How to use Report Writer to create a calculated field to mask the bank account number on the Employee Checks report and on the Direct Deposit Statement of Earnings report in Microsoft Dynamics GP

INTRODUCTION

This article discusses how to use Report Writer in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains 8.0 to create a calculated field to mask the bank account number on one of the following reports:

Employee Checks
Direct Deposit Statement of Earnings

More Information

The following steps use the Direct Deposit Statement of Earnings report as an example.

Step 1: Open the report

Follow the appropriate step:
- In Microsoft Dynamics GP 10.0, on the Microsoft Dynamics GP menu, point to Tools, point to Customize, and then click Report Writer.
- In Microsoft Dynamics GP 9.0 and in Microsoft Business Solutions - Great Plains 8.0, on the Tools menu, point to Customize, and then click Report Writer.
Click Microsoft Dynamics GP or Microsoft Great Plains, and then click OK.
Click Reports.
In the Original Reports list, click Direct Deposit Statement of Earnings, and then click Insert.
In the Modified Reports list, click Direct Deposit Statement of Earnings, and then click Open.

Step 2: Create a calculated field

In the Report Definition window, click Layout.
In the Toolbox window, click Calculated Fields, and then click New.
In the Name field, type Bank Account Number.
In the Result Type list, click String, and then in the Expression Type area, click Calculated.
Click the Constants tab, and then click String in the Type list.
In the Constant field, type the text or characters you want to use to mask the bank account number. For example, type "XXXXXXXXX".
Click Add.
In the Operators area, click CAT.
Click the Functions tab, and then click User-Defined.
Click System in the Core list, click RW_Substring in the Function list, and then click Add.
Click the Fields tab.
In the Resource list, click Direct Deposit Employee Deposit, in the Field list, click DD Array12 Account Number, and the click Add.
When you are prompted for an array index, enter the array index for the bank account number you want to mask. For example, if the bank account number you want to mask is the first line on the Direct Deposit Statement of Earnings report, then type 1.

Note If you want to mask multiple bank accounts, create a separate calculated field for each one.
Click the Constants tab.
In the Type list, click Integer.
Set the first character of the substring. This the character that you want the bank account number to start on. For example, if the bank account number is "1234567", and you want to mask the first 4 digits, set the first character to 5. Type 5 in the Constant field, and then click Add.
Set the length of the substring. Using the same example, enter the length for the remaining digits, in our example enter 3. In the Constant field, type 3, and then click Add.
Click OK.

Step 3: Add the calculated field to the report

In the Body section of the layout, delete the bank account number field (DD Array12 Account Number).
In the Toolbox window, drag the Bank Account Number field to the Body section of the layout.

Step 4: Save the modified report

Close the report.
When you are prompted to save your changes, click Save.
In the Report Definition window, click OK.
On the File menu, click Microsoft Dynamics GP.

Step 5: Assign security permissions

To assign security permissions to the modified report, use one of the following methods.

Method 1: By using security in Microsoft Dynamics GP 10.0

Point to Tools on the Microsoft Dynamics GP menu, point to Setup, point to System, and then click Alternate/Modified Forms and Reports.
In the ID box, type the user ID that will print this modified report.
In the Product list, click Microsoft Dynamics GP.
In the Type list, click Reports.
Expand the Payroll folder.
Expand folder for the report you modified.
Click to select Microsoft Dynamics GP (Modified).
Click Save.

Method 2: by using the Advanced Security tool in a version prior to Microsoft Dynamics GP 10.0

On the Tools menu, point to Setup, point to System, and then click Advanced Security.
If you are prompted, type the system password in the Please Enter Password box, and then click OK.
In the Advanced Security window, click View, and then click By Alternate, Modified and Custom.
Expand Microsoft Dynamics GP or Microsoft Great Plains.
Expand Reports, expand Payroll, and then expand the report that you modified.
Click Microsoft Dynamics GP (Modified) or Microsoft Great Plains.
Click Apply, and then click OK.

Note By default, when you start the Advanced Security tool, the current user and the current company are selected. Any changes that you make affect the current user and the current company. However, you can select additional users in the Users area of the Advanced Security window. You can select additional companies in the Company Name area of the Advanced Security window.

Method 3: By using the Standard Security tool in a version prior to Microsoft Dynamics GP 10.0

On the Tools menu, point to Setup, point to System, and then click Security.
If you are prompted, type the system password in the Please Enter Password box, and then click OK.
In the User ID list, click the ID of the user who you want to have access to the modified report.
In the Type list, click Modified Reports.
In the Series list, click Payroll.
In the Access List box, double-click the report you modified, and then click OK.

Note An asterisk (*) appears next to the report name.