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How to Display More Than Four Line Item Comments in the "SOP Blank Invoice Form" Report in Sales Order Processing in Microsoft Dynamics GP

Last Modified Wednesday, January 6, 2016
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This article describes how to display more than four line item comments in the "SOP Blank Invoice Form" report in Sales Order Processing in Microsoft Dynamics GP.

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To display more than four line item comments in the "SOP Blank Invoice Form" report in Sales Order Processing in Microsoft Dynamics GP 2010, Microsoft Dynamics GP 10.0 or in Microsoft Dynamics GP 9.0, follow these steps.

Step 1: Back up the Reports.dic file, and then start Report Writer

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

a.  Follow the appropriate step:

  • In Microsoft Dynamics GP 2010 or Microsoft Dynamics GP 10.0, point to Tools on the Microsoft Dynamics GP menu, point to Setup, point to System, and then click Edit Launch File.
  • In Microsoft Dynamics GP 9.0, point to Setup on the Tools menu, point to System, and then click Edit Launch File.

b.  If you are prompted, type the system password.

c.  In the Edit Launch File window, click Microsoft Dynamics GP.

d.  Record the path that appears in the Reports box.

e.  To close the Edit Launch File window, click OK.

f.  Locate the Report.dic file in the path that you recorded.


g.  Right-click the Reports.dic file, and then click Copy.

h.  Go to a location such as the desktop.

i.  Right-click in the location where you want to put the Reports.dic file backup, and then click Paste.

2.  Use the appropriate step:

  • In Microsoft Dynamics GP 2010 or 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, point to Customize on the Tools menu, and then click Report Writer.

3.  In the Product list, click Microsoft Dynamics GP, and then click OK.

Step 2: Create the calculated fields to display more than four comments

1.  Click Reports.
2.  In the Original Reports list, click SOP Blank Invoice Form, and then click Insert.

3.  In the Modified Reports list, click SOP Blank Invoice Form, and then click Open.

4.  In the Report Definition window, click Layout.

5.  In the Toolbox dialog box, click Calculated Fields in the list that appears on the Layout tab.

6.  Click New.

7.  In the Calculated Field Definition window, type LINE COMMENT1 in the Name box.

8.  In the Result Type list, click String.

9.  In the Expression Type box, click Calculated.

10.  Click the Functions tab, and then click User-Defined.

11.  In the Core list, click System.

12.  In the Function list, click RW_SOPLINECommentText, and then click Add.

13.  Click the Fields tab, and then click Sales Line Comment Work and History in the Resources list.

14.  In the Field list, click SOP Type, and then click Add.

15.  In the Field list, click SOP Number, and then click Add.

16.  In the Field list, click Line Item Sequence, and then click Add.

17.  In the Field list, click Component Sequence, and then click Add.

18.  Click the Constants tab, and then click Integer in the Type list.

19.  In the Constant field, type 80 , and then click Add.

Note The number that you type is the maximum character length of the calculated field that can be printed in Report Writer. You can use a smaller value if you do not require 80 characters.

20.  In the Constant field, type 1 , and then click Add.

21.  Verify that the expression in the Calculated field appears as the following string:

FUNCTION_SCRIPT(RW_SOPLINECommentText SOP_LINE_CMT_WORK_HIST.SOP Type SOP_LINE_CMT_WORK_HIST.SOP Number SOP_LINE_CMT_WORK_HIST.Line Item Sequence SOP_LINE_CMT_WORK_HIST.Component Sequence 80 1)

Note
This expression refers to the first line item comment, LINE COMMENT1. To display the other comment lines, you can repeat step 6 through step 20 to create additional calculated fields. When you create these additional calculated fields, you must change the values that you typed in step 7 and in step 20. For example, when you create a calculated field for the second comment line, you must type "LINE COMMENT2" in step 7. You must type "2" in step 20. When you create a calculated field for the third line item comment, you must type "LINE COMMENT3" in step 7. You must type "3" in step 20. Therefore, the expression of the calculated field for the second line item comment must resemble the following string:

