System Setup

Company Setup:

The company setup is a critical step in the implementation process. This section contains essential configurations that require careful attention. Most fields are self-explanatory, but fields marked with the "?" icon indicate areas requiring special attention or providing additional information.

Company Details

The Company Details section captures key information about the organization, such as its name, address, and other critical data. Below are specific fields that require detailed attention:

1. Email Address: This is the email address that appears on transaction documents. It is separate from the "BCC Address for all outgoing mails" field.
2. BCC Address for all outgoing mails: All outgoing transaction-related emails will be blind-copied to this address.
3. GST No: If left blank, invoices will be printed with the default document title, either "INVOICE" or "SALES INVOICE" (default: "INVOICE"). If filled, the document title will be printed as "TAX INVOICE". This title setting is a one-time change and can be requested from Highnix.
4. Banqup Client Number: Obtain this number from Banqup.
5. Banqup Client ID: Obtain this ID from Banqup.
6. Banqup Client UUID: Obtain this UUID from Banqup.
7. Banqup API URL: This field must be completed for the Peppol InvoiceNow and E-Docs features to function properly. Contact Highnix for the correct URL. (Example: https://v4-api.uat.platform.eu.banqup.com)
8. Banqup Client Token: This token is mandatory for the Peppol InvoiceNow and E-Docs features. Contact Highnix to obtain the correct token. (Example: 1f5c0d6f-17b4-4b61-83a5-35956c4cd92f)
9. Banqup Client Secret: This secret is required for the Peppol InvoiceNow and E-Docs functionality. Contact Highnix to obtain the correct value.
10. Home Currency: Use the drop-down menu to select the desired home or functional currency. By default, the system is preconfigured with SGD and USD. If other currency codes are needed, navigate to Finance Mgt > Maintenance > Add and Edit Currency. Note: At least one exchange rate must be entered under Finance Mgt > Maintenance > Update Exchange Rates Tables for foreign currencies to function properly.
11. Fiscal Year: Select the fiscal year from the pull-down menu. If the desired fiscal year does not appear, click on the first "?" icon or navigate to System Setup > Company Setup > Fiscal Year to add a new fiscal year. Fiscal year must be updated when a new year starts. If the fiscal year does not begin on January 1 (e.g., starts on April 1), follow the steps in Company Setup#Fiscal Year to configure it. This setup is done once, and future fiscal years can be added from that page.
12. Tax Periods: Indicates the interval between each GST/VAT reporting period. For example, in Singapore, it is typically every 3 months.
13. Tax Last Period: Enter the number of months since the last filed tax period. For example, if the current month is July and the last tax was filed in April, enter "3". The system will compute the current tax period accordingly.
14. Company Logo: The current logo stored in the system, used in reports and documents such as invoices, delivery orders, and purchase orders.
15. New Company Logo (.jpg): Upload a new company logo in .jpg format to replace the existing one.
16. Delete Company Logo: If this checkbox is ticked and the form is updated, the currently uploaded logo will be removed from the system.
17. Use Dimensions: Enables tracking and reporting by dimensions (e.g., departments, cost centers), useful for segmenting Profit & Loss and expense reports.
18. Base for auto price calculations: Selects the reference point (e.g., Standard Cost or Sales Price) used for automatic price mark-up or mark-down.
19. Add Price from Std Cost: If selected, the system will auto-generate a selling price based on the standard cost and predefined margin for the selected customer type during sales transactions.
20. Round to nearest Cents: Defines the rounding rule (e.g., 5 cents, 1 cent) applied to calculated prices or totals in documents. Note: Do not enter a value smaller than 1.
21. Search Item List: Enables keyword search or zooming when selecting items in sales and purchase forms.
22. Search Customer List: Enables keyword search or zooming when selecting customers in transactions or reports.
23. Search Supplier List: Enables keyword search or zooming when selecting suppliers in transactions or reports.
24. Automatic Revaluation Currency Accounts: Automatically revalues foreign currency balances upon each transaction. Note: DO NOT enable this unless you are certain. If you plan to perform manual revaluation, leave this disabled. Enabling this may cause confusion if the user is not familiar with accounting.
25. Time Zone on Reports: Displays the selected time zone on report timestamps—useful for organizations with users in different regions.
26. Login Timeout: Sets the duration of user inactivity (in minutes) before automatic logout occurs.
27. Print PayNow QR Code On Invoices: If enabled, prints the company’s PayNow QR code on invoices to allow convenient payments by customers.
28. Doc Title to appear on Proforma Invoice: Sets the title shown on proforma invoices (e.g., “Invoice” or “Proforma Invoice”).
29. Sales Terms: The currently uploaded PDF file containing your standard sales terms, attached or printed with sales documents.
30. New Sales Terms (.pdf): Upload a new PDF file containing updated sales terms.
31. Delete Sales Terms file: Deletes the currently uploaded sales terms file.
32. Purchase Terms: The currently uploaded PDF file containing your standard purchase terms, attached or printed with purchase documents.
33. New Purchase Terms (.pdf): Upload a new PDF file containing updated purchase terms.
34. Delete Purchase Terms file: Deletes the currently uploaded purchase terms file.

