Navigating Dynamics GP Data Using Navigation Lists

Dynamics GP 9 introduced lists. If you remember them—or still use them—you know they were a bit slow and limited both in presentation and usefulness. However, as often happens, they were a glimpse of things to come.

GP 10 moved the lists to the navigation pane. Now much more useful and aesthetically pleasing, the lists enabled you to view data and take action on one or more records. For example, you can mark the checkbox for an item and then see certain actions light up in the ribbon bar. You can also drill down on an item to either the data entry window or the inquiry window, depending upon the posting status of the item. As nice as the lists looked in GP 10, they suffered from poor performance. For companies with a lot of data, they were not very usable.

Dynamics GP 2010 introduced much faster lists. This article offers examples of how and why to use these new lists.

To see the navigation lists in GP 2010, click on a series button on the navigation pane. For example, click “Sales” to view navigation lists centered around sales data.

This screenshot shows navigation lists for the Sales series. Notice the icons next to the items. You will see the icon is different for Sales—it looks like two columns. The items below it look like they might have tabular data. You also will see two items lists have arrows to their left. By clicking the arrows, you get additional lists.

There are really two kinds of lists for each series. The first kind of list shows data. For example, clicking “Customers” will display a list of customers.

The second kind of list shows reports. In this screenshot, you will notice the item “Report List.” By clicking that item, you get a list of reports available for GP.

Now that you have been introduced to the concept of lists, let’s look at specific examples of how you can use navigation lists.

We will start by examining the Sales Order Transactions list. Click “Sales Order Transactions” to display a list of sales transactions. By default, the list shows all types of sales transactions:  quotes, orders, invoices, returns and back orders.


Notice the elements in the right half of the window:

Action Pane—This area includes multiple actions you can take on one or more records. The actions change based on how many records you select.

Filter Area—This area enables you to enter criteria to limit data the list includes.

Message Bar (Not shown)—This area displays messages above the list about actions taken on records.

List Area—This area displays the records in the list based upon the criteria.

Information Pane—This area displays information about the highlighted list item.

Entering Filters and Criteria

There are a couple of ways to enter filters and criteria to limit the data shown in the list. The first, and easiest, way is to type something in the filter box.

In this example, I typed “Aaron” in the box. When you click the arrow, the system filters the data. Be aware, the system looks across all columns to filter the data.

Another way to enter a filter is use the Add Filter option on the left side of the Filter Area. When you click “Add Filter,” you will see the choices appear.

Simply click each option to change the criteria. Here’s an example of a date range filter:

You can add multiple rows of filters.

Once you have entered your filters, click the arrow button that appears to the right of the last filter to apply the filter.

Saving Filters

You can create favorites that include your filters very easily. Click the list name as shown in this screenshot.

Note all of your options. You can click “Save As …” to create a favorite, which will appear under the original list.

You can also add the list to your home page or add the navigation pane as a shortcut.

There are also options for showing and hiding the areas discussed above.

Taking Action on Data

Finally, we’ll discuss how to take action on list items. Lists are good for displaying data, but you can also perform actions on the items in the list. As an example, you can select multiple items in the sales transaction list and print the documents.

In the example above, two orders are selected. By selecting one or more list items, you can see certain actions in the action pane are enabled. All you have to do is click the action item.

One nice feature of navigation lists is the ability to print a report for a noncontiguous list of items. In the above example, you can print order documents for the two selected orders—something you can’t do using the Print Sales Documents window in the Sales Order Transactions menu.

Notice you also have a series of buttons—Modify, New, Restrictions, etc.—with additional actions. Click on these items to see what other actions are available.

With navigation lists in GP 2010, you can search for data, enter new data, take action on data, print reports and take other actions. No other window has that much functionality.

Give this feature a shot. You may find it more useful than Inquiry windows or SmartList items. Contact our Dynamics GP Support Center for more information about this useful tool.

2 thoughts on “Navigating Dynamics GP Data Using Navigation Lists

  1. avatarLunairuni

    But how to hide/remove it? Because some company where sales counter person are sometimes disallow to see financial report for example. I’ve already remove all Financial task but the report (Financial Report List) is still there.

    1. avatarCharles Allen

      The Microsoft Dynamics GP Reports navigation list displays reports that the user can access. If you do not give a user access to any of the GL reports, modify the roles to which the user belongs to take away the RPT_FIN_004* task. There are other tasks in the GL area for other types of GL reports you can also remove from the roles. If you want to give the user some of the GL reports, you will need to create a new task; select the appropriate reports; and assign the task to one or more roles.

      If you remove the above task from the roles, the user will see the list on the navigation pane but no reports will appear in the list. I’m not aware of a way to remove the navigation pane list item itself.

      Charles Allen

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