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How to print a General Posting Edit List that includes distribution accounts for variable and fixed allocation accounts in Microsoft Dynamics GP

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This article describes how to use Report Writer in Microsoft Dynamics GP 9.0 and in Microsoft Business Solutions - Great Plains 8.0 to print a General Posting Edit List that includes distribution accounts for variable and fixed allocation accounts.

Applies to:   Microsoft Dynamics GP
Original KB number:   931452

You can use Report Writer in Microsoft Dynamics GP 9.0 and in Microsoft Business Solutions - Great Plains 8.0 to print a General Posting Edit List that has distribution accounts for variable and fixed allocation accounts. To do this, add the General Posting Edit List to the report, create new fields, and then add the fields to the report.

Step 1 - Back up the report

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

  1. On the Tools menu, point to Setup, point to System, and then select Edit Launch File.

  2. Type the system password if you are prompted.

  3. If you are using Microsoft Dynamics GP 9.0, select Microsoft Dynamics GP in the Edit Launch File window.

    If you are using Microsoft Business Solutions - Great Plains 8.0, select Great Plains in the Edit Launch File window.

  4. Note the path that appears in the Reports box.

  5. Select OK to close the Edit Launch File window.

Step 2 - Add tables and sort definitions to the report

  1. On the Tools menu, point to Customize, and then select Report Writer.

  2. If you are using Microsoft Dynamics GP 9.0, select Microsoft Dynamics GP in the Product list, and then select OK.

    If you are using Microsoft Business Solutions - Great Plains 8.0, select Great Plains in the Product list, and then select OK.

  3. Select Reports.

  4. In the Original Reports area, select General Posting Edit List, and then select Insert.

  5. In the Modified Reports area, select General Posting Edit List, and then select Open.

  6. In the Report Definition window, select Tables.

  7. Select Allocation Amounts Temporary, select New, select Account Master, and then select OK.

  8. Select Account Master, and then select New.

  9. Select Variable Allocation Master or Fixed Allocation Master, and then select OK.

  10. Select Close.

  11. In the Report Definition window, select Sort.

  12. In the Sorting Definition window, select Posting Definitions Master in the Report Table list, select Batch Number in the Table Fields list, and then select Insert.

    Note

    In the Sort By list, select the sort definition that you added before you insert the next sort definition. When you do this, the next sort definition is inserted under the first sort definition that you added.

  13. In the Report Table list, select Transaction Work, select Journal Entry in the Table Fields list, and then select Insert.

  14. In the Report Table list, select Allocation Amounts Temporary, select Sequence Line in the Table Fields list, and then select Insert.

  15. In the Report Table list, select Account Master, select Account Index in the Table Fields list, and then select Insert.

  16. In the Report Table list, select Variable Allocation Master or Fixed Allocation Master, select Distribution Account Index in the Table Fields list, and then select Insert.

  17. In the Report Table list, select Posting Definitions Master, select Batch Number in the Table Fields list, and then select Insert.

  18. Select OK to close the Sorting Definition window.

Step 3 - Create a calculated field and a conditional field

  1. Select Layout.

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

  3. In the Name field, type Account Index Blank.

  4. In the Result Type list, select Integer.

  5. In the Expression Type area, select Calculated.

  6. Select the Constants tab, select Integer in the Type list, select Add, and then select OK.

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

  8. In the Name field, type Distribution Account.

  9. In the Result Type list, select Integer.

  10. In the Expression Type area, select Conditional.

  11. Select the Fields tab.

  12. In the Resources list, select Account Master.

  13. In the Field list, select Fixed or Variable, and then select Add.

  14. In the Operators area, select =.

  15. Select the Constants tab, select Integer in the Result Type list, and then select Add.

  16. Select the True Case box, select the Constants tab, select Integer in the Type list, and then select Add.

  17. Select the False Case box, select the Constants tab, and then select Integer in the Type list. In the Constant field, type 1, and then select Add.

    Note

    The following expression appears:

    Conditional: GL_Account_MSTR.Fixed or Variable = 0

    True Case: 0

    False Case: 1

  18. Select OK to close the Calculated Field Definition window.

Step 4 - Create a calculated field

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

  2. In the Name field, type Get Dist Account Num.

  3. In the Result Type list, select String.

  4. In the Expression Type area, select Calculated.

  5. Select the Functions tab, and then select User-Defined.

  6. In the Core list, select Financial.

  7. In the Function list, select RW_AccountNumber.

  8. Select Add, and then select the Fields tab.

  9. In the Resources list, select Variable Allocation Master or Fixed Allocation Master.

  10. In the Field list, select Distribution Account Index.

  11. Select Add.

    Note

    The following expressions appear:

