New feature: Invoice rules

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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, (
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

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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

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.

Are you losing out?

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Are you losing out because you are not using gift cards, loyalty cards or promotional vouchers?

A successful business is always improving and responsive to changing customer needs. Here are some tips on making small changes that can increase your sales and boost your customer service.

Gift Cards

A Gift card is a preloaded card that allows the cardholder to purchase goods or services to the value of the card. It is a great way to acquire new customers while retaining the loyal ones. Gift cards are an extremely effective marketing tool that can be prominently displayed at the cash register or front desk for easy access.

Three reasons why you should start a Gift cards program:
1. Improved Sales
Although gift cards are often set to a specific amount, many customers will end up spending more. The gift card encourages customers to enter your store and browse products. Once they’ve started shopping, it is likely that they will find products that cost more.

  • Highly popular, they rank as the second-most given gift by consumers and the most-wanted gift by women.
  • 61% of gift card holders spend up to 60% more than the amount gifted.
  • 90% of gift cards are used within 60 days, increasing revenue.

2. Increased Brand Awareness
Designed to match your company logo and brand, a gift card is an effective marketing tool. As people purchase more gift cards for family and friends, your brand will reach new customers.

3. Reduction in fraud
Using gift cards for customer credits and merchandise returns will limit exposure to fraudulent transactions while encouraging repeat business.

If you want to learn how to add gift cards follow this link

Promotional Vouchers

A Promotional Voucher is a code or document that can be exchanged for a discount when purchasing products. Promotional Vouchers are widely used to draw first-time customers or to increase purchase amounts for current customers. These vouchers are generally used in retail stores as a part of a sales promotion.

Vouchers can be sent directly from within SI+ to targeted customers/prospects by SMS or email.

See how you can create and send promotional vouchers from smart-it:

Loyalty Cards

A loyalty card program is an incentive plan that has two advantages. Firstly, it allows a retail business to gather data about its customers such as contact information and spending habits. Secondly, it is used to build repeat business by rewarding repeat customers.

Three reasons to use Loyalty Cards:
1. Improved customer retention
The accumulation of loyalty points toward a reward makes customers more likely to return. It also provides you with information about the customers that assist in meeting their needs more effectively. In addition, loyalty program operators often report that once a customer starts redeeming rewards, their enthusiasm to return rises considerably. This leads to much higher levels of customer retention. You can use this data to segment your customers for improved marketing, sales and customer services.

2. Best customer marketing (BCM)
Best Customer Marketing involves spending more time, effort, and money on the best customers in order to maximize your return on investment. Not surprisingly, the principles of best customer marketing are the driving force behind the leading loyalty programs in the world today.

3. Reduced promotional and advertising cost
Significant savings can be made by targeted marketing campaigns. There is no need to send out thousands of flyers that will be thrown away unread or take up newspaper space that is irrelevant to many readers. The added benefit of targeted advertising is the fact that it can be measured to gauge its effectiveness.

See how you can set up a loyalty program in Smart-it: 


Feature: Bulk email invoicing

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Have you ever got frustrated when a customer asks you to send him all his invoices that are outstanding?
With Smart iT that is not a problem. See steps how to make your life easier.

Go to Invoice > Invoice look up
Step 1: Use the search bar to filter out for the customer and also to see the “not paid invoices”
Step 2: Click on “Select All”
Step 3: Click on “Email”

(Click on images to enlarge)

VAT 15%

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Smart iT has made this transition so easy that by a push of a button you are ready for the NEW 15% VAT!

Use this form to update your VAT from 14% to 15%

Go to Ledger > Extra > VAT Change

You have 2 options to select from:
Update Totals: This will keep your excluding selling price. Example: Excluding price R100, new inclusive price R115
Keep Totals:
This will keep your current inclusive selling price. Example: Inclusive price R114, new exclusive price R99.13

Adjust fixed prices: This box must be marked. Otherwise, the VAT update will only update items marked as MU (markup) items and not items that have fixed prices.

The following will happen when you click process:

  • All active quotes, sales orders, job cards and recurring invoices will update.
  • All items in your stock master will update.


