Setting up BSuit for a new organisation

#Purpose

Use this chapter when a new organisation (tenant) or a new company is being prepared for use. It lists the configuration in dependency order: each step relies on the ones before it. Skipping ahead is the most common reason a first transaction cannot be saved or posted.

#What BSuit creates for you

When a tenant is provisioned, several masters are seeded automatically so you do not start from empty screens.

#Step 1 — Company, base currency and country

1. Open Administration › Companies and edit the company created for you (or create one).
2. Set the legal name, country, address and logo.
3. Set the company currency. This is the base currency used by foreign-exchange revaluation and consolidation.

#Step 2 — Install modules

Administration › Modules lists the modules available to your plan. Installing a module that depends on another is refused until the dependency is installed ("Module … depends on modules that aren't installed"). Only administrators can install modules.

#Step 3 — Taxes and exchange rates

1. Create each tax and its rate in Administration › Taxes; link product-specific taxes in Product taxes.
2. Check Administration › Exchange rates. The seeded provider fetches daily rates; add manual rates for currencies it does not cover.

#Step 4 — Fiscal year and periods

1. Open Finance › Fiscal years. The first year and its 12 monthly periods were created at install.
2. For later years, create the year, then open Finance › Fiscal periods and make sure its periods exist.
3. Postings are refused in closed periods, so check the current period is open before go-live.

#Step 5 — Chart of accounts

1. Review the seeded ledger groups (Asset, Liability, Income, Expense, Equity) and ledgers.
2. Create a ledger for each bank account and link it to the bank.
3. Make sure an Equity group exists: year-end close moves profit into Retained Earnings under Equity.
4. Choose the FX gain and loss ledgers if you use foreign currencies (needed for automatic revaluation).
5. Create the control and posting ledgers other modules need: inventory (stock, goods-received control, COGS, variance), purchase-invoice posting (AP control, default expense), payroll posting and travel-expense posting.

#Step 6 — Record types and numbering

Each voucher type (cash receipt, journal, sales invoice…) is a record type. Its prefix, next number, padding and reset rule decide the document number; its flags decide whether it needs approval, a party account, a project, and whether it moves stock.

#Step 7 — Approval workflows

1. Open Workflow automation › Templates to review the seeded approval templates.
2. Link each template to the record type it approves (only super administrators can change templates and links).
3. Set up delegations for approvers who will be away (Workflow automation › Delegations); a delegate can act only on steps that allow delegation.

#Step 8 — Users, roles and security

Create users in Identity › Users and give them roles. See the chapter “Roles and access” for how permissions work.

#Step 9 — Email and print templates

1. Add your mail server in Administration › Email configurations and use its Test action.
2. Review the seeded print templates and email templates and apply your branding.

#Before the first transaction: checklist