To Receive CPE Credit - · PDF fileTo Receive CPE Credit ... training@bkd.com within 24 hours...

1

Using & Creating SmartLists in Dynamics GP

Charles AllenSenior Managing ConsultantBKD Technologiescallen@bkd.com May 25, 2017

To Receive CPE Credit

• Participate in entire webinar• Answer attendance checks & polls when they are provided• If you are viewing this webinar in a group

o Complete group attendance form with Title & date of live webinar Your company name Your printed name, signature & email address

o All group attendance sheets must be submitted to training@bkd.com within 24 hours of live webinar

o Answer attendance checks & polls when they are provided

• If all eligibility requirements are met, each participant will be emailed their CPE certificates within 15 business days of live webinar

2

Introduction

Charles Allen• Senior managing consultant• More than 27 years of experience• Microsoft MVP

Agenda

• Introduction• SmartList• SmartList Designer• A Few More Items• Q&A

3

SmartList

SmartList

• Built-in SmartLists• SmartList Data Sources• Searching Data• Selecting Columns• Creating Favorites• Exporting to Excel• SmartList Options

4

Built-in SmartLists

Analytical Accounting*

Company Field Service Financial

Fixed Assets Human Resources Inventory Manufacturing

Payroll Project Accounting Purchasing Sales

*Analytical Accounting SmartLists must be created using the AA Options window

Data Sources

• See Chapter 33 of the Dexterity Dynamics GP Integration guide for details on each SmartList’s data source

• Example of informationObject type value 13

Constant SMARTLIST_OBJECTTYPE_ACCOUNTSUMMARY

Tables GL10110 – GL_Account_SUM_MSTRGL10111 – GL_Account_SUM_HISTGL00100 – GL_Account_MSTR

Joins GL10110 left-outer join to GL00100GL10111 left-outer join to GL00100

5

Searching for Data

• Search is like a query• Up to four criteria can be entered• Two types of queries

o Match All – all search criteria must be true for any records to appear

o Match 1 or More – only one search criteria must be true

• A column does not have to be displayed to use it in Search

Searching for Data

• Match All – all conditions must be true

• Good when searching two different fields

6

Searching for Data

• Match 1 or More – only one search condition must be true

• Good use for searching for two values of same type of data

Searching for Data

• Use the Any Field option to search ALLcolumns, not just those displayed

7

Searching for Data

• Click the search description under the SmartList to open the Search window

Selecting Columns

• Two optionso Click the Columns button on the ribbon o Click the Columns button from the Search window

• Columns can be rearranged• Columns can be renamed – for this SmartList only • Columns can be added/removed

8

Selecting Columns

• Click the Columns button on the toolbar

• Click Add• Type part of the column

name in the Find Next button

• Click on one of the fields & type the first letter of the column you’re seeking

Selecting Columns – Renaming

• Click the Columns button on the toolbar

• Click on the column in the Display Name column

• Type the name you want to display

• Only valid for current SmartList

9

Selecting Columns – Change Order

• Click the Columns button on the toolbar

• Click on the column you want to move

• Click the arrow buttons on the right side of the window

Creating Favorites

• Save search & column selections • Can be saved to be visible to …

o You onlyo Your user classo The companyo The system

• Can be used as a Reminder on the home page

10

Creating Favorites

• Set the Search criteria• Select the columns• Click the Favorites

button• Name the favorite• Select the visibility• Click Add

Modifying a Favorite

• Make sure you click on the favorite you want to modify

• Change the search & columns

• Click the Favorites button

• Click the Modify button

11

Removing a Favorite

• Make sure you click on the favorite you want to remove

• Click the Favorites button

• Click the Remove button

Exporting to Excel

• Make sure the status of the SmartList is Completed BEFORE exporting data

• Click the Excel button

12

Exporting to Excel

• Exported file is in a temporary folder – save to the real folder

• Formatting will vary based on GP version or setting in Dex.ini

• GP 2013 introduced exporting numeric values with five decimal places

• GP 2016 introduced exporting numeric values as numbers

• Setting in Dex.ini offers SmartList formatting option

Exporting to Excel

• SmartList Solutions can be used to manipulate data when exporting to Excel

• SmartList Solutions use Excel macros • Example: export data & then create subtotals• Example: export data & format data

