From talking with many of you, I’ve learned that SmartLists are underutilized at many of your companies. While SmartList has the potential to be a powerful analytics tool and time saver, it is only useful if people know how to use it. So this blog is a How-To focusing on working with SmartLists and creating Reminders that will help you optimize your day and manage by exception.
What SmartList is: A flat file data dump of information we need from the SQL tables (example: pull all the GL entries for an entire year, all A/P transactions for a month)
- Organized to correspond with the Modules
- * indicates an out of the box report
- No * indicates a report that has been customized and saved by someone
- Export to Excel – depending how much data, this can be a time consuming process.
- Sort columns by clicking on the column headings
- Drill down into the details of any line item in the SmartList by double-clicking it
Open SmartLists by selecting Microsoft Dynamics GP >> SmartList
Buttons across the top:
Search – Defined Search fields.
- You can search by anything in the table not just the columns that are listed in the SmartList.
- If you have multiple accounts, you can select to Match All or Match 1 or More. Matching 1 or More could bring in more data than you want.
- Be sure to be aware of the Maximum Records. Set the number appropriately for the amount of data you are querying.
- You can customize the columns that you see in the SmartList clicking Columns
- Change the order of the columns by selecting the arrows on the side
- Change the Display Name to match your company’s nomenclature
- Add columns by clicking Add… (This shows the list of all possible columns)
Refresh – Shows changes
Columns – Add and customize columns
Favorites – Saves SmartList settings to a favorite SmartList by clicking Add.
- System – Saves the SmartList across companies
- Company – Saves the SmartList under the company so the SmartList doesn’t cross companies
- User Class – Saves the SmartList so the others within the same role group can see it
- UserID – Saves the SmartList to your UserId and no one else can see it
Print – Sends to the Printer
Excel – Exports to Excel
Word – Exports to Word
Creating Customized Reminders
You can set up customized reminders to alert you when a SmartList favorite meets the conditions that you specify - a great exception management tool. You also can specify whether the custom reminder should be displayed as a Cue in the Home Page. For example, for the default SmartList favorite named Customer Balance, you can set up a customized reminder to let you know when a customer’s balance is larger than $1,000.
Use the Reminder Preferences window and the Custom Reminders window to create new customized reminders.
Create a Custom Reminder:
1. Open the Reminder Preferences window. (Home >> User Preferences >> Reminders button)
2. Choose New to open the Custom Reminder window.
3. Enter a SmartList favorite.
4. Mark one of the following options to indicate the condition that must exist for the reminder to be displayed.
- Number of records Mark this option to be reminded when the number of records in a SmartList favorite meet a condition that you specify. For example, you could create a condition where you would be reminded when a SmartList favorite contained greater than 50 records.
- Total of column Mark this option to be reminded when the amount for a SmartList favorite column that you specify meets a condition that you specify. For example, you can create a condition where you will be reminded if the Document Amount column in the Sales Transactions SmartList favorite is less than $1,000.
5. If you marked Number of records, you can specify whether to display custom reminders as Cues.
6. Choose OK to save your changes and close the window.
A list of the reminders you have created and that are available to you is displayed under Microsoft Dynamics GP >> Reminders.
I hope this was helpful to get you started using SmartLists and Reminders so you can get a better view of your data more quickly and minimize the need to manipulate the data in Excel. Next week, I will be discussing SmartList Designer by Microsoft and SmartList Builder by eOne Solutions and how to create your own customized SmartLists.
Please comment if you have any questions.