> For the complete documentation index, see [llms.txt](https://local.docs.ssaudit.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://local.docs.ssaudit.com/english-1/system-settings.md).

# System Settings

### Company Information Setup

**Applicable operation:** Declare company information such as company name, address, Tax Identification Number (TIN), logo, fiscal year, and costing method. This is a required setup when starting to use the software or when changing the working fiscal year.

![](/files/ZLacCRHcTnSR0P6JKqf9)

![](/files/XmgMdEC4VhrCau5Y1vFD)

To set up company information, proceed as follows:

1. Enter **Company Name**, **Address**, **Tax Identification Number (TIN)**, and other basic information.
2. Select the working **Fiscal Year**.
3. Select the **Finished Goods Costing Method** that matches the company's business model.
4. Click **Save** to complete.

* **Function buttons and options:**
  * Save: Record company information, fiscal year, and costing method.
  * Select logo/image: Update the logo used on printed forms, reports, or vouchers if shown on the screen.
  * Fiscal Year: Determines the working data year and affects voucher lookup and opening balances.
  * Finished Goods Costing Method: Selects the inventory/costing method applied by the company.

> **System validation on Save:** Company name, fiscal year, and required information must not be blank. Do not change the fiscal year while other users are entering vouchers.

| Operation                                     | Guidance                                                                                                                         |
| --------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------- |
| **Year for carrying forward ending balances** | To carry forward opening balances for 2025, set the fiscal year to 2024.                                                         |
| **Search vouchers by fiscal year**            | To search vouchers from 2020, set the fiscal year to 2020; vouchers from that fiscal year to the current year will be displayed. |

| Code              | Method                  | Description                                                                     |
| ----------------- | ----------------------- | ------------------------------------------------------------------------------- |
| **AVRG**          | Weighted Average Cost   | Issue cost is calculated from the average unit cost of inventory in the period. |
| **SPEC**          | Specific Identification | Tracks and costs each lot, serial, or specific item separately.                 |
| **FIFO**          | First In First Out      | Items received first are issued first.                                          |
| **SELLING PRICE** | Selling Price           | Calculates cost based on the selling price configured for goods.                |
| **SIMPLE METHOD** | Simple Method           | Basic costing method for simple management models.                              |
| **COEFFICIENT**   | Coefficient Method      | Allocates and calculates costs by conversion coefficients between products.     |
| **BOM**           | Bill of Materials (BOM) | Calculates cost based on material, labor, and overhead norms in the BOM.        |

> **Note:** This is the working **fiscal year** setup in company information. Period-end closing is performed in **GL -> Processing -> Period-End Closing**.

***

### Change Password

**Applicable operation:** Use when a user needs to change the login password for account security.

![](/files/NKme5Km11sxMgqLv40OQ)

To change the password:

1. Enter the **Current Password**.
2. Enter the **New Password**.
3. Re-enter **Confirm Password**.
4. Click **OK** to complete.

![](/files/OdATTZpg3xUjpPOc3Qn7)

> **System validation:** The current password must be correct, and the new password must match the confirmation password.

***

### Access Permission

**Applicable operation:** Administrators configure access permissions by user, screen, module, and function. Each user belongs to a group; when permissions are saved, the system may ask whether to synchronize the same permission set to the group.

#### Create a User

![](/files/YW6CJQCa27eYwLQhQus9)

1. Enter **User ID** or press **F3** to search for an existing user.
2. Fill in **User Name**, **Phone**, **Location**, and **Email**.
3. Set the password for the new account.
4. Click **Save**.

![](/files/Q4EyxCQdEiVa8rU25aJp)

> **System validation:** User ID must be unique, and required information such as user name and password must be entered.

#### Module Access Permission

![](/files/SMTyMSiJWvAqHJcbNPBh)

![](/files/7IR0un8T4g18W3xlCkV6)

1. Enter the user or press **F3** to select the user.
2. Tick the modules to grant access, such as GL, AP, AR, CA, or IN.
3. Click **Save**.

> **Example:** A warehouse staff member may be allowed to access Inventory Management but only view inventory reports, without permission to add, edit, or delete stock vouchers.