    • Calculated: FUNCTION_SCRIPT(RW_AccountNumberGL_Allocation_Variable_MSTR.Distribution Account Index )
    • Calculated: FUNCTION_SCRIPT(RW_AccountNumberGL_Allocation_Fixed_MSTR.Distribution Account Index )

  12. Select OK to close the Calculated Field Definition window.

Step 5 - Create another calculated field

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

  2. In the Name field, type Get Dist Account Desc.

  3. In the Result Type list, select String.

  4. In the Expression Type area, select Calculated.

  5. Select the Functions tab, and then select User-Defined.

  6. In the Core list, select Financial.

  7. In the Function list, select RW_AccountDescription.

  8. Select Add, and then select the Fields tab.

  9. In the Resources list, select Variable Allocation Master or Fixed Allocation Master.

  10. In the Field list, select Distribution Account Index.

  11. Select Add.

    Note

    The following expressions appear:

    • Conditional: FUNCTION_SCRIPT(RW_AccountDescriptionGL_Allocation_Variable_MSTR.Distribution Account Index )
    • Conditional: FUNCTION_SCRIPT(RW_AccountDescriptionGL_Fixed_Variable_MSTR.Distribution Account Index )

  12. Select OK to close the Calculated Field Definition window.

Step 6 - Add headers

  1. Select Tools, and then select Section Options.

  2. Create a variable account header. To do this, follow these steps:

    1. In the Report Section Options window, select Currency ID, and then select New.
    2. In the Header Name field, type Variable Account or Fixed Account.
    3. In the Report Table list, select Account Master.
    4. In the Field list, select Account Index.
    5. Select to select the Suppress When Field is Empty check box, select Account Index Blank in the Calculated Field list, and then select OK.

  3. Create a distribution account header. To do this, follow these steps:

    1. In the Report Section Options window, select Variable Account or Fixed Account, and then select New.
    2. In the Header Name field, type Distribution Account.
    3. In the Report Table list, select Variable Allocation Master or Fixed Allocation Master.
    4. In the Field list, select Distribution Account Index.
    5. Select to select the Suppress When Field is Empty check box, select Distribution Account in the Calculated Field list, and then select OK.
    6. Select OK to close the Report Section Options window.

Step 7 - Add the new fields to the report

  1. In the Toolbox window, select Calculated Field in the resource list, and then select Account Index Blank.
  2. Drag the Account Index Blank field to the H4 section of the report.
  3. Double-select Account Index Blank in the report, select Invisible in the Visibility list, and then select OK.
  4. In the Toolbox window, select Calculated Field in the resource list, and then select Distribution Account.
  5. Drag the Distribution Account field to the H5 section of the report.
  6. In the report, double-select Distribution Account, select Invisible in the Visibility list, and then select OK.
  7. In the Toolbox window, select Calculated Field in the resource list, and then select Get Dist Account Num.
  8. Drag the Get Dist Account Num field to the H5-Distribution Account section of the report.
  9. In the Toolbox window, select Calculated Field in the resource list, and then select Get Dist Account Desc.
  10. Drag the Get Dist Account Desc field to the H5-Distribution Account section of the report.

Step 8 - Save the modified report

  1. Close the report. Select Save when you are prompted to save your changes.

  2. In the Report Definition window, select OK.

  3. If you are using Microsoft Dynamics GP 9.0, select Microsoft Dynamics GP on the File menu.

    If you are using Microsoft Business Great Plains 8.0, select Microsoft Business Solutions - Great Plains on the File menu.

Step 9 - Assign security permissions to the modified report

Use either of the following methods to assign security permissions to the modified report.

Method 1 - Use Advanced Security

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

    Note

    Type the system password if you are prompted.

  2. Select View, and then select by Alternate, Modified and Custom.

  3. If you are using Microsoft Dynamics GP 9.0, expand Microsoft Dynamics GP.

    If you are using Microsoft Business Solutions - Great Plains 8.0, expand Great Plains.

  4. Expand the following nodes:

    • Reports
    • Financial
    • General Posting Edit List

  5. If you are using Microsoft Dynamics GP 9.0, select Microsoft Dynamics GP (Modified).

    If you are using Microsoft Business Solutions - Great Plains 8.0, select Great Plains (Modified).

  6. 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 for the current company. However, you can select additional users in the User area of the Advanced Security window. And, you can select additional companies in the Company area of the Advanced Security window.

Method 2 - Use Microsoft Dynamics GP security

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

    Note

    Type the system password if you are prompted.

  2. In the User ID list, select the user ID of the user who will access the report.

  3. In the Type list, select Modified Reports.

  4. In the Series list, select Financial.

  5. In the Access List box, double-select General Posting Edit List, and then select OK.

    Note

    After you select OK, an asterisk (*) appears next to the report name.