Settings explained: Business configuration
Default accounts, inventory, document numbering, and operational rules.
Jul 11, 2026
Business configuration settings
The Business configuration tab controls the operational defaults and rules that govern how your documents and inventory behave. These settings affect invoices, bills, purchases, inventory movement, and reporting.
Fields explained
| Field | Purpose | Example |
|---|---|---|
| Default Sales Account | Account used for revenue when no specific income category is assigned | Sales Income |
| Default Expense Account | Account used for costs when no specific expense category is assigned | Miscellaneous Expense |
| Default Discount Account | Account where discounts are posted (appears on invoices and bills) | Discounts Allowed |
| Default Tax Account | Account where sales tax and VAT are accumulated | Sales Tax Payable |
| Primary Warehouse/Inventory | Default location for stock receipt, counting, and issuance | Main Warehouse |
| Document Numbering Rules | Prefix, padding, and starting number for each document type | INV-, INV-0001 |
| Allow manual document number override | If enabled, users can manually assign a document number instead of auto-increment | On/Off |
| Require sales order before invoice | If enabled, all invoices must be linked to a prior sales order (enforce workflow) | On/Off |
| Require purchase order before bill | If enabled, all bills must be linked to a prior PO | On/Off |
| Track inventory by location/warehouse | If enabled, stock movements record which warehouse items came from and go to | On/Off |
| Auto-apply customer advances | If enabled, customer prepayments and credits are automatically applied to new invoices | On/Off |
| Multi-currency support | If enabled, allows invoices/bills in different currencies with exchange rate tracking | On/Off |
What this controls
- Financial defaults — which accounts receive revenue, expenses, discounts, and taxes by default.
- Inventory flow — how stock is tracked, where items come from, and which warehouse is the default.
- Workflow enforcement — whether sales orders and purchase orders are required steps.
- Document numbering — automatic sequential numbering for invoices, bills, receipts, and orders.
- Multi-tenancy rules — currency support, customer balance allocation, and cross-border operations.
Tips
- Review these settings during setup and only change them after consulting your accountant, as they affect how financial data is recorded.
- If you enable "Require PO before Bill", ensure your procurement process creates POs first, or users will be blocked.
- Default accounts should map to your Chart of Accounts; misconfiguration can cause posting errors.
To access these settings, go to Settings → Business Configuration Open in Usystems.
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