USER ID on a Great Plains general journal entry

Question

USER ID on a Great Plains general journal entry

texbetty (Vendor)

(OP)

24 Apr 13 15:00

I would like to view or see the USER ID on a general journal entry.... in Great Plains. I can pull up the entry via the audit trail code or the journal entry #.... but it does not show or print out the USER ID for that particular journal entry. Is there another way to see this info? thanks, b.p.

VictoriaYudin (IS/IT--Management) · Answer 1 · 2013-04-26 05:20:16

You can see this in SmartList. Under the Financial | Account Transactions there are columns available to add for Last User and User Who Posted.

Victoria Yudin
Dynamics GP MVP 2005 - 2013
Use Crystal Reports and SSRS with GP:
http://www.GPReportsViewer.com/GP-Reports-Viewer
blog: http://victoriayudin.com

MBresnan (TechnicalUser) · Answer 2 · 2013-05-22 13:24:08

Victoria (love your blog btw),
Not to derail, but what determines who is "Last User"? Our parent company wants us to show the user who created, and user who approves(posted) a particular journal entry in a report. I would think, as long as the manager is posting via the batch, and not getting into and/or changing the entry itself, these two fields would be creator/poster. However when we run a smartlist, we often get the same user ID in both fields.

VictoriaYudin (IS/IT--Management) · Answer 3 · 2013-05-23 07:33:17

Thanks for your kind words! Unfortunately, I do not know the logic used to determine these. I also suspect it may differ by GP version, but have no concrete proof of that. There are 2 ways I can think of to answer this more definitively:
1. Open a support incident with GP Support. They should (hopefully) be able to look at the code and give you the exact answer of how these are populated.
2. Test this yourself with all possible variations of what could happen.

One other thought - since GP does not track a 'created user' and that is really what you want, another option may be to make sure that when your users create journal entries, they are always in a batch and the batch ID always has the user initials or some other identifier in place. (Or maybe put that identifier in the reference field instead - just do not use the batch comment, that's not saved.) This way you can report on the data you know is there and populated as you want it to be. A slightly more complicated option (but possibly preferable, as it does not require users to do anything) would be to create a SQL trigger and a custom table to track this data.

Victoria Yudin
Dynamics GP MVP 2005 - 2013
Use Crystal Reports and SSRS with GP:
http://www.GPReportsViewer.com/GP-Reports-Viewer
blog: http://victoriayudin.com

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USER ID on a Great Plains general journal entry