Finding Your GP Data Ian Richardson BA CPA CGA Colin Pich CPA CGA

Agenda All In One Views Smartlist Sales Purchasing Inventory Basics Renaming fields Searching Field Comparisons Intermediate Wild Cards Finding Your GP Data

All In One Views All In One Views allow the user to see all transactions related to a customer, vendor or inventory item on one screen. The user can drill to the original transactions. Finding Your GP Data

All In One Views Sales All In One View was added in GP 2016 Finding Your GP Data

All In One Views Purchasing All In One View was added in GP 2015 R2 Finding Your GP Data

All In One Views Inventory All In One View was added in GP 2016 Finding Your GP Data

All In One Views Viewing The last Five transactions will be displayed newest to oldest. Scroll through the transactions using the Previous Next buttons at the bottom of the column Finding Your GP Data

All In One Views Options Button Choose what data columns to see Finding Your GP Data

All In One Views Apply filters Press the filter icon for easy searching on each column Finding Your GP Data

All In One Views Sorting The transactions display in date order Change the sort with the Finding Your GP Data

All In One Views Expansion Expand a transaction for further details with the button Finding Your GP Data

All In One Views Related Transactions Checking the box now to an invoice filters the other columns to only show the related transactions Finding Your GP Data

All In One Views Access Points Sales Purchasing Inventory Customer Maintenance Vendor Maintenance Item Maintenance Sales Order Processing Document Inquiry Purchase Order Processing Document Inquiry Item Quantities Maintenance Customer Inquiry Vendor Inquiry Item Inquiry Receivables Transaction Inquiry – Customer Payables Transaction Inquiry – Vendor Item Transaction Inquiry Receivables Transaction Inquiry – Document Payables Transaction Inquiry – Document Purchase Receipts Inquiry Sales Order Processing Item Inquiry Purchase Order Processing Item Inquiry Finding Your GP Data

All In One Views Access Points Sales Navigation Lists Purchasing Navigation Lists Inventory Navigation Lists Customers Vendors Items All Sales Transactions All Purchasing Transactions Item Transactions Receivable Transactions Payables Transactions Sales Order Transactions Purchase Order Transactions Invoicing Transactions Finding Your GP Data

Financial Reporting Tools All in One Demo Financial Reporting Tools

SmartList SmartLists access information in Microsoft Dynamics GP from every module Easily create custom queries and searches Export data to Excel Or Word (but why?) Finding Your GP Data

Rename a Column At times the display name of a column may not be the desired name or the same display name may be listed multiple times. Click Columns on the ribbon on the top of the SmartList window. This brings up the Change Column Display window. Click into the Display Name field that you want to be changed and modify the text to your needs. Finding Your GP Data

Filter for Voids Voided amounts will be included in SmartList and SmartList Totals. This results in inflated totals. Using the search function filter out voids by including in search criteria – Void Status is not equal to Voided. Finding Your GP Data

Returns and Credits Stored as Positive Amounts Great Plains often stores amounts as positive and document type identifies if the amount should be added or subtracted. Returns and Credits show as positive amounts. Have to keep this in mind when viewing data. Either in the SmartList or when data is exported to Excel. Finding Your GP Data

Saving SmartList Favorites Save the changes made to a SmartList: Click the Favorites button on the top ribbon. This brings up the Add or Remove Favorites window. Click the Modify button on the bottom of the window to save changes. Finding Your GP Data

And Search vs. Or Search If using more than 1 search criteria make sure to use the Search Type option on the bottom of the screen in order to obtain the proper search results Finding Your GP Data

SmartList Maximum Records Returned SmartList is setup by default to return a maximum of 1,000 records based on the search criteria. Tools  Setup  System  SmartList Options Finding Your GP Data

Field Comparison Tool used to compare 2 fields and return information in a SmartList based on criteria. Compare current cost to standard cost Criteria  Current Cost is greater than Standard Cost Customers who have account balances over their credit limits Criteria  Customer Balance is greater than Credit Limit Amount Finding Your GP Data

SmartList Demo Finding Your GP Data

SmartList Wildcards Since SmartLists pull from SQL, they can also use the same wildcard search functions that can be used in SQL. Wildcard Character List Doesn’t Include Character List Finding Your GP Data

% This is a wildcard for zero or more characters. Which means that if you put the % in the search field preceded by a letter it will search for any word that contains that letter. Finding Your GP Data

_ This is a wildcard for exactly one character. Which means that if you use this wildcard within a string of characters it will return all possible results for that wildcard. If you search for an account number with the _ wildcard you will get all combinations of account numbers that fulfill that criteria. Finding Your GP Data

[asdf] The [] wildcard searches for the letters contained within the brackets in the context of the filter chosen. [aw] with the begins with filter is telling the SmartList to search for any Customer Name that begins with the letter “a” or the letter “w”. Finding Your GP Data

[^asdf] The [^] can be used similarly to the [] wildcard. However, using the ^ omits the characters following the symbol and within the brackets. [^aw] with the begins with filter is telling the SmartList to search for any Customer Name that doesn’t begin with the letter “a” or the letter “w”. Finding Your GP Data

SmartList Wildcard Demo Finding Your GP Data

Finding Your GP Data We have looked at; All In One Views Smartlist Sales Purchasing Inventory Smartlist Basics Renaming fields Searching Comparisons Intermediate Wild Cards Finding Your GP Data

IanR@prophet.ca ColinP@prophet.ca