Smart Money ERP Features:

 

At Smart Money Group, we do our best to keep this list up to date. If you don't see something you need, you can post questions in the Discussions forum How To? category.

General

• Entirely web-based. Can be used on any web server that supports PHP. Use your own server or a managed server from an ISP to avoid purchase and maintenance costs.

• All processing is done on the web server. No software is required to access Smart Money ERP other than a recent web browser (and optionally a PDF reader).

• Smart Money ERP scripts are written to maximize readability for business users so they can customize Smart Money ERP for unique needs. Scripts follow Smart Money ERP coding standards for consistency, clarity, and ease of customization.

• Produces PDF reports for accurately positioned text. Report scripts follow Smart Money ERP coding standards for consistency, clarity, and ease of customizing.

• Multi-language - users can select their preferred language from the 37 languages currently available.

• Numbers are displayed appropriately for the selected language (input also uses the selected language).

• Fully UTF-8 compliant. PDF reports use Adobe CIF fonts for small file sizes using UTF-8 character sets for any language.

• Multi-theme - users can select the display theme from the 9 themes currently available.

• Items, Suppliers, and Customers have optional Wiki integration for storing related notes. For example, notes on Item use or approved OEMs, Supplier account information or detailed contact information, or Customer credit history or contact history for service, sales, and payments.

Security

• Users can be defined with access to only certain options using a role-based model.

• Functions that users do not have access to will not appear in the menu system.

• Users can be limited to specific inventory locations.

• Users must be specifically given access to enter transactions for each defined bank account.

• Options applicable to certain roles can be graphically configured, and users can be defined as fulfilling a given role.

• Salespeople's logins can be defined, limiting these users to see only their customer accounts and orders.

• Attempting to log in with an incorrect password three times locks the user account to prevent brute-force password cracking (only a Smart Money ERP administrator can unlock an account).

• All communication over the internet can be encrypted using SSL to prevent eavesdropping on a connection.

• Users can be defined by seeing only certain modules on the main menu, so menu options that they will not have access to are not even displayed on the screen.

• HTTP security can be configured over the top of the inbuilt security to provide two levels of security - the first to access the web server at all, and the second to get into Smart Money ERP.

• An audit trail is kept of every transaction or data entry and the user who performed it.

• All data is sanitized to prevent SQL injection and cross-site scripting.

Sales and Orders

• Quotations can be entered and printed as quotations and then changed to an order if the customer accepts without re-entering

• Customer orders can be entered into and maintained, and referenced back to the customer's order number.

• The cumulative quantity on order for a stock item shows as a demand in stock status inquiries.

• The cumulative quantity on order for assembly items shows the demand against its components in the stock status inquiries.

• The quantity of the order left to invoice is maintained and updated for invoices and credit notes raised against the order.

• The orders entered can be invoiced directly with little or no additional input.

• Multiple dispatches are possible from a single order. Order retains references to each dispatch.

• Differences from the order are logged when dispatches are not the same as the quantities ordered for reporting delivery in full on time.

• Pricing automatically returned based on the customer sales type, branch, and currency.

• Pricing can be set to be effective from specific dates and to finish on a final date

• Pricing is by currency

• Any number of price lists can be maintained.

• Customers are defined to get their pricing from a specific price list. However, special prices can be defined as an exception for a given customer or even a particular branch of a customer

• Quantity break discounts across a range of products are automatically calculated based on a discount matrix.

• Packing slips printable on laser or pre-printed stationery.

• User-selectable inventory location to pick from.

• Counter Sales can be entered with receipts created simultaneously for rudimentary POS-type applications. This does not integrate with cash drawers or an EFTPOS machine

• Automatic freight calculations based on shipping methods and delivery address

• Orders calculate weight and cubic based on item unit weight and cubic.

• Free-form entry of delivery addresses defaults to the customer branch physical address.

• Automatically recurring orders can be entered, and if the orders are for "service items," the order can also be automatically invoiced.

• Daily sales reports and ad-hoc sales graphs

• Delivery in Full-Time reporting

 

 

Taxes

• Very flexible taxation options suitable for Canada, the US, South Africa, the UK, Australia, NZ, and most other countries Tax rates are dependent on the type of product - using tax categories

• Tax rates are dependent on the location of the warehouse dispatched from Tax rates are dependent on the location of the customer

• Multiple taxes payable to different tax authorities

• Each tax posted to different user-definable general ledger accounts - if linked to AR/AP

Accounts Receivable

Overdue inquiry factors in branch delivery days and user-defined customer payment terms, with detailed tracking of overdue invoices.

• Full on-screen inquiry on a customer's account, complete with invoice details and narrative that appeared on the invoice. Drill down to the source document invoice or credit note.

