MODULE 2: SMARTLIST, REPORTS AND INQUIRIES

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1 MODULE 2: SMARTLIST, REPORTS AND INQUIRIES Module Overview SmartLists are used to access accounting data. Information, such as customer and vendor records can be accessed from key tables. The SmartList provides the option to zoom to windows and export information to Microsoft Office Excel and Microsoft Office Word. This helps make it easier to use the data that is collected in Microsoft Dynamics GP in different ways. Microsoft Dynamics GP also offers several reports. Each report requires a report option to print. The system uses the report options to identify the information that will be included and excluded, and where the system can generate the reports. For example, to print the Detail Trial Balance report in the General Ledger, a report option is created and the report is printed for all accounts, or a restriction is entered on the report option. To view only the income and expense accounts on the report, enter an account range on the report option. A single report option can be created and printed separately or group reports can be created in a series that you can save as a report group. Reports from different series that are grouped in combined groups can be printed together. The All Reports List window lists all reports in Microsoft Dynamics GP. This window eliminates unnecessary navigation to locate reports. Reports printed frequently by users can be added to a My Reports List window. My Reports can also be printed from a home page. Use the inquiry feature to review information for the current or previous years in detailed or summary form. Because the inquiry windows in Microsoft Dynamics GP provide access to information in a quick, efficient manner, there is always a current view of the company's financial status. Objectives The objectives are: Access different types of information in Microsoft Dynamics GP by using SmartLists. Create and save views of data in SmartLists. Export data from the SmartList to Microsoft Excel or Microsoft Word. Use Microsoft Word templates to generate reports in Microsoft Dynamics GP Create report options for reports in Microsoft Dynamics GP. Microsoft Official Training Materials for Microsoft Dynamics 2-1

2 Introduction to Microsoft Dynamics GP 2013 Print reports by using groups or combined groups. Use report lists to print reports in Microsoft Dynamics GP. Add frequently used reports to My Reports for quick easy printing. Setup data connections to create and use Microsoft Excel reports. View inquiries of system data and assign tasks to specific printers. 2-2 Microsoft Official Training Materials for Microsoft Dynamics

3 SmartLists Module 2: SmartList, Reports and Inquiries The SmartList uses sets of predefined search criteria, known as objects, to make searching easy. The objects are organized and listed on the left side of the SmartList window. Generally used information appears in a default search or view for each object. By modifying this view, different views can be created and saved. For example, you can perform the following actions: Create Customer, Vendor, and Employee Labels. Reconcile Receivables and Payables to the General Ledger. View the General Ledger transactions. Check the deposits that are posted to a checkbook for the current day. Verify item quantities in inventory. Report on which items are sold by a salesperson. Create a simple, two column chart of accounts list. Note: The SmartList shows all records in the system, depending on the object selected Posted, Unposted, Open, History, Active, Inactive, and Temporary. Although new views can be saved, the SmartList objects cannot be added by users unless SmartList Builder is used. New objects can be created by using SmartList Builder. For more information about SmartLists and SmartList Builder, refer to the Business Intelligence course for Microsoft Dynamics GP. Using SmartLists The SmartList window provides access to many important data tables in Microsoft Dynamics GP. Objects display by series, then by group, and when groups are expanded, each object is displayed in the group. To open this window, click Microsoft Dynamics GP, and then click SmartList on the application menu. Microsoft Official Training Materials for Microsoft Dynamics 2-3

4 Introduction to Microsoft Dynamics GP 2013 FIGURE 2.1: SMARTLIST WINDOW If a large amount of data exists for the selected view, it can require time to process and display the information. To stop the process, click Stop exploring. This is the red X button on the right side of the window toolbar. Go To, Sorting and Zooms Sometimes, Go To functionality exists for objects. Click the Go-To icon that is located in the upper-right corner of the window to access related windows for the selected object. You can also use the SmartList to change a sort on the data that is being viewed. For example, to view vendor information by city, click the field heading for City. The sort can be switched from ascending order to descending order by clicking the field heading a second time. For a visual example, view the Customer Number column in the SmartList window image. Zoom on records by highlighting a record and by double-clicking the mouse. For example, if you view customers, highlight a customer in the list and zoom on the record to open the Customer Maintenance window and then view the set up information for the customer. 2-4 Microsoft Official Training Materials for Microsoft Dynamics

5 Search Module 2: SmartList, Reports and Inquiries Click Search to limit the number of records that are visible in the SmartList window and to perform custom searches. Searches are used to limit the records that only meet predefined criteria. FIGURE 2.2: SEARCH CUSTOMERS WINDOW For example, if you want to display only Chicago customers and the search by City is equal to Chicago. Only Chicago customers appear in the view after this search is defined. To define the search, select City by using the Column Name lookup, select is equal to in the Filter field, and then enter Chicago in the Value field. Frequently, this type of search restriction is used to export information to Microsoft Excel or Microsoft Word. Multiple search definitions can be used, if this is necessary. Fields can be compared by selecting the Field Comparison check box. To view a list of customers who are over their assigned credit limit, use the Customer Balance view, locate the Customer Balance field in the Column Name lookup, then select the operator is greater than in the Filter field and then select the Field Comparison box to select a credit limit in the Value field lookup. This action compares two fields. Microsoft Official Training Materials for Microsoft Dynamics 2-5

