Setting Up a Dataset on Neo-Ledger Documentation

Cloud Storage

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Cloud Storage #

Neo-Ledger can store generated documents (invoices, credit notes, statements) directly in cloud storage. Connecting a cloud drive is optional but strongly recommended — it means every PDF you generate is automatically saved and accessible from anywhere.

Supported services #

Google Drive — stores documents in a folder in your Google Drive (or a Shared Drive)

Note: Cloud storage integration must be enabled by your system administrator. The Connect Google Drive button only appears if the API keys have been configured on the server.

Users & Roles

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Users & Roles #

Neo-Ledger controls dataset access through roles — named sets of permissions you assign to users. Define what each role can do, then invite people and give them the right role. This page covers both.

For an overview of access levels, see Inviting Users to a Dataset.

Creating and editing roles #

Navigate to System → Roles.

Role fields #

Field	Description
Description	A human-readable name for the role shown to admins (e.g. “Senior Accountant”, “Read-Only Auditor”)
Access Controls	The set of permissions granted to users holding this role

Permission structure #

Permissions are grouped by module. Each group has a parent checkbox (selects/deselects all in the group) and individual sub-permissions:

Defaults

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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.

Chart of Accounts

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Chart of Accounts #

Your Chart of Accounts (CoA) is the backbone of your accounting — every transaction in Neo-Ledger posts to one or more accounts defined here. Getting it right up front saves you from re-posting later. Go to System → Chart of Accounts to review and manage your accounts.

Account list #

The account list shows all accounts in your chart. Columns include:

Column	Description
Account Number	Unique identifier for the account. Click to open the account editor.
Description	Human-readable account name.
Type	Account type: Asset, Liability, Equity, Income, or Expense.
Contra	A `*` indicates this is a contra account (e.g. accumulated depreciation).
Link	Indicates special system links (AR, AP, Tax, etc.).
Closed	Shown if the account is closed.
Categories	Dashboard grouping tags assigned to this account. Does not affect journal or financial reports.

Use the Export button to download the list to Excel, or Print to generate a printable PDF.

Taxes

Mon, 01 Jan 0001 00:00:00 +0000

Taxes #

Neo-Ledger automatically calculates and posts tax on your transactions — but it needs to know which rates apply. Go to System → Taxes to configure the tax rates for your dataset.

How taxes work in Neo-Ledger #

Tax rates in Neo-Ledger are linked to Chart of Accounts entries. An account must first exist in your chart (with the appropriate Tax link assigned) before it can appear in the tax configuration. This means:

Currencies

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Currencies #

Neo-Ledger can handle transactions in multiple currencies. Add any foreign currencies your business works with at System → Currencies, and Neo-Ledger will track exchange rate differences automatically.

Your base currency #

The base (home) currency is set when the dataset is created via the Chart of Accounts template. It cannot be changed after creation. All reports and account balances are expressed in the base currency.

Adding a foreign currency #

Click Add Currency to open the dialog.

Bank Accounts

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Bank Accounts #

Linking your bank accounts in Neo-Ledger makes QR bill generation, reconciliation, and automated imports work. Go to System → Bank Accounts to set them up.

The bank account list #

The list shows all configured bank accounts. Use the Export and Print buttons to download or print the list.

Click an account number in the list to open the editor.

Account fields #

Bank Information #

Field	Description
Bank Name	Name of the bank (e.g. `UBS`, `Credit Suisse`, `HSBC`). Required.
Closed	Marks the account as inactive. Closed accounts are hidden from payment dropdowns.
Bank Routing/Sort Code	The bank’s routing number, sort code, or BIC/SWIFT code.
Bank Account Number / IBAN	Your account number or IBAN.
QR-IBAN	Your Swiss QR-IBAN. Required for generating Swiss QR bills on invoices. See Swiss QR invoices below.
Invoice Description QR	Text shown in the Additional information field of the QR bill. Supports variables. Maximum 55 characters.
Structured Bank Info	Structured reference data embedded in the QR code. Supports variables. Maximum 85 characters.

Account Details #

Field	Description
Account (GL)	The linked ledger account in your Chart of Accounts. Transactions posted to this bank account will debit/credit this GL account.
Currency	The currency this bank account operates in.
Description	A descriptive name for internal use (e.g. `Main Operating Account`, `EUR Payments Account`).

Address (optional) #

You can record the bank’s address for reference. This information may appear on generated payment documents.

Document Templates

Mon, 01 Jan 0001 00:00:00 +0000

Document Templates #

Neo-Ledger generates professional PDF documents — invoices, credit notes, statements — using LaTeX templates. If you need to adjust the layout, wording, or branding on any document, go to System → Templates.

Each document type (sales invoice, vendor invoice, statement, etc.) has its own template file. The template language was selected when you created your dataset.

Viewing templates #

Use the Select Template dropdown to choose a template to view or edit. Templates are organised by document type.

Manage Workstations

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Manage Workstations #

Workstations are how Neo-Ledger handles sign-off. When AR or AP transactions need a second pair of eyes before they post, you route them to a workstation, and the users assigned to that workstation see them on their Approvals page. For Accounts Payable, workstations also enforce approval limits — capping how much any one user can post.

Navigate to Stations → Manage Stations to set them up.

Administering workstations requires the stations.manage permission. The end-user view of workstations is at Approvals.