Top 10 Smartlists in Dynamics GP

Have you ever tried to setup a "top 10 list" using SmartList in Dynamics GP? If you have, you already know it can be a little tricky.  This is because the system wants to sort it by its default sorting criteria - not yours! For instance, if you want to get a "Top 10 Vendors by TYD Purchases", GP will pull the first 10 vendors based on the VendorID. Even if you are not trying to track vendors, you can use the same principles in virtually any top 10 you are trying to create.

1. Open Smartlist (Note: if you have to use menus to get to Smartlist, check back later for a quick tip on how to customize the menu bar!)
2. (If you already have a Smartlist setup to look at purchase amounts YTD, skip to #3.) In the left navigation area, got to Purchasing -> Vendors -> *. On the top menu bar, select "Columns"; click on the "Add" button and scroll to "Amount Paid YTD", highlight it and click "Ok". Then click "Ok" on the "Change Column Display" window. Now we are going to save this is a new Smartlist. To do this, click on "Favorites" in the top menu bar, then give it a unique name, such as "Vendors w/ Amount Paid YTD", then click "Add ->To Favorites". You now have a new Smartlist, showing amount paid each, YTD.
3. Select the Smartlist we just created or a Smartlist of your own, detailing amounts paid YTD.
4. Click on "Search" in the top menu bar. At the bottom of the window, for the "Maximum Records" field, type in the number 10 (or how ever many records you are looking to return). Then click on "Order By"; select the field you want to sort by, in this case "Amount Paid YTD", highlight it and click on "Insert", then click "Ok" and "Ok".
5. You can then save this as a new Favorite (click on "Favorites" in the top menu bar, then give it a unique name, such as "Top 10 Vendors by Amount Paid YTD", then click "Add ->To Favorites") or update the existing Favorite (Favorites -> Modify)

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