6 Introduction to Microsoft Dynamics GP 2013 Limit the number of records that display in a view by using the Maximum Records field. The default is 1000 records for this field. Use the Search Type field to select Match All or Match 1 or More when you use multiple search definitions. Filters that are available for SmartLists include the following: Contains Is Equal To Begins With Is Between Is Not Equal To Is Greater Than Is Less Than Use the Search Type selections to specify whether all or some search definitions must be matched before a record appears. For example, when you search for customers in Chicago and the Zip Code/Postal Code is If the Search Type is set to Match All, only customers who match Chicago and the Zip Code/Postal Code appear. If Match 1 or More is selected, then customers in Chicago or customers who have the Zip Code/Postal Code appear. Order By Click Order By on the Search window to access the Select Order By window. Select the field to sort by in the Available Columns window, and then click Insert. The fields that are put in the Order By column can have sorts in Ascending and Descending order. Make a selection and then click OK to close the window. FIGURE 2.3: SELECT ORDER BY WINDOW 2-6 Microsoft Official Training Materials for Microsoft Dynamics

7 Module 2: SmartList, Reports and Inquiries To remove a field from the Order By column, select the field, and then click Remove or Remove All. If Remove All is used, all fields are removed from the Order By column. Refresh The Refresh button on the SmartList window updates a search to display the most current data in the system. For example, sales activity can be monitored by watching the Sales Transaction view to determine how many orders are entered each day. Click Refresh to periodically update the view. Columns Click Columns to open the Change Column Display window. Use this window to add or remove additional columns of information in the SmartList window. Existing columns in the view can be rearranged and renamed. FIGURE 2.4: CHANGE COLUMN DISPLAY WINDOW Click Add to add an additional column to the view. By default, the fields in the Columns window are the columns that are defined in a query. Select a column and then click OK to add the column to the view. Click Remove to remove a column from the view. Click the Default button, to return the view to its' original state. Microsoft Official Training Materials for Microsoft Dynamics 2-7

8 Introduction to Microsoft Dynamics GP 2013 Favorites The Favorites button is used to save modified views of data objects for future access by using SmartLists. Use the Add or Remove Favorites window to assign a name and security access to a SmartList favorite. FIGURE 2.5: ADD OR REMOVE FAVORITES WINDOW For example, the default customer view can be modified to only display customers who are located in Florida. Save the new view as Florida Customers. A custom reminder can also be defined when you add a Favorite. For example, a reminder can be generated after 100 customers from Florida exist. The Visible To field is used to indicate where the favorite is available. Select System to make the favorite available to all companies. Select Company to make the favorite available to only the current company. Select User Class to make the favorite available to only the users who are assigned to your user class. Select User ID to make the favorite available to only you. Note: To save a favorite, click Add. Add the favorite or add a favorite and a custom reminder. To delete a SmartList view, select the view and then click Favorites. Use the Remove button on the Add or Remove Favorites window to delete a view. The Remove button is unavailable for main views. Main views cannot be deleted. Custom Reminders Custom reminders that are created for the SmartList favorites are used for the integration to the reminders list in Microsoft Dynamics GP. To open this window, click Add on the Add or Remove Favorites window and then select Add favorite and reminder from the Add button menu. 2-8 Microsoft Official Training Materials for Microsoft Dynamics

9 Module 2: SmartList, Reports and Inquiries FIGURE 2.6: CUSTOM REMINDER WINDOW A custom reminder can be created when a SmartList favorite is created. For example, you can create a reminder for if a Customer balance exceeds a specific amount or for if the customers exceed Select the Display as a Cue option to display the reminder as a cue. A cue is an icon that increases or decreases in height to indicate how many records are in a specific category. Note: Reminder messages will occur when a user logs on to Microsoft Dynamics GP. Printing From SmartLists You can print from SmartLists by clicking Print. Data can be printed to the screen or a printer from SmartLists. Information can also be exported to a file, if this is necessary. Click the Excel or Word buttons to send SmartList information to Microsoft Excel or Word. SmartList has a seamless integration with these applications. The fields can be made longer or shorter by dragging the field to the left side or the right side in the SmartList view. Microsoft Official Training Materials for Microsoft Dynamics 2-9

