Are you taking advantage of the power of Navigation Lists in Microsoft Dynamics GP? In this video, Amber Bell, Dynamics GP training expert for CAL Business Solutions will show you how to use and customize the Navigation Lists in Microsoft Dynamics GP to make them a powerful tool in help you work smarter and faster.  Create your own navigation lists for things you use often, and then share these with others.

Trouble viewing? Watch video:


This is Amber Bell from CAL Business Solutions.  Today’s topic is using navigation lists in Dynamics GP.  To navigate to navigation lists, what you can do is log in to GP and then whatever feature or modules that you use, you can actually use the navigation lists.

For my user I’m an AP person so I’m going to click on purchasing.  Now automatically you see my screen changes and I see the windows for purchasing. But a lot of people ignore that there’s a lot of options here on the side so I’m going to click on vendors and what this is going to do is give me a list of the vendors in my system. I can see the vendors that are on hold, but looking at this list, I can’t see their current balance and I can’t see what state they’re in. So what I’m going to do is go ahead and set up my own navigation list.

So here, where it says vendors read only, I’m going to do a save as and I’m going to say vendors with balance by state and we’re going to go ahead and click okay.  Once it refreshes, it doesn’t have those fields yet.  We’re going to go ahead and add those now that I’ve saved it as a new name. I’m going to go ahead and click on the name again, go down to customize and I’m going to go to columns, and I don’t care about the phone number and contact so I’m going to remove those and I’m going to pick the state, right here, and I’m going to pick the current balance and I’m going to click okay.

I can also choose who I’m going to share this with by clicking share.  It’s a public one or else I can make it a private one.  Down here, also who can change this. I can either make it only available to me for changing or everyone else just can view it.  Right now I’m going to leave it the way that it defaults, which is that I’m owner of this so I’m the only one who can make changes.  Everyone else can see it but they can’t make changes.  I could pick specific users to make changes but we’re not going to do that right now.

I’m going to hit save and now you’re going to see here I have my state (I can make this a little wider) and I’m going to drag and drop these to the order that I want so here’s my vendor I.D., vendor name, my current balance. I’m going to make before this date, and we’re going to sort it by current balance.  Now I can add filters and say I don’t want to see anyone with a balance of zero so we’re going to add a filter and we’re going to say where the current balance is not zero and we’re going to go ahead and run that and what I can do up here is I can either save it with that filter or not save it and use it as a one‑time filter.

We’re going to go ahead and save and then what I really like is I can take these lists and I can check this box then I can send this to a excel or I can view the transactions that make up that balance. So we’re going to go ahead and click this and let this run and right here we’re going to go ahead and say, “I want to see everything,” and then I can see the invoice that makes up that balance and I can actually drill in and take a look at that.  So there’s a lot of things you can do off of those navigation lists.  I can do filters, I can see who’s on hold by just sorting and I can see these are my two vendors that are on hold.  I can double click and open and edit them.  As I scroll through the bottom section, my screen will give me the current balance, the last check amount.  If I pick a different one, I see their current balance and their last check amount so all of that can be done right off of the navigation lists.  If I pick a vendor, I can actually go in and go right to a transaction screen so from here it’ll auto fill the vendor I.D. and I can start filling in the transaction information so all of that can be done from navigation lists.  If you haven’t used them before, we suggest you take a look.

For more Dynamics GP tips and tricks go to our web site, and sign up for our monthly e‑newsletter.

For more Dynamics GP Tips and Tricks visit our Youtube channel, read our Dynamics GP Tips and Tricks blog or sign up for our e-newsletter

By CAL Business Solutions, Connecticut Dynamics GP Partner