Menu Bar Functions On The Invoice Lookup Form

Print

Prints the Invoice Lookup screen.

Before printing, you can remove unwanted columns and rearrange the remaining columns to suit your requirements.

See: Lookup

Print Analysis

Analysis – Summary of Data tab is particularly useful for:

•Sales summaries

•Invoice analysis

•Salesperson performance reporting.

Export to XLSX

Exports the Invoice Lookup data to Microsoft Excel.

Recalculate Paid

Recalculate Paid

Purpose

The Paid status of invoices is automatically updated when payments are allocated. Under normal circumstances, you do not need to recalculate it manually.

When to use

Use the Recalculate Paid button only if the paid status appears to be out of sync — for example, if an invoice shows as unpaid despite being fully allocated.

To check the Paid status:

1. Open Invoice Lookup.

2. Locate the Paid column.

3. Review the payment status of the relevant invoices.

Print Filter

Displays invoices that cannot currently be emailed, for example, because the customer does not have a suitable email address configured.

Email Filter

Displays invoices that can be emailed.

Use the Emailable column to identify invoices that meet the email requirements.

Bulk Actions in Invoice Lookup.

Invoice Lookup allows you to perform several actions on multiple invoices simultaneously.

Selecting Invoices

1. Use the checkbox on the left-hand side of each invoice to select individual records.

2. Alternatively, apply filters to narrow down the list.

3.Click Select All to select all invoices in the filtered results.

Once invoices have been selected, the following actions become available.

With selected:

Print

Prints all selected invoices.

Email Direct

Sends multiple invoices to multiple customers simultaneously.

Each invoice is emailed individually to the relevant customer using your configured email server.

Email Message Setup

The default email message is configured under: Invoice > Invoice Options > Email tab.

Invoice > Invoice Options > Email tab.

The following substitutions are available:

•Company Name

•Document Number

•Customer Name

Limitations:

•❌ No additional Attachments can be made.

•✅ Email setup required under: Company > Application Options > Email.

Email Compose

Email Compose provides more advanced email functionality and allows you to send multiple invoices to multiple customers.

Each invoice is sent individually to the relevant customer.

Key Features:

•Select and use saved email templates.

•Customise the email message.

•Use up to 16 available substitutions, including:

•Tracking Number.

•Sales Order Number.

•Invoice Number.

•Invoice Date.

•And more.

•Add additional attachments.

•Import and send pre-designed HTML email templates.

•Automatically attach the invoice using the {invoice_attachment} substitution.

Setup Required:

Company > Application Options > Email.

Tip: Email Compose is particularly useful when sending professional, customised invoice emails with additional documents or attachments.

View Sent Emails

To view or manage emails sent through Smart-IT, go to: Company > SI Emails > Sent Emails

Attach to Email

Sends multiple invoices to a single customer as attachments.

Behavior depends on your settings in Company > Application Options > Email:

Option 1: Use Outlook if Available

When enabled:

• Opens Outlook with all selected documents attached.

• Emails sent through Outlook are saved in your Outlook Sent Items folder.

Option 2: Use SI Send Email Instead of Default Email Program

When enabled:

• Emails are sent via your SMTP server.

• Not saved in your Sent folder.

To save a copy:

•Enable Sent – Save Copy in Sent Folder checkbox.

•Make sure your Mailbox is set up via the Mailbox Setup button.

Important: Only select invoices that belong to the same customer for this action.

If “Sent – Add to Sent Log” is enabled, the email is recorded in the Sent Log.

View or delete logged emails under: Company > SI Emails > Sent Emails.

Export SIE

Exports the selected invoices in Smart-IT's SIE format to your computer.

These files can be imported directly into another Smart-IT system using the Goods Receive Notes (GRN) module.

This is useful when transferring invoices between Smart-IT installations.

Export PDF's

Saves each selected invoice as a separate PDF file to your computer.

Credit Note

Creates multiple credit notes from the selected invoices.

