Business details and shop setup
Business details holds the facts about your shop that print on your documents: name, VAT number, address, phone, email and logo. It also holds one price rule and two counter rules. Shop & counter setup is a checklist that shows what is still missing before you start selling. Neither screen posts anything to your accounts. Neither changes a document you already saved.
- Where
- Settings › Business details, and Settings › Shop & counter setup (both under Business in the Settings menu)
- Number
- None
- Posts to
- Nothing. These screens change settings, not your accounts
- Who
- Admins only
What it’s for
Section titled “What it’s for”Business details
Section titled “Business details”- Correct your Company name. It shows in the sidebar and on documents you print from now on.
- Keep your VAT number (TRN) and your tax invoice address.
- Keep your Phone, Email and Logo for bills and documents.
- Say whether your product prices already include VAT (Product prices include tax).
- Set two rules for the till: how a cash difference is handled when a register closes, and whether a price change needs a reason. See Counter rules below.
Settings opens on Business details.
Shop & counter setup
Section titled “Shop & counter setup”- See, in one list, which parts of the shop are set up and which still Needs attention.
- Jump straight to the screen that fixes each one.
- Read two short guides: Add a counter or PC and Before live trading.
- See whether your last backup worked (admins only).
The checklist only looks at what you have saved. It does not change a setting, test a printer, or open or post a sale.
Settings that are not on these screens
Section titled “Settings that are not on these screens”Some settings people expect here live elsewhere, and some do not exist in the app.
| Setting | Where it is |
|---|---|
| Currency | Chosen when the company was first set up. It cannot be changed afterwards |
| Time zone | Chosen at first setup, also fixed. The app works out today’s date for your company in this time zone |
| Legal name | There is one Company name. The app has no separate legal name |
| Financial year | The app has no financial-year setting. To stop changes to past dates, use Lock dates in Settings |
| Whether you are VAT registered, the date registration started, the Emirate you supply from | VAT rates. Your VAT number stays here, in Business details |
| Which cash drawers a person may use, and their default drawer | Cash drawers this person may use and Default cash drawer, in Users & access |
| Adding a cash drawer or a bank account | Cash and bank accounts |
| Card machines | Card payouts. Each machine keeps its own account, “Card clearing - ‹machine›” |
| Which stock location and drawer a register uses | Chosen each time a register is opened. See Opening and closing the register |
| Receipt printer, and printing a receipt automatically after each sale | Settings › Printing, in the This till section. When a register is open, the choice is saved for that register |
| Purchase cost code on labels | Label setup. See Bundles and labels |
| Held sales | No setting. Held sales stay on the browser that held them. See Selling at the till |
Fields
Section titled “Fields”Business details: name, tax number and address
Section titled “Business details: name, tax number and address”| Field | What it means | What it changes |
|---|---|---|
| Company name | Your shop’s name, 2 to 200 characters. Leading and trailing spaces are removed | Shows in the sidebar and on documents you print from now on. Documents already printed keep their old name. The change is kept in the audit log with the old and new name. After saving, the new name shows on every screen once you reload the page |
| VAT number (TRN) | Your tax registration number, up to 80 characters. Leave empty if you have none. A VAT registered shop needs a 15-digit number | Printed in the header of documents that carry VAT. An invoice issued while the shop was not VAT registered never prints it |
| Tax invoice address | First line of your address. Up to 200 characters | Shown as your address on tax invoices you save from now on |
| Address line 2 | Up to 200 characters. Needs the first line to be filled in | Part of the same address |
| City | Up to 120 characters | Part of the same address |
| Region / emirate | Up to 120 characters | Part of the same address |
| Postal code | Up to 40 characters | Part of the same address |
| Country code | Two letters, such as AE. Small letters are changed to capitals | Part of the same address |
If you fill in any address field, you must also fill in Tax invoice address, the first line.
