Sunday, October 9, 2011

Adding Fields To Word Templates

Sometimes things are much easier than you would even think possible.  I know, I know, hard to believe, right?  But a  great example of this is adding fields to a Word Template in Microsoft Dynamics GP.  So, for example, let's say that I want to add the order date to the SOP Blank Invoice Word Template.

The Report Writer report actually feeds the XML for the Word Template, so for the field to be available in the Word Template, you must first add it to the report in Report Writer (Microsoft Dynamics GP-Tools-Customize-Report Writer)

Add the field to the correct section of the report, although it doesn't matter cosmetically where it appears. You will also want to make sure that you have security to print the modified report, to ensure that it is pulling the proper data (Microsoft Dynamics GP-Tools-Setup-Alternate/Modified Forms and Reports ID, User Security).

Next, open the Template Report Maintenance window, Reports-Template Maintenance.  Click on the Report Name dropdown, and select More Reports to open the Reports menu.

Select the Product (in this case, Microsoft Dynamics GP), the Series (in this case, Sales), and the Status should be Modified.  Selecting Modified for the Status matches the template to the modified report, enabling the additional fields to be pulled on to the template.  Click Select to return to the Report Template Maintenance window.  Then click the New button to create a new template.

You can choose to create a Blank Template, or From Existing Template.  If you choose From Existing Template, select the Template to copy from. Even if you copy from an existing template, the additional fields from the modified report will still be available to be added to the report.   

Next, click Modify to open the selected template in Microsoft Word.  Note that the Order Date field is now available for selection.

Now you can add the field to the template as needed.  Easy, huh?  The downside is that you do need to know Report Writer in order to modify the underlying report so that the field is available in the template.  But the good news is that is a rather simple process to make the new fields available on the template.

Good luck! And feel free to share any other tips and tricks you have run across while working with the Word Templates.

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.


asweet said...

This is an excellent post. I have done what you recommend but the new fields I bring in are empty. They populate on the standard report but when I print the template report the fields are empty. The user (and sa) have full access to modified reports. What could I be doing wrong?

Christina Phillips said...

Hi! Check out this post, as it seems your template might not be in sync with the report writer report.

Karen Kirbis said...

Does anyone have a way to get the global companies information onto a template? It shows on the standard form, and I saved it in the XML and it is available as a field and I have added it to the template, but it doesn't show
when i print the template

Karen Kirbis said...

Has anyone found a way to get the global fields on the Templates? I have the global company name and the addresses on the Standard form and it prints. I saved the XML and I can see the fields in the field list and I added them onto the template and used the assigned the template BUT the global fields do not show. Any Ideas?