System Setup - Revision history

Khkoh: /* Forms and Docs Reference Number */

2025-08-10T07:06:15Z

Forms and Docs Reference Number

← Older revision		Revision as of 15:06, 10 August 2025
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	: To resolve this issue, users must return to this page and update the starting transaction number to a higher unused number, such as '''INV-006''', to continue processing transactions without errors.		: To resolve this issue, users must return to this page and update the starting transaction number to a higher unused number, such as '''INV-006''', to continue processing transactions without errors.

			[[#Top\|<u>Go to Top</u>]]

	=== GST Type Setup ===		=== GST Type Setup ===

Khkoh: /* Default Account Codes and System General GL Setup */

2025-08-10T07:04:48Z

Default Account Codes and System General GL Setup

← Older revision		Revision as of 15:04, 10 August 2025
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	==== General GL Accounts: ====		==== General GL Accounts: ====

	## '''Retained Earnings''': Account for retaining profit from previous years.		# '''Retained Earnings''': Account for retaining profit from previous years.
	## '''Profit/Loss Year''': Account for the current year’s profit or loss.		# '''Profit/Loss Year''': Account for the current year’s profit or loss.
	## '''Exchange Variance Account (Realized)''': Used to account for exchange rate differences.		# '''Exchange Variance Account (Realized)''': Used to account for exchange rate differences.
	## '''Bank Charges Account''': Tracks bank fees.		# '''Bank Charges Account''': Tracks bank fees.
	## '''Revaluation GL Account (Unrealized)''': Account for unrealized gains or losses from asset revaluation.		# '''Revaluation GL Account (Unrealized)''': Account for unrealized gains or losses from asset revaluation.

	==== Customers and Sales: ====		==== Customers and Sales: ====

Khkoh: /* Default Account Codes and System General GL Setup */

2025-08-10T07:04:27Z

Default Account Codes and System General GL Setup

← Older revision		Revision as of 15:04, 10 August 2025
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	==== General GL Accounts: ====		==== General GL Accounts: ====

	# '''Retained Earnings''': Account for retaining profit from previous years.		## '''Retained Earnings''': Account for retaining profit from previous years.
	# '''Profit/Loss Year''': Account for the current year’s profit or loss.		## '''Profit/Loss Year''': Account for the current year’s profit or loss.
	# '''Exchange Variance Account (Realized)''': Used to account for exchange rate differences.		## '''Exchange Variance Account (Realized)''': Used to account for exchange rate differences.
	# '''Bank Charges Account''': Tracks bank fees.		## '''Bank Charges Account''': Tracks bank fees.
	# '''Revaluation GL Account (Unrealized)''': Account for unrealized gains or losses from asset revaluation.		## '''Revaluation GL Account (Unrealized)''': Account for unrealized gains or losses from asset revaluation.

	==== Customers and Sales: ====		==== Customers and Sales: ====

Khkoh: /* Attach Documents */

2025-08-10T07:03:31Z

Attach Documents

← Older revision		Revision as of 15:03, 10 August 2025
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	# '''Note:''' Attached files are stored in their original format in the user’s system home directory, not in the database. The database stores only the link to the file. This design reduces database load and improves system performance.		# '''Note:''' Attached files are stored in their original format in the user’s system home directory, not in the database. The database stores only the link to the file. This design reduces database load and improves system performance.
	# To view attached files, open the transaction in "View" mode (see Fig 1 below). A link to each attached file appears at the bottom of the screen.		# To view attached files, open the transaction in "View" mode (see Fig 1 below). A link to each attached file appears at the bottom of the screen.
	** Clicking the link opens the file. For image or PDF files, Chrome browser will display them directly without launching external applications. For Excel files, the system will launch Microsoft Excel or LibreOffice Calc, depending on what is installed.		# Clicking the link opens the file. For image or PDF files, Chrome browser will display them directly without launching external applications. For Excel files, the system will launch Microsoft Excel or LibreOffice Calc, depending on what is installed.

	[[File:Attach file.png\|none\|thumb\|800x800px\|Fig 1: The file attachment link shown at the bottom of the transaction view screen.]]		[[File:Attach file.png\|none\|thumb\|800x800px\|Fig 1: The file attachment link shown at the bottom of the transaction view screen.]]

