The evolution of Dynamics GP: SmartLists & Workflow
Since its inception as Great Plains in 1993, companies across the globe have relied upon Dynamics GP to run their business operations for over 25 years. As a mid-market Enterprise Resource Planning (ERP) software, its robust financials, operations, and inventory management features provide the foundation for running a successful business. In 2019, Microsoft released the newest version of Dynamics GP, where the support policy was updated to better align with Microsoft’s cloud ERP products and the year was removed from the product name. Over the years, there have been a number of enhancements made to Dynamics GP to add new features and improve its functionality. This blog will discuss two of the more notable features that Dynamics GP has advanced throughout its evolution: SmartList Designer and Workflow.
GPs evolution: SmartList Designer
SmartList Designer was first included in Dynamics GP 2013 R2. It lets users create customized data reports known as SmartLists. Creating SmartLists in SmartList Designer involves selecting the tables and fields that you wish to report on, and linking the tables through relationships. The resulting data is displayed in a grid, which can also be exported to Excel and further customized.
In this example, a default SmartList of unpaid AP invoices is generated:
To pull the exact address details of the vendors, you can use SmartList Designer to connect the original data table to the Address Master:
The new SmartList created ‘Open Inv with Remit Address’ now displays the vendor address details for the invoice:
SmartList Designer has been regularly updated since it was first included in Dynamics GP. The following list outlines the advancements made to SmartList Designer throughout GP’s history.
Once lines are created, the count is ready to begin. There are multiple options for performing the cycle count. A worker can perform by the count on a mobile device by opening Finance and Operations in a web browser and engaging directly with the system. Only one user can access the journal at a time. Finance and Operations is fully integrated with Excel. There is an option to open the count journal in Excel with a live connection that can be published back to Finance and Operations. Using this method, workers can take advantage of all the standard Excel functionality for data entry and data filtering while maintaining a real time connection to the system.
However, using Finance and Operations to perform the inventory count directly requires each worker have a user license. If the employee’s responsibility within Finance and Operations is limited to cycle counting, it may be simpler to print the counting sheets to prevent the added cost of obtaining additional user licenses. Printed counting lists can be distributed to multiple employees then collected for data entry back into the system. When printing the lists, there is the option of specifying if the on-hand quantity should be shown in the lines, or if a blind count is preferred.
Another hybrid option is to export the count sheets to an Excel file that is not connected to Dynamics 365. The count sheets are “printed” but remain in a digital format. The digital file can be emailed to employees and opened on a mobile device with the Office 365 or Excel app. Employees can enter the counts in the file as they walk around the warehouse with the mobile device. The files can then be emailed back to the warehouse manager for upload into Finance and Operations. This method saves paper and printing costs while also eliminating the possibility of lost papers and issues reading the writing.
Once the counts are complete, a warehouse manager transfers the values to the system, where any discrepancies in quantity will be shown. Once the journal is posted, the system will adjust the on-hand quantities as per the counted quantities and post the necessary adjustments to the appropriate account. When posting a count journal, there is also an option to post and transfer the errors to a new journal. That way, the correct lines can be posted and only the lines with errors remain.
2015
Default SmartList Visibility
This update allowed administrators to select a default value for to whom the SmartList Favorite is visible, including the options of System, Company, User Class, and User ID.
Workflow SmartList Designer Create View Approval
This allowed a SmartList to be sent through workflow to create a SQL view based on the SmartList query. The SmartLists could then be used to publish refreshable Excel reports.
2016
Import/export SmartLists from SmartList Designer
This allowed users to export and import SmartList definitions that have been created with SmartList Designer from one install to another, as well as export and import SmartLists across sites or divisions.
SmartList Designer default columns in SmartList Options window
This allowed all columns included in new SmartLists to be displayed in the SmartList Options window by default. It also included the ability to include or exclude columns from the default view and change the order in which the columns display.
Create SmartList from the Favorite using SmartList Designer
SmartLists could be created from a Favorite, and a user could do so without having to remove extra columns from the default SmartList.
2016 R2
SmartList Favorite protection
A password could be required to modify a SmartList Favorite.
SmartList Designer SmartLists available in Advanced Lookups
This allowed users to assign SmartList Designer List Favorites to Advanced Lookup windows.
2018
Unique passwords for individual SmartList Favorites
This gave users the option to assign a unique password to SmartList Favourites.
Shortcut to SmartList added to web client
This update added the ability to navigate to SmartList directly from the web client.
One-click navigation to SmartList from web client
In addition to web client access, users could navigate to SmartList in one click with an added shortcut to the banner.
2018 R2
SmartList Designer Favorites display in navigation lists
SmartList Favorites that were created via the SmartList Designer appeared in the Favorites navigation list.
Dynamics GP (2020)
Date options in SmartLists
This update created new search options when choosing the date value, removing the need to change dates in search criteria. These options include Prior Month, Prior Period, Next Month, and Next Period.
Inactive field added to Item SmartList
A new field, Inactive, was added to the default Item SmartList. Users can add it as an available column to other SmartLists that are based on the Item list.
Workflow updates in Dynamics GP (2020)
Workflow has always been a key feature of Dynamics GP, providing the capability to automate a wide variety of processes across modules. In the latest version of Dynamics GP, there are significant enhancements to the workflow area.
Export and Import Workflow
You can now export a workflow to a .json file. You can then copy that to another workflow or another company. When importing a workflow, the workflow types must match, and workflow approvers and message options will be configured.
Change Approver for Active Workflow Tasks
The vendor approval workflow has changed to submit to workflow if the vendor hold status is changed, or when the document attach status is updated for the vendor.
Dynamics GP has undergone many changes since its days as Great Plains. We have outlined a couple of the biggest advancements seen throughout GP’s evolution, including SmartList Designer and Workflow. The product enhancements seen within Dynamics GP alongside updates to its support policy implies that GP will remain a strong ERP product that Microsoft is committed to investing in for the foreseeable future.
No matter what version of Dynamics GP you are running, it is essential that your system is regularly maintained and optimized to fit your business needs. Whether you are interested in upgrading or just receiving support for your current system, Rand Group has strong business and technical knowledge to support our client’s diverse needs. Contact one of our representatives today for more information about support options available to you.
Justifying the Cloud to the C-Suite
There are multiple possibilities when it comes to strategies for migrating to the Cloud. It may be a choice between rehosting your apps by shifting them to Azure or rearchitecting them and adding new capabilities or rebuilding them. Whatever the reason, it’s important to be armed with the right information if you are approaching your executive team. Here’s what to focus on, when presenting a cloud strategy to your management team.