How to modify the Fixed Assets Period Projection - Detail report to prevent pre-projection amounts from being displayed in Microsoft Dynamics GP

Applies to: Fixed Assets

INTRODUCTION


This article describes how to modify the Fixed Assets Period Projection - Detail report in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains 8.0 to prevent pre-projection amounts from being displayed in the report

MORE INFORMATION


In Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains 8.0, when you run the Fixed Assets Period Projection - Detail report, you enter a date range. You can enter a date range that includes dates after the Depreciated to Date of the asset. If you do this, pre-projection amounts are displayed for the dates that are not included in the date range. These pre-projection amounts are not actual depreciation amounts. Instead, these pre-projection amounts are an estimate that is calculated by the project routine.

To prevent these pre-projection amounts from being displayed on the Fixed Assets Period Projection - Detail report, follow these steps:

 

1. To open the Fixed Assets Period Projection - Detail report, follow these steps:
a. On the Reports menu, point to Fixed Assets , and then click Projection .
b. In the Projection Reports dialog box, click Period Projection - Detail in the Reports list.
c. Click an option in the Options pane, click Insert , and then click Modify .
d. In the Projection Report Options window, click Destination to open the Report Destination window, click to select the Screen check box, and then click OK .
e. In the Projection Report Options window , click Print to print the report to the screen. On the menu, click Modify to open Report Writer.
2.

To create the calculated fields, follow these steps:

 

Step 1: Create Calculated Field 1

a. In the Toolbox, click Calculated Fields in the list of resources, and then click New .
b. In the Calculated Field Definition dialog box, type Suppress in the Name box.
c. In the Result type list, click Integer .
d. Under Expression Type , click Conditional .
e. On the Fields tab, click Calculated Fields in the Resources list.
f. In the Field list, click Pre-Projection , and then click Add .
g. Under Operators , click = .
h. Click the Constants tab, click String in the Type list, and then click Add .

Note The conditional expression that is created is displayed as follows:

Pre-Projection = ""

i. Under Expressions , click the True Case field to select it.
j. Click the Constants tab, click Integer in the Type list, type 1 in the Constant box, and then click Add .
k. Under Expressions , click the False Case field.
l. Click the Constants tab, click Integer in the Type list, type 0 in the Constant box, and then click Add .
m. Click OK to save the changes.

Step 2: Create Calculated Field 2

a. In the Toolbox, click Calculated Fields in the list of resources, and then click New .
b. Type Suppress 2 for the name.
c. In the Result type list, click Integer .
d. Under Expression Type , click Conditional .
e. On the Fields tab, click Report Fields in the Resources list.
f. In the Field list, click F2_Last Pre-projection , and then click Add .
g. Under Operators , click = .
h. Click the Constants tab, click String in the Type list, type Pre-projection in the Constant box, and then click Add .

Note The conditional expression that is created is displayed as follows:

F2_Last Pre-projection = “Pre-projection”

i. Under Expressions , click the True Case field.
j. Click the Constants tab, click Integer in the Type list, type 0 in the Constant box, and then click Add .

Note The conditional expression that is created is displayed as follows:

0

k. Under Expressions , click the False Case field.
l. Click the Constants tab, click Integer in the Type list, type 1 in the Constant box, and then click Add .

Note The conditional expression that is created is displayed as follows:

1

m. Click OK to save the changes.

Step 3: Create Calculated Field 3

a. In the Toolbox, click Calculated Fields in the list of resources, and then click New .
b. Type Total for the name.
c. In the Result type list, click Currency .
d. Under Expression Type , click Calculated .
e. On the Fields tab, click Report Fields in the Resources list.
f. In the Field list, click F2_SUM YTD Depreciation Amount , and then click Add .
g. Under Operators , click - .
h. In the Resources list, click Report Fields .
i.

In the Field list, click F2_SUM YTD Depreciation Pre-Projection , click Add , and then click OK .

Note The conditional expression that is created is displayed as follows:

F2_SUM YTD Depreciation Amount - F2_SUM YTD Depreciation Pre-Projection

3.

Add the following fields to the Report Layout:

Total
To add this field, follow these steps:

a. In the F2 section of the report, click the YTD Depreciation Amount field, and then press the DELETE key.
b. In the Toolbox, click Calculated Fields as a resource.
c. In the Fields list, click Total , and then drag the field to the F2 section of the report.
d. Double-click the Total field to open the Report Field Options window, and then click Data under Display Type .
e. Click OK .