#### Detailed Function Permission

![](/files/FjTVWrr73kwH9ycRpGYA)

1. Press **F3** to select the user.
2. To inherit an existing permission set, choose the source user in **Copy Permission From** and click the copy button.
3. Tick or untick permissions such as View, Add, Delete, Edit, Copy, Print, Import, Export Excel, Post, and Unpost.
4. Click **Save**.

![](/files/FqNjjaw20hFrjQQCjewM)

* **Detailed permissions:**
  * View: Open the screen and view data.
  * Add/Edit/Delete/Copy: Create, modify, remove, or duplicate records based on system rules.
  * Print/Export Excel/Import: Print reports, export grids, or import bulk data.
  * Post/Unpost: Change voucher status between unposted and posted.

> **Note:** After changing permissions, the user must log out and log in again. Grant permissions according to the least-privilege principle.

***

### Deleted Voucher List

**Applicable operation:** Administrators review vouchers or journal entries deleted during a selected date range for transparency and internal control.

1. Enter **From Date / To Date**.
2. Click **View Grid** to load deleted vouchers.

![](/files/0DOdkE35YtReZsROKnao)

***

### Import Data from Excel

**Applicable operation:** Import voucher data in bulk from Excel into each accounting module.

![](/files/tHfBJpQf7mEugDnL6wPu)

1. Go to **Import -> Import from Excel**.
2. Select the target module, such as GL, AP, AR, Cash Receipt, Cash Payment, Inventory In, or Inventory Out.
3. Click **Template File** to download the latest Excel template.
4. Tick **Input VAT** only when importing input VAT data.
5. Select the prepared Excel file.
6. Click **Read Excel File** to load and validate the data.
7. Review the **Error/Warning Information** column and highlighted cells.
8. Correct the data, then click **Import Data** when there are no blocking errors.

![](/files/k0N0q4rJwEcB6TPqDiFJ)

* **Red rows:** Blocking errors. The file cannot be imported while any red row remains.
* **Yellow rows:** Warnings. The file may still be imported, but users should review carefully.

> **System validation:** The system checks module, template structure, accounts, customers, vendors, employees, items, warehouses, units of measure, tax codes, voucher number, voucher date, accounting period, and posting status before importing.

***

### Adjust Posted Vouchers

**Applicable operation:** Unlock posted vouchers in a selected module and return them to **Unposted** status so users can correct information.

![](/files/wBSs0Sx74lzgEUCgKJmL)

1. Select the **Module**.
2. Filter by **Accounting Period** or **Fiscal Year**.
3. Tick the vouchers to adjust.
4. Click **Process**.

![](/files/HyKmZ0izZss65Zu8zwsH)

> **Note:** Only authorized users can adjust posted vouchers. Check related modules before unlocking to avoid ledger differences.

***

### Delete Vouchers

**Applicable operation:** Delete vouchers in bulk by module, usually for incorrect or test data.

![](/files/fFnfLTHKpYz9jqmmCOYW)

1. Select the **Module**.
2. Filter by **Accounting Period** or **Fiscal Year**.
3. Tick the vouchers to delete.
4. Click **Execute / Process**.

![](/files/Bh6oaqzaV8IazbvH4IFQ)

> **Warning:** Deleted vouchers cannot be restored. Back up data before bulk deletion.

***

### Configuration: Decimal Places

**Applicable operation:** Configure automatic voucher numbering and decimal places for quantity, unit price, amount, or exchange rate.

![](/files/LYOwgINuG6cdNRcWxquC)

![](/files/nIhtm0BBzlf6OUvjOasc)

> **Note:** Decimal configuration affects vouchers and should be set before entering production data.

***

### Language

**Applicable operation:** Switch the interface language. SmartBooks supports Vietnamese, English, Korean, Chinese, Japanese, and Khmer.

![](/files/Fbd6mxIIYMObak7qrFkv)

1. Open **Language**.
2. Select the language.
3. Confirm the change.
4. Log out and log in again.

> **Note:** Changing the language only changes interface labels; it does not change accounting data.