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How to Print the Distribution Reference or the Transaction Description on the General Ledger Detailed Trial Balance Report in Microsoft Dynamics GP

Last Modified Wednesday, January 6, 2016
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This article describes how to modify the General Ledger Detailed Trial Balance to have one field print the Distribution Reference or print the Transaction Description when the Transaction Description posted from Payable​s Management Invoice or Receivables Management Invoice is blank.

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The Description that is entered on a Payables Management invoice or a Receivable Management invoice will be held in the Reference field in the General Ledger Year-To-Date Transaction Open table. If the Description for the Invoice is blank, the General Ledger Reference will be “Payables Trx Entry” or “Receivables Sales Entry”, respectively.
The Distribution Reference that is entered on a Payables Management invoice or a Receivable Management invoice will be held in the Description field in the General Ledger Year-To-Date Transaction Open table. When no Description is entered for a Payables Management Invoice or Receivables Management Invoice, the Transaction Description field for each debit and credit created in General Ledger is automatically populated with the Account Type that was used when posting.

A Calculated Field can be created in Report Writer that compares the General Ledger Reference field with the Account Description. If the values are not ”Payables Trx Entry” or “Receivables Sales Entry”, it will print the this value which is the Reference field; if the values are the default of”Payables Trx Entry” or “Receivables Sales Entry”, it will print the Transaction Description.

To create this calculated field in Report Writer, follow these steps:

  1. Start Report Writer.
    a. Follow the appropriate step:
    • In Microsoft Dynamics GP 10.0, point to Tools on the Microsoft Dynamics GP menu, point to Customize, and then click Report Writer.
    • In versions earlier than Microsoft Dynamics GP 10.0, point to Customize on the Tools menu, and then click Report Writer.

    b. Follow the appropriate step:
    • In Microsoft Dynamics GP 10.0 and in Microsoft Dynamics GP 9.0, click Microsoft Dynamics GP in the Product list, and then click OK.
    • In Microsoft Business Solutions - Great Plains 8.0, click Great Plains in the Product list, and then click OK.


  2. Open the Report Layout window for the Trial Balance Detail report. To do this, follow these steps:
    a. Click Reports.
    b. In the Original Reports list, click Trial Balance Detail, and then click Insert.
    c. In the Modified Reports list, click Trial Balance Detail, and then click Open.
    d. In the Report Definition window, click the Layout button.


  3. Create a calculated field. To do this, follow these steps:
    a. In the Toolbox list, select Calculated Fields from the dropdown in the toolbox, and then click the New button.
    b. In the Name field, type Trx Desc/Reference.
    c. In the Result Type list, click String. In the Expression area, click Conditional.
    d. Click the Fields tab. In the Resources list, click Year-to-Date Transaction Open. In the Field list, click Reference, and then click Add.
    e. Click the <> operator.
    f. Click the Constants tab, and then click String in the Type field. Type in Payables Trx Entry in the Constant field and then click Add. Click AND in the Operators section. In the Constants tab, leave the Type to String and type Receivables Sales Entry in the Constant field then click Add.
    The Conditional Expressional should look like this:
    GL_YTD_TRX_OPEN.Reference <> "Payables Trx Entry" AND GL_YTD_TRX_OPEN.Reference <> "Receivables Sales Entry"
    g. Click to select the True Case expression.
    h. Click the Fields tab. In the Resources list, click Year-to-Date Transaction Open. In the Field list, click Reference, and then click Add.
    i. Click to select the False Case expression.
    j. In the Resources list, click Year-to-Date Transaction Open. In the Field list, click Description, and then click Add.
    k. Click OK.
    l. In the Toolbox window, drag Trx Desc/Reference to the body of the report layout.
    m. Click Save.


  4. Exit Report Writer. To do this, follow the appropriate step:
    • In Microsoft Dynamics GP 10.0 and in Microsoft Dynamics GP 9.0, click File, and then click Microsoft Dynamics GP.
    • In Microsoft Business Solutions - Great Plain 8.0, click File, and then click Microsoft Business Solutions - Great Plains.

  5. Grant access to the report. To do this, use one of the following methods:

    Method 1: Use security in Microsoft Dynamics GP 10.0


    a. On the Microsoft Dynamics GP menu, point to Setup, point to System, and then click Alternate/Modified Forms and Reports.
    b. In the ID box, type the user ID that will print this modified report.
    c. In the Product list, click Microsoft Dynamics GP.
    d. In the Type list, click Reports.
    e. Expand the Financial folder.
    f. Expand the folder for the report that you modified.
    g. Click to select Microsoft Dynamics GP (Modified).
    h. Click Save.
    i. On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then click User Security.
    j. In the User list, click a user ID.
    k. In the Company list, click a company.
    l. In the Alternate/Modified Forms and Reports ID list, click the ID from step b.

    Method 2: Use Advanced Security in a version that is earlier than Microsoft Dynamics GP 10.0

    a. On the Tools menu, point to Setup, point to System, and then click Advanced Security.
    b. If you are prompted, type the system password in the Please Enter Password box, and then click OK.
    c. In the Advanced Security window, click View, and then click By Alternate, Modified and Custom. Use one of the following steps, depending on which version is installed:
    • In Microsoft Dynamics GP 9.0, expand Microsoft Dynamics GP.
    • In Microsoft Business Solutions - Great Plains 8.0, expand Great Plains.
    d. Expand Reports, expand Financial, and then expand the report that you modified.
    e. Use one of the following steps, depending on which version is installed:
    • In Microsoft Dynamics GP 9.0, click Microsoft Dynamics GP (Modified).
    • In Microsoft Business Solutions - Great Plains 8.0, click Great Plains (Modified).
    f. Click Apply, and then click 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 affect the current user and the current company. However, you can select additional users in the Users area of the Advanced Security window. You can select additional companies in the Company Name area of the Advanced Security window.

    Method 3: Use the Standard Security tool in a version that is earlier than Microsoft Dynamics GP 10.0

    a. On the Tools menu, point to Setup, point to System, and then click Security.
    b. If you are prompted, type the system password in the Please Enter Password box, and then click OK.
    c. In the User ID list, click the ID of the user who will have access to the modified report.
    d. In the Type list, click Modified Reports.
    e. In the Series list, click Financial.
    f. In the Access List box, double-click the report that you modified, and then click OK.

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


APPLIES TO

  • General Ledger, when used with:
    • Microsoft Dynamics GP 10.0
    • Microsoft Dynamics GP 9.0
    • Microsoft Business Solutions-Great Plains 8.0

https://mbsauthor.partners.extranet.microsoft.com/sites/CSGP/global/Learning/Pages/MSDGPPrintDisTrianbalance_Howto.aspx
No
GP 10.0;GP 8.0;GP 9.0