Defaults #

System → Defaults holds the core settings that drive your dataset: your company details, financial behaviour, accounting defaults, document numbering, and email configuration. It is organised into five tabs: Company, Settings, Accounting, Number Sequences, and Email.

Company tab #

Basic information about your company. This data appears on documents such as invoices and statements.

Field	Description
Company Name	Your company’s full legal name. Printed on documents.
Business Number	Your tax or registration number (e.g. VAT number, company registration).
Address	Free-form address block for legacy template use.
Street Name	Street name component of your address. Max 64 characters.
Street Number	Street number. Max 255 characters.
Address 2	Second address line (c/o, suite, etc.). Max 64 characters.
Postal Office	Post office box or postal office identifier. Max 64 characters.
ZIP / Postal Code	Postal code. Max 32 characters.
City	City. Max 64 characters.
State / Province	State or province. Max 32 characters.
Country	Country. Selected from a standard list.
Phone	Company phone number. Max 20 characters.
E-mail	Company email address (used as reply-to on outgoing documents).
Website	Company website URL.

Settings tab #

Financial #

Field	Description
Annual Interest	Default annual interest rate applied to overdue invoices (as a percentage).
Late Payment Fee	Default late payment fee charged when invoices are overdue.
Weight Unit	Unit of weight used in service descriptions (e.g. `kg`, `lbs`).
Term (days)	Default payment term in days applied to new invoices and orders.

System Options #

Option	Description
Type of Contact	Controls whether contacts are categorised as Customer/Vendor, Organisation/Individual, or another scheme. Determines which contact fields are shown.
Reporting Method (Cash)	When enabled, reports use the cash basis (revenue/expense recognised when cash changes hands) instead of the default accrual basis.
Hide Closed Accounts	Hides accounts marked as Closed from account-selection dropdowns during data entry. Closed accounts remain visible in reports.
Line Tax	When enabled, tax is calculated per line item rather than on the invoice total. Note: changing this setting after transactions have been posted can affect historical calculations. This option may be locked if transactions already exist.
Sort Names by Number	Sorts contact names in search results and dropdowns by their assigned number rather than alphabetically.
XeLatex	Use XeLaTeX (instead of LaTeX) for PDF generation. Required if your templates contain non-Latin characters or special fonts.
Payment File	When enabled, the payment file checkbox is automatically checked on new AP transactions. Posting a transaction with this checkbox on adds it to the Payments screen, where it can be exported or uploaded to a linked bank for automated payment.
Payment File for Workflow	Controls whether AP transactions created through the automated document workflow have the payment file checkbox on or off by default. The payment entry is only created once the document is approved. Payments still need to be exported or uploaded from the Payments screen before they are sent.

Accounting tab #

Default ledger accounts used for automatic postings. Selecting an account here means you don’t have to specify it manually on every transaction.

Field	Description
Income	Default income account. Used as the fallback when no specific income account is set on a service.
Expense	Default expense account. Used as the fallback when no specific expense account is set.
Foreign Exchange Gain/Loss	Account used to post exchange rate differences when foreign-currency transactions are settled.
Cash Over/Short	Account for rounding differences arising from cash payments.
AR Record	Default AR record account pre-selected when creating a new customer. If no account is defined for the particular customer, this account is used on the sales invoice screen.
AP Record	Default AP record account pre-selected when creating a new vendor. If no account is defined for the particular vendor, this account is used on the vendor transaction screen.
AR Payment	Default AR payment account pre-selected when creating a new customer. If no account is defined for the particular customer, this account is used for customer payments.
AP Payment	Default AP payment account pre-selected when creating a new vendor. If no account is defined for the particular vendor, this account is used for vendor payments.
Transition Account	Account used to create automated transition transactions against unmatched bank transactions from bank import.

All account selectors only show accounts that are appropriate for their role (asset, liability, income, expense, etc.) based on the account type configured in the Chart of Accounts.

Number Sequences tab #

Controls the numbering pattern for all documents and records. Each sequence can contain:

Fixed text — letters, numbers, or symbols that appear on every document
Date variables — e.g. <%date%> (full date), <%yy%> (2-digit year), <%mm%> (month)
Auto-incrementing digits — a number that increases with each new document, e.g. 0001

Example: SI-<%yy%><%mm%>-0001 would produce SI-2405-0001, SI-2405-0002, …

Click on any number field to see a chip bar of available tokens you can insert.

Sequences with Lock option #

These sequences have a Lock checkbox. When locked, the number cannot be manually overridden when creating a new document — it is always assigned automatically.

Field	Description
GL Reference Number	Journal entry reference numbers
Sales Invoice / AR Transaction Number	Sales invoices and AR transactions
Sales Order Number	Sales orders
Purchase Order Number	Purchase orders
Sales Quotation Number	Sales quotations
RFQ Number	Requests for quotation (vendor)
Employee Number	Employee records
Customer Number	Customer records
Vendor Number	Vendor records

Sequences without Lock #

Field	Description
Vendor Invoice / AP Transaction Number	Vendor invoices and AP transactions
Batch Number	Batch processing runs
Voucher Number	Individual vouchers within a batch
Part Number	Services in the catalogue
Job / Project Number	Projects and jobs

Email tab #

Configure outgoing email for sending invoices, reminders, and statements directly from Neo-Ledger.

Field	Description
SMTP Host	Hostname of your outgoing mail server (e.g. `smtp.gmail.com`, `mail.company.com`).
SMTP Port	Port number. Common values: `587` (STARTTLS), `465` (SSL/TLS), `25` (unencrypted).
SMTP Username	Username for SMTP authentication (often your email address).
SMTP Password	Password for SMTP authentication. Click the eye icon to reveal/hide.
From Name	The sender name that appears in recipients’ email clients (e.g. `ACME Accounting`).
SSL/TLS	Encryption method: None, SSL/TLS, or STARTTLS. Match this to your SMTP port.
SASL Authentication	Enable if your mail server requires SASL authentication. Most modern providers do not need this enabled explicitly.

After saving email settings, send a test email from a document to verify the configuration is working correctly.

Click Save at the bottom of the page to apply all changes across all tabs.