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For the complete documentation index, see llms.txt. This page is also available as Markdown.

System Settings

Company Information Setup

Applicable operation: Declare company information such as company name, address, Tax Identification Number (TIN), logo, fiscal year, and costing method. This is a required setup when starting to use the software or when changing the working fiscal year.

To set up company information, proceed as follows:

  1. Enter Company Name, Address, Tax Identification Number (TIN), and other basic information.

  2. Select the working Fiscal Year.

  3. Select the Finished Goods Costing Method that matches the company's business model.

  4. Click Save to complete.

  • Function buttons and options:

    • Save: Record company information, fiscal year, and costing method.

    • Select logo/image: Update the logo used on printed forms, reports, or vouchers if shown on the screen.

    • Fiscal Year: Determines the working data year and affects voucher lookup and opening balances.

    • Finished Goods Costing Method: Selects the inventory/costing method applied by the company.

System validation on Save: Company name, fiscal year, and required information must not be blank. Do not change the fiscal year while other users are entering vouchers.

Operation
Guidance

Year for carrying forward ending balances

To carry forward opening balances for 2025, set the fiscal year to 2024.

Search vouchers by fiscal year

To search vouchers from 2020, set the fiscal year to 2020; vouchers from that fiscal year to the current year will be displayed.

Code
Method
Description

AVRG

Weighted Average Cost

Issue cost is calculated from the average unit cost of inventory in the period.

SPEC

Specific Identification

Tracks and costs each lot, serial, or specific item separately.

FIFO

First In First Out

Items received first are issued first.

SELLING PRICE

Selling Price

Calculates cost based on the selling price configured for goods.

SIMPLE METHOD

Simple Method

Basic costing method for simple management models.

COEFFICIENT

Coefficient Method

Allocates and calculates costs by conversion coefficients between products.

BOM

Bill of Materials (BOM)

Calculates cost based on material, labor, and overhead norms in the BOM.

Note: This is the working fiscal year setup in company information. Period-end closing is performed in GL -> Processing -> Period-End Closing.

Change Password

Applicable operation: Use when a user needs to change the login password for account security.

To change the password:

  1. Enter the Current Password.

  2. Enter the New Password.

  3. Re-enter Confirm Password.

  4. Click OK to complete.

System validation: The current password must be correct, and the new password must match the confirmation password.

Access Permission

Applicable operation: Administrators configure access permissions by user, screen, module, and function. Each user belongs to a group; when permissions are saved, the system may ask whether to synchronize the same permission set to the group.

Create a User

  1. Enter User ID or press F3 to search for an existing user.

  2. Fill in User Name, Phone, Location, and Email.

  3. Set the password for the new account.

  4. Click Save.

System validation: User ID must be unique, and required information such as user name and password must be entered.

Module Access Permission

  1. Enter the user or press F3 to select the user.

  2. Tick the modules to grant access, such as GL, AP, AR, CA, or IN.

  3. Click Save.

Example: A warehouse staff member may be allowed to access Inventory Management but only view inventory reports, without permission to add, edit, or delete stock vouchers.

Detailed Function Permission

  1. Press F3 to select the user.

  2. To inherit an existing permission set, choose the source user in Copy Permission From and click the copy button.

  3. Tick or untick permissions such as View, Add, Delete, Edit, Copy, Print, Import, Export Excel, Post, and Unpost.

  4. Click Save.

  • Detailed permissions:

    • View: Open the screen and view data.

    • Add/Edit/Delete/Copy: Create, modify, remove, or duplicate records based on system rules.

    • Print/Export Excel/Import: Print reports, export grids, or import bulk data.

    • Post/Unpost: Change voucher status between unposted and posted.

Note: After changing permissions, the user must log out and log in again. Grant permissions according to the least-privilege principle.

Deleted Voucher List

Applicable operation: Administrators review vouchers or journal entries deleted during a selected date range for transparency and internal control.

  1. Enter From Date / To Date.

  2. Click View Grid to load deleted vouchers.

Import Data from Excel

Applicable operation: Import voucher data in bulk from Excel into each accounting module.

  1. Go to Import -> Import from Excel.

  2. Select the target module, such as GL, AP, AR, Cash Receipt, Cash Payment, Inventory In, or Inventory Out.

  3. Click Template File to download the latest Excel template.

  4. Tick Input VAT only when importing input VAT data.

  5. Select the prepared Excel file.

  6. Click Read Excel File to load and validate the data.

  7. Review the Error/Warning Information column and highlighted cells.

  8. Correct the data, then click Import Data when there are no blocking errors.

  • Red rows: Blocking errors. The file cannot be imported while any red row remains.

  • Yellow rows: Warnings. The file may still be imported, but users should review carefully.

System validation: The system checks module, template structure, accounts, customers, vendors, employees, items, warehouses, units of measure, tax codes, voucher number, voucher date, accounting period, and posting status before importing.

Adjust Posted Vouchers

Applicable operation: Unlock posted vouchers in a selected module and return them to Unposted status so users can correct information.

  1. Select the Module.

  2. Filter by Accounting Period or Fiscal Year.

  3. Tick the vouchers to adjust.

  4. Click Process.

Note: Only authorized users can adjust posted vouchers. Check related modules before unlocking to avoid ledger differences.

Delete Vouchers

Applicable operation: Delete vouchers in bulk by module, usually for incorrect or test data.

  1. Select the Module.

  2. Filter by Accounting Period or Fiscal Year.

  3. Tick the vouchers to delete.

  4. Click Execute / Process.

Warning: Deleted vouchers cannot be restored. Back up data before bulk deletion.

Configuration: Decimal Places

Applicable operation: Configure automatic voucher numbering and decimal places for quantity, unit price, amount, or exchange rate.

Note: Decimal configuration affects vouchers and should be set before entering production data.

Language

Applicable operation: Switch the interface language. SmartBooks supports Vietnamese, English, Korean, Chinese, Japanese, and Khmer.

  1. Open Language.

  2. Select the language.

  3. Confirm the change.

  4. Log out and log in again.

Note: Changing the language only changes interface labels; it does not change accounting data.

PreviousHotkeys and icons are used on the Smartbooks System
Next1.1 Setup section

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