Company Settings

Company settings supply the defaults and identity used by documents, tax calculations and reports.

Update company details

1. Go to Company > Settings.
2. Under Company Identity, maintain the legal name, registration and tax numbers, contact details and physical or postal address.
3. Under Branding, upload the current logo, choose which identity details appear on PDFs and pick the document layout. Businesses without a logo, or with one that will not hold up at small sizes, can have one designed.
4. Maintain bank details and document terms exactly as customers should see them.
5. Save each section before leaving the page.

Review financial settings

• Financial year end: controls accounting-year boundaries and year-end close.
• VAT enabled and rate: use only for a VAT-registered business. Document lines still require the correct VAT type.
• Stock tracking: enables quantity and stock-value behaviour for physical products.
• Currency: your books are kept in South African rand. Foreign currency invoicing is off until you switch it on here, and once you do you can set a customer or a supplier to be billed in their own currency while the ledger stays in rand.
• Restate foreign balances each month end appears once foreign currency invoicing is on, and is off until you ask for it. With it on, invoices and bills still unpaid in a foreign currency are restated at the official rate on the last day of each month, the difference goes to Foreign Exchange (Gain) / Loss, and it reverses on the 1st. It never changes what anybody owes, never touches a VAT return, and never blocks a month or year end. Leave it off if you only report at year end.

The Open setup wizard action provides a guided review of company, branding, financial and ledger settings.

Choose how your documents look

Under Company > Settings > Branding, the Document Layout section sets the shape of the invoices, quotations, pro formas, credit notes and purchase orders your customers receive. There are three layouts and one accent colour.

• Default is the layout your documents already use. It is selected out of the box, and leaving it alone changes nothing.
• Minimal is plain and uncluttered, with plenty of white space and no coloured blocks. It suits a sole trader or a service business.
• Corporate has a bold coloured header and repeats your company name, registration number, VAT number and the page number in a footer on every page. It suits selling to a large customer whose accounts department has to file the document.

1. Select a layout card.
2. Pick an accent colour from the swatches, or type a hex value such as #0f766e.
3. Select Preview invoice to open a sample in a new tab and check it before you commit.
4. Save the page.

The accent colour applies to Minimal and Corporate only. The Default layout keeps its own colours, so the colour control is switched off while Default is selected. Your choice is still remembered, and it appears the moment you move to another layout. Whatever colour you pick, the text sitting on it changes between white and near-black by itself, so a pale colour cannot produce a document nobody can read.

Statements, payslips and tax certificates keep their own fixed design and are not affected. If you use Corporate, your invoices and your statements will not match each other.

Set document numbering

Use the numbering settings for invoices, quotations, purchase orders, GRNs, credit notes and other numbered documents. Set the prefix or template and next starting value before live use. Existing document numbers do not change when the template changes.

Create tracking categories

1. Go to Company > Tracking Categories.
2. Create up to two axes, such as Branch and Project.
3. Add the options within each category, such as Cape Town and Durban.
4. Use them on invoices, credit notes, supplier invoices and expenses. A document default can be overridden per line where the form supports it.

Archive an option when it should no longer be selected. Archived options remain available in historic reporting. Use the Income Statement's Untagged filter to find amounts that were not classified.

Tags follow a document through the steps that copy it: converting a quotation to an invoice, crediting an invoice, and raising a supplier invoice against a purchase order all carry the classification across with the lines. Leave them as they arrive unless you know they are wrong — crediting one branch for a sale invoiced to another leaves both of them wrong.