How to add the employee name to the Checkbook Register Report in Microsoft Dynamics GP

Applies to: Dynamics GP 2010Dynamics GP 2013

INTRODUCTION


This article describes how to add the employee name to the Checkbook Register Report in Microsoft Dynamics GP. To do this, replace the Payroll Check field with the Employee Name field in the Checkbook Register Report.

MORE INFORMATION


To change the Checkbook Register Report in Report Writer so that the Employee name field replaces the Payroll check field, follow these steps.

Note In many business practices, the accounting administrator may not want the individual in charge of Bank Reconciliation to see how much other employees are earning. If the employee name was displayed in Bank Reconciliation for each payroll check, employee confidentiality would be lost.

Step 1: Open Report Writer

1. On the Microsoft Dynamics GP menu, click Tools , point to Customize , and then click Report Writer .
2. In the Product list, click Microsoft Dynamics GP .
3. Click OK .

Step 2: Create a table relationship between the CM Transaction table and the Payroll Check History table

1. Click Tables , and then click Tables .
2. Click CM_Transaction , and then click Open .
3. Click Relationships , and then click New .
4. Click the Secondary Table ellipsis button (...), click Payroll Check History , and then click OK .
5. In the Secondary Table Key list, click UPR_Check_HIST_Key1 .
6. In the Primary Table column list, click Audit Trail Code to match to the Audit Trail Code field.
7. In the Primary Table column list, click CM Trx Number to match to the CM Trx Number field.
8. Click OK .
9. Close the Table Relationship window.
10. In the Table Definition window, click OK , and then close the Tables window.

Step 3: Open the report

1. Click Reports .
2. In the Original Reports pane, click Checkbook Register , and then click Insert .
3. In the Modified Reports pane, click Checkbook Register , and then click Open .
4. Click Tables .
5. Click CM Transaction , and then click New .
6. Click Payroll Check History , and then click OK .

Step 4: Add a restriction

1. Click Restrictions , and then click New .
2. In the Report Restriction Definition window, type Payroll in the Restriction Name field.
3. In the Report Table list, click Payroll Check History .
4. In the Table Fields list, click Employee Name .
5. Click Add Field .
6. In the Operators area, click the Equality operator button (=).
7. Click Add Field .

Note The restriction should resemble the following:

UPR_Check_HIST.EmployeeName = UPR_Check_HIST.EmployeeName

8. Click OK .
9. Close the Report Restrictions window.

Step 5: Create a calculated field

1. Click Layout .
2. In the Toolbox window, click Calculated Fields in the resource list, and then click New .
3. Click New .
4. In the Name field, type Paid To .
5. In the Result Type list, click String .
6. In the Expression Type area, click Conditional .
7. Click the Fields tab, click CM Transaction in the Resources list, click Source Document in the Field list, and then click Add .
8. Click the Equality operator button (=).
9. On the Constants tab, click String in the Type list, type UPRCC in the Constant field, and then click Add .
10. Click the True Case box, click Payroll Check History in the Resources list.
11. Click the Fields tab.
12. In the Field list, click Employee Name , and then click Add .
13.

Click the False Case box, click the Fields tab, click CM Transaction in the Resources list, click Paid ToRcvd From in the Field list, and then click Add .

Note The expression should resemble the following:

Conditional: SM_Transaction.Source Document = "UPRCC"
True Case: UPR_Check_HIST.Employee Name
False Case: CM_Transaction.Paid ToRcvd From

14. Click OK to save the new field.

Step 6: Add the new field to the report

1. In the Toolbox window, click Paid To in the resource list, and then drag Paid To to the B section of the report.
2. Remove the Paid ToRcvd From field from the report.
3. Close the report. Click Save when you are prompted to save your changes.

Step 7: Grant security to the report

Use security in Microsoft Dynamics GP

1. On the Microsoft Dynamics GP menu, point to Tools , point to Setup , point to System , and then click Alternate/Modified Forms and Reports .
2. In the ID box, type the alternate or modified forms and reports ID that is associated with the user who will print this changed report.

This ID is the ID that is assigned to the user in the User Security Setup window. To open the User Security Setup window, point to Tools on the Microsoft Dynamics GP menu, point to Setup , point to System , and then click User Security .
3. In the Product list, click Microsoft Dynamics GP .
4. In the Type list, click Reports .
5. Expand Financial .
6. Expand the folder for the Checkbook Register report.
7. Click 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 that you typed in step 2 of this section.

APPLIES TO:


Microsoft Dynamics GP 2013
Microsoft Dynamics GP 2010
Microsoft Dynamics GP 10.0, when used with:
  General Ledger
  Report Writer