During a recent Deep Dive webinar, we dug into new functionality for the User Lockout feature in the Dynamics GP Toolbox, walked through how to setup email notifications on specific and individual changes using Auditor, and stepped through how to look up Intercompany GL Accounts in SmartFill. If you missed it, give it a watch right here, or keep reading!
Dynamics GP Toolbox
Our Dynamics GP Toolbox product is a compilation of 27 tools to help make your work simpler & easier®. Recently we made a change to an existing tool called User Lockout. It allows you to lock out a user in GP after they have made a specific number of unsuccessful attempts to log in. That specific number was hard coded to three attempts in past versions, but the change allows you to set the number of incorrect login attempts. You can choose a number from 1-9. For example, if you set it to the number 2, and your user tries to log into GP, but types their password incorrectly, they will get one more chance to try it before receiving this message:
The message above indicates they have tried their password more than the maximum number of attempts you have allowed. While GP allows the user to keep launching GP and trying passwords, User Lockout requires the administrator to unlock the user once this message is received.
One note to remember, if you disable the User Lockout tool, and have users who are currently locked out, you will receive this warning message:
This explains that the user who is locked out will have access again once you disable this tool.
Auditor is very useful for many reasons including preventing fraud, knowing when a change is made and why, and using the e-Sign Signatures feature to prevent users from making a change without approval from an E-Sign Administrator.
One of the best things about Auditor are the notifications. Especially the ability to email the notification. To do this, you need to make a change in two different places within Auditor.
- Auditor System Settings – here you see all the users you have setup within Microsoft Dynamics GP. In this window, for those users marked as Auditor Administrators, mark the ‘email’ checkbox under the Audit Notify Options column, then click the line expansion (blue arrows) to allow you to enter the appropriate email addresses. The users marked to email receive an email notification when an audit is captured for those audits you marked to notify.
- Mark Audit to notify – go to the Audit itself and mark the specific field where you would like to receive an email notification when a change is made. For my example, we will use a Table Audit. The steps to make this change are:
- Click Microsoft Dynamics GP | Tools | Setup | Auditor | Audit Groups, then select the Audit Group that contains the table audit where you are adding an email notification.
- Highlight the table audit and click Edit to open the Auditor Table Maintenance window.
- In the field list, highlight the field where you want to add the email notification, and click Field Options (the radio button in the blue section above the Options column). Keep in mind this setting will apply to this field only.
- Under the Notifications section, check the box to ‘Notify System Administrators’.
Note: You can also choose to ‘Send an Email to this Alternate Address’, if you want to send the notification to someone not marked as an Auditor Administrator. For multiple recipients, you need to use an email group as you cannot add multiple email addresses in this field.
- Click OK to close the window and close the remaining windows.
Now, when you make a change to the field you have set up to notify, you will receive an email that shows the changes and the other pertinent Auditor information related to that audit.
If you have issues with notifications and find they are not being sent, there is a great KB article on troubleshooting:
Our SmartFill product allows you to find a specific Account, Vendor, Customer, Employee, and other key Master Records with ease and flexibility. For example, you can find a Customer ID by phone number, contact name, or any other information you have saved on that record, as long as you have the SmartFill Object setup to allow you to search using that field. You can even link other tables!
With SmartFill, you can also use a Custom SQL Object to allow you to search for General Ledger Accounts from another GP company when you are entering an Intercompany transaction.
To setup this SmartFill Object to lookup Intercompany GL Accounts, you will need to create a new SmartFill Object called ‘Intercompany Accounts’. This object will differ from a typical Accounts object in that it will use a datatype of String, instead of Account as shown below:
In the example, the fields setup includes Company, even though it is not used as a search field. It is important to mark the Search box, so the stored procedure can use it as a parameter to identify the company you are using in your Intercompany transaction.
Note: The Test Search feature is not available when you use Custom SQL as your Search Type.
