MODULE 1 MODULE 2

 Market analysis Mail Merge

- target market - A handy feature that incorporates data from both MS
- Competition Word and MS Excel and allows you to create multiple
- Location documents at once, such as letters, saving time and effort
- Market trends of retyping the same letter over and over.

 Value Proposition Table of Contents

- Differentiation - A Table of Contents is just the list of Chapters at the
- Customer Experience beginning of a book.

 Financial projections Citations

- revenue streams - A handy feature of MS WORD when writing a document
- Cost and expenses where you need to cite your sources, such as a research
- Pricing and strategy paper. It can be added in various formats like APA,
- Breakeven Analysis Chicago-stype, GOST, IEEE, ISO, 690 and MLA.

 Operations and resources MODULE 3

- staffing
- Equipment and supplies Pivot Table
- Suppliers - A pivot table is a table of values which are aggregations
- Legal and regulatory considerations of groups of individual values of a more extensive table
(such as from a database, spreadsheet, or business
 Maketing and promotion intelligence program) within one or more discrete
- Branding categories.
- Online Presence
- Local Advertising MODULE 4
- Customer Loyalty Programs
ERP Modules
Ms word is a word processing program that allows for
An ERP System includes MODULES for areas such as:
the creation of both simple and complex documents.
 Accounting
Hands on Activity
 Human Resources
 Customer Relationship Management
 Cover page and logo
 Inventory Management
 table of contents
 Supply Chain Management
 References
 Production Planning
 Citations
The Primary Objective of ERP
How to Insert Table of Contents
- To provide a single source of truth for all business data
(consolidation of data from different departments), making
1. Create the body of your document.
it easier for companies to manage their operations
efficiently and effectively.
2. For the Title of your document choose Title by going
to HOME > Styles > Choose Title.
Cloud computing
- It represents a new way to deploy computing
3. For the subtitle choose Heading 3.
technology to give users the ability to access work on.
- The ideal way to describe it is to term it as “everything as
4. Finish the whole document then go
a service” abbreviated as XaaS
to REFERENCES > Table of Contents › Automatic
Table 2
Types of Cloud Deployment
How to Insert CITATIONS
Private Cloud
1. Highlight the word or phrase that you copied from a - A cloud-based infrastructure operated exclusively for a
journal or online source. single Organization with all the data protected behind an
2. Go to References › Insert Citation > Add New internal firewall. Also know as Internal Cloud.
Source › Create Source
Public Cloud
- is available to the public where data are created and
stored on third-party servers.
Hybrid cloud
- encompasses the best features of both private and
public that best suit a company's requirements.
Key Features of Cloud Computing
1. Agility- helps in rapid and inexpensive
provisioning of resources.
2. Location Dependence- resources can be accessed
anywhere (except on limitations set by the company's
internal control) shared amongst a large pool of users.
3. Reliability- dependable accessibility of resources and
computation.
4. Scalability- dynamic provisioning of data helps in
avoiding various bottleneck scenarios.
5. Ease of Maintenance-users (companies/organizations)
have less work in terms of resource upgrades and
management, handled by service providers of cloud
computing.
Smartbooks
is a purely web-based system for small and medium-
sized enterprises. It is a software that is easy to use, has
deep functionality, is accessible, and is compliant with BIR
reporting requirements.
Smartbooks 3 Major Units:
1. Transaction Processing - involves 3 cycles: the
REVENUE, the EXPENDITURE, and the PROJECT
MANAGEMENT
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
3. MANAGEMENT REPORTING - This provides
internal management reports needed for decision making
Smart Book User Interface
re-
HEADER - contains the LOGO of the Smartbooks and
the name of the Company.
MODULES MENU / MAIN MENU - it arranges the
functions of the individual process and applications in a
tree-like structure.
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 Feature include: producing Journal Narratives,
posting Journals to any number of periods, reversal of
journal entries.
INVENTORY MANAGEMENT
 Maintain an unlimited number of warehouses and
stock quantities
 Set selling prices, even for specific branches 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 stock level of
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 the sequence of invoices, credit notes and
receipts entered in the transaction inquiries and
processing collection applied to specific invoices.
PURCHASING
 Covers the 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.
Other modules for Day to Day Activities
 User Info- Displays the information of the user’s
profile (user name and ID, options to change
password and logout).
SYSTEM DATE AND TIME
- This is the current time and date that the Smartbooks
system keeps track of so that transactions will be recorded
timely and accurate.
FUNCTION IN A FORM
- These functions provide with extensive support in searching
for objects.
How to add Customer:
 Under Modules go to Customers/Suppliers
 Encode the needed Information (you may refer to the
sample data in the Answer Sheet and Group Work).
 Click the Correct Tab to encode the data.
 Click Add when done. Do the same thing with the
other tab.
 If added successfully you will see the added data as
shown below.
 For the Accounting Tab
Customer 1: 10210100 (Account Receivable)
Customer 2: 10210101 (Account Receivable)
Customer 3: 10210102 (Account Receivable)
 When done for Customer 1, click the Lower Add
Button.
 TO ADD ANOTHER CUSTOMER CLICK NEW
BUTTON
MODULE 5
One of the most useful FEATURES of Smartbooks is the
ability to create documents such as invoices, purchase
orders, sing master data records.
Master Data
MASTER DAT is essential to getting the most out of
Smartbooks.
These includes:
1. Data describing business partners such as Customers
and Suppliers
2. Descriptions of items that are kept in inventory and
manufactured by the company
3. G/L Accounts which are used to post transactions
When a new document such as Purchase Order, AP
Voucher or Item Receipt is created, master data provides
much of the necessary information.
Type of Master Data
CUSTOMER DATA
• Describes the people in the organizations to whom your
company sells products and services.
• Customer master data records are used as the foundations
for the documents related to processing and fulfilling
orders for customers and for the wizard for dunning letters.
SUPPLIER DATA
• Describes the people in the organizations from which
your company buys products and services.
• Supplier master records are used to create documents
related to payable and accepting delivery goods and
services; and processing payments to suppliers.
ITEM DATA
• Records that are used to create Sales
Orders, Purchase Orders, Bill of
Materials, and other documents which
are necessary to move goods in and out
of the company.
 MASTER DATA STRUCTURE MODULE 6
CUSTOMER/SUPPLIER MASTER RECORD