Business details: phone, email and logo
Section titled “Business details: phone, email and logo”These three are kept with your print design. Settings › Printing shows the same values, and a change in one place shows in the other.
| Field | What it means | What it changes |
|---|---|---|
| Phone | Up to 40 characters, on one line | Printed on bills and documents |
| A valid email address, up to 254 characters | Printed on bills and documents | |
| Logo | A PNG or JPEG picture of 256 KB or less. SVG is not accepted | Printed on documents. With no logo, prints show the company name only |
The logo is the only part that saves at once: when you choose a picture, it is uploaded without pressing Save changes. Phone and email wait for Save changes.
Business details: prices
Section titled “Business details: prices”| Field | What it means | What it changes |
|---|---|---|
| Product prices include tax | Tick it when the prices in your catalogue already contain VAT. Leave it off when they are before VAT | From the next sale on, every product price is read the new way. A new paid expense line starts with Amount includes tax ticked or not to match. Documents already saved keep the setting they were saved with |
Before it saves a change to this box, the app asks you to confirm and shows an example. Switching it on, a product priced 100.00 sells for 100.00 in total (95.24 plus 4.76 tax at 5%) where it sold for 105.00 before. Switching it off, the same product sells for 105.00 (100.00 plus 5.00 tax) where it sold for 100.00. The 5% is only an example. Each product keeps its own VAT rate.
Business details: counter rules
Section titled “Business details: counter rules”Each rule is saved on its own and shows its own Changed badge.
| Field | What it means | What it changes |
|---|---|---|
| Require manager approval for any non-zero cash difference | Off by default | When on, a cashier cannot close a register that has a cash difference. A manager or admin approves it from Open registers. See Opening and closing the register |
| Remind after this many hours | A whole number from 1 to 48. The default is 12 | Saved together with the manager-approval rule. The app never closes a register by itself, whatever number you enter |
| Require a reason for item price changes | On by default | When on, the till asks for a reason whenever an item’s price is changed. Switch it off to stop asking. Saved sales keep their automatic price record, and discounts, refunds and cash differences still need their reasons. See Selling at the till |
Shop & counter setup: the checklist
Section titled “Shop & counter setup: the checklist”Each row says Complete or Needs attention, and has a link that opens the screen to fix it. The top line says, for example, “6 of 8 checks complete”. Rows are in four groups.
| Group | Check | It is complete when | Link goes to |
|---|---|---|---|
| Business | Invoice address | The first address line is saved | Business details |
| Business | Tax settings | Someone has said whether the shop is VAT registered. The built-in “No tax” rate does not count | VAT rates |
| Products and stock | Products you can sell | At least one active product is on the till | Products |
| Products and stock | Stock to sell | At least one product has stock | Inventory |
| Products and stock | Stock locations | At least one stock location is available | Inventory |
| Counter and people | Cash drawers | At least one active cash account exists, counting drawers already in use | Cash and bank accounts |
| Counter and people | Staff access | At least one active user exists. One owner login is enough for a one-person shop | Users & access |
| Standard accounts | Standard accounts | Every standard account the app needs is found and active. It reads, for example, “‹n› of ‹total› standard accounts are ready” | Accounting |
Under Next step the app names the first row that is not complete, with a link. When every row is complete it says “Everything this list can check is complete. Finish the steps under Before live trading.” If an account is missing or archived, it gets its own row below the summary.
A VAT status row appears first, only after an update when your old records show VAT and no VAT answer was saved yet. Until it is answered, till sales and sales deliveries that carry VAT are not saved. It comes with a box titled “Confirm your VAT status before selling”. Only a person who may change VAT settings sees the choice in that box: Yes, registered for VAT or No, not registered for VAT. A registered shop must also give the VAT number (15 digits), Registered since and the Default Emirate of supply.
