Smartifie Logistic user guide: package labels, barcode loading control and despatch notes

Link Account and Sign In

The desktop app is activated by linking it to your Smartifie account, not by typing a licence key. The web app at logistic.smartifie.com signs you in with your smartifie.com account.

Steps

1. Open the desktop app. On the screen "This device is not linked to a Smartifie account." press Link Account.
2. Sign in to smartifie.com in the browser window that opens; no password is typed on the device.
3. On the device administrator setup screen enter First Name, Last Name and Company Name, choose a Device Password, confirm it and press Complete Setup.
4. From then on sign in with your e-mail and device password on the Sign In screen; this also works without internet.

Good to know

• The Device Password is not your smartifie.com password. It needs at least 8 characters with one uppercase letter, one digit and one special character.
• If the administrator forgets the device password, Set up device again on the Sign In screen verifies the account on smartifie.com and lets you set a new one. Business data is not deleted.

Dashboard

The opening screen summarises orders, shipments and loadings for a period you choose.

Steps

1. Set Start Date and End Date.
2. Use Filter By to switch the figures between Shipment Order and Loading Order.
3. Click a row under Recent Shipments to open it in Reports.

Good to know

• Cards show total order lines, total produced, open orders, total shipped, total loaded, shipped weight and total CBM, each with the change versus the previous period.
• Charts: Shipment Trend, Order Fulfillment and Top Customers.

Print Label

Print Label lists customer order lines and prints one barcode label per package as a PDF. Use it after the order is entered and before the goods are loaded.

Steps

1. Open Operations > Print Label and narrow the list with the funnel icons (Sales Order No, Customer Name, Branch, Product Code, Product Name, Is Produced?).
2. Check the Number of Package box on the line: how many packages one unit of the product is packed in.
3. To keep a changed value, press Update on that row, or Apply Changes in the column header to save several rows after confirmation.
4. Press the red printer button on the line. The label PDF opens in a preview window.
5. Print from the preview or download the PDF, then close the window with the x button.

Good to know

• Labels per line = order quantity x Number of Package. For continuous units such as kg, Quantity 2 is used instead of the quantity.
• The printer button uses the value currently in the box even if it was not saved. Loading Order expects the saved value, so press Update when the change is permanent.
• If both the quantity and Quantity 2 are fractional, the button is disabled and shows "Quantity2 is not a whole number". A package count of 0 is rejected.

Shipment Order

Shipment Order groups order lines that are ready to leave into one shipment order. It is the step between labelling and loading.

Steps

1. Open Operations > Shipment Order. Open order lines are listed.
2. Type the quantity to ship in the quantity box of each line you want to send.
3. Press Add on a line, or tick several lines and choose Bulk Actions > Add Selected.
4. Press Show Shipping Order to review the lines and their Quantity to Send; use Remove to take a line out.
5. Press Save and confirm. The saved shipment order appears in Loading Order.

Good to know

• The total shipped quantity of a line can never exceed the ordered quantity; the remainder can be sent later in another shipment order.
• A yellow Add button means the order is not marked as produced. Pressing it asks whether to mark the order as produced.
• A shipment order can be deleted from Loading Order or Reports only while no loading exists for it.

Loading Order

Loading Order checks every package going onto the vehicle by scanning its label. A loading order is saved only when all packages of the added shipment orders are scanned.

Steps

1. Open Operations > Loading Order. Shipment orders are listed with scanned and total quantity, gross weight and CBM.
2. Press Add on one or more shipment orders.
3. Choose Reader for a USB or Bluetooth scanner, or Camera on phones and tablets, and scan each label. "Ready to scan" shows that the barcode field has focus.
4. Press Detail on a line to see which packages are scanned; packages can be ticked by hand, or use Scan All or Unscan All.
5. Write Notes if needed and press Save to create the loading order.

Good to know

• Packages to scan per line = shipped units x packages per unit. Each label is one package.
• A scan is rejected when the format is wrong, the package is not in the added shipment orders, it was already scanned, or it belongs to another shipment order.
• If the connection is lost, Save as draft keeps the work on the device (shown as On this device). Load drafts reopens it and Move to system uploads it.
• If all packages of a shipment order were loaded earlier, the app asks whether to load it anyway.

Despatch Notes

Despatch Notes creates despatch notes (waybills) from loading orders, with prices and VAT, and outputs them as Turkish e-despatch XML, PDF or Excel.

Steps

1. Open Operations > Despatch Notes and press Add New.
2. Pick a Loading Order and press Get Lines; repeat to add lines from other loading orders.
3. Fill in Despatch Date, Actual Despatch Date and Time, Carrier, Delivery Address, Currency, General Discount % and Price Includes VAT.
4. Adjust Quantity, Unit Price, Discount % and VAT % on the lines and press Save.
5. Open the saved note and press e-Despatch XML, PDF or Excel.

