Wednesday, September 28, 2011

Hidden Gem- Check Distribution Report

Do you need a report to show you the invoices that were paid by a particular check?  How about viewing the distributions associated with the invoices that were paid by a particular check?  These are fairly common requests, and often lead to a bit of head scratching for users.  We look in SmartList, and there really isn't a great option (unless you have SmartList Builder-- but even then, you have to create it) since the relationship between a check and invoices can be one to many (one check can pay many invoices).

So when I get this question, and the client doesn't own SmartList Builder or they want a solution that is quick and easy, I point them to the Check Distribution Report.

Reports-Purchasing-Check Information-Check Distribution
Click New Option

When setting up the report option, you can restrict to a range of Vendor IDs, Dates, or Check Numbers.  You can also select to Include Dist Types, to include only PURCH type distributions for example.

Check Distribution Report

The report displays each check followed by each invoice paid.  The distributions appear directly below each invoice that is listed.  This report can be quite handy when trying to track back checks to their associated invoices. 

I know that similar information can be displayed using SmartList Builder, but this report is a great option when you need a quick solution and/or you don't own SmartList Builder.

Christina Phillips is a Microsoft Certified Trainer and Dynamics GP Certified Professional. She is a supervising consultant with BKD Technologies, providing training, support, and project management services to new and existing Microsoft Dynamics customers. This blog represents her views only, not those of her employer.


paul chacko said...

Does this report need modification to show the GL account strings? I am on GP10 R2 and I don't see the fields as shown in the screen shot above - Paul Chacko

Christina Phillips said...

It shouldn't Paul, but make sure your report option is including the necessary distribution types. And what fields specifically don't you see?

Unknown said...

my report is not showing the invoices paid. what am i doing wrong?

Christina Phillips said...

The invoices are a bit hard to see if you are printing the distributions, but just look directly (one line below) the check information.

Wendy said...

When a power user prints this feport, they see all checks printed, but when a regular user prints, they only see the checks they themselves printed. Is this a security thing? Thanks!

Christina Phillips said...

Not that I have seen? Have you witnessed it yourself :)