Zeyto Academy · Core · Module 23
Setup and configuration on Zeyto
The Zeyto configuration sequence from company profile to print formats, with checklists for trading, retail, distribution and services, and common mistakes.
You will be able to
- Configure a new company in a dependency-safe order and document every setting
- Set up company, fiscal years, branches and warehouses correctly
- Design a sensible chart of accounts using groups, parties and dimensions
- Configure currencies and tax codes and know where country coverage must be confirmed
- Load masters in the right order and design roles with separation of duties
- Configure numbering, workflow, approvals, posting controls and print formats
- Apply configuration checklists by industry and avoid common mistakes
The configuration sequence on Zeyto
- Configure foundations first: company, fiscal years, branches, chart, tax, masters; opening balances last.
- Order follows dependencies, because screens point at other records.
- Keep a configuration workbook of every setting and decision.
Company, branches and the financial year
- Base currency and fiscal years come before the first document.
- Closing a fiscal year only blocks postings; Books locked up to is a separate soft close.
- Give each branch a default warehouse and limit users by branch where needed.
Designing the chart of accounts
- Start from the standard chart and add what reporting needs.
- There is no delete: use Inactive, and keep System account codes.
- Use dimensions and parties instead of one ledger per branch, project or customer.
Currencies and tax for the client's country
- Choose base currency first, add currencies only if missing, and keep rates up to date.
- Five UAE tax codes cover most cases; zero-rated and exempt are reported differently.
- For another country, confirm coverage with Zeyto before promising.
Items, parties, users and roles
- Load groups before items, and units before items; agree a code scheme before import.
- Set the cost method and negative-stock policy deliberately.
- Use roles, branch limits and personal limits so each person sees only what the job needs.
Numbering, workflow, approvals and prints
- The number is assigned at Submit; cancelled documents keep theirs.
- Workflow, approvals and posting controls start permissive; tighten them deliberately.
- Set print paper and look per company, and override only where needed.
Checklists by industry and common mistakes
- Industry checklists prompt the settings that matter most.
- Many failures are repeat mistakes: currency, years, order of loading, roles, printers and backups.
- Review the configuration workbook with the client before UAT.
Company, branches and the financial year: key table
| Decision | Ask the client | Typical answer |
|---|---|---|
| Base currency | In which currency does the accountant report? | AED for a UAE company |
| Fiscal year | Which months does the financial year cover? | January to December |
| Cut-over date | Which date will opening balances be as at? | Last day of a month, ideally |
| Branches | Which sites issue invoices or hold stock? | Each shop and the head office |
| Branch numbering | Do branches need their own invoice series? | Yes, prefix per branch |
Designing the chart of accounts: key table
| Question | Why it matters | Usual answer on Zeyto |
|---|---|---|
| What reports does management read? | Chart depth should match reporting | Add groups and ledgers for what is reported; do not mirror the old chart line by line |
| Do we track profit by branch, job or project? | Use dimensions rather than extra ledgers | Cost Center, Job Center and Project Center can be switched on in Settings, Document Entry |
| How many bank and cash accounts? | One ledger per real account | One ledger for each bank account and each cash box |
| Which expenses need their own ledger? | Taxes, bank charges, fuel, rent | Create ledgers under suitable groups |
| Where do VAT balances sit? | Tax codes link to VAT ledgers | Use the codes' Output and Input accounts; do not post by hand |
Currencies and tax for the client's country: key table
| Treatment | Rate | Notes |
|---|---|---|
| Standard (SR5) | 5% | Box 1 on sales, box 9 on purchases |
| Zero (ZR) | 0% | Reported in box 4; recoverable input VAT for the seller |
| Exempt (EX) | 0% | Reported in box 5; different from zero-rated |
| Reverse Charge (RCM) | Buyer accounts for VAT | No VAT on the document itself |
| Out of Scope (OOS) | None | Outside UAE VAT, no boxes |
Items, parties, users and roles: key table
| User group | Role | Branches | Personal limits |
|---|---|---|---|
| Owner | Admin plus a viewer login for daily use | All | None |
| Sales manager | Sales plus approver | All | Max Discount 15% |
| Sales reps (4) | Sales | Own branch | Max Discount 5%; cannot see cost |
| Storekeepers (2) | Custom: stock and delivery only | Own branch | Cannot edit rate or price |
| Accountant | Accountant | All | None |
| Cashiers (3) | Cashier, POS PIN | Own branch | As set in POS Behaviour |
Numbering, workflow, approvals and prints: key table
| Decision | Setting | Typical value |
|---|---|---|
| Invoice series | Numbering, SI, per branch | DXB-INV-, 6 digits, reset each fiscal year |
| Delivery before invoice? | Document Workflow, Sales Order to Delivery Note | Required for a distributor |
| Large invoices | Approval Rules | Total above AED 50,000: manager |
| Lock after VAT filing | Posting Controls, Books locked up to | Last day of the filed period |
| Paper | Print Format | A4 for invoices, 80 mm for POS |