Khkoh: /* Attach Documents */

2025-08-10T07:01:46Z

Attach Documents

← Older revision		Revision as of 15:01, 10 August 2025
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	=== Attach Documents ===		=== Attach Documents ===

	# ~~All transactions~~ can attach one or more documents. ~~Such documents can be a~~ technical ~~draings~~ (in PDF or images), Excel ~~formats~~, ~~Words or~~ others.		# Users can attach one or more documents to any transaction. Supported file types include technical drawings (PDF or images), Excel spreadsheets, Word documents, and others.
	# To attach ~~documents~~ to a transaction, ~~say~~ Sales Invoice, ~~user must first~~ know the transaction number (the number ~~we refer to # or system transaction number~~, ~~for example~~ 556, 557) ~~and~~ not the transaction reference (~~for example~~, INV-00001).		# To attach a document to a transaction, such as a Sales Invoice, you need to know the transaction number (the system’s internal number, e.g., 556, 557), not the transaction reference (e.g., INV-00001).
	# Select the type ~~of transaction~~, ~~say~~ "Sales Order".		# Select the transaction type, for example, "Sales Order."
	# Enter the transaction number. (~~Remember~~, it is not the transaction reference).		# Enter the transaction number (remember, this is not the transaction reference).
	# Enter a description: "Drawing 12345".		# Enter a description for the attachment, e.g., "Drawing 12345."
	# Click on "Choose file" and select the file to ~~be attached~~. Only one file at a time.		# Click "Choose file" and select the file you want to attach. Only one file can be attached at a time.
	# ~~Finally, click on add new~~.		# Click "Add New" to upload the file.
	# Note: ~~the attached file is~~ stored in ~~its~~ original format in the ~~user's~~ system home directory ~~and~~ not in the database. The database only ~~capture~~ the link to the file. This design ~~reduce the~~ database ~~system~~ load and ~~make the~~ system ~~works more efficiently~~.		# '''Note:''' Attached files are stored in their original format in the user’s system home directory, not in the database. The database stores only the link to the file. This design reduces database load and improves system performance.
	# To view ~~the~~ attached ~~file~~, ~~it can be found when user~~ "~~view~~" ~~the transaction~~ (see Fig 1 below). ~~There will be a~~ link at the bottom of the ~~view~~ screen. ~~Click on~~ the link ~~will allow opening of~~ the file. ~~If it is an~~ image ~~file~~ or PDF, ~~since~~ Chrome ~~Browser support these formats, it~~ will ~~not invoke the associate app to open the file~~. ~~If it is an~~ Excel ~~file~~, ~~then it~~ will ~~invoke either~~ Microsoft ~~excel~~ or LibreOffice Calc ~~to open it~~.		# To view attached files, open the transaction in "View" mode (see Fig 1 below). A link to each attached file appears at the bottom of the screen.
			** Clicking the link opens the file. For image or PDF files, Chrome browser will display them directly without launching external applications. For Excel files, the system will launch Microsoft Excel or LibreOffice Calc, depending on what is installed.

	[[File:Attach file.png\|none\|thumb\|800x800px\|Fig 1~~, the~~ file attachment link is shown at the bottom of the transaction view.]]		[[File:Attach file.png\|none\|thumb\|800x800px\|Fig 1: The file attachment link shown at the bottom of the transaction view screen.]]

	=== Backup and Restore ===		=== Backup and Restore ===

Khkoh: /* Attach Documents */

2025-08-10T07:00:45Z

Attach Documents

← Older revision		Revision as of 15:00, 10 August 2025
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	# In such cases, you must first void the payments, then the invoice, and finally the delivery note, in that order.		# In such cases, you must first void the payments, then the invoice, and finally the delivery note, in that order.
	# This reversal process applies to all types of transactions.		# This reversal process applies to all types of transactions.
			# Once the transaction is located, click on the pencil icon on the right of the transaction. Enter a note in the Memo box so that you know why this transaction is voided. You can state something like: "Duplicate entry", "Incorrect item" etc.

	=== Attach Documents ===		=== Attach Documents ===

			# All transactions can attach one or more documents. Such documents can be a technical draings (in PDF or images), Excel formats, Words or others.
			# To attach documents to a transaction, say Sales Invoice, user must first know the transaction number (the number we refer to # or system transaction number, for example 556, 557) and not the transaction reference (for example, INV-00001).
			# Select the type of transaction, say "Sales Order".
			# Enter the transaction number. (Remember, it is not the transaction reference).
			# Enter a description: "Drawing 12345".
			# Click on "Choose file" and select the file to be attached. Only one file at a time.
			# Finally, click on add new.
			# Note: the attached file is stored in its original format in the user's system home directory and not in the database. The database only capture the link to the file. This design reduce the database system load and make the system works more efficiently.
			# To view the attached file, it can be found when user "view" the transaction (see Fig 1 below). There will be a link at the bottom of the view screen. Click on the link will allow opening of the file. If it is an image file or PDF, since Chrome Browser support these formats, it will not invoke the associate app to open the file. If it is an Excel file, then it will invoke either Microsoft excel or LibreOffice Calc to open it.

