What Are Named Printers in Dynamics GP?

Thoughtware Article Published: Sep 05, 2012
Person typing on a keyboard

Named printers, a feature of Dynamics GP, give users the ability to specify printers for reports and processes—payables checks could be set to use a specific printer always loaded with check stock, while posting journals could be set up to use a different laser printer with blank sheets. By using named printers, you eliminate the need to select a printer prior to printing a report or running a process, save paper and prevent running over other users’ print jobs.

Where Do You Configure Named Printers?

Named printers are stored by machine and user, so you need to log into Dynamics GP on the machine being configured. For terminal server environments using user-specific dex.ini files, you should log into Windows as the user. You can then log into Dynamics GP as a user with the appropriate security to configure the settings. Here’s an image showing the path to the setup using the Administration page.

The first time you launch this option on a machine, you’re prompted to provide a Machine ID. This ID can be anything you want, but it needs to be unique.

If you do not mark the checkbox, the user will be prompted with a printer dialog box when printing reports; this can be useful for changing the number of copies of a report on the fly. However, if you want to spare the user a pop-up window, mark the checkbox. (The dialog box would be very useful if you could select a printer; in Dynamics GP 2013, you’ll have that capability. At last.) This setting can be edited later by editing the dex.ini file.

Once you click OK, another message appears.

This message means you’re going to be assigning a default Dynamics GP printer to the user for use when another printer isn’t specified. Thus, when the user logs into Dynamics GP, the default printer code assigned in named printers will be used unless a different printer is selected or a specific report or process has a different assigned printer.

You’re prompted to select the default printer for the user; this can be changed later using named printers.

After clicking OK on the Print Setup window, the Setup Named Printers window will show the default printer.

Click Save on the window to save the default printer for this machine.

You also can create printer codes that are user-specific, company-specific and user- and company-specific. You must have a printer ID called DEFAULT, and this must be set as System.

You may want or need to create named printers for users in situations where they should use a printer for a report, while another user prints to a different printer. Similarly, you could have two check printers—one for company A and one for company B—and set up named printers for each one.

Assigning Printers to Specific Reports & Processes

Click the Assign button in the Setup Named Printers window to immediately assign default printers to specific processes and reports. The next time you open Named Printers from the menu, the assign window will open.

Notice in the above window that for ‘sa’ on HOU-J1WM1Q1-L, the printer selected in the previous window is the default system printer. You also see a list of tasks for the system series. In addition, you have a dropdown list for the task series.

As for reports, we’re mostly talking about form-type reports, such as Purchase Orders and Sales Invoices. The reports you print from the reports menu are controlled by your default printer and the report you select prior to printing. There are settings you can determine for some reports, like Aged Payables.

There is a dropdown option for these series:

  • Financial
  • Sales
  • Purchasing
  • Inventory
  • Payroll
  • Project
  • System
  • Company
  • Processes
  • 3rd Party
  • Manufacturing
  • Field Service

Here’s an example of some reports for the Purchasing series:

Here’s a sample listing of named printer settings for processes:

Dex.ini Settings

As mentioned above, the dex.ini file is where named printer information is stored.

If you open the dex.ini file and scroll to the bottom, you’ll see three entries related to Named Printers.

ST_MachineID—This determines the machine name defined in the Named Printer Options window.

NoPrintDialog—You can alternate the value between TRUE and FALSE to not display print dialog windows (TRUE) or display print dialog windows (FALSE).

ST_SetDefault—This setting is TRUE if there is a default printer for the user.

Hopefully you have learned about this very useful feature in Dynamics GP and figured out some possible uses. For more information, please contact us.

Related Thoughtware

Kate & Ben — How can we help you? Contact Us!

How can we help you?