replaced you must install the latest version of Postgres and the latest version of Sql Backup. Several other things must also be done including restoring the Postgres database(s) so generally it is better to get GFC Data involved in this situation.
If you use Payroll, Court, Cemetery, Fixed Assets, or Utility ACH, an "install" must be done to get certain system files copied on to any new PC. If using more than one of these programs only one program needs to be installed since all these apps use the same system files. Therefore you must keep a Payroll, Court, or Cemetery CD on hand that has the installation files. If using a network any new PC in the network must have the install done even if the software app and data is stored on a remote hos (server)t. After the install is done the application folders must be copied from a backup.
Many LookUp/Inquiry screens in Utility Billing, Budget, Receipting, and Work Orders will initially display in default heights and widths. However these screens can have their column's width and overall screen width and height adjusted. To widen the entire screen, click on the right edge and drag it to the right. To increase the height click on the bottom and drag it down. If a column is too narrow click on the column heading boundary and drag it to the right to widen it (or to the left to narrow it). To center the screen click on the top title bar and move the screen up or down or left or right.

These settings will be remembered by the program placing a setting in the system registry. These settings are stored uniquely for each PC so screen sizes can be customized by PC. NOTE: these screen settings are lost if a new PC is installed

Print to csv File:
Many programs have a "Print to csv File" option on the report screens. This allows you to send a report to a csv (comma separated value) formatted file instead of to a printer. This allows you to import the report into a spreadsheet program like Excel. When this option is selected the user will be prompted to enter a file name. Do not use spaces or slashes in the file name but instead use dashes or dots if separating characters are needed. It is recommended that the ".csv" extension be placed at the end of the name (ex: CUSTOMER-REPT.csv).  Unless otherwise specified the file will be stored in the folder that contains the application's data files (ex: UTIL or BUDGET or After the file is created you can import it into Excel.

GFC Data Systems