#General
- Company — Company name *, Industry, Tax number / VAT ID (printed on invoices and bills).
- Address — lines 1 and 2, city, state/province, postal code, country, phone.
- Locale & Fiscal — Base currency (locked, with a padlock, once any transaction exists — the notice lists what would have to be removed to change it), Language, Timezone, Date format, Fiscal year start.
#Companies
Every company your sign-in can open. A company is a separate legal entity with its own books: its own base currency, chart of accounts, tax registration, fiscal year, users and roles. (To split one company's reporting by region or division, use Business units instead — section 22.7.)
The table shows each company's name, Currency, Country, Your access (Owner or Invited) and Status (Ready, or Setup not finished). The company you are in is tagged Open now, and the one you land in after signing in is tagged Default at sign-in. Open (or clicking the name) switches to that company; the app reloads in its books.
Add a company opens the same setup a new signup goes through — Set up your new company: name, country, base currency, language, timezone, date format and fiscal year. There is no plan to pick: the company is covered by your subscription. Nothing is created until you click Create company; then the company and its books are built in about a minute and the app opens in it. Not now — back to Companies leaves without creating anything. (A company whose setup was interrupted shows as Setup not finished, never in the company switcher, with Finish setup and Remove.)
One subscription covers every company you own. The note above the table says how many companies your plan covers and how many you own — Simple Start covers 1, Essentials 10, Plus 30 and Advanced unlimited. At the limit, Add a company is disabled and the note links to Subscription. The plan lives on your first company; in your other companies the Your access column reads covered by your subscription, and only you, as their owner, can change the plan from them.
People you invite to one company see only that company. To give someone more than one company, invite them from each.
#Group
Shown once your sign-in belongs to two or more companies. A group is this company as the parent plus companies it owns, reported together in the consolidated reports (Chapter 19, section 19.12). Each company keeps its own books; the group only says who belongs and how their accounts roll up.
Set up a group (the company's owner only): a Group name, the Presentation currency the reports are shown in, and the companies to include — only companies you own are offered. For each, the share Owned (%) and the date it was Acquired on (equity is translated at that date's rate; left empty, the company's first posting is used), and Investment held in — the parent's asset account carrying what it paid for the company. With it set, each period's eliminations take the investment off against the company's equity at acquisition, and what the parent paid above its share is goodwill. Goodwill shown in picks the asset account goodwill appears on (left empty, it has a Goodwill line of its own). The parent's chart of accounts and fiscal year are the group's.
When a mirrored document's amount differs from its source: Allow it and show it on the reconciliation report, or Stop it from being published — then the other company has to correct it (or ask for the source to be amended) before it can publish. Keep the companies' charts in step with this company's: turning it on gives every company of the group the accounts this company has that it lacks (matched by code); from then on an account added here appears in each company, and a rename follows unless that company renamed the account itself.
Sub-groups. A company in the group can be the parent of a group of its own. The top group then takes in the whole tree: the card lists the companies reached Through sub-groups, who holds each and how much the group owns overall (80% of a company that owns 60% of another is 48%). Each company's investment is eliminated against the company holding it. A group cannot contain a company whose own group already contains this one.
Consolidated reports come with any plan that covers two or more companies (Essentials and above) — a group needs at least two.
Once set up the page shows the group, its companies with their currency and ownership, links to the consolidated reports, Edit and Delete (deleting a group changes nothing in any company's books).
Account mapping lists every account with postings in each member company and the group account it rolls up into, with Why:
- Same role — both accounts play the same role (receivable, payable, retained earnings…);
- Same code — the group chart has an account with the same code, of the same kind;
- Only account of its type — the group chart has exactly one account of that type;
- Chosen — someone picked it; Reset returns it to the suggestion.
Accounts are never matched by name. Anything left over is Unmapped: choose its group account from the list (an asset can only map to an asset, and so on).
Intercompany says, in each company, which customer and which vendor stand for each other company of the group, and the account their mirrored lines post to (income for invoices, a cost account for bills) — the account is required with the contact. Pick them, then Save on that row. From then on:
- an invoice published to that customer gives the other company a draft bill from its vendor standing for the first company — same date, due date, currency and total, with the invoice number as the reference; discounts, charges and tax arrive as one extra line;
- a bill published from that vendor gives the other company a draft invoice the same way;
- a journal published with a line on that customer or vendor gives the other company a draft journal: the opposite amount on its own receivable or payable with its customer or vendor standing for the first company, against that party's account.
The same goes for credit notes (a draft vendor credit on the other side) and vendor credits (a draft credit note), and for orders: a purchase order issued to that vendor gives the other company a draft sales order, and a confirmed sales order to that customer a draft purchase order. When the selling company delivers goods on such an order, the buying company is told to expect them; receiving them stays its own step when they arrive, and the reconciliation report shows what was shipped and not yet received. Credit notes, vendor credits and orders need the item to exist in the other company too.
Tax is rebuilt from the other company's own tax rates: a line taxed at a rate the other company also has (same percentage) carries that company's rate.
A line whose item exists in the other company too — the same item code, else the same barcode — arrives with that item, so the goods enter the other company's stock; other lines post to the chosen account.
What these customers and vendors owe, or are owed, is kept apart from everyone else's: their invoices, payments, credits, refunds and write-offs go to Due from Group Companies (12100), and their bills and payments to Due to Group Companies (20100), each by contact. So each company's own balance sheet shows what the group's other companies owe it, and the consolidation eliminates those lines against each other. The Intercompany card names the two accounts for each company. A contact that still has an open balance in ordinary Accounts Receivable or Payable can't be made the internal one (settle it first, or pick a new contact), and the internal contact can't be swapped while it still owes or is owed money.
The other company's administrators get a notification. The draft waits for someone there to check the accounts and tax and publish it; each company books it at its own exchange rate. A document makes one draft only — editing it later does not make another — and a draft is never mirrored back. If the other company has no matching customer or vendor set, nothing is created and the Intercompany Reconciliation report (Chapter 19, section 19.12) shows the reason with a Retry.
Seeing the group and its reports needs the Group permission in the parent company (Roles → Group (consolidated reports)); administrators and the owner have it. People who belong only to a member company see nothing of the group.
#Branding
- Company Logo — PNG or JPEG up to 1 MB, ideally 240 × 240 px. Used on PDFs, emails, the sign-in page, the sidebar and the customer portal. Remove logo clears it.
- App Color Scheme — Primary Color (buttons and highlights), Danger Color, Sidebar Background, Sidebar Text, Topbar Background, Content Background. Changes preview live across the app.
- Presets — curated palettes that set every colour at once.
#Subscription
Choose the plan that fits your business. You can change it anytime. The four plans side by side with price, introductory price, seats, how many companies each covers, and features; the current plan is marked. One subscription covers all the companies you own (see Companies above). Changing plan takes effect immediately; features above your plan show a lock in the app.
#Departments
The one organisational list the whole app shares — New … to add, click a name to edit, row action to delete. A cost centre is not a list here: it is a value of the Cost Center analytic dimension (section 22.6), which every transaction line, asset and auto-fill rule can carry. Asset locations — sites, buildings and rooms — live under Settings → Fixed Assets.
Departments is the one list the whole app uses: an employee's work information and job positions (HRMS), an asset's custody (Fixed Assets) and a CRM user's profile all pick from it, so create a department here once. HRMS → Settings → General → Departments shows the same list read-only, with a link back here. A department that is still in use anywhere cannot be deleted — mark it inactive instead and it disappears from the pickers.