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User Accounts

The special User Accounts module is accessible only to super system administrators. To access to this moduce, user will need to purchase a special license and to go through an User administrtion training. User who purchase an unlimited license system will have the super system administrator license included and will have access to this module.

User Access Control

Access to the User Access Control module is limited to those with a special user license. The user must have at least a super user license and undergo training to provide User Access Control support for other users.

User Login and Access

The User Login and Access module is designed to simplify user administration. Access to this module requires at least a super user license. This module enables authorized users to:

1. Reset user passwords.
2. Update user details.
3. Modify preset access rights (or access levels).
4. Manage user login expiry dates (ideal for contract or temporary staff).
5. Set the number of login attempts (useful for delivery personnel, allowing them to log in, access digital delivery notes, and enable customers to sign delivery orders digitally).
6. Configure default language and default location settings.
7. View price information when accessing delivery note details.

Display Preference Setup

The Display Preference Setup module allows users to customize the following preferences:

Decimal Places:

1. Prices/Amounts
2. Quantities: Product quantities (e.g., 2.35 Kg).
3. Exchange Rates
4. Percentages

Date Formats:

1. It is advised to retain the format as DD-MM-YYYY for Singapore unless absolutely necessary. Use "-" as the date separator.

Numeric Separators:

1. Configure thousand and decimal separators.

Language:

1. Set the default language.

Show Hints for New Users:

1. Enable tooltips ("?") next to field descriptions. Note: This feature may not work on smart mobile devices as it depends on browser behavior.

Display Options:

1. Show GL Information
2. Show Item Codes
3. Page Size: Default is set to A4.
4. Start-up Tab: Define the landing page after successful login.
5. Use icons instead of text links.

Reports and Queries:

1. Use Popup Windows to Display Reports: Open reports in a new window.
2. Query Page Size: Specify the number of rows displayed in query results.

Other Preferences:

1. Remember Last Document Date: The system will use the last entered document date.
2. Printing Profile: (Obsoleted).

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Forms and Docs Reference Number

The Forms and Docs Reference Number section allows users to define the starting transaction numbers for various types of transactions. The format can include any alphanumeric prefix but must end with numeric characters. The system uses the trailing numeric portion to increment by 1 whenever a transaction is successfully entered.

Important Notes:

1. If the user manually edits an automatically assigned number, the system will treat the edited number as unused and will not apply the automatic increment.
2. Manual edits to the reference number can sometimes cause system confusion. For example:

If the system assigns the invoice number as INV-002 but the user changes it to INV-005, the system will:

1. Accept INV-005 as valid but will not adjust the increment sequence for subsequent transactions.
2. Continue the sequence from the last valid automatically assigned number, e.g., the next transaction will be INV-003.

When the sequence reaches INV-005 again, the system will flag it as a duplicate and reject the transaction.

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.

GST Type Setup

1. The GST Type represents the tax codes and their respective rates. These tax codes can be obtained from the IRAS website by searching for the phrase "iras tax codes" on Google (or the equivalent tax department/agency for your location). For a more detail description and example, please click on this link: GST#Tax Type Setup.
   1. Description: Provide a brief name or description for this tax type. For example, SR (Standard Rated) is an Output Tax code representing the standard GST rate. This code, along with its applicable tax percentage, will be printed on sales transaction documents.
   2. Default Rate: The applicable tax rate in percentage. As of 2025, the standard GST rate is 9%.
   3. Sales GL Account: The General Ledger (GL) account code for Sales GST (Output Tax).
   4. Purchasing GL Account: The General Ledger (GL) account code for Purchase GST (Input Tax).

