Rajesh’s Complete Guide to Business Central Report Layouts: From Concept to Production Code



November 22, 2025

Introduction: The Unexpected Assignment

Rajesh Mehta, owner of Mehta Gifts & Stationery, had successfully transitioned his growing business to Microsoft Dynamics 365 Business Central with the help of Rohan, a talented AL developer. What started as a small local shop with manual notebooks had transformed into a thriving operation managing 500 customers and 200 products digitally.

One morning, Rajesh walked into Rohan’s workspace with a stack of printed reports from their new Business Central system.

“Rohan, these system-generated reports look… unprofessional. Our customers are used to the personalized touch we gave them before. Can you make these look like they came from Mehta Gifts & Stationery? You know—add our logo, match our brand colors, customize the columns for our gift items, maybe even set up automated email delivery for order confirmations?”

Rohan nodded confidently, but inside, his mind was racing. “Reports? Layouts? RDLC? Word? What’s the difference?” Where do I even start?

That evening, Rohan opened his laptop in the back office of Mehta Gifts & Stationery and began what would become a three-week deep dive into the world of Business Central Report Layouts. This is his story—and his complete technical guide.

Chapter 1: Understanding the Foundation: The Two Parts of Every Report

Rohan’s first discovery was fundamental: every Business Central report consists of two distinct parts:

1. Dataset (AL Code) – The “What”

Defines which data to fetch from the database
Written in AL programming language
Contains data items, columns, filters, and calculations
Lives in your AL extension code

2. Layout (RDLC/Word/Excel/HTML) – The “How”

Defines how the data should be presented visually
Can be created in various tools (Visual Studio, Word, Excel)
Controls fonts, colors, logos, formatting, page breaks
Can be customized per user or per company

Rohan sketched a simple diagram on a notepad at the Mehta store counter, showing Rajesh how customer data flows from Business Central tables through the dataset into beautifully formatted invoices.

Chapter 2: The Five Layout Types Explained

Rohan spent his first week researching each layout type while helping customers at the shop during the day. He created this comparison table:

Layout Type	Editor Tool	Best For	Skill Level	File Extension
RDLC	Visual Studio Report Builder	Official forms, invoices, checks, pixel-perfect designs	Advanced	.rdl / .rdlc
Word	Microsoft Word	Business letters, simple documents, user-editable reports	Beginner	.docx
Excel	Microsoft Excel	Financial analysis, pivot tables, data manipulation	Intermediate	.xlsx
Custom Layout	Any of the above	Company-specific branding, per-user templates	Varies	Various
HTML (Preview)	Code editor / Browser	Web-based reports, responsive designs, interactive dashboards	Advanced	.html

When to Use Each Layout Type

RDLC Layout – The Professional Choice

Fixed, pixel-perfect positioning
Complex calculations and expressions
Multi-page documents with precise page breaks
Government forms requiring exact formatting

Example: Tax forms, official invoices, bank checks

Word Layout – The User-Friendly Choice

Non-technical users can modify
Easy to add company logos and branding
Simple table structures
Quick prototyping

Example: Business letters, simple reports, contracts

Excel Layout – The Analytical Choice

Users can apply formulas and pivot tables
Direct export to Excel with formatting preserved
Financial reporting and analysis
Interactive data manipulation

Example: Budget reports, sales analysis, financial statements

HTML Layout – The Modern Choice

Responsive design for different screen sizes
Interactive elements (collapsible sections, clickable links)
Cloud-first organizations
Modern look and feel

Example: Web dashboards, online catalogs, interactive reports

Chapter 3: Building Your First RDLC Report – Step by Step

The Business Requirement

Rohan’s first task was to create a custom Sales Invoice report for Mehta Gifts & Stationery that included:

Company logo and branding with the distinctive orange and green colors
Customer details
Line items with gift descriptions and amounts
Subtotals and grand total
Professional formatting suitable for a gifts business

Step 3.1: Creating the Dataset in AL

Rohan opened Visual Studio Code and created a new report file:

AL

report 50550 "Mehta Sales Invoice"
{
Caption = 'Mehta Gifts Sales Invoice';
UsageCategory = ReportsAndAnalysis;
ApplicationArea = All;
DefaultLayout = RDLC;
RDLCLayout = './Layouts/MehtaSalesInvoice.rdl';
dataset
{
    dataitem(SalesHeader; "Sales Header")
    {
        DataItemTableView = SORTING("No.") 
                            WHERE("Document Type" = CONST(Order));

        column(DocumentNo; "No.") { }
        column(SellToCustomerName; "Sell-to Customer Name") { }
        column(SellToAddress; "Sell-to Address") { }
        column(SellToCity; "Sell-to City") { }
        column(PostCode; "Sell-to Post Code") { }
        column(OrderDate; "Order Date") { }
        column(CurrencyCode; "Currency Code") { }

        dataitem(SalesLine; "Sales Line")
        {
            DataItemLink = "Document Type" = FIELD("Document Type"),
                           "Document No." = FIELD("No.");
            DataItemLinkReference = SalesHeader;

            column(LineNo; "Line No.") { }
            column(ItemNo; "No.") { }
            column(Description; Description) { }
            column(Quantity; Quantity) { }
            column(UnitPrice; "Unit Price") { }
            column(LineAmount; Amount) { }
        }

        dataitem(CompanyInfo; "Company Information")
        {
            DataItemTableView = SORTING("Primary Key");

            column(CompanyName; Name) { }
            column(CompanyAddress; Address) { }
            column(CompanyCity; City) { }
            column(CompanyPostCode; "Post Code") { }
            column(CompanyPhoneNo; "Phone No.") { }
            column(CompanyEmail; "E-Mail") { }
        }
    }
}

requestpage
{
    layout
    {
        area(content)
        {
            group(Options)
            {
                Caption = 'Options';
                field(ShowAmounts; ShowAmounts)
                {
                    ApplicationArea = All;
                    Caption = 'Show Amounts';
                    ToolTip = 'Specifies if amounts should be displayed';
                }
            }
        }
    }
}

var
    ShowAmounts: Boolean;
}

Step 3.2: Designing the RDLC Layout

Rohan downloaded Microsoft Report Builder and followed these steps:

1. Generate the initial layout

In VS Code, right-click the report file
Select “Create Initial Layout”
This generates a basic .rdl file with all dataset columns

2. Open in Report Builder

Open the generated .rdl file in Report Builder
The Report Data pane shows all available columns

3. Design the invoice

Added Mehta Gifts & Stationery logo as an image
Created header section with company information in brand colors
Designed customer details section
Added a table (Tablix) for line items
Created footer with totals

4. Add expressions and calculations

= Sum(Fields!LineAmount.Value)&nbsp; // For subtotal = Fields!CompanyName.Value&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; // For company name

5. Format and style

Set fonts (Arial, 10pt for body, 14pt for headers)
Added borders and shading to tables matching the store’s branding
Set page margins and orientation

6. Save and test

Saved the .rdl file back to the project
Compiled and deployed the extension – Ran the report to test

The Result

When Rohan showed the report to Rajesh, his face lit up:

“Rohan, this is exactly what I imagined! It looks like it came from a professional printing company! The logo is perfect, the colors match our store, and it even calculates the totals correctly! Our customers will love receiving these!”

Rohan smiled—his first RDLC success for Mehta Gifts & Stationery.

Chapter 4: Word Layouts – Empowering End Users

The New Requirement

A week later, Priya from the accounting team approached Rohan:

“Rohan, this invoice looks great, but every time we need to change the logo for seasonal promotions or add a new field for gift wrapping options, we have to ask you. Can you make it so we can edit it ourselves in Word? Rajesh sir keeps asking us to update these things quickly.”

Rohan realized this was the perfect use case for Word Layouts.

