Microsoft Dynamics GP. Taking a Deeper Dive into SmartLists, Excel Report Builder, and Business Analyzer

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1 Microsoft Dynamics GP Taking a Deeper Dive into SmartLists, Excel Report Builder, and Business Analyzer

2 Microsoft Dynamics GP Welcome! Agenda and Introductions Quick Updates Core SmartList Functionality Lunch SmartList Builder Excel Report Builder Business Intelligence Questions and Answers AGENDA

3 Introductions Craig Sroda Chief Strategy Officer & Director of ERP / Co-Founder Blog: craigsroda.com Julie Vigue ERP Business Development Manager Kevin Brunton ERP Service Delivery Manager Trishia Hogue ERP Consultant/Project Manager

4 Purpose To Connect and Share Target Return - Lunch and Learns Build Community of GP Users Share Knowledge and Ideas Target Return - Blogs Share Tips & Tricks Technology Updates & Awareness Learn From Each-Other Archive for Future Reference

5 Microsoft Dynamics GP Vision

6 Core SmartList Functionality What can you do with a SmartList? Create Customer, Vendor & Employee Labels Reconcile Receivables and Payables to the General Ledger View GL Transactions Check the deposits 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

7 Handout- Using SmartLists Objects are grouped module To stop a SmartList from running, click the red X in the top righthand corner. Click Search, to change the filtering options. Click Refresh to rerun the SmartList. Click Columns, to change the information in the list.

8 Handout- Go to, Sorting and Zooms In most cases, the Go to button allows you to drill down into the line item details of the row. SmartLists allow sorting of any column displayed Sorts can be switched from ascending to descending order by clicking the field heading. Zoom on records by highlighting a record and double clicking the mouse.

9 Handout- Search Click Search to limit filter the records to a predefined criteria. To define a Search, select a column name, Select the action of the filter, and enter the Value. Fields can be compared by selected Field Comparison. Limit the number of records displayed, enter a value in the Max Records field. Use Search Type to choose Match All, Match 1 or more

10 Handout- Columns Click Columns to add or remove additional columns of information. Use the arrows on the right to move your columns up and down. Pay close attention to the column you are choosing. There are many time the same column name listed multiple times. If you are unsure, look at the detail, From Customer Master or From Sales Transaction. To Add Columns, you can select All columns to pull in more options. By Default, this is set to Available columns.

11 Handout- Favorites Once you have completed customizing the SmartList, Click on Favorites to save. Enter name. Set Visible to : System (anyone accessing GP) Company (only those accessing this company) UserClass (only users assigned to your same UserClass) UserID (only you) Click Add You can also choose Add favorite and Reminder in the Add down arrow.

12 Handout- Custom Reminders Custom reminders from SmartLists integrate into the Reminders window on the Home Page. To open from within SmartList, Click Add then Add Favorite and reminder. Select the Display as a Cue option: A cue is an icon that increases or decreases in height to indicate number of records in a particular category. Choose Number of records filter

13 Handout- Exporting SmartLists Click Excel or Word to export For reporting purposes, fields can be lengthened or shortened by dragging the field to left or right. When exporting, it is important for the status of the view to read Completed prior to clicking export.

14 SmartList Builder Series SmartList Builder Excel Report Builder Navigation List Builder Drill Down Builder

15 Handout- SmartList Builder To Access: Go to GP Menu Tools SmartListBuilder SmartList Builder Enter a SmartList ID Keep the name all one word Enter the SmartList Name Friendly Name Item Name Important, its what displays in SmartList counts Choose the Product Usually Microsoft Dynamics GP Choose the Series Click Save

16 Handout- SmartList Builder Options Mark to Display Totals Multicompany report Consolidate Reports to 1 Workbook Create a Summary Page Manage the Fields to Summarize

17 Handout-SmartList Builder Restrictions Select any table in report Choose multiple fields to Restrict Comparable to Search within SmartList Watch for too many restrictions in SmartList Builder when you share a SmartList to other users.

18 Handout- SmartList Builder Calculations Create a field name Choose a field type Create Formula Add Mathematical Arithmetic Date System Sring If or CASE statements Add GP Fields Validate the formula

19 Handout- SmartList Builder Tables Click the + in Tables to Add table All SmartList columns are composed of at least one table The main table is the first table in your Table window All other tables supporting your SmartList should be underneath Click + under Key Fields to match 1 field between the tables Click Save

20 Handout- SmartList Builder Fields As you add tables, the fields will populate to the right. Change the Display name Mark Display to allow the field to show Mark Default to appear always To Set other options related to field type, click the field and the right pointing arrow. Change Negative Values See the Notes Comment box

21 Standard Excel Reports IN GP 10.0, Refreshable Excel Reports were provided Format your report once and pull in the latest data Fast data access Has user-friendly names for data Uses AD (Active Directory) for access to data Best Practice is to create a new tab within the Excel Report If you copy the PivotTable from the original tab to a new tab, it WILL refresh when the data syncs. Restricted from adding columns to your data, as it refreshes, it will not update from GP

22 Accessing Standard Excel Reports Access standard Excel Reports Open GP Go to Tools Menu Setup System Reporting Tools Setup Click on the Excel Reports tab Choose a location to deploy these to Two folder will appear, Data Connections and Reports Only the modules you are registered for will produce reports

23 Excel Report Builder Can Create Drill Back options Permissions are set via AD rather than GP login Creates SQL View for each report It doesn t have defaults on columns Gives you the ability to create worksheets for each company Preview of data Icons for Data Source Types

24 Handout- Excel Report Builder Microsoft Dynamics Tools SmartList Builder Excel Report Builder Define the Report ID Keep the name without spaces Define Report Name Something friendly to you and end users Add tables like SmartList Builder Select Fields to Display Change the value types of fields Set View Name: be sure to put a vw or other easy identifier here

25 Handout- Excel Report Builder Publishing To: Reports Library That s the same location standard Excel report were sent to. Sharepoint File

26 Handout- Excel Report Builder Adding Drill downs Click Add Select the Column Field Select the Window to open Click on the Parameter, Edit Choose the Table and related field that will prompt opening Window

27 Four Megatrends

28 Business Analyzer Overview What is it? Simply stated it s an application that provides reporting content to end users Why would I use it? Access Microsoft Dynamics anywhere, anytime Increase productivity Resolve IT issues faster Improve decision making speed Where do I get it? Windows 8 App Windows 8 App Phone Desktop App Reduce cost Improve customer service Real-time data Resolve customer issues faster

29 What Can You Do With the Data? Select relevant information Select most beneficial view Access the details Copy to a presentation Share with applicable team members

30 Tips and Reminders Dynamics GP Feature Tip of the Day Blog Subscription

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