Reporting and SmartList for Microsoft Dynamics GP – 4 Intermediate Tips

In October, we posted 3 Basic Tips for Microsoft Dynamics GP Reporting and SmartLists that were presented at our Aspire conference. 

We are following up on those tips with 4 more tricks to optimize your reporting through Microsoft Dynamics GP and SmartLists.  

Speed SmartLists by Limiting Records
SmartLists can have a number of record limits by default.  This is designed to improve performance as having a limit set too high results in slower load times and frustration.  However, sometimes the limits are set too low and records get excluded from your SmartList. 

How can you figure out if you have reached the limit and are missing records?  Just look at the bottom of your SmartList to see how many records were returned.  If it is a round number, like 1000, you have probably hit the limit.  To fix this on a case-by-case basis, hit the Search Button and change the Maximum Records amount.

To make global adjustments to record limits, go to the Dynamics GP Menu > Tools > Setup > System > SmartList Options

Improve Look-Ups with Favorites
If your organization has a large chart of accounts where several employees only work with a subset of accounts appropriate to their department, you can limit a select employees pick list to only their subset of appropriate accounts:

• Build that subset into a SmartList using search to limit records
• Save the SmartList as a favorite
• When looking up accounts, pick Favorites and select that favorite

Let SmartList Alerts Warn You
You can build an alert off of your SmartList to know when information falls outside of your parameters. 

• Set up a SmartList
• Save as a Favorite by selecting Favorite and Alert
• Follow the wizard to set up an alert