You will also need to either edit your SmartFill stored procedure in SQL Server Management Studio to include the new object called ‘Intercompany Accounts’ or create the stored procedure for the first time.
The steps to edit the script and create the SmartFill Repository record to link the object to the field on the window within GP are included in our Knowledgebase article: How to Use SmartFill to Lookup Intercompany General Ledger Accounts.
As you go through the steps and you have any issues or questions, please reach out to our support team at email@example.com.
Here are some commonly asked questions and facts for SmartFill.
What is SmartFill?
It’s a Google-like search tool for finding a key piece of information or a specific record in Dynamics GP.
What is a key piece of information?
An Account, a Vendor, A document, A customer, a checkbook, an employee – almost anything
Where does SmartFill work?
Anywhere there is a magnifying/lookup glass across GP you could use SmartFill. In most cases, it’s already working there as soon as you install it!
Can I modify how SmartFill searches?
Absolutely! It comes with easy to modify pre-set searches, but you can quickly customize them to however you want to search for information!
Does SmartFill work for all of my GP users?
Yes! SmartFill is licensed based on the number of concurrent or full system users you have in GP, so everyone can use it no matter how much or how often they access GP.
Can SmartFill search in 3rd Party product windows?
Most of the time, yes! As long as the product is Dexterity-based, you can create a new object, or apply an existing SmartFill search to the windows and fields that search for key records in 3rd party products. If you run into a snag, just reach out to firstname.lastname@example.org and they’ll help point you in the right direction!
How many pre-set searches does SmartFill come with?
Out of the box, SmartFill searches over 4,000 fields in GP
Is it hard to add SmartFill to a lookup field?
Nope! A few clicks and your set to search it! Here are the easy to follow steps from our Knowledge Base
How to Install SmartFill in 6 Easy Steps:
- Download the SmartFill code file from our website and save it
- Run the install wizard on your GP server
- Log into GP as administrator
- Click Yes to install new code
- Plugin your registration keys and you are ready to start searching!
- Repeat steps 1-4 on any workstations that have local GP code installed on them
How long does it take to modify a SmartFill Search?
2-30 Minutes depending on the number of fields and options you want to customize.
We even have some additional SmartFill objects you can download right on our product page to get you started or to further customize your searches in 3rd party products!
Are there any directions to modify a SmartFill search object?
Is there a trial version?
Yes, you can try SmartFill for free for 30 days in your environment. Here is a link to the trial form.
SmartFill, the #1 Rockton product, just got even better. Yes, we added 6 new features and we’re so excited to share them with you.
It’s easy to see what new features have been added to SmartFill by accessing the What’s New in SmartFill document right within Microsoft Dynamics GP.
2 Ways to Access The What’s New Document
- From the blue SmartFill shortcut, click What’s New in SmartFill.
- In Microsoft Dynamics GP, go to Help | Rockton Software Support and click the What’s New button.
New Feature #1 – Open from Additional Menu
You can quickly open the Make a Selection window from a window where you have SmartFill lookups assigned without having to type anything in the field. For example, if you have assigned a SmartFill Object to the Customer ID in the Customer Maintenance window, put your cursor in the field and click Additional | Open SmartFill lookup. The Make a Selection window opens with all records tied to that field.
New Feature #2 – Make a Selection Hotkey
You may now open the Make a Selection window using a hotkey. Assign the hotkey from the SmartFill Options window. To access the window, click the SmartFill shortcut, and then click Objects. In the SmartFill Objects window, click Actions | Options.
In the ‘Open SmartFill Lookup hotkey’ field, assign the hotkey you wish to use. By default, S is set as the hotkey. This key, in conjunction with the Ctrl key, opens the Make a Selection window from any field where a SmartFill lookup has been defined.
New Feature #3 – Search by Column
Using SmartFill to find a record is already easy, but now it’s even easier. Previously, when you searched in a field, the Make a Selection window opened, and you could enter a Subset Search to help further define your results if too many were returned. You can still do that, but now you may also select a specific column to search to help narrow down those results.
