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SmartBooks Admin Guide

Thulo SmartBooks – Accounting & Bookkeeping Module

Audience: Admin
Purpose: Setup, control, and maintain SmartBooks correctly

Purpose of This Guide

This guide is for SmartBooks Admin users responsible for:

  • Initial setup

  • System configuration

  • Mapping and controls

  • Permissions and data protection

Admins should complete this guide before handing SmartBooks to finance staff.

What an Admin Is Responsible For

As a SmartBooks Admin, you control:

Admins should not perform daily data entry unless required.

Admin Access and Permissions

Admin users typically have access to:

  • SmartBooks Settings

  • Mapping Setup

  • Chart of Accounts

  • Bank Accounts

  • Reconciliation

  • Reports

Permissions should be assigned carefully to prevent accidental changes.

Step 1: Configure Core Accounting Settings

These settings affect the entire system.

General Accounting Settings

  • Financial year start

  • Tax year start

  • Accounting method (Cash or Accrual)

  • Account numbering options

📄 See: General Accounting Settings

⚠️ Do not change these settings mid-year unless absolutely required.

Step 2: Review and Maintain Chart of Accounts

Admin responsibilities:

  • Review default accounts

  • Add missing accounts if required

  • Ensure correct account detail types

  • Prevent deletion of system-used accounts

📄 See:

Step 3: Configure Mapping Setup (Most Critical)

Mapping controls where money goes in accounting.

Admins must review and configure:

  • Invoice mapping

  • Payment mapping

  • Expense and tax mapping

  • Inventory and asset mapping

  • Payroll and adjustment mapping (if enabled)

📄 See: Mapping Setup

⚠️ Incorrect mapping = incorrect reports.

Step 4: Manage Bank Accounts

Admin tasks:

  • Add company bank accounts

  • Set opening balances

  • Ensure correct account linkage

  • Review banking rules

📄 See: Bank Account

Nepal Note

  • Bank feeds are not automatic

  • Transactions are imported manually

  • Admins should guide finance staff on import format

Step 5: Opening Balances (One-Time Task)

If migrating:

  • Enter opening balances carefully

  • Verify totals before saving

  • Avoid changes after daily operations begin

📄 See: Opening Balance for Customer and Vendor

Step 6: Control Data Integrity

Close the Books

  • Lock completed periods

  • Prevent accidental edits

📄 See: General Accounting Settings

Reset Accounting Data

  • Deletes all SmartBooks data

  • Use only during initial setup or testing

  • Never use in live operations

Step 7: Reports Oversight

Admins should:

  • Review report structure

  • Adjust income statement layout if needed

  • Verify mapping reflects in reports

📄 See:

Admins should not manipulate data to “fix” reports—fix mapping instead.

Features Admins Should Ignore in Nepal

Visible but not applicable:

  • Automatic bank feeds

  • Check printing layout configuration

These are documented for completeness only.

Common Admin Mistakes to Avoid

  • Skipping mapping setup

  • Changing accounting method mid-year

  • Editing opening balances after transactions

  • Giving full access to all users

  • Using journal entries instead of fixing mapping

When Admin Work Is “Done”

Admin setup is complete when:

  • Settings are configured

  • Mapping is verified

  • Bank accounts are added

  • Opening balances are correct

  • Finance staff can work without touching Settings

Related Guides

End of Admin Guide

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