10 Introduction to Microsoft Dynamics GP 2013 Note: When you print or export a SmartList view, it is important for the status of the view to read "Completed" before you click Print, Excel, or Word. The status of the view is available in the lower-left corner of the window. Export Solutions Use the Export Solutions window to create an export solution. To open this window, click the SmartList menu on the SmartList window, and then click Export Solutions. FIGURE 2.7: EXPORT SOLUTIONS WINDOW You can use the Export Solutions window to export search results to a template and run Microsoft Excel or Word macros before or after you export. To create a solution, follow these steps. 1. Type a name for the export solution. 2. Type the path of the template file in the Document field or click File Lookup to find the file. 3. Type a macro to run before the export in the Preparation Macro field, if you want to. For example, use a preparation macro to remove data from a pivot table in Excel before you export. 4. Select who can view this export solution by using the Visible To: field. 5. Select an application to export to Word or Excel Microsoft Official Training Materials for Microsoft Dynamics

11 Module 2: SmartList, Reports and Inquiries 6. Expand an object in the Works for Favorites list and then select the box that is next to the favorite that you want. 7. Click Save to save the export solution. After you create an export solution to format search results, select the Quick Export option to generate a spreadsheet or table automatically from the list of export solutions the next time that the Excel or Word button is clicked on the SmartList. SmartList Options Use the SmartList Options window to change default settings for SmartLists. To open this window, click the Administration series button, and then click SmartList Options on the Setup content pane. FIGURE 2.8: SMARTLIST OPTIONS WINDOW Microsoft Official Training Materials for Microsoft Dynamics 2-11

12 Introduction to Microsoft Dynamics GP 2013 From this window, you can change the following: Default Category for the view. Default Go To for the view. Default Maximum Records. For example, by default, the maximum records any object returns is Select an object and change how many maximum records it can have. This change is in effect for the default view for that object. Default columns that appear with the object and its default zoom window. Order of the default columns. Note: Each SmartList object has its own default settings. Select a category to change in the options for an object. If the Maximum Records option is set to a value that is greater than 1000, it might slow down the SmartList. Columns can also be changed and ordered by clicking Columns on the SmartList window toolbar. Additionally, some Search Defaults that can be set for all the favorites that are added in the SmartList Microsoft Official Training Materials for Microsoft Dynamics

13 Lab A: SmartList Module 2: SmartList, Reports and Inquiries Exercise Scenario Company: Fabrikam, Inc. As the new Controller at Fabrikam, Inc., it is your responsibility to help the staff help by learning how to use SmartLists. Here are the challenges: 1. The new sales manager plans to visit the company s best customers in Chicago. The sales manager must have a list that shows the customer's name, address, and telephone number. Additionally, the sales manager must have the name of the salesperson that he or she will take to Chicago, and the total sales that are made to each customer, with the best customer first. Set up a SmartList for the sales manager. 2. The purchasing manager is considering a new supplier for the Attractive and Panache models of answering machine. Set up a SmartList to find all items that contain the word Attractive or the word Panache. Add the current costs of items. Set up a SmartList for the purchasing manager. High Level Steps 1. Set up the SmartList that is required by the sales manager. 2. Set up the SmartList that is required by the purchasing manager. Detailed Steps 1. Set up the SmartList that is required by the sales manager. a. Open the SmartList window by clicking Microsoft Dynamics GP on the main toolbar, and then by clicking SmartList. b. Expand the Sales folder and then expand the Customers folder and then select (*), the default SmartList for customers. c. Click Columns, and then click Add. d. Select the Salesperson ID and Total Sales LTD fields in the Available Columns scrolling window. (Use the Ctrl key to select multiple fields in the column lookup.) e. Click OK. Notice that both fields are added to the Change Columns Display window. f. Click OK to return to the SmartList window. g. Click Search and select City in the Column Name field. h. Select is equal to in the Filter field. Microsoft Official Training Materials for Microsoft Dynamics 2-13

14 Introduction to Microsoft Dynamics GP 2013 i. Type Chicago in the Value field and then click OK. j. To put the best customer first, sort the list by descending life to date sales by scrolling over to the Total Sales LTD field heading and then clicking two times on the Total Sales LTD field heading. k. Save the SmartList by clicking Favorites on the menu bar. l. Enter Chicago Customers by LTD Sales in the Name field, and then click Add and select Add favorite. Microsoft Word Templates 2. Set up the SmartList that is required by the purchasing manager. a. Expand the Inventory folder, then expand the Items folder and then select (*), the default SmartList for items. b. Click Search. c. Select Item Description in the Column Name field. d. Select contains in the Filter field. e. Enter Attractive in the Value field. f. Add a second Search Definition. By selecting Item Description in the Column field. g. Select contains in the Filter field. h. Enter Panache in the Value field. i. Select Match 1 or More in the Search Type field. j. Click OK. k. Click Columns. l. Click Add and select the Current Cost field. m. Click OK. n. Click OK in the Change Column Display window. o. Save the SmartList by clicking Favorites on the menu bar. p. Enter Attractive and Panache Items in the Name field, by clicking Add and then selecting Add favorite. In Microsoft Dynamics GP, predefined Microsoft Word templates are included for document types such as, sales quotes and purchase orders. The templates are based on standard reports in Microsoft Dynamics GP. The predefined Microsoft Word templates can be printed for customers and vendors in each company that you have access to. Or, you can create your own template or create a template from an existing template. For example, you might want to change the company logo or change the font size for a template. After the template is created or it is modified, you can send the template to companies, customers or vendors Microsoft Official Training Materials for Microsoft Dynamics

