The setup wizard prepares a new organization's books. It covers country and base currency, tax and fiscal settings, tax codes, the chart of accounts and document numbering. You run it once per organization, and nothing else in SolaCount opens until it is finished.
Where to find it
- When setup is incomplete, SolaCount sends you to it automatically. The panel shows Finish setup to start using Finance and a Finish Setup link.
- URL:
/orgs/{organization}/setup/step-1(later stepsstep-2,step-3,step-4). - After setup, you can review the result from Settings → Settings Overview → Organization Setup (health checks), and edit tax settings from there.
The step bar at the top shows Step x/4: Organization, Tax & Controls, Tax Codes, Accounts & Numbering.
Who can run it
| Action | Permission | Default roles |
|---|---|---|
| View the wizard | setup.view |
Owner |
| Save any step / finish | setup.edit |
Owner only. Managers, Accountants, Approvers and Viewers are denied by default. |
Without permission you see: "Finance setup can only be completed by the organization owner or a member with setup permission. Ask the owner to finish setup." You also need to be an active member of the organization with SolaCount enabled and assigned to you.
Step 1: Organization
The page has two cards.
Organization Identity (read-only, marked "Managed on Solavel System - synced automatically"): Display Name, Legal Name, Registration #, Type, Email, Phone, Website, and the Registered and Physical addresses. These come from your organization in the Solavel Portal: "Organization details are synced from Solavel System. To update name, address, or contact info, edit the organization there." A Last sync time is shown.
Finance Settings (editable):
| Field | Required | What it means | Notes |
|---|---|---|---|
| Country | Yes | Country you operate in | Drives the tax regime, default VAT rates, currency and timezone suggestions. If the Portal already has a country, it is pre-selected. |
| Currency | Yes | Your base currency: the reporting currency for the ledger and all reports | Filled in automatically from the country (UAE → AED). Locked after setup. Required before setup can complete. |
| Payment Terms | No | Default days until invoices are due | Defaults to 30 days. 0–365. |
| Doc Language | No | Default language of printed documents | Default, English, Arabic, French. |
| Invoice Footer | No | Text printed at the foot of invoices | Free text. |
| Brand Color | No | Accent color for documents | Pick from the swatches or type a hex value. |
| Logo | No | Image used on documents | Image file up to 5 MB. Leave empty to keep the current logo. |
Click Next: Tax Regime.
What happens: the country and base currency are saved, the base currency is enabled in your currency list, and the wizard moves to step 2.
Step 2: Tax & Controls
The page title is Tax Regime & Fiscal Settings. It is pre-filled from your country's preset (shown as Country preset).
| Section | Field | What it means / options |
|---|---|---|
| Fiscal Year | End Month, End Day | Your fiscal year end. Default December 31. |
| Timezone | Pre-selected from your country (UAE → Asia/Dubai). Any valid timezone. | |
| VAT Configuration | VAT Enabled | Yes / No. Defaults from the country preset. Shows Locked once posted transactions exist. |
| Registration # | Your VAT/tax registration number (TRN in the UAE). Optional. | |
| Filing Period | Monthly, Quarterly or Yearly. Default from the country (Quarterly if none). | |
| Pricing Defaults | Prices Include VAT | Exclusive or Inclusive: whether new documents treat prices as tax-inclusive. |
| Sales Tax Style | Follow pricing, Exclusive or Inclusive. | |
| Tax Rounding | Line rounding or Document rounding. | |
| Precision, Lock & Audit | Money Decimals, Quantity Decimals | 0–6 decimal places. Default 2. |
| Lock Date | Optional. Nothing can be posted on or before it. Usually left empty at setup. | |
| Allow editing posted documents | Toggle. | |
| Workflow & Reconciliation | Reconciliation Frequency | Monthly or Quarterly. |
| Allow custom periods | Toggle. | |
| Require sales orders before invoicing | Toggle. Requires the Sales Orders feature. |
A Configuration Summary on the side updates as you choose (fiscal end, VAT, filing, prices, rounding, money decimals, sales workflow).
UAE TRN format check
If the organization's country is the United Arab Emirates, the Registration # must be exactly 15 digits (no spaces, letters or dashes). Otherwise you see:
A UAE tax registration number must contain exactly 15 digits. Format validation does not verify registration.
SolaCount checks the format only. It does not check the number with the Federal Tax Authority.
Click Next: Tax Codes.
