Settings is where you configure SolaCount for your organization: accounting defaults, taxes, currencies, numbering, PDF designs, pricing, approval workflows, fiscal periods, recurring templates, API access and data migration. Organization identity, team members, app access, billing and your personal account are managed in the Solavel Portal. Settings links to them.
Where to find it
- Rail: Settings (gear icon). The panel lists every section.
- Settings → Settings Overview (
/settings), also from Dashboard → Settings Overview and the profile menu, shows every section as a card, grouped by area.
The overview is titled Settings ("System configuration & preferences"). Its section cards are arranged in two columns on screens 1280 px wide and wider and in one column below that, packed without gaps.
Managed in your Solavel portal
At the top of the overview, the Managed in your Solavel portal box ("Opens solavel.com in a new tab") explains: "Workspace-wide administration (organization, team, access, billing and your account) is managed in your Solavel portal. Finance-specific accounting rules, document behavior, and workflow settings remain here." Its shortcuts:
| Shortcut | Opens | Use it to |
|---|---|---|
| Organization | Portal → your organization | Edit name, legal name, addresses, contact details, registration number. These sync into SolaCount. |
| Team | Portal → organization members | Invite people, change roles, remove members. See Team. |
| Access | Portal → organization apps | Turn SolaCount and other apps on or off for the organization and assign them to people. See Users & permissions. |
| Billing | Portal → billing | Change plan, renew, invoices. See Subscriptions. |
| Account | Portal → your settings | Your name, password, sign-in methods. |
The box also shows counts of Organizations, Taxes and Currencies.
There is no separate email/SMTP settings page in SolaCount. Document emails are sent by Solavel from the document's own Send action. See Send a document.
Organization & General
Plan & Features
/settings/plan-status. Titled Plan & Usage ("Review your organization plan, allowances, and current usage.").
- Current plan, your Role, Subscription, Billing cycle, Subscription source, Effective period, Entitlement status.
- Each feature with a status: Included and active, Granted by administrator, Enabled by organization, Available but disabled, Requires another plan, Unavailable because of permission, Disabled by organization, plus Separate applications and integrations (SolaStock, SolaProjects).
- Usage and limits for the current subscription period: used of limit, Remaining, Unlimited, At the effective limit, Over limit by n, and when it Resets.
Optional modules your plan includes can be turned on or off here (owners).
General Settings
/settings/general. Titled Finance Settings.
| Field | Meaning |
|---|---|
| Base currency (locked) | "Set once during organization setup. Cannot change later." |
| Fiscal Year Start | Start of the fiscal year |
| Reconciliation Frequency | monthly / quarterly |
| Reconciliation Due Day | 1–28 |
| Allow reconciliation gaps | When off, each new bank statement must start the day after the last reconciled end date |
| Posting basis | Accrual (only) |
| Rounding precision | Decimal places for document totals |
| Rounding level | Document |
| Show account codes in the app | When off, only names show (search still matches codes) |
| Show account codes in reports | Independent of the app setting |
| Account code display format | Short code — 4-digit (e.g. 6001) or Full code — 13-digit (e.g. 6110100000000) |
Click Save Settings.
Below the fields, the VAT and organization tax settings card shows whether VAT is enabled and lets a member with the setup edit permission switch it on (VAT Enabled → Save VAT settings). It is locked once the organization has posted transactions. See Taxes & VAT.
Organizations
/settings/organizations. Lists the organizations you belong to and opens each one's details. Owners also find the SolaCount features, roles and user permissions editors for each organization here. Use them to grant or revoke individual SolaCount permissions for a role or a person. To add members or change their role, use the Portal (Team).
Contacts & Parties
/settings/contacts. "Manage all people and companies connected to sales and purchases." It is a directory of contacts shared across customers and suppliers. The contacts icon in the top bar opens a quick search of the same directory.
Organization Setup (overview card)
Opens Health Checks for your setup: organization, timezone, fiscal year (warns "No open fiscal year"), tax settings, periods, posting accounts and issues, a VAT Calculation Test (base, tax, total), and Edit Tax Settings. That opens the same form as wizard step 2 with a Save Settings button. See Setup wizard.
Accounting & Tax
Account Defaults
/settings/account-defaults. "Default GL accounts used for invoices, bills, payments, and tax entries."
| Section | Fields |
|---|---|
| Control Accounts | Accounts Receivable (AR), Accounts Payable (AP), Default Cash / Bank, Retained Earnings |
| Revenue & Expense Defaults | Default Sales Revenue, Default Purchases Expense |
| Discount Posting | Discount Posting Mode: Net Posting (discounts reduce revenue/expense directly) or Gross Posting with Discount Accounts (gross amount plus separate discount lines). Discount accounts are system-managed. |
| VAT Posting Accounts | VAT Posting Mode: Separate (sales VAT to VAT Output, purchase VAT to VAT Input) or Single VAT Control account (both to VAT Control). Shows which VAT accounts are Active. VAT accounts are system-managed. |
| Fixed Assets & Depreciation | Fixed Assets (PPE), Accumulated Depreciation, Depreciation Expense, Gain on Asset Disposal, Loss on Asset Disposal, Asset Clearing ("Clearing account for asset acquisitions in transit"). Asset Clearing is also offered on bill account lines for equipment or freight bills you will capitalize later (Bills). |
| Inventory & Opening Stock | Default internal-consumption expense account (listed first, beside the inventory asset, opening balance equity and adjustment gain/loss accounts): "Used after item and category defaults. Posting requires an active, postable expense account; no account is guessed." The list offers only active, postable expense accounts of this organization. See Internal consumption accounts. |
An account used here can't be deleted from the chart until you change the default.
