Quick Guide on Smartbooks Basic with Analytics

Chapter 1: Smartbooks on a Cloud Platform

At the end of this chapter, students will be able to:
• Know what is an ERP System
• Understand the difference between on premise and on cloud system experience.
• List the benefits of cloud computing
• Know the Smartbooks on cloud performance

What is an ERP System?

ERP stands for Enterprise Resource Planning, and an ERP system is a type of software that integrates a
variety of business processes and functions into a single system. An ERP system typically includes modules
for areas such as accounting, human resources, customer relationship management, supply chain
management, inventory management, and production planning.

Image from: www.projectline.ca

The primary objective of an ERP system is to provide a single source of truth for all business data, making
it easier for companies to manage their operations more efficiently and effectively. By consolidating data
from different departments, an ERP system can eliminate the need for multiple, disconnected software
applications, and help to streamline business processes, improve collaboration between departments,
and increase data accuracy and consistency.

What is Cloud Computing?

Cloud computing represents a new way to deploy computing technology to give users the ability to access,
work on, share, and store information using the internet. The ideal way to describe Cloud Computing
would be to term it as 'Everything as a Service' (abbreviated as XaaS). The cloud itself is a complex network
of data centers, each composed of thousands of computers working together that can perform and
achieve the functions of a software on a personal or business computer units by providing users access to
a vast number of applications, platforms and services delivered over the Internet.

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 7
Quick Guide on Smartbooks Basic with Analytics

Types of Cloud Deployment

PRIVATE CLOUD
Private Cloud, also known as Internal Cloud, is a cloud-based infrastructure operated exclusively for a
single organization with all data protected behind an internal firewall. This is usually physically located at
the company's on-site data center or can also be managed and hosted by a third-party provider.

PUBLIC CLOUD
Public Cloud, also known as External Cloud, is available to the public where data are created and stored
on third-party servers. Service infrastructure belongs to service providers that manage them and
administer pool resources. The need for user companies to buy and maintain their own hardware is
eliminated. It is based on a shared cost model for all the users or in the form of a licensing policy such as
pay per use.

HYBRID CLOUD
Hybrid Cloud encompasses the best features of the above-mentioned cloud computing deployment
models. It allows companies to mix and match the facets of public and private cloud that best suit their
requirements.

Key Features of Cloud Computing

The characteristics of Cloud Computing express its significance in the current business market. It has
already been proven that Cloud Computing is a model for enabling universal, convenient and on-demand
network access. Below are the key features of Cloud Computing:

• Agility -helps in rapid and inexpensive re-provisioning of resources

• Location Independence - resources can be accessed anywhere (except on limitations set by

company's internal control)

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 8
Quick Guide on Smartbooks Basic with Analytics

• Multi-Tenacity - resources are shared amongst a large pool of users

• Reliability - dependable accessibility of resources and computation

• Scalability - dynamic provisioning of data helps in avoiding various bottleneck scenarios

• Ease of Maintenance - users (companies/organizations) have less work in terms of resource

upgrades and management, handled by service providers of cloud computing

Smartbooks on Cloud Performance

Smartbooks is a purely web-based ERP system for small and medium sized enterprises. Smartbooks is a
software that easy to use, has deep functionality, is accessible and is compliant with BIR reporting
requirements. It is best for small- and medium-sized companies with their unique qualities and special
needs.

And because Smartbooks is based in the cloud, other IT costs are eliminated, such as the cost of putting
up and maintaining servers, hiring and maintaining an IT team, upgrading the software and spending for
other support expenses.

Technical Specifications
Smartbooks has minimal requirements when it comes to technical specifications so it can offer a simpler,
more cost-effective and more reliable solution for businesses. The following are the technical
specifications needed in order to access Smartbooks:

Can be accessed on various operating systems like:

Through web browsers like:

The optimal performance of the system is on an internet speed of 5 mbps and higher but can be accessed
on a minimum speed of 1 mbps.

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 9
Quick Guide on Smartbooks Basic with Analytics

Chapter 2: Getting Started with Smartbooks

At the end of this chapter, students will be able to:

• Learn how to use the various user interface components of Smartbooks
• Familiarize and visualize the illustration to Smartbooks Framework
• Learn to value of information in scaling up businesses
• Identify the basic functionalities inside an ERP System (Interface, Operation
Modes, Functions in a document, Credentials Changing and Master Record) using
Smartbooks.

Challenges for SMEs

SME companies often acquire multiple solutions to meet specific needs as business expands; for example,
an accounting application to manage general ledgers and invoices, or a Storage Location management
solution to keep track of inventory.

Keeping this combination of applications up to date, integrated, and running seamlessly can be
challenging. To get a picture of what is happening in every part of the business, it takes a lot of time and
effort to extract and reconcile data across many solutions. While such applications may be effective for a
time, ultimately your business needs a more flexible and integrated solution.

With SMARTBOOKS, it is now possible to have a complete and real-time picture of your financial position.
Having this information readily available gives you more time to focus on growing your business.

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 10
Quick Guide on Smartbooks Basic with Analytics

Smartbooks Framework

Smartbooks Cloud ERP system is composed of multiple modules. The above illustration shows the
structure of the system. Smartbooks accepts data entry, called transactions, which are converted through
various processes into output information that goes out to the users. Sales of products from customers,
purchases of inventory from Suppliers, and cash disbursements and receipts are the common type of
transactions.

