Dynamics GP SmartList Lab. Matt Mason

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1 Dynamics GP SmartList Lab Matt Mason

Exercise 1 - Warmup Exercise Income Statement Accounts Open SmartList Screen: Microsoft Dynamics GP SmartList Choose + next to Financial folder Click on

3 Exercise 1 - Warmup Exercise Income Statement Accounts Open SmartList Screen: Microsoft Dynamics GP SmartList Choose + next to Financial folder Click on Accounts folder Add a Column Click Columns icon-top of window. Change Column Display window opens Click Add button Find Typical Balance field. Select. Click OK.

4 TIP: Put cursor on first field (Accounts). Type T (first letter of Typical Balance). This will take you right to the first T in the list, which happens to be Typical Balance Change the Order of Columns Click Typical Balance field. Click Up button. Click OK

5 Limit to just Income Statement accounts Click Search icon-top of window. Search Definition 1: Click Magnifying Glass to right of Column Name Select Posting Type. Click OK. Make Filter is equal to Profit and Loss. (Change from Balance Sheet) Click OK icon.

7 Save as Favorite Click Favorites icon-top of window. Name: Type in Income Statement Accounts. Click Add button, then Add Favorite option Click Right arrow upper left part of window (below icons) to see where this saves. BONUS! Export to Excel Click Excel icon Cool, huh?

Exercise 2 Lookup by Invoice Number Open SmartList Screen: Microsoft Dynamics GP SmartList Choose + next to Purchasing folder Click on Payables Transactions folder Search for a particular check Click

8 Exercise 2 Lookup by Invoice Number Open SmartList Screen: Microsoft Dynamics GP SmartList Choose + next to Purchasing folder Click on Payables Transactions folder Search for a particular check Click Search icon-top of window Search Definition 1: Click Magnifying Glass to right of Column Name Select Vendor ID and click OK Set Filter to Contains Type Ace (for Ace Travel) Search Definition 2: Click Magnifying Glass to right of Column Name Select Document Type and click OK. Keep Value of Invoice Search Definition 3: Click Magnifying Glass to right of Column Name Select Document Number and click OK. Type This is the invoice number we re looking for. Click OK

9 Verify there s an invoice there Did it get paid? Double-click on invoice. Click Apply button in lower-right corner. Globalize it and Save As Favorite Click Search icon-top of window Vendor ID: Remove Ace. Make it blank. Document Number: Remove Make it blank. Click OK.

10 This will make your SmartList empty. That s OK. Click Favorites icon-top of window Type Lookup Vendor and Invoice Click Add, then Add as Favorite To Use in Future, double-click on Lookup Vendor and Invoice. The Search definitions box will appear. Fill in a Vendor and Invoice number when you want to use it

Exercise 3 Using a SmartList in conjunction with the Letter-Writing Assistant Purpose: To compile a request for W-9 letter to print only for those 1099 vendors who do not have a social security

11 Exercise 3 Using a SmartList in conjunction with the Letter-Writing Assistant Purpose: To compile a request for W-9 letter to print only for those 1099 vendors who do not have a social security number filed with you. Open SmartList Screen: Microsoft Dynamics GP SmartList Choose + next to Purchasing folder Click on + next to Vendors folder Choose 1099 Vendors* Favorite Add a Column Click Columns icon-top of window. Change Column Display window opens Click Add button Find Tax ID field. Select. Click OK. Click OK again.

Notice that most of the 1099 vendors are missing Tax ID s. Create Search Filter to only display vendors without Tax ID s Click Search icon-top of window.

12 Notice that most of the 1099 vendors are missing Tax ID s. Create Search Filter to only display vendors without Tax ID s Click Search icon-top of window. Search Definition : KEEP THIS AS IS Search Definition 2: Click Magnifying Glass to right of Column Name Select Tax ID Number. KEEP VALUE BLANK. Click OK. Save as Favorite Click Favorites icon-top of window. Name: Type in 1099 Vendors without Tax IDs. Click Add button, then Add Favorite option

13 Open up Letter-Writing Assistant Screen: Purchasing Cards Vendor Click Write Letters icon Click Prepare a Vendor Letter.