Buttons
Section titled “Buttons”Business details
Section titled “Business details”| Button | When you see it | What happens | Accounts |
|---|---|---|---|
| Save changes | Always. Greyed out until something changes, and while saving (“Saving…”) | Saves only the parts you changed. Each part saves on its own, so one can fail while the others save | No change |
| Choose logo / Replace logo | Admins | Picks a PNG or JPEG and saves it at once | No change |
| Remove logo | When a logo is saved | Removes it at once. Prints show the company name only | No change |
| Yes, prices include tax / Yes, prices are before tax, and Keep as it is | After Save changes, when the price box changed | The yes button saves the new price basis. Keep as it is saves nothing and leaves your edit on screen | No change |
| Try again | When phone, email and logo could not load | Loads them again. The company details stay usable meanwhile | No change |
| Reload register closing, Reload POS price changes | When that rule could not load | Loads that rule again. The rest of the screen stays usable | No change |
What you see after Save changes: a message “Business details saved” when everything saved. If nothing changed, for example when you press Enter in a field, you see “Nothing has changed.”
The footer says what is waiting, such as “Unsaved changes: Company details, Phone and email.” or “Nothing has changed yet.”
The four parts are named Company details (name, VAT number, address, price box), Phone and email, Register closing and POS price changes.
Shop & counter setup
Section titled “Shop & counter setup”| Button | When you see it | What happens | Accounts |
|---|---|---|---|
| Recheck setup | Always. Greyed out while loading | Reads your saved settings again and rebuilds the list | No change |
| Add a counter or PC | Top of the page | Opens a short guide beside the list | No change |
| Before live trading | Top of the page | Opens a short guide of checks the list cannot do for you | No change |
| Set up / Review, and the Next step link | Each row | Opens the screen for that step. A row that is Complete says Review | No change |
| Open Accounting | Standard account rows | Opens Accounting | No change |
| Open POS / register setup | In the Add a counter or PC guide | Opens the till | No change |
| Confirm VAT status | In the VAT status box, admins only | Saves your answer. See VAT rates | No change |
Add a counter or PC tells you to set the shop up on one PC only. Other PCs and phones connect to that same PC, so every till shares one set of records. On each extra PC you open the shop address you were given, sign in, and open POS. An address starting with localhost works only on the main PC. An address starting with http:// is not encrypted, so use it only on a network you trust. Use the https:// address from outside the shop.
Before live trading tells you to confirm the company, currency, time zone, receipt address, VAT policy and opening balances. It asks you to test barcode scanning, receipt printing, the cash drawer and a shift close with test data. It also asks you to make a backup and check you can restore it on another PC. Last, keep a note of the shop address and who to call for help.
What gets posted
Section titled “What gets posted”Nothing. Saving business details, a logo, a price rule or a counter rule changes no account, no stock and no VAT figure. The checklist only reads.
The settings do change how later work behaves:
- The price box changes how product prices are read from the next sale on. It does not restate a sale or a document already saved.
- A name or address change shows only on documents you print or save afterwards.
- A change to a counter rule applies from the next register close or price change.
Where it shows up
Section titled “Where it shows up”| Place | What changes |
|---|---|
| Sidebar and printed documents | The Company name |
| Tax invoices | The address, and the VAT number on documents that carry VAT |
| Bills and documents | The phone, email and logo, the same values that Settings › Printing shows |
| The till and invoices | Whether product prices are read as including VAT. See Selling at the till |
| Paid expense lines | Amount includes tax starts ticked or not to match the price box |
| Closing a register | The manager-approval rule. See Opening and closing the register |
| Changing an item price at the till | The reason rule. See Selling at the till |
| Settings › VAT rates | Shows your VAT number from here, with a link to change it |
| Top of Shop & counter setup | The last backup line, and the VAT status box when it applies |
What the app blocks
Section titled “What the app blocks”Problems show next to the field. The first problem field gets the focus. When several parts are saved together, you see one message that says what saved and what did not.