13

Exporting to Excel

SmartList Options

• Used to set default information for SmartLists• Number of records• Columns to display • Order of columns• Default action for double-clicking

14

SmartList Options

• Used to set default information for SmartLists

• Number of records• Columns to display • Order of columns• Default action for double-

clicking

SmartList Designer

15

SmartList Designer

• Creating a SmartList

• Creating an Excel Report

• Assigning Security

Creating a SmartList

• Click on the folder in which the new SmartList should be located

• Click the New button on the toolbar

16

Creating a SmartList

• Enter a name for the SmartList• Select the table columns for the SmartList• Create calculated columns• Create relationships• Create filters• Create Go To

Creating a SmartList

17

Creating a SmartList

• Select columns from any table visible within GP

• Select columns from SQL views• Format numeric columns

Creating a SmartList

• Calculated fields can be created

• Different types (Numeric, String, etc.) can be created

• Use other functions• To add the field to the

visible fields, click the OK button on the Calculated Fields window

18

Creating a SmartList

• Create relationships between tables• Use Auto Link to create relationships or manually

create them

Creating a SmartList

• Go Tos can be created to provide users the ability to view data in other locations

19

Creating a SmartList

• Name the Go To• Select the information for

the Go To

Creating a SmartList

• Multiple Go Tos can be created

• A default Go To can be selected

20

Creating a SmartList

• A SmartList can be created using an existing SmartList & SmartList favorite

• Click on the item to be used & click the New button• The columns displayed in the existing SmartList or

SmartList Favorite (2016 only) will be defaulted• Additional columns can be selected

Creating an Excel Report

• Excel Reports can be created using SmartList Designer

• The SmartList must be based on a SQL view • Once a SmartList is created, use the Publish option in

SmartList to create the Excel report

21

Creating an Excel Report

Creating an Excel Report

22

Creating an Excel Report

Assigning Security

• New SmartLists• Use the Security Task

Setup window to assign security for custom (or any) SmartLists

23

Assigning Security

• Excel Reports• Must use SQL Server

Management Studio to grant access to the SQL view being used

• Modify rpt roles or create custom roles

Security for Creating SmartLists

• Who can use SmartList Designer? • ADMIN_SYSTEM_SL06* task• IT OPERATIONS MANAGER* role

24

SmartList Designer Security

A Few More Items

• What you can’t do with SmartList Designero Summaries o Multicompany o Restrictions based on userso SmartLists including WORK, OPEN & HIST at the same timeo Set formats for column types other than numeric typeso Create Go Tos tied to specific records

25

Questions

BKD Technologies Support Center

• Microsoft Dynamics GP – 877.253.7778GPsupport@bkd.com

• Monday–Friday, 8 a.m.–5 p.m. Call Support Center toll-free

26

Stay Connected

Follow us on

Twitter

Join us on

LinkedIn

dynamicsGPinsights.com

At Dynamics GP Insights you can read articles, watch webinars & join

conversationsView

videos on YouTube

The information contained in these slides is presented by professionals for your information only. Applying specific information to your situation requires careful consideration of facts & circumstances. Consult your BKD advisor before acting on any matters covered herein or in these seminars

BKD, LLP is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: www.nasbaregistry.org

Continuing Professional Education (CPE) Credits

27

CPE Credit

• CPE credit may be awarded upon verification of participant attendance

• For questions, concerns or comments regarding CPE credit, please email the BKD Learning & Development Department at training@bkd.com

Charles Allen | Senior Managing Consultant | 713.499.4629 | callen@bkd.com