FAQ: Settings Explained, Tab by Tab

FAQ: Settings Explained, Tab by Tab

Where do I find Settings?

Go to Settings in the main menu Open in Usystems. All settings tabs are organized here.

Can multiple users have different settings?

Yes. Most settings (appearance, language, notifications, audio) are personal to each user. However, company-level settings (document coding, accounting defaults, business configuration) apply to the entire organization.

If I change the default GL account, will old transactions be re-posted?

No. Changing accounting defaults only affects new documents created after the change. Historical transactions remain on their original accounts. If you need to adjust past posting, contact your accountant or support.

Can I reset the document numbering to 1?

You can, but do not do this unless you're absolutely sure no documents exist with higher numbers. Resetting risks creating duplicate document numbers. If you accidentally create a duplicate, contact support immediately.

What happens if I disable a feature in Business Configuration?

Changes take effect immediately. For example, if you disable "Require PO before Bill," users can immediately create bills without POs. Existing requirements do not retroactively apply to old documents.

How do I change my company name or logo after setup?

Go to Settings → Company Information Open in Usystems and update the name, logo, phone, or email. Changes take effect immediately on all new documents.

What time zone does Usystems use for notifications?

Notifications and quiet hours follow your system's local time zone. If you work across multiple time zones, ensure your device time is set correctly.

Can I have different document numbering for each warehouse?

No. Document numbering is global—all warehouses and locations share the same sequence. However, you can include a location code in the prefix (e.g., "MAIN-INV-0001", "EAST-INV-0001").

Will changing the calendar system from Gregorian to Islamic affect stored dates?

No. The calendar system only changes how dates are displayed and entered. Internally, all dates remain unchanged. Switching systems is safe and reversible.

What if I enable "Auto-apply customer advances" but don't want it sometimes?

You can toggle this setting on or off globally. If you need more fine-grained control, leave the setting off and manually select which advances to apply when creating each invoice.

Can I customize the sound alerts for different events?

Yes, in the Audio & Sounds tab you can choose different sounds for alerts, success, queue notifications, and messages. Test your choice before saving.

Who can change Settings?

Only admins can modify company-level settings (business configuration, accounting defaults, document coding). Regular users can only change personal settings (appearance, language, audio, notifications).

What happens if I don't fill in a default GL account?

The system requires most GL accounts to be configured before you can create financial documents. If a required account is missing, you'll see an error when trying to save a document. Contact your accountant to create the missing account.

Can I have different settings for each product line (e.g., pharmacy vs. retail)?

Yes, Usystems supports per-product configuration. Different product lines (ref_products) can have different default accounts, document numbering, and business rules. Contact your admin or support to configure product-specific settings.