FUNCTION_SCRIPT(RW_SOPLINECommentText SOP_LINE_CMT_WORK_HIST.SOP Type SOP_LINE_CMT_WORK_HIST.SOP Number SOP_LINE_CMT_WORK_HIST.Line Item Sequence SOP_LINE_CMT_WORK_HIST.Component Sequence 80 2)

22.  Click OK.

23.  In the Report Footer section of the report, set the visibility of the existing comment fields (labeled Comment 1 to Comment 4) to invisible. To do this, follow these steps:

a.  Double-click each comment field to open the Report Field Options window.

Note You also can click Field options on the Tools menu for each field to open the Report Field Options window.

b.  In the Visibility field of each comment field, click Invisible.

c.  Click OK.

24.  Drag the calculated fields that you created in the Toolbox dialog box to the Report Footer section over the existing comment fields.

25.  If you created more than four calculated fields for line item comments, drag the additional comment fields in the Toolbox dialog box to the F2 - Comment 4 section. To expand this section to make room for the additional calculated fields, click the F2 box, and then drag down the F2 box.

26.  Double-click each field that is added, and then make sure that the display type is Last Occurrence for each field.

27.  Click OK to save the changes.

Step 3: Save the changes to the report, and then exit Report Writer

1.  On the File menu, click Microsoft Dynamics GP.

2.  Click Save when you are prompted to save the changes to the report layout.

3.  Click Save when you are prompted to save the changes to the modified report.

4.  Exit Report Writer.

Step 4: Grant access to the report

To do this, use the appropriate method.

  • Use the Security tool in Microsoft Dynamics GP 2010 or Microsoft Dynamics GP 10.0.

1.  Click Microsoft Dynamics GP, point to Tools, point to Setup, point to System, and then click Alternate/Modified Forms and Reports.

2.  In the ID box, type the Alternative/Modified Forms and Reports ID that is associated with the user ID that will print this modified report.

3.  In the Product list, click Microsoft Dynamics GP.

4.  In the Type list, click Reports.

5.  Expand the Sales folder.

6.  Expand the folder for the report that you modified.

7.  Click Microsoft Dynamics GP (Modified).

8.  Click Save.

9.  On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then click User Security.

10.  In the User list, click the user ID that you used to modify the report.

11.  In the Company list, click the company that you used to modify the report.

12.  In the Alternate/Modified Forms and Reports ID list, click the ID of the user who will print the modified report.

  • Use the Advanced Security tool in Microsoft Dynamics GP 9.0.

1.  Click Tools, point to Setup, point to System, and then click Advanced Security.

2.  If you are prompted to enter the password, type the password in the Please Enter Password box, and then click OK.

3.  Click View, and then click by Alternate, Modified and Custom.

4.  Expand Microsoft Dynamics GP, expand Reports, expand Sales, and then expand the report name.

5.  Click Microsoft Dynamics GP (Modified).

6.  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 companies in the Company Name area of the Advanced Security window. You can also select additional users in the Users area of the Advanced Security window.

  • Use the Standard Security tool in Microsoft Dynamics GP 9.0.

1.  Click Tools, point to Setup, point to System, and then click Security.

2.  If you are prompted to enter the password, type the password in the Please Enter Password box, and then click OK.

3.  In the User ID list, click the user ID of the user to whom you want to grant access to the modified report.

4.  In the Product list, click Microsoft Dynamics GP.

5.  In the Type list, click Modified Reports.

6.  In the Series list, click Sales.

7.  In the Access List area, double-click the report that you modified, and then click OK. Then, an asterisk (*) appears next to the report name.

APPLIES TO

  • Report Writer
  • Sales Order Processing
  • Microsoft Dynamics GP 2010
  • Microsoft Dynamics GP 10.0
  • Microsoft Dynamics GP 9.0
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