In this example, I am auditing a Vendor Check Name change in the PM Vendor Master File. I need to send the file to an Auditor Specialist using Excel. The canned SmartList Auditor Audits Object doesn’t contain reference fields, such as the Vendor Name or the Vendor Phone Number. In this example, it is needed by the Auditor Specialist, however, with SmartList Designer, I am able to add them.
Viewing the Results of the Canned SmartList Auditor Audits Object
In this screenshot of the SmartList Auditor Audits Object, I can see the Vendor Check Name was changed for Vendor ID GARDNERS0001 from Gardner Services to Jack Wolf.
Not Everyone has Access to View the Results or Drill Back on the Results in SmartList
When you send this information to an Auditor specialist, in your company or outside of the company, through an Excel file for example, they may need to verify the information that was changed in a timely manner. By adding more details to the results of a SmartList Auditor Object, you can help speed up the auditing process.
Defining Reference Fields
For the additional fields like Vendor Name and Phone Number 1 that you want to capture, mark them as Ref in the Auditor Table Maintenance window to track the information going forward (see image below). Once the next Audit is done, these Ref field values can be found in the RSA Audit Log Reference Master (RSAS031) table.
Viewing Reference Fields in Microsoft Dynamics GP SmartList
If the Auditor Specialist in your company is viewing the information directly in the canned SmartList Auditor Audits Object results, they can just double-click the record to open the Audit Inquiry window, and then click the Record Key field’s blue arrow button. This will open the Audit Reference Fields window with the Vendor Name and Phone Number 1 values.
Viewing Reference Fields without having to Drill into a SmartList Object Record or from a SmartList Object Results Export
Creating a SmartList Object using SmartList Designer
Here are the stepst o add Auditor Reference fields to a SmartList Oboject using SmartList Designer:
- On the Microsoft Dynamics GP menu, click SmartList
- Click Auditor
- Click the New button
- Enter a SmartList Object name in the List Name field. For example, Audit Details change.
- In the Database View list, expand Auditor, expand Tables, expand System, expand RSA Audit Log Master
- Select the fields you would like to see in the SmartList Audit Details object. In this example, I have selected the following fields: User ID, RSA Date, RSA Time, RSA Record Key String, RSA Table Name, RSA Window Name, RSA Field Name, RSA Field Value String Old, RSA Field Value String, RSA Field Note, and Company ID
- In the Database View list, expand Auditor, expand Tables, expand System, expand RSA Audit Log Reference Master
- Select the fields you would like to see in the SmartList Audit Details object. In this example, I have selected the following fields: RSA Field Name, RSA Field Value String, and RSA Event ID
- In the Relationship section, select the following:
- TableName: RSA Audit Log Master
- FieldName: RSA Event ID
- Left Join
- TableName2: RSA Audit Log Reference Master
- FieldName2: RSA Event ID
10. Click the Execute Query button to view your results
11. Click the OK button
12. Click Audit Details and the results of your new SmartList Object will appear
Viewing the Results of the SmartList Designer Details Object
Here is a screenshot of what the SmartList Audit Details Object I created through SmartList Designer. You can export this using Excel and send the file to the Audit Specialist; in this example, the Auditor Specialist needs to contact the Vendor to verify the Vendor Check Name is correct, or if the person viewing the results needs to check the Vendor Check Name. They have the phone number readily available in the results as well.
Note: There are three records due to how the records are stored in the RSA Audit Log Reference Master table. Since I have three fields checked as a Ref in the Auditor Table Maintenance window for this specific Audit, three records will appear per RSA Event ID.
More Options for Custom Reports to include the Reference Fields from the RSA Audit Log Reference Master (RSAS031) Table
You can also create a custom report using SmartList Builder or other reporting tools: SSRS, Report Writer, and Crystal Reports.
Click here to learn more about Auditor by watching a recorded demo.