Taxes
/settings/taxes. Tax rates and codes, scopes (sales/purchases/both), classifications and VAT settings. See Taxes & VAT.
Precision & Lock Date
/settings/precision-lock. Titled Precision, Lock & Audit.
| Field | Meaning |
|---|---|
| Money (amounts) | Decimals for amounts (0–6) |
| Quantity | Decimals for quantities (0–6) |
| Exchange Rates | Decimals stored for rates (2–10) |
| Lock Date | "No transactions can be posted on or before this date." Leave empty to disable. |
| Allow editing posted documents | Toggle |
| Allow deleting posted documents | Toggle |
| Require audit reason when editing posted documents | Toggle |
Every change to these seven fields is saved together with a financial_controls_updated audit record (old and new values, who and when); if the audit record cannot be written the change is not saved. See Fiscal years & lock dates.
Dimensions (Professional+)
Analytic tags (department, branch, project, campaign) with values, import/export of values, and requirement rules. See Dimensions & custom fields.
Custom Fields (Professional+)
Extra fields on customers, invoices, bills and more: create, reorder, make required, deactivate. See Dimensions & custom fields.
Mileage Settings
Default reimbursement rate and posting accounts. See Mileage.
Currencies (Professional+)
Enable foreign currencies and maintain exchange rates. See Multi-currency.
Documents & Numbering
Numbering Sequences
/settings/document-sequences. Titled Document Sequences ("Configure document number prefixes, year segment and counters").
Document types: Invoice, Bill, Expense, Payment, Journal Entry, Credit Note, Debit Note, Sales Receipt, Quote, Sales Order, Fixed Asset, Asset Disposal.
| Column | Meaning |
|---|---|
| Prefix | Plain text you own, e.g. INV- (defaults: INV-, BILL-, EXP-, PAY-, JE-, CN-, DN-, SR-, QTE-, SO-, FA-, FA-DISP-) |
| Use Year | Adds a year segment after the prefix |
| Year Format | 2-digit (INV-26-00001) or 4-digit (INV-2026-00001) |
| Min Digits | Zero padding (5 → 00001) |
| Next Number | The next counter value |
| Preview | The resulting next number |
Use Editing year to view a past year (for review or correction), edit the current year, or pre-set a future year. Each year keeps its own counter. Documents already created keep their numbers. Click Save.
PDF Templates (Standard+)
See PDF templates.
Pricing & Segmentation (Premium+)
Price Lists, Pricing Rules, Customer Groups. See Pricing & price lists.
Workflows & Automation
| Item | What it does | Plan |
|---|---|---|
| Approval Workflow | "Multi-level approval rules for documents": which documents need approval, steps, approvers and amount thresholds | Application-wide approvals: Advanced+ |
| Sales Workflow | "Require Sales Orders before invoicing" and sales approval rules | |
| Workflow Rules | Automation rules | Standard+ |
See Workflow & approvals.
Accounting Periods
- Fiscal Years: "Define fiscal year start, end, and status".
- Periods: "Open or close monthly accounting periods".
See Fiscal years & lock dates.
Recurring Transactions
All Templates: "Schedule auto-generated invoices, bills, and journals". The count badge shows templates that need attention. See Recurring.
Integrations
API Access (Professional+): "Manage API tokens and external integrations". Create a key (shown once), revoke keys, and review usage under Reports → Accountant → API Usage. Keep keys secret.
Data management
Data Migration Center: "Upload files, match information and review before importing." See Data Migration Center.
Permissions
- Viewing Settings needs
settings.view. Changing core settings needssettings.manage(Owner by default). Who may do what in SolaCount, including the Sales and Purchasing roles, is in Roles and permissions. - PDF templates need
settings.pdf_templates.view/.manage. - Sections your plan doesn't include are hidden or listed under Premium Features with the required plan.
Common tasks
| I want to… | Go to |
|---|---|
| Change invoice numbering | Settings → Numbering Sequences |
| Lock last month | Settings → Precision & Lock Date → Lock Date |
| Add a VAT rate | Settings → Taxes |
| Change which bank account is the default | Settings → Account Defaults → Default Cash / Bank |
| Hide account codes | Settings → General Settings |
| Add a team member | Portal → Team |
| Upgrade the plan | Portal → Billing (or Plan & Features → View plan options) |