• Note:
  1. The net tax payable is calculated as: Output Tax - Input Tax. If the result is negative, the amount can be claimed from the tax authority.
  2. To avoid complications with manual journal entries, it is recommended that each tax type be assigned unique Sales and Purchasing GL accounts. However, using the same GL account code for both is also acceptable.

GST Tax Groups

GST Tax Groups allow users to define and manage the taxes applicable to buyers, sellers, and products. This feature ensures that the correct tax rates are applied based on the transaction details, helping businesses stay compliant with tax regulations. For a more detail description and example, please click on this link: GST#Tax Group Setup

Key Features:

1. A GST Tax Group can be linked to one or more GST Tax Types, enabling flexibility in applying various tax structures.
2. Tax groups can be configured to include or exclude shipping fees, ensuring taxes are applied where necessary.
3. For more advanced setups, such as invoices that contain both taxable and non-taxable items, users are advised to refer to Mixed GST In One Invoice for guidance.

Adding a New GST Tax Group:

1. Enter a Description: Provide a concise and descriptive name for the tax group that clearly identifies its purpose. For example, "Sales Invoice with SR" for invoices subject to standard-rated tax.
2. Select Tax Types: In the table below, select the relevant tax types to associate with this group. A group can include a single tax type or multiple tax types based on your requirements.
3. Include Shipping Fee (Optional): If the tax should also be applied to shipping fees, check this option. When selected, the system will automatically calculate and apply tax to the shipping cost.

Item Tax Exemption

1. Please click on this link: GST#Item Tax Exemption Setup for detail steps.

Default Account Codes and System General GL Setup

As part of the implementation, several default account codes must be set up in the System General GL Setup. Below are the key account categories and their configurations:

General GL Accounts:

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

Customers and Sales:

1. Default Credit Limit: (Default set to $1,000).
2. Accumulate Batch Shipping: Option to accumulate multiple delivery shipping costs into a single invoice.
3. Legal Text on Invoice: Custom text that appears at the bottom of invoices.
4. Shipping Charge Account: GL account for shipping charges.

Customers and Sales Defaults (GL Account Codes):

1. Receivable Account: GL account for accounts receivable.
2. Sales Account: (Default is set to “Use Item Sales Accounts”). Follows the GL account set at the product item level.
3. Sales Discount Account: Account for discounts given to customers.
4. Prompt Payment Discount Account: GL account for discounts given to customers who pay early (optional).
5. Quote Valid Days: Default validity period for sales quotations.
6. Delivery Required By: Default delivery date for products (can be modified per Sales Order).

Dimension Defaults:

1. Dimension Required By After: Number of days before a Dimension expires.

Suppliers and Purchasing:

1. Delivery Over-Receive Allowance: Percentage tolerance for over-receiving delivered quantities.
2. Invoice Over-Charge Allowance: Percentage tolerance for processing an invoice if the variance is within limits.

Suppliers and Purchasing Defaults:

1. Payable Account: GL account for accounts payable.
2. Purchase Discount Account: Account for purchase discounts received.
3. GRN Clearing Account: Default setting is "No postings on GRN." If a GL posting for goods received is desired, select a GL account from the dropdown menu.
4. Inventory Negative Inventory Allowed?: If checked, the system allows shipment even when stock is unavailable, resulting in negative inventory.
   1. Important: Once this setting is enabled, it cannot be changed after transactions begin. Be sure that negative inventory aligns with your business operations.

Item Defaults:

1. Sales Account: GL account for sales revenue.
2. Inventory Account: Account for inventory assets.
3. C.O.G.S./Expense Account: Cost of Goods Sold (COGS) or expense account.
4. Inventory Adjustments Account: Account for adjustments to inventory.
5. Item Assembly Costs Account: Related to manufacturing costs.

