How to add a new bucket to the "Aged Trial Balance-Detail with Options" report in Payables Management in Microsoft Dynamics GP

This article describes how to add a new bucket to the "Aged Trial Balance-Detail with Options" report in Payables Management in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains.

Applies to:   Microsoft Dynamics GP
Original KB number:   864847

Introduction

By default, the "Aged Trial Balance-Detail with Options" report is set to print the following four aging buckets:

  • Current
  • 1-30 days
  • 31-60 days
  • 61 days and over

If you use more than four aging buckets in the Payables Management Setup window, you may have to use Report Writer to add the other aging buckets to the "Aged Trial Balance-Detail with Options" report.

More information

To add a new bucket to the "Aged Trial Balance-Detail with Options" report in Payables Management, follow these steps:

  1. In Microsoft Dynamics GP, start Report Writer. To do it, use the appropriate method:

    • In Microsoft Dynamics GP 10.0, select Microsoft Dynamics GP, point to Tools, point to Customize, and then select Report Writer.
    • In Microsoft Dynamics GP 9.0 and in Microsoft Business Solutions - Great Plains 8.0, select Tools, point to Customize, and then select Report Writer.
  2. In the Product list, select Microsoft Dynamics GP or select Great Plains, and then select OK.

  3. Select Reports.

  4. To insert the report into the Modified Reports pane, select the PM Aged TB-Options-Detail report in the Original Reports list, and then select Insert.

  5. In the Modified Reports list, select PM Aged TB-Options-Detail, and then select Open.

  6. In the Report Definition window, select Layout.

  7. Create a new calculated field. To do it, follow these steps:

    1. In the Toolbox window, select Calculated Fields in the list on the Layout tab, and then select New.

    2. In the Calculated Field Definition window, specify the following settings:

      • Name: Legend 19

      • Result Type: String

      • Expression Type: Calculated

      • On the Functions tab, specify the following settings:

        • Select the System-Defined option.
        • Function: STRIP
        • Select Add.
      • On the Fields tab, specify the following settings:

        • Resources: RW Legends
        • Fields: Legend
        • Select Add.
        • In the Microsoft Dynamics GP window, type 19 in the Enter the array index field, and then select OK.
      • To close the Calculated Field Definition window, select OK.

  8. Add the fields to the Report Layout window. To do it, follow these steps.

    Note

    To make room for the additional fields, you may have to delete some fields in the report, or you may have to make some fields smaller.

    1. Add the Legend 19 field to the H1 section in the Report Layout window. To do it, drag the Legend 19 field from the calculated field list in the Toolbox window to the H1 section in the Report Layout window. This field should be positioned on the right side of the Legend 18 field.

    2. Add the End Amount-Aging Period field to the H2 section in the Report Layout window. To do it, follow these steps:

      1. In the Toolbox window, select PM Aged Trial Balance Document Temporary File in the list on the Layout tab.
      2. Select the End Amount-Aging Period field, and then drag this field to the H2 section in the Report Layout window.
      3. In the Report Layout window, double-click the End Amount-Aging Period field.
      4. In the Array Index field, set the value to 5.
      5. In the Visibility field, select Hide When Empty.
      6. Select the Format Field field until Calculated Fields appears.
      7. In the box under the Format Field field, select Func/Rept Index.
      8. Select OK.
    3. Add the Applied Amount - Aging Periods field to the B section in the Report Layout window. To do it, follow these steps:

      1. In the Toolbox window, select the PM Aged Trial Balance Apply To TEMP table in the list on the Layout tab.
      2. Select the Applied Amount - Aging Periods field.
      3. Drag the Applied Amount - Aging Periods field to the B section in the Report Layout window.
      4. In the Report Layout window, double-click the Applied Amount - Aging Periods field. The Report Field Option window appears.
      5. In Report Field Option window, set the value to 5 in the Array Index field.
      6. Select the Format Field field until Calculated Fields appears.
      7. In the Visibility field, select Hide When Empty.
      8. In the box under the Format Field field, select Func/Rept Index.
      9. Select OK.
    4. Add the Vendor Totals5 field to the F1 section in the Report Layout window. To do it, follow these steps:

      1. Drag the Vendor Totals5 field from the calculated field list in the Toolbox window to the F1 section in the Report Layout window.
      2. In the Report Layout window, double-click the Vendor Totals5 field. The Report Field Option window appears.
      3. In Report Field Option window, select Data in the Display Type field.
      4. Select the Format Field field until Calculated Fields appears.
      5. In the box under the Format Field field, select Func/Rept Index.
      6. Select OK
    5. Add the Legend 19 field to the RF section in the Report Layout window. To do it, follow these steps:

      1. Drag the Legend 19 field from the calculated field list in the Toolbox window to the RF section in the Report Layout window.
      2. Double-click the Legend 19 field. The Report Field Option window appears.
      3. In Report Field Option window, select Data in the Display Type field.
      4. Select the Format Field field until Calculated Fields appears.
      5. In the box under the Format Field field, select Func/Rept Index.
      6. Select OK.
    6. Add the Grand Totals5 field to the RF section in the Report Layout window. To do it, follow these steps:

      1. Drag the Grand Totals5 field from the calculated field list in the Toolbox window to the RF section in the Report Layout window.
      2. Double-click the Grand Totals5 field. The Report Field Option window appears.
      3. In the Report Field Option window, select Data in the Display Type field.
      4. Select the Format Field field until Calculated Fields appears.
      5. In the box under the Format Field field, select Func/Rept Index.
      6. Select OK.
  9. Close the Report Layout window, select Save, and then select OK to save the changes.

  10. Exit Report Writer. To do it, use the appropriate method:

    • In Microsoft Dynamics GP 10.0 and in Microsoft Dynamics GP 9.0, select Microsoft Dynamics GP on the File menu.
    • In Microsoft Business Solutions - Great Plains 8.0, select Microsoft Business Solutions - Great Plains on the File menu.
  11. Grant access to the "PM Aged TB-Options-Detail" report. To do it, use the appropriate method:

    • In Microsoft Dynamics GP 10.0, follow these steps:

      1. Select Microsoft Dynamics GP, point to Tools, point to Setup, point to System, and then select Alternate/Modified Forms and Reports.

      2. In the "Alternate/Modified Forms and Reports" window, specify the following settings:

        • ID: Select the appropriate ID.
        • Product: Microsoft Dynamics GP
        • Type: Reports
      3. Under Alternate/Modified Forms and Reports List, expand Purchasing, expand PM Aged TB-Options-Detail, and then select Microsoft Dynamics GP (Modified).

    • If you use the standard security tool in Microsoft Dynamics GP 9.0 or in Microsoft Business Solutions - Great Plains 8.0, follow these steps:

      1. Select Tools, point to Setup, point to System, and then select Security.

      2. In the Security Setup window, specify the following settings:

        • User ID: Select a user who you want to grant access to the report.
        • Company: Select a company that you currently use.
        • Product: Microsoft Dynamics GP
        • Type: Modified Reports
        • Series: Purchasing
      3. Select the PM Aged TB-Options-Detail report in the Access List, double-click the report, and then verify that an asterisk appears next to the "PM Aged TB-Options-Detail" report.

    • If you use the advanced security tool in Microsoft Dynamics GP 9.0 or in Microsoft Business Solutions - Great Plains 8.0, follow these steps:

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

      2. If you're prompted, type the system password in the Please Enter Password box, and then select OK.

      3. In the Advanced Security window, select View under Status for current user and company selection, and then select 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 PM Aged TB-Options-Detail report that you modified.

      6. Use one of the following steps, depending on which version is installed:

        • In Microsoft Dynamics GP 9.0, select Microsoft Dynamics GP (Modified).
        • In Microsoft Business Solutions - Great Plains 8.0, select Great Plains (Modified).
      7. Select Apply, and then select 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 additional users in the Users area of the Advanced Security window. You can select additional companies in the Company Name area of the Advanced Security window.