Edit

How to print the Inventory Purchase Advice Report so that it is sorted by item number and by vendor restriction in Microsoft Dynamics GP and in Microsoft Great Plains

  • Article

This article describes how to print the Inventory Purchase Advice Report so that it is sorted by item number and by vendor restriction in Microsoft Dynamics GP and in Microsoft Great Plains.

Applies to:   Microsoft Dynamics GP
Original KB number:   912285

Introduction

This step-by-step article describes the following processes in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains:

  • How to modify the Inventory Purchase Advice Report to sort items by item number.
  • How to print only the items that are assigned to particular vendors.

Current behavior is as in the following scenario:

  • In the report options, you enter a restriction on the Vendor ID field.
  • You set the sorting type to Item Number.

In this scenario, the report prints for all items instead of for only those items that are assigned to the vendors in the range that you specified.

To modify the Inventory Purchase Advice Report to sort items by item number and to print only the items that are assigned to particular vendors, follow these steps:

Step 1: Open the Inventory Purchase Advice Report

  1. Start the Report Writer tool in Microsoft Dynamics GP or in Microsoft Great Plains. To do this, point to Customize on the Tools menu, and then click Report Writer.
  2. In the Product list, click Great Plains, and then click OK.
  3. Click Reports.
  4. In the Original Reports list, click Inventory Purchase Advice Report, and then click Insert >>.
  5. In the Modified Reports list, click Inventory Purchase Advice Report, and then click Open.

Step 2: Create a calculated field definition

  1. In the Report Definition dialog box, click to select the Skip Blank Records check box, and then click Layout.

  2. In the Toolbox dialog box, click Calculated Fields in the list on the Layout tab, and then click New.

  3. In the Calculated Field Definition dialog box, type Item Vendor in the Name box.

  4. In the Result Type list, click Integer.

  5. In the Expression Type box, click Conditional.

  6. Configure the table fields. To do this, follow these steps:

    1. Click the Fields tab, click the Conditional box under Expressions to highlight this box, and then click IV Purchase Advice TEMP in the Resources list.
    2. In the Field list, click Vendor ID, and then click Add.
    3. In the Operators area, click = (equal sign).
    4. Click the Constant tab, and then click String.
    5. Click Add to add double quotation marks to the expression.

    The following information appears in the Conditional box under Expressions:

    IV_Purchase_Advice_TEMP.Vendor ID = ""

  7. Configure the constant for the TRUE case. To do this follow these steps:

    1. Click the True Case box to highlight this box, and then click the Constants tab.
    2. In the Type list, click Integer.
    3. Click the Constant box, type 0 (zero) if this value does not automatically appear in the box, and then click Add.

  8. Configure the constant for the FALSE case. To do this, follow these steps:

    1. Click the False Case box to highlight this box, and then click the Constants tab.
    2. In the Type list, click Integer.
    3. Click the Constant box, remove the default value of 0 (zero) that appears in this box, type 1 (one), and then click Add.

  9. Click OK to save the changes to this calculated field definition.

Step 3: Add the calculated field to the report header

  1. On the Tools menu, click Section Options.

  2. In the Report Section Options dialog box, add the Item Vendor field to the item header. (The Item Vendor field is the field that you created in Step 2: Create a calculated field definition.) To do this, follow these steps:

    1. In the Additional Headers list, click Item Header, and then click Open.
    2. In the Header Options dialog box, click to select the Suppress When Field Is Empty check box.
    3. In the Calculated Field list, click Item Vendor, and then click OK.

  3. Click OK to close the Report Section Options dialog box, and then click Microsoft Business Solutions-Great Plains on the File menu to return to Microsoft Dynamics GP or to Microsoft Great Plains.

  4. Click Save when you are prompted to save the changes to the report layout, and then click Save when you are prompted to save the changes to this report.

Step 4: Grant access to the report

To grant access to the report, use one of the following methods:

Method 1: Use the Advanced Security tool

  1. On the Tools menu, point to Setup, point to System, and then click Advanced Security.
  2. In the Please Enter Password box, type your password, and then click OK.
  3. In the Advanced Security dialog box, click by Alternate, Modified and Custom on the View menu.
  4. Expand Microsoft Dynamics GP or Great Plains, depending on whether you are running Microsoft Dynamics GP or Microsoft Great Plains.
  5. Expand Reports, expand Inventory, and then expand Inventory Purchase Advice Report.
  6. Click Microsoft Dynamics GP (Modified) or Great Plains (Modified), depending on whether you are running Microsoft Dynamics GP or Microsoft Great Plains.
  7. Click Apply, and then click OK.

Method 2: Use standard Microsoft Great Plains security

  1. On the Tools menu, point to Setup, point to System, and then click Security.
  2. In the Please Enter Password box, type your password, and then click OK.
  3. In the User ID list, click the ID of the user to whom you want to give access to the report.
  4. In the Type list, click Modified Reports.
  5. In the Series list, click Inventory.
  6. In the Access List box, double-click Inventory Purchase Advice Report. An asterisk appears next to this report.
  7. Click OK.

Step 5: Configure the reporting options for the modified report

  1. On the Reports menu, point to Inventory, and then click Analysis.

  2. In the Inventory Analysis Reports dialog box, click Purchase Advice Report in the Reports list, and then click New.

  3. In the Option list, type a descriptive name for the reporting options that you are creating.

  4. In the Ranges list, click Vendor ID.

  5. Set the vendor ID range. To do this, follow these steps:

    1. In the From box, type or locate the vendor ID with which you want to start the report.
    2. In the To box, type or locate the vendor ID with which you want to end the report.
    3. Click Insert >> to insert this vendor ID range into the Restrictions box.

  6. In the Sort By list, click Item Number if this option is not already selected, and then click Save.

  7. Close the Inventory Analysis Report Options dialog box.

Step 6: Print the report

  1. In the Options list, click the object that represents the reporting options that you configured in Step 5: Configure the reporting options for the modified report, and then click Insert >>.
  2. Click Print to print the modified report.

Disclaimer

Microsoft and/or its suppliers make no representations or warranties about the suitability, reliability or accuracy of the information contained in the documents and related graphics published on this website (the "materials") for any purpose. The materials may include technical inaccuracies or typographical errors and may be revised at any time without notice.

To the maximum extent permitted by applicable law, Microsoft and/or its suppliers disclaim and exclude all representations, warranties, and conditions whether express, implied or statutory, including but not limited to representations, warranties, or conditions of title, non infringement, satisfactory condition or quality, merchantability and fitness for a particular purpose, with respect to the materials.