Settings Overview

The Settings module in QoBooks provides comprehensive configuration options for your organization, branches, currencies, tax rates, and system-wide preferences.

Accessing Settings

Navigation

• Click on "Settings" in the main navigation menu
• Or navigate to /settings directly
• Settings are organized into categories in the sidebar

Settings Categories

The Settings module is divided into several sections:

• Organization: Company information, logo, contact details
• Branches & Locations: Manage multiple business locations
• Currencies & Locales: Multi-currency and regional settings
• Tax Rates: Configure tax rates and tax groups
• Database: Database backup, restore, and reset
• Hardware: Printer, scanner, and hardware configuration
• Users & Security: User management, roles, permissions
• Integrations: Third-party service integrations
• Notifications: Email and SMS notification settings
• API: API keys and developer settings

Organization Settings

Configure your organization's core information:

• Organization Name: Your business name
• Logo: Upload company logo
• Contact Information: Email, phone, address
• Tax Number: Business tax identification number
• Currency: Default currency for transactions
• Timezone: Organization timezone
• Date Format: Preferred date format
• Language: System language preference
• Fiscal Year: Start date of fiscal year

See Organization Settings for detailed information.

Branches & Locations

Manage multiple business locations:

• Branch Creation: Add new branches/locations
• Branch Details: Name, address, contact information
• Branch Settings: Currency, timezone, tax rates
• Branch Users: Assign users to specific branches
• Branch Permissions: Control access by branch

See Branches & Locations for detailed information.

Currencies & Locales

Configure multi-currency support:

• Currency Management: Add and manage currencies
• Exchange Rates: Set and update exchange rates
• Locale Settings: Regional formatting options
• Default Currency: Set organization default
• Currency Symbols: Configure display symbols

See Currencies & Locales for detailed information.

Tax Rates

Configure tax rates and tax groups:

• Tax Rates: Create tax rates (VAT, GST, Sales Tax)
• Tax Groups: Combine multiple tax rates
• Default Tax: Set default tax rate
• Tax Exemptions: Configure tax-exempt items/customers
• Tax Reporting: Tax report configuration

See Tax Rates for detailed information.

Database Management

Manage your database:

• Backup: Create database backups
• Restore: Restore from backup files
• Reset: Reset database to initial state
• Export: Export data in various formats
• Import: Import data from external sources

See Database Management for detailed information.

Hardware Settings

Configure hardware devices:

• Printers: Configure receipt and invoice printers
• Scanners: Set up barcode scanners
• Cash Drawers: Configure cash drawer integration
• Scales: Configure weighing scales
• Display: Customer display settings

See Hardware Settings for detailed information.

Users & Security

Manage users and security:

• User Management: Add, edit, deactivate users
• Roles: Create and manage custom roles
• Permissions: Configure granular permissions
• Authentication: MFA, password policies
• Audit Logs: View security events

See Authentication & Security for detailed information.

Settings Hierarchy

Organization-Level Settings

• Apply to entire organization
• Override branch-level settings
• Configured by organization administrators

Branch-Level Settings

• Apply to specific branches
• Can override organization defaults
• Configured by branch managers

User-Level Settings

• Apply to individual users
• Personal preferences
• Configured by users themselves

Import/Export Settings

Export Settings

• Export configuration to JSON file
• Useful for backup
• Can be imported to other organizations
• Includes all settings except sensitive data

Import Settings

• Import configuration from JSON file
• Overwrites existing settings
• Useful for setup across multiple organizations
• Requires admin permissions

Settings Validation

Required Fields

• Organization name is required
• At least one currency must be configured
• Default currency must be set
• At least one branch must exist
• Tax rates must have valid percentages

Validation Rules

• Email addresses must be valid format
• Phone numbers must match country format
• Tax rates must be between 0-100%
• Exchange rates must be positive numbers
• Fiscal year start must be valid date

Settings Audit

Change Tracking

• All setting changes are logged
• Includes who made the change
• Timestamp of change
• Previous and new values
• Reason for change (if provided)

Audit Log Access

• Viewable by administrators
• Filterable by date, user, setting
• Exportable for compliance
• Retained for 1 year

Best Practices

Organization Setup

• Complete organization setup before adding users
• Set appropriate timezone and date format
• Configure default currency early
• Upload company logo for branding
• Set fiscal year start date

Branch Management

• Plan branch structure before creation
• Use consistent naming conventions
• Assign appropriate users to branches
• Configure branch-specific settings
• Regularly review branch assignments

Currency Configuration

• Add all currencies you'll use
• Keep exchange rates updated
• Set appropriate decimal places
• Configure locale for formatting
• Regularly review currency settings

Tax Configuration

• Research local tax requirements
• Create all necessary tax rates
• Set up tax groups for combined taxes
• Configure tax exemptions
• Test tax calculations

Security

• Limit settings access to administrators
• Enable audit logging
• Regularly review settings changes
• Document configuration decisions
• Backup settings regularly

Troubleshooting

Settings Not Saving

• Check for required fields
• Verify validation rules are met
• Check for conflicting settings
• Ensure you have appropriate permissions
• Refresh the page and try again

Changes Not Taking Effect

• Clear browser cache
• Log out and log back in
• Check for cached settings
• Verify settings were saved
• Contact support if issue persists

Cannot Access Settings

• Verify your role has settings permissions
• Check if organization is active
• Ensure you're not in read-only mode
• Contact administrator
• Contact support if needed

Import/Export Issues

• Verify file format is correct JSON
• Check file size is within limits
• Ensure you have appropriate permissions
• Verify file is not corrupted
• Contact support if issue persists

Support Resources

Documentation

• Detailed guides for each settings section
• Video tutorials for common tasks
• FAQ for common issues
• Best practices and recommendations

Community

• Community forum for discussions
• User-shared configurations
• Tips and tricks
• Peer support

Direct Support

• Email support for technical issues
• Chat support during business hours
• Phone support for enterprise customers
• Dedicated account manager for enterprise

Getting Help

If you need assistance with settings:

1. Check Documentation: Review relevant documentation section
2. Search FAQ: Look for answers in FAQ
3. Community Forum: Ask in community forum
4. Contact Support: Reach out to support team
5. Enterprise Support: Contact account manager (enterprise)