Organization Settings

Configure your organization's core information, branding, and global preferences.

Accessing Organization Settings

1. Navigate to Settings
2. Click on "Organization" in the sidebar
3. Edit organization details as needed
4. Save changes

Organization Information

Basic Details

• Organization Name: Your business or company name

  • Displayed throughout the system
  • Appears on invoices, receipts, and reports
  • Required field

• Legal Name: Official legal business name

  • Used for legal documents and contracts
  • May differ from display name
  • Optional field

• Organization Type: Business structure

  • Sole Proprietorship
  • Partnership
  • Limited Liability Company (LLC)
  • Corporation
  • Non-profit
  • Other

• Industry: Business sector

  • Retail
  • Manufacturing
  • Services
  • Healthcare
  • Education
  • Other

Contact Information

• Email Address: Primary business email

  • Used for system notifications
  • Displayed on documents
  • Required field

• Phone Number: Primary business phone

  • Customer contact number
  • Used for SMS verification
  • Optional field

• Website: Business website URL

  • Linked from documents
  • Optional field

• Address: Physical business address

  • Street address
  • City
  • State/Province
  • Postal/ZIP code
  • Country

Tax Information

• Tax Number: Business tax identification

  • VAT number, GST number, or Tax ID
  • Displayed on invoices
  • Optional field

• Tax Registration: Tax registration status

  • Registered for VAT/GST
  • Tax-exempt
  • Not applicable

Branding

Logo

• Upload Logo: Upload company logo

  • Supported formats: PNG, JPG, SVG
  • Recommended size: 200x200 pixels
  • Maximum file size: 2MB
  • Appears on login page, invoices, reports

• Remove Logo: Remove current logo

  • System uses default logo
  • Cannot be undone

Colors

• Primary Color: Main brand color

  • Used for buttons, highlights
  • Hex color code format
  • Default: #3B82F6 (blue)

• Secondary Color: Accent color

  • Used for secondary elements
  • Hex color code format
  • Default: #10B981 (green)

Financial Settings

Currency Configuration

• Default Currency: Primary currency for transactions

  • Selected from configured currencies
  • Used for reporting
  • Required field

• Multi-Currency: Enable multi-currency support

  • Allows transactions in multiple currencies
  • Automatic currency conversion
  • Exchange rate management

Fiscal Year

• Fiscal Year Start: Start date of fiscal year

  • Month and day
  • Used for financial reporting
  • Default: January 1st

• Fiscal Year End: End date of fiscal year

  • Calculated based on start date
  • Used for year-end closing
  • Automatically set

Regional Settings

Timezone

• Organization Timezone: Primary timezone

  • Used for timestamps
  • Affects scheduling and reports
  • Required field

• Timezone Format: Display format

  • UTC offset (e.g., UTC+0)
  • Named timezone (e.g., Africa/Accra)
  • Default: Named timezone

Date and Time Format

• Date Format: Display format for dates

  • DD/MM/YYYY
  • MM/DD/YYYY
  • YYYY-MM-DD
  • Default: DD/MM/YYYY

• Time Format: Display format for times

  • 12-hour (AM/PM)
  • 24-hour
  • Default: 12-hour

• First Day of Week: Week start day

  • Sunday
  • Monday
  • Saturday
  • Default: Monday

Language

• System Language: Interface language

  • English
  • French
  • Spanish
  • Additional languages based on configuration
  • Default: English

• Locale: Regional formatting

  • Number formatting
  • Currency formatting
  • Date formatting
  • Selected from configured locales

Business Hours

Operating Hours

• Business Days: Days of operation

  • Monday through Friday
  • Monday through Saturday
  • Sunday through Saturday
  • Custom selection

• Opening Time: Business start time

  • 24-hour format
  • Used for scheduling
  • Default: 9:00 AM

• Closing Time: Business end time

  • 24-hour format
  • Used for scheduling
  • Default: 5:00 PM

Holidays

• Holidays: Configure business holidays
  • Add holiday name and date
  • Recurring holidays
  • Custom holidays
  • Used for scheduling and reporting

System Preferences

Default Values

• Default Branch: Default branch for new users

  • Selected from configured branches
  • Applied to new user accounts
  • Optional field

• Default Tax Rate: Default tax for transactions

  • Selected from configured tax rates
  • Applied to new items
  • Optional field

• Default Payment Terms: Default payment terms

  • Net 30, Net 60, etc.
  • Applied to new customers
  • Optional field

Maintenance Mode

• Maintenance Mode: Enable maintenance mode

  • Disables user access
  • Shows maintenance message
  • Only administrators can access
  • Used for system updates

• Maintenance Message: Custom message

  • Displayed during maintenance
  • HTML supported
  • Optional field

• Maintenance Until: Scheduled end time

  • Date and time
  • Automatic disable
  • Optional field

Integration Settings

Email Configuration

• SMTP Server: Outgoing email server

  • Server hostname
  • Port number
  • SSL/TLS encryption
  • Authentication credentials

• From Email: Default sender email

  • Used for system emails
  • Should match SMTP domain
  • Required field

• From Name: Default sender name

  • Displayed in email
  • Organization name recommended
  • Required field

SMS Configuration

• SMS Provider: SMS service provider

  • Hubtel
  • Twilio
  • Custom provider
  • Required for SMS features

• API Credentials: Provider API credentials

  • API key/secret
  • Sender ID
  • Configured per provider

Saving Changes

Validation

• Required fields must be filled
• Email addresses must be valid
• Phone numbers must match format
• Tax numbers must be valid format
• Colors must be valid hex codes

Saving

• Click "Save Changes" button
• Changes take effect immediately
• Some changes may require logout
• Confirmation message displayed

Reset

• Click "Reset to Defaults"
• Reverts to original values
• Cannot be undone
• Confirm before resetting

Best Practices

Organization Information

• Keep information accurate and up-to-date
• Use legal name for official documents
• Display name can be more casual
• Include complete address for documents

Branding

• Use high-quality logo image
• Ensure logo represents your brand
• Choose colors that match your brand
• Test colors for readability

Financial Settings

• Set correct default currency
• Configure fiscal year correctly
• Enable multi-currency if needed
• Keep exchange rates updated

Regional Settings

• Set correct timezone for accurate timestamps
• Choose date format familiar to users
• Select appropriate language
• Configure locale for proper formatting

Business Hours

• Set accurate operating hours
• Configure holidays for your region
• Update regularly for changes
• Used for scheduling and reporting

Troubleshooting

Logo Not Uploading

• Check file format (PNG, JPG, SVG)
• Verify file size is under 2MB
• Ensure image is square or rectangular
• Try a different image
• Contact support if issue persists

Changes Not Saving

• Check for required fields
• Verify validation rules are met
• Ensure you have admin permissions
• Refresh the page and try again
• Contact support if needed

Email Not Sending

• Verify SMTP settings are correct
• Check API credentials are valid
• Test email configuration
• Check firewall settings
• Contact email provider

SMS Not Sending

• Verify SMS provider is configured
• Check API credentials are valid
• Ensure sufficient SMS credits
• Test SMS configuration
• Contact SMS provider

Timezone Issues

• Verify timezone is correct
• Check server timezone settings
• Ensure PHP timezone is configured
• Test with sample timestamps
• Contact support if needed