Frequently Ask Questions |
Top Previous Next |
Document Preview Not Showing? Try This
If the document/form preview doesn’t appear when you open it, follow these steps:
✅ Step-by-Step Fix
1. Check the Taskbar Preview
•Hover over the Smart-iT icon on your taskbar.
• If a preview appears, click it to bring the form to the front.
2. Force Windows Back Into View
•If Step 1 doesn’t work:
•Go to File > Extra > Move All Windows To Primary Screen..
•This will pull any hidden or off-screen windows back into view.
3. Use Windows Tools
•Still stuck?
•See this helpful guide: “How to move a window that's off-screen on Windows 11.
Use Case:
This issue is common when:
•Using multiple monitors
•Switching display settings
Following these steps helps you quickly regain access to hidden or off-screen windows
----------------------------------------------------------------------------------------------------------------
Question 1: How do I increase the stock quantity of an existing item in SI?
Answer 1:
You can do this in two ways:
1. Goods Received Notes
•Best for: Recording stock received from suppliers.
•How:
•Go to Stock Items > Goods Receiving.
•Select the relevant purchase order or create a GRN manually.
•Enter the received quantities and save.
•This automatically updates the stock levels and links the GRN to the supplier record.
2. Stock Adjustment
•Best for: Manual corrections, damaged goods, or internal transfers.
•How:
•Navigate to Stock Items > Stock Adjustment.
•Select the item, enter the adjustment quantity (positive to add, negative to reduce).
•Process to apply the change.
Question 2: “Why can’t I see individual statements?”
Answer 2:
•You are likely using Paid By, which consolidates all activity under one entity.
•Use Consolidate GL if individual statements are required.
Question 3: How do I capture one payment for many customers.
Answer 3:
• Use Customer Journals → New Payment Received and enable Consolidate GL.
Question 4: “When should I use Paid By?”
Answer 4:
•Use it when a head office pays on behalf of you and only one statement is required.
Question 5: Why does the General Ledger (GL) show zero while the Balance Sheet shows a balance?
Answer 5:
1.Posting Periods / Date Range: An entry may be future dated, so the GL inquiry shows the balance (including the future dated transaction) while the balance sheet (which is cumulative) reflects the balance only to the date specified.
2.Branch-specific posting: The entry may have been booked under a different branch code, so the GL inquiry for one branch shows zero, but the consolidated balance sheet shows the balance.
Question 6: How can I determine whether a document, such as an invoice or journal entry, was altered after it was created, and who made the change?
Answer 6:
You can use the Date, Create Date, Edit Date, and Edit User columns in the relevant Document Lookup or Detail form to investigate when a document was created or edited and who made the last change.
Understanding the Date Columns
•Date: The transaction date recorded on the document.
•Create Date: The system date and time when the document was originally created.
•Edit Date: The system date and time when the document was last edited.
•Edit User: The employee who last edited the document.
Examples of When to Use These Columns
1. Identify backdated invoices
Compare the Date with the Create Date to identify invoices where the transaction date differs from the date the invoice was entered into Smart-IT.
This can help identify invoices that were entered after the transaction date, for example, invoices entered retrospectively.
2. Identify backdated Goods Received Notes (GRNs)
Use the same comparison to identify Goods Received Notes where the transaction date differs from the date the GRN was created.
This can help investigate moving average cost price discrepancies. For example, stock may have been sold before the corresponding GRN was entered into Smart-IT. Entering the GRN later can affect stock costing and may contribute to incorrect cost of sales or stock valuations.
3. Identify who edited a document
Check the Edit User column to identify the employee recorded as having last edited the document.
How to Filter Documents by Date Differences
You can use the Edit Filter to find documents where the transaction date differs from the date the document was last edited.
1. Open the relevant Document Lookup or Detail form.
2. Open Edit Filter.
3. Select the Text tab.
4. Enter the following expression:
GetDate([Date]) <> GetDate([Edit Date])
5. Apply the filter to display the matching documents.
