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 six tabs: Company, Settings, Accounting, Number Sequences, Email, and PDF Invoice.
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. |
| 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.
PDF Invoice tab #
Edit the wording on your invoices and reminders, configure QR invoices, and replace the PDF background template. The QR invoice and background settings take effect immediately; the wording editor has its own Save and Preview buttons.
Invoice & reminder wording #
You can reword the fixed text Neo-Ledger prints on your invoices and payment reminders — the payment instructions, the salutation, the reminder paragraphs, and your sign-off — without editing the underlying template files. This is the easy way to adjust tone or phrasing; for changes to the layout itself you still use the template editor.
Neo-Ledger detects the language your templates are set to and shows that language’s wording for editing (indicated by a small Editing language badge). The text is grouped by where it appears:
| Group | Appears on |
|---|---|
| Invoice | Sales invoices |
| AR transaction, orders & quotes | AR transactions, sales orders, and quotations |
| Reminder 1 / 2 / 3 | The matching payment reminder level |
| Shared wording | The salutation (reminders and the account statement) and the sign-off (every document) |
Some wording contains variables in <%…%> brackets — for example <%terms%> or <%duedate%> — that Neo-Ledger fills in for each document. Leave these in place. The chips beneath each field show the variables available there; click one to copy it.
- Preview renders that group’s wording as a PDF with sample data, so you can see how it reads before saving.
- Save wording checks that your text still produces a valid document and only saves if it does. If something is wrong — an unbalanced bracket or a stray special character — it tells you what to fix and saves nothing.
Editing the shared sign-off or salutation changes it on every document that uses it, not just invoices.
QR Invoice #
Neo-Ledger can add a Swiss QR payment slip to the bottom of your PDF invoices. You can enable or disable this separately for Sales Invoices and AR Transactions.
| Invoice type | What it controls |
|---|---|
| Sales Invoice | QR slip on invoices created through the Sales Invoice screen |
| AR Transaction | QR slip on invoices created through the AR Transaction screen |
Click Enable to activate the QR slip for that invoice type, or Disable to remove it. The change is applied immediately.
At least one bank account must have a QR IBAN configured before the QR slip can appear on documents. See the QR Invoice Banks section below.
Invoice Background Template — Add Logo #
Every PDF invoice is generated against a background PDF template. Replacing this file is the easiest way to update your company logo or adjust any static background element (letterhead, footer, watermark) that appears on all invoices.
- Download — retrieve the current background file so you can inspect or edit it.
- Upload / Replace — upload a new PDF to replace the background. The new file takes effect on the next invoice generated.
If no background file has been uploaded yet, the option shows Upload. Once a file is present it switches to Replace.
QR Invoice Banks #
This section lists all bank accounts that have a QR IBAN configured and are therefore able to generate QR invoices. Each entry shows the bank name and its QR IBAN.
If no banks with a QR IBAN are configured, a warning is shown. In that case, go to Bank Accounts and add a QR IBAN to at least one account before enabling the QR slip.
Use the Manage Bank Accounts link at the bottom of the tab to open the Bank Accounts page directly.
Click Save at the bottom of the page to apply changes made in the Company, Settings, Accounting, Number Sequences, and Email tabs.