How to print a General Posting Edit List that includes distribution accounts for variable and fixed allocation accounts in Microsoft Dynamics GP


Summary


You can use Report Writer in Microsoft Dynamics GP 9.0 and in Microsoft Business Solutions - Great Plains 8.0 to print a General Posting Edit List that has distribution accounts for variable and fixed allocation accounts. To do this, add the General Posting Edit List to the report, create new fields, and then add the fields to the report.

INTRODUCTION


This article describes how to use Report Writer in Microsoft Dynamics GP 9.0 and in Microsoft Business Solutions - Great Plains 8.0 to print a General Posting Edit List that includes distribution accounts for variable and fixed allocation accounts.

More Information


Step 1: Back up the report

  1. If you have any modified Microsoft Dynamics GP reports, back up the Reports.dic file. To locate the Reports.dic file, follow these steps:
    1. On the Tools menu, point to Setup, point to System, and then click Edit Launch File.
    2. Type the system password if you are prompted.
    3. If you are using Microsoft Dynamics GP 9.0, click Microsoft Dynamics GP in the Edit Launch File window.

      If you are using Microsoft Business Solutions - Great Plains 8.0, click Great Plains in the Edit Launch File window.
    4. Note the path that appears in the Reports box.
    5. Click OK to close the Edit Launch File window.

Step 2: Add tables and sort definitions to the report

  1. On the Tools menu, point to Customize, and then click Report Writer.
  2. If you are using Microsoft Dynamics GP 9.0, click Microsoft Dynamics GP in the Product list, and then click OK.

    If you are using Microsoft Business Solutions - Great Plains 8.0, click Great Plains in the Product list, and then click OK.
  3. Click Reports.
  4. In the Original Reports area, click General Posting Edit List, and then click Insert.
  5. In the Modified Reports area, click General Posting Edit List, and then click Open.
  6. In the Report Definition window, click Tables.
  7. Click Allocation Amounts Temporary, click New, click Account Master, and then click OK.
  8. Click Account Master, and then click New.
  9. Click Variable Allocation Master or Fixed Allocation Master, and then click OK.
  10. Click Close.
  11. In the Report Definition window, click Sort.
  12. In the Sorting Definition window, click Posting Definitions Master in the Report Table list, click Batch Number in the Table Fields list, and then click Insert.

    Note In the Sort By list, click the sort definition that you added before you insert the next sort definition. When you do this, the next sort definition is inserted under the first sort definition that you added.
  13. In the Report Table list, click Transaction Work, click Journal Entry in the Table Fields list, and then click Insert.
  14. In the Report Table list, click Allocation Amounts Temporary, click Sequence Line in the Table Fields list, and then click Insert.
  15. In the Report Table list, click Account Master, click Account Index in the Table Fields list, and then click Insert.
  16. In the Report Table list, click Variable Allocation Master or Fixed Allocation Master, click Distribution Account Index in the Table Fields list, and then click Insert.
  17. In the Report Table list, click Posting Definitions Master, click Batch Number in the Table Fields list, and then click Insert.
  18. Click OK to close the Sorting Definition window.

Step 3: Create a calculated field and a conditional field

  1. Click Layout.
  2. In the Toolbox window, click Calculated Fields in the resource list, and then click New.
  3. In the Name field, type Account Index Blank.
  4. In the Result Type list, click Integer.
  5. In the Expression Type area, click Calculated.
  6. Click the Constants tab, click Integer in the Type list, click Add, and then click OK.
  7. In the Toolbox window, click Calculated Fields in the resource list, and then click New.
  8. In the Name field, type Distribution Account.
  9. In the Result Type list, click Integer.
  10. In the Expression Type area, click Conditional.
  11. Click the Fields tab.
  12. In the Resources list, click Account Master.
  13. In the Field list, click Fixed or Variable, and then click Add.
  14. In the Operators area, click =.
  15. Click the Constants tab, click Integer in the Result Type list, and then click Add.
  16. Click the True Case box, click the Constants tab, click Integer in the Type list, and then click Add.
  17. Click the False Case box, click the Constants tab, and then click Integer in the Type list. In the Constant field, type 1, and then click Add.

    Note The following expression appears:
    Conditional: GL_Account_MSTR.Fixed or Variable = 0

    True Case: 0

    False Case: 1
  18. Click OK to close the Calculated Field Definition window.

Step 4: Create a calculated field

  1. In the Toolbox window, click Calculated Fields in the resource list, and then click New.
  2. In the Name field, type Get Dist Account Num.
  3. In the Result Type list, click String.
  4. In the Expression Type area, click Calculated.
  5. Click the Functions tab, and then click User-Defined.
  6. In the Core list, click Financial.
  7. In the Function list, click RW_AccountNumber.
  8. Click Add, and then click the Fields tab.
  9. In the Resources list, click Variable Allocation Master or Fixed Allocation Master.
  10. In the Field list, click Distribution Account Index.
  11. Click Add.

