Step-by-Step Guide to Creating Reports for Dynamics GP Using SQL Reporting Services

SQL Server Reporting Services helps you make reports that update right away. You can use SSRS with Dynamics GP to look at your business data in charts and tables you can change.

With SSRS, you get these good things:

• Make important business numbers fast

• Learn about your data to make smarter choices

• Look at new and old data to guess future trends

SSRS makes reporting easy and useful for everyone in your company.

Key Takeaways

• SQL Server Reporting Services (SSRS) lets you make reports that show business data fast.

• Make sure you have the correct software and permissions before you start. This helps everything work well.

• Connect SSRS to the Dynamics GP database in a safe way. This keeps your data safe and makes it easy to use.

• Use templates in SSRS to design your reports. This makes them look nice and simple to read.

• Check your reports carefully before you share them. This makes sure they are correct and work right.

Prerequisites

Before you start building reports, you need to set up the right tools and make sure you have the correct access. This helps you work smoothly with Dynamics GP and SSRS.

Software and Tools

You need a few key programs to create reports for Dynamics GP:

• SQL Server Reporting Services (SSRS): This tool lets you design and publish reports.

• SQL Server: This stores your Dynamics GP data.

• Microsoft Dynamics GP: You need access to the system where your business data lives.

• SQL Server Management Studio (SSMS): This helps you manage databases and logins.

Make sure you install these programs on your computer or server. Check that your versions match what your company uses for Dynamics GP.

Permissions

You need the right permissions to create and manage reports. Without these, you cannot see or use the data you need. Here is a table that shows the main roles you might need in SSRS:

Ask your IT team to give you these roles if you do not have them. This step keeps your work safe and organized.

Data Access

You must connect SSRS to the right Dynamics GP database. To keep your data secure, follow these steps:

1. Create a new SQL Server login for your data sources.

2. Log in to your SQL Server as a user with admin rights.

3. Open SQL Server Management Studio and connect to your server.

4. Go to Security, then Logins, and add a new login.

5. Map this login to the DYNAMICS database and assign the rpt_power user role.

6. Set your SSRS data sources to use this new login.

Tip: Using a special login for reporting keeps your Dynamics GP data safe and makes it easier to manage access.

Now you are ready to connect to your data and start building reports.

Connect to Dynamics GP Data

Database Access

You must link SSRS to the right Dynamics GP database first. Open SQL Server Management Studio to begin. Find your server in Object Explorer. Click the Databases folder to see more. You will find the DYNAMICS database and company databases there. These databases keep all your business data safe.

To make access secure, do these steps:

1. Open the Security folder in SQL Server Management Studio.

2. Right-click Logins and pick New Login.

3. Type a login name and password that fit your company’s rules.

4. Click OK to make the login.

5. Double-click the new login to see Login Properties.

6. Go to User Mapping. Check the DYNAMICS and company databases.

7. Add the user to the rpt_power user database role.

Tip: Use a special login just for reporting. This helps protect your Dynamics GP data and makes permissions easier to handle.

Data Source Setup

After making the login, set up the data source in SSRS. Open SQL Server Data Tools or Report Builder. Pick the option to add a new data source. Type the server name and choose SQL Server Authentication. Use the login and password you made before.

Here is a sample connection string you can use:

Data Source=YourServerName;Initial Catalog=DYNAMICS;User ID=YourLogin;Password=YourPassword

Test the connection to check if SSRS can reach the Dynamics GP database. If you get a success message, you can start making reports.

Note: Always make sure your data source uses the right database and login. This helps stop errors and keeps your reports working well.

Create Reports

Creating reports in SQL Server Reporting Services helps you turn your Dynamics GP data into clear, useful information. You will start by setting up a new project, designing the layout, and building the queries that power your reports.

New Project Setup

To begin, you need to set up your SSRS environment and connect it to Dynamics GP. Follow these steps:

1. Make sure SSRS is installed on your SQL server. If it is not, install it.

2. Configure SSRS so it is ready for use.

3. Open Dynamics GP. Go to Tools, then Setup, then System, and select Reporting Tools Setup.

4. Enter your Report Server URL and Report Manager URL.

5. Choose Deploy Reports to send the standard reports to your SSRS server.

6. If you see deployment issues, open your SSRS Report Server folder and edit the Web.Config file. Adjust the <httpRuntime> settings as needed.

7. Click Deploy Reports again.

8. Refresh your report server. You should see new folders and files for your reports.

9. In Dynamics GP, look for the new 'Report Server Reports' section under each module.

Tip: Always check that your SSRS and Dynamics GP versions match. This helps avoid errors during deployment.

Report Design

Designing your report layout is an important step. SSRS gives you several templates and sections to help organize your data. Here is a table that shows the most common sections you can use:

You can drag and drop fields from your dataset into these sections. Arrange your data in groups or tables to make it easy to read. Add charts or graphs to help users see trends and patterns.

Note: Use the layout customization features in SSRS to adjust fonts, colors, and spacing. This makes your reports look professional and easy to understand.

Query Building

Your report needs data. You get this data by writing SQL queries that pull information from your Dynamics GP database. Start by creating a new dataset in your report project. Write a query that selects the fields you need.

Here is a simple example:

SELECT TOP 10
    CUSTNMBR,
    CUSTNAME,
    BALANCE
FROM
    RM00101
ORDER BY
    BALANCE DESC

You can use filters and parameters to let users choose what data they want to see. For example, you can add a parameter for date range or customer name.

To make your reports run faster, follow these best practices:

• Use snapshots for reports that do not need real-time data. This saves time by reusing old results.

• Schedule large reports to run during off-peak hours with data-driven subscriptions.

