Business Central reports use built-in templates that can be customized using either RDLC or Word layouts. While the default Word templates typically display the company image from Company Information, you can also add additional graphics to create reports that better reflect your organization's branding and business processes. Custom report layouts allow you to:

• Add logos, graphics, and branding elements
• Adjust the appearance and structure of reports
• Create multiple layouts for the same report
• Assign different layouts to different companies
• Quickly switch between layouts when needed

Identifying the report to customize

Before modifying a report layout, locate the report you want to customize. For a sales order confirmation:

1. Open a sales order.
2. Select the confirmation report option.
3. Note the Report Layout ID displayed on the screen.
4. Use this report ID to locate the corresponding layouts within Custom Report Layouts.

This report ID identifies the exact report template that needs to be modified.

Creating a custom report layout

Built-in layouts provided by Microsoft cannot be edited directly. Instead, create a copy and customize that version. To create a custom layout:

1. Open Custom Report Layouts.
2. Search for the report ID.
3. Locate the desired built-in layout.
4. Select New and choose Copy.
5. Create a duplicate of the built-in layout.

Creating a copy preserves the original layout and gives you a version you can edit safely.

Exporting the layout to Word

Once the custom copy has been created:

1. Highlight the custom layout.
2. Select Layout.
3. Choose Export Layout.

The layout opens as a Word document, allowing you to make changes using familiar Word editing tools.

Adding additional images

Business Central can dynamically display images that are linked to system data, such as the company logo. However, setting up additional dynamic image links often requires developer involvement. For simple branding updates, it is often easier to insert images directly into the Word layout. Examples include:

• Thank-you graphics
• Promotional images
• Company branding elements
• Seasonal messaging
• Static marketing graphics

To add an image:

1. Insert the image directly into the Word document.
2. Resize and position it as needed.
3. Adjust spacing and formatting.
4. Save the modified Word file.

These images become part of the report layout and do not rely on data stored within Business Central.

Importing the updated layout

After saving the Word document:

1. Return to Business Central.
2. Select the custom layout.
3. Choose Import Layout.
4. Browse to the saved Word file.
5. Import the updated version.

The modified layout is now available within Business Central.

Assigning the layout to the report

Importing a layout does not automatically make it active. To assign the layout:

1. Open Report Layout Selections.
2. Search for the report ID.
3. Open Select Layout.
4. Choose the custom layout you imported.
5. Confirm the selection.

This tells Business Central which layout to use when the report is generated.

Testing before deployment

Always test modified reports before making them available in production. When previewing the report, review:

• Page breaks
• Image positioning
• Layout consistency
• Customer name lengths
• Address lengths
• Item line counts
• Overall appearance

Small design changes can affect how reports print when different amounts of data are included. For example, an image that appears correctly on one document may cause an additional page to be generated when a larger order is printed.

Troubleshooting layout issues

If the report does not appear as expected:

• Return to the Word layout and make adjustments.
• Re-import the updated version.
• Preview the report again.
• Repeat testing with different sales orders.

Testing with multiple scenarios helps ensure the layout performs consistently.

Reverting to a previous layout

If a custom layout does not meet expectations, switching back is straightforward. Simply:

1. Open Report Layout Selections.
2. Select the report.
3. Choose a different layout.
4. Save the change.

The report immediately returns to using the selected layout.

Restricting layouts by company

Organizations with multiple companies can restrict layouts to specific companies. Within Custom Report Layouts, use the Company Name field to:

• Allow a layout to be used by all companies when left blank
• Restrict a layout to a specific company when a company name is entered

This is useful when different companies require different branding or document formats while sharing the same Business Central environment.

Key takeaways

• Built-in report layouts cannot be edited directly and should be copied before customization.
• Word layouts provide a simple way to personalize reports without development work.
• Additional graphics can be inserted directly into Word templates as hard-coded images.
• Report layout selections determine which layout Business Central uses.
• Thorough testing is essential to ensure reports print correctly across different scenarios.
• Layouts can be assigned broadly across companies or limited to specific companies as needed.