Getting Started

Getting Started: Configuring Your System

This guide will help you set up your system after creating a new database. You will configure companies, warehouses, fiscal positions, point-of-sale sessions, users, and other essential settings.


1) Creating a Company

A company is the core entity of your system. All operations like sales, purchases, and accounting are linked to a company. Follow these steps to create one:

Steps to Create a Company:

  1. Navigate to: Settings > Companies > Companies.

    Click the Create button to add a new company.

    Fill in the required details:

    • Company Name – Enter the name of your company.
    • Address – Fill in the official address.
    • Phone & Email – Provide contact details.
    • Currency – Select the default currency for the company.
    • Timezone - Select  the Particular timezone for your company.
  2. Add any additional optional information such as Tax ID, Website,  Logo and etc.
  3. Click Save to create the company.


2) Setting Up Fiscal Position and Accounting


After creating the company, the next step is to configure the accounting setup. To do this, you need to set the Fiscal Position.

The fiscal position determines the tax rules, default accounts, and other accounting configurations for your company. Once the fiscal position is set, the system can automatically install the necessary journals and other required accounting elements, ensuring that your financial operations are properly configured.


( Note: If you have created multiple companies, you need to set the fiscal position for each company individually. Make sure to select one company at a time when configuring the fiscal position to ensure the settings are applied correctly.)


Steps to Configure Fiscal Position:

  1. Navigate to: Settings > Invoicing > Fiscal Positions.
  2. In that field, select your country and save the record. The system will then automatically create and install the required accounting journals.


3) Creating Warehouses for All Companies


Warehouses are essential for managing your inventory and stock movements. Each company can have one or more warehouses based on its operations.

Steps to Create a Warehouse:

  1. Navigate to: Inventory > Configuration > Warehouses.

    Click Create to add a new warehouse.

    Fill in the required details:

    • Warehouse Name – Enter a unique name for the warehouse.
    • Company – Select the company this warehouse belongs to.
    • Short Name - Add a Short Code for the Warehouse

    • Address – Enter the warehouse address (optional but recommended).

      Configure additional settings if needed:

  2. Click Save to create the warehouse.

Note: Repeat this process for each company if you have multiple companies in your system.

4) Configuring Point of Sale (POS) Sessions


Point of Sale (POS) sessions allow your users to handle sales transactions efficiently. Each POS session is linked to a company and its warehouse.


  • Before creating a POS session, make sure to select the company in the header section for which you want to create the session.

Steps to Configure a POS Session:

  1. Navigate to: Point of Sale > Configuration > Point of Sale.

    Click Create to add a new POS session.

    Fill in the required details:

    • POS Name – Enter a unique name for the POS session.
    • Custom Receipt - Check the Custom Receipt checkbox and select Insurance Payment Receipt from the receipt format options.
  2. Click Save to create the POS session.

Note: If you have multiple companies or warehouses, create separate POS sessions for each combination as required.


5) Creating User Roles and Users, and Assigning Roles


Before users can access the system, you need to create User Roles to define permissions and then create Users, assigning them the appropriate roles.


A) Creating User Roles

  1. Navigate to: Settings > Users & Companies > User Roles.
  2. Click Create to add a new role.
  3. Enter the Role Name and configure all permissions, including menus to hide if needed.
  4. Click Save to create the role.

Reference: A separate detailed documentation is available for creating user roles and assigning roles to users:

Creating User Roles and Assigning Roles

B) Creating Users and Assigning Roles

  1. Navigate to: Settings > Users & Companies > Users.

    Click Create to add a new user.

    Fill in the required details:

    • User Name
    • Email
    • Company

    • Allowed Companies:  Select all the companies to which you want to give access for this user.


  2. In the Roles section, select the role(s) you want to assign to this user.
  3. Click Save to create the user.

Note:

  • Assign roles carefully to ensure users have access only to relevant menus and features.
  • If a menu should be hidden for a specific user, configure it via User Role > Hidden Menu settings.

6) Creating Employees and Physicians (Doctors)


Employees and physicians need to be created in the system to manage Appointments, Sale Orders, and medical operations effectively.


A) Creating Employees

  1. Navigate to: Employees > Employees.

    Click Create to add a new employee.

    Fill in the required details:

    • Employee Name
    • Job Position
    • Company – Select the company the employee belongs to.
    • Work Contact Details – Phone, email, etc.
  2. Click Save to create the employee record.

Note:

  • If you need to create a Physician (Doctor), simply tick the “Appointment” field while creating the employee.


7) Appointment Configuration


Appointments allow your physicians and employees to manage schedules and patient interactions efficiently.


Reference: Detailed documentation for appointment configuration is already available. You can refer to it here:

Appointment Configuration Documentation


8) Creating Vendors (Suppliers)


Vendors (or suppliers) are required to manage purchase orders, inventory replenishment, and supplier payments.


Steps to Create a Vendor:

  1. Navigate to: Accounting > Vendors > Vendors.

    Click Create to add a new vendor.

    Fill in the required details:

    • Vendor Name – Enter the supplier’s official name.
    • Company – Select the company the vendor is associated with.
    • Contact Details – Include phone number, email, and address.
    • Payment Terms – Configure default payment terms if required.
    • Transmission Method -  If the vendor requires integration with any external system (e.g., Lensmate, Rx Universe, ABB, Visioweb), select the appropriate option in this field.
  2. Add any additional optional details like Tax ID, Bank Account, or Reference Code.
  3. Click Save to create the vendor record.

Note:

  • Ensure the vendor is linked to the correct company to avoid accounting or purchase issues.
  • Vendors can later be used in purchase orders, bills, and inventory operations.


9) Creating Insurance Companies, Insurance Plans, and Insurance     Networks


A) Creating Insurance Companies :-


You can follow the official steps to create a new insurance company in the system.

How to Add New Insurance Companies


B) Creating Insurance Plans :-


You can follow the official steps to create a new insurance  in the system.

How to Add New Insurance Plans


C) Creating Insurance Networks :-


You can follow the official steps to create a new insurance Networks in the system.

How to Add New Insurance Networks


10) Creating Insurance Tags and Patient Pays Tags


A) Creating Insurance Tags :-


You can follow the official steps to create a new insurance tags in the system.

How to Add New Insurance Tags


B) Creating Patients  Pays Tags :-


You can follow the official steps to create a new  patients pays tags the system.

How to Add New Patients Pays Tags

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