15 Module 2: SmartList, Reports and Inquiries Many ready-to-use templates are available with an installation. Each template is assigned to a Microsoft Dynamics GP Report Writer report. Because the reports are created by using a Word template, you can send the reports in an , save the reports as a PDF file or as a XPS file, or publish the reports to SharePoint. For more information about Microsoft Word templates, refer to the Business Intelligence course for Microsoft Dynamics GP. Requirements for Using Word Templates The following must be installed before Microsoft Word templates can be used in Microsoft Dynamics GP: Microsoft Word 2007 or later versions Open XML SDK 2.0 for Microsoft Office or later versions To modify Word templates for Microsoft Dynamics GP, you must have the following: Microsoft Office Word 2007 or later versions to make layout changes, such as changing the font size Microsoft Dynamics GP Add-in for Microsoft Word to add fields and data sources to the template Microsoft Word Services is required if you want to create the reports on a server, such as Citrix. Microsoft Word Services is included with Microsoft Office SharePoint Server For more information about the requirements, refer to the product documentation for Microsoft Dynamics GP. Template Configuration Manager Use the Template Configuration Manager window to enable or disable Microsoft Word documents in Microsoft Dynamics GP. To open this window, click Reports on the main toolbar, and then click Template Configuration. Microsoft Official Training Materials for Microsoft Dynamics 2-15

16 Introduction to Microsoft Dynamics GP 2013 FIGURE 2.9: TEMPLATE CONFIGURATION MANAGER WINDOW You can use the Template Configuration Manager window to do the following: Enable or disable Microsoft Word template functionality Define the companies for which to enable the templates Define the series for which to enable templates Define the documents for which to enable templates Expand the Enable all templates for all companies option and then select the company, series and documents check boxes to generate the Microsoft Word templates. Clear the check boxes for the company, series, and documents to disable this functionality. Click Images on the Template Configuration Manager window to access the Image Assignment window and then specify a company logo or image to use for a specific company Microsoft Official Training Materials for Microsoft Dynamics

17 Module 2: SmartList, Reports and Inquiries FIGURE 2.10: IMAGE ASSIGNMENT WINDOW Select a company, and then click Add Image to add an image for the selected company. Locate the image file, and then click Open. The image file path appears in the Image column field. Click OK to close the window. Later, if the image or logo for a company changes, select the company in the window, and then click Delete Image to remove the image from the company, and then add the new image by using the previous steps. Report Template Maintenance Use the Report Template Maintenance window to do the following: Assign Microsoft Word templates to an original or modified Report Writer report. Assign templates to specific companies, customers, or vendors. Access the integration with Microsoft Word to customize or create templates. Copy existing templates. To access the Report Template Maintenance window, click Reports on the main toolbar, and then click Template Maintenance. Microsoft Official Training Materials for Microsoft Dynamics 2-17

18 Introduction to Microsoft Dynamics GP 2013 FIGURE 2.11: REPORT TEMPLATE MAINTENANCE WINDOW You can use a template for all companies. If you must change the template and the change is company specific, create a template for each company that uses a custom designed template. Select a Report Writer report for which to create a template. Use the Report Name drop-down field to open the Reports window and select the report, or select the report from the menu. After the report is selected, click New to open the New Template window Microsoft Official Training Materials for Microsoft Dynamics

19 Module 2: SmartList, Reports and Inquiries FIGURE 2.12: NEW TEMPLATE WINDOW Create a new blank template or create one from an existing template. If a new Blank Template is selected, the layout is not automatically created. Therefore, you must manually design the report. If you use the From Existing Template option, a copy of the selected template is created when you click Create, and the Report Definition XML is generated, and then Microsoft Word opens. Microsoft Word contains a document that has the same layout as the template that is selected and should be copied and the new fields are available. As the fields are put on the template, labels and prompts display. Actual data does not appear. Instead, the letter "X" is displayed as data filler. How many Xs display, depends on the field length. Data must be contained in a table in the document for it to be in the Microsoft Dynamics database. To add an unmapped field to a report, select the field to add from the available list that is displayed in the add-in, and put the field in the location that you want. After you complete the template design, use the existing Word functionality to save the document as a.docx file. The document must be saved in the.docx file format to bind the data and for the data to be consumed by Microsoft Dynamics GP. Microsoft Official Training Materials for Microsoft Dynamics 2-19