New Feature #4 – Edit Object from Make a Selection
You may now easily open the SmartFill Object Maintenance Details window from the Make a Selection window. This makes editing the object so much easier. When you invoke SmartFill and the Make a Selection window opens, click the new Edit Object button. Of course, this is only true if you have security access to the SmartFill Objects window. If you don’t have access to the window, the Edit button does not appear in the window.
New Feature #5 – Export Make a Selection
SmartFill is flexible and allows you to pull helpful information into the Make a Selection window.
For example, you might see Sales Order Processing transactions for a specific Customer in a specific date range. Using the Export button in the Make a Selection window, you may export the values returned and send it to an Excel or CSV file.
New Feature #6 – Resize Make a Selection Window
When you open the Make a Selection window, you may re-size the window to fit your needs. The next time you open that window, it will remember the size you last used. It is user-specific, so it won’t affect the way other users see their window.
Joining a new company and learning a new system can be overwhelming but rest assured there are some ⚒️ tools to help you along the way.
How can these tools help make your work simpler & easier®?
- Faster searches
- Quality control tracking
- Help navigating GP
- Manage and train new hires
- Improve user experience
What are these 3 tools?
- Replaces the need to click on the magnifying glass in Dynamics GP, making it quick and easy to search for things.
- It already comes preset up. So, you don’t have to be a developer to work with this product.
- You’d be able to use SmartFill without having to know every little nuance about how things are named in Dynamics GP as well as your 3rd party solutions.
- Quickly track and report on any changes to specific fields in the system. This is great for training and accuracy, staying informed on data changes, fraud prevention, and improving the user experience.
- Get your questions answered when someone changes a specific field on a window.
- Audits are field-specific, which means you can set up and track any field on any window across GP and Dexterity-based 3rd party solutions.
Dynamics GP Toolbox
- Manage security by user or role or copy security from one user to another (great for setting up new users).
- Print out an accurate security report to know exactly what users can get to, whether it’s Windows, reports, or different fields.
- Use a search tool to help navigate to windows. This helps improve the user experience as they get accustomed to the new system or to help find windows you don’t often use.
These are just a few highlights of what these three products have to offer. We could go on for hours on how they can make your work simpler & easier®.
If you have any questions, please email us at email@example.com.
Are you looking for ways to reduce costs and improve efficiency in your procure-to-pay process?
Ready to find information up to 83% faster?
Let’s discover how to achieve savings and efficiency gains by proactively managing business spend and speed up searching for key records in Dynamics GP.
Take it outside
Extending the functionality of GP by taking the purchasing solution outside which then extends that out to all the users through mobility and allowing them to be able to create those POs and move the process forward. Fraxion is a true cloud procurement software that enables complete spend management – from purchase requisitioning and approvals to expense management and spend analysis.
Why does it sit outside of GP?
The reason the Fraxion solution sits outside of GP is because that’s what makes it easily accessible to users, the interface is easy to use, and everyone can move through the system very easily.
Different Areas of Spend Management
- Procurement Side
- Expense Management
- AP Automation
- Spend Analysis
If you look at the PO module within GP, many customers describe it as bulky and hard. It takes up a user to use it and they ‘re using things like Business Portal to potentially do that.
How can you achieve savings and efficiency gains?
Most employees want to make great decisions when they’re doing their purchasing, but because of lack of information that kind of going on gut feel. What we want to do is make those more data driven decisions and be able to put the budgets in their hands.
Give them the information and tools they need at their fingertips:
- What have we spent
- What are we committed to
- Approvals into the right hands
- 2 and 3 way match
- Bring it all back into GP
Now you’ll get more control of your spending, automate your workflows, and provide visibility and analytics that allows you to become more efficient.
Do you find that it takes too long to search for things in Dynamics GP?
