How to add the "Pay Code YTD" column to payroll checks in Microsoft Dynamics GP

This field must be added to the check by using Report Writer, and then setting must be changed in the Payroll Setup window. To do this, 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:
   1. Use the appropriate step for your version:
      • In 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 and in Microsoft Business Solutions - Great Plains 8.0, point to Setup on the Tools menu, point to System, and then click Edit Launch File.
   2. If you are prompted, type the system password.
   3. Use the appropriate step:
      • In Microsoft Dynamics GP 10.0 and in Microsoft Dynamics GP 9.0, click Microsoft Dynamics GP in the Edit Launch File window.
        
      • In Microsoft Business Solutions - Great Plains 8.0, click Great Plains in the Edit Launch File window.
        
   4. Note the path to the Reports.dic file that appears in the Reports box.
   5. Click OK to close the Edit Launch File window.
2. Use the appropriate step for your version to start Report Writer:
   • In 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 and in Microsoft Business Solutions - Great Plains 8.0, point to Customize on the Tools menu, and then click Report Writer.
     
3. Use 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.
     

Step 2: Open the report

1. Click Reports.
2. In the Original Reports section, click Employee Checks Stub on Top and Bottom–L or required report for editing, and then click Insert.
   
3. In the Modified Reports section, click Employee Checks Stub on Top and Bottom–L or required report for editing, and then click Open.
   
4. Click Layout.
   

Step 3: Modify the report

1. In the Report Layout, select the fields in the top stub section of the report which have to be adjusted to allow additional space for the "Pay Code YTD" fields to be added. To do this, click in the upper-left corner of the group of fields, drag the pointer to lower-right corner of the group of fields in the top stub section of the report.
   
2. Click in the same section, and then click the appropriate arrow key on the keyboard to move all the fields in the group.
   
3. In the Toolbox, select Payroll Work Check YTD in the drop-down list, click Pay YTD Array in the box, and then drag it onto the desired location of the report.
   
4. In the Report Field Options window, set the Array Index field to a value that matches the Pay Earnings Array that you want, and then set the Visibility field to Hide When Empty.
   
5. Repeat steps 3 to 4 until all array fields have been added to the report.
   
6. Repeat steps 1 to 5 for each stub on the check.
   

Step 4: Save the changes to the report, and then exit Report Writer

1. On the File menu, click Microsoft Dynamics GP or Microsoft Business Solutions - Great Plains.
   
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.
   

Step 5: Assign security permissions to the modified report

To assign security permissions to the modified report, use one of the following methods.

Method 1: Use security in Microsoft Dynamics GP 10.0

1. Point to Tools on the Microsoft Dynamics GP menu, point to Setup, point to System, and then click Alternate/Modified Forms and Reports.
2. 
   In the ID box, type 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 Payroll folder.
   
6. Expand folder for the report you modified.
   
7. Click to select 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 to select a user ID.
    
11. In the Company list, click to select a company.
    
12. In the Alternate/Modified Forms and Reports ID list, click to select the ID from step 2.

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

1. On the Tools menu, point to Setup, point to System, and then click Advanced Security.
   
2. If you are prompted, type the system password in the Please Enter Password box, and then click OK.
3. 
   In the Advanced Security window, click View, and then click By Alternate, Modified and Custom.
   
4. 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.
     
     
5. Expand Reports, expand Payroll, and then expand the report that you modified.
   
6. 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).
7. 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 prior to Microsoft Dynamics GP 10.0

1. On the Tools menu, point to Setup, point to System, and then click Security.
2. 
   If you are prompted, type the system password in the Please Enter Password box, and then click OK.
   
3. In the User ID list, click the ID of the user who you want to have access to the modified report.
   
4. In the Type list, click Modified Reports. In the Series list, click Payroll.
   
5. In the Access List box, double-click the report you modified, and then click OK.
   
   
   
   Note An asterisk (*) appears next to the report name.
   

Step 6: Change the settings in the Payroll Setup window to include YTD Pay Codes on the check stub

1. On the Tools menu, point to Setup, point to Payroll, and then click Payroll.
2. In the Payroll Setup window, click Options. In the Payroll Setup Options window, select the Pay Codes check box in the Include Codes with YTD Amounts on Checks section of the window.
3. Click OK to close the Payroll Setup Options window, and then click OK again to close the Payroll Setup window.
   

Note These steps can be used to make the same changes to the other employee check formats in Microsoft Dynamics GP. Make sure that you select your desired check format in the Reports box in Report Writer.