How to modify the aged trial balance reports in Report Writer so that the printed reports show the number of days outstanding in Payables Management in Microsoft Dynamics GP 9.0 and in Microsoft Great Plains 8.0


SUMMARY

This article contains detailed instructions for printing the number of days outstanding for each invoice on an aged trial balance in Microsoft Business Solutions - Great Plains or in Microsoft Dynamics GP. To do this, you must open an aged trial balance report in Report Writer in Microsoft Business Solutions - Great Plains or in Microsoft Dynamics GP, create a new calculated field, add the new field to the layout, and then grant security to the modified report.

INTRODUCTION

Suppose that you must determine which invoices to pay now. To make a good decision, you want to know the number of days that each invoice has been outstanding. This article contains detailed instructions for modifying the aged trial balance reports in Report Writer so that the printed reports show the number of days outstanding for each invoice. You can follow similar steps to modify other reports in Report Writer.

MORE INFORMATION

Step a: Back up the report, and then open the report

1. Back up the Reports.dic file if you have existing, modified Microsoft Dynamics GP reports. To find the location of the Reports.dic file, follow these steps:
a. On the Tools menu, point to Setup , point to System , and then click Edit Launch File .
b. If you are prompted for the password, type the system password.
c. In the Edit Launch File dialog box, click Microsoft Dynamics GP .
2. On the Tools menu, point to Customize , and then click Report Writer .
3. In the Product list, click Microsoft Dynamics GP , and then click OK .
4. In Report Writer, click Reports .
5. In the Original Reports column, click the payables aged trial balance report that you want to modify, and then click Insert .
6. In the Modified Reports list, click the payables trial balance report that you want to modify, and then click Open .
7. In the Report Definition dialog box, click Layout .

Step b: Create a calculated field for the number of days outstanding

1. In the resource list on the toolbox, click Calculated Fields , and then click New .
2.

In the Calculated Field Definition dialog box, specify the following settings:

Name : Number of Days Outstanding
Result Type : Integer
Expression Type : Calculated



     
3. In the Resources list, click Globals .
4. In the Field list, click User Date , and then click Add .
5. In the Operators area, click - .
6. In the Resources list, click PM Transaction OPEN File .
7. In the Field list, click Document Date , and then click Add .
8. Click OK .

Step c: Add the new calculated field to the report layout

1. On the toolbox, click Number of Days Outstanding , and then drag Number of Days Outstanding to the H2 section of the report.
2. To use the same font in the Number of Days Outstanding field as in the other fields in this section, follow these steps:
a. On the Tools menu, click Drawing Options .
b. In the Drawing Options dialog box, click 7 in the Font list.
3. To create a column label for this field on the report, follow these steps:
a. On the toolbox, click A .
b. Position your pointer in the H1 section directly above where you put the Number of Days Outstanding field in step 1 in the "Step a: Back up the report, and then open the report " section of this article.
c. Type Number of Days Outstanding .
d. To use the same font in the Number of Days Outstanding field as in the other fields in this section, follow these steps:
1. On the Tools menu, click Drawing Options .
2. In the Drawing Options dialog box, click 7 in the Font list.

Step d: Save your report

1. Close the Report Layout dialog box. If you are prompted to save changes, click Save .
2. In the Report Definition dialog box, click OK .
3. On the File menu, click Microsoft Dynamics GP .

Step e: Grant access to the report

Use one of the following methods.

Method 1: Use the Advanced Security functionality

1. On the Tools menu, point to Setup , point to System , and then click Advanced Security .
2. If you are prompted for a password, type the system password.
3. Click View , and then click by Alternate, Modified and Custom .
4.

Expand the following nodes:

Microsoft Dynamics GP
Reports
Purchasing
• the trial balance report that you modified



     
5. Click the Microsoft Dynamics GP (Modified) option.
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. Therefore, changes that you make apply to the current user and to the current company. However, you can select additional users and companies in the Company area and in the User area of the Advanced Security dialog box.

Method 2: Use standard Microsoft Dynamics GP security functionality

1. On the Tools menu, point to Setup , point to System , and then click Security . If you are prompted for a password, type the system password.
2. In the User ID list, click the user ID for the user whom you want to have access to the report.
3. In the Type list, click Modified Reports .
4. In the Series list, click Purchasing .
5. In the Access List box, double-click the trial balance report that you modified, and then click OK . An asterisk appears next to the report name.

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