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How to modify the Fixed Assets Period Projection - Detail report to prevent pre-projection amounts from being displayed in Microsoft Dynamics GP

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This article describes how to modify the Fixed Assets Period Projection - Detail report in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains 8.0 to prevent pre-projection amounts from being displayed in the report.

Applies to:   Microsoft Dynamics GP
Original KB number:   915101

Introduction

In Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains 8.0, when you run the Fixed Assets Period Projection - Detail report, you enter a date range. You can enter a date range that includes dates after the Depreciated to Date of the asset. If you do it, pre-projection amounts are displayed for the dates that aren't included in the date range. These pre-projection amounts aren't actual depreciation amounts. Instead, these pre-projection amounts are an estimate that is calculated by the project routine.

More information

To prevent these pre-projection amounts from being displayed on the Fixed Assets Period Projection - Detail report, follow these steps:

  1. To open the Fixed Assets Period Projection - Detail report, follow these steps:

    1. On the Reports menu, point to Fixed Assets, and then select Projection.
    2. In the Projection Reports dialog box, select Period Projection - Detail in the Reports list.
    3. Select an option in the Options pane, select Insert, and then select Modify.
    4. In the Projection Report Options window, select Destination to open the Report Destination window, select the Screen check box, and then select OK.
    5. In the Projection Report Options window, select Print to print the report to the screen. On the menu, select Modify to open Report Writer.

  2. To create the calculated fields, follow these steps:

    Step 1: Create Calculated Field 1

    1. In the Toolbox, select Calculated Fields in the list of resources, and then select New.
    2. In the Calculated Field Definition dialog box, type Suppress in the Name box.
    3. In the Result type list, select Integer.
    4. Under Expression Type, select Conditional.
    5. On the Fields tab, select Calculated Fields in the Resources list.
    6. In the Field list, select Pre-Projection, and then select Add.
    7. Under Operators, select =.
    8. Select the Constants tab, select String in the Type list, and then select Add.

      Note

      The conditional expression that is created is displayed as follows:
      Pre-Projection = ""

    9. Under Expressions, select the True Case field to select it.
    10. Select the Constants tab, select Integer in the Type list, type 1 in the Constant box, and then select Add.
    11. Under Expressions, select the False Case field.
    12. Select the Constants tab, select Integer in the Type list, type 0 in the Constant box, and then select Add.
    13. Select OK to save the changes.

    Step 2: Create Calculated Field 2

    1. In the Toolbox, select Calculated Fields in the list of resources, and then select New.
    2. Type Suppress 2 for the name.
    3. In the Result type list, select Integer.
    4. Under Expression Type, select Conditional.
    5. On the Fields tab, select Report Fields in the Resources list.
    6. In the Field list, select F2_Last Pre-projection, and then select Add.
    7. Under Operators, select =.
    8. Select the Constants tab, select String in the Type list, type Pre-projection in the Constant box, and then select Add.

      Note

      The conditional expression that is created is displayed as follows:
      F2_Last Pre-projection = "Pre-projection"

    9. Under Expressions, select the True Case field.
    10. Select the Constants tab, select Integer in the Type list, type 0 in the Constant box, and then select Add.

      Note

      The conditional expression that is created is displayed as follows:
      0

    11. Under Expressions, select the False Case field.
    12. Select the Constants tab, select Integer in the Type list, type 1 in the Constant box, and then select Add.

      Note

      The conditional expression that is created is displayed as follows: 1

    13. Select OK to save the changes.

    Step 3: Create Calculated Field 3

    1. In the Toolbox, select Calculated Fields in the list of resources, and then select New.

    2. Type Total for the name.

    3. In the Result type list, select Currency.

    4. Under Expression Type, select Calculated.

    5. On the Fields tab, select Report Fields in the Resources list.

    6. In the Field list, select F2_SUM YTD Depreciation Amount, and then select Add.

    7. Under Operators, select -.

    8. In the Resources list, select Report Fields.

    9. In the Field list, select F2_SUM YTD Depreciation Pre-Projection, select Add, and then select OK.

      Note

      The conditional expression that is created is displayed as follows:
      F2_SUM YTD Depreciation Amount - F2_SUM YTD Depreciation Pre-Projection

  3. Add the following fields to the Report Layout:

    • Total

      To add this field, follow these steps:

      1. In the F2 section of the report, select the YTD Depreciation Amount field, and then press the DELETE key.
      2. In the Toolbox, select Calculated Fields as a resource.
      3. In the Fields list, select Total, and then drag the field to the F2 section of the report.
      4. Double-click the Total field to open the Report Field Options window, and then select Data under Display Type.
      5. Select OK.

