Discontinued items

We have a discontinued item feature to help prevent problems with items that are not being manufactured anymore. This will help your sales representatives to see what items are discontinued or end of range stock so that they do not quote or sell than what you have currently in stock.

See steps below on how to setup discontinued items.

Step 1:
Look for the item that you want to mark as discontinued by using the Item Lookup form.

Step 2:
Open the item by double-clicking on the item or you right click on the item and select
“Open inventory form”

Step 3:
At the top, you will see the discontinued box. Just tick it.

You can also do a bulk change. See link below for more info on how to do bulk changes.

Please note, after the item has been ticked as “discontinued” you will no longer be able to place an order for that item.
Also, you will get the following message when doing an invoice, quote or sales order for a discontinued item.

Quick add conversation

Tired of losing your notes that you scribbled on a piece of paper?
Try using our quick add conversation feature.

Steps on how to use the quick add conversation feature.

Step 1:
Click on the conversation bubble icon at the top left of the screen.

or you can also click on the quick add conversation icon under the Customer tab.

Step 2:
You will get the following form.

  • Select out the customer
  • Select out the employee that should do the follow up with the client.
  • Fill in the note field that the conversation was about i.e “client will settle his outstanding balance at the end of the week” or “the customer wants more info about the product XYZ”
  • Save & Close when you completed all the relevant capturing.

You can view all conversations by going to the Conversation tab under Customers.

Please click on the links below for more information about conversations.

Also, if you want Smart iT to automatically remind you of outstanding conversations then you need to activate it by going to Customer options and clicking on “Followup Popup”

The “Followup Popup” box is a local setting and will need to be ticked on each computer where Smart iT needs to remind you of outstanding conversations.

Backup options

Always remember to do backups, backups, and more backups.

How to do backups in Smart iT
1. Open up the Smart iT Backend. The icon can be found on the server desktop.
2. Go to the options tab
See below

Also, Make a weekly offsite backup to an external hard drive that you take home, in case server is stolen or fire happens at the office.
Follow this link to our help manual for more tips about backups.

Basic guide to setting up payroll

Setup your accounts and account defaults.

Step 1.
Go to Ledger > Account Setup and add all employees as sub accounts of  the main general ledger account, salaries.

Go to Ledger > Account Options and select the Account Defaults tab. Select your Salary, UIF and LBS general ledger accounts. See below.


Step 2.
Go to Employee > Lookup, open the employee you wish to edit/amend by right clicking on the employee and then selecting the Deductions & Earnings tab.

Fill in only fixed deductions and earnings. Data that changes every month like commissions can be filled in, in the New Payment Run form.

Step 3.
Go to Employee > New Payment Run to process your salaries.

Please contact our office if you need more details regarding payroll.

Quick guide to – How to pay supplier invoices

Step 1:
You will need to select what reconciliation mode to use for the supplier you want to pay.
For this you need need to open the supplier master. We are going to use the “Invoice” Payment allocation type for this scenario. To use the “status” recon method click here:

Step 2:
Go to “pay supplier invoices”

Step 3:
Select Supplier

Step 4:
Select invoices

Step 5:
Fill in either “Supplier Credits or “Payment Amt”

Step 6:
Click on pay selected.

This is just a quick guide. See below explaining more or click on this link:

New feature: Invoice rules

Why would you want to use this feature?
Example 1:
You sell car batteries and by selling a car battery the client will get a discount for his/her used battery that they are returning. (used battery needs to be loaded as a trade-in item. Click here for more info on trade in items, ( http://bit.ly/SiStockAdditionalInfo)
When selling the new battery, Smart iT will automatically load used battery.

Example 2:
You sell tyres and when selling tyres, you always need to load wheel alignment.
When selling the tyres, Smart iT will load the wheel alignment automatically.

Steps on how to do the setup:
Step 1:
Go to Invoice > Extra > Invoice rules. (If you do not see it then you need to update your Smart iT Backend.)

Step 2:
Add Rule

Step 3:
Give the rule a name.

Step 4:
Select out either the stock group or stock item. (This is the new item being sold on the invoice)
The rule can affect all the items linked to that stock group or you can select a specific item.

Step 5:
Select the item that should automatically be added to the invoice when selling an item/stock group which was selected in step 4.



Combat Shrinkage & Poor Administration

The key is a good stock take module

The main sources of shrinkage according to Fidelity Security Group includes dishonest employee theft (39%), shoplifting (38%), administration/non-crime losses (16%) and supplier fraud (7%)

The question is how to combat these shrinkages. For now, we are only going to concentrate on POS systems and what they can do.

One of the best methods to contain shrinkage is to have an effective stock take system to help determine where the theft occur and what items are targeted.

In this article, we are going to concentrate on what entails a good stock take system and in the next article on how to leverage internal data.

Must be able to do cycle counts and ‘normal’ counts.
Most of the programs do cyclical scores using a hand-driven system that allows the stock to be filtered on the following criteria:

  • per warehouse
  • per supplier
  • per bin location
  • per inventory group
  • as well as a differentiation between consignment stock and normal stock.

but these days it is not good enough, mobile computing and barcode scanning must ensure warehouse optimization and work-flows.

Example, scan the barcode on your product items. If the barcode exists in your inventory, each scan will register as a quantity of 1. You can choose to scan multiple times on the same product to increase the quantity, or manually edit the quantity.

The program must also be able to determine which items are no longer in the store. This is important because many programs, if the stock is counted with scanners, does not cater for this.

Some of the better programs can also do an instantaneous stock count where the journal entry is done as soon as the counted value is entered.
For more information see http://bit.ly/SiStockTakeInstant

Administrative losses.

can occur under the following circumstances:

  1. The goods receiving note is done incorrectly
    • Prevent this by reconciling your creditors to at least make sure that the amounts of the Goods Received Note corresponds to the supplier’s invoice amount.
    • Detailed reports on price variations and differences between supplier list prices and prices as per goods received note.
  1. The items were entered under the wrong item code or incorrect price

    To pick this up your program must make provision to show and warn you if a price change occurs and warn you. The default setting can be for example: Warn if cost price change above x% e.g. 5%
    You will get a warning for e.g. like the following image

  1. Not entered at all
    • Check your negative stock report each day. A negative stock may mean that the goods receipt note is not done at all or under the wrong item code.
    • Consider not selling negative inventory by not allowing to sell negative stock.
  1. Theft from changing the price on the invoice
      • Prevent by disallowing price changes.
      • Recommended options are:
        • do not allow selling below cost
        • allow certain items to have a variable price
        • give each customer a specific price level
        • price level can be controlled by giving each employee only the right to select certain price levels.
      • Reports that must be readily available are:
        • markup %, Gross Profit % deviations
        • summary of data e.g. markup per representative, markup per stock group.