Settings

When you start working in Daxto you will undoubtedly want to change some settings so that your environment is set up the way you want it. In this article you'll read about what you can set and how to do it.

Make sure you are logged into your environment and then go through the Menu to Environment → Settings. You have now arrived at the general settings. Here you can adjust some settings for invoices and VAT, among other things.

General

Under this heading you can start to set the legal form of your company and below that you fill in the date of establishment. Finally, you see the financial lock date. To set this up properly it is recommended that you read this help article.

Relations

Default preferred language for relations

Suppose your customers are mainly from an English-speaking country, then you choose English here. Your customers will then receive all emails and documents you send to them in English. If you are going to add a new person or organization you can change this preference language per person or organization if the default preference language does not apply to them.

Default country, for relations

Just as with the preferred language, here you set the preferred country where the majority of your relations come from. You can also change this for each relation.

Invoices

Invoice number format

{number} causes the invoice number to increase automatically. By default, this number consists of four digits and automatically gets longer when all digit combinations are used so that counting continues neatly.

Last used invoice number

This number automatically increments each time you create a sales invoice and set the status of the invoice to 'Final'. So you don't have to keep track of which invoice number you used last.

Default days due, for sales invoices

You can enter a number of your choice here. This number will be shown when creating a sales invoice and can always be changed per invoice in case a different payment term applies to that specific invoice.

Default sales invoice PDF template

You can customize the template for this PDF so that its appearance matches your company style. We'll explain how to do that later in this article.

Default category, for purchase invoice items

You can choose one of the existing categories here, or you can create a new category yourself. We'll explain how that works later. The category you choose here is the category you see by default on every invoice line you add for the purchase invoice.

Default category, for sales invoice items

The same applies as for the purchase invoices, you can choose one of the existing categories or create your own. You will also see this category with every invoice line you add.

Default financial account on sales invoices

When you registered your Daxto account, you filled in some information including a financial account. The account you entered then is shown here. If you have several financial accounts, you can add them by going to Menu → Accounting → Financial accounts. You can then set one of these accounts as your default if it is preferred over the one you filled in when registering your account.

Default sales invoice email template

As with the PDF, you can customize the template so that the appearance of the email matches your company style.

Tax

VAT declaration interval

Here you have a choice of four options: every month, every quarter, every year or never. For most entrepreneurs, quarterly declarations are required. You can request the tax authorities to file monthly or annual returns, but you must meet a number of conditions to do so.

Default tax mode, for sales invoices

There are two choices here, you can choose that prices are entered excluding tax or including tax. The choice you make here ensures that, as long as nothing changes or there is no exception, you will always use the correct tax mode on your sales invoices.

Default tax mode, for purchase invoices

As with sales invoices, you have two options here: enter prices excluding tax or including tax. For example, if the prices on your purchase invoices are primarily exclusive of tax, it is useful to choose this option as the default.

Default tax group, for purchase invoices

Select the tax group that occurs most often on your purchase invoices here, this way your invoice lines will immediately be in the correct group in most cases.

Default tax group, for sales invoices

The same applies here as to purchase invoices; preferably choose the tax group that applies to most invoice lines.

Autopilot

Autopilot activity

You have a choice of two options here: paused or active. If you choose active then autopilot will automatically send invoice and/or payment reminders. If you don't want it for a while, you can choose to pause it. You can read more about autopilot here.

Autopilot invoice reminder

If you want, you can have autopilot send an invoice reminder 7 days before the sales invoice due date. Note that this is therefore not a payment reminder since the invoice due date has not yet been reached. The other option you can choose here is that you pause the autopilot so it doesn't send invoice reminders.

Autopilot payment reminder

This payment reminder is sent 3, 7 and 11 days after the sales invoice due date. If you do not want this, or want to temporarily disable it, select 'Paused'.

We have now arrived at the end of this page. When you've filled out everything, click the Save button at the top. We can now move on to the next settings page. You get here by clicking on the Pick Settings button. You will now see the following list of settings pages:

• General (where we are now)
• Daxto environment
• Templates
• Categories
• Users
• Verified
• Integrations

Below we explain for each page what you can set there and how to do it.

