Smartbooks Website
User Manual

1. Enter your assigned Global User ID and password. Never share another user's credentials.
2. Select the correct company database. Double-check the company and branch before entering transactions.
3. Use the main navigation menu on the left to open the module and transaction you need.
4. Use the lower-left menu for theme, password, and About options when available.

Controls used across the system

Before entering any transaction

• Confirm the correct database, branch, posting date, and journal period.
• Check that the customer, supplier, item, account, tax setup, and storage location already exist.
• Look for an upstream document and use Copy From when the transaction belongs to an existing flow.
• Know whether the action saves a draft, posts to the ledger, or changes inventory.

Diagnose first

Customers and Suppliers

Customers/Suppliers > Customers or Customers/Suppliers > Suppliers

1. Choose New and complete the required general information.
2. Add contact persons, addresses, payment terms, payment method, and accounting settings as applicable.
3. Save the record, then reopen it in Find mode to verify the stored details.
4. To revise an existing record, find it, make the authorized change, and choose Update.

Items

Inventory > Items

1. Create the item code and description using the approved naming convention.
2. Set the correct item group and whether the record is used for purchasing, sales, inventory, production, or fixed assets.
3. Complete purchasing, sales, storage, unit-of-measure, pricing, and accounting information required by your configuration.
4. Save and test the item in the appropriate Selection List before operational use.

Control checks

• Avoid duplicate partner and item records. Search by name, tax identifier, and code before creating a new one.
• Do not remove a master record with related transactions. Deactivation or correction may be the appropriate action.
• Confirm payment terms, tax setup, and control accounts before first use.

Diagnose first

Journal Periods

Admin > System Configuration > Journal Period

• Create periods from oldest to newest without overlapping dates.
• Open periods allow posting; closed periods prevent posting.
• A created journal period cannot simply be removed, so review dates before saving.

Approval Workflow

Admin > Approval Procedures > Approval Stages / Approval List

1. Define the approval stage and authorized approver.
2. Create the template, then set the originator, applicable documents, stages, and conditions.
3. Approvers open the request from the mailbox or Approval List, inspect the linked document, add remarks, and choose Approved or Rejected.

Audit Trail

Admin > Audit Trail > Audit Trail Log

Filter by date, branch, document number, menu ID, or user to identify who changed or posted a record and when.

Diagnose first

Chart of Accounts

The chart is hierarchical. In the supplied configuration, Level 5 accounts are postable. Default accounts may appear in green. Changes to account structure should follow your finance administrator's rules.

Journal Voucher

Financials > Journal Voucher

1. Confirm journal and creation dates.
2. Choose the row type: Customer, Supplier, or G/L Account.
3. Select the code or account, enter the debit or credit, and add any required reference or remarks.
4. Add lines until total debits equal total credits.
5. Review the whole document, then Save. A successful entry shows Posted.

Recurring Postings

Financials > Recurring Postings

Define the accounts or business partners, amounts, frequency, and expiration date. On the scheduled date, review the generated copy and adjust authorized values before posting.

Diagnose first

Standard Flow

1. Open the required purchase document and select the supplier.
2. Confirm dates, due date, Record or G/L type, currency, tax, branch, and reference.
3. Add items or services. For a downstream document, use Copy From and select only the relevant source lines.
4. For partial receipts or invoices, change the quantity to the actual amount and leave the remaining source document open only when it will continue.
5. Review totals and supporting references, then save or post according to the document type.

Corrections

• Use Purchase Return to reverse all or part of a Receiving document.
• Use Debit Memo to reduce or reverse all or part of an AP Voucher.
• Cancel or close an open document from the appropriate report list only after confirming downstream documents and approvals.

Diagnose first

Standard Flow

1. Select the customer and confirm dates, payment terms, branch, price, tax, and currency.
2. Add items or services. Use Copy From when continuing a quote, order, or shipment.
3. For partial fulfillment, select only the required lines and actual quantity.
4. Verify stock availability, totals, delivery information, and references before saving or posting.

Corrections and Alternatives

• Use Sales Return to reverse all or part of a Shipment.
• Use Credit Memo to reduce or reverse all or part of an Invoice.
• Use Cash Sales for authorized one-time transactions paid immediately.
• Close an open order only when no remaining quantity should continue through fulfillment.

Diagnose first

Diagnose first

Common Transactions

1. Confirm item, branch, storage location, transaction date, and reference.
2. Enter actual quantity and, when required, cost, price list, serial, batch, or G/L account.
3. For transfers, verify both the source and destination storage locations.
4. Review whether the action affects quantity, value, or both before saving.

Diagnose first

Prerequisites

• Item groups and G/L determination are configured for raw materials, work in process, and finished goods.
• Required storage locations, including completed and rejected locations, exist.
• Production items, units, components, issue method, and bills of materials are approved.

Standard Flow

1. Create or verify the bill of materials in Production > Bill of Materials.
2. Create the Production Order and choose Standard, Special, or Disassembly as authorized.
3. Select the product and optional linked sales order, then save the order.
4. Release the order. Planned orders cannot accept material issue or production receipt transactions.
5. Use Production > Issue for Production to record component consumption.
6. Use Production > Receipt for Production to record completed or rejected output.
7. Confirm all expected issues and receipts, then close the order according to policy.

Diagnose first

Set Up and Acquire

1. Create the asset class in Fixed Asset > Setup > Asset Class and assign acquisition, depreciation, and disposal accounts.
2. Create the related item in Inventory > Items, disable inventory tracking when appropriate, enable fixed asset, and assign the asset class.
3. Maintain the employee and department when the asset will be assigned to a custodian.
4. Record an authorized acquisition in Fixed Asset > Purchasing > Manual Acquisition or the configured purchase flow.

Depreciate and Dispose

• Create planned depreciation with the correct asset, depreciation date, useful life, and salvage value.
• Run depreciation for the approved period, review selected assets, then Post.
• Use Change Useful Life only with documented approval and an effective date.
• Use Sale for a customer disposal and Retirement for a non-sale disposal. Confirm posting date, asset, proceeds, tax, and withholding when applicable.

Diagnose first

Close-Period Checklist

• Resolve unapproved documents and drafts that should not remain open.
• Reconcile operational documents to partner balances, inventory, bank activity, and the general ledger.
• Review unusual dates, negative quantities, duplicate references, unreconciled credits, and manual journal entries.
• Export or retain required supporting reports before the period is closed.
• Close the period only after authorized reviewers sign off.

Information to collect before support