Edit

How to add the employee name to the Checkbook Register Report in Microsoft Dynamics GP

  • Article

This article describes how to add the employee name to the Checkbook Register Report in Microsoft Dynamics GP. To do this, replace the Payroll Check field with the Employee Name field in the Checkbook Register Report.

Applies to:   Microsoft Dynamics GP
Original KB number:   865514

More information

To change the Checkbook Register Report in Report Writer so that the Employee name field replaces the Payroll check field, follow these steps.

Note

In many business practices, the accounting administrator may not want the individual in charge of Bank Reconciliation to see how much other employees are earning. If the employee name was displayed in Bank Reconciliation for each payroll check, employee confidentiality would be lost.

Step 1 - Open Report Writer

  1. On the Microsoft Dynamics GP menu, select Tools, point to Customize, and then select Report Writer.
  2. In the Product list, select Microsoft Dynamics GP.
  3. Select OK.

Step 2 - Create a table relationship between the CM Transaction table and the Payroll Check History table

  1. Select Tables, and then select Tables.
  2. Select CM_Transaction, and then select Open.
  3. Select Relationships, and then select New.
  4. Select the Secondary Table ellipsis button (...), select Payroll Check History, and then select OK.
  5. In the Secondary Table Key list, select UPR_Check_HIST_Key1.
  6. In the Primary Table column list, select Audit Trail Code to match to the Audit Trail Code field.
  7. In the Primary Table column list, select CM Trx Number to match to the CM Trx Number field.
  8. Select OK.
  9. Close the Table Relationship window.
  10. In the Table Definition window, select OK, and then close the Tables window.

Step 3 - Open the report

  1. Select Reports.
  2. In the Original Reports pane, select Checkbook Register, and then select Insert.
  3. In the Modified Reports pane, select Checkbook Register, and then select Open.
  4. Select Tables.
  5. Select CM Transaction, and then select New.
  6. Select Payroll Check History, and then select OK.

Step 4 - Add a restriction

  1. Select Restrictions, and then select New.
  2. In the Report Restriction Definition window, type Payroll in the Restriction Name field.
  3. In the Report Table list, select Payroll Check History.
  4. In the Table Fields list, select Employee Name.
  5. Select Add Field.
  6. In the Operators area, select the Equality operator button (=).
  7. Select Add Field.

    Note

    The restriction should resemble the following:UPR_Check_HIST.EmployeeName = UPR_Check_HIST.EmployeeName

  8. Select OK.
  9. Close the Report Restrictions window.

Step 5 - Create a calculated field

  1. Select Layout.

  2. In the Toolbox window, select Calculated Fields in the resource list, and then select New.

  3. Select New.

  4. In the Name field, type Paid To.

  5. In the Result Type list, select String.

  6. In the Expression Type area, select Conditional.

  7. Select the Fields tab, select CM Transaction in the Resources list, select Source Document in the Field list, and then select Add.

  8. Select the Equality operator button (=).

  9. On the Constants tab, select String in the Type list, type UPRCC in the Constant field, and then select Add.

  10. Select the True Case box, select Payroll Check History in the Resources list.

  11. Select the Fields tab.

  12. In the Field list, select Employee Name, and then select Add.

  13. Select the False Case box, select the Fields tab, select CM Transaction in the Resources list, select Paid ToRcvd From in the Field list, and then select Add.

    Note

    The expression should resemble the following:
    Conditional: SM_Transaction.Source Document = "UPRCC"
    True Case: UPR_Check_HIST.Employee Name
    False Case: CM_Transaction.Paid ToRcvd From

  14. Select OK to save the new field.

Step 6 - Add the new field to the report

  1. In the Toolbox window, select Paid To in the resource list, and then drag Paid To to the B section of the report.
  2. Remove the Paid ToRcvd From field from the report.
  3. Close the report. Select Save when you are prompted to save your changes.

Step 7 - Grant security to the report

Use security in Microsoft Dynamics GP

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

  2. In the ID box, type the alternate or modified forms and reports ID that is associated with the user who will print this changed report.

    This ID is the ID that is assigned to the user in the User Security Setup window. To open the User Security Setup window, point to Tools on the Microsoft Dynamics GP menu, point to Setup, point to System, and then select User Security.

  3. In the Product list, select Microsoft Dynamics GP.

  4. In the Type list, select Reports.

  5. Expand Financial.

  6. Expand the folder for the Checkbook Register report.

  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 of this section.