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:

• Email Address: This email address is distinct from the "BCC Address for all outgoing mails" field. It is the email address printed on transaction documents.
• BCC Address for all outgoing mails: All outgoing transaction-related emails will be blind-copied to this email address.
• GST No: If left blank, invoices will be printed with the default document title, either "INVOICE" or "SALES INVOICE." (Default: "INVOICE." Users may request a one-time change.) If filled, the document will be printed as "TAX INVOICE."
• Banqup Client Number: Obtain this number from Banqup.
• Banqup Client ID: Obtain this ID from Banqup.
• Banqup Client UUID: Obtain this UUID from Banqup.
• Banqup API URL: This field must be completed for the Peppol InvoiceNow and E-Docs features to function correctly. Contact Highnix for the appropriate URL. (Example: https://v4-api.uat.platform.eu.banqup.com)
• Banqup Client Token: This token is mandatory for the Peppol InvoiceNow and E-Docs features to work. Contact Highnix to obtain the correct token. (Example: 1f5c0d6f-17b4-4b61-83a5-35956c4cd92f)
• Banqup Client Secret: This secret token is required for the Peppol InvoiceNow and E-Docs functionality. Contact Highnix for the correct token.

User Accounts

The User Accounts module is accessible only to system administrators. Depending on the license type, super users may access this screen to adjust user settings and reset passwords. However, user creation is restricted to those with a special user license or an unlimited user license.

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:

• Reset user passwords.
• Update user details.
• Modify preset access rights (or access levels).
• Manage user login expiry dates (ideal for contract or temporary staff).
• 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).
• Configure default language and default location settings.
• 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:

• Prices/Amounts
• Quantities: Product quantities (e.g., 2.35 Kg).
• Exchange Rates
• Percentages

Date Formats:

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

Numeric Separators:

• Configure thousand and decimal separators.

Language:

• Set the default language.

Show Hints for New Users:

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

Display Options:

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

Reports and Queries:

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

Other Preferences:

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

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:

• 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.
• 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:

• Accept INV-005 as valid but will not adjust the increment sequence for subsequent transactions.
• 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

• 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.
  • 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.
  • Default Rate: The applicable tax rate in percentage. As of 2025, the standard GST rate is 9%.
  • Sales GL Account: The General Ledger (GL) account code for Sales GST (Output Tax).
  • Purchasing GL Account: The General Ledger (GL) account code for Purchase GST (Input Tax).

• Note:
  • 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.
  • 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:

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

Customers and Sales:

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

Customers and Sales Defaults (GL Account Codes):

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

Dimension Defaults:

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

Suppliers and Purchasing:

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

Suppliers and Purchasing Defaults:

• Payable Account: GL account for accounts payable.
• Purchase Discount Account: Account for purchase discounts received.
• 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.
• Inventory Negative Inventory Allowed?: If checked, the system allows shipment even when stock is unavailable, resulting in negative inventory.
  • 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:

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

Manufacturing Defaults:

• 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.

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.

1. 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.