Think about using Google. You start typing into your Google search bar, maybe you’re looking for ‘snow pants’ as an example. As soon as you start typing the word snow, Google’s anticipating what you are looking for and starts sending you suggestions such as a snow shovel, snowblower, and snow pants. You get that list right away to select the right option a little bit faster without typing in the entire word.
That’s pretty much what SmartFill does for GP and your 3rd Party Solutions. It’s a super search tool. Anyone that touches GP could and should use SmartFill.
Have you ever noticed every GP window has lots of magnifying glasses? You may use those for your typical look-ups. Well, not anymore.
Let’s focus on purchasing and vendors. If you use the magnifying glass you have to wait for that list to load of all your vendors or all your items. That can get really time consuming. You’re waiting for the list then sorting the list looking for that Vendor and it can sometimes take a while.
Well, it can get a whole lot easier. You can just type the item description or part of the Vendor’s name into the field and SmartFill will do all the magic. You never have to click on the magnifying glass again!
Out of the box
You don’t have anything to set up. SmartFill is ready to go. There are 20 searchable objects that are searching over 4000 Windows in GP, plus you can add as many of your own as you want as well as customize the existing objects to your liking. As soon as you install this product, which takes about five minutes, you’re ready to search.
These are the tools and the ways to automate your procure-to-pay processes as well as save time and money with a fantastic productivity tool for your entire team.
Saving Time & Saving Lives
How much time do you waste in a day looking up information in Microsoft Dynamics GP or even your third-party products? You know it’s in there, but coming up with the magical combination of words, numbers, or phrases to find it is another story. What a pain!
Who is the Donor Network of Arizona?
Donor Network of Arizona (DNA) is the federally designated, not-for-profit organ procurement organization for Arizona. They facilitate the transplantation of organs and tissues for transplantation in pursuit of their mission to make the most of life through the gift of organ and tissue donation.
Their organization only exists because of the generosity of organ and tissue donors and their gifts.
What Challenges Did They Have?
Donor Network of Arizona realized what a headache it was trying to look-up the right G/L account. Over the years, the naming conventions became less consistent, and as they grew, some departments were named slightly different than others. Talk about those growing pains.
Being a new employee also has its challenges. When you’re not familiar with any of the naming conventions, it can be difficult to look-up things quickly and easily, especially G/L accounts.
Vendor IDs quickly became an issue as well. In the earlier days, the IDs were much shorter. Suppose there were any changes made to the name or ID; that’s when it became difficult. You could no longer quickly lookup a certain vendor using current GP functionality.
How SmartFill Makes Their Work Simpler & Easier®
New employees no longer worry about not finding the information they need quickly and easily. Searching for something in Dynamics GP is easier and less time-consuming. Gone are the days when they have to try and come up with the magical combination of words, numbers, or phrases.
What does all this mean for the Donor Network of Arizona?
They spend less time on unproductive searches and, in turn, have more productive staff. They are more efficient and ultimately able to save more lives.
Read the full Customer Success Story here!
A few years ago, Rockton enacted a 1-1-1 rule. This means we dedicate 1% of our team’s time, 1% of company profits, and 1% of our product is given to charities in our communities. Employees enthusiastically jumped at the chance to engage with their chosen charities. It is such a great part of our company culture. We support a wide and interesting range of nonprofits in the communities where Rockton Software employees reside.
Going along with this rule we have recently incorporated something new. Each year we ask for nominations from nonprofits that would like to receive one of our products at no charge. We typically announce the winner at GPUG Summit but since this event went virtual we had to do things a little differently.
This year we are thrilled to give out not 1 but 2 awards.
Congrats to Autism Services of Saskatoon and Grace Lutheran Communities.
After all the submissions were reviewed, we felt these two service organizations go above and beyond for their community and they both deserved to get their requested product.