14 In the next window, Change option from All Vendors to SmartList Selection. Highlight your newlycreated Favorite, 1099 Vendors without Tax ID s. Click Next. Letter Template: Choose Request for W-9. Click Next. Click Next to choose all the vendors from your Favorites list.

15 Sign your name and title to complete the Letter-Writing Assistant. Click Finish Voila! Your letters are ready to print/mail, or .

16 Exercise 4 Adding a SmartList Favorite as a Reminder Purpose: To put it on your Home Page Click Home from your Navigation Page. In the To Do section, click New Reminder.

17 Under Custom Reminders, click New button.

18 Under SmartList Favorite, click Magnifying Glass to right

19 Scroll down or Find by Name Past Due Customer Transactions Click Select

Mark Total of Column radio button Drop down field to right of this, and choose Current Amount Change criterion to Is Greater Than. Keep number at 0.00 Click OK. Click OK again.

20 Mark Total of Column radio button Drop down field to right of this, and choose Current Amount Change criterion to Is Greater Than. Keep number at 0.00 Click OK. Click OK again. Click the Refresh button at top right of your Home Page. Your new reminder will show up in the Reminders section with the Total of how much is currently past due. Double-click to access your SmartList Favorite

21 Exercise 5 Adjusting Default Settings for SmartList Screen: Administration Setup System SmartList Options NOTE: Will need System Password to do this Smartlist to modify: Accounts Mark Main Account Segment Change Maximum records from 1,000 to 10,000 Click OK.

22 Open SmartList Screen: Microsoft Dynamics GP SmartList Choose + next to Financial folder Click on Accounts folder View that you can now see Main Segment View that the Smartlist is looking for 10,000 records

23 Exercise 6 Creating a Custom SmartList with SmartList Designer Example: To create a new SmartList with Employee Pay Rates Open SmartList Screen: Microsoft Dynamics GP SmartList Choose on Payroll folder Click New icon-top of Window List Name: Pay Rates Pick tables and fields to put on the SmartList: (in order of how they should appear) Microsoft Dynamics GP click + Tables click + Payroll click + o Payroll Pay Code Master click + Employee ID o Payroll Master click + Last Name First Name o BACK TO Payroll Pay Code Master Pay Record Inactive Pay Amount Relationship middle of window. Click Auto Link Click Execute Query to see your results

24 Click OK. Your Smartlist will appear as its own folder:

Create Search Filter to only HOURLY and SALARY IDs Click Search icon-top of window. Search Definition 1 : Click Magnifying Glass to right of Column Name Select Pay Record.

25 Create Search Filter to only HOURLY and SALARY IDs Click Search icon-top of window. Search Definition 1 : Click Magnifying Glass to right of Column Name Select Pay Record. Filter: Is Equal To Value: Type in HOURLY Search Definition 2: Click Magnifying Glass to right of Column Name Select Pay Record. Filter: Is Equal To Value: Type in SALY MOST IMPORTANT: Search Type: Change to Match 1 or more

26 Click OK. You should see all employees Base Pay Save as Favorite Click Favorites icon-top of window. Name: Type in Employees Base Pay. Click Add button, then Add Favorite option

27 SmartList Defaults Everybody Should Change Accounts Add Main Segment Add Typical Balance Fixed Asset Books Add LTD Dep Add Basis Add Dep to Date Add Orig Life Years/Days Dep Method Payables transactions Add Document Amount Add Vendor Name Past Due Payables Favorite Add Search filter: Void = No filter Vendors Add Vendor Status Vendor Balance Favorite Add Search filter: Current Balance <> 0 Customers Add Inactive Customer Balance Favorite Add Search filter: Current Balance <> 0 Receivables Transactions Add Document Amount Remove Sales Amount Sales Transactions Add Document or Posting Status? (What s the difference?) Remove Primary ShipTo Address Change Default Number on Master lists

Microsoft Dynamics GP Tip: Using SmartList to Create Custom Reminders

Microsoft Dynamics GP Tip: Using SmartList to Create Custom Reminders For help with this and other Great Plains Tips and Tricks, contact: CAL Business Solutions Inc. 200 Birge Park Road Harwinton, CT 06791-1909 Phone: 860-485-0910 Fax: 860-485-0923 support@calszone.com Microsoft