20 Introduction to Microsoft Dynamics GP 2013 After the template is saved, the template is still an independent document. This means that Microsoft Dynamics GP has no knowledge of the template. To associate the template to Microsoft Dynamics GP, assign the template to a Report Writer report and company. You can do this by using the Report Template Maintenance window. Assign a Template To assign a template to a report, locate the Report Writer report and then assign the template so that the template uses the Report Name drop-down field. This report includes a list of the last 10 reports selected, ordered by the most recently selected report, and a More Reports option. Click the More Reports option to view an extended list of the available reports. After you retrieve the report that you want, the application displays a list of templates that are assigned to that report. For templates that are included with Microsoft Dynamics GP, the Status field displays whether the report is an original report or a modified report. When you select a template, the preview pane shows the following data: Template: Name of the template that is selected. Assigned by: Name of the user who assigned the template to the Report Writer report. Assignment Date: Date the template is assigned to the Report Writer report. Assigned to: List of companies the selected template is assigned to. Default: Appears if the selected template is designated as the default template for the company it is assigned to. The user will have the option, in the Template Maintenance window, to assign a template to a company(s). Click Assign to assign a template to a company, customer or vendor. If Company is selected, only the companies that you have access to display. To assign a template to a customer or vendor, select Customer or Vendor. The customer or vendor can only have one template assigned to them. Assign a template to multiple customers or vendors by using restrictions in the Customer Assignment or Vendor Assignment windows. Templates can be assigned by Customer Class or by Customer ID for customers. Templates can be assigned by Vendor Class or by Vendor ID for vendors Microsoft Official Training Materials for Microsoft Dynamics

21 Printing Options Module 2: SmartList, Reports and Inquiries New template print options are available on the Report Destination window when a template is selected to print. The Report Type option defaults, depending on the report the user is printing. If the user selects to print a report that has a template that is associated with it, the default value is set to Template. If the user selects to print a report that does not have a template that is associated with it or does not have templates enabled, the default value is set to Standard. When the Report Type is set to Standard all existing print functionality is available. However, the.docx file format is not available. When the Report Type is set to Template, the following print options are available: Screen: The document opens in Microsoft Word after the user clicks OK. Printer: The document prints to the default printer when the user selects OK. File: Lets the user define a location and a name for the document. After you click OK on the Report Destination window, the application produces single documents for each document number and one combined document. The combined document merges and includes all the single documents. Each single document in the combined document is separated with page breaks. Security Security to print Microsoft Word templates uses the standard Microsoft Dynamics GP security model. The user must have security rights to create the Report Writer report because all data is produced based on that report. Both the Report Template Maintenance window and the Template Configuration Manager window can be restricted by using typical security options. After the document is created in Microsoft Word, no additional security is applied in Microsoft Word. Report Options and Printing Reports can be used to analyze a company s financial activity and to view errors that occur in the entry of transactions. The reports in Microsoft Dynamics GP can be used as audit tools to track transactions and to simplify audits. You can use Microsoft Dynamics GP to create a report option one time and then print the report again at any time without having to redefine the option. Therefore, the reports are always up to date and can be easily printed. Microsoft Official Training Materials for Microsoft Dynamics 2-21

22 Introduction to Microsoft Dynamics GP 2013 For example, click the Administration series button and then click Setup from the Company menu on the Reports content pane. Several company setup reports exist to select from in the Setup Reports window. FIGURE 2.13: SETUP REPORTS WINDOW At least one report option must be created for reports. Some reports already have default options that are created in the sample company. Follow the procedures that are outlined in this course to set up report options for Microsoft Dynamics GP reports. Save the most frequently used reports to My Reports. This helps make it easy to locate important reports. Create or Modify Report Options Create new report options or modify existing report options by using report options windows. To create a new option for the report type, follow these steps. 1. Click New to display a report options window. 2. Enter an option name and define the option. The selections for defining report options vary, depending on the selected report type. 3. Select a sorting method. 4. Select to print ranges of selected items, such as User Classes or User IDs. Multiple report options can be created for each report. To change a previously created report option, highlight the option name, click Modify and then change, and save the option Microsoft Official Training Materials for Microsoft Dynamics