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Program Update 07 Mar 2018

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07 Mar 2018 17:24

  • quote: select warehouse by keyboard
  • Supaquick: add customer account number
  • supplier advice note: fix reconciled showing on completed/captured recon
  • prestashop autosync error on order import
  • stock turnover: fix divide by zero error
  • sales overview: fix loading data twice on open
  • security form: not allow delete if no edit
  • crn: select tillno with security setting
  • VAT change form
    • under GL -> Extra
    • Updates active Quote, Sales Order, Jobcard, Recurring Invoice
    • Can reverse changes by reversing the rates but keeping other settings the same
    • option to Keep Totals (decrease price) or to Update Totals (keep price)
  • VAT change automatic popup at log in on from 1st April(Sunday) to 4nd April(Wednesday) for administrators if not changed
  • stock turnover: fix overflow error
  • customer ext lookup: bulk change auto email invoice
  • grv lookup: right click export to XLSX
  • grv process: made stock update faster
  • sales order picking list: add support for group headings
  • payslip: 2019 tax year PAYE tables
  • customer new default: payment terms

Program Update 27 Feb 2018

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27 Feb 2018 13:54

  • invoice stock collection: custom report (invoice miscellaneous tab)
  • invoice stock collection: double click qty – put in qty left to collect
  • invoice stock collection: local setting to popup after invoice process
  • sales order: fix avail to allocate not check for same item on sales order
  • silink: fix some items being marked discontinued incorrectly
  • backend control panel: show scheduled tasks last run, next run; right click on database -> properties
  • improve scheduled tasks
  • tyreplus sales report: auto email report

Program Update

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21 Feb 2018 15:49

  • syntech import: fix weight
  • recurring invoice: add weight and to excel export
  • recurring invoice excel export: add weight, unit price excl, line total excl, line total incl
  • invoice: fix discount item not enough stock error
  • stock take import counted: add support for XLSX files
  • stock take: custom report
  • silink: fix mark discontinue not react to setting
  • silink stock levels: fix slowness
  • sales order: when allow neg stock always allow invoice
  • sales order: fix delete line not always recalc totals when closing form without save
  • sales order: add signature
    • additional tab
  • si sent email: fix error when retrieving with attachment

Program Update 15 Feb 2018

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15 Feb 2018 17:37

  • customer ext lookup: add telephone number
  • customer contacts lookup: add last purchase date
  • new company: sales order settings default to Easy allocation mode
  • customer ext lookup, contacts lookup: fix error when birthday this year invalid eg. 31 Feb 2018
  • grv: fix supplier docno exist false positive
  • internal job should influence avg sales
  • sales order: option to disable/enable On Order Allocation
  • sales order: allocation not allow edit if auto allocate
  • jobcard: feedback during save
  • grv: speed up processing
  • grv: add processing status feedback
  • cloud backup: prevent copy new backup while busy uploading prev backup
  • cloud backup: if over 2gb use no image backup
  • quote,salesorder: format total group thousands
  • invoice option: round on account
  • invoice: New item position – After Selected, At End
  • inv save to sales order and back: keep Rep
  • stock adjustment: prevent multiple process when pressing F9 multiple times
  • Credit Note: user security settings allow pice change
  • Form security: can now access via supervisor override
  • Credit Note: react same as invoice after add item (jump to qty if Cash Mode unticked)
  • stock master: update prices when change unit qty
  • quote picking list: custom report
  • invoice: security on date change
  • Supervisor override: fix tab/enter order
  • Customer block create when disallowed by security
  • glaccount: add import, under extra
  • glaccount: remove unused
  • sales order: qty store 4 desimals

Program Update 31 Jan 2017

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31 Jan 2018 16:12
– vat report: fix other output adding ex amount instead of the vat amount
– sales overview: add branch
– invoice lookup analysis: add branch
– stock master: add product page URL, memo tab
– add item lookup: similar items add show image F12
– show image viewer: close by pressing F12
– stock turnover: fix overflow error
– invoice lookup: name column make company name from customer master
– syntech import: new pricelist url
– syntech import: option to use the RRP
– syntech import: option to discontinue items no longer on list
– invoice form: invoice from sales order only allocated
– excel stock import: additional order qty
– jobcard: require equipment setting
– sales order: fix “Qty allocated more than instock” on discount item
– sicloud backup made faster on large database