Smartbooks Advance with Analytics Workbook

EXERCISE WORKBOOK
Smartbooks Advance with
Analytics

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Smartbooks Advance with Analytics Workbook

Table of Contents
1. SMARTBOOKS Platform............................................................................................................................................3
Exercise 1.1..............................................................................................................................................................3
2. Partner Implementation and AIP.............................................................................................................................3
Exercise 2.1..............................................................................................................................................................3
3. Basic Navigation.......................................................................................................................................................4
Exercise 3.1..............................................................................................................................................................4
4. Advance Exercises....................................................................................................................................................4
Exercise 4.1 – Branch Name Setting.........................................................................................................................4
Exercise 4.2 – Payment Terms.................................................................................................................................4
Exercise 4.3 – Business Partner Master Data Migration..........................................................................................5
Exercise 4.4 – Item Master Data Migration.............................................................................................................7
Exercise 4.5 – Limited User Creation and Authorization..........................................................................................8
Exercise 4.6 – Approval Procedures.......................................................................................................................12
Exercise 4.7 – Test the Approval Procedure..........................................................................................................14
Exercise 4.8 – Query Generation...........................................................................................................................17

FASTTRACK IT 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
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Smartbooks Advance with Analytics Workbook

1. SMARTBOOKS Platform
Exercise 1.1
Identify the terminologies being described by each sentence.

1. When files, programs, and other data aren't kept securely onsite, how can you know that they are being
protected? If you can remotely access your data, then what's stopping a cybercriminal from doing the same
thing?

2. This is also known as Internal Cloud, is a cloud-based infrastructure operated exclusively for a single organization
with all data protected behind an internal firewall.

3. This is also known as External Cloud, is available to the public where data are created and stored on third-party
servers.

4. This is a key feature of cloud computing where resources can be accessed anywhere (except on limitations set
by company's internal control).

5. This is a key feature of cloud computing where users (companies/organizations) have less work in terms of
resource upgrades and management, handled by service providers of cloud computing.

2. Partner Implementation and AIP

Exercise 2.1
1. True or False? The End Customer can directly communicate with Smartbooks for the purposes of project
implementation.
2. What are the duties and responsibilities of the Consultants (or partner organization) when it comes to the
implementation of a project?

3. ________ is the phase of the AIP where the Partner Organization has sit-down workshops with the End
Customer in order to create supporting documents detailing the exact business requirements.
4. Each phase of the AIP consists of several tasks with accompanying ________ associated to the completion of
said tasks. These serve as “markers” that can be used as proof of work and services rendered, which can be used
for billing the End Customer.
5. At the end of each phase, a ________ is required so that the phase can be closed, and the next phase can
begin.

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Smartbooks Advance with Analytics Workbook

3. Basic Navigation
Exercise 3.1
Fill each blank with the appropriate words or terminologies that will make the statements correct.

1. The ________ is where the item module was located

2. The ________ is where we migrate data in SMARTBOOKS

3. Navigation in SMARTBOOKS is done using the ________. It arranges the functions of the individual applications
in a tree structure.

4. The users of SMARTBOOKS are defined in the ________ window.

5. Accessing Smartbooks is done using ________ like Google Chrome, Mozilla Firefox or Safari.

4. Advance Exercises
Exercise 4.1 – Branch Name Setting
Input a screenshot of the output where required.

1. Go to Admin>System Configuration> Company & Branch Details

2. Branches Setup window will open. Look for the branch assigned to you then Double Click.
3. Change the Name of the branch assigned to you.
4. Click Update.

Exercise 4.2 – Payment Terms

Depending on your count (1, 2, or 3) create the appropriate Payment Terms. Add a screenshot of the final output
in the box.

1. Each student with the count of 1 will need to create his/her own 2P10Net30.
1.1 Set-up Cash Discount

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Smartbooks Advance with Analytics Workbook

2. Each student with the count of 2 will need to create his/her own Net30.
3. Each student with the count of 3 will need to create his/her own 3Installments.
4. Each student will add a suffix to their Payment Terms Code with their initials. E.G. A student named John F.
Santiago has a count of 2. He will need to create a Net30 pricelist. His Final Price List Code will be S#_Net30

Exercise 4.3 – Business Partner Master Data Migration

Complete the following Exercises and provide screenshots. Use the data assigned to you.

Code BP Type BP Name Group Payment Terms Price List TIN

C5000 Customer Apple Blossom Bakeshop Distributors 2p10Net30 Distributor's 139-357-500-001

Sales Price

V1000 Vendor Bill Bill Gates Manufacturers Net30 Discounted 555-555-555-000

Purchase Price

1. Prepare the Upload File. Show a screenshot of the accomplished file.

2. Finalize the importation. Show a screenshot of the confirmation window showing that the upload
completed successfully.