23 Enter Range Restrictions Module 2: SmartList, Reports and Inquiries Report options specify information and how much information to include on a report. Many report options have Include sections. The Include sections include or exclude specific types of information. Use the report option to define the order of the information when the report sorts, or prints. Use the Ranges list to display the records in the ranges. Limit the information on the reports by specifying ranges of records. The records in the list vary, depending on the type of report that is being printed. For example, when you print a Cross-Reference Report by Journal Entry, restrict the range of transactions that are printed by journal entry number, source document code, audit trail code, or date. When you print a Posting Accounts List, restrict the accounts on the report by account category description. To restrict the account descriptions that print, enter a specific range, such as Cash to Cash, to print only the cash accounts on a report. Note: In some cases, leave either the To or From field blank. Microsoft Dynamics GP assumes that the blank field indicates the corresponding beginning of the range or the corresponding ending of the range. When you are finished, click Insert. To add another range to the report, add the range underneath the range that is listed in the Restrictions list. Additional ranges can only be entered for other range items. For example, after you add an account range, you cannot enter another account range. However, you can enter a date range. To remove an existing range from the list, highlight the range and then click Remove. Note: Remember to insert range restrictions in the Restrictions window in the Report Option windows. Select a Report Destination To select print destinations, click Destination. By default, the print destination uses the printer. However, the print destination can be changed on each report option. Therefore, reports can be printed to the screen, to the printer, to an export file, or to any combination of these options. Ask Each Time asks for the print destination each time that the report is printed if the report option is used. The Print Destination window defaults with the settings that are saved on the report option. However, you can override these settings. If you remove the check mark from the Ask Each Time check box, then the report prints to the default print destination. Microsoft Official Training Materials for Microsoft Dynamics 2-23

24 Introduction to Microsoft Dynamics GP 2013 The Report Type option defaults, depending on the report selected. If an option is created for a report that has a Microsoft Word template associated with the report, the default value is set to Template. If you select to create an option for a report that does not have a template associated with the report, or does not have templates enabled, the default value is set to Standard. A report can be exported and saved as a file, and it can be printed in different file formats, or the report can be inserted into another application, such as a spreadsheet. To export a Microsoft Dynamics GP report, follow these steps. 1. Select File in the Destination column. 2. Click File to open the Save to Export File window and either name the file or accept the Microsoft Dynamics GP default name. The file is saved in the Microsoft Dynamics GP folder on the local drive unless otherwise indicated. 3. Select a file format and then click Save to return to the Report Destination window. 4. If an existing file name is entered, select whether to append (add the new report to the bottom of the existing file) or replace the information in the existing file. 5. Click OK and the Report Options window becomes active. 6. Save the report option. Report File Formats Microsoft Dynamics GP reports can be saved in the following file formats: Tab-delimited file Tab-separated ASCII character format that is used by many software applications. Comma-delimited file Standard comma-separated ASCII character format that is used by database programs, such as dbase and 4th Dimension. Text file Reports are saved as text without the formatting. This option is used when the application this document is being converted to cannot read other file formats. HTML file This is used to put information on a webpage and to access the webpage from the Internet or from the company's intranet. XML Data file A text file that contains an XML representation of the report layout and all the data for the report. Select this format if you want to process the report by using an external application Microsoft Official Training Materials for Microsoft Dynamics

25 Module 2: SmartList, Reports and Inquiries Adobe PDF file This is available if the Acrobat PDF Writer print driver is installed from Adobe 5 or earlier versions or the Acrobat Distiller from Adobe 6 or later versions is installed. This driver is part of the Acrobat package that is available from Adobe. PDF (Portable Document Format) files can be read by using the Acrobat Reader software that is available from Adobe. To export a report, select File in the Destination column. Click the File button to open the Save to Export File window. This window is used to name the file and to enter a path. Select a file format and then click Save to return to the Report Destination window. If you enter an existing file name, select whether to append (add the new report to the bottom of the existing file) or replace the information in the existing file. Click OK and the Report Options window becomes active. Save the report option. Print the Report Print the report from the Report Options window before you save the report by clicking Save and closing the window. The Reports window becomes active. In the Reports window, select the report options to print, and then click Insert to put the report options in the Print List. Print one or more report options from this window by inserting the report options in the Print list and then clicking Print. Note: After you click Print, the report starts to process in the background. To check background processing, select Process Monitor on the File menu. Report Groups Click My Reports if this report is printed frequently, to add it to the My Reports list. The My Reports List can be accessed from the Administration menu on the navigation pane, or from the Home page. A business practice can require that several different reports be printed at the same time. All Microsoft Dynamics GP report options that are created in a series can be saved in groups and printed together from a Groups window. For example, a report group can be created in the Financial series to print all the financial statements and the Trial Balance before closing a month, quarter, or fiscal year. Note: Report Options must be created before a report can be added to a Report Group. Groups exist in each series in Microsoft Dynamics GP. Microsoft Official Training Materials for Microsoft Dynamics 2-25

26 Introduction to Microsoft Dynamics GP 2013 From the Groups window, you can do the following: Print a report group Modify an existing group Create a new reports group To print an existing group, select the group name from the Groups list and then click Print. Creating a Group To add a report to an existing group, select the group name from the Groups list and then follow these steps. 1. Select a Report Type. 2. Select the Report. 3. Select the Report Option. 4. Click Insert to add it to the group. 5. Repeat steps 3 and 4 to add the reports that you want to the group. 6. Click Save to save the entries. To create a new group, follow the previous steps. The system also asks for a group name before you save the group in step 6. To remove a report from an existing group, select the report name in the Group Members scrolling window, and then click Remove. Note: Microsoft Dynamics GP asks for printing instructions before a report is printed when Ask Each Time is selected in the Destination window. Consider this when you create report options that are included in groups. Combined Groups Report groups are available for many series, such as sales, financial, and purchasing. To print reports at the same time for more than one series, use the Combined Report Group window. To open this window, click the Administration series button and then click Combined Group on the Reports content pane Microsoft Official Training Materials for Microsoft Dynamics