    • YTD Depreciation Amount

      To add this field, follow these steps:

      1. In the Toolbox, select Projections Report Master as a resource.
      2. In the Fields list, select YTD Depreciation Amount, and then drag the field to the F2 section of the report.
      3. Double-click the YTD Depreciation Amount field to open the Report Field Options window, and then select Sum under Display Type.
      4. Under Visibility, select Invisible.
      5. Select OK.

    • YTD Depreciation Pre-Projection

      To add this field, follow these steps:

      1. In the Toolbox, select Calculated Fields as a resource.
      2. In the Fields list, select YTD Depreciation Pre-Projection, and then drag the field to the F2 section of the report.
      3. Double-click the YTD Depreciation Pre-Projection field, and then select Sum under Display Type.
      4. Under Visibility, select Invisible.
      5. Select OK.

    • Suppress 2

      To add this field, follow these steps:

      1. In the Toolbox, select Calculated Fields as a resource.
      2. In the Fields list, select Suppress 2, and then drag the field to the F2 section of the report.
      3. Double-click the Suppress 2 field, and then select Last Occurrence under Display Type.
      4. Under Visibility, select Invisible.
      5. Select OK.

  4. Select the YTD Depreciation Pre Projection fields in the F1 and F2 sections of the report, and then select Delete to remove them from these sections.

  5. In the F1 and F2 sections of the report, select and then delete the following text:
    Pre-Projection Grand Total:

  6. To suppress the Body (B) section of the report, follow these steps:

    1. On the Tools menu, select Section Options.
    2. In the Report Section Options window, select the Body check box.
    3. Select the Suppress When Field Is Empty check box, and then select Suppress in the Calculated Field list.
    4. Select OK.

  7. To prevent the F2 section from displaying the pre-projection values, follow these steps:

    1. On the Tools menu, select Section Options.
    2. In the Additional Footer section, select Fiscal Year, and then select Open.
    3. Select the Suppress When Field Is Empty check box, and then select Suppress 2 in the Calculated Field list.
    4. Select OK two times.
    5. On the File menu, select Microsoft Dynamics GP.
    6. Select Save when you're prompted to save the changes.

  8. Grant access to the modified report by using the appropriate method for your version.

    • For 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, select the user ID of the user who will print this modified report from the lookup list.
      3. In the Product list, select Fixed Assets.
      4. In the Type list, select Reports.
      5. Expand Financial.
      6. Expand the modified report for FA Period Projection - Detail.
      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 field, select the ID that you entered in step b.

    • For Microsoft Dynamics GP 9.0 or for Microsoft Business Solutions - Great Plains 8.0

      Method 1: Use the Advanced Security tool

      1. On the Tools menu, point to Setup, point to System, and then select Advanced Security.
      2. If you're prompted for a password, 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. Expand Fixed Assets.
      5. Expand Reports, expand Financial, and then expand FA Period Projection - Detail.
      6. Select the Fixed Assets (Modified) report.
      7. Select Apply, and then select OK.

      Note

      By default, when you use 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 tool. Additionally, you can select additional companies in the Company Name area of the Advanced Security tool.

      Method 2: Use the Standard Security tool

      1. Select Tools, point to Setup, point to System, and then select Security.
      2. If you're prompted for a password, type the system password in the Please Enter Password box, and then select OK.
      3. In the User ID list, select the user ID of the user who you want to have access to the report.
      4. In the Product list, select Fixed Assets.
      5. In the Type list, select Modified Reports.
      6. In the Series list, select Financial.
      7. In the Access List list, double-click FA Period Projection - Detail.
      8. Select OK.

        Note

        After you select OK, an asterisk appears next to the report name to show that access was granted.