Smovin lets you create a periodic charge breakdown and re-bill these charges to tenants (see: How do I create a service charge statement?).
To avoid re-entering all your purchase invoices into Smovin, you can connect to your accounting software and instantly retrieve all the purchase invoices recorded there during the period.
This is possible with a selection of accounting software (e.g. ExactOnline, Winbooks, BOB 50, Horus, Octopus). This list may evolve. If your software is not listed, contact us: initially, it may be possible to import your invoices in XLS or CSV format.
Where to define your import preferences
In the left-hand menu, click Settings, then the Accounting tab. Import preferences are managed per owner: first select the relevant owner.
Step 1 — Select your accounting software and establish the connection
Choose your accounting software from the list of available software.
Follow the steps to establish the connection between Smovin and your account. See: How to connect an external accounting software (via Chift)?
Step 2 — Define the import preferences
Click Import preferences, then complete the successive screens:
Accounting accounts: select the class 6 accounts where your purchases to be re-billed are currently recorded. If your class 6 accounts are defined by type of purchase (water, electricity, maintenance, etc.) and/or by building or unit, indicate that here as well. If you have a general account for all your purchases, skip to the next step.
Analytical axes: if needed, add analytical codes so Smovin can identify the invoice category and the associated building or unit. This step is only necessary if the category and building cannot be derived from the accounting account.
VAT codes: validate the default VAT code mapping, or modify it according to your usage.
⚠️ If an accounting account or an analytical code is changed in your accounting software, manually update your import preferences in Smovin. Otherwise, the relevant field will need to be filled in manually at each import.
Step 3 — Import the invoices
Once your preferences are set, start the import:
either from the preferences page;
or from the Purchase invoices menu → Actions → Import invoices.
If a field was not filled in your preferences (category or property), it will be missing and must be added manually via the 3 dots to the right of each invoice. As long as an element is missing, the import cannot be completed: make sure the data is complete.