Setting Up Your Account for the First Time

After creating your account, setting up some basic data before your first invoice helps your documents, reports, and entries appear correct from the start: company details, currency, taxes, warehouses, treasuries, the financial period, and opening balances. This guide explains each step in order, and what can be changed later and what cannot.

Before You Start

• You need the permission to edit general settings; the account manager has it by default.
• Prepare your company logo (jpg, png, or gif, with a maximum of 5 MB), the tax number and commercial registration, the tax rates you apply, and your balances on the start date.

Setup Order

1. Company details and general settings.
2. Currency and exchange rates.
3. Taxes.
4. The apps you need.
5. Warehouses.
6. Treasuries, bank accounts, and payment methods.
7. The financial period.
8. Auto numbering.
9. Employees, permissions, and branches.
10. Opening balances.

1. The Welcome Screen on First Login

On your first login, a Welcome screen appears on your account page and asks for: name, logo, country, currency, language, time zone, line of business, and registration numbers. After saving, the system creates the chart of accounts suited to your country, and suggests the apps suited to your line of business. This screen doesn’t appear a second time; edit its data later from the general settings.

2. Company Details and General Settings

1. Open the general settings (from the account settings).
2. In the business details, enter the business name, upload the logo, and enter the phone, mobile, address, and business number (such as the tax number and commercial registration, depending on your country).
3. In the system configuration, choose the default currency, the interface language, the first day of the week, the date format, the time zone, and the format of negative accounting values.
4. Click Save.

• The country cannot be changed after the account is created, because it determines the number format, taxes, and address.
• The company details and logo appear on invoices, quotations, and all printed documents.
• The date format is the same one required in import files.

3. Currency and Exchange Rates

• The default currency is the currency of the accounts, reports, and entries. It is locked after the first financial transactions are recorded.
• You can issue invoices and record clients, suppliers, and bank accounts in other currencies; the system converts them to the default currency in the entries.
• To set manual exchange rates, open Currency Rates (or Manage Exchange Rates and Currencies from the general settings), click Add Rate, and choose the two currencies, the rate’s start date, and its value.

4. Taxes

1. Open Tax Settings.
2. Click Add, enter the tax name and the tax value, choose Inclusive or Exclusive, then save.
3. To apply it automatically to new products, open Inventory & Products Settings → System Defaults and choose Default Tax 1 and Default Tax 2.

Example: a 15% inclusive VAT and a product price of 100: the total is 100, of which the tax is 13.04 and the net is 86.96.

5. Apps

Enable only the modules you need (inventory, point of sale, purchases, human resources, manufacturing…) from the Apps Manager. Modules that aren’t enabled don’t appear in the menus, and you can enable them later at any time.

6. Warehouses

1. Open Warehouses, then click Add Warehouse.
2. Enter the name, choose the status, and enable Main for the primary warehouse.
3. In Permissions, specify who can view the warehouse, create an invoice from it, and edit stock: everyone, a specific employee, a role, or a branch.
4. Click Save.

• There is only one main warehouse; setting a warehouse as main removes that status from the others.
• The main warehouse cannot be deleted or deactivated; choose another main warehouse first.
• Set the default warehouse for documents from Inventory & Products Settings, and a default warehouse can be specified for each employee.
• The number of warehouses available depends on your plan.

7. Treasuries, Bank Accounts, and Payment Methods

• Open Treasuries & Bank Accounts, and add a treasury for cash or a bank account with the bank name, account number, and currency.
• Specify the deposit and withdrawal permissions for each treasury, and make one of them the main one.
• From Payment Methods, enable the payment methods you accept (cash, bank transfer, card…), and choose the default treasury for each method, so that payments are recorded in the correct treasury automatically.
• You can also specify the default treasury for each employee from their details.

8. The Financial Period

1. Open Financial Periods (from the accounting settings).
2. Choose the period (a year, 6 months, 3 months, a month, or custom), and the start date and end date, then save.

The system suggests the start date as January 1 of the year of the oldest entry, or of the current year. When the next period is opened later, the previous one is closed automatically and its balances are carried forward, and the net profit is recorded in the Retained Profit and Loss account.

9. Auto Numbering

From Auto Number Settings, set for each form type (invoice, quotation, client, product…): a prefix, the next number, the number of digits, and whether the number is unique. If you are moving from another system, make the next number continue after the last number in your old system.

10. Employees, Permissions, and Branches

• Create the employee roles and specify each role’s permissions from Manage Employee Permissions.
• Add the employees from Manage Employees and link each employee to their role.
• If you have more than one branch, enable the Branches app and add the branches from Manage Branches, and specify the main branch.

11. Opening Balances

Choose a single start date (the first day of the financial period), and record all of the following balances with it:

Balance	Where It Is Recorded	Accounting Effect
Clients	Enable the opening balance from Client Settings → Financial Data, then enter it when adding the client with the opening balance date. For an existing client, use Add Opening Balance from their page.	Debit the client’s account, credit the Opening Balances account.
Suppliers	The opening balance field and its date when adding the supplier, or Add Opening Balance from their page.	Credit the supplier’s account, debit the Opening Balances account. It is recorded in the default currency.
Inventory	The stock quantity when adding the product, or a stock addition requisition (required when stock requisitions are enabled or for tracked products).	Debit the warehouse account by quantity × purchase price, credit the default account for stock movements.
Treasuries, banks, assets, liabilities, and capital	A manual entry from Add Entry.	According to the entry.

Example: an opening entry for the accounts

Treasury 20,000 (debit), bank 50,000 (debit), loan 30,000 (credit), and the difference of 40,000 as a credit to the capital account or the Opening Balances account.

If you have a lot of data, import it from Excel files instead of entering it manually; refer to the guide on migrating from another system.

What Can Be Changed Later and What Cannot

Setting	After You Start Working
Country	Cannot be changed.
Default currency	Cannot be changed after the first financial transaction.
Company name, logo, address, language, time zone, and date format	Can be changed at any time.
Tax rate	Can be changed; previous invoices keep the old rate.
Main warehouse and treasury	Can be changed at any time.
Numbering	Can be changed; you can choose to continue after the last number or separate the numbers for each prefix.

Frequently Asked Questions

• Why can’t I change the default currency? Because financial transactions have already been recorded; the currency is locked after the first transaction.
• The opening balance field doesn’t appear when adding a client. Why? Because it isn’t enabled; enable it from Client Settings → Financial Data.
• The stock quantity field doesn’t appear when adding a product. Why? Because stock requisitions are enabled, or because the product is tracked; add the quantity with a stock addition requisition.
• How do I record the treasury balance at the start? With a manual entry: debit the treasury account, credit the Opening Balances account or the capital.
• Can I open the Welcome screen again? No, edit its data from the general settings.
• Why can’t I delete the warehouse or the treasury? Because it is the main one; make another one the main one first.