Right-click actions available on the Invoice Lookup.

Right-clicking an invoice in Invoice Lookup provides access to additional functions. These shortcuts make it easier to work with existing invoices without navigating through the main menus.

New Credit Note For This Invoice

Creates a credit note linked to the selected invoice.

Correct Change Invoice

1.Select Correct/Change Invoice.

2.Modify the necessary details, then click Change to apply the corrections.

See Invoice Correction for detailed instructions.

Receive Customer Payment

Opens the Receive Payment screen, where you can capture and allocate a payment against the customer account.

New Invoice Based On This Invoice

New Invoice Based On This Invoice

Creates a new invoice using an existing invoice as a template.

How to use:

Go to: Invoice > Invoice Lookup

1.Right-click the required invoice.

2.Select New Invoice Based on This Invoice.

3.Smart-IT copies the original invoice's item lines and details into a new invoice.

4.Make any necessary changes, such as quantities, prices, or customer information.

5.Process the new invoice.

Tip: This is particularly useful for recurring or similar customer orders, as it saves time and avoids capturing the same information again.

Print Delivery Note

Print or email the delivery note

Collect

Collect

Opens the Invoice Stock Collection screen.

This module is used when a customer has purchased goods but will collect them in portions or at a later date.

See: Invoice > Extra > Invoice Stock Collection.

Invoice Label

Prints an invoice label or shipping label.

Reprint Invoice

Reprints an existing invoice.

How to use:

•Go to: Invoice > Invoice Lookup

•Right-click on the required invoice.

•Select Reprint Invoice

Print Preview Email Invoice

Allows you to preview the invoice before printing or emailing it.

Open Customer Form

Opens the customer's main form.

Open Job Card

Opens the related Job Card if the invoice originated from a Job Card.

Open Recurring Invoice

Opens the related Recurring Invoice if the invoice originated from a Recurring Invoice.

Open Quote

Opens the related Quote if the invoice originated from a Quote.

Open Sales Order

Opens the related Sales Order if the invoice originated from a Sales Order.

Export

Exports the invoice in Smart-IT's SIE format.

Another Smart-IT user can import the exported invoice directly into their GRN module.

Copy To Clipboard

Copies the Invoice Number or Audit Number to the clipboard.

You can then paste the copied information into other Detail or Lookup forms.

Invoice Lookup Columns

Most columns in Invoice Lookup are self-explanatory. The following columns provide additional functionality and are particularly useful for filtering, reporting, and analysing invoice information.

COD

Cash on Delivery (COD) Column

The COD column identifies customers who have collected or received goods but have not yet paid.

This can be useful in situations where:

1.A serviced item is delivered, but the customer refuses to pay.

2.An account is created to speed up checkout, but the customer leaves without paying.

You can:

•Identify unpaid cash customers in the Age Analysis cash column.

•Identify COD customers using the COD column in Invoice Lookup.

•Set the COD option on the Customer Main Form.

Note: The invoice due date for a COD customer is automatically set to the invoice date.

Customer Rep

Displays the salesperson linked to the customer on the Customer Main Form.

This can be compared with the Rep column to identify differences between the customer's assigned representative and the salesperson recorded on the invoice.

Discount Amount and %

Discount Amount and Discount %

Displays the discount amount and percentage applied to the invoice.

Common Uses:

•Monitor discounting activity.

•Analyse discounts given by individual salespeople.

•Audit pricing adjustments.

•Identify invoices with unusually high discounts.

Edit Date

Edit Date

Displays the System Date and System Time when the invoice was last edited.

By comparing the Date and Edit Date columns, you can identify invoices that were edited on a different date from their original invoice date.

Important: Changes made on the same day as the original invoice date will not necessarily be identified by comparing these dates alone.

Identifying Invoices Edited on a Different Date

You can use the Edit Filter to display invoices where the invoice date differs from the edit date.

