Export / Import a GRN |
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Importing Goods Received Notes (GRN)
Go to: Stock Items > Goods Receiving > Import
Importing supplier documents directly into Smart-IT eliminates manual data entry, saves time, and minimizes capture errors.
Available Import Methods:
•Smart-It Invoice – Import an invoice created in Smart-It.
•Smart-It GRN – Import a Goods Received Note created in Smart-It.
•Excel (.XLSX) – Import stock items and quantities from an Excel spreadsheet.
•AI Import – Use AI to read scanned or photographed supplier documents and automatically extract the relevant information.
Importing a Smart-It GRN or Invoice
You can import an existing Smart-IT Invoice or GRN directly into the current Goods Received Note.
1. Click Import and browse to the folder containing the Smart-IT document.
2. Select the appropriate import option:
•Import Smart-IT Invoice
•Import Smart-IT GRN
3. Select the document you want to import.
The selected document will be imported directly into the Goods Received Note.
Importing from Excel
You can import stock items and quantities from an Excel spreadsheet.
1. Click Import from XLSX.
2. Browse to and select your Excel file.
3. Follow the import wizard to complete the import.
AI Document Import
Go to: Stock Items > Goods Receiving > Import > AI Import
AI Import uses artificial intelligence to read supplier invoices and delivery notes, automatically extracting information such as the supplier, stock items, descriptions, quantities and prices.
The extracted information can then be transferred directly into a Goods Received Note (GRN).
Two Ways to Use AI Import
1. Create a New GRN: Generate a brand-new Goods Received Note directly from a supplier invoice or delivery note.
2. Import into an Existing GRN: Compare supplier documentation against an existing GRN (such as one converted from a Purchase Order) to catch discrepancies in quantities or prices.
Recommended Procedure for Existing GRNs
1. Go to Stock Items > PO Lookup.
2. Select Ordered (Not Received) and locate the Purchase Order.
3. Right-click the order number and select GRN This Order.
4. The Purchase Order will be converted into a Goods Received Note.
5. Open AI Import and import the supplier's invoice to compare data.
6. Review comparison columns: Quantity Arrived, Quantity Expected, Quantity Difference, and PO Price Difference.
Steps to Import Using AI
Follow these steps to import a supplier invoice or delivery note:
1.Select the supplier (optional): Ensure that the supplier already exists in your Smart-IT supplier list.
2.Select the documents: Click the Images button and select one or more scanned documents or photographs of the supplier's invoice or delivery note.
3.Analyse the documents: Click Start to let AI extract the information.
4.Review the imported information: Check the supplier details, stock items, quantities and prices extracted by AI.
5.Correct unmatched items: If an item cannot be matched, right-click the line to Quick Create Item or use Select Other Item via the Stock Item Lookup.
6.Transfer the information: Click Transfer to copy the data into the GRN.
7.Complete the GRN: Open the GRN and continue with the normal Goods Received Note processing.
Tip: You can select multiple images when a supplier document consists of more than one page. AI Import will analyse the selected images together.
AI Document Import - Field Descriptions |
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Token Balance |
Tokens that you have left to use. Each imported document uses one token. 15 free tokens are allocated every month. |
Matched Stock Item |
This column displays the stock item that Smart-IT has matched to the description extracted from the supplier's document. Click the dropdown arrow to view the suggested matching stock items and select the correct one if necessary.
If no matching stock item is found: Right-click the relevant line and select one of the following options: •Quick Create Item – Creates a new stock item without leaving the AI Import screen. •Select Other Item – Opens the Stock Item Lookup, allowing you to select an existing stock item that complies with the Maximum Percentage Match Required For Item Match Shortlist
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Select Stock Item |
Use Stock Item Select to search for and select a stock item that is not included in the suggested matching items. |
Transfer OptionsTransfer Options determine how the imported information is transferred to the Goods Received Note. |
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Line Description |
When enabled, the supplier's description extracted by AI replaces the existing stock item description on the GRN. When disabled, the existing stock item description is retained. |
Exporting Goods Received Note (GRN).
You can export an invoice, quote, or GRN, which will export the data to a format that can be imported by any SI+ program.
Exporting a GRN
1. Go to: Stock Items > GRN Lookup.
2. Right-click the completed GRN.
3. Select Export GRN
The file is saved to:
C:\Users\<User Name>\Smart-It\GRN_xx.sie
Exporting an Invoice
Invoices can also be exported for use in another SI+ program.
1. Go to: Invoice > Invoice Lookup.
2. Right-click the required invoice..
3. Select Export The Data.
AI Import Document Pricing
There is no once off cost for this module.
15 Free Tokens will be allocated to non paying clients per month
R300.00 per month will give you 500 tokens.
Every month your tokens will reset.
15 Free Tokens will be allocated to non paying clients each month
AI Import Costs
If I am paying the R300.00 per month do I get 500 tokens and the 15 free tokens you provide to non paying clients?
No you will only receive the 500 tokens. The 15 tokens is already discounted in the package.
What happens when I run out of tokens?
You can purchase another 500 tokens @ R300.00 Excl. VAT.
Can I cancel at anytime?
We need 1 calendar month to cancel or adjust token packages.
Does my unused tokens carry over to the new month.
No, you will loose any unused tokens.
Can I purchase a larger amount of tokens than 500.
Yes, In increments of 500 tokens, which will be charged @R300.00 Excl. VAT per 500 tokens
