Company setup: profile, years, numbering, branches and guard rails
You will be able to: Complete Company Profile correctly before the first document; Add fiscal years, numbering series and branches; Use Posting Controls to protect closed periods.
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A few settings decide how every later document behaves. Do them before your first posting.
Company Profile
- Legal Identity: Display Name and TRN (exactly 15 digits if VAT-registered), Country, Base Currency and Fiscal Start Month.
- Base Currency is the currency every document is posted in. Choose it before your first document. Fiscal Start Month only tells the Corporate Tax report when your financial year starts.
- Pictures (logo, stamp and so on) must be PNG, JPEG or WebP of 1 MB or less, and are stored only when you press Save.
Fiscal Years
Zeyto refuses a document unless an open fiscal year covers its date. Add the next year, for example FY2027 from 1 January to 31 December, before it begins. Setting a year to Closed blocks submitting, amending and cancelling documents dated in it; it posts nothing and moves no balances. Set it back to Open to reopen. There is no delete, and years should not overlap, because one open year covering a date is enough.
Numbering
Each document type has a number series: a Prefix, an optional period, the counter padded to 1–12 digits, and a Suffix. The number is given when you press Submit, not when you save a draft. A cancelled document keeps its number, and an amendment adds /A1, /A2 and so on. There can be only one series for each Doc Type and Branch.
Branches
- A branch is a shop or office. Every document is saved under one branch, and each branch can have a Default Warehouse.
- Keep at least one branch active; with none, documents cannot be saved.
- There is no delete for branches, warehouses or racks; set Active to Inactive instead.
- Limit a user to some branches in Users & Permissions.
Posting Controls
Settings ▸ Posting Controls adds guard rails checked when a document is submitted or amended. Every rule starts switched off.
| Rule | Effect |
|---|---|
| Books locked up to (inclusive) | A document dated on or before that day cannot be submitted or amended |
| Future-dated documents: Block | A document dated after today is refused |
| Customer LPO required | A sales invoice with no LPO number is refused |
| Customer TRN required when VAT is charged | A sales invoice with VAT is refused if the customer record has no TRN |
| Same customer, LPO already used: Warn or Block | Catches an LPO number that arrives twice |
The rules do not apply to POS sales, which the till posts by itself, and Cancel is not checked.
Try it in the demo
- Open Settings ▸ Company Profile in the demo and read the Legal Identity and Bank Details cards.
- Open Settings ▸ Fiscal Years and Numbering, click a series and read Sample next number.
- Open Settings ▸ Posting Controls and read each rule (do not save on shared demo data).
Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.
- Set Base Currency and TRN before the first document.
- A document needs an open fiscal year covering its date.
- Numbers are given on Submit; cancelled documents keep theirs.
- Books locked up to protects a filed period; it does not apply to POS.
Check yourself
5 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.