Set up administrations

An administration is one of your own legal companies with its own bookkeeping. It decides how invoices and quotes are numbered, the payment term, which e-mails are sent for invoices, reminders and quotes, and which terms and conditions are printed. Every invoice and quote belongs to one administration. Most companies have one; groups with several legal entities create one per entity.

Create an administration

1. Open the side menu (☰) and choose Administrations.
2. Click + Create administration.
3. Enter the Name and choose your own company in Business. Its details appear as the sender on invoices and quotes.
4. Enter the Numbering format and the Numbering length (see below).
5. Enter the payment term in The amount of days the invoice is due in, for example 30.
6. Expand Invoice Message Automations and choose the automations for sending, the first, second and third reminder and the paid confirmation.
7. Enter the Invoice terms and add standard invoice documents, such as your general terms.
8. Expand Quote message automations, choose the quote automation and enter the Quotation conditions.
9. Expand Transport Order Message Automations and enter the Transport order terms.
10. With multiple currencies switched on, optionally choose the Base currency. See Exchange rates and multiple currencies.
11. Switch on Primary if this is your main administration, then click Save.

Invoice and quote numbering

Numbering is a template with placeholders. The default is {{year}}-{{id}}. By default an outgoing invoice gets its number when it is sent, so deleted drafts leave no gaps. See Create, send and follow up invoices.

Primary administration

There is always exactly one primary administration. It is selected by default in the Financial view and used when no administration is chosen, for example for capacity contracts. Marking another administration as primary takes the flag away from the current one.

Automatic e-mails

The message automations you choose decide what customers receive: the invoice e-mail with the PDF when you click Send, the payment reminders, and the quote e-mail. If no automation is chosen, nothing is e-mailed and you share the document yourself. See Message automations.

Close a period

When your books for a month or year are final, close the period so nobody changes invoices booked in it. Revenue (outgoing invoices) and costs (incoming invoices) are closed separately.

1. Open the side menu (☰), choose Administrations and click Edit on the administration.
2. Expand Period close.
3. Enter the last closed day in Revenue closed until and/or Costs closed until.
4. Choose what happens in Invoices dated in a closed period: Refuse invoices dated in a closed period (the default) or Book them on the first open day.
5. Click Save.

Every invoice has a booking date: the day it is booked in your revenue or cost figures and ledger. It is the invoice date, unless Transportial moved it to the first open day. Invoices booked on or before the closed date can no longer be changed or deleted, and show the tag Closed period. Invoices imported or received automatically with a date in a closed period are always booked on the first open day, so no document is lost.

Edit or remove an administration

1. Open the side menu (☰) and choose Administrations.
2. Find the administration in the list. Filter on business or creation date if you have many.
3. Click Edit, make your changes and click Save.
4. To delete it, click Remove and confirm.