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3. Show a screenshot of the list of Business Partners showing your assigned Business Partner now being in
the list.

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Smartbooks Advance with Analytics Workbook

Exercise 4.4 – Item Master Data Migration

seq. Item Number Item Description Item Group Price List Unit Price
1 G1000 HP PC Set Gadgets & Computers Base Price 40,000.00
2 G2000 Lenovo S410p Laptop Gadgets & Computers Base Price 25,000.00

1. Prepare the Upload File. Show a screenshot of the accomplished file.

2. Finalize the importation. Show a screenshot of the confirmation window showing that the upload
completed successfully.

3. Show a screenshot of the list of Items showing your assigned Item now being in the list.

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Smartbooks Advance with Analytics Workbook

Exercise 4.5 – Limited User Creation and Authorization

Create a limited user for the Sales Manager.

1. Create the user with the following parameters:

Field Name Values

User Code S#_<your initials>
User Name <your name>
Untick Superuser
Group ADVANCE
Password Reset Deselect the Change Password at Next Logon checkbox.
Password P@ssw0rd
Branch Assignment Set-up assigned branch to you.

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2. Define the authorizations. Use the parameters listed below and show a screenshot of the Authorizations
table in SMARTBOOKS. Make sure that the User Name is shown in the screenshot as well.

Subject Authorization
Sales A/R Full Access
Customers/Suppliers Full Access
Treasury Full Access
Inventory Read Access
Reports Full Access

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3. Log in as your created user. Show a screenshot of the list of modules. Include in the screenshot the
window showing who the currently logged in user is.

4. Restore the Purchase Order form in the list of modules. The screenshot should show the list of forms
under Purchasing – A/P, and it should show the Purchase Order Form. Include in the screenshot the
window showing who the currently logged in user is. It should show the name of the user you created.

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Smartbooks Advance with Analytics Workbook

5. Try accessing the Purchase Order Form. Include in the screenshot the window showing who the currently
logged in user is. It should show the name of the user you created. Note that you cannot add purchase
order code on purchase order window.

Exercise 4.6 – Approval Procedures

Create an Approval Procedure where the “manager” could block the creation of a sales order with document total

1. Make sure that the Approval Processes are enabled.

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2. Create an Approval Process Stage. Use the following parameters:

Field Name or Data Type Values

Template <Your Name>
Description <Your Name>
No. of Approvals and Rejections Required 1
Authorizing Branch <Your User Code>

3. Create an approval template. Show a screenshot of each tab. Use the following parameters:

Field Name or Data Type Values

Name DocumentTotal
Description Document Total Greater than 100,000
Originator tab: User <The user you created in Exercise 4.5>
Documents tab Select the Sales Order checkbox

FASTTRACK IT 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
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Smartbooks Advance with Analytics Workbook

Stages tab: Stage ID <Your Name>

Terms tab: Launch Approval Process select When the Following Applies
Terms tab: Document Total Tick Document Total
Terms tab: Ratio Greater Than
Terms tab: Value1 Value2 100,000

Exercise 4.7 – Test the Approval Procedure

1. Log in as the user you created in Exercise 4.5. Create a Sales Order with discounts exceeding 15%. Show a
screenshot of the final Sales Order form with the Currently Logged in user window also shown. Use the
following parameters:

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Smartbooks Advance with Analytics Workbook

Field Value
Customer C1000
Posting Date <Date Today> (Use the built-in calendar)
Branch Whatever branch you are assigned to
Item No. G1000
Quantity 10
Document Total Not Greater than 100000

2. After adding the Sales Order, show the Request for Document Generation window. Under the Remarks
field, input: “<Your Name> Procedure”.

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3. Go back to your superuser (Student <number>) account and show a screenshot of the Messages/Alerts
Overview window.

4. Still in your superuser account, show the Pending Sales Order.

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5. Still as the superuser, approve the Sales Order. Show a screenshot of the final Request for Generation
Approval window. Select “Approved”, before clicking on “Ok”.

6. Finally, log in again as the user you created in Exercise 4.5. Show the approved Sales Order Document and
add it.

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Smartbooks Advance with Analytics Workbook

Exercise 4.8 – Query Generation

The following exercises should be done using an Computer Express Corporation Database.

1. Create a query showing the Balances of all Customers. Show only Customers that have non-zero balance.
Use the following Parameters:

Parameter Values
Table Customer
Fields Customer #
Customer Name
Customer Type
Account Balance
Filters Show Customer Business Partners Only
Account Balance should not be equal to zero
Sorting Descending Order by Balance

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***Nothing Follows***

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