Every report in Business Central uses a report layout to control how data is printed and arranged. When you need to select report layout settings for a specific report, Business Central gives you full control. You create the layout entry, import the file, and assign it to the correct report in three steps.
What Is a Report Layout in Business Central?
A report layout controls the visual structure of a printed or exported Business Central report. It sets the position of fields, headers, logos, and data columns. Specifically, every customer-facing document – invoices, credit memos, and order confirmations – relies on a layout to look the way it does.
Business Central supports two layout formats: Word and RDLC. In practice, Word layouts are straightforward to edit and suit everyday business documents well. RDLC layouts handle more complex formatting. Indeed, they work best when precise column positioning or built-in calculations are required. When you select report layout for a report, the format you choose determines what kind of file you import.
Moreover, custom layouts let you brand every document your business sends out. For example, you can add a company logo, adjust font styles, or rearrange field positions. In practice, most companies use at least one custom layout for their sales invoice and purchase order reports.
The Two Pages You Need
Business Central keeps layout management across two separate pages. The Custom Report Layouts page is where you create entries and import layout files. The Report Layout Selection page is where you select report layout assignments. That second page links a layout to a report, so Business Central knows which layout to use when that report runs. Knowing which page does which job saves time when you work through the steps below.
Step 1: Create a New Custom Report Layout Entry
First, open the Custom Report Layouts page in Business Central. Select New from the navigation menu. Business Central asks for two things: the report ID and the layout format.
The report ID is the number Business Central uses to identify each report internally. Simply enter the ID and select Word or RDLC as the format type. Then click OK. Business Central creates a blank layout entry in the list.
Next, update the description. Change it from the default to a clear, recognizable name. Later, when you select report layout on the Report Layout Selection page, this description appears in the drop-down list. A good name – like Sales Invoice – NAV SEAL Custom – makes it easy to pick the right one at a glance.
If you work with a layout file from NAV SEAL, the report ID is in the delivery notes. Otherwise, find it on the Reports and Analysis page. Alternatively, run the report and open its properties to locate the ID there.
Step 2: Import the Layout File
After creating the layout entry, select it in the list. Then select Layout from the navigation menu and choose Import Layout. Press Choose to open a file browser and select the layout file from your hard drive.
Business Central accepts .docx files for Word layouts and .rdlc files for RDLC layouts. The file extension must match the format you set in Step 1. For instance, a .docx file needs the Word format type, not RDLC. If the format does not match, Business Central returns a validation error. Fix the format type or swap the file before trying again.
Once imported, Business Central stores the layout in the database. You no longer need the original file on your hard drive. Additionally, Business Central tracks which version of a layout is currently active, so you can import an updated version later without losing the previous one. Furthermore, the layout travels with the database during backups and migrations. So there is no risk of losing it when you move environments.
In some cases, a report may already have a built-in layout. However, that default layout stays untouched unless you specifically select report layout to override it on the Report Layout Selection page. In other words, creating and importing a layout does not change the active layout by itself – that step comes next.
Step 3: Select the Report Layout for the Target Report
Now open the Report Layout Selection page. Search for the report ID you want to update. Find the row for that report and click the Layout Type column. Select Custom Layout from the drop-down menu.
Once you choose Custom Layout, a second column activates: Custom Layout Description. Select the layout you created and imported in Steps 1 and 2. Business Central assigns it immediately. Additionally, no restart is needed – the change takes effect for all users in the current company right away.
This is the step where you fully select report layout for the report. The assignment is per-report and per-company. So if your environment runs multiple companies, repeat this step in each company where the new layout should apply.
Finally, run the report to verify the output. Check that the new layout is in use and the document looks as expected. If the old layout still appears, return to Report Layout Selection and confirm the Custom Layout Description points to the right entry. It is common to find multiple versions of the same layout name in the list – especially after repeated imports.
Similarly, if users in another company report that their document still shows the default layout, check the Report Layout Selection page for that company. Each company maintains its own layout assignments in Business Central.
Also, keep in mind that users can change the report layout themselves at the time of printing. Business Central allows individual users to select report layout overrides from the report request page. As a result, a user-level selection can override the company-level assignment. If you want to lock down the layout for all users, restrict that option through permission sets. Otherwise, train users to leave the layout field at its default when they run the report.
Wrapping Up: Why You Should Select Report Layout Carefully
Overall, the process to select report layout in Business Central comes down to three clear steps. Create the entry on the Custom Report Layouts page, import the layout file, then assign it on the Report Layout Selection page.
Specifically, the assignment step matters most. Creating and importing a layout has no visible effect until you select report layout on the correct page for the right report. That final assignment is what changes what users and customers see.
Reports sent to customers and vendors carry your company’s first impression. Consequently, keeping custom layouts well-maintained – and correctly assigned – protects the consistency of every document that leaves your system.
If you need help designing a custom report layout or understanding which reports in your system support customization, NAV SEAL can help. We design and implement custom layouts for Business Central as part of our support and implementation services.
For more Business Central guides and tutorials, visit NAV SEAL Blog and watch more videos on our YouTube Channel.
