Dynamics GP Tip of the Month: Stay proactive with SmartList Reminders

Staying proactive in your ERP environment often depends on detecting issues before they become problems. In Microsoft Dynamics GP, SmartLists are a powerful tool for reporting and data analysis. But you can also configure Reminders based on SmartLists to alert you when specific conditions are met. In this tip of the month blog, we’ll show you how to leverage SmartList Reminders so that when key metrics cross thresholds (e.g. too many overdue invoices, account balances exceed limits, missing vendor tax data), you get notified automatically when you log into GP.

SmartList Reminders let you define alerts against SmartLists based on:

• The number of records (e.g. “if there are more than 0 records matching this list”)
• A total of a particular column (e.g. “if the total of ‘Outstanding Amount’ > $50,000”)

Once configured, the Reminder will appear on your GP home screen (in the Reminders window), providing a quick link to the SmartList that triggered the alert. This ensures issues don’t slip under the radar.

How to set SmartList Reminders in GP

1. Open Dynamics GP → Reminders
   In the GP menu, select Reminders from the dropdown.

2. Click Change Reminder Preferences. This opens your list of existing reminders and allows you to manage them.
3. Click New to create a new reminder entry.
4. Select your SmartList. Use the SmartList selector to pick the relevant list. This could be a default SmartList or one you’ve customized/favorited earlier.

5. Define your trigger condition. Your two main options are number of records and total of a given column. And then set the comparator: equal to, greater than, less than, or not equal to.

For example, you might set:
“Number of records is greater than 0” to flag any occurrences of a condition you don’t want to miss.

6. Save the Reminder. Click OK in the Reminder setup window to activate it.
7. Review the reminder in your GP home screen. The next time you login (or refresh your Reminders window), you’ll see the alert. Double-clicking it will launch the SmartList so you can view the matching records.

Note: If you don’t already have a SmartList with the filters you need, you can first build or customize one (or use the SmartList Designer) before creating the reminder. Also, you can edit or remove reminders any time via the Change Reminder Preferences menu.

Using SmartList Reminders in Microsoft Dynamics GP gives you greater visibility and control over your data. Instead of relying on manual checks, the system alerts you to potential issues so you can act quickly and confidently.

Key benefits include:

• Proactive alerts – Stay informed without running reports manually; reminders notify you when specific conditions are met.
• Faster issue resolution – Jump directly into the SmartList from the reminder to view records and take immediate action.
• Better visibility across users – Configure reminders for individual users or groups so the right people see the alerts.
• Customizable thresholds – Define reminders by record count or total amounts to fit your business rules.
• Improved governance and controls – Ensure compliance and consistency by setting reminders for missing data, overdue balances, or other critical conditions.

SmartList Reminders transform Dynamics GP into a system that proactively works for you. By surfacing exceptions, overdue items, or critical balances the moment you log in, you reduce the risk of missed deadlines, overlooked compliance requirements, or financial surprises. This small setup step ensures your team can focus on resolving issues quickly rather than hunting for them, ultimately improving efficiency, accuracy, and confidence in your GP data. For help setting up SmartList Reminders reach out to our team today. Our Dynamics GP experts are ready to help you fully utilize the capabilities built into GP and more. And be sure to return next month for more technical insights in our tip of the month blog series.