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How to add unit account totals to the Trial Balance Detail report in General Ledger in Microsoft Dynamics GP

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This article describes how to add unit account totals to the General Ledger Trial Balance Detail report in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains. It describes how to add the Credit field. The steps can be modified to apply to the following fields:

  • Beginning Balance
  • Debit
  • Net Total
  • Ending Balance

Applies to:   Microsoft Dynamics GP
Original KB number:   873908

Step 1: Back up the Reports.dic file, and then start Report Writer

  1. If you have any modified reports, back up the Reports.dic file. To locate the Reports.dic file, follow these steps:

    1. Use the appropriate step:
      • In Microsoft Dynamics GP 10.0, on the Microsoft Dynamics GP menu, point to Tools > Setup > System, and then click Edit Launch File.
      • In Microsoft Dynamics GP 9.0 and in Microsoft Business Solutions - Great Plains 8.0, on the Tools menu, point to Setup > System, and then click Edit Launch File.
    2. If you're prompted, type the system password.
    3. In the Edit Launch File window, click Microsoft Dynamics GP or Great Plains.
    4. Note the path that is displayed in the Reports box.
    5. To close the Edit Launch File window, click OK.
    6. Locate the Report.dic file in the path that you noted.
    7. Right-click the Reports.dic file, and then click Copy.
    8. Browse to a location such as the desktop.
    9. Right-click in this location, and then click Paste.

  2. Use the appropriate step:

    • In Microsoft Dynamics GP 10.0, on the Microsoft Dynamics GP menu, point to Tools > Customize, and then click Report Writer.
    • In Microsoft Dynamics GP 9.0 and in Microsoft Business Solutions - Great Plains 8.0, on the Tools menu, point to Customize, and then click Report Writer.

  3. In the Product list, click Microsoft Dynamics GP or Great Plains, and then click OK.

Step 2: Open the report

  1. Click Reports.
  2. In the Original Reports list, click Trial Balance Detail > Insert.
  3. In the Modified Reports list, click the same report, and then click Open.
  4. In the Report Definition window, click Layout.

Step 3: Modify the report

  1. In the Toolbox window, click Calculated Fields in the resource list, and then click New.
  2. In the Name field, type Unit Account Totals.
  3. In the Result Type list, click Currency.
  4. In the Expression Type area, click Conditional.
  5. In the Operators area, click the equal sign (=).
  6. Click the Constants tab, and then click Integer in the Type list.
  7. In the Constant field, type 2, and then click Add.
  8. Click the True Case field, click the Fields tab, and then click Year-To-Date Transaction Open in the Resources list.
  9. In the Field list, click Debit Amount > Add.
  10. Click the False Case field.
  11. Click the Constants tab, click Currency in the Type list, click Add > OK.
  12. In the Toolbox window, click Calculated Fields in the resource list.
  13. Drag Unit Account Totals to the RF section of the report.
  14. Double-click Unit Account Totals, and then click Sum in the Display Type list.

Step 4: Save the modified report

  1. Close the report. Click Save when you're prompted to save your changes.
  2. In the Report Definition window, click OK.
  3. Use the appropriate method:
    • In Microsoft Dynamics GP, click Microsoft Dynamics GP on the File menu.
    • In Microsoft Business Solutions - Great Plains 8.0, click Microsoft Business Solutions - Great Plains on the File menu.

Step 5: Assign security permissions to the modified report

Method 1: Use security in Microsoft Dynamics GP 10.0

  1. On the Microsoft Dynamics GP menu, point to Tools > Setup > System, and then click Alternate/Modified Forms and Reports.
  2. If you're prompted, type the system password in the Please Enter Password box, and then click OK.
  3. In the ID box, type the Alternate/Modified Forms and Reports ID that is associated with the user ID that will print this modified report.
  4. In the Product list, click Microsoft Dynamics GP.
  5. In the Type list, click Reports.
  6. Expand the Financial folder.
  7. Expand the folder of the report that you modified.
  8. Click Microsoft Dynamics GP (Modified) > Save.
  9. |On the Microsoft Dynamics GP menu, point to Tools > Setup > System, and then click User Security.
  10. In the User list, click a user ID.
  11. In the Company list, click a company.
  12. In the Alternate/Modified Forms and Reports ID list, click the ID from step 3.

Method 2: Use the Advanced Security tool in Microsoft Dynamics GP 9.0 or in Microsoft Business Solutions - Great Plains 8.0

  1. On the Tools menu, point to Setup > System, and then click Advanced Security. Type the system password if you're prompted.
  2. Click View, and then click by Alternate, Modified and Custom.
  3. Use the appropriate method:
    • In Microsoft Dynamics GP 9.0, expand Microsoft Dynamics GP.
    • In Microsoft Business Solutions - Great Plains 8.0, expand Great Plains.
  4. Expand the following nodes:
    • Reports
    • Financial
    • Trial Balance Detail
  5. Use the appropriate method:
    • In Microsoft Dynamics GP 9.0, click Microsoft Dynamics GP (Modified).
    • In Microsoft Business Solutions - Great Plains 8.0, click Great Plains (Modified).
  6. Click Apply > 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 for the current company. However, you can select additional users in the User area of the Advanced Security window. You can select additional companies in the Company area of the Advanced Security window.

Method 3: Use standard security in Microsoft Dynamics GP or in Microsoft Business Solutions - Great Plains 8.0

  1. On the Tools menu, point to Setup > System, and then click Security. Type the system password if you're 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 Trial Balance Detail, and then click OK.

    Note

    After you click OK, an asterisk appears next to the report name.