Step 4.1: Creating a Word Layout

AL
report 50551 "Mehta Editable Invoice"
{
Caption = 'Mehta Gifts Editable Invoice';
UsageCategory = ReportsAndAnalysis;
ApplicationArea = All;
DefaultLayout = Word;
WordLayout = './Layouts/MehtaSalesInvoiceWord.docx';
dataset
{
    dataitem(SalesHeader; "Sales Header")
    {
        column(DocumentNo; "No.") { }
        column(CustomerName; "Sell-to Customer Name") { }
        column(OrderDate; "Order Date") { }

        dataitem(SalesLine; "Sales Line")
        {
            DataItemLink = "Document Type" = FIELD("Document Type"),
                           "Document No." = FIELD("No.");

            column(ItemNo; "No.") { }
            column(Description; Description) { }
            column(Quantity; Quantity) { }
            column(Amount; Amount) { }
        }
    }
}
}

Step 4.2: Designing in Microsoft Word

Rohan followed these steps:

1. Export the Word template

In Business Central, go to Report Layouts
Find report 50551
Click “Export Layout”
Save the .docx file

2. Open in Word and enable Developer tab

File → Options → Customize Ribbon
Check “Developer” tab

3. Insert merge fields

In Word, click Developer → Insert Merge Field
Select fields like <<DocumentNo>>, <<CustomerName>>

4. Create a repeating table for line items

<>
Item: <>
Description: <>
Quantity: <>
Amount: <>
<>

5. Add company logo and formatting

Insert → Pictures → Select Mehta Gifts & Stationery logo
Apply fonts, colors (orange and green brand colors), and styles
Add borders and shading

6. Save and upload

Save the .docx file
In Business Central, go to Report Layouts
Click “Import Layout” and upload your file

The Result

“Perfect! Now anyone in our team can update the logo for Diwali promotions or change colors for special occasions without coding!” exclaimed Priya, clearly relieved.

Rohan learned a valuable lesson: Sometimes the best solution is the one that empowers users like the Mehta team, not impresses developers.

Chapter 5: Excel Layouts – For the Data Analysts

Rajesh’s Request

During a monthly review meeting at the store, Rajesh said:

“Rohan, these PDF reports are nice, but I spend hours re-typing data into Excel to analyze which gift categories sell best during festivals. Can you give us reports that are already in Excel format with formulas pre-built so I can quickly see trends?”

Rohan discovered Excel Layouts—a feature that would be perfect for Rajesh’s analytical needs.

Step 5.1: Creating an Excel Layout

AL
report 50552 "Mehta Sales Analysis"
{
Caption = 'Mehta Gifts Sales Analysis';
UsageCategory = ReportsAndAnalysis;
ApplicationArea = All;
DefaultLayout = Excel;
ExcelLayout = './Layouts/MehtaSalesAnalysis.xlsx';
dataset
{
    dataitem(SalesHeader; "Sales Header")
    {
        column(DocumentNo; "No.") { }
        column(CustomerNo; "Sell-to Customer No.") { }
        column(CustomerName; "Sell-to Customer Name") { }
        column(OrderDate; "Order Date") { }
        column(TotalAmount; "Amount Including VAT") { }
        column(Status; Status) { }
    }
}
}

Step 5.2: Designing the Excel Template

Rohan created a sophisticated Excel template tailored for Mehta’s gift business:

1. Export dataset to Excel

Run the report with default layout
Export to Excel to see available columns

2. Create named ranges

In Excel, select the data range
Formulas → Define Name
Name it SalesHeader_DocumentNo, SalesHeader_TotalAmount, etc.

3. Add formulas

excel
=SUM(SalesHeader_TotalAmount) // Grand total
=AVERAGE(SalesHeader_TotalAmount) // Average order
=COUNTIF(SalesHeader_Status,"Open") // Count open orders

4. Create charts and pivot tables

Insert → PivotTable
Design charts showing gift category trends
Format professionally with Mehta branding

5. Upload to Business Central

Save the .xlsx file
Import as Excel Layout in Report Layouts

The Result

“This is incredible! Now I can run the report and immediately see which gifts are trending for wedding season versus festival season. You’ve saved me 10 hours per week!” praised Rajesh enthusiastically.

Chapter 6: Processing-Only Reports – Behind the Scenes

The Automation Challenge

Rajesh had a new requirement:

“Rohan, we’ve partnered with a local delivery service. They need a nightly export of all pending deliveries in CSV format. No printing needed, just the data file sent automatically.”

This is where Processing-Only Reports shine.

