Archive for the ‘General – Builders’ Category

Make a GREAT list – checklist for Field Formating (common things to check)

November 30, 2010 1 comment

I started this post 4 months ago, but never finished it.  In doing some Builder research for another post I stumbled across a blog from another SmartList Lover, Sara Corbett.  Her post SmartList Builder Etiquette is in the same vein as this post, but, interestingly, she lists different items than I do.  Compare the two posts and comment on what you think is important for a Great list…

What is the difference between a good SmartList and a great SmartList?  In my opinion, it is often in the details – mostly the Formating details. Here is a handy checklist of common things to check:

  • Field formating — press the blue arrow in the header left of Display Name to launch the field settings:
    • Note Index fields – check the box to pull the Note text
    • All Account Index fields – check the box to pull the Account Number
    • Phone & Fax numbers – select the dropdown for the Phone number formating
    • Social Security numbers – select the dropdown for Social Security formating
    • Date fields – check the box to display 1/1/1900 as a blank  (also can change the date formating, too)
    • Fields from SQL Views – make sure you turn off the $ on quantity fields and add % for percentage fields
    • Set Decimal places – especially for fields stored in GP as integers but displayed with decimals in GP (like the Shipping Weight on the Item master is stored as 100 where it is really 1.00, HR module stores most hour totals this way.)
  • Field Display Names – Add field names from the setup for user defined fields. On most Maintenance (“Card”) tables (yes, you have to type these EVERY time you add these tables, sorry!)   Look for “User Defined”
  • Dropdown Fields – make sure you enter values – See Drop Down Lists in SmartList Builder
  • Look for fields that will appear more than one on the final list, especially fields that will have different data from the various tables.  Consider turning off the Display checkbox, or at least, changing the Display name for some fields.

Also don’t forget to add useful Go To’s!

Happy Building!


How to get data in separate columns rather than rows in SmartList Builders (Aging, Sales by Months, etc)

November 1, 2010 2 comments

This has been on my list of things to blog about – but when I saw this post in the Forums, I knew its time had come:

I have a client who is attempting to create a Sales report which shows sales by Customer.  They want the report to include a separate column for each month – based on Document Date.  I have attempted to create a calculation for each month (If/Then) but either don’t have the syntax correct or it is truly not going to work.

WHEN {{Sales Transaction History:Document Date} >1/1/2017…
Any ideas?????

This is something that seems to have become a very popular request in the last few years and I have always coded it in SQL. Since it requires a ‘group by’ in SQL code, I can’t imagine being able to do this in SmartList Builder. I would recommend coding this in a SQL view and basing the SmartList on that view.

I would differ 🙂 … This is easily accomplished in SmartList Builder:

First – Add a calculated field for each column of data 

  • In this scenario, one for each month – use the Month function to test:
    for January:
    CASE WHEN MONTH({Sales Transaction History:Document Date})=1 then {Sales Transaction History:Originating Document Amount} ELSE 0 END
    and so on…
  • For a list with aging in columns (inventory, AR or AP) 
    for example – the calculation for the “31-60 days” bucket for AR by Document Date:
    DATEADD ( d , -30, GETDATE() ) > {RM Open File:Document Date}  AND
    DATEADD ( d , -60, GETDATE() ) <= {RM Open File:Document Date}
    (CASE WHEN {RM Open File:RM Document Type-All} > 6
    THEN -{RM Open File:Current Trx Amount}
    {RM Open File:Current Trx Amount}
    ELSE 0 END
  • For other types of data – like quantities on hand – with Sites in columns, here is the calculation for the North site column:
    CASE WHEN {Item Quantity Master:Location Code}=’NORTH’ then {Item Quantity Master:QTY On Hand}
    ELSE 0 END

Next, unselect as Display any fields you don’t want to group by (or sum).  

In the scenario above we would want Year to be a group by field (or we will get all sales in January in history!).  So add a calculated field for year (Users can do a search filter on this field when running the list):

YEAR({Sales Transaction History:Document Date})

Now use the Options icon on the top to make this into a Summary SmartList – the way to “group by” in Builders.   Select all of your column calculated fields as Summary type “Sum” , your other fields as “Group by” and, in the words of my daughter, “There you go!”  

Learn more about summary SmartLists in my post: Summary SmartLists in Builder (Sales by Item for a date range, etc)

Happy Building!

PS – My apologies and thanks to the ladies on the original forum post!

Want to duplicate an GP Excel Report plus a few fields?

October 29, 2010 1 comment

Want to duplicate an GP Excel Report plus a few fields?  Or wondering what these “Data connections” are in SmartList Builder? Or puzzled on where the “Data connection” went in Builders for GP 2010?  Wonder no more…

The GP Excel Reports are based off a series of SQL views added to the GP database. The “Default” ones are all the data straight from the view, others are the view with some restrictions added. (Same as the SmartList favorites they are modeled after.)

The programmers for GP Builders added these views as “Data Connection” in the table section for the Builders.  So you can use this data in anything you build. 

They have their own security (similar to the SQL tables/views) under MS Dynamics GP > Tools > SmartList Builders > Security > Data Connection Security.  

In GP2010, the “Data Connection” option disappears in the table section in Builders unless there are Data Connections enabled in security. (Same with the SQL table option!)

Next time you want to quickly add the data from an Excel Report (which you know are a lot like the SmartLists)… Try the Data Connection.   It might work for you.

