Have you ever wondered how NAV knows which report to print when you hit the Print button (or Action, if using RTC) from a document such as a Posted Sales Invoice?
If you are a NAV consultant, developer or power-user, you probably know the answer. For everyone else’s benefit, the answer is Report Selections.
If you are in the Classic Client, you can find it in Administration > IT Administration > General Setup > Report Selections. You will see a list of functional areas (Bank Account, Reminder and Fin. Charge, Sales, Purchase, Inventory, Prod. Order, and Service) and for each, you can select which report(s) should be run for each document type.
For example, under Bank Account, you can select which report runs when the user wants to see a Statement, print a Check, or do a Reconciliation test. What you will notice is that you can assign more than one report for each – for example, if you also wanted to print a Remittance Advice report each time a Check is printed, you could add it in the row below the Check report (see screenshot below).
Quick Instructions on adding a second report to print:
Assuming you want to add a second report to print along with the Check, first ensure that you are viewing Bank Account Report Selections. Select Check from the Usage drop-down list. Click in the second row, then tab out of the Sequence column and NAV will assign it the next available number. In the Report ID column, type in the Report object number or use the lookup functionality to select from a list. Tab out of the field and NAV will auto-populate the report name. Hit the tab key once more to move to the next row. Simple as that.
Likewise, under Sales Report Selections, you can see / change which report object(s) are used when you want to print a Quote or a Posted Sales Invoice, etc. (note: there is no Posted Sales Invoice in the drop-down list; use Invoice instead).
Using the RoleTailored Client?
Report Selection menu items are fragmented in the RTC. What I mean by this is, Sales Report Selections are found under Departments > Administration > Application Setup > Sales & Marketing > Sales > Tasks > Report Selections Sales, while Purchase Report Selections are found in its respective Application Setup area.
So I find that it’s much easier to just use the Search bar (available in NAV 2009 SP1 and R2) and type in Report Selection and select the appropriate one from the search results in the drop-down. (see screenshot below).
It’s just that simple – armed with this knowledge, it’s very easy to print your custom report instead of the default NAV report.
Have a wonderful day!