What is the purpose of SmartRecord?
The goal of the SmartRecord is to get documents ready for publishing with as little effort from yourself as necessary. To minimise the amount of time you have to spend within Envoice to prepare your items and maximise the time you save by using Envoice.
SmartRecord can be used to govern all of the fields which are needed for accounting purposes but do not exist on the invoice itself. Such as an Account, TAX code as well as Tracking Categories. The fields that you would need to input manually by yourself.
A great example of this would be a service provider, who every month will send in a single invoice, that you would record to the same account with same TAX code and with same Tracking Category.
Thus all of these fields can be automated so that all that would need doing is publishing the item, which can also be automated.
How the SmartRecord works?
SmartRecord learns your behaviour based on the supplier. When the invoice is received from a supplier for the first times, SmartRecord is in the learning phase. When SmartRecord feels confident enough, it steps in and fills the accounting fields of the document.
If "SmartRecord not found" is displayed on the item, it means that this document is received for the supplier for the first time or we do not see the pattern in your previous recordings to apply the SmartRecord. We will keep learning your recording patterns and try to be smarter next time.
If "SmartRecord found for this invoice" is displayed, it means that SmartRecord feels confident to propose the recording for the invoice.
How to automate SmartRecord?
When SmartRecord is applied for the supplier invoice and you accept the proposed recording, you can turn it on to apply automatically for all of the future invoices from the same supplier if they fall into the pattern.
You can check the status of SmartRecord or turn off automatic application of SmartRecord from the contacts detail view.
Go to Settings> Contacts, find the supplier from the list and unticking "SmartRecord automatically" to disable the SmartRecord for this supplier.