> 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.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-b88b21de8a7cfd2519a899a9ef9e796695d520e1%2Fgeneral-setup-17.png?alt=media)

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-9e069303d9a7ce65f963e8877ecc6bc4ec0debf7%2Fgeneral-setup-18.png?alt=media)

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.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-d5e28ee0cd87435b7fbdec0a5823717887b7555d%2Fgeneral-setup-19.png?alt=media)

To change the password:

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

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-3c27c34c366840bfece6024d24fd9fa1df8055a0%2Fgeneral-setup-20.png?alt=media)

> **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

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-97ed3f86fd2c1330d0c70f6f8f199ea62fd40d4f%2Fgeneral-setup-01.png?alt=media)

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**.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-f98b393fe68b268a41755e3dceb2c609a606fa07%2Fgeneral-setup-02.png?alt=media)

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

#### Module Access Permission

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-63ce027607f6e3845b90158692517aca05ce6564%2Fgeneral-setup-03.png?alt=media)

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-8173f4d8abcf510a6c24679c0b11d09b17733ba4%2Fgeneral-setup-04.png?alt=media)

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

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-33ed313308eb030f414016d7b1dd641fbdfe70e1%2Fgeneral-setup-05.png?alt=media)

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**.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-e5e55cac4e5f7051e427aac938dd8a75c6e30da0%2Fgeneral-setup-06.png?alt=media)

* **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.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-2690a3ea57fe5db83284b34a6d254766f1c490bf%2Fgeneral-setup-07.png?alt=media)

***

### Import Data from Excel

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

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-89b553f6e8331f7f675aab501c6ee49d35dd2abc%2Fgeneral-setup-08.png?alt=media)

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.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-2837c2f07da942aaf88c006b594e9e4aa6b63347%2Fgeneral-setup-09.png?alt=media)

* **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.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-a40a7a6b0192da60392ec1993a5c6a0068b3b059%2Fgeneral-setup-10.png?alt=media)

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

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-524f098a4309a0cca12b6cbee36b22f4dd7a02ef%2Fgeneral-setup-11.png?alt=media)

> **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.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-c20941ef0367f0bdf679ec0b41055e45c0bcec35%2Fgeneral-setup-12.png?alt=media)

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

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-c74af1b4b9012b6cf3125e43b07a90633061c493%2Fgeneral-setup-13.png?alt=media)

> **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.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-4efded3e103a8e09d6ebcd626ee3c253bd0a2730%2Fgeneral-setup-14.png?alt=media)

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-65ca880471383b55db668d4069de569a53c5ed37%2Fgeneral-setup-15.png?alt=media)

> **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.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fgit-blob-3b4d84a7eaebd70bb4b1dc53433cee69e2083ed8%2Fgeneral-setup-16.png?alt=media)

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.