Thulo SmartBooks – Accounting & Bookkeeping Module
Audience: Tenant Admin, Finance, Staff
Purpose: Quick answers to common SmartBooks questions
General Questions
What is SmartBooks used for?
SmartBooks is used to record accounting transactions and generate reports.
It tracks:
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Expenses and bills
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Payments
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Bank balances
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Adjustments
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Financial reports
It does not handle billing logic or payment processing.
Does SmartBooks replace Thulo Billing?
No.
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Billing module → creates invoices and sales
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SmartBooks → records accounting entries
They work together but serve different purposes.
Is SmartBooks mandatory?
No.
SmartBooks is optional and typically used by businesses that:
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Want structured accounting
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Work with accountants
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Need financial reports
Setup & Access
Who should configure SmartBooks?
Only an Admin user should configure:
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Accounting settings
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Chart of Accounts
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Mapping setup
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Bank accounts
Finance and staff users should not change these.
Can I change settings after starting daily work?
Not recommended.
Changing:
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Accounting method
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Chart of Accounts
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Mapping
after transactions begin can cause report issues.
Always consult your Admin or accountant first.
Can multiple users use SmartBooks?
Yes.
Access depends on roles and permissions:
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Admin
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Finance / Accountant
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Staff (limited access)
Bills & Payments
Why can’t I pay a bill?
Most common reasons:
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The bill is not approved
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Bank account is not set up
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Payment mapping is missing
Check bill status first.
Can I partially pay a bill?
Yes.
SmartBooks supports:
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Partial payments
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Multiple payments per bill
Remaining balance is tracked automatically.
Can SmartBooks process payments?
No.
SmartBooks only records payments.
Actual payments happen via:
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Bank transfer
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Cash
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External systems
Banking & Reconciliation
Are bank transactions imported automatically?
No (for Nepal).
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Bank feeds are available only in Europe & North America
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In Nepal, transactions are imported manually
Why do I need to match bank transactions?
Matching ensures:
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Payments are linked correctly
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No duplicate entries
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Accurate reconciliation
Unmatched transactions should not be reconciled.
How often should I reconcile?
Recommended:
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Once per month
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After all transactions are matched
Journal Entries
When should I use journal entries?
Use journal entries only for:
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Adjustments
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Corrections
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Accruals
Do not use journal entries to:
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Record bills
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Record payments
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Fix mapping issues
Who should create journal entries?
Usually:
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Accountant
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Finance lead
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Admin (if trained)
Staff users should avoid journal entries.
Reports
Why do reports look incorrect?
Most common causes:
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Mapping not configured correctly
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Missing transactions
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Unreconciled bank accounts
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Incorrect opening balances
Fix the source, not the report.
Can I edit report numbers?
No.
Reports are read-only and reflect accounting data.
Can I view cash and accrual reports?
Yes.
You can switch report view between:
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Cash basis
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Accrual basis
This does not change system data.
Nepal-Specific Questions
Does SmartBooks file IRD tax returns?
No.
SmartBooks:
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Records taxes
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Shows tax amounts in reports
It does not submit tax filings.
Can I print checks from SmartBooks?
No (for Nepal).
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Banks issue pre-printed checks
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SmartBooks records check payments only
Is SmartBooks compliant with Nepal accounting?
SmartBooks supports:
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Standard accounting structure
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NPR currency
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Manual bank workflows
Final compliance depends on:
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Correct setup
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Accountant review
Common Mistakes
What are the most common mistakes to avoid?
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Skipping mapping setup
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Paying bills before approval
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Reconciling without matching
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Editing opening balances later
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Using journal entries incorrectly
Getting Help
Where should I start if something looks wrong?
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Check transaction status
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Check mapping setup
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Check bank reconciliation
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Contact Admin or accountant
Where can I learn more?
Refer to:
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Getting Started with SmartBooks
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Admin Guide
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Finance Guide
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Staff Guide
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Individual KB articles
End of SmartBooks FAQs