Tech Alerts
August 2005 support alert
AUGUST 25, 2005
In This Issue...
Venture Out! Try SmartList.
Product Highlight: Advanced Distribution
Common Questions on Report Writer
This Month's Hot Hint
Latest Version Information
Great Plains SmartList
For those of you who currently use SmartList, it's hard to imagine a workday without it. However, there are some of you who haven't ventured out of your comfort zone to take advantage of the benefits and ease of use that this Great Plains query tool provides. Well, we are here to help you out!! The following information is provided as part of Microsoft Business Solutions Help 8.0. Keep in mind that there are over 100 pre-defined queries, which have already been created and can be modified, for your use.
OVERVIEW
The Great Plains SmartList query tool comes as part of System Manager and pulls information from key files such as your customer and vendor files. It also allows you to show all records in your system which include posted, unposted, open, historical, active, inactive and temporary records. You have the ability to sort by columns, zoom on individual transactions as well as export the information from your query into an Excel or Word document.
You can Access SmartList by selecting the SmartList icon that's displayed below the menu bar (the light bulb), or you can choose View >> SmartList.
SmartList uses queries that consist of predefined search criteria, called favorites. The favorites are listed on the left side of the SmartList window. Some of the criteria within each SmartList favorite are used to create a default search, or view, for each favorite. You can modify these views to create a variety of customized views. Remember: SmartList favorites are included for a number of products that integrate with Great Plains.
COLUMNS
To add columns to a view, choose Columns from the menu bar and then Add from the Change Column Display window. You can search for a specific field by adding that column heading into the Find Next field and clicking Find Next. If available, that column will be displayed below. You can also change the view to All Columns or Available Columns and browse the list, highlight the column needed and click OK. With the Change Column Display window open you can change the display name and re-position the columns by using the arrow keys on the right of the window. To redisplay the default columns you can choose Default in the Change Column Display window before saving any modifications made to that favorite.
SORTING
Your favorite can be sorted by clicking on the column heading that you want to sort by and you can toggle between ascending and descending order. The sort column will display a ▲ for ascending and a ▼ for descending order.
SEARCH
Once you have the desired columns added to your query favorite you can now restrict your search. Use the predefined search criteria, which are represented in the SmartList window as columns, from any SmartList view. You can restrict your search using search criteria without having to display it in your view.
There are three options you can use to define your search, field comparisons, maximum records and search type.
Field comparisons can be used to compare two fields to one another. For example, you can search for customers who have surpassed their credit limit as shown in the this pre-defined SmartList. While in the Search Definition window under the Search Definition 1, enter the Customer Balance as the column name, "is greater than" as the filter and via the magnifying glass lookup choose "Credit Limit Amount" as the value and click on Field Comparison. You can further restrict this search to exclude customers with unlimited credit limits by adding under the Search Definition 2 section, 'Credit Limit Type" as the column name, "is not equal to" as the filter and via the magnifying glass lookup choose "unlimited".
Use the Maximum Records setting to limit the number of items your search returns. This includes work files, open files and historical files which returns the records that most closely match the search criteria that you selected.
Use the Search Type selections to specify whether all or some of the search definitions must be matched before a record can be displayed. For example, the Search window allows you to search data in a favorite using up to four criteria. If you want each element of the definition to match before displaying a record, select Match All. To see a record displayed as long as it matches at least one of your search criteria, select Match 1 or More.
EXPORTING
SmartList search results can be sent to a Microsoft Excel Spreadsheet or a Microsoft Word Table. For more in-depth results use the Export Solutions window to create an export solution. Export solutions allow you to export search results to a template and run Excel or Word macros before or after exporting.
For assistance with using SmartList in Great Plains 8.0, please contact the office 303-796-7626 or refer to the System User's Guide in Great Plains(Help>>Printable Manuals).
Commom Questions on Report Writer
Some of the most common questions regarding Report Writer are addressed, in part, in this TechKnowledge Content Article ID #861803.
REPORT NAMES
To determine what a report name is in Report Writer, print the report in Dynamics to the screen. The Report Writer name will be in the window title on the top of the report.
PRIMARY AND SECONDARY COPIES
To choose a report to modify, switch to Report Writer and choose Reports. In Report Writer, there can be Primary and Secondary copies of a report.
Primary
-A primary copy is created when the report is inserted into the modified reports window in Report Writer.
-A primary copy will print in place of the original report once the user is granted security to the modified report.
-There can only be one copy of a primary report.
-A secondary copy of a report cannot be changed to a primary copy.
-A primary copy cannot be printed from Report Writer if it pulls information from a temporary table.
Secondary
-A secondary copy is created by either choosing Copy, to add the report to the modified report list, or by selecting a modified report and choosing Duplicate.
-A secondary copy cannot be made if the report pulls information from a temporary table. The Copy and Duplicate buttons will be grayed out.
-The secondary copy can be printed from Report Writer or in Dynamics under Reports>Customized. It cannot be printed in place of the original report.