27 Module 2: SmartList, Reports and Inquiries FIGURE 2.14: COMBINED REPORT GROUP WINDOW For example, at the end of the month generate financial statements, the General Ledger trial balance, and the aged trial balances in Receivables and Payables Management. Report groups for each series must be created before a group can be added to a combined group. To create a combined group, follow these steps. 1. Select a Series. 2. Select the Group for the series that is selected. 3. Click Insert to add the group to the combined group. 4. Repeat for other groups to add them to the combined group. 5. Click Save and type a name for the combined group. 6. Click Print to print the combined group report. Microsoft Official Training Materials for Microsoft Dynamics 2-27

28 Introduction to Microsoft Dynamics GP 2013 Lab B: Report Options and Groups Exercise Scenario Company: Fabrikam, Inc. The Vice President of Finance is new to Microsoft Dynamics GP and wants a Summary General Ledger Trial Balance report. An additional report must be created that lists all journal entries that affect the Accrued Purchases account. Instead of running the reports separately, the Vice President wants to print the reports as a group. Print the reports as of April 12, High Level Steps 1. Create a new report option for the Summary General Ledger Trial Balance report. 2. Create a new report option for the Cross-Reference by Journal Entry report. 3. Create a Financial report group that includes the Summary Trial Balance and Cross Reference report by using the Financial Groups window. Detailed Steps 1. Create a new report option for the Summary General Ledger Trial Balance report. a. To open the Trial Balance Report window, click the Financial series button, and then click Trial Balance on the Reports content pane. b. Select Summary in the Reports field. c. Click New to set up a new option. d. Enter Monthly GL Report in the Option field. e. Select the Posting Accounts check box to include posting accounts. f. Select Open in the Year field and make sure that the open year of 2017 is selected in the Year drop-down field. g. Select Date in the Ranges drop-down field, and then select Beginning of Month in the From field, and End of Month in the To field. h. Click Insert to insert the restriction. i. Click Destination and remove the check mark in the Printer check box and then select the Screen check box. Click OK. j. Click Save to save the report option. k. Close the windows Microsoft Official Training Materials for Microsoft Dynamics

29 Module 2: SmartList, Reports and Inquiries 2. Create a new report option for the Cross-Reference by Journal Entry report. a. To open the Cross Reference Report window, click the Financial series button, and then click Cross Reference on the Reports content pane. b. Select Journal Entry in the Reports field. c. Click New to create a new option. d. Enter Monthly JE Report in the Option field. e. Select the Posting Accounts check box to include posting accounts. f. Select Open in the Year field and make sure that the open year of 2017 is selected in the Year drop-down field. g. Select Date in the Ranges drop-down field, and then select Beginning of Month in the From field, and End of Month in the To field. h. Click Insert to insert the restriction. i. Select Account in the Ranges drop-down field. j. Type in the Account field and then click Insert to insert the Accrued Purchases account in the restrictions list. k. Click Destination and remove the check mark in the Printer check box and then select the Screen check box. l. Click OK. m. Click Save to save the report option. n. Close the windows. 3. Create a Financial report group that includes the Summary Trial Balance and Cross Reference report by using the Financial Groups window. a. To open the Financial Groups window, click the Financial series button, and then click Groups on the Reports content pane. b. Select Trial Balance in the Financial Reports field. c. Select Summary in the Reports field. d. Click the Summary-Monthly GL Report option and then click the Insert button so that it becomes a group member. e. Select Cross Reference in the Financial Reports field. f. Select Journal Entry in the Reports field. g. Click the Journal Entry-Monthly JE Report option and then click the Insert button so that it becomes a group member. Microsoft Official Training Materials for Microsoft Dynamics 2-29

30 Introduction to Microsoft Dynamics GP 2013 h. Click Save and enter GL Monthly Reports in the Group Name field. i. Click Save. Report List and My Reports j. Before you print the report, verify that the user date is April 12, k. Click Print to print the report group. l. After the first report prints, close the report and then the second report prints. Close the second report, and close the Financial Groups window. Use the All Reports List window to access all Microsoft Dynamics GP reports in one window. To open this window, click the Administration series button and then click All Reports List on the shortcut bar. FIGURE 2.15: ALL REPORTS LIST Use this window to search for a report by name or by a specific series. Only the reports to which the user has security access will be displayed in this window. Use the scrolling window to locate reports in the list Microsoft Official Training Materials for Microsoft Dynamics