| Situation | What you see |
|---|---|
| Company name shorter than 2 characters, or empty | Company name must be at least 2 characters. |
| Company name with unsupported characters | Company name contains unsupported characters. |
| Address line 2, city, region or postal code filled in, and the first line empty | Enter the first address line. |
| Country code that is not two letters | Use a two-letter country code. |
| VAT registered shop saved without a 15-digit VAT number | Use the registered 15-digit UAE TRN. and, next to the field, A registered UAE VAT policy requires a 15-digit TRN. |
| Reminder hours not a whole number from 1 to 48 | Reminder hours must be a whole number from 1 to 48. |
| Email not valid | Enter a valid company email address. |
| Logo is not PNG or JPEG | Choose a PNG or JPEG image. Other types, including SVG, are not accepted. |
| Logo too large | Use a logo of 256 KB or less. This one is ‹size› KB. |
| Someone else changed a counter rule while you had it open | Someone else changed this since you opened it. Their version is loaded; check your values and save again. |
| Part saved and part refused | A message such as Company details saved. Phone and email was not saved: ‹reason› |
| Register closing could not load | Register closing could not load. Retry. |
| POS price changes could not load | POS price changes could not load. Retry. |
| Phone, email and logo cannot be changed | You can see these but not change them. Ask an administrator. |
| The receipt settings could not be read | The saved receipt settings could not be read, so phone, email and logo cannot be changed now. |
| You leave with unsaved changes | Discard the unsaved business details changes? |
Shop & counter setup
Section titled “Shop & counter setup”| Situation | What you see |
|---|---|
| The saved setup could not be read | Could not check the saved counter setup. Reconnect and try again; no setup data was changed. No list is shown, so nothing looks ready by mistake |
| The refresh failed after Recheck setup | Could not refresh shop settings. Reconnect and try again; previous readiness has not been confirmed. |
| The standard accounts could not be read | Could not check the standard accounts. Recheck setup. |
| A standard account is missing | Missing. Anything that needs this account is refused until someone who can manage your accounts restores it. |
| A standard account is archived | ‹code› is archived. Reactivate it before it is needed again. |
Notices that do not stop you
Section titled “Notices that do not stop you”- Backup line. Admins see a line at the top of the checklist. For example “Last backup ‹date time› - OK.” The line turns to a warning when the last backup failed, finished with a warning, or is more than 26 hours old. It then tells you to open the LedgerLite Manager on the shop PC and check the Backup panel. The app shows nothing when it cannot read the backup record.
- Checklist limits. The list does not test your printer, and it does not check your backups. Do those yourself, as Before live trading says.
- Unsaved changes. A line at the bottom of Business details names the parts you changed and have not saved.
Who can do it
Section titled “Who can do it”| Action | Admin | Manager | Cashier |
|---|---|---|---|
| Open Settings, Business details and Shop & counter setup | Yes | No | No |
| Change company name, VAT number, address and the price box | Yes | No | No |
| Change phone, email and logo | Yes | No | No |
| Change the register closing rule | Yes | No | No |
| Change the price-change reason rule | Yes | No | No |
| Answer the VAT status box | Yes | No | No |
Managers and cashiers do not see the Settings area in the standard roles. The rules you set here still apply to them at the till.
These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access. Seeing the company details, changing them, changing phone and email, and changing each counter rule are separate rights. A role that may not change phone, email and logo sees them greyed out. For the other fields, a role without the right sees them, but the save is refused and nothing changes.
Fixing a mistake
Section titled “Fixing a mistake”- The company name has a typo. Correct it in Company name and press Save changes. Documents already printed keep the old name. The audit log keeps both names.
- The address is wrong. Correct it and save. Tax invoices you save from then on show the new address.
- You switched Product prices include tax the wrong way. Switch it back and confirm. It applies from the next sale, so switch it back before you sell. A sale made in between keeps the basis it was saved with.
- The VAT number is wrong. Correct it in VAT number (TRN). A VAT registered shop must keep a 15-digit number.
- The logo is wrong. Press Replace logo or Remove logo. It saves at once, and new prints use it.
- Currency or time zone is wrong. The app has no screen to change either of them.
- A step still shows Needs attention after you fixed it. Press Recheck setup.
- You are not sure what saved. Read the message after Save changes. It names each part and says whether it was saved. Fix the parts it names and save again.
- You are VAT registered but the VAT status box is blocking sales. An admin answers the box on this page, or opens VAT rates.