Good to know

• The seller block comes from Settings > Seller Info. The XML is not produced until company title, tax/ID number, address, district and city are filled in.
• Lines for several customers give one XML file per customer; every line must then carry a customer code that matches a customer card.
• Draft notes can be updated or deleted. The PDF form is printed in Turkish and holds up to 33 lines on one A4 page.

Photo Upload

Attaches photos to products, shipment order lines, loading order lines and users, or sets the company logo. Product photos and the logo can be printed on labels; line photos open from Reports.

Steps

1. Choose the Photo Type.
2. Press Select and pick the record; for shipment and loading lines you can pick several.
3. Choose Camera (phones and tablets) or File and check the preview.
4. Press Upload.

Good to know

• A new photo replaces the record's current photo.
• Only administrators can change the company logo; other users can upload only their own user photo.

Guide Upload

Links a user guide to a product so that its label can carry a QR code to the guide.

Steps

1. Press Select and search the product by code or name; a green Guide badge marks products that already have one.
2. Choose a PDF, DOC or DOCX file (up to 20 MB) with Upload Guide File, or paste a web address into Guide Link.
3. Press Save.
4. Turn on Show Product Guide in Label Settings to print the QR code.

Good to know

• The QR code of an uploaded file opens only for people signed in to your account. If customers or carriers must open the guide, paste a public link instead.

Reports

Reports lists orders, shipment orders and loading orders and exports them to Excel, including per-loading packing documents.

Steps

1. Choose the Report Type: Sales Report, Shipment Report or Loading Report.
2. Filter with the funnel icons, choose columns with Hide Columns and switch between Table and Card.
3. Press Export to Excel to download the list.
4. In Shipment Report use Detail or Shipment List on a shipment order; in Loading Report open Export on a loading order and choose Loading List, Label Info, Loading Detail or Packing List.

Good to know

• The Excel file contains exactly the filtered rows and visible columns.
• Shipment orders and loading orders can be deleted here after confirmation.
• Photos attached to shipment or loading lines open from the photo icon in the detail window.

Order

Holds customer orders and their lines. Every later step (labels, shipment, loading) starts from these lines.

Steps

1. Open Master Data > Order and press Add New.
2. Under Manual Entry fill in Sales Order No, Customer, Branch and Is Produced?.
3. For each line choose the Product Code (or + Add New), enter Order Quantity, Quantity 2 for continuous units, Pkg/Unit and Unit Price, then press Add.
4. Press Save.
5. To import instead, open Import, press Download Template, fill in the file, select it, check the preview and save.

Good to know

• Required import columns: OrderNo, LineNo, Quantity, PackageQty and Unit; Unit2 and Qty2 for continuous units. Units are accepted by code or by name in any of the three languages.
• Missing customers and products are created automatically; an unknown branch code opens the branch entry screen.
• Expand a row to see its lines; edit or delete from the list, and use Export to Excel.

Product

Product cards supply names, units, packages per unit, dimensions and weights to orders, labels and reports.

Steps

1. Open Master Data > Product and press Add New.
2. Enter Product Code, Product Name and Unit; for continuous units also Unit 2 and Conversion Rate.
3. Enter Pkg/Unit, Model, Type, HS Code, Unit Price, dimensions with Dim. Unit, and net and gross weight.
4. Optionally attach a photo and a guide, then press Save. Use Import with the template for many products.

Good to know

• CBM is calculated from length, width and height.
• Default units come from Unit Settings; a locked unit cannot be changed per product.

Customer and Branch

Customer cards and branch (delivery point) records used on orders, labels and despatch notes.

Steps

1. Open Master Data > Customer or Branch and press Add New.
2. Under Manual Entry fill in the fields, or open Import, use Download Template and upload the filled file.
3. Press Save. Use Update or Delete on a row to change or remove a record.

Good to know

• Customer Code and Customer Name are required; other fields are city, district, address, country, phone, e-mail and trade licence no. Branches have a Branch Code and Branch Name.
• e-Despatch XML finds the buyer by the exact customer code, so keep codes consistent with orders.
• Both lists can be exported to Excel.

Carrier

Carrier records list the transport companies and vehicles you pick on despatch notes.

Steps

1. Open Master Data > Carrier and press Add New.
2. Fill in Carrier Code, Carrier Name, Vehicle Plate, Driver Name, Driver National ID, Tax Number, Phone and Notes.
3. Press Save.