• Invoices can be emailed to customers together with pdf attachments depending on the items' invoices, e.g., warranty, datasheets, instructions, manuals, etc.

• Inquiries about payments received will show how the payment was allocated to invoices and the difference in exchange attributable to each invoice.

• Full integration with stock records and general ledger - a full trail of journals for each transaction is maintained a drill down to the general ledger transactions for each transaction on a customer's account is available from the customer inquiry page.

• Flexible general ledger postings for sales and, if required, cost of sales as well, based on sales area and product category.

• General ledger integration is optional.

• Open item - full analysis of the outstanding balance is maintained and printed on statements for maximum information to the customer.

• Statements can show transactions settled this month or only outstanding transactions as of the date of printing.

• Flexible user-definable sales analysis reports to pdf or spreadsheet (CSV comma-separated values).

• Report definitions can be saved for re-running or automating email delivery from a scheduled job.

• Retrospective de-allocation and re-allocation of receipts or credit notes against charges with re-calculation of differences on exchange and corresponding general ledger journals.

• Any number of branch delivery addresses can be added and serviced by different salespeople with different tax authorities and different areas for sales analysis purposes.

• Unlimited accounts and an unlimited number of branches (ship to addresses) for each account.

• Shipping method updated by the branch. Customer accounts can be in any currency.

• Individual rate for each invoice defaults to the currency table rate.

• Currency table can be set to be automatically updated daily from the European Central Bank's published rates.

• Invoices and credit notes created in pdf.

• Email invoices and credit notes.

• Credit notes can be produced with one click, taking the details of a selected invoice for subsequent modification.

• Transaction inquiries show the sequence of invoices, credit notes, and receipts entered.

• Option to produce integrated Google maps of customer locations (and suppliers)

Inventory

• Unlimited number of warehouses (stocking locations), stock quantities are maintained for an unlimited number of locations.

• Selling prices for a stock item can be set for each sales type defined in any (and all) currency(ies), allowing great pricing flexibility

• Pricing can also be set specifically to an individual customer account or even a specific customer branch.

• Automatic backordering. Sales orders yet to be delivered can be automatically backordered at the time of invoicing, or the balance of the order can be canceled as appropriate.

• A history of stock movements is maintained by stock items, allowing full traceability, including serialized and lot/batch numbered stock items.

• Allow Dummy (service) stock items that can be invoiced, priced, and cost, but with no stock record maintained for items such as labor or services.

• Kit-set parts can be defined. An order for a kit-set part explodes into the components defined for the parts at the predefined quantities, as extended by the number of the kitset items ordered, all priced individually. These component quantities are then available on the order for modification by the user.

• Assembly parts can be defined in a similar way to kit sets. These parts exist only for ordering, pricing, invoicing, and sales analysis. No stock balance is maintained, the quantities of the components are updated in proportion to the quantity defined in the assembly.

• Invoice and credit note inquiries are linked to stock movements, so the details of items sold on an invoice can be queried by calling up the actual invoice or credit note that caused the stock movement.

• Standard cost is manually maintained or automatically maintained as a weighted average cost.

• Inventory usage by month inquiry by location and overall locations.

• Inventory planning report showing the last 4 months and the current month's sales, including sales of assembly components.

• Receiving inventory against purchase orders creates journals in the general ledger to reflect the increase in stock value and the amount owing to a supplier.

• Stock transfers to other inventory locations can raise transfer dockets.

• Re-order quantities can be maintained.

• Inventory adjustments can create general ledger entries to reflect write-on or off-stock value.

• Inventory cost changes can create general ledger entries to reflect write-on or stock value.

• A stock-taking system allows businesses to continue recording stock quantities at the time of counting adjustments created based on these quantities, and the sum of all quantities entered as counted for the item.

• General ledger integration creates the necessary journals to reflect the changes to stock values.

• Controlled items allow reference of each stock movement to the bundles/batch references.

• Serialized inventory allows controlled items to be in units of one. i.e., a reference for each item.

• Unlimited user-defined fields specific to each inventory category for additional important information required to be stored against items

• Weighted Average (automatic) or standard (manually maintained) costing

Purchasing

• Purchase orders and suppliers can be in any currency.

• Supplier item descriptions and pricing (in the currency of the supplier) for purchased items can be maintained.

• Purchase orders automatically use these prices.

• The same item can be purchased from many different suppliers.

• Quantities on order show on inventory status inquiries by the inventory location to receive into.

• Quantities on order also show on planning reports.

• Goods received can be entered up to the purchase order quantity plus a user-definable percentage allowance for over-delivery.

• Goods received are sequenced as a GRN, and a record is retained for every stock movement referenced to the GRN.

• Purchase orders record the quantity received and the quantity invoiced, as well as the original quantity ordered.

• Purchase orders can be emailed to one of the defined supplier contacts' email addresses.