Generally, it is recommended that you modify an existing report instead of creating a new custom report because a custom report does not have any report options. Any restrictions or sorts for the report must be added in report writer, they cannot be selected when printing the report. Also, as mentioned above, a custom report will not print in place of the original report. This is especially important for invoices and checks.
GRAPHIC VS. TEXT REPORTS
To change a report from text to graphic mode, unmark the Text Report box in the Report Definitions window. Changing a report from text to graphic will affect the report as follows:
-Releases the right hand margin. The fields on the right side of the report will have to be moved back into position.
-Changes from text to graphic will change the default font for the report.
-Graphics, such as logos and signatures, can be added to the report. These graphics cannot be bigger than 32K.
-The user can change fonts on a field.
COMMON ERROR AND TROUBLESHOOTING
Error in equation
Check any calculated fields that have been added or modified. Look for missing operators (+,*) or expressions that have no close parentheses or that have them in the wrong place.
Inconsistent sort/expression
This message often occurs after modifications have been made to a report, especially if additional files are linked or additional fields have been added to the report. The message usually includes a restriction to add.
-To get rid of this error, choose the Tables button in the Report Definition window. Look for the table with an asterisk (*) that is on the lowest level. The levels are defined by the number of dashes next to the table. Close out of this window and choose Restrictions from the Report Definition window. Add a restriction that sets a field from the above table equal to itself.
Type Mismatch
This error is causes by one of two things, both involving calculated expressions.
-the result type for the calculated expression is not the same as the true and false case for the conditional expression or the result of a calculated expression or,
-the true and false case for the calculated expression does not have the same result type. For example, the true case has a field that is stored as an integer and the false case has a field that is stored as a currency.
For additional question using Report Writer, please call the office 303-796-7626.
This Month's Hot Hint
Our Hot Hint for the month comes from a client whose users need to reference documents and pictures from applications outside of Great Plains. By using the OLE Note feature in Great Plains they have those documents and pictures at their finger tips.
This can be done in any record-level note. Open a record-level note, for example a customer note, and click the OLE button. The OLE Container window appears with the name of the record you are linking the object to in brackets. To select the file you want to link, choose Edit>>Insert New Object, then create or select the object to insert. If you create a new object, the application you select starts inside the container. Create the object and then save it. Remember: The file you attach must be a file created by an application that supports OLE; this file is the OLE object to be linked to the note.
If you need any guidance in using this option, please call the office.
Remember! You can contribute a hint or trick that you use in Great Plains, and receive a fabulous prize for your idea!
Just email dawng@theknastergroup.com with your idea, and if we use it in a support alert a special prize will be all yours!
Product Highlight: Advanced Distribution
Would you like to know where an order is in the distribution process without having to start a research project? How about being able to cross-reference inventory using your customer's own item codes? This and more can be reality with the Advanced Distribution module.
This Great Plains module allows you to view the status of a fulfillment order at any given time once you establish your workflow process by defining up to six stages within the order-to-invoice process. Not only does workflow improve customer service but also aids in the distribution process.
Cross-referencing is simple with Advanced Distribution. Easy setup via the Customer Item Maintenance window will allow entry of customer item numbers during the order entry process. It also increases response time on customer service inquiries for both the customer service reps and customers.
These features plus Automatic Back-Order Allocation, Order-To-Invoice Transfer, Customer-Specific Item Substituition and many more will increase productivity and improve customer service.
Call the office today for a demo or to request more information, 303-796-7626.
Latest Version Information
Tax Tables Available: Round 6 Tax update is now available. This update will include changes to the state of Idaho and Kentucky. This update includes all previous local, state and federal tax table updates for 2005, plus format changes to the 941 Form.
To check your version information, go to Help>>About Great Plains. To check your FRx version, choose Admin>>Organization. As of today, the most current versions are:
Great Plains Version 8.0
Great Plains 8.00g34 (Service Pack 2) Please read installation instructions as there is a "Perform Special Upgrade" required on the server.
Release 8.0 service packs will be releasing every six months to address specific quality reports. The new six month cycle will begin with service pack 3.
Great Plains Version 7.5
Great Plains 7.50 (Service Pack 7)
Release 7.5 Service Pack 7 applies to installs on Microsoft SQL Server only. Technical Support for Great Plains on Pervasive and c-tree databases discontinued December 31, 2004; therefore, Service Pack 7 will NOT include fixes for those databases.
Dynamics Version 7.0
Dynamics 7.00g12 (Service Pack 2 released on 1/28/03, you should update to this release if you installed Service Pack 2 prior to this date)
FRx Service Packs
FRX 6.5.246 (Service Pack 7)
FRX 6.7.4031(Service Pack 4)
FRx Forecaster 6.5 (Service Pack 5 and Hotfix 1)
FRx Forecaster 6.7 Second Edition Service Pack 4 (6.7.157) - June 2, 2005 (Includes SP3 and all HotFixes)
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