Defaults

System → Defaults (requires the defaults permission) is where a dataset gets its character: who you are, how you account, how your documents are numbered, and how mail leaves the system. Most of it you set once when the dataset opens and rarely revisit. Six tabs: Company, Settings, Accounting, Number Sequences, Email, and Custom Fields.

The Save button at the bottom applies changes made in the first five tabs, Company through Email. Custom Fields saves itself, so each action there takes effect on its own.

Looking for the invoice logo, the QR bill, or the wording on your invoices? That moved to the layout editor, which you open from the invoice itself. See Invoice Layout & Wording.

Company tab#

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

The street name and street number are stored separately on purpose: Swiss payment standards (QR-bill) require a structured address. Keep the number in Street Number rather than folding it into the street name.

Settings tab#

Financial#

System Options#

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.

Most account selectors only offer accounts appropriate for their role (asset, liability, income, expense, etc.), based on the account type configured in the Chart of Accounts. The two accrual selectors list all accounts, and Transition Account is entered as an account number rather than picked from a list.

VAT Method#

The VAT Method selector controls how neoo settles VAT: the standard effective method, or the Swiss Saldo (flat-rate) method.

With the Saldo method you invoice your customers with normal VAT rates, but settle with the tax authority at a flat rate applied to your gross revenue — and in exchange you don’t deduct input VAT on your purchases. It’s a simplification the tax authority grants to smaller businesses. When Saldo is selected, neoo books the flat-rate VAT automatically whenever revenue is posted, using these fields:

Skonto (Debitoren)#

The early-payment discount you offer your own customers. These values are copied to each new customer; a customer’s Skonto terms are then copied onto each invoice, and bank matching settles a payment automatically when it arrives within the Skonto deadline and matches the discounted amount.

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.

Sequences without Lock#

Email tab#

Configure outgoing email for sending invoices, reminders, and statements directly from neoo.

This tab is how mail leaves the system. What the mail says is Default Email Messages.

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

Custom Fields tab#

Custom fields let you capture extra information on customer and vendor transactions — a cost centre, an order reference, an internal approval number — without misusing the description field. Once defined, they appear on the transaction forms you choose, and the AI can fill them in from the incoming document for you.

This tab is where you define them, and it saves itself: each action takes effect on its own and the main Save button doesn’t appear here.

See Custom Fields for the full picture — the field types, what “Required to post” really covers, and how to write AI instructions that work.