Dynamics GP includes a fantastic feature known as AutoComplete that remembers what a user has typed in a field and later makes data entry suggestions based on that information. This can significantly reduce repetitive data entry. However, if a user makes an error during data entry, such as a misspelled or incorrect word, that error will continue to be suggested over and over again.
There is a simple way to remove erroneous entries and we'll look at how in this recipe.
To demonstrate this feature, we first need to intentionally create an autocomplete error:
Select Sales from the Navigation Pane on the left.
On the area page for Sales, select Customer under Cards on the right to open up the Customer Maintenance window.
With the Customer Maintenance window open, type
MISPELLin the Customer ID field and click on the Tab key. Press the Clear button to remove this customer entry.
Now that we have an error, let's see how to fix it:
Back in the Customer ID field type
MIS. Dynamics GP will suggest MISPELL. Right-click on the suggested wordMISPELLand select Remove From List.
Now typing MIS in the Customer ID field doesn't provide the MISPELL suggestion.
AutoComplete is controlled in User Preferences, which is accessed via the shortcut bar. The AutoComplete settings are defined for each user. This means that each user has a different set of AutoComplete entries so removing an errant entry doesn't affect other users.
To better manage AutoComplete there are some other settings that can be adjusted on a per user basis.
The AutoComplete cache of entries can grow quite large and unwieldy, leading to a significant number of entries to sort through and reducing the effectiveness of this feature. A consistent way to manage the size of the AutoComplete list is by letting AutoComplete remove unused entries automatically. To set this up:
Select User Preferences from the shortcut bar and click on Auto Complete.
In the Remove Unused Entries After field enter
90and click on OK.This means that any AutoComplete entries will be removed after 90 days without any use.
Another option for managing the size of the AutoComplete cache is to limit the maximum number of AutoComplete entries. To accomplish this:
Select User Preferences from the shortcut bar and click on Auto Complete.
For the Max. Number of Entries to Store per Field entry, the default is
10,000, which is a huge limit.This can safely be lowered to 1,000 by changing the number in the Max. Number of Entries to Store per Field box to
1,000.