Good to know

• The list can be exported to Excel.

Units and Unit Settings

Units is a read-only list of the 18 available units; Unit Settings sets company-wide defaults.

Steps

1. In Settings > Unit Settings choose Default Dim. Unit, Default Weight Unit and Default Currency.
2. Switch on Lock next to a value to force it for all products.
3. Set Default VAT Rate and Price Includes VAT for new despatch notes, then press Save Settings.

Good to know

• Continuous units (kg, ton, gram, litre, ml, metre, cm, m2, m3) allow fractions and need a whole-number second unit; discrete units are piece, package, box, carton, pallet, roll, set, pair and kit.
• Turning a lock on does not change existing records; it applies to new entries.

Language Settings

Chooses the interface language.

Steps

1. Pick Auto-detect, English, Türkçe or Español in Select Language.
2. Press Preview to try it, then Save Preference.

Good to know

• Auto-detect follows the browser or device language.

Database Transfer

Exports all business data, moves data between the device and the cloud, and, with the Custom DB add-on, copies data to your own server.

Steps

1. Under Export Data choose CSV or JSON and download a ZIP of your business data.
2. Under Local / Cloud Transfer use Move to cloud or Download to device; records with the same number or code are updated.
3. With the Custom DB add-on, in the desktop app choose the target server type, enter the connection details, press Test Connection, then Transfer and confirm.

Good to know

• Licence, user and payment data are not exported.
• Cloud transfers can be started only by the company owner.
• Transfer to your own server clears the target first and switches the licence to self-hosted, closing cloud and browser access. Back up both sides before you start.

Backup

Backs up data kept on the device. Shown only to administrators of the desktop edition.

Steps

1. Turn on Auto Backup, set the Backup Period in hours (default 24) and press Save Settings.
2. Press Backup Now for an immediate backup.
3. To return to a backup, press Continue with this database on it and type RESTORE to confirm.
4. Archive and Reset saves the current data as an archive and empties the database after you type ARCHIVE.

Good to know

• The 10 most recent backups are kept. Before switching to a backup, the current data is copied first.
• Backups are stored on the same computer; keep a copy elsewhere.

Label Settings

Controls what is printed on package labels.

Steps

1. Switch Show Branch, Show Company Logo, Show Product Photo, Show Product Guide and Show Barcode QR on or off.
2. Under Label Rows choose the field for each of the six rows, or None.
3. Press Save Settings. The next print uses the new layout.

Good to know

• Show Barcode QR is required for scanning with a phone camera; the long barcode alone is too narrow for most cameras.
• Photo and guide are printed only when the product has one.

Seller Info

Your company's taxpayer details for the seller block of despatch notes. Visible to administrators only.

Steps

1. Fill in Company Title, Tax / ID Number, Tax Office, MERSIS No, Trade Registry No, address, district, city, postal code and country code.
2. Set the Despatch Prefix used for despatch note numbers.
3. Press Save Settings.

Account

Shows your profile, plan and where your data is kept, and holds password, data deletion and device unlinking.

Steps

1. Edit First Name, Last Name and Phone and press Save.
2. Change the password with Change Password.
3. To delete business data, open Delete Data, choose where to delete from, choose a delayed or immediate deletion and type the account e-mail to confirm.

Good to know

• Delayed data deletion keeps everything working until the date and can be cancelled. Only the company owner can delete company data.
• Account deletion freezes the account first (read-only) and deletes it after a waiting period that can be cancelled.
• Unlink this device is available to administrators; back up first, as the device must be linked again to be used.

User Management

In the desktop edition with a multi-user plan, administrators add users, reset passwords and grant permissions here. In the cloud edition users are managed on smartifie.com.

Steps

1. Press Add User and enter the user's name, e-mail, role and password.
2. Use Reset Password to set or Generate a new password and give it to the user.
3. Use Permissions to grant the Export permission per area and press Save Permissions.
4. Use Deactivate or Activate to block or restore a user.

Good to know

• A second administrator is recommended so one can reset the other's password.
• Only the Export permission is enforced today; the other permission boxes are reserved.
• The Data Export Log lists recent exports and refused export attempts.

Create Ticket and How To

Create Ticket sends a request to Smartifie support; How To holds a written guide for each screen.

Steps

1. Open Help > Create Ticket, choose a Topic and Ticket Type (Bug Report or Feature Request).
2. Describe the issue in Your Message, optionally attach a screenshot, and press Send.
3. Follow earlier requests, their status and the answer under Your requests.
4. Open Help > How To, pick a page and press Go To Page to jump to that screen.

Good to know

• The answer is also sent by e-mail. Sending a ticket needs an internet connection.