    Note The following expressions appear:
    • Calculated: FUNCTION_SCRIPT(RW_AccountNumberGL_Allocation_Variable_MSTR.Distribution Account Index )
    • Calculated: FUNCTION_SCRIPT(RW_AccountNumberGL_Allocation_Fixed_MSTR.Distribution Account Index )
  12. Click OK to close the Calculated Field Definition window.

Step 5: Create another calculated field

  1. In the Toolbox window, click Calculated Fields in the resource list, and then click New.
  2. In the Name field, type Get Dist Account Desc.
  3. In the Result Type list, click String.
  4. In the Expression Type area, click Calculated.
  5. Click the Functions tab, and then click User-Defined.
  6. In the Core list, click Financial.
  7. In the Function list, click RW_AccountDescription.
  8. Click Add, and then click the Fields tab.
  9. In the Resources list, click Variable Allocation Master or Fixed Allocation Master.
  10. In the Field list, click Distribution Account Index.
  11. Click Add.

    Note The following expressions appear:
    • Conditional: FUNCTION_SCRIPT(RW_AccountDescriptionGL_Allocation_Variable_MSTR.Distribution Account Index )
    • Conditional: FUNCTION_SCRIPT(RW_AccountDescriptionGL_Fixed_Variable_MSTR.Distribution Account Index )
  12. Click OK to close the Calculated Field Definition window.

Step 6: Add headers

  1. Click Tools, and then click Section Options.
  2. Create a variable account header. To do this, follow these steps:

    1. In the Report Section Options window, click Currency ID, and then click New.
    2. In the Header Name field, type Variable Account or Fixed Account.
    3. In the Report Table list, click Account Master.
    4. In the Field list, click Account Index.
    5. Click to select the Suppress When Field is Empty check box, click Account Index Blank in the Calculated Field list, and then click OK.
  3. Create a distribution account header. To do this, follow these steps:

    1. In the Report Section Options window, click Variable Account or Fixed Account, and then click New.
    2. In the Header Name field, type Distribution Account.
    3. In the Report Table list, click Variable Allocation Master or Fixed Allocation Master.
    4. In the Field list, click Distribution Account Index.
    5. Click to select the Suppress When Field is Empty check box, click Distribution Account in the Calculated Field list, and then click OK.
    6. Click OK to close the Report Section Options window.

Step 7: Add the new fields to the report

  1. In the Toolbox window, click Calculated Field in the resource list, and then click Account Index Blank.
  2. Drag the Account Index Blank field to the H4 section of the report.
  3. Double-click Account Index Blank in the report, click Invisible in the Visibility list, and then click OK.
  4. In the Toolbox window, click Calculated Field in the resource list, and then click Distribution Account.
  5. Drag the Distribution Account field to the H5 section of the report.
  6. In the report, double-click Distribution Account, click Invisible in the Visibility list, and then click OK.
  7. In the Toolbox window, click Calculated Field in the resource list, and then click Get Dist Account Num.
  8. Drag the Get Dist Account Num field to the H5-Distribution Account section of the report.
  9. In the Toolbox window, click Calculated Field in the resource list, and then click Get Dist Account Desc.
  10. Drag the Get Dist Account Desc field to the H5-Distribution Account section of the report.

Step 8: Save the modified report

  1. Close the report. Click Save when you are prompted to save your changes.
  2. In the Report Definition window, click OK.
  3. If you are using Microsoft Dynamics GP 9.0, click Microsoft Dynamics GP on the File menu.


    If you are using Microsoft Business Great Plains 8.0, click Microsoft Business Solutions - Great Plains on the File menu.

Step 9: Assign security permissions to the modified report

Use either of the following methods to assign security permissions to the modified report.

Method 1: Use Advanced Security

  1. On the Tools menu, point to Setup, point to System, and then click Advanced Security.

    Note Type the system password if you are prompted.
  2. Click View, and then click by Alternate, Modified and Custom.
  3. If you are using Microsoft Dynamics GP 9.0, expand Microsoft Dynamics GP.

    If you are using Microsoft Business Solutions - Great Plains 8.0, expand Great Plains.
  4. Expand the following nodes:
    • Reports
    • Financial
    • General Posting Edit List
  5. If you are using Microsoft Dynamics GP 9.0, click Microsoft Dynamics GP (Modified).

    If you are using Microsoft Business Solutions - Great Plains 8.0, click Great Plains (Modified).
  6. Click Apply, and then click OK.

    NoteBy 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. And, you can select additional companies in the Company area of the Advanced Security window.

Method 2: Use Microsoft Dynamics GP security

  1. On the Tools menu, point to Setup, point to System, and then click Security.

    Note Type the system password if you are prompted.
  2. In the User ID list, click the user ID of the user who will access the report.
  3. In the Type list, click Modified Reports.
  4. In the Series list, click Financial.
  5. In the Access List box, double-click General Posting Edit List, and then click OK.

    NoteAfter you click OK, an asterisk (*) appears next to the report name.