1. Header
The header data comprises the Code, Type, Name and
Business Style, as well as the Currency.

2. General Tab
This tab mainly contains information fields, such as
telephone number, e-mail, password, as well as default
values for documents, such as the buyer or the sales
employee.

3. Contact Persons Tab

Allows you to enter data for any number of contact persons
at the customer/supplier’s company.
4. Addresses Tab
Contains the bill to address or several pay to address, as
well as several ship to address, which you can specify in
the sales document. The delivery address for Payable
document is always the address of your company.
5. Payment System Tab
Contains payment data that is used by the payment system
PURCHASE PROCESS
 Payable – also known as “Purchasing Process”
 This is to ensure that a s steady stream of required
materials is on the way to your company when and
where you need them.
PURCHASING DOCUMENTS AND REPORTS
 Purchase Order is a commercial document issued by a
buyer to a seller specifying the items (goods or materials)
or services.

6. Accounting Tab Purchasing Process

Contains the Control Account and optionally a reference to
another master record for the customers/suppliers head
office (consolidating BP). It also contains information on
how taxes are handled.
ITEM MASTER RECORD
1. Header
The header data comprises the Code, Name, Category and
Class for the item. This is the main information of the item
needed for the sales and purchasing process.
2. General Tab
Contains permissions as to item visibility to Purchasing,
Sales and Inventory module. This also allows you to enter
range of dates for the period of items.
3. Purchasing Tab
This tab allows you to enter the quantity in payable units in
the purchase order and modify the tax group and rate at
which an item is liable to tax when it is purchased.
4. Sales Tab
This tab allows you to enter unit of measurement and the
item quantity per sales unit; also to enter tax group and rate
at which an item is liable to tax when it is sold.
A. Creating Purchase Process
 Go to Purchases > Purchase Order
 In the Supplier No/Supplier Name field, click the
selection list to view the list of suppliers to select with
and address the transaction with. Double click the
supplier name or select it then press the ‘OK’ button.
 In the Journal Date, Due Date and Creation Date, the
user can change the date based on the specified date.
 In the Contents tab, select the item by clicking the
selection list the Item Code/Item Name column then
performing double click on the item or selecting it
then click the ‘OK’ button.
 After selecting the item, price per quantity will reflect.
Adjust the quantity in the Quantity column
 Once done, click the ‘Add’ button
 Upon finalizing all the order details, click the ‘Save’
button at the right-most portion of the system.

5. Inventory Tab
Allows you to set G/L Accounts as per item, the type of
unit by which you manage the inventory and the costing
method you will use.