Autism Services of Saskatoon Submission
I would like to nominate Autism Services to receive the Dynamics GP Toolbox solution. We have been in operation for just over 40 years in the Saskatoon community and on an annual basis have approximately 130-145 new families every year coming to us for services. The existing families still need support so our demand for services has been increasing dramatically in the past 5 years. In all of this, I feel having the right tools in our hands to do our administrative processing as efficiently as possible is a good way for us to save a few dollars that can then be used to support our clients.
Grace Lutheran Communities
I’m writing this nomination for the free Rockton product that you are looking to reward to a non-profit organization. We are a non-profit organization that specializes in Skilled Nursing Facilities, Assisted Livings, Low-Income Apartments, Adult Day Services, and Child Care. Our organization uses Microsoft Dynamics GP for our Accounts Payable and Finance reporting.
Being a nonprofit organization, we use our budget to the best of our ability to service our residents and clients and most times go without the technology items that would help us with our day-to-day operations in the office. If I could have one product introduced to my Finance Team, I would like to get SmartFill. I feel as though the functionality of this product would greatly help us when we are dealing with information for 20-plus facilities and over 300 vendors that we do business with.
With a small team of seven people doing so much any little time saving tool would greatly help and impact the amount of time spent looking for something within the Dynamics system. I also find that this product would allow us to find mistakes before they happen and really impact our organization. I know that using this product previously it can help elevate double payment to vendors and such issues that arise. With an organization that does so much for so many facilities with a small number of employees this product would definitely be beneficial to us.
Congratulations to both and we are so excited to help be a part of your mission!
If you would like to learn about these two organizations and donate check out the information and links below.
Autism Services continuously strives to deliver the highest standard of support, advocacy, and service to individuals with autism, and their families and caregivers.
Click here to donate, https://www.autismservices.ca/how-you-can-help/make-a-donation/
Our vision at Grace Lutheran Communities is an evolution. We will breathe life into our vision with initiatives that help us live the vision a little more each day.
Click the link to donate to our Supplying Grace Fundraiser: https://www.autismservices.ca/how-you-can-help/make-a-donation/
There are just some things in life that are better together like chocolate and peanut butter, crackers and cheese, cinnamon and sugar. Ok, all this talk about food is making me hungry so let’s talk about solutions.
The ultimate Rockton Software power couple (drumroll please) is Omni Price and SmartFill. Individually, both products make work simpler and easier® in Dynamics GP, but together, they make a dynamic duo.
Here are 4 ways Omni Price and SmartFill proves to be the perfect pair.
1) SmartFill in the Price Check window – Inquiry | Omni Price | Price Check:
We could all use a trusty sidekick at times. Just like Batman needed Robin to give him a hand in sticky situations, the same is true for Omni Price and SmartFill.
Let’s say a customer calls in and needs a quote on one or more of your Items. You open the Price Check window and remember part of their Customer Name. You type in the part you remember in the Customer ID field and tab off. The Make a Selection window opens, and there you see and select which Customer is on the phone without having to ask them to repeat their name.
Let’s Dive Deeper
When doing price checks, SmartFill allows you to quickly do a search for the Customer. If it is the Customer Name, City, Phone Number, User Defined field, etc. that you know, you can enter that value into the Customer Number field in the Price Check window, tab off, and the Make a Selection window will open with the Customers that contain that value.
Note: You can add SmartFill to the fields that contain a lookup.
Here is how it looks from the Price Check window when you enter FIT for the Customer ID and tab off the field to open the Make a Selection :
2) SmartFill in the Sales Transaction Entry window – Transactions | Sales | Sales Transaction Entry:
You are entering the Sales Transaction and are about to add an Item Number. With SmartFill, now you can type in part of the Item Number or Item Description. Tab off the Item Number field and the Make a Selection window opens with not only the Item Number but also the Quantity Available at each Site ID.
Here is an article to show you how to set up this view since it does not come natively in SmartFill.