			[[File:Attach file.png\|none\|thumb\|800x800px\|Fig 1, the file attachment link is shown at the bottom of the transaction view.]]

	=== Backup and Restore ===		=== Backup and Restore ===

Khkoh: /* Void Transactions */

2025-08-10T06:42:52Z

Void Transactions

← Older revision		Revision as of 14:42, 10 August 2025
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	=== Void Transactions ===		=== Void Transactions ===

	# ~~All transactions~~ can be voided if they have not been closed.		# Transactions can be voided only if they have not been closed.
	# ~~If users like to~~ void a closed transaction, ~~then he has to~~ re-open it by reversing all ~~the following~~ transactions. For example, if ~~user attempts~~ to void a closed delivery (delivered, invoiced and fully paid), the system will ~~not allow~~ or the ~~system will warn that this~~ transaction cannot be found~~. This is becaused~~ it is closed.		# To void a closed transaction, the user must first re-open it by reversing all subsequent related transactions.
	# ~~The user has to~~ void the payments, then the invoice, and ~~then~~ the delivery note.		# For example, if you want to void a closed delivery (one that has been delivered, invoiced, and fully paid), the system will prevent this or show a warning that the transaction cannot be found because it is closed.
	# This applies to all ~~other transaction~~.		# In such cases, you must first void the payments, then the invoice, and finally the delivery note, in that order.
			# This reversal process applies to all types of transactions.

	=== Attach Documents ===		=== Attach Documents ===

Khkoh: /* Void Transactions */

2025-08-10T06:42:06Z

Void Transactions

← Older revision		Revision as of 14:42, 10 August 2025
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	=== Void Transactions ===		=== Void Transactions ===

			# All transactions can be voided if they have not been closed.
			# If users like to void a closed transaction, then he has to re-open it by reversing all the following transactions. For example, if user attempts to void a closed delivery (delivered, invoiced and fully paid), the system will not allow or the system will warn that this transaction cannot be found. This is becaused it is closed.
			# The user has to void the payments, then the invoice, and then the delivery note.
			# This applies to all other transaction.

	=== Attach Documents ===		=== Attach Documents ===

Khkoh: /* Reminder Setup */

2025-08-10T06:37:30Z

Reminder Setup

← Older revision		Revision as of 14:37, 10 August 2025
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	This section allows Plus and Pro users who have subscribed to the Dashboard and Reminder features to create and configure automatic reminders. Reminder messages will appear prominently on the dashboard to keep users informed and on track.		This section allows Plus and Pro users who have subscribed to the Dashboard and Reminder features to create and configure automatic reminders. Reminder messages will appear prominently on the dashboard to keep users informed and on track.

	# Set reminders for important tasks such as follow-ups, unpaid invoices, delivery deadlines~~, or meetings~~.		# Set reminders for important tasks such as follow-ups, unpaid invoices, delivery deadlines.
	# Link reminders to customers, suppliers, documents, or general memos for better context.		# Link reminders to customers, suppliers, documents, or general memos for better context.
	# Users will receive reminder notifications directly on their dashboard ~~and through the internal messaging system~~.		# Users will receive reminder notifications directly on their dashboard.

	=== Contact Categories ===		=== Contact Categories ===

Khkoh: /* Reminder Setup */

2025-08-10T06:36:11Z

Reminder Setup

← Older revision		Revision as of 14:36, 10 August 2025
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	=== Reminder Setup ===		=== Reminder Setup ===
	This section is used to create and configure automatic reminders for users. This is only available to Plus or Pro system users who have subscribe and access to the Dashboard and the Reminder. The reminder message will appear on the dashboard.

	# Set reminders for tasks such as follow-ups, unpaid invoices, delivery deadlines, or meetings.		This section allows Plus and Pro users who have subscribed to the Dashboard and Reminder features to create and configure automatic reminders. Reminder messages will appear prominently on the dashboard to keep users informed and on track.
	# ~~Reminders can be linked~~ to customers, suppliers, documents, or general memos.
	# Users will ~~see reminders~~ on their dashboard ~~or receive alerts via~~ the internal messaging system.		# Set reminders for important tasks such as follow-ups, unpaid invoices, delivery deadlines, or meetings.
			# Link reminders to customers, suppliers, documents, or general memos for better context.
			# Users will receive reminder notifications directly on their dashboard and through the internal messaging system.

	=== Contact Categories ===		=== Contact Categories ===