31 Actions and Columns Module 2: SmartList, Reports and Inquiries You can use the action pane for quick access to the Report Options window for the selected report. You can view a report on the screen or you can print the report to a file or to a printer. Additional options are available on the action pane. You can click Import/Export on the action pane to access the Customization Maintenance window. This window is used to import or export reports to other users. You also have a link to Report Writer if you want to modify the reports. Click GP Report on the action pane to access Report Writer. The List window is used for more than just reports. For example, a list of customers or vendors can be accessed by using the same list window. The List window is also discussed in the Basic Elements lesson. My Reports Reports that are frequently used can be added to the My Reports list. You can access My Reports from the Home page or from the Administration shortcut bar. My Reports is displayed as a section on Microsoft Dynamics GP Home pages. You can print reports in the list by clicking the report title with the mouse. This helps make it easy to print frequently used reports. My Reports is a user-specific function. For example, if the sa user adds a report to the My Reports list, the report does not appear for other users. However, the report will appear if the other users add the same report to their My Reports. My Reports also increases the reporting flexibility in Microsoft Dynamics GP. When report options are created, the report options can be added to My Reports by clicking the My Reports icon on the Report Option window toolbar. FIGURE 2.16: COMPANY SETUP REPORT OPTIONS WINDOW Microsoft Official Training Materials for Microsoft Dynamics 2-31

32 Introduction to Microsoft Dynamics GP 2013 Excel Reports The Add to My Reports windows opens in the location where you can enter a name for the report and add the report to My Reports. Click OK to close the window and add the report to My Reports. After a report is added to My Reports, the Report Options window for the report displays a message at the bottom of the window. The message indicates that the report is added to My Reports. This is shown on the Company Setup Report Options window. Sometimes customers use Microsoft Excel to filter, subtotal, and reformat data that is from Microsoft Dynamics GP, depending on how best Excel works for their role. Microsoft Dynamics GP includes a set of data connections, Excel reports, Microsoft Office, and an integration method known as Office Data Connection (ODC). ODC can be used to view Microsoft Dynamics GP data in an Excel worksheet. The data connections match the data that is found in the SmartList objects. Because Excel reports use the data connections and the fields that are located in the SmartLists, Excel reports can be used as an alternative to the SmartLists. Excel reports can be updated each time that a user opens a report and the latest data is always available. During the setup process, the system administrator can deploy data connections and Excel reports to defined locations. Typically, these data connections and reports are stored on the server. However, Excel reports can also be deployed when a company is created in Microsoft Dynamics GP. The Reporting Tools Setup window is used by the system administrator to set up the integration with external reporting tools. Setup for SQL Reporting Services is also available from this window and is used as a single setup area for external reporting tools. Deploying Excel Reports Use the Reporting Tools Setup window to deploy data connections and for Excel reports to have a shared network location or a SharePoint site. To open this window, click the Administration series button and then click Reporting Tools Setup on the Setup content pane Microsoft Official Training Materials for Microsoft Dynamics

33 Module 2: SmartList, Reports and Inquiries FIGURE 2.17: REPORTING TOOLS SETUP WINDOW Use the Reporting Tools Setup window to deploy the predefined SQL Server Reporting Services reports that are available in Microsoft Dynamics GP to a Report Server or to a Microsoft SharePoint library. You can also use this window to redeploy reports or deploy reports to a different location. You can also use the Reporting Tools Setup window to deploy Excel reports and data connections to a shared network location or to a Microsoft SharePoint site. During this process, ODC files are created and saved to the designated location. Excel reports and data connections that are stored in the locations that you specify in the Reporting Tools Setup window will also be listed in the Excel Reports lists. For more information about how to use and deploy Reporting Services or Excel reports, refer to the Microsoft Dynamics GP product documentation or the Business Intelligence course for Microsoft Dynamics GP. Microsoft Official Training Materials for Microsoft Dynamics 2-33

34 Introduction to Microsoft Dynamics GP 2013 Inquiries, Named Printers and Process Monitor You can use the inquiry feature to review information for the current or previous years in detailed or summary form. Because the inquiry windows in Microsoft Dynamics GP are used to quickly and efficiently access information, a current view of the company's financial status is always available. Named Printers are used to assign certain tasks to a specific printer. For example, if a check printer is only used to print payroll checks, then that printer can be assigned as the default printer that is used to print checks. The Process Monitor is used to monitor the current processes that are being performed in Microsoft Dynamics GP. Additionally, the Process Monitor can be used to transfer work to idle computer resources over a network, if a Process Server is available. Using Inquiries Several inquiry features and inquiry windows are included in Microsoft Dynamics GP to help locate information easily. You can move through a series of records in many inquiry windows by clicking a browse button near the bottom of the window. You can also view summary or detailed information for the first record in a table or tables, in the previous record, the following record or the final record. Sorting methods determine the order of the records. Many inquiry windows also include multiple sorting options. FIGURE 2.18: DETAIL INQUIRY WINDOW 2-34 Microsoft Official Training Materials for Microsoft Dynamics

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