Exporting and Importing Invoices & GRNs

How to Export an Invoice

If you are a distributor, you can export invoices and send them to a dealer, who can then import them as a Goods Received Note (GRN).

1.Go to: Invoice > Invoice Lookup (see also Export/Import a GRN).

2.Right-click on the invoice you want to export and select Export.

3.The invoice will be exported to:

              C:\Users\Your Name\Documents\Smart-It

4.The file name will be formatted as: INV_99.sie (where 99 is the invoice number).

5.The dealer importing the invoice must use the distributor's stock code as their supplier stock code.

How to Import a GRN or Invoice created by SI

You can directly import a GRN or invoice into a new invoice.

1.Go to: Invoice > Extra > Import Invoice/Goods Received Note.

2.Click ‘Import Invoice/GRN’.

3.The folder containing invoices and GRNs will open.

4.Select the invoice or GRN you want to import.

Scenario where you will find a need to convert a GRN to an Invoice.

When purchasing goods on behalf of a related company that doesn't have direct access to your distributor, the process can unfold as follows:

1.You receive the goods and generate a GRN to record their receipt.

2.To pass on the goods' cost to the related company, you convert the GRN into an invoice. This invoice reflects the original purchase details, including pricing and quantities.

3.You send the invoice to the related company, allowing them to document the transaction.

4.The related company then converts the received invoice into a GRN in their system.