6. Price List Tab

Allows you to set modification as the item’s price list, final
price and/or price as per installment.
RECEIVING DOCUMENT (Good Receipt PO)
- is a document created when you received the goods from
a supplier. In most companies, the person in the storage
location or the office responsible for taking delivery of
shipments executes the receiving document.
Navigation & Viewing
 Go to Purchases > Receiving
 In the Supplier No/Supplier Name field, click the
selection list to view the list of suppliers to select with
and address the transaction with. Double click the
supplier name or select it then press the “OK” Button.
 In the Journal Date, Due Date and Creation Date, the
user can change the date based on the specified date.
 In the lower left portion of the document, click the
arrow in the Copy From button and select Purchase
Orders. This process will let you capture the details of
the base document previously added.
 A pop-up window will appear with all the list of open
Purchase Orders. Select the specific Purchase Order
you are going to process into receiving by ticking the
checkbox and then clicking the ‘Choose’ button.
 A final window will appear with the specific Purchase
Order with an ‘enable edit’ on the quantity and price.
In here, you can modify the details as to the actual
goods received from the supplier.
 Click ‘Finish’ button if all details are final.
 In the ‘Notes’ field, you will notice the document
basis of the received items.
 Click ‘Save’ button to add the Receiving document.
 A system message will appear. Click OK.
 You will know that it has been saved if you see the
successful system message below and the word
‘POSTED’ will appear on the right upper corner of
the document.
Purchase Return
- Of course, there are always those occasions when item
received are found to be defective or not acceptable and
must be returned to the supplier. Since you can’t directly
change or cancel a Receiving document, issue a Purchase
Return document to make the necessary adjustment.
Navigation & Viewing
 Go to Purchases > Purchase Return
 In the Supplier No/Supplier Name field, click the
selection list to view the list of suppliers to select with
and address the transaction with. Double click the
supplier name or select it then press the “OK” button.
 In the Journal Date, Due Date and Creation Date, the
user can change the date based on specified date.
 In the lower left portion of the document, click the
arrow in the Copy From button and select ‘Goods
Receipt PO’. This process will let you capture the
details of the base document previously added.
 A pop-up window will appear with all the list of open
Goods Receipt PO. Select the specific Receiving
document you are going to process with a return by
ticking the checkbox and then clicking the ‘Choose’
button.
 A final window will appear with the specific
Receiving with an ‘enable edit’ on the quantity and
price. Please take note that with the Purchase Return
you need to specify the actual quantity you are about
to return as this will affect the total quantity and price
in the next document to process, which is the AP
Voucher. Click ‘Finish’ button if all details are final.
 In the ‘Notes’ field, you will notice the document
basis of the returned items.
 Click ‘Save’ button to add the Purchase Return
document.
 A system message will appear. Click OK.
 You will know that it has been saved if you see the
successful system message below and the word
‘POSTED’ will appear on the right upper corner of
the document.
AP Voucher
- AP Voucher is the purchasing document in Smartbooks
that vouches for the invoice that the supplier sends for
items or services ordered and received. You can create an
AP Voucher from multiple purchase orders and receiving
documents.
The AP Voucher results in a journal transaction that
reflects an increase in the company’s liability to the
supplier and updates the tax account and relevant expense
accounts.
Navigation & Viewing
 Go to Purchase > AP Voucher
 In the Supplier No/Supplier Name field, click the
selection list to view the list to view of suppliers to
select with and address the transaction with.
 In the Journal Date, Due Date and Creation Date, the
user can change the date based on the specified date.
 In the lower left portion of the document, click the
arrow in the Copy From button and select Goods
Receipt PO. This process will let you capture the
details of the base document previously added.
 A pop-up window will appear with all the list of open ‘POSTED’ will appear on the right upper corner of
Goods Receipt PO. Select the specific Receiving the document.
document you are going to process with an invoice by
ticking the checkbox and then clicking the ‘Choose’
button.

 A final window will appear with the specific Goods

Receipt PO with an ‘enable edit’ on the quantity and
price. You can observe that the quantity presented was
net of the items that have been returned. Click ‘Finish’
button if all details are final.

 In the ‘Notes’ field, you will notice the document

basis of the invoiced items.

 Click ‘Save’ button to add the A/P Voucher document.

 A system message will appear. Click OK.

 You will know that it has been saved if you see the
successful system message below and the word
‘POSTED’ will appear on the right upper corner of
the document.

Debit Memo
- Debit Memo is a document used to reverse a part or
entirely the inventory or accounting transactions posted by
an AP Voucher in the case you return items later or realize
you have made mistakes.

You create a Debit Memo if you want to make any

adjustments to AP Voucher.

Navigation & Viewing

 Go to Purchases > A/P Debit Memo

 In the Supplier No/Supplier Name field, click the

selection list to view the list of suppliers to select with
and address the transaction with.

 In the Journal Date, Due Date and Creation Date, the

user can change the date based on the specified date.

 In the Details tab, click the selection list in the Item
Code and Item Name column, to select the item you
wish to process for adjustment then click “OK” button.

 Input quantity in the Quantity column

 Once item is okay, click “Add” button.

 You can input own remarks on the document in the

Notes field.

 Final amount subject for adjustment is reflected in the

Total Credit/Credit Balance field. Upon finalizing all
the details, click the ‘Save’ button at the right-most
below portion of the system.

 A system message will appear, click ‘OK’

 You will know that it has been saved if you see the
successful system message below and the word