Manufacturing Defaults:

1. Work Order Required By After: (Default is 20 days). If the Manufacturing Module is not implemented, leave the setting as default.

Fiscal Years

1. Please click on this link: Company Setup#Fiscal Year for detail steps.

Other Setup:

Payment Terms

1. User can create their own payment terms here.
2. Enter the Description of the payment terms if it is not already in the default list. E.g.: Nett 60 days.
3. There are 4 types of Payment.
   1. Prepayment: This payment term requires the customer to make full payment in advance, that is, before goods or services are delivered, and before an invoice is issued.
      1. Prepayment is recorded first (e.g., as an advance payment or deposit) without a matching invoice. To do this, navigate to Finance Mgt → Receive Customer Payment and enter the payment when it is received.
      2. If the customer requests a Proforma Invoice, you can create one under: Sales Mgt → Transaction → Add New Proforma Invoice Entry.
      3. The payment is stored in the system and shown as Customer Credit / Advance.
      4. When the actual invoice is issued later, you can allocate the prepayment to offset the invoice amount.
      5. Note: The system will flag the invoice as Past Due immediately upon creation. Therefore, the prepayment should be allocated to the invoice right away.
   2. Cash: Payment is expected immediately upon invoicing.
      1. When an invoice is issued, the customer is expected to pay at once. This is not a credit sale.
      2. The invoice is posted as usual to Accounts Receivable.
      3. Once the invoice is issued, it is marked as fully paid and the transaction is considered closed.
   3. After number of days: This payment term allows you to define a fixed number of days after the invoice date for payment to be due.
      1. For example, if you enter "30", the payment will be due 30 days after the invoice date.
      2. Common descriptions for this term include: Net 30, Net 45, or Net 60, depending on the number of days specified.
      3. The system will automatically calculate the due date based on the number of days entered.
   4. Day in following month: This term allows you to set a specific day of the following month as the due date, regardless of the invoice date.
      1. For example, if you enter "15", then all invoices issued in June will have a due date of 15 July.
      2. If 0 is specified, this payment term will behave as "Cash" payment.
      3. If user specify any number of days, it will set the due date accordingly. For example, if user specify 32, then it will be dued in 1 Aug.
      4. This is commonly used in industries with fixed monthly billing cycles, where all payments are due on a particular date in the next month. Or, an agreed payment terms with the customer.

Shipping Service Providers

This section allows users to define and manage third-party shipping or courier companies used for delivery of goods.

1. Add commonly used shipping providers such as DHL, FedEx, NinjaVan, etc.
2. These providers can be selected when processing Sales Deliveries or creating Delivery Orders.
3. Additional details like contact info, service area, and tracking link formats can be maintained for reference.

Dashboard Setup

This section allows the user to customise the main dashboard view shown after login.

1. Enable or disable dashboard widgets such as sales charts, quick links, reminders, and statistics.
2. Assign dashboards to different user roles for tailored access (e.g., sales, finance, warehouse).
3. A well-configured dashboard helps users access relevant information quickly.

Reminder Setup

This section is used to create and configure automatic reminders for users.

1. Set reminders for tasks such as follow-ups, unpaid invoices, delivery deadlines, or meetings.
2. Reminders can be linked to customers, suppliers, documents, or general memos.
3. Users will see reminders on their dashboard or receive alerts via the internal messaging system.

Contact Categories

This section is for defining categories to classify your contacts.

1. Helps organise contacts under meaningful groups such as "VIP Customers", "Maintenance Vendors", "Key Account Managers", etc.
2. Categories can be assigned to both customer and supplier contacts.
3. Useful for filtering, reporting, and targeted communication.

Maintenance

Backup and Restore

1. Backup:
   1. Navigate to System Setup > Maintenance > Backup and Restore.
   2. Click on the button "Create Backup - Click Only Once". Do not click the button again while the backup is in progress.
   3. Once the backup is complete, a green message will appear at the top of the screen: Backup successfully generated. Filename: XXXXXXXX_20250623_161649.sql The digits represent the date and time in the format: DDMMYYYY_HHMMSS.sql.
2. Restore:
   1. Select the desired backup file.
   2. Click on the Restore button.

Note: Once restored, all current data will be overwritten. This action is not reversible unless you have previously performed a backup.