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The net change amount is incorrect when you run the Historical Trial Balance report in Microsoft

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This article helps you work around the problem that occurs when you run the Historical Trial Balance report in Microsoft.

Applies to:   Microsoft Dynamics GP
Original KB number:   863465

Symptoms

When you run the Historical Trial Balance report in Microsoft Dynamics GP or in Microsoft Business Solutions - Great Plains 8.0, the net change amount is incorrect. This problem occurs if the value in the Subtotal By field is Period.

When this problem occurs, the net change amount in the report does not match the net change amount in the Historical Summary window.

Workaround

To work around this problem, follow these steps.

Step 1: Change the Net Change Sub field by using the Report Writer

To do this, follow these steps:

  1. Print the report again by setting the report destination to Screen.
  2. In the report, click Modify to open the Report Writer.
  3. In the Report Layout window, double-click in the Net Change Sub field in the F2 section.
  4. In the Reports Field Options window, click Last Occurrence in the Display Type pane.
  5. Close the Report Layout window, and then click Yes when you are prompted to save the changes.
  6. On the File menu, click Microsoft Dynamics GP or Microsoft Business Solutions - Great Plains.

Step 2: Grant access to the report

If you use Microsoft Dynamics GP 10.0, follow these steps:

  1. Create an identifier (ID) to print the changed report. To do this, follow these steps:
    1. On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then click Alternate/Modified Forms and Reports. If you are prompted for the system password, type the system password.
    2. In the Alternate/Modified Forms and Reports window, enter the identifier in the ID field, and then type a description in the Description field.
    3. In the Product list, click Microsoft Dynamics GP.
    4. In the Type list, click Reports.
    5. Expand Financial, expand Trial Balance History Per Period, and then click Microsoft Dynamics GP (Modified).
    6. Click Save.
  2. Assign the security to print the changed report to the ID. To do this, follow these steps:
    1. On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then click User Security. If you are prompted for the system password, type the system password.
    2. In the User field, enter the user account that you use.
    3. In the Company field, enter the company that you use.
    4. Click the drop-down arrow in the Alternate/Modified Forms and Reports ID field, and then click the ID that you created in step 1.
    5. Click Save.

If you use Microsoft Dynamics GP 9.0 or Microsoft Great Plains 8.0, use one of the following methods.

Method 1: Use the Advanced Security tool

To use this method, follow these steps:

  1. On the Tools menu, point to Setup, point to System, and then click Advanced Security. If you are prompted for the system password, type the system password.
  2. Click View, and then click by Alternate, Modified and Custom.
  3. Expand Microsoft Dynamics GP or Microsoft Great Plains, expand Reports, and then expand Financial.
  4. Expand the Trial Balance node that you changed.
  5. Click Microsoft Dynamics GP (Modified) or click Microsoft Great Plains (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 are for the current user and for the current company. However, you can select additional users in the User area of the Advanced Security window. You can select additional companies in the Company area of the Advanced Security window.

Method 2: Use the Standard Microsoft Dynamics GP Security tool

To use this method, follow these steps:

  1. On the Tools menu, point to Setup, point to System, and then click Security. If you are prompted for the system password, type the system password.|
  2. In the User ID list, click the user ID for the user who you want to have access to the report.
  3. In the Type list, click Modified Reports.
  4. In the Series list, click Financial.
  5. In the Access List box, double-click the report that you changed, and then click OK.

    When you do this, an asterisk (*) appears next to the report name.

Steps to reproduce the problem

  1. On the Inquiry menu, point to Financial, and then click History Summary.
  2. In the Account field, enter 000-1100-00.
  3. In the Year list, click a historical year. For example, click 2000.
  4. Notice the listed net changes.
  5. On the Reports menu, point to Financial, and then click Trial Balance.
  6. In the Reports list, click Detailed.
  7. In the Options pane, click the option that you want to use, and then click Modify.
  8. In the Trial Balance Report Options window, click to select the Posting Accounts check box under Include, click History in the Year pane, set the historical year that you use, and then click Period in the Subtotal By field.
  9. Set segment 1 of the report to 000, set segment 2 of the report to 1100, and then set segment 3 of the report to 00.
  10. Click Print.
  11. Compare the net changes in the report with the net changes in the History Summary Inquiry window that you noticed in step 4.

    When you do this, you may notice that the net change for the period that you selected is equal to the first recorded journal entry amount of the next period.