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

2. Agenda All In One Views Smartlist Sales Purchasing Inventory Basics
Renaming fields
Searching
Field Comparisons
Intermediate
Wild Cards
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3. 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

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

5. All In One Views Purchasing All In One View was added in GP 2015 R2
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6. All In One Views Inventory All In One View was added in GP 2016
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7. 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
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8. All In One Views Options Button Choose what data columns to see
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9. All In One Views Apply filters
Press the filter icon for easy searching on each column
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10. All In One Views Sorting The transactions display in date order
Change the sort with the
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11. All In One Views Expansion
Expand a transaction for further details with the button
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12. All In One Views Related Transactions
Checking the box now to an invoice filters the other columns to only show the related transactions
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13. 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

14. 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

15. Financial Reporting Tools
All in One Demo
Financial Reporting Tools

16. 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

17. 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.
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18. 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.
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19. 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

20. 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.
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21. 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
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22. 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
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23. 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

24. SmartList Demo
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25. 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
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26. %
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.
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27. _
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

28. [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

29. [^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”.
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30. SmartList
Wildcard Demo
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31. 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

32. IanR@prophet.ca ColinP@prophet.ca