Step 6: Creating a Processing-Only Report

AL
report 50553 "Mehta Export Deliveries"
{
Caption = 'Export Pending Deliveries to CSV';
ProcessingOnly = true;
UsageCategory = ReportsAndAnalysis;
ApplicationArea = All;
dataset
{
    dataitem(SalesHeader; "Sales Header")
    {
        DataItemTableView = SORTING("No.") 
                            WHERE("Document Type" = CONST(Order));

        trigger OnAfterGetRecord()
        begin
            ExportLine();
        end;
    }
}

requestpage
{
    layout
    {
        area(content)
        {
            group(Options)
            {
                field(FilePath; FilePath)
                {
                    ApplicationArea = All;
                    Caption = 'Export File Path';
                }
            }
        }
    }
}

trigger OnPreReport()
begin
    TempBlob.CreateOutStream(OutStreamObj);
    OutStreamObj.WriteText('OrderNo,CustomerName,OrderDate,Amount' + LineBreak);
end;

trigger OnPostReport()
var
    FileManagement: Codeunit "File Management";
    InStreamObj: InStream;
    FileName: Text;
begin
    TempBlob.CreateInStream(InStreamObj);
    FileName := 'MehtaDeliveries_' + Format(Today, 0, '<Year4><Month,2><Day,2>') + '.csv';
    DownloadFromStream(InStreamObj, 'Export File', '', 'CSV Files (*.csv)|*.csv', FileName);
end;

local procedure ExportLine()
var
    LineText: Text;
begin
    LineText := SalesHeader."No." + ',' +
                SalesHeader."Sell-to Customer Name" + ',' +
                Format(SalesHeader."Order Date") + ',' +
                Format(SalesHeader."Amount Including VAT");

    OutStreamObj.WriteText(LineText + LineBreak);
end;

var
    TempBlob: Codeunit "Temp Blob";
    OutStreamObj: OutStream;
    FilePath: Text;
    LineBreak: Char;
}

Key Features of Processing-Only Reports

No layout required – Saves development time
Perfect for automation – Can be scheduled with Job Queue
File exports – CSV, XML, JSON, TXT
Data synchronization – Push data to external systems
Background processing – No UI interaction needed

Chapter 7: Advanced Techniques

Step 7: Automating Report Email Delivery

Rohan created a reusable procedure for emailing order confirmations to Mehta’s customers:

    AL
codeunit 50100 "Mehta Report Email Automation"
{
procedure RunReportAndEmailPdf(
ReportId: Integer;
RecRef: RecordRef;
ToEmail: Text;
Subject: Text;
Body: Text)
var
TempBlob: Codeunit "Temp Blob";
EmailMessage: Codeunit "Email Message";
Email: Codeunit Email;
InStreamObj: InStream;
OutStreamObj: OutStream;
FileName: Text;
begin
// Generate PDF
TempBlob.CreateOutStream(OutStreamObj);
Report.SaveAs(ReportId, '', ReportFormat::Pdf, OutStreamObj, RecRef);
// Prepare for email
    TempBlob.CreateInStream(InStreamObj);
    FileName := 'MehtaGifts_' + Format(ReportId) + '_' + Format(CurrentDateTime, 0, '<Year4><Month,2><Day,2>') + '.pdf';

    // Create and send email
    EmailMessage.Create(ToEmail, Subject, Body, false);
    EmailMessage.AddAttachment(FileName, 'application/pdf', InStreamObj);
    Email.Send(EmailMessage, Enum::"Email Scenario"::Default);

    Message('Report emailed successfully to %1', ToEmail);
end;
}

Appendix: Complete Code Examples & Resources

Quick Decision Tree

Need to create a report?
├─ Users edit frequently? → Word Layout
├─ Formal document? → RDLC Layout
├─ Data analysis? → Excel Layout
├─ Web/Interactive? → HTML Layout
└─ No visual output? → Processing-Only
```

Performance Tips

Use DataItemLink instead of Get() calls
Filter early with DataItemTableView
Only include necessary columns
Test with large datasets

Testing Checklist

Empty dataset
Single record
Large dataset (500+ records)
Special characters
Multi-language content
Email delivery
Print quality

Reports aren’t just technical components—they’re how your business communicates with the world.

Explore Other Blog Posts

Previous blog

Next blog