How do I setup printing to PDF?

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Summary

The following article explains how to install a PDF printer in Windows so you can use this to save documents that you would normally print in Platinum to a PDF file.

More Information

"If you have problems viewing PDF files you will need a program to READ these files. Therefore it is important to have a PDF file viewer installed on your PC if you don't have one already. One of the most popular is the Adobe Acrobat Reader available for download here - http://www.adobe.com/uk/products/acrobat/readstep2.html"
The reader program sadly cannot produce PDF files it can only read them, which is why you need the extra "PDF Printer" to produce them. For help on how to do this, see the steps in the section below.

Built-in PDF Support

If all your PCs are Windows 10 or Windows Server 2016 or above and you use the Catalyst "SXMail" module for sending emails then you can try the new built-in PDF support.

After updating Platinum you should find new Print Parameters records:

92
'Print to PDF' - prints the document to a PDF file and shows a " Save As" box to allow you to enter or amend the file name or location to save as.
91
'Print to email' - prints the document to a PDF file and shows a " Send Email" box attaching the PDF to an email message and allowing you to enter or amend the email message before sending. Note: you must have the Catalyst "SXMail" module in order to send an email using this method.
90
'Print to email (silent)' - as above but sends the email using a standard message without prompting, useful for the Retention Centre for example.

Some benefits of using the built-in PDF support over PDF995 and other third-party PDF printers are:

  • No extra third-party software required. (Catalyst "SXMail" required for sending emails.)
  • In many cases Platinum can pick a more suitable name for the PDF file than the default "Platinum Document.pdf", for example a name such as "Invoice 12345.pdf" is used from all invoicing systems.
  • When using the built-in 'PDF to email' option the email contents is pre-filled with a standard message that can be customised.
  • When using the built-in 'PDF to email' option a Client Contact is automatically created recording the contents of the email message sent.

These print records use the new "print device" name of 'PDF:' which automatically accesses the Microsoft Print to PDF printer built in to Windows 10, Windows Server 2016 and above.

Printing a Platinum Document to PDF

  • When you are printing anything from Platinum that you want to print to file, get to the point where the next button you press would normally print and press <Alt+P>.
  • Type in number '92' for the built-in 'Print to PDF' if on Windows 10, Windows Server 2016 or above, or the number of the 'PDF Printer' record created if not (see below), or press <Ctrl+F1> to search for the desired PDF print record.
  • Press <Enter>.
  • Press the appropriate key to print.
  • This will go through much the same process as a normal print (i.e. you will see the normal "Printer Status" box).
  • A "Save As" box will appear allowing you to save the document with a file name. If using PDF995 then any print will default to a name of "Platinum Document.pdf", but you will need to enter a sensible name for your file. For example, if you are printing a Sales Daybook for a period, a sensible name would be 'Sales Daybook June 2009'.
  • If you using the free version of PDF995, the sponsor box will appear for approx 10 seconds and a smaller add box will appear advertising other Software995 products. This can be closed.
  • The document will appear in your default PDF file viewer.

Installing a PDF Printer

On Windows 10, Windows Server 2016 and above Platinum now interfaces with the built-in Microsoft Print to PDF printer and the following steps are not necessary.

If you have PCs with Windows earlier than Windows 10 or Windows Server 2016 then you will have to install a third party PDF printer driver.

Though there are many PDF printing utilities out there, the one we recommend is called PDF995 (http://www.pdf995.com/). A Free evaluation copy (or Sponsored copy) is available for download. This will bring up a small sponsor box just before the PDF is produced. (This delay can be removed by buying a Licence for the software. Contact our sales team and we can purchase the licence and install it all for you or you can buy and it from the suppliers website and install it yourself.)

The following steps explain how to download and install the evaluation version of the software.

It is important ALL the parts of the software are downloaded and installed in the correct order.

Installing the PDF995 Printer Driver

  • Click the link below to download the "PDF995 Printer Driver"

http://www.software995.net/bin/pdf995s.exe

  • Click [Save] and save to your preferred location (E.G. Desktop, My Documents etc).
  • Go to this location and Double Left click the file "pdf995s.exe". The file will install automatically and bring up a readme file giving help on PDF995 and its use.

Installing the PDF995 Free Converter

  • Click the link below to download the "Free Converter"

http://www.sponsor995.com/bin/ps2pdf995.exe

  • Click [Save] and save to your preferred location (E.G. Desktop, My Documents etc)
  • Go to this location and Double Left Click the file "ps2pdf995.exe" The file will install automatically and bring up a readme file giving help on PDF995 and its use.

Installing the PDF995 Editor

  • Click the link below to download the "Editor"

http://www.freeware995.com/bin/pdfedit.exe

  • Click [Save] and save to your preferred location (E.G. Desktop, My Documents etc)
  • Go to this location and Double Left Click the file "pdfedit.exe" The file will install automatically and bring up a readme file giving help on PDF995 and its use.

Setting up the Platinum Print Record

  • Press <Alt+P> from anywhere within Platinum to open the "Print Record Override" window.
  • Press <Ctrl+F1> to open the "Print Record Search" and then press <F9> or press [Copy] to create a new print record based on an existing one.
  • Platinum will then prompt you to choose the record to base the new one on. Enter '01' to choose the record of your "default Windows printer" and then press [Choose]. The "Printer Parameters" window will now open with a complete copy of record '01'.
  • Set the "Record Name" to read 'PDF Printer'.
  • Set the "Att. printer:" to 'W04'.
    		If you do not have 'W04' please click here for more details.
  • Set the "Output" to 'Printer/File'.
  • On the "device" tab , enter 'WIN:PDF995' as the "Default Print Device".
  • Press <Esc> or press [Done] and then press [Accept] to save the new print record.

Migrating from PDF995 to built-in PDF Support

If you use the built-in PDF print records but previously installed PDF995 you may of course continue to use PDF995 if you prefer, but if no longer used then it can be uninstalled and any related print parameter records deleted.

See also


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