YTD Depreciation Amount
To add this field, follow these steps:
a. In the Toolbox, click Projections Report Master as a resource.
b. In the Fields list, click YTD Depreciation Amount , and then drag the field to the F2 section of the report.
c. Double-click the YTD Depreciation Amount field to open the Report Field Options window, and then click Sum under Display Type .
d. Under Visibility , click Invisible .
e. Click OK .

YTD Depreciation Pre-Projection
To add this field, follow these steps:
a. In the Toolbox, click Calculated Fields as a resource.
b. In the Fields list, click YTD Depreciation Pre-Projection , and then drag the field to the F2 section of the report.
c. Double-click the YTD Depreciation Pre-Projection field, and then click Sum under Display Type .
d. Under Visibility , click Invisible .
e. Click OK .

Suppress 2
To add this field, follow these steps:
a. In the Toolbox, click Calculated Fields as a resource.
b. In the Fields list, click Suppress 2 , and then drag the field to the F2 section of the report.
c. Double-click the Suppress 2 field, and then click Last Occurrence under Display Type .
d. Under Visibility , click Invisible .
e. Click OK .


     
4. Click the YTD Depreciation Pre Projection fields in the F1 and F2 sections of the report, and then click Delete to remove them from these sections.
5. In the F1 and F2 sections of the report, select and then delete the following text:

Pre-Projection Grand Total:

6. To suppress the Body (B) section of the report, follow these steps:
a. On the Tools menu, click Section Options .
b. In the Report Section Options window, click to select the Body check box.
c. Click to select the Suppress When Field Is Empty check box, and then click Suppress in the Calculated Field list.
d. Click OK .
7. To prevent the F2 section from displaying the pre-projection values, follow these steps:
a. On the Tools menu, click Section Options .
b. In the Additional Footer section, select Fiscal Year , and then click Open .
c. Click to select the Suppress When Field Is Empty check box, and then click Suppress 2 in the Calculated Field list.
d. Click OK two times.
e. On the File menu, click Microsoft Dynamics GP .
f. Click Save when you are prompted to save the changes.
8.

Grant access to the modified report by using the appropriate method for your version.

 

For Microsoft Dynamics GP 10.0

a. Point to Tools on the Microsoft Dynamics GP menu, point to Setup , point to System , and then click Alternate/Modified Forms and Reports .
b. In the ID box, click the user ID of the user who will print this modified report from the lookup list.
c. In the Product list, click Fixed Assets .
d. In the Type list, click Reports .
e. Expand Financial .
f. Expand the modified report for FA Period Projection - Detail .
g. Click Microsoft Dynamics GP (Modified) .
h. Click Save .
i. On the Microsoft Dynamics GP menu, point to Tools , point to Setup , point to System , and then click User Security .
j. In the User list, click a user ID.
k. In the Company list, click a company.
l. In the Alternate/Modified Forms and Reports ID field, click the ID that you entered in step b.

For Microsoft Dynamics GP 9.0 or for Microsoft Business Solutions - Great Plains 8.0

 

Method 1: Use the Advanced Security tool

a. On the Tools menu, point to Setup , point to System , and then click Advanced Security .
b. If you are prompted for a password, type the system password in the Please Enter Password box, and then click OK .
c. In the Advanced Security window, click View , and then click By Alternate, Modified and Custom .
d. Expand Fixed Assets .
e. Expand Reports , expand Financial , and then expand FA Period Projection - Detail .
f. Click the Fixed Assets (Modified) report.
g. Click Apply , and then click OK .

Note By default, when you use 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 tool. Additionally, you can select additional companies in the Company Name area of the Advanced Security tool.

 

Method 2: Use the Standard Security tool

 

a. Click Tools , point to Setup , point to System , and then click Security .
b. If you are prompted for a password, type the system password in the Please Enter Password box, and then click OK .
c. In the User ID list, click the user ID of the user who you want to have access to the report.
d. In the Product list, click Fixed Assets .
e. In the Type list, click Modified Reports .
f. In the Series list, click Financial .
g. In the Access List list, double-click FA Period Projection - Detail .
h. Click OK .

Note After you click OK , an asterisk appears next to the report name to show that access was granted.