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Set up a new company

The order that avoids tickets: company details, fiscal year, branches, numbering for each branch, roles and their permissions, then users, then a test with one user per role.

For Owner Administrator Accountant

Before you start

The Penahak provider creates the company and its licence: the company code (the first part of your web address), the products the company has, the last day, the number of users and branches, and the first administrator sign-in (How the licence decides what a company has). You set up everything else.

The order

  1. Sign in as the administrator
    Who
    Administrator
    Where
    The sign-in page of your company
    What changes
    A user who is new to the system is asked for a new password the first time: enter the old password and choose a new one (Sign in, first sign in and sign out). If the page does not ask, change the first password yourself at once: profile menu > Change password (Change, reset and recover a password).
  2. Check the company details
    Who
    Administrator
    Where
    Company setting > Company
    What changes
    The company name, address, PAN, e-mail, telephone, contact person and logo appear on printed documents and on the sign-in page (Company details, logo and subscription).
    Needs
    PAN has 9 digits.
  3. Check the fiscal year
    Who
    Accountant or administrator
    Where
    Fiscal year
    What changes
    One year must be Active and today must fall inside it. With IRD on, the year needs its Fiscal year IRD name (Fiscal years: create, activate and prepare the next one).
  4. Add the branches
    Who
    Administrator
    Where
    Company setting > Branch
    What changes
    Add a branch for each shop or office, up to the number the licence allows. A new company usually starts with one branch (Branches).
    Needs
    The company is branch based. Without it there is no Branch tab.
  5. Add numbering for every branch
    Who
    Administrator
    Where
    Document numbering
    What changes
    One series for each kind of document, for each branch, dates inside the active fiscal year. A branch with no series has no Add button (Create and manage numbering series).
  6. Finish the accounting settings
    Who
    Accountant
    Where
    Configuration
    What changes
    The sales and purchase ledgers and the other settings the screens ask for. See the Accounting knowledge base.
  7. Create the roles and choose their permissions
    Who
    Administrator
    Where
    Role, then Role & Scopes
    What changes
    One role for each kind of job (for example sales clerk, store keeper, accountant). Tick the menus and permissions each needs (Roles, Choose what a role may open and do).
  8. Add the users
    Who
    Administrator
    Where
    User > Add
    What changes
    Each user gets a main role, a default branch and start and end dates, up to the number of users the licence allows (Add or change a user). Map several users at once with the mapping screens (Map several users to a role or to a branch).
  9. Set up messages, if you use them
    Who
    Administrator
    Where
    Notification templates, SMS settings
    What changes
    Check the e-mail and SMS wording the system sends (Message templates: e-mail, in-app and SMS wording, SMS: recipients, groups and Send SMS).
  10. Test one user per role
    Who
    Administrator
    Where
    Sign in as that user
    What changes
    Check the menu, a screen the role should have, a screen it should not, and that Add works in the branch. Fix the role, not the user (A menu item, a tab or a screen is missing).

Related guides

Company details, logo and subscription The Company tab keeps the details printed and shown for your company. The Subscription tab shows, read-only, the licence… Fiscal years: create, activate and prepare the next one One fiscal year is active at a time. This is the administrator's view: how to add a year, what each field does, how to prepare… Branches A branch is a shop or office. Add it on the Branch tab of Company setting, within the number your licence allows; then give it… Create and manage numbering series A series gives one kind of document its numbers for one branch and one fiscal year. This article is the administrator's view: how… Roles A role is a named job. Create one role for each kind of job, choose its dashboard and quick menu, then choose its menus and… Choose what a role may open and do On Role & Scopes you pick a role and tick the menus and permissions it has. Saving replaces the role's whole list. People with… Add or change a user A user needs a user name, a password, a name, an e-mail, a default branch, a main role and the dates the user may sign in. Extra… Map several users to a role or to a branch Two screens give a role, or a branch, to many users in one go: choose the role or the branch, tick the users, and save. They add…

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