Daxto environment

On this page you can enter all kinds of settings for your subscription.

Your subscription

Current subscription

Here you will find all the data related to your subscription: the edition and the storage.

Upgrade or downgrade

To up- or downgrade your subscription, you can choose the desired edition here. Then just click on Save Subscription Changes to confirm your choice.

Invoicing

Here you will see an overview of all previous invoicing moments.

Reset environment

If you want to reset your environment you must first check the box to confirm that you understand that the reset will immediately delete all data and files. To reset, click the Reset environment button.

Cancel subscription

Also, if you want to cancel your subscription you must first confirm that you understand that canceling your subscription is done immediately and you will also lose access to your environment immediately. To cancel your subscription, click on the Cancel subscription button.

Templates

On this page you can add a logo, change the look and texts of emails and the look of the PDF for sales invoices. To find out exactly how to do that, read the help article Customize the appearance of sales invoices.

Categories

Before you start adding new categories it is advisable to read through this help article. In it we explain why categories are used, exactly what they are and how to use them. We are now going to explain how you can add new categories to clarify revenues and costs for yourself.

There are results categories and balance categories. The result categories show exactly how your income and expenses are distributed. To get a clear insight, it is therefore important that you book everything in the right category. The balance categories show the assets, liabilities and capital of your company as of a specific date.

Add categories

Click the Add button to add a new category. Be sure to choose in advance whether you are going to add a result category or a balance category by clicking on one of the two categories.

Add results category

You can now start choosing a results type to determine which type your new category falls under.

Once you have chosen the type you can start filling in the category name. After that you can choose if the category will be a subcategory of another one, or if it stands on its own. Finally, to make things extra clear, for example for your bookkeeper or accountant, you can also add the relevant RGS ledger account. Don't forget to click the Save button when you have filled out everything.

Add balance category

As with the results, here you choose a type to begin with. For more explanation of these categories, there is this help article.

Then you are going to fill in the category name here as well with possibly the corresponding category and/or the RGS ledger account. Now just click on Save after you have entered everything and the category is ready for use.

Are you not completely satisfied with the category name, or did you make a mistake while filling it out? That doesn't matter, you can always change it by clicking on in the overview to edit it. You cannot delete categories, the reason for this is that the category might be in use.

Users

You can add multiple users if you want. For example, because you want to give a colleague or accountant (temporary) access to your Daxto environment. Below we explain how this works.

Inviting others to join.

To invite someone you first choose the role for which you want to invite this person. If the right role is not yet available you can add it yourself, we will explain this later. When you have chosen the role, enter the email address of the person you want to give access to. The last step is to click the Send Invitation button. After this someone has 48 hours to accept the invitation.

Sent invitations

All invitations you have sent can be seen in this overview. You can also see what the invitation code is, the role and when the invitation expires.

Current users

In this list you will see all users who have access to your Daxto environment, their email address, when their last activity was and what their role is.

Current roles

This is where you can start adding new roles. There are two default roles, you cannot delete them and their permissions cannot be changed. You can however change the name of the role if you wish. Click Add to add a new role.

Role settings

At role name enter the name you have chosen for the new role you want to add. Next, at permissions you can check all the boxes that apply to this role. This ensures that someone can only use the permissions that are checked. For example, if you only want a colleague to be able to create and edit sales invoices, then you check the boxes that apply to sales invoices.

Unlike the two default roles, you can edit and delete the roles you have added yourself. When you're done, click Save and your new role is ready for use.

Verified

Integrity and trust are an important part of doing business. Verification compares details from your environment to official sources. Being less than fully verified may limit some features of this service.

Integrations

Integrations can be used to connect other software to Daxto, or Daxto to other software. Integrations require Daxto Premium or Enterprise. Integration with Exclusive-IT Foundation e-commerce software is available for all Daxto editions.