How to add the "Distribution Reference" field to the PM Transaction Posting Journal report in Microsoft Dynamics GP


INTRODUCTION

This article describes how to add the Distribution Reference field from the Payables Distribution window to the PM Transaction Posting Journal report in Payables Management in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains.

MORE INFORMATION

Note Do not follow these steps if you use intercompany transactions.

You can add distribution information to the PM Transaction Posting Journal report. However, tax information may be lost in the PM Transaction Posting Journal report. If the distribution information is more than the tax information, follow these steps to add the Distribution Reference field to the PM Transaction Posting Journal report.

 

Step 1: Start Report Writer in Microsoft Dynamics GP

To do this, follow these steps:
1.

Use the appropriate method:

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

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

Step 2: Open the Report Definition window for the PM Transaction Posting Journal report

To do this, follow these steps:
1. In the Report Writer window, click PM Transaction Posting Journal in the Original Reports list, and then click Insert to move this report to the Modified Reports list.
2. In the Modified Reports list, click PM Transaction Posting Journal , and then click Open .

Step 3: Add the "Distribution Reference" field to the PM Transaction Posting Journal report

To do this, follow these steps:

1. Delete the Voucher Number restriction. To do this, follow these steps:
a. In the Report Definition window, click Restrictions .
b. In the Report Restrictions window, click Voucher Number , and then click Delete .
c. Click Yes .
d. Close the Report Restrictions window.
2. Specify the settings in the Report Table Relationships window. To do this, follow these steps:
a. In the Report Definition window, click Tables .
b. In the Report Table Relationships window, click Payables Journal Distribution Temporary File , and then click Remove .
c. Click OK .
d. Click PM Transaction WORK File , and then click New .
e. Click PM Distribution WORK OPEN , and then click OK .
f. Click PM Distribution WORK OPEN , and then click New .
g. Click Account Master , and then click OK .
h. Close the Report Table Relationships window.
3. Specify the layout for the PM Transaction Posting Journal report. To do this, follow these steps:
a. In the Report Definition window, click Layout .
b. Delete all the fields from the body of the report. To delete a field, click the field, and then press DELETE.
c. In the Toolbox window, click Account Master in the list.
d.

Drag the following fields to the body of the report:

Account Number
Account Description

e. In the Toolbox window, click PM Distribution WORK OPEN in the list.
f.

Drag the following fields to the body of the report:

Debit Amount
Credit Amount
Distribution Reference

g. Close the Report Layout window. If you are prompted to save the changes, click Save .
4. Create a restriction for the PM Distribution WORK OPEN report table. To do this, follow these steps:
a. In the Report Definition window, click Restrictions .
b. In the Report Restrictions window, click New .
c. In the Report Restriction Definition window, type the restriction name in the Restriction Name field, click PM Distribution WORK OPEN in the Report Table list, click Apply To Document Type in the Table Fields list, and then click Add Field .
d. In the Operators area, click the equal sign (=).
e. In the Fields area, click PM Distribution WORK OPEN in the Report Table list, click Apply To Document Type in the Table Fields list, and then click Add Field .

The value in the Restriction Expression field should look as follows.
PM_Distribution_WORK_OPEN.Apply To Document Type = PM_Distribution_WORK_OPEN.Apply To Document Type 
f. Click OK .
g. Close the Report Restrictions window.
5. To close the Report Definition window, click OK .
6. On the File menu, click Microsoft Dynamics GP or Microsoft Business Solutions - Great Plains .

Step 4: Assign security permissions to the modified report

For Microsoft Dynamics GP 10.0

To do this, follow these steps:
1. Create the ID to print the modified report. To do this, follow these steps:
a. On the Microsoft Dynamics GP menu, point to Tools , point to Setup , point to System , point to Security , and then click Alternate/Modified Forms and Reports .
b. Type the system password if you are prompted.
c. In the ID box, enter an ID, and then type the description in the Description box.
d. In the Product list, click Microsoft Dynamics GP , and then click Reports in the Type list.
e. Expand Purchasing , expand PM Transaction Posting Journal , and then click Microsoft Dynamics GP (Modified) .
f. Click Save .
2. Assign the security to print the modified report. To do this, follow these steps:
a. On the Microsoft Dynamics GP menu, point to Tools , point to Setup , point to System , point to Security , and then click User Security .
b. In the User ID list, click the user ID that you want to use.
c. In the Company list, click a company.
d. In the Alternate/Modified Forms and Reports ID list, click the ID that you created in step 1.
e. Click Save .

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

To do this, use one of the following methods.

Method 1: Use the Advanced Security functionality

1. On the Tools menu, point to Setup , point to System , and then click Advanced Security .
2. Type the system password if you are prompted.
3. In the Advanced Security window, click View , and then click by Alternate, Modified and Custom .
4.

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 .



     
5. Expand Reports , and then expand Purchasing .
6. Expand PM Transaction Posting Journal .
7.

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) .



     
8. Click Apply , and then click OK .
Note By default, when you open the Advanced Security window, 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 companies in the Company Name area and select additional users in the User area.

Method 2: Use standard security

1. On the Tools menu, point to Setup , point to System , and then click Security .
2. Type the system password if you are prompted.
3. In the User ID list, click the user ID for the user who will have access to the modified report.
4. In the Type list, click Modified Reports .
5. In the Series list, click Purchasing .
6. In the Access List box, double-click PM Transaction Posting Journal , and then click OK .

An asterisk (*) appears next to the report name.

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