Smartbooks is composed of three major units:

1. Transaction Processing
This supports daily business operations with numerous reports, documents, and messages from users
throughout the organization. Transaction processing consists of three different cycles: the revenue, the
expenditure, and the project management. Each cycle captures and processes different types of financial
transactions;

2. General Ledger/Financial Reporting

This produces the traditional Financial Statements, such as Income Statement, Balance Sheet, Statement
of Cash Flow, Tax Returns, Reports / Schedules, and other reports mandated by the government.

3. Management Reporting
This provides internal management reports needed for decision making.

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 11
Quick Guide on Smartbooks Basic with Analytics
Basic Navigation
Smartbooks was designed with the most comprehensive User Interface in mind. You don’t need expert
technical knowledge to navigate through the portal because it was designed with utmost simplicity.

Logging-in
1. Go to https://portal.fitacademy.ph

2. Click Register > Fill up registration form >”University Code” will be provided by instructor > Click
Register
3. Check your email for account activation and activate your account.

4. Input your credentials (email and password) and login.

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 12
Quick Guide on Smartbooks Basic with Analytics

5. Go to Dashboard. “Section Code” will be provided by your instructor.

6. Click Add Code.

7. Once the code has been added, your user ID and password will appear.
8. Click Open Smartbooks URL to access Smartbooks.
9. Click Reset Password should you forgot your password.

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 13
Quick Guide on Smartbooks Basic with Analytics

10. Input the User ID and Password provided by the portal on Smartbooks Login Page.

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 14
Quick Guide on Smartbooks Basic with Analytics
Smartbooks User Interface

Header
The header of the Smartbooks User Interface contains the logo of Smartbooks and the name of the
company.

Modules Menu / Main Menu

Navigation in Smartbooks is done using the Modules Menu/Main Menu. It arranges the functions of the
individual process and applications in a tree-like structure. This menu contains a list of all modules with
their related options.

The features for this menu:

1. Are arranged accustomed to per user basis and need of access.

2. May be inactive for unauthorized users and will not modify some of the transactions.

The following modules are the primary content of the system:

Financials & Accounting

▪ Generate different financial reports

▪ Inquire about any account over any period
▪ Post transactions automatically without undergoing a separate process
▪ Generate BIR Reports
▪ Other features include: producing journal narratives, posting journals to any number of periods,
reversal of journal entries

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 15
Quick Guide on Smartbooks Basic with Analytics

Inventory Management

▪ Maintain unlimited number of warehouses and stock quantities

▪ Set selling prices, even for specific branched or individual customers
▪ Manually maintain standard costs or automatically determine weighted average costs
▪ Other features include: allowing the invoicing, pricing and costing of dummy service or stock
items without recording them, maintaining maximum and minimum stock level quantities and
unlimited user-defined field specific to each inventory category for additional important
information required to be stored item

Sales & Distribution

▪ Enter and maintain customer orders and reference back to the order numbers
▪ Invoice orders directly with little or no additional input
▪ Give the user information and options on inventory location
▪ Present a full analysis of outstanding balance and aging of receivables
▪ Other features include: showing transactions settled at any given month or outstanding
transactions, calculating discounts across a range of products, viewing sequence of invoices,
credit notes & receipts entered in the transaction inquiries & processing collection applied to
specific invoice.

Purchasing

▪ Covers complete procurement cycle from PO generation to goods receiving

▪ Show comprehensive subsidiary ledger on supplier’s account
▪ Show an aged listing of accounts payable balances
▪ Enable payment run to create payment transactions

And other modules for the day-to-day business activities.

User Info
Displays the information of user’s profile (user name and ID, options to change password and logout).

Status Bar
The status bar extends along the entire lower edge of the Smartbooks main window and contains various
fields. The lower left-most portion of the status bar displays the following type of messages:

1. error message
Appears on a red background and informs you that the procedure cannot continue until corrective action
is taken.
2. information message
Appears on a blue background and informs you about the issue.

3. confirmation message

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 16
Quick Guide on Smartbooks Basic with Analytics
Appears on a green background and
confirms the successful execution of a procedure.

System Date & Time

This is the current time and date that the Smartbooks system keeps track of so that transactions will be
recorded timely and accurately.

Operation Modes in Smartbooks

FIELD USAGE
Copy From Copy records from another module to current module
Preview Preview the record in pdf, excel, or crystal report viewer
First Navigate to first recorded document
Previous Navigate to previously recorded document
Next Navigate to next recorded document
Last Navigate to last recorded document
Add Add a new record / document
New Open a new document to make a new transaction
Update Modify the data of an existing record / document

Functions in a Form
These functions provide you with extensive support in searching for objects.

1. Document Link
This function is normally linked with the master data and documents. Using it will open the detailed
information.

2. Selection List
While entering data into a document, user can easily look-up for customer/supplier data, or item data
using this button, or simply place your cursor on the field which has SL button and then press Tab key.

Customize User Credentials

For a more personalize experience when using the system, you can change your user name and
password in Smartbooks.

1. Go to Administration module
2. Setup
3. Click on Define Users. User Listing will appear on your window.
4. On the list of users, click your student account

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 17
Quick Guide on Smartbooks Basic with Analytics
5. Click edit. User Profile will
appear on your window.

6. Take note that User ID is not editable. This is what you use in logging in.
7. On the User Name field, input your name.
8. On the Password field, input your preferred new password.
9. Repeat your new password on the re-enter password field.
10. Click Update.

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 18
Quick Guide on Smartbooks Basic with Analytics

Exercises
Refer to Exercise on the workbook provided by your instructor.

FIT ACADEMY l GF King’s Court Bldg II., Chino Roces cor. Delarosa Sts., Makati City 1200, Philippines l Telephone Number: 63.2.759.4348 l www.fitacademy.ph 19