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Data Health and Maintenance

Go to: Company > Data Health & Maintenance

Automated Maintenance Tasks

Recalculate Data

•        Recalculates: Stock Prices, Stock Levels, Average Purchase Cost, Last Bought, Last Purchase Cost, Last Sold Date.

•        Use only when needed (e.g., discrepancies suspected).

•        Click Run to start recalculation.

Recalculate Stock Prices & Levels

•        Uses stock detail to refresh values if multiple changes weren’t fully updated.

•        Rare but useful for correcting discrepancies.

•        Also resets the Image Checkbox column in Extended Item Lookup (helpful for web shops to identify items missing images).

Data Quality / Troubleshooting Checks

•Debit/Credit out Of Balance Lookup

•Pulls from General Ledger to detect imbalances needing correction.

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•Audit Trails Across Months

•        Identifies transactions with the same audit number spanning multiple months (common with imports).

•        Helpful if the trial balance is incorrect.

•Reset GL Summary

•Used after making corrections to the General Ledger within a grid.

•Rarely needed, but resolves discrepancies.

•Check Stock Levels

•Confirms on-hand/in-stock values at both global and warehouse level

•Check GL Summary

•Verifies GL summary and detail totals match at day and month level.

•Stock Take - Check Stock Levels were Correct

•Ensures stock levels were correct at the time of stock take.

• Generates a new stock take for items found incorrect.

Make All Units Visible or Invisible

•Controls unit visibility on invoices. (See Show On Invoice setting.)

Once-Off Fixes (Requires Authorization)

These changes are permanent. Request a day pass from Smart-iT before applying.

Always review the Tax (VAT) Conversions guide first

•Convert Stock to VAT

•Adjusts stock values when company becomes VAT registered.

•Recalculates average cost & supplier list price as Value ÷ 1.15.

Convert Sales Orders, Quotes, Jobcards, and Recurring Invoices to VAT

•  Converts all prior documents to include VAT.

• Irreversible – use with caution.

•Make All Units Visible or Invisible

•The "Show On Invoice" checkbox determines whether an item's unit (e.g. Each, Box, Crate) is visible in the Invoice Item Lookup form (used in invoices, quotes, and similar forms).

•Use this setting to bulk change the visibility setting.

•Controls unit visibility on invoices. (See Show On Invoice setting.)

•Assign default lot '000' for newly lot enabled items with stock

Used for when stock is imported and there is not currently lot numbers assigned but you want to start using lot numbers without affecting current stock.
The existing stock will all have '000' as lot reference number.