How to add the document number and the document due date from invoices to the Computer Checks Posting Journal report in Microsoft Dynamics GP

This article describes how to add the document number and the document due date from invoices to the Computer Checks Posting Journal report.

Applies to:   Microsoft Dynamics GP
Original KB number:   912953

Introduction

This article contains step-by-step instructions about how to add the document number and the due date of the invoices that are being paid on the Computer Check Edit List. This report is named the Computer Checks Posting Journal report in Report Writer.

Note

  • You can also apply these steps to add the document number and the document due date to the MC Computer Checks Posting Journal report.
  • After you follow these steps, the general ledger distributions no longer appear in the Computer Checks Posting Journal report.

More Information

To add the document number and the document due date to the Computer Checks Posting Journal report, follow these steps.

Step 1: Start Report Writer

  • In Microsoft Dynamics GP 10.0, point to Tools on the Microsoft Dynamics GP menu, point to Customize, and then select Report Writer. In the Product list, select Microsoft Dynamics GP.
  • 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. In the Product list, select Great Plains.

Step 2: Add a table relationship

  1. On the toolbar, select the Reports button.

  2. In the Report Writer window, select the Computer Check Posting Journal report in the Original Reports list, and then select Insert.

  3. In the Modified Reports list, select the Computer Check Posting Journal report, and then select Open.

  4. In the Report Definition window, select the Tables button.

  5. In the Report Table Relationships window, highlight the Payables Journal Distributions Temporary File, and then select Remove.

  6. Select OK when you see the following message:

    Are you sure you want to remove this table and its related tables? Remove all corresponding tables.

  7. In the Report Table Relationships window, highlight PM Payment WORK*, and then select New.

  8. In the Related Tables window, highlight PM Payment Apply To Work File*, and then select OK to close the window.

  9. In the Report Table Relationships window, select Close.

Step 3: Create the report restriction

  1. In the Report Definition window, select the Restrictions button.

  2. In the Report Restrictions window, highlight the Dummy4 restriction, and then select Delete.

  3. Select Yes when you see the following message:

    Do you want to delete this restriction?

  4. In the Report Restrictions window, select New.

  5. In the Report Restriction Definition window, type a name in the Restriction Name field. For example, type 912953.

  6. Select PM Payment Apply To Work File for the Report Table.

  7. Select Apply To Voucher Number for the Table Fields.

  8. Select Add Field.

  9. In the Operators box, select the equal sign (=).

  10. Again, in the Fields box, select Add Field. It will create the following restriction expression:
    PM_Payment_Apply_WORK.Apply to Voucher Number=PM_Payment_Apply_WORK.Apply to Voucher Number

  11. Select OK to close the Report Restriction Definition window.

  12. Close the Report Restrictions window.

Step 4: Add the Invoice Number and Document Due Date fields to the report layout

  1. In the Report Definition window, select the Layout button. The Report Layout window opens.

  2. Delete the following fields from the body (B) of the report:

    • Field9
    • Field2
    • Field3
    • Field4
    • Field5
  3. In the Toolbox window, drag the following fields from the PM Payment Apply To Work file table to the body (B) of the report:

    • Apply To Voucher Number
    • Document Number
    • Document Due Date
    • Amount Paid

    Note

    You will have to rearrange or remove some existing fields in the body (B) to make room for the new field.

  4. Close the layout, and select Save when you're prompted to save the changes to the report layout.

Step 5: Save the changes to the report, and then exit Report Writer

  1. On the File menu, select Microsoft Dynamics GP.
  2. Select Save when you're prompted to save the changes to the report layout.
  3. Select Save when you're prompted to save the changes to the modified report.
  4. Exit Report Writer.

Step 6: Assign security permissions to the modified report

To assign security permissions to the modified report, use one of the following methods.

Method 1: Use security in Microsoft Dynamics GP 10.0

  1. Point to Tools on the Microsoft Dynamics GP menu, point to Setup, point to System, and then select Alternate/Modified Forms and Reports.
  2. In the ID box, type the Alternate/Modified Forms and Reports ID associated with the user ID that will print this modified report.
  3. In the Product list, select Microsoft Dynamics GP.
  4. In the Type list, select Reports.
  5. Expand the Purchasing folder.
  6. Expand the folder for the report that you modified.
  7. Select Microsoft Dynamics GP (Modified).
  8. Select Save.
  9. On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then select User Security.
  10. In the User list, select a user ID.
  11. In the Company list, select a company.
  12. In the Alternate/Modified Forms and Reports ID list, select the ID that you typed in step 2.

Method 2: Use the Advanced Security tool in a version earlier than Microsoft Dynamics GP 10.0

  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, and then select By Alternate, Modified and Custom.

  4. Use the appropriate step:

    • 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 Sales, and then expand the report that you modified.

  6. Use the appropriate step:

    • 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 are for the current user and the current company. However, you can select additional users and companies in the Company area and in the User area of the Advanced Security window.

Method 3: Use the Standard Security tool in a version earlier than Microsoft Dynamics GP 10.0

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

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

  3. In the User ID list, select the user ID for the user who you want to have access to the report.

  4. In the Type list, select Modified Reports.

  5. In the Series list, select Purchasing.

  6. In the Access List box, double-click the report that you modified, and then select OK.

    Note

    An asterisk (*) appears next to the report name

    Q&A
    Q: After following the above steps, I unmark print previously applied documents during the select checks process, but previously applied records still print.

    A: Add another restriction to the report. In the PM10201 table, computer checks have a 1 in the Select_To_Print field, but previously applied checks don't. So to restrict out previously applied information, add this restriction to the report:

    PM PAYMENT APPLY WORK.Select to Print = 1