Setting Up and Using Equipment SmartLists

If you use Microsoft Dynamics GP SmartList Builder to create your own SmartLists and Microsoft Excel reports, you can use the following SmartList Builder objects as templates for creating SmartLists in Equipment Management:

• Cost Categories
• Equipment
• Equipment Models
• Meter Readings
• Rental Agreement Lines
• Rental Invoice Lines
• Scheduled Maintenance

These templates are contained in an XML file that can be imported into SmartList Builder. After importing SmartList Builder objects, the templates can be used in SmartList or edited in SmartList Builder or Excel Report Builder.

Importing SmartList Builder Objects

SmartList Builder

You must own SmartList Builder to use Signature SmartList Builder objects.
The following must be set up in Equipment Management prior to importing SmartList Builder objects:

• Equipment attributes
• Equipment status
• Equipment user-defined prompts
• Model user-defined prompts

If changes are made to any of these items after importing SmartList Builder objects, you must re-import for those changes to be detected and appear on the Equipment and Equipment Model SmartLists.

You must be logged in as "sa" to import objects.

1. Select Microsoft Dynamics GP >Tools > SmartList Builder > Import. Select the folder icon and navigate to the Signature SmartList Builder Objects folder in your Microsoft Dynamics GP directory.
2. Select the appropriate XML file and select Open. Then select Import. When the import finishes, a message appears indicating the import process has completed. select OK.
3. Repeat the steps import additional XML files, as needed.

SmartList Designer

If you do not own SmartList Builder, use SmartList Designer to create SmartLists by importing the Signature SmartList Objects.

1. Select Microsoft Dynamics GP > SmartList. Select Export/Import and then Import.
2. Select Add and then navigate to <GP Install folder>\Signature\SmartList Designer Objects. If you have purchased SmartList Builder, you will want to import the objects for SmartList Builder. See the previous section for information on importing SmartList Builder objects.
3. Select the appropriate XML file(s) and select Open. Then select Import. When the import finishes, a message appears indicating the import process has completed. select OK.
4. Repeat the steps to import additional XML files, as needed.
5. Close the SmartList window and then re-open to complete the import process.

Using SmartList Building Objects

1. Select Microsoft Dynamics GP > SmartList.
2. The first time you open the SmartList window after importing Smart List Builder objects, you receive a message indicating that changes have been detected. Select Yes to update SmartList to include new templates and open the SmartList window.
3. On the left-hand pane, expand the Signature Equipment Management folder to view the list of Equipment Management SmartLists, including the templates that you imported.

Modifying SmartList Building Objects

Any modifications that you make to one of the imported SmartList templates will be lost if you re-import SmartList Builder objects. Before you modify a template, we recommend duplicating the SmartList and making changes to the copy.

1. Select Microsoft Dynamics GP > Tools > SmartList Builder > SmartList Builder.
2. Use the lookup button to select the SmartList ID of the object you would like to duplicate. The Equipment Management SmartList Builder objects that you imported are identified with WS_EMS{_}.
3. Select Options > Duplicate....
4. Select SmartList as the New List Type. You can also duplicate the template into Excel Report Builder; see Creating an Excel Report for details.
5. Enter a New List ID and New List Name, and select Duplicate.
6. The new SmartList opens and can be edited in the SmartList Builder window. We recommend modifying this copy, as any changes that you make to the original template will be lost if you need to re-import SmartList Builder objects.

Refer to the SmartList Builder (with Excel Report Builder) user documentation for information on editing SmartList Builder objects.

Creating an Excel Report

You can create Excel Reports from the SmartList objects that you imported.

1. Select Microsoft Dynamics GP > Tools > SmartList Builder > SmartList Builder.
2. Use the lookup button to select the SmartList ID of the object you would like to duplicate. The Signature SmartList Builder objects that you imported are identified with S_ for Service Management or Job Cost and EMS_ for Equipment Management.
3. Select Options > Duplicate.
4. Select Excel Report as the New List Type.
5. Enter a New List ID and New List Name for the Excel Report, and select Duplicate.
6. The new report opens in Excel Report Builder, where you can modify the Excel Report. Refer to the SmartList Builder (with Excel Report Builder) user documentation for more details.

Re-importing SmartList Builder Objects

You must re-import Equipment Management SmartList Builder objects if:

• Changes are made to any equipment attributes that you wish to view on the Equipment SmartList.
• Changes are made to any Status, Equipment user-defined prompts, or Model user-defined prompts that you wish to view on the Model SmartList.

When you re-import SmartList Builder objects, any customizations that have been made are lost, and the default templates are restored. We recommend duplicating a SmartList Builder object prior to making modifications so as not to lose your changes when re-importing.

Changing the Equipment SmartList

On the Equipment SmartList, you can view up to 50 user-defined equipment attributes. When you add or delete attributes, change the order of attributes on the SmartList, or edit the columns that appear on the SmartList, you must re-import SmartList Builder objects for these changes to take effect.

Adding or deleting equipment attributes

1. Select Cards > Equipment > Equipment Attribute.
2. You can create a new attribute or delete an existing attribute on this window.
3. Re-import SmartList Builder objects for your changes to appear on the Equipment SmartList.

Editing the attribute SmartList order

The Equipment Attribute SmartList Order window allows you to select the default order of the user-defined attributes that appear on the Equipment SmartList.

1. On the Equipment Attribute Maintenance window, zoom on the SmartList Order field to open the Equipment Attribute SmartList Order window.
2. Select an attribute ID, and use the arrow buttons to adjust the position in the SmartList Order. A column will be displayed on the SmartList for each of the first fifty attributes on the list.
3. Re-import SmartList Builder objects for your changes to appear on the Equipment SmartList.

Displaying attribute columns on the SmartList

1. Select Microsoft Dynamics GP > SmartList, and select the Equipment SmartList.
2. On the SmartList window, select Columns to open the Change Column Display window.
3. Select Add....
4. Select the columns that you wish to display on the SmartList.

Changing the Equipment Model SmartList

If an equipment status is added or if changes are made to the equipment or model user-defined prompts, you must re-import SmartList Builder objects for these changes to appear on the Equipment Model SmartList.

Adding a new Equipment Status

1. Select Cards > Equipment > Equipment Manager.
2. On the Equipment Manager window, zoom on the Equipment Status field to open the Equipment Status Maintenance window.
3. To add an equipment status, enter a Status name and Description, and select Save.
4. Re-import SmartList Builder objects if you want the new status to appear on the Model SmartList. A column indicates the number of equipment records that belong to each status for each model.

Editing equipment or model user-defined prompts

1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > Equipment > Equipment Setup.
2. Make changes to the Equipment and/or Model User-Defined Prompt fields, as necessary, and select OK.
3. Re-import SmartList Builder objects if you want the new user-defined labels to appear on the Model SmartList.