Step 3: Tax Codes
The page Default Taxes / Tax Rates lists the tax rates prepared for your country. For a VAT country the defaults are:
| Code | Name | Rate (UAE) |
|---|---|---|
| TX-STD | VAT Standard | 5% |
| TX-ZR | VAT Zero Rated | 0% |
| TX-EX | VAT Exempt | 0% |
| TX-RC | Reverse Charge VAT | 5% |
| TX-OOS | Out of Scope | 0% |
For each rate you can edit Name, Rate, Scope (Both, Sales, Purchases) and Status (Active). Click Add Tax Rate to add a row (name required, rate 0–100). New rows are marked New and a note shows how many will be created.
VAT posting accounts (VAT Input, VAT Output, VAT Control and related accounts) are provisioned and mapped by the system. You do not pick them here.
Click Next: Chart of Accounts, or Back to return to step 2.
Step 4: Accounts & Numbering
Chart of Accounts
The Chart of Accounts Wizard shows the standard chart for your country with a counter of Required, Optional and Selected accounts.
- Presets: Essential Only, Recommended, All.
- Search accounts... filters the list. All / Clear select or clear optional accounts.
- Header rows are group accounts.
- Required accounts, the control accounts SolaCount needs to post, are ticked and cannot be removed.
"You can add more later from Chart of Accounts."
Document Numbering
"Set prefixes and formatting now (you can refine later in Settings)." One row per document type: Invoice, Bill, Payment, Journal Entry, Credit Note, Debit Note, Sales Receipt, Quote, Sales Order.
| Column | Meaning |
|---|---|
| Prefix | Text before the number, for example INV-. Up to 32 characters. |
| Digits | Minimum digits (zero-padded), 1–10. |
| Reset | Never, Yearly or Monthly. |
| Preview | What the next number will look like. |
Finish
Click Provision & Finish. SolaCount then:
- Creates the selected accounts and the VAT posting accounts.
- Saves the numbering sequences.
- Marks setup as complete.
- Prepares the default SolaStock and SolaProjects connections if your plans include them.
- Reloads into the Dashboard with the full navigation.
If anything fails, nothing is half-created. Fix the message shown and click Provision & Finish again.
You can pause and resume
Each step saves when you click Next. If you leave, SolaCount reopens the wizard at the first unfinished step:
- No country or base currency → step 1.
- Chart not yet provisioned → step 4 (after steps 2–3).
Re-entering never duplicates accounts or tax codes.
What is locked after setup
| Item | After setup |
|---|---|
| Base currency | Locked. Changing it is rejected with "Base currency is locked after setup and cannot be changed." Settings → General Settings shows it as Base currency (locked). |
| VAT Enabled | Locked once posted transactions exist. |
| Country | Set in step 1. Step 1 cannot be reopened after setup (it redirects to the Dashboard), so get it right the first time. |
| Tax settings, fiscal year, precision, lock date | Editable later from Organization Setup → Edit Tax Settings (same form, Save Settings) and Settings → Precision & Lock Date. |
| Tax codes | Editable in Settings → Taxes. |
| Chart of accounts | Add, edit or deactivate in Accounts → Chart of Accounts. |
| Numbering | Editable in Settings → Numbering Sequences. |
Accessibility
Every wizard control has an accessible name: country, currency, timezone and other dropdowns, the color picker and its swatches, toggles and buttons. The wizard works with a keyboard and screen reader, and dropdowns stay within the viewport on small screens. The wizard is available in English and Arabic (right-to-left).
Worked example: Al Noor Trading LLC (UAE)
| Step | Entry |
|---|---|
| 1 | Country United Arab Emirates, Currency AED, Payment Terms 30, Doc Language English, logo uploaded |
| 2 | Fiscal year end December 31, Timezone Asia/Dubai, VAT Enabled Yes, Registration # 100123456700003 (15 digits), Filing Period Quarterly, Prices Include VAT Exclusive, Tax Rounding Line rounding |
| 3 | Keep VAT Standard 5%, Zero Rated, Exempt, Reverse Charge, Out of Scope |
| 4 | Preset Recommended, invoice prefix INV-, 5 digits, Reset Yearly → Provision & Finish |
Result: AED books with a full chart, VAT accounts in place, and the first invoice numbered INV-00001. Typing 100-123-456 as the TRN would have been rejected by the 15-digit rule.
Common problems
- "I can't save anything." Your role lacks
setup.edit. Ask the owner. - "Every page sends me back to setup." The chart hasn't been provisioned. Finish step 4 with Provision & Finish.
- "My TRN is rejected." Enter exactly 15 digits with no spaces or dashes.
- "I picked the wrong base currency." It can't be changed after setup. Contact Solavel support before entering any transactions.
- "The company name is wrong." Edit it in the Portal (Organization). It syncs into SolaCount.