Look at how much easier it is to find the Item Number with SmartFill in the Make a Selection window compared with Dynamics GP in the Items :
3) SmartFill in the Pricing Transaction Inquiry window – Inquiry | Omni Price | Pricing:
Some of the most famous couples have blossomed from non-traditional situations. Take Romeo and Juliet for example, against their families’ wishes they found love. Or perhaps, you are given options, just like everyone’s favorite reality show: The Bachelor. How does this apply to Omni Price and SmartFill you ask?
Let’s say you need to view some of the Pricing Transactions. So you open the Pricing Transaction Inquiry window and see that you have several options to choose from in the Selection Range. You know the Contract ID and/or Contract Description contains Mark so you enter that in the Contract ID From field and tab off the field. In the end, the Make a Selection window opens where you are then able to select which Contract ID you want to see the Pricing Transactions for, and offer up your final.
4) SmartFill in the Price List Maintenance window – Reports | Omni Price | Price Lists:
One of your customers calls and they would like to see a report with their special pricing. You can utilize the Price List Maintenance window in Omni Price to print out a report for your specific customer and item. There are several options available to select. In this example, you wanted to show the customer their Original Pricing, Special Pricing, and Contract ID for the Retail Price Level and for the Base Unit of Measure. Here are screenshots of the options selected and the report output:
If you have a lookup field where SmartFill is not currently enabled on it, SmartFill has an awesome Wizard that will help you. Click here to view a KB with an example of how to use it, including a how-to video.
We invite you to give this pair a try with our 30-Day Free Trial.
Editor’s Note: This post was originally published in July of 2016, but has since been updated to add more value and accuracy.
Find information up to 83% faster with Rockton’s quick and easy Google-style data search tool
It’s no wonder SmartFill is one of our most popular products when you can find information that fast.
How does it work?
With SmartFill, simply type what you know into the search bar. Maybe you only have a few letters of a name or part of an item ID. No problem! Simply type it in and within a few seconds you’ll have all your matches listed right in front of you. With our Dynamics GP search tool, you’ll even see similar items that might have typos so you don’t enter anything twice.
- Quickly find nearly anything in Dynamics GP AND your third-party products with one GP add-on
- Enjoy 4,000+ pre-defined lookups or customize your own in a snap
- Choose from filtered lists when you have more than one match
- Eliminate duplicate entries with results that include similar items and typos
- “Begins with” and “Contains” lookups require minimal information to find what you need
SmartFill is the tool to help you work simpler and easier® in Dynamics GP. Check out why you should change the way you search for things.
Oh how we all love summer: the warm weather, the busy social calendar, and the lazy days spent relaxing by the pool. And this year, we’re giving you even more to love with our Suite Summertime Savings bundle promotion. We’re offering our lowest prices of the year early, because why wait?
What’s so sweet about these suite savings?
We’re glad you asked! All summer long, when you purchase any two Rockton Software products, you’ll save $30 per GP User, per product. That’s a combined savings of $60 per GP user.
How will I decide?
We’re no Baskin Robbins, but our choices are just as delicious, if you’re a Dynamics GP user that is. Rather than agonizing over 31 flavors, we’ve got five different products to choose from. The best part? You can sample them all just the same!
All of our Dynamics GP add-ons come with a FREE 30-day trial. We want to make sure that you find the products to best fit your needs, so it makes sense to try before you buy.
Here’s a look at our product flavors:
- SmartFill: Find information up to 83% faster with our quick and easy google-style data search tool
- Auditor: Changes happen, now you have a way to track them all
- Dynamics GP Toolbox: Over 25 tools in one convenient package to enhance the Dynamics GP user experience
- Dynamics Report Manager: any report, any time, any place
- Omni Price: Manage nearly every pricing situation you can think of, and a bunch you haven’t
Make it a double…scoop!
If you’ve found a couple products you’d like add to your Dynamics GP System, it’s time to get in touch with our sales team. Our team is standing by to provide you with whatever you may need: a one-on-one demo, a quote, or more information on our products in general. Contact our team at firstname.lastname@example.org. This offer is valid through August, 31st 2018.