SmartList Builder in Microsoft Dynamics GP 2010 takes the popular, easy-to-use SmartList tool and increases its power and range. Now you can query more data in more ways, because SmartList Builder gives you access to all the information that you capture, enabling you to create your own custom SmartLists. 

With SmartList Builder, the possibilities are endless, but we’ve compiled a list of our top 10 favorite advantages:

10. You can combine multiple tables to go beyond basic SmartList data

9. You can create calculated fields

8. You can use more than FOUR search criteria in RESTRICTIONS

7. You can summarize data-group and count and total, oh my!

6. You can create your own go-to’s

5. You can connect to other data sources leveraging SQL, Data Connections & Extender Resources

4. You can use data from multiple companies in the same SmartList

3. You can duplicate your SmartList with SmartList Builder, Excel Report Builder, or Navigation List Builder

2. You can create pivot tables for non-GP users to access

1. Becoming proficient in SmartList Builder will make you look like a genius among your peers!

Take the first step to becoming proficient in SmartList Builder by attending a complimentary webinar on December 8, 2010. 

Microsoft Dynamics GP financials:

• Provide comprehensive, flexible functionality to meet your unique business needs
• Reduce costs and streamline operations with automated functionality that helps you get more done in less time
• Help improve control and financial security while reducing business risks 
• Connect people and processes to increase efficiency and extend insight so the right people are seeing the right information at the right time

To see how the financial management modules in Great Plains work together to help you realize these benefits, join us for a “Microsoft Dynamics GP 2010 Dive In” webinar on August 26th.

In our previous post, “What a Difference a Partner Makes – Part 2,” we provided some bullet points of how engaging an effective software partner can help you get employee buy-in throughout the implementation process and beyond.    We have a perfect example of how one company put these concepts into action. 

Here is the story of how Neundorfer, an Ohio Clean Tech consulting and manufacturing company, worked with Socius to engage their employees from the beginning of the software selection process to ensure a successful implementation. 

Software Selection based on Business Requirements

From the time they reached out to Socius for assistance in selecting a new ERP software solution, Neundorfer was already including employees from across the organization in their decision making process.  Socius’ first step in any engagement with a new client is to perform a business requirements assessment.  Neundorfer made people from every department from finance and operations to sales and marketing available for Socius to ask questions and determine what their needs really were so that they could suggest the solution that would fit their business best.  Neundorfer ultimately decided on an integrated Microsoft Dynamics GP and Microsoft Dynamics CRM solution that would fit the needs of everyone in the organization. 

“Socius listened, they understood our process, they asked a lot of powerful and good questions and then they came up with a solution.”
- Mike Neundorfer, CEO at Neundorfer

Request a complimentary Business Strategy Assessment by Socius

Review Business Processes as a Team

Prior to jumping into the implementation project, Neundorfer partnered with Socius to complete a comprehensive business process review (BPR) which allowed Socius to work with the staff to identify current business processes and develop best practices going forward.  This review was another opportunity for individuals across the organization to make sure that their day-to-day activities were supporting the goals of the organization efficiently.  Neundorfer saw immediate benefits from the BPR including reduced meeting times which resulted in significant cost savings for the company.

“By involving our entire team in the process, getting their feedback and buy-in, we were able to streamline many operations.”
- Jean Ockuly, VP of Finance at Neundorfer

Internal Training Shows Corporate Ownership

A standard part of Socius’ implementation methodology that Neundorfer participated in is the training of the user community.  For this training, Socius trained the project leadership team and was on-hand to contribute subject matter expertise, however, the general user training was conducted by the project team.  Having the project team lead this training proves to the staff that the leaders are invested in the project and the success of the ERP implementation.  This training also gave the project team and Socius the opportunity to test their assumptions and refine the new processes to ensure that the solution worked as it was intended for all users, allowing them to see how their needs were being addressed by the solution prior to “Go Live.” 

Use Technology to Demonstrate the Value of the Individual

Neundorfer has a large computer monitor hanging prominently in their facility that displays sales figures, backlog volume, production costs, and other current data.  Socius showed Neundorfer how they could use their new Microsoft Dynamics GP solution to extract that data and stream it live to the monitors so that employees could refer to it and see how their work to boost sales and minimize costs is affecting the organization in real-time.

