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The Resource Group

View Long Account Numbers on POP Receivings Posting Journal in Microsoft Dynamics GP


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Are your account numbers too long to completely display in the Receivings Edit and Posting Journal reports within Microsoft Dynamics GP? If you have long account numbers, you most likely have already modified some reports in Microsoft Dynamics GP to be able to see the entire string in your posting/edit journals, for instance the GL Edit Posting Journal reports. But the POP Receivings report is problematic as the Account Number is printed from a string field in a temporary table. In other words, you do not have the option of just making the Account Number String longer with an easy Report Writer change.

 

I had a support case to see what we could do for a client as they needed to see the entire Account Number on the POP Receivings Posting Journal. I did an Internet search to see if anyone else had solved this problem and found nothing. After looking at the report, I started considering my options for how to do this. Was I going to have to add code and a new Report Writer function using Dexterity?

 

As a Microsoft Dynamics GP Source Code partner  with access to the source code for Microsoft Dynamics GP, I looked at the code that is used to populate the TEMP table for this report and found an amazing piece of information. The TEMP table has a field called STRING 132 that also holds the Account Number String – up to 127 characters. Source code even references this change was made to allow custom reports to display the longer account number. This problem now became a simple Report Writer issue.

 

Here is how to make this change:

 

Open the report in Report Writer:

  • In Microsoft Dynamics GP >> Tools >> Customize >> Report Writer. Make sure the product says Microsoft Dynamics GP. Click Reports, find POP Receivings Posting Journal from the Original Reports section and click Insert. From the Modified Reports section, highlight the POP Receivings Posting Journal and click Open. From the Report Definition window, push the Layout button.

 

OR

 

  • Open the Receivings Transaction Entry window and pull up a Shipment or Shipment/Invoice and print the edit list to screen. From the Screen output, push the Modify button.

 

Create a new Calculated Field: In the Toolbox, choose Calculated Fields from the drop down and click New.

 

Give the new calculated field a name (New_String in my example) and change Result Type to String, Expression Type to Conditional. From the Fields tab, change Resources to Purchasing Posting Journal TEMP and Field to String 132. Click Add. Click the = button in the Operators area. Click the Constants tab and change the Type to String. Leave the Constant box empty and click Add.

 

Click in the True Case box (so that it has a box around it) and then click the Fields tab, change Resources to Purchasing Posting Journal TEMP and Field to String 2. Click Add.

 

Click in the False Case box and then click the Fields tab, change Resources to Purchasing Posting Journal TEMP and Field to String 132. Click Add.

 

The new calculated field looks like the screen shot below. Click OK to save the calculated field.

 

Microsoft Dynamics GP Calculated Field image

Microsoft Dynamics GP Calculated Field image

 

Add the Calculated field to the report

In the body section of the report, double click on the String 2 field and on the Report Field Options window – change Visibility to Invisible. (This change can also be made from the Properties window, Visual Tab, Visibility property.)

 

From the Toolbox >> Calculated Fields, drag the New_String onto the report. For my client I reduced the size of String 3 and moved it to the right and made the new calculated field wider.

 

Add the Calculated field to the report image

Add the Calculated field to the report image

 

Save the modified Report

Close the report, be sure to click Save when prompted to save your changes and click OK to close the Report Definition window. On the File menu, click Microsoft Dynamics GP.

 

Assign Security to the Modified Report

Open the Alternate/Modified Forms and Reports window (From the Administration Area Page >> Setup >> System >> Alternate/Modified Forms and Reports).

 

Select the ID that is assigned to the Users who will be printing this report. Product is Microsoft Dynamics GP, Type is Reports. Expand the Purchasing folder and expand the POP Receivings Posting Journal. Mark the Microsoft Dynamics GP (Modified) report:

 

Assign Security to the Modified Report image

Assign Security to the Modified Report image

 

Click Save.

 

Test the report and verify that the full Account Number is now displayed. You might have to return to Report Writer and tweak the string fields in order to get the new calculated field big enough.

 

Your POP Receivings Edit and Posting Journal will now include your entire account number.

 

To learn more tips within Microsoft Dynamics GP, contact a partner like The Resource Group.

by The Resource Group

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