Settings is where Admin Users set up the organisation. Click Settings at the bottom of the navigation bar; only Admin Users see it. This article describes each page and card, and points to the articles that cover the bigger ones in full.
In Settings the navigation bar shows Back to Dashboard, then Company, Team, App, Templates, Billing, Connect and Import, with Log Out at the bottom. Click the + beside Team to add a team member from any settings page.
How settings forms save
The Company, App and Templates pages are grids of cards; click a card to open its form. There are two kinds of form.
Option forms (for example Company Profile, Security, Paperwork Header) have a tick at the top. Change the options and click the tick to save. An empty required field shows a red border and nothing is saved.
List forms (for example Industries, Tax Rates, Warehouses) have no tick at the top. Type in the empty bottom row and click the row's tick; the entry saves at once. Click the pencil on a row to edit it, or again to cancel. The archive button on the bottom row only works while you are editing a row. Tick Show Archived to see archived rows, and click the archive icon on one to bring it back.
You cannot archive the last active entry in lists that every record needs: Industries, Types, Customer Segments, Departments, Sales Quote Validity, Lost Quote Reasons, Sales Analysis Codes, Purchase Analysis Codes, Warehouses, Workflow Statuses, Tax Rates, Quality Management Systems, Task Types, Bank Accounts and Addresses. Most lists refuse a duplicate name; Commodity Codes, EORI Numbers and Bank Accounts accept duplicates. Archiving an entry does not change records that already use it: they keep the value, greyed out, and only new records cannot pick it. Bank accounts are the exception: when you next edit a customer whose Invoice Bank Account is archived, Omono clears it, or sets the only active account in that currency, and you must pick an active account before you can save.
Company
Company Profile
Field | Notes |
Company Name | Required. Printed on paperwork until you have a logo, and used as [Your Company] in emails. The name above the header address comes from your accounts address. |
Country | Your home country, and the default on new addresses. |
Time Zone | Omono suggests a zone from your country. Each time you change Country, the zone changes to that country's default, even if you saved a different zone before; only a zone you pick in the open form is kept. Check it if your country has several. Omono stores it but does not use it yet: dates and "today" still follow your computer's time zone. |
Telephone, Main Email, Website | Main Email and Website print in the paperwork header when switched on in Settings → Templates → Paperwork Header. The header telephone comes from your accounts address (or the division's), not from here. |
Company Registration Number | Printed in the paperwork footer, under the wording set in Settings → App → Internationalisation. |
VAT Number | Printed in the paperwork footer. The field name follows your tax label. Not sent to Xero. |
Sales Team Email and Sales Team Telephone | Required. Used by the [Sales Team Email] and [Sales Team Telephone] email placeholders and Copy In Sales Team. |
Purchasing Team Email and Purchasing Team Telephone | Required. Used by the purchase order email placeholders and Copy In Purchasing Team. |
Accounts Team Email and Accounts Team Telephone | Required. Used by the dispatch, invoice and credit note email placeholders and Copy In Accounts Team. Automatic invoice emails also use this email as the reply-to address, and with own-domain sending as the from address, when the Sales Invoice Email template leaves those blank. See Templates, paperwork and email templates. |
The team addresses are the copy-in (CC or BCC) addresses on emails; the reply-to address is set in each email template. Click the tick to save. An invalid email address shows a red border and the form stays open.
Logo
The logo prints on paperwork and shows in emails. You cannot upload it yourself: email the file and your company name to [email protected]. Send a PNG, JPG or PDF of at least 500 x 200 pixels, ideally on a white background.
Addresses
The card lists your addresses; the accounts address is marked (Accounts Address). Click + to add one or the pencil to edit one.
Field | Notes |
Company Name | Required. Printed above this address, for example a branch's trading name. |
Accounts Address | Tick to make this the accounts address. There is only one: to change it, tick the box on another address. You cannot untick it on the current one. |
Line 1, City, Country | Required. Country defaults to your Company Profile country. |
Line 2, County, Postcode, Telephone | Optional. |
Click the tick to save. Archive Address appears when you edit any address other than the accounts address, so the accounts address can never be archived. An archived address cannot be edited until you click Un-archive Address. Delivery addresses are offered on purchase orders, and divisions pick their address from this list.
Bank Accounts
The card lists each account with its Name and Currency. Click + to add one.
Field | Notes |
Name | Required. What you pick on the customer form as Invoice Bank Account. |
Account Name (Payee) | The payee name printed on invoices. |
Currency | Required. Offers your base currency and every currency added in Settings → App → Currencies, including archived ones. Defaults to your base currency and cannot be changed once saved; create a new account instead. |
Sort Code, Account #, IBAN, SWIFT | Printed on invoices and proformas for customers assigned to this account. |
Each customer is assigned one bank account in the customer's currency. Click the tick to save. You cannot archive the last active bank account.
Divisions
Business units with their own address and branding. See Divisions.
Document Numbers
The Next Document Numbers form has a whole-number field for Sales Quotes, Sales Orders, Sales Invoices, Credit Notes and Purchase Orders. Each label shows the lowest value you can enter, for example Sales Quotes (minimum of 1024): the next number Omono would use anyway.
Enter a higher number to skip ahead, for example to continue the sequence from your old system, and click the tick. A number below the minimum shows a red border and is not saved. The prefixes (SQ, SO, INV, CN, PO) are fixed.
Accounting Period
Choose the day and month of your Financial Year End and click the tick. Only days that exist in the chosen month are offered; pick a month without the chosen day and it goes back to 1st. The financial year drives the Financial Year card on the dashboard and the financial year filters in reports, and must match Xero if you connect it.
Working Week
Tick each day you work, Monday to Sunday, and click the tick. The working week decides which dates the Closed Days picker offers and the working days per month in Targets.
Closed Days
Choose the year at the top. Its closed days are listed with their Date and Reason.
Pick a date in the dd/mm/yyyy box. Only working days in that year are offered; days already closed are greyed out.
Type a Reason and click the row tick. The day saves at once.
Click the pencil on a row to edit it, then the row tick to save or the bin to delete it. Closed days come off the working-day count used by Targets and the dashboard pace.
Targets
Choose the year at the top: last year, this year or the next three years. The table has one row per month:
Column | Meaning |
Working Days | Days in the month that are in your working week and not closed. Read only. |
Sales (Daily) | The sales order value you aim to raise per working day. Enter this. |
Sales (Monthly) | Daily figure times working days. |
Output (Daily) | The dispatched value you aim to ship per working day. Enter this. |
Output (Monthly) | Daily figure times working days. |
The Totals: row adds up the year, in your base currency. Click the tick to save; every year you have edited saves together. The dashboard rings and the Sales Timeline and Output Timeline reports use these targets. See The dashboard.
Team
Add, edit and archive users, set roles, operators and permissions, reset two-factor authentication and manage trusted devices. See Team, users and roles.
App
Type in the Filter box at the top to find a card by name, section or a word such as "vat" or "2fa". Cards are listed alphabetically within each section.
Companies & Contacts
Industries, Types, Customer Segments, Departments: lists used on company and contact records and as report filters. Industry and Type are required on every company; Customer Segment on every customer.
Quality Management