Company Configuration

This is where your company's identity and the underlying rules that govern how AdmCloud behaves for you live: your fiscal and contact information, the ledger accounts used by default when you sell, buy and manufacture, dozens of preferences that fine-tune how your transactions behave, your document numbering, the layout your documents print in and, if your company is in the Dominican Republic, your Cardnet merchant data. These aren't transactions — they're the base configuration everything else runs on.

Module: System Administration Requires the "Configuration" permission of System Administration (add/edit to save)

What does this area include?

"Company" groups seven related screens, each focused on a different aspect of your company's setup:

Screen	What it's for
Company Information	Name, fiscal ID, country, contact info, address, logo and social media.
Company Preferences	Dozens of switches that adjust how sales, purchases, inventory, the customer portal, services and more behave.
Default Ledger Accounts	The chart-of-accounts entries your inventory and sales transactions use automatically.
Print Format	The layout your invoices and documents use when printed natively.
Document Numbering	The next number, prefix and digit count of each document type and master catalog.
Numbering by Location	An independent numbering sequence for a specific Location. Requires the Enterprise plan.
Cardnet Configuration	Your Cardnet merchant data. Dominican Republic companies only.

Company Preferences

This is AdmCloud's largest configuration screen, organized into tabs. Each tab only appears if your company has the matching module or feature turned on:

General: standard discount, price and stock decimals, discount item, and the rules for billing, receiving or transferring in excess of what was ordered.
Accounting: purchase retention application, journal generation on unauthorized payments, early-payment discount on cash receipts, tax recognition method (accrual or cash basis) and manual sign adjustment on credit card reconciliations.
Sales: automatic sales order authorization, credit limit and overdue-invoice validation, discount percent summing, lot authorization, stock allocation type (Sales Order or Stock Allocation) and default quote stages.
Purchases: requiring an account and an attachment on vendor bills, requiring a purchase order on item receptions, blocking billing of items not received, blocking billing over the purchase order amount, brand controls on purchases, and turning on vendor authorizations (Enterprise).
Inventory: disallowing negative stock, hiding out-of-stock items, validating serials in stock, allowing the same serial on different items and requiring equipment when dispatching supplies.
Services: default assigned technician, a request's default status, standard days and days-without-movement before it's flagged as stalled.
Customer Portal: default location, showing stock and balances by currency, grouping service requests by type and letting customers change their requests' priority.
Mail Server: using your own SMTP server instead of AdmCloud's (host, port, user and password).
Cardnet Tokenization Integration: a legacy card-payment integration; only visible if your company already had it enabled. New integrations should use Credit Card Operators instead.
Profit Centers: requiring a business line, department, location or division on result accounts. Only shown if your company has those dimensions enabled as a profit center.
Banking: settings related to banks and reconciliations.
Security Log: a read-only history of who changed what and when on this screen.

ℹ️

Many individual fields only show up if your company has the related feature turned on (for example, WMS, Sales Budgeting, Brands or Bins). If you don't see a field mentioned here, that feature is probably not active for your company.

Default Ledger Accounts

Defines the chart-of-accounts entries your inventory and sales transactions use automatically, without you having to pick them every time: sales account, cost of goods sold, inventory, sales discounts, sales returns, sales tax, purchase tax, sales tax retention, income tax retention, goods in transit from purchases, inventory adjustments, inventory in transit, currency exchange difference (income and expense), manufacturing accounts (constructions, raw material dispatch, maintenance dispatch, rejected products) and promotion accounts (revenue and cost).

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This screen includes an informational note explaining its purpose right above the form; review it if this is the first time you're setting up these ledger links.

Print Format

Choose, among several predefined designs, how the printed version of your invoices and documents looks when you're not using a custom format. The screen shows a live preview, with your company's real data and logo, of a sample cash invoice for each format before you save it.

4 classic formats are always available. If your company has the modern formats feature turned on, 4 additional, more current designs are enabled (up to 8 in total).

Document Numbering and Numbering by Location

The Numbering screen has two tabs: Entities (master catalogs such as Items, Employees, Customers/Vendors or Projects) and Documents (invoices, orders, receipts and the rest of your transactions). For each one you set the next number, the text prefix and the digit count of the sequential number.

The Repeat Prefix button copies the same prefix to every row on the current tab at once, so you don't have to type it document by document.

If your company has subsidiaries enabled, the Documents tab only shows up when you have a subsidiary selected in your session (document numbering is specific to each subsidiary; entity numbering is shared across the whole company).

On the Enterprise plan, each document can also be flagged as Number by Location; once flagged, you open the Numbering by Location screen from the corresponding Location to give that document, at that specific location, its own next number, prefix and digit count, independent from the rest of the company.

ℹ️

The Formula column (for numbering calculated from variables) is only seen and edited by AdmCloud's internal users or partner firms with the matching feature enabled; it isn't meant for the company's end user.

Cardnet Configuration

Stores your Cardnet merchant data (service URL, merchant type, merchant number and terminal) provided by your bank or Cardnet, used to process online card payments from AdmCloud. This screen is only available to companies in the Dominican Republic; in any other country the system shows a feature not available for your edition message.

Validations when saving

If you change it, the country must exist; if your company already has issued fiscal receipts (NCF), it can't be changed.
Facebook, Twitter/X, Instagram and YouTube links must be in the format of a valid URL for that social network.
The first month of the fiscal year must be between 1 and 12.
The standard discount must be between 0 and 100; price and stock decimals must be between 0 and 5.
You can't change how sales retentions are applied if cash receipts with retentions already exist under the previous configuration.
The stock allocation type can't be changed from "Stock Allocation" to "Sales Order" if stock allocations have already been recorded; nor can "Stock Allocation" be turned on if the company isn't configured for invoices to always affect stock.
The day, hour and minimum age for automatic statement mailing must be within valid ranges (day 0–6, hour 0–23, minimum age ≥ 0).
If you turn on your own mail server, the host, port and user are required, and the password is required the first time you turn it on.
If you turn on the Cardnet tokenization integration, a valid cash account (in Dominican pesos) and payment method are required, plus the private and public keys the first time you turn it on.
You can't change the manual sign adjustment on credit card reconciliations if reconciliations already exist on accounts of that type.
In Default Ledger Accounts, every selected account must exist and, if it has a currency assigned, must match your company's currency.
In the Aging Report Settings, the column count must be between 2 and 6, and the days per column must be greater than 0.

Availability

Every screen in this area requires the "Configuration" permission of System Administration in your user group (with add or edit level to save).
Numbering by Location requires the Enterprise plan.
Cardnet Configuration and the Cardnet Tokenization Integration tab of Preferences only apply to companies in the Dominican Republic.
The Vendor Authorizations preference requires the Enterprise plan and its matching feature turned on.
The modern formats (5 through 8) on the Print Format screen only appear if your company has that feature turned on.
Preferences tabs and fields related to Purchases, Inventory, Services, WMS, Profit Centers and Sales Budgeting only appear if your company has the matching module or feature turned on.

Tips and common errors

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Set up Company Information first. The name, currency and country you define here affect the rest of the configuration screens (for example, the currency validation on Default Ledger Accounts), so it's the first step when setting up a new company.

⚠️

Don't confuse Document Numbering with Print Format. Numbering sets the sequential number each document gets when it's created; print format only defines what that document looks like when printed. Changing one doesn't affect the other.

ℹ️

If you saved a change in Preferences and don't see it reflected, check whether the field depends on a module or feature your company doesn't have turned on: several fields still save even while hidden, so their value isn't lost once you turn that feature on later.