1. Open the Invoice Lookup form.

2. Open Edit Filter.

3. Select the Text tab.

4. Enter the following expression:

GetDate([Date]) <> GetDate([Edit Date])

5. Apply the filter.

How the Filter Works

•GetDate([Date]) returns the invoice date without the time component.

•GetDate([Edit Date]) returns the edit date without the time component.

•<> means not equal to.

The filter displays invoices where the invoice date and edit date are different.

Emailable

Emailable

Indicates whether the invoice can be emailed from the Invoice Lookup screen.

A checkmark appears when both of the following conditions are met:

1. The customer has a valid email address.

2. The Invoice option is enabled under: Customer > Contacts & Address Tab

Common Uses:

•Filter invoices ready for emailing.

•Identify customers missing email setup.

•Bulk email invoice processing.

Image

Image

Allows you to link images or supporting documents to an invoice.

To add an image:

Double-click the Add Button in the Image column.

Common Uses

•Attach signed documents.

•Store proof of delivery.

•Save supporting paperwork.

•Link customer documentation.

Invoice Payment Balance

Invoice Payment Balance

Displays the outstanding balance on each invoice.

Common Uses:

•Identify unpaid invoices.

•Monitor partially paid invoices.

•Identify outstanding customer balances.

Job Card Number

Displays the related Job Card Number if the invoice originated from a Job Card.

Common Uses:

•Trace workshop invoices

•Open linked job card records

•Analyze workshop billing

Paid By

Identifies invoices paid by a third party, such as a Head Office on behalf of another customer.

See Also: Paid By - Customer Financial tab.

Payments Due

Payments Due

Invoices with overdue payments are displayed in red.

The payment due date is configured under: Invoice > Payment Tab

Common Uses:

•Identify overdue invoices

•Follow up on unpaid customers

•Monitor credit control

Quote Number

Quote Number

Displays the related Quote Number when an invoice originated from a quotation.

Common Uses

•Track quote-to-invoice conversions.

•Analyze quote success rates.

•Open linked quotations.

Recurring Invoice

Recurring Invoice

Displays the Recurring Invoice Number when an invoice was generated from a Recurring Invoice.

Double-click the recurring invoice number to open the linked recurring invoice setup.

Tip: Analysing Standard Sales Without Recurring Invoices

If you want to analyse sales per salesperson while excluding recurring invoices:

1.Open Invoice Lookup.

2.Apply a filter to the Recurring Invoice column.

3.Display only records where the Recurring Invoice field is blank.

This ensures that only standard invoices are included in the sales analysis.

Common Uses:

•Identify automatically generated invoices.

•Track recurring billing customers.

•Open recurring invoice templates.

Rep

Salesperson (Representative)

By default, the Salesperson (Rep) assigned to an invoice is the currently logged-in employee.

You can change this behaviour under Invoice Options > General to automatically assign the salesperson specified in the customer's profile instead.

Security Restrictions

A security setting is available to prevent users from changing the salesperson assigned to an invoice.

Checking Whether the Salesperson Was Changed

To determine whether the salesperson on an invoice differs from the salesperson assigned to the customer:

1. Open Invoice Lookup.

2. Compare the Rep column with the Customer Rep column.

If the two values differ, the salesperson assigned to the invoice differs from the representative recorded on the customer's profile.

Sales Order Number

Sales Order Number

Displays the related Sales Order Number when an invoice originated from a Sales Order.

Common Uses:

•Trace order processing history.

•Verify the sales workflow.

•Link invoices to their original Sales Orders.

Send Email Date

Send Email Date

Displays the date the invoice was emailed from the:Invoice Lookup Form

Common Uses:

•Verify invoice delivery

•Track customer communication

•Identify invoices not yet emailed

Type (Cash vs On Account)

Type (Cash vs On Account)

Indicates whether the invoice was processed as:

•Cash Sale

•On Account

Common Uses:

•Separate cash and account sales

•Analyze customer credit activity

•Financial reporting