  “Across every department, our staff understands the value they add to the company and the importance of their positions and the work they do. They look for ways to improve our operations, and that leads to better quality for our customers.”
- Jean Ockuly, VP of Finance at Neundorfer

Ongoing Engagement through Ongoing Education

Neundorfer continues to keep their employees plugged-in and up-to-date on the latest tools and resources for Microsoft Dynamics GP by encouraging them to participate in educational opportunities that Socius and Microsoft offer.  GP users from Neundorfer are consistently on Socius’ monthly webinars where they learn tips and tricks to enhance their use of the product and improve their organizations results.  Additionally, Neundorfer sent representatives from every department to Socius’ annual Aspire conference so that everyone in the organization could benefit from the knowledge that the attendees brought back.  By having people from various roles participating in these learning opportunities, it not only keeps the employees engaged in and using the software, but it also keeps the partner more involved and gives Socius more opportunities to help Neundorfer continue to make the most of their Microsoft Dynamics GP ERP software.

To hear from the Neundorfer staff why they chose Microsoft Dynamics GP and Socius, watch this video!

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
   

Closing your financial records at year-end (fiscal or calendar year) involves a number of steps that must be executed precisely and in the proper sequence.  Unfortunately, this process is very easily forgotten becuase you only do it once a year.  

To prepare you for this year’s closing, Socius hosted a complimentary web-based overview in which we walked attendees through the steps you need to follow to successfully close your year in Microsoft Dynamics GP.  

Download the session presentation

View the webinar recording

Socius’ Ben Davis and Tina Haerr presented on this topic at Aspire 2009 and provided some helpful tips for using Collections Management:

Managing Collections

Use the Collections Management Main Window to view collection information and to open most of the key windows in Collections Management.

Navigation: Transactions/Sales/Collection Main

 You can use the Collections Management Main Window to complete most of your collections tasks. You can create notes, view financial information, and print letters, statements and invoices or send them by e-mail.

You also can open these windows from the Collections Management Main Window.

• Collections Management Notes window
• Collections Management Build Query window
• Collections Management Print Selection window
• Collections Management Task List window
• Collections Management E-Mail window
• Customer Payment Summary Inquiry window
• Collections Management Transaction Inquiry window
• Collections Management Customer Information window

Creating a Customer Query

Use the Collections Management Build Query window to create a list of customers that meet specific user-defined criteria. Query results are saved by collector ID, each collector can run his or her own queries. Lists of customers that match the query criteria are saved so that each collector can work with a separate list of customers.

Navigation:  Transactions/Sales/Build Query

Process Steps:

• Open the Collections Management Build Query window  – Transactions >> Sales >> Build Query
• Enter a query ID or select one from the list. If the query is new, enter a description. To view additional query information, choose the Query ID information button.
• To create a restriction, choose a tab and enter information. To insert the range information into the query, choose Insert.

Working with Collector Tasks

Use the Collections Management Task List to view tasks and the user assigned to the tasks. You can mark tasks completed or paid and print a task list. You also can use the tasks list to locate customer contact information

Navigation: Transactions /Sales/Collection Tasks 

 Process Steps:

• Open the Collections Management Task List window – (Transactions >> Sales >> Collection Tasks
• Enter or select a collector ID to view tasks for.
• Enter a range of action dates to view tasks that occur within those dates.
• Enter a range of action IDs to view tasks for a range of action IDs.
• To display notes that are completed, select Completed, otherwise, select Uncompleted.
• You can mark the Show Payment Promises Only option to display notes with attached action IDs that have an action type of Promised to Pay.
• You can choose Mark Paid to mark notes as completed automatically if the invoices assigned to the notes have been paid and the action ID attached to the notes is marked Promise to Pay in the Collections Management New Action window.
• Choose File >>Print to print the task list for the selected user.

 To see more tips on how to save money through Improving Your Receivables and Collections in Microsoft Dynamics GP, download the handout from the Aspire presentation.