SmartRecord is a tool designed to help automate your accountant's work as much as possible, thereby reducing the accounting workload.
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 minimize the amount of time you have to spend within Envoice to prepare your items and maximize 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 does SmartRecord work?
SmartRecord learns your behavior based on the supplier.
When the first purchase invoice from a supplier arrives in the Envoice system, SmartRecord learns which account, VAT code, etc., you select for that document. When the next invoice from the same supplier arrives within an expected timeframe and shares similar characteristics, the Envoice system will display: "SmartRecord found for this invoice."
If "SmartRecord found for this invoice" is displayed, it means that SmartRecord feels confident to propose the recording for the invoice.
If this accounting treatment is also appropriate for all future invoices from the same supplier, you can select "Yes, apply automatically." From then on, invoices from this supplier will be automatically coded and forwarded to your accounting software (provided that "Automatic forwarding" is enabled in your integration settings).
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.
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.