1. Dynamics GP SmartList and SmartList Designer
Dan Greer
Managing Consultant
BKD Technologies
May 25, 2017

2. Introduction Dan Greer Managing consultant
More than 16 years of experience in GP
More than 30 years in consulting

3. SmartList and SmartList Designer
Dan Greer
Managing Consultant
BKD Technologies
May 25, 2017

4. Agenda
Introduction
SmartList
SmartList Designer
A Few More Items
Q&A

5. SmartList

6. Poll Question 1
Do you use SmartList?
Yes No
I’m not sure

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

8. 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

9. Data Sources
See Chapter 33 of the Dexterity Dynamics GP Integration guide for details on each SmartList’s data source
Example of Information
Object type value 13
Constant
SMARTLIST_OBJECTTYPE_ACCOUNTSUMMARY
Tables
GL10110 – GL_Account_SUM_MSTR
GL10111 – GL_Account_SUM_HIST
GL00100 – GL_Account_MSTR
Joins
GL10110 left-outer join to GL00100
GL10111 left-outer join to GL00100

10. Searching for Data Search is like a query
Up to four criteria can be entered
Two types of queries
Match All – All search criteria must be true for any records to appear
Match 1 or More – Only one search criteria must be true
A column does not have to be displayed to use it in a Search

11. Searching for Data Match All – All conditions must be true
Good when searching two different fields

12. Searching for Data
Match 1 or More – Only one search condition must be true
Good use for searching for two values of the same type of data

13. Searching for Data
Use the Any Field option to search ALL columns, not just those displayed

14. Searching for Data
Click the search description under the SmartList to open the Search window

15. Poll Question 2
A column must be displayed in the SmartList to be used in a Search.
Yes No
I don’t know

16. Selecting Columns Two options Columns can be rearranged
Click the Columns button on the ribbon
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

17. 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 and type the first letter of the column your seeking

18. 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

19. 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

20. Creating Favorites Save search and column selections
Can be saved to be visible to…
You only
Your user class
The company
The system
Can be used as a Reminder on the Home Page

21. Creating Favorites Set the Search criteria Select the columns
Click the Favorites button
Name the favorite
Select the visibility
Click Add

22. Poll Question 3 Favorites can be used as Home Page Reminders? True
False
I don’t know

23. Modifying a Favorite
Make sure you click on the favorite you want to modify
Change the search and columns
Click the Favorites button
Click the Modify button

24. Removing a Favorite
Make sure you click on the favorite you want to remove
Click the Favorites button
Click the Remove button

25. Exporting to Excel
Make sure the status of the SmartList is Completed BEFORE exporting data
Click the Excel button

26. 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

27. Exporting to Excel
SmartList Solutions can be used to manipulate data when exporting to Excel
SmartList Solutions utilize Excel macros
Example: Export data and then create subtotals
Example: Export data and format data

28. Exporting to Excel

29. SmartList Options Used to set default information for SmartLists
Number of records
Columns to display
Order of columns
Default action for double-clicking

30. SmartList Options Used to set default information for SmartLists
Number of records
Columns to display
Order of columns
Default action for double-clicking

31. SmartList Designer

32. SmartList Designer Creating a SmartList Creating an Excel Report
Assigning Security

33. Creating a SmartList
Click on the folder in which the new SmartList should be located
Click the New button on the toolbar

34. 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

35. Creating a SmartList

36. Creating a SmartList Select columns from any table visible within GP
Select columns from SQL views
Format numeric columns

37. Poll Question 4 SmartLists can be created using SQL views. Yes No
I’m not sure

38. 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

39. Creating a SmartList Create relationships between tables
Use Auto Link to create relationships or manually create them

40. Creating a SmartList
Go To’s can be created to provide users the ability to view data in other locations

41. Creating a SmartList Name the Go To
Select the information for the Go To

42. Creating a SmartList Multiple Go To’s can be created
A default Go To can be selected

43. Creating a SmartList
A SmartList can be created using an existing SmartList and SmartList favorite
Click on the item to be used and click the New button
The columns displayed in the existing SmartList or SmartList Favorite (2016 only) will be defaulted
Additional columns can be selected

44. 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

45. Creating an Excel Report

46. Creating an Excel Report

47. Creating an Excel Report

48. Assigning Security New SmartLists
Use the Security Task Setup window to assign security for custom (or any) SmartLists

49. 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

50. Security for Creating SmartLists
Who can use SmartList Designer?
ADMIN_SYSTEM_SL06* task
IT OPERATIONS MANAGER* role

51. SmartList Designer Security

52. A Few More Items What can’t you do with SmartList Designer Summaries
Multi-company
Restrictions based on users
SmartLists including WORK, OPEN, and HIST at the same time
Set formats for column types other than numeric types
Create Go To’s tied to specific records

53. Questions

54. BKD Technologies Support Center
Microsoft Dynamics GP –
Monday–Friday, 8 a.m.–5 p.m.
Call Support Center toll-free

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56. Dan Greer| Managing Consultant |314-236-5195| dgreer@bkd.com