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Use Report Writer to replace the Vendor Check Name field with the vendor note for a Payables Management check in Microsoft Dynamics GP

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This article describes how to use Report Writer to replace the Vendor Check Name field with the vendor note for a Payables Management check in Microsoft Dynamics GP.

Applies to:   Microsoft Dynamics GP
Original KB number:   857745

Introduction

This article describes how to replace the Vendor Check Name field with the vendor note in the Payables Management check. The Payables Management check is a report in Report Writer in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains.

Step 1: Back up the Reports.dic file if you have any modified reports

  1. To locate the Reports.dic file, follow these steps:
    1. Follow the appropriate step:
      • In Microsoft Dynamics GP 10.0, point to Tools on the Microsoft Dynamics GP menu, point to Setup, point to System, and then click Edit Launch File.
      • In Microsoft Dynamics GP 9.0 and Microsoft Business Solutions - Great Plains 8.0, point to Setup on the Tools menu, point to System, and then click Edit Launch File.
    2. If you are prompted for the password, type the system password.
    3. In the Edit Launch File window, click Microsoft Dynamics GP or Great Plains. The path of the Reports.dic file appears in the Reports box.
  2. Follow the appropriate step:
    • In Microsoft Dynamics GP 10.0, point to Tools on the Microsoft Dynamics GP menu, point to Customize, and then click Report Writer.
    • In Microsoft Dynamics GP 9.0 and Microsoft Business Solutions - Great Plains 8.0, point to Customize on the Tools menu, and then click Report Writer.
  3. In the Product list, click Microsoft Dynamics GP or Great Plains, and then click OK.
  4. Click Reports.
  5. In the Original Reports column, click the appropriate check format, and then click Insert.
  6. In the Modified Reports list, click the same report, and then click Open.

Step 2: Create a table relationship

  1. Click Tables, and then click Tables.
  2. Click PM_Vendor_MSTR, and then click Open.
  3. Click Relationships, and then click New.
  4. Click the ellipsis button next to the Secondary Table field, click Record Notes Master, and then click OK.
  5. In the Secondary Table Key list, click SY_Record_Notes_MSTR_1.
  6. In the Primary Table list, click Note Index, and then click OK.
  7. Close the Table Relationship window, click OK, and then close the Tables window.

Step 3: Modify the check

  1. Click Tables.
  2. Click PM Vendor Master File, and then click New.
  3. Click Record Notes Master, and then click OK.
  4. Close the Report Table Relationships window, and then click Layout.
  5. Create a new calculated field. To do this, follow these steps:
    1. In the Toolbox window, click Calculated Fields in the Resources list, and then click New.
    2. In the Name box, type the name that you want to use for the calculated field.
    3. In the Result Type list, click String, and then click Conditional in the Expression Type box.
    4. On the Fields tab, click Records Notes Master.
    5. In the Field list, click Text Field, and then click Add.
    6. In the Operators area, click the equality operator (=).
    7. Click the Constants tab. In the Type list, click String, and then click Add.
    8. Click the True Case box.
    9. In the Resources list, click PM Vendor Master File, and then click Vendor Check Name in the Field list.
    10. Click Add.
    11. Click the False Case box.
    12. Click the Fields tab, and then click Record Notes Master.
    13. In the Field list, click Text Field, and then click Add.
    14. Click OK to close the Calculated Field Definition window.
  6. In the report layout, double-click Vendor Check Name, click Invisible in the Invisibility list, and then click OK.
  7. In the Toolbox window, click Calculated Fields in the Resources list. Click the calculated field that you created, and then drag the calculated field onto the Vendor Check Name field.

Step 4: Save the modified report

  1. Close the check. Click Save when you are prompted to save your changes.
  2. In the Report Definition window, click OK.
  3. Use the appropriate method:
    • In Microsoft Dynamics GP, click File, and then click Microsoft Dynamics GP.
    • In Microsoft Business Solutions - Great Plains 8.0, click File, and then click Microsoft Business Solutions - Great Plains.

Step 5: Assign security permissions to the modified report

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

  1. Point to Tools on the Microsoft Dynamics GP menu, point to Setup, point to System, and then click Alternate/Modified Forms and Reports.
  2. In the ID box, type the user ID that will print this modified report.
  3. In the Product list, click Microsoft Dynamics GP.
  4. In the Type list, click Reports.
  5. Expand the Purchasing folder.
  6. Expand the folder for the report you modified.
  7. Click to select Microsoft Dynamics GP (Modified).
  8. Click Save.
  9. On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then click User Security.
  10. In the User list, click a user ID.
  11. In the Company list, click a company.
  12. In the Alternate/Modified Forms and Reports ID list, click the ID from step 2.

Method 2: by using the Advanced Security tool in Microsoft Dynamics GP 9.0 and Microsoft Business Solutions - Great Plains 8.0

  1. On the Tools menu, point to Setup, point to System, and then click Advanced Security.
  2. If you are prompted, type the system password in the Please Enter Password box, and then click OK.
  3. In the Advanced Security window, click View, and then click By Alternate, Modified and Custom.
  4. Use one of the following steps, depending on which version is installed:
    • In Microsoft Dynamics GP 9.0, expand Microsoft Dynamics GP.
    • In Microsoft Business Solutions - Great Plains 8.0, expand Great Plains.
  5. Expand Reports, expand Purchasing, and then expand the report that you modified.
  6. Use one of the following steps, depending on which version is installed:
    • In Microsoft Dynamics GP 9.0, click Microsoft Dynamics GP (Modified).
    • In Microsoft Business Solutions - Great Plains 8.0, click Great Plains (Modified).
  7. 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 other users in the Users area of the Advanced Security window. You can select other companies in the Company Name area of the Advanced Security window.

Method 3: By using the Standard Security tool in Microsoft Dynamics GP 9.0 and Microsoft Business Solutions - Great Plains 8.0

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

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

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