Happy Building,

PS – for those of you familiar with SQL – check out the design of these views (names are the same as the name for the Data connection) you will learn all sorts of interesting things about the GP data and tables.  (All these neat SQL Functions “dbo.DYN_FUNC_XX”  like  DYN_FUNC_Account_Category_Number)

Changing SmartList Column order, number of records, etc.

October 18, 2010 Leave a comment

Belinda, the GP CSI beat me to the press with this post Change the Defaults?  about how to change the default columns, column/field order, maximum number of records, etc for basic GP SmartLists.  (Microsoft Dynamics GP >> Tools >> Setup >> System >> SmartList Options  or Navigation List – Administration >> Setup >> System >> SmartList Options )

Did you know that you can use this same screen for your SmartLists from Builder too?  Yes, you CAN have the fields appear in a logical order for your users.  (YEAH!!!!)

But, and this is a very big but, you will lose all of your changes on this screen if you make any changes in Builder to this SmartList afterwards.  So, document your column order & max records settings (other setting should be done in builder) and re-apply these after making changes in SmartList Builder (and applying/updating them in SmartList).

This should allow you to make much cleaner and more user-friendly SmartLists.

Happy Building,

Copy a basic SmartList from GP into SmartList Builder?

October 15, 2010 1 comment

I hate it when I am wrong!   I have been posting that there is no way to copy a basic SmartList (one that comes with GP without Builder) into Builder.  While that is true…

Someone at Microsoft has been recreating these SmartLists with ALL the tables in Builder.  (The templates have been around a while for download but earlier versions weren’t very good.)

SmartList Templates for Microsoft Dynamics GP 10.0
(These require a CustomerSource Logon to download.)

I haven’t looked at all of them, but most seem very good.**  Check out all of the tables used on the Receivable Transactions SmartList:

Remember that Advanced GoTo’s don’t import so you will need to add GoTo’s to:

  • Payables Transaction Inquiry
  • Purchase Order Inquiry
  • Receivable Transaction Inquiry
  • Sales Inquiry (Sales Order Processing)

Also remember that not all SmartList functionality is reproducible in Builder.  For example, on Sales Transactions the default GoTo opens Entry if the transaction is open and Inquiry if the transaction is in History.  This is typical for many transaction SmartLists.  We can’t reproduce this in Builder (yet?… hint, hint…).  We have to build two GoTo’s, one to the entry screen and one to the inquiry screen and pick which to make the default GoTo.

One more thing…  The SmartLists from GP change the field names for user defined fields, you will need to do this yourself in Builder.

Happy Building,

**Here is a list of issues I see (to be revised as more are identified):

  • CUST_ADD – Customer Addresses & VEND_ADD – Vendor Addresses:  link to Internet Information table, see my post on this
  • ITEM – Items: link to Multiple Manufacture Items Master – this table can contain more than one record per item, so could cause Items to appear multiple times, if the table is used this way

Security for SmartList Builder and the other Builders

October 7, 2010 1 comment

I always forget how to add a task to give a user security to access the SmartList Builder module in GP 10, so to help us all – bookmark the following post: Creating a SmartList Builder Security Task by Ralph W. on GP Users Edge.

In the first part he does a great job showing what you need to do to add this task. 

Then he goes on to:  

  • “Assignment of Security Task to Security Role”  – replace their Role IDs with yours
  • “Granting Access to the New SmartList Object” – generally you will want to add each new SmartList to the appropriate Task IDs.   He makes one Task with access to all SmartLists, but this may work for you, too!

For GP 2010, You will find additional items to check (not shown on these screenshots)  but the steps are the same.

To add access to a new list from Navigation List Builder you will find your new lists under the following:

Happy Building!

Import / Export in the Builders

October 6, 2010 2 comments

The XML export and import in SmartList Builder has existed since at least GP8 but there were lots of pieces that didn’t export (and so were missing in the imported version). In a discussion with MS support they confirm that there are various documented issues in older GP versions. In addition, Outlook didn’t like to email the XML files. So, I just got into the habit of building SmartLists on the client’s server.

Since it has been over 5 years, I figured it was time to look at the Import & Export features again. (Especially since Outlook will now email XML files without issue.)

Testing on GP 10 SP 4+  (10.00.1411), I created a SmartList with all of the various features including items that didn’t work in earlier versions (field formatting, negative values, Go To’s etc.). I exported, deleted the original and imported the XML file.

I was pleasantly surprised. I found that everything came thru EXCEPT Advanced Go To’s – which are easy to re-add after importing.  (Let me know if you are aware of any other issues!)  I will certainly be using the Import/Export in the future.  

One note – make sure you are NOT importing into a GP install that has the same List ID (for that type) it will try to overwrite the existing List without warning. (And I have found that this overwriting has unpredictable results). My trick is to save only one List in each file and name the file the List ID.

Here is how to export:
Microsoft Dynamics GP >> Tools >> SmartList Builder >> Export

You can check more than one list and various types.
Type or use the Yellow folder to navigate to your desired path.
Make sure your file has a .xml extension.
Press the Export button on the top Left.

To import:
Microsoft Dynamics GP >> Tools >> SmartList Builder >> Import

Type your file name or use the Yellow folder to navigate to your desired file.
Press the Import button on the top Left.

Be patient, it will take a little time to import your List (generally about 1 minute each or more). You will not be able to use GP until it is done importing. (If you try – GP will show as “Not Responding” and the import screen will stop updating. Don’t panic – it is still importing – just wait.)

Happy Building,

PS – Thanks for all the congratulations… my son is doing great.