• Inventory planning report can be produced based on a 3 or 4-month lead time, showing suggested quantities to purchase based on the maximum of the prior 5-month usage.

• Purchase orders can be entered for nominal items, i.e., non-stock items, with a general ledger code to be entered to specify how the general ledger integration postings should be made.

• Purchase order approval levels and authorities can be defined.

• With all approvals required by an authorizer easily accessible for authorization

• Shipment costing can be set up across several purchase orders from the same supplier, choosing only those lines that have been dispatched together.

• Costs entered against these lines and the shipment (from AP) are apportioned across all lines.

• Shipment costing allows for automatic updating of standard or weighted average costs on closing shipments.

• Supplier units and purchasing prices can be maintained with a preferred supplier for each item.

• Orders can be entered with reference to the supplier's item code and description and in the supplier unit, converting to the business units for all internal purposes.

Accounts Payable

• Suppliers can be defined in any currency.

• Invoices can be entered against goods received with a user-definable allowance for over-invoicing.

• Thus, ensuring payment is only made for goods received.

• Invoices can be entered as the cost of a shipment for apportionment between the items on the shipment.

• An aged listing of balances is available as a pdf showing either summary balances or the detailed invoice-by-invoice of the balance of the account.

• Retrospective allocation or de-allocation of payments to invoices. With differences in exchange rates reported.

• Supplier invoices cannot be entered with the same reference as prior invoices.

• Supplier invoices/credits can be entered against the internal record of goods received from the supplier.

• Providing an internal check to ensure only those goods received are paid for.

• Supplier invoices for freight/duty, etc., can be charged against shipments from other suppliers.

• Supplier invoices can be entered directly against multiple general ledger codes.

• Inquiry on Suppliers' accounts shows all transactions.

• Fully integrated general ledger postings keep the creditor's control account in line with the supplier balances in local currency.

• Payment run creates payment transactions based on the payment of all due invoices not flagged as held.

• A petty cash expense reimbursement module is available for salespeople to enter their claims.

Bank

• As many bank accounts as required can be set up details and account numbers can be held against the bank account definition.

• Bank accounts can be any currency, and payments/receipts can be paid in any currency from any bank account.

• Transfers between accounts are automatically detected by entry of payment to another bank account or receipt.

• Bank transactions matching bank statements show outstanding payments/receipts only or all, depending on selections.

• Online reconciliation statement based on matched and all entered transactions.

• Calculation and posting to GL of unrealized exchange differences in foreign currency bank account balances

General Ledger

• Automatically maintained periods, reporting over any range of periods with no rollover procedure at period end.

• Balance Sheet and Profit and Loss Statements Reporting against budget. Inquiry on any account over any period.

• Posting journals into any number of periods ahead or periods before.

• Reversing journals.

• Automatic posting, no separate process to run to post general ledger transactions.

• Extensive narrative on journals created by sub-ledgers (AP/AR).

• Accounts can be grouped using relational methods, i.e., flagged as a member of user-definable account groups - rather than the old chart of accounts numbering structure.

• Account groups can be nested, so hierarchical structures can be accommodated - detailed profit and loss, balance sheet, and trial balance all use account group structures to display reports.

• Posting to prior periods can be disabled based on the transaction date to prevent prior periods from being changed.

Manufacturing

• Multi-level bill of materials - with error trapping to prevent recursive BOMs.

• Phantom bills - automatically explode into components when a parent order is created.

• Automatic cost roll-ups on change of BOM or component costs.

• Works orders can have multiple output items for handling by-products.

• Optional automatic backflushing or auto-issue of components.

• Issues with work orders and receipts of finished goods from work orders integrated into inventory and GL.

• Issue of labor and time or other services to work order.

• Work order costing - automatic weighted average cost updates (or manual standard costing updates).

• Usage variances reported to GL - inventory category record determines GL accounts.

• Demand for components of work orders shows stock status inquiries.

• Full MRP - Material Requirements Planning with master production schedule/forecast maintenance and creation facilities.

• Fast full recursive calculation of MRP - (note that capacity requirements planning and MRP II functionality are NOT currently available in Smart Money ERP).

Contract Costing

• Job costs can be created for a selected customer using stock and other requirements.

• These can be converted into a quotation, and if the quotation is accepted, a sales order/work order.

• Issuing stock to the job is handled like any other work order until the contract/job is invoiced

• Full report on contract/job variances from quoted costs

Fixed Assets

• Asset additions through purchase orders or supplier invoice entry directly.

• Disposals of fixed assets through normal sales order entry - assets to be disposed of can be selected for sale.

• The fixed Asset register covers a period showing additions, depreciation, and disposals for that period.

• Integrated GL entries created based on asset category GL codes if creditors and debtors are linked to GL.