How to modify the POP Purchase Order Blank Form report to print the "purchase order line item quantity ordered" note if you use Project Accounting in Microsoft Dynamics GP


INTRODUCTION


This article describes how to modify the POP Purchase Order Blank Form report to print the "purchase order line item quantity ordered" note if you use Project Accounting in Microsoft Dynamics GP.

More Information


To modify the POP Purchase Order Blank Form report to print the "purchase order line item quantity ordered" note if you use Project Accounting, follow these steps.

Note The procedure in this article also works for the POP Purchase Order Other Form report.

Step 1: Add the Purchase Order Line table to the POP Purchase Order Blank Form report

  1. Use the appropriate method:
    • 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, point to
      Customize on the Tools menu, and then click
      Report Writer.
  2. In the Product list, click
    Microsoft Dynamics GP, and then click
    OK.
  3. Open Report Writer. If the popPOLineRollupTemp table is not already linked to the Purchase Order Line table, follow these steps:
    1. Click Tables, click Tables, select
      popPOLineRollupTemp, and then click Open.
    2. In the Table Definition window, click
      Relationships, and then click New.
    3. In the Secondary Table field, select
      Purchase Order Line, and then click OK.
    4. In the Secondary Table Key field, select POP_POLineIdxItemID.
    5. Select the primary table values that match the secondary table values that are listed, and then click OK.
    6. Close the Table Relationship window, click OK, and then close the Tables window.
  4. When the table link is completed, click Microsoft Dynamics GP on the File menu.
  5. Open Report Writer again, and then select Project Accounting as the product.
  6. Click Reports, select POP Purchase Order Blank Form under Original Reports, and then click Insert.
  7. Under Modified Reports, select POP Purchase Order Blank Form, and then click Open.
  8. Click Tables, select Purchase Order Line Rollup Temp under Report Table Relations, and then click New.
  9. Select Purchase Order Line under
    Tables, and then click OK.
  10. Close the Report Table Relationships window.

Step 2: Add the note to the POP Purchase Order Blank Form report

  1. In the Report Definition window for the POP Purchase Order Blank Form report, click Layout.
  2. In the Toolbox window, click Calculated Fields in the list, and then click New.
  3. In the Calculated Field Definition window, specify the following fields:
    • Name: Quantity Ordered Note
    • Result Type: String
    • Expression Type:
      Calculated
  4. Click the Functions tab, and then follow these steps:
    1. Specify the following fields:
      • User-Defined: Select this option
      • Core: System
      • Function: RW_GetNoteText
    2. Click Add.
  5. Click the Fields tab, and then follow these steps:
    1. Specify the following fields:
      • Resources: Purchase Order Line
      • Field: PO Line Note ID Array
    2. Click Add.
  6. When you are prompted for an array index, enter 5.
  7. Click OK.
  8. Click the Constants tab, and then follow these steps:
    1. Specify the following fields:
      • Type: Integer
      • Constants: Type the number of characters that you want to be printed
    2. Click Add.
  9. Click the Constants tab, and then follow these steps:
    1. Specify the following fields:
      • Type: Integer
      • Constants: 1
    2. Click Add. This line is the first line of the note.

      The following expression should be displayed in the Expression Calculated field.
      FUNCTION_SCRIPT(RW_GetNoteTextPOP_POLine.PO Line Note ID Array[5]501 )
      Note If you want the Quantity Ordered Note field to contain multiple line items, repeat steps 3 through 9 in this section. But, change step 9a to reflect all the additional line items that you want to be printed. For example, if you want the
      Quantity Ordered Note field to contain three line items, you must add two additional calculated fields. For one of the calculated fields, enter 2 in the Constant field. For the other calculated field, enter 3 in the Constant field.
  10. Click OK.
  11. Put the Quantity Ordered Note calculated field into the H3 section of the report.
  12. When you close the layout, click Save.
  13. On the File menu, click Microsoft Dynamics GP. When you are prompted, click Save to save the report.

Step 3: Assign security permissions to the modified report

Method 1: Use security in Microsoft Dynamics GP 10.0

  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, select the "Alternate/Modified Forms and Reports" ID that you can assign to users. The default ID is DEFAULTUSER.
  3. In the Product list, click
    Project Accounting.
  4. In the Type list, click
    Reports.
  5. Expand the Purchasing folder.
  6. Expand the Report_Name folder.

    Note Report_Name is a placeholder for the name of the report.
  7. Click Project Accounting (Modified).
  8. Click Save.

Method 2: Use Advanced Security in Microsoft Dynamics GP 9.0

  1. On the Tools menu, point to
    Setup, point to System, and then click
    Advanced Security. If you are prompted, type the system password.
  2. Click View, and then click
    by Alternate, Modified and Custom.
  3. Expand Project Accounting.
  4. Expand the following nodes:
    • Reports
    • Purchasing
    • Report_Name
  5. Click Project Accounting (Modified).
  6. 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 are for the current user and for the current company. However, you can select additional users in the User area of the Advanced Security window. You can select additional companies in the Company area of the Advanced Security window.

Method 3: Use security in Microsoft Dynamics GP 9.0

  1. On the Tools menu, point to
    Setup, point to System, and then click
    Security. If you are prompted, type the system password.
  2. In the User ID list, click the user ID of the user who will access the report.
  3. In the Product list, click Project Accounting.
  4. In the Type list, click Modified Alternate Dynamics GP Reports.
  5. In the Series list, click
    Purchasing.
  6. In the Access List box, double-click
    Report_Name, and then click OK.


    Note After you click OK, an asterisk appears next to the report name.