THE GP ADVANTAGE

The Powerful Features of Navigation List

that will change how you use Microsoft Dynamics GP.

If you find SmartList easy and flexible to use, then you are in for a surprise with what Navigation List can do.

It is one of the most useful features in Microsoft Dynamics GP that many users are not taking advantage of.

It is the interactive version of SmartList that allows you to view a list of similar records, select one or more records, and then perform actions against all the records that you selected at the same time.

1. Deleting of Master Records.

Deleting master records individually can be time consuming; if you have multiple records that you need to remove, you can use the Navigation List. As long as the conditions for deleting are met, then you can easily mark the list of records to perform the Delete Action. For Items, the following conditions should be met before deleting them:

  • No quantities of the item are available at any site.
  • The item is no longer assigned to any site.
  • No unposted transactions for the item exist.
  • The item isn’t a component in any Microsoft Dynamics GP bills of materials.
  • No inventory history exists for the item.

If you go to Inventory >> Items Navigation List, you can generate the list of items, and even add filters if, for example, you want to see all Inactive items. Then from the results, you can mark the item and complete the necessary changes.

2. Personalisation of Navigation List.

Some changes that you can make to a primary list available in Microsoft Dynamics GP or a list view are visible only for you, and will therefore not be visible to others who have access to that list. These changes are called personalisations. You can personalise each list separately and your changes will be remembered the next time you log in to Microsoft Dynamics GP.

You can make the following personalisations to a list:

Columns: You can drag and drop columns to put them in the order that you want them. You can also resize the width of the columns to the size that you want.

Sort order: You can sort a list by clicking on any one of the column headings that are displayed in the list.

Information pane: You can choose to hide or show the information pane by choosing Show >> Information Pane from the list title drop-down menu. You can also resize the information pane vertically by dragging the top border up or down.

Filter options: You can hide or show the filter options area by choosing Show >> Filter Options from the list title drop-down menu.

Action pane: You can hide an action pane by choosing Show >> Action Pane from the list title drop-down menu. If you hide an action pane, a menu will be displayed instead of the action pane. The same actions that were displayed on the action pane will appear in the menu. To hide the menu and show the action pane again, select the list title drop-down menu and choose Show >> Action Pane.

3. Fixed Asset Routines in Navigation List.

With the Navigation List feature, you can perform routines on one or more assets without building an ‘Asset Group’. Simply list your assets in Financial >> Asset Navigation List and mark which assets you want to do the Action for. It does not have to be in a range or in any particular asset group. But you could add filters to streamline your asset list, mark the assets, and then select the Action button to perform the routine. You may Depreciate one or more assets depending on your requirements; it does not have to be in the same class or in chronological order to do this.

4. Emailing or Printing Documents in Sales and Purchasing Module.

Printing of Sales/Purchasing documents can be much easier and more flexible in Navigation List than in 'Print Sales/Purchasing Document' window. You are not restricted to print only by the ranges available in that screen such as PO Number or Sales Batch. You can print multiple PO Numbers that are not in sequence order or in the same Batch. You can also print for both unposted and posted Sales and Purchasing transactions at the same time.

To accomplish this, you can generate a list of transactions (Sales >> All Sales Transactions). Then you can mark the documents and perform the Print Document Actions. Once done, you will see the progress bar and it will show how many succeeded or failed.

On top of printing action, you may also email these forms to your debtors and vendors. You can even email various document types like Sales Orders, Sales Quotes, and Sales invoices, all at the same time. You can send documents for both unposted and historical transactions. You just need to make sure that the email addresses are configured for the Vendors and Debtors.

5. Sending List to Excel or Printing the List.

Similar to SmartList, exporting records into Excel is available in Navigation List. You may also Print the List as a report. You can mark which items you want to be included without having to add an additional filter in the search criteria.