• Monitor report performance using execution logs. Look for slow reports and improve them by adding indexes or tuning your queries.

• Track memory, disk, and CPU usage on your server. Adjust settings as needed to keep reports running smoothly.

Tip: Keep your queries simple and only select the fields you need. This helps your reports load faster and reduces strain on your server.

By following these steps, you can create clear, interactive, and fast reports that help your team make better decisions with Dynamics GP data.

Customize and Deploy

Add Parameters

Adding parameters to your reports makes them interactive and user-friendly. Parameters let users filter data, choose dates, or select specific records. You can follow these steps to add parameters in SSRS:

1. Right-click the Parameters folder in your report project and select Add Parameter.

2. Name your parameter and decide what prompt you want users to see.

3. Choose the data type for your parameter value, such as text, number, or date.

4. Decide if users can leave the parameter blank or set it to allow null values.

5. Choose if users can select more than one value at a time.

6. Set the visibility of the parameter: Visible, Hidden, or Internal.

7. Decide how to fill the parameter list. You can link it to a dataset or enter values manually.

8. Add Boolean parameters if you want to show or hide parts of your report based on user choices.

Tip: Well-designed parameters help users get the exact data they need without extra steps.

Preview and Test

Before you share your report, you need to make sure it works as expected. Testing helps you catch errors and confirm your data is correct. Use this checklist to preview and test your reports:

1. Make sure your test environment matches your real Dynamics GP setup.

2. Run your report and save the output. Check that all numbers and details look right.

3. Run the same report again to confirm nothing changed after updates.

4. Test by creating new records and running transactions in each Dynamics GP module. Make sure your report shows these changes.

You may face some common issues during testing. Here is a table to help you spot and fix them:

Note: If you see errors, check your permissions first. Many preview problems happen because of missing access rights.

Deploy in Dynamics GP

Once your report is ready, you need to deploy it so others can use it in Dynamics GP. Follow these steps to deploy your SSRS report:

1. Enable IIS and SQL Reporting Services on your Dynamics GP server.

2. Deploy your report using Visual Studio or Report Builder.

3. Open Dynamics GP and go to the Navigation bar. Find the 'reporting services reports' tab.

4. Select your report, set the parameters, and submit to view the results.

Tip: Make sure your server settings are correct before deploying. This helps your reports show up in the right place for users.

Share Reports

You have several ways to share your SSRS reports with your team:

• Users can view reports directly inside Dynamics GP or by using the Report Manager URL.

• You can set up email subscriptions so users get reports sent to their inbox automatically.

• If your team works remotely, use a VPN to access the SSRS report server.

• For cloud-hosted Dynamics GP, users can access reports from anywhere with the right permissions.

• You can also use tools like Management Reporter, OData, or Power BI for more sharing options.

Note: Sharing reports helps everyone stay informed and make better business decisions.

Troubleshooting and Tips

Common Issues

When you make or share reports for Dynamics GP with SSRS, you might have some problems. Knowing about these problems helps you fix them faster:

• Sometimes, not every report goes out right. This can happen if there are old deployment records or if SSRS settings stop the deployment.

• You may see errors because you do not have enough permissions, especially with SQL Express.

• Reports might not work if they take too long or if the request is too big.

• If Reporting Services is not set up right, reports may not run.

If you get errors, try these steps to fix them:

1. Restart Management Reporter services in the Management Reporter Configuration Console.

2. Check that accounts use the right posting type, like Balance Sheet or Profit and Loss.

3. Look at the same reporting periods in both Dynamics GP and Management Reporter.

4. Test reports with different setups to find broken report parts.

5. Print with the Legacy Provider to find data problems in Dynamics GP.

6. Check Multicurrency settings for both Functional and Reporting currencies.

7. Make sure GL Account Segment names are the same in all companies.

Tip: Most problems come from permissions or setup. Check these first to save time.

Best Practices

You can keep your SSRS reports correct and fast by following some best steps. Use this table to help you set up and take care of your reports:

To keep track of changes, make a version store table to log report edits. Use triggers to save new versions by themselves. You can even make a report that shows the change history, so you can go back to older versions if you need to.

Note: Good notes and version control help you handle reports as your business gets bigger.

---

You can make and share reports for Dynamics GP with SSRS by doing these steps: First, set up SQL Server Reporting Services and type in your server info. Next, pick your company database and add the report web addresses. Then, use the wizard to send out reports and change your company logo.

SSRS lets you use more than 90 ready-made reports. It is easy to set up and has features you can click and use. You can learn more by checking these resources:

SSRS helps you make better choices with live, changing reports. Try out extra features to get better at using SSRS.

FAQ

How do you update an SSRS report after changing your Dynamics GP data?

You open your report project in SQL Server Data Tools. Edit your dataset or query to match the new data. Save your changes. Redeploy the report to your SSRS server. Users will see the updated report in Dynamics GP.

---

Can you schedule SSRS reports to run automatically?

Yes, you can set up report subscriptions in SSRS. Go to Report Manager, select your report, and choose "Subscribe." Pick your schedule and delivery method. SSRS will send the report to your email or file share at the times you choose.

---

What should you do if your report does not show any data?

First, check your data source connection. Make sure your query returns results in SQL Server Management Studio. Review your report parameters. Sometimes, filters or incorrect values can hide data. Fix these issues, then preview your report again.

---

How can you add your company logo to a report?

In Report Builder or SQL Server Data Tools, insert an Image control in the header or footer. Upload your logo file. Adjust the size and position. Save and preview your report to see the logo.

---

Is it possible to export SSRS reports to Excel or PDF?

Yes, you can export reports directly from the SSRS viewer. Click the export button and choose Excel, PDF, or another format. Your report will download in the format you select.