Smovin allows you to create periodic charge breakdowns and re-bill these charges to tenants.
To save time and avoid having to re-enter all your purchase invoices into Smovin, it is possible to connect your accounting software and instantly retrieve all the purchase invoices recorded during the period.
This is possible with a selection of accounting software like ExactOnline, Winbooks, BO50, Horus, and Octopus. This list is regularly updated and continues to expand to include more accounting software. If your software is not listed, please contact us for more information. Initially, it will be possible to import your invoices in XLS or CSV format.
Before you can perform your first import, it is important to set up your import preferences. To do this, click on your initials in the top right, then on "My Preferences," and go to the "Accounting" tab.
Import preferences are managed by owner. Therefore, select the owner of your choice.
Step 1: Select your accounting software and establish the connection
Choose your accounting software from the list of available options.
Follow the steps to establish the connection between Smovin and your account.
Step 2: Define your import preferences
Click on "Import Preferences."
On the first screen, Accounting Accounts: Please 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, make sure to indicate that as well at this step. If you have a general account for all your purchases, skip to the next step.
On the second screen, Analytical Axes: You can add analytical codes to help Smovin identify the category of the invoice and the associated building or unit. This step is only necessary if the category and building cannot be defined from the accounting account.
On the third screen, VAT Codes: You can validate the default VAT codes set by our system or modify them according to your usage.
Please note that if an accounting account or analytical code is modified in your accounting software, you will need to manually update your import preferences in Smovin to reflect this change. If necessary, you will have to fill in this field manually during each import.
Step 3: Import the invoices
Once your preferences are set, you can start the import:
Either from the preferences page.
Or from the "Management" > "Purchase Invoices" page, click on "Action" > "Import Invoices."
If a field has not been filled in your preferences (category or property), the corresponding field will be missing and must be added manually by clicking on the three dots to the right of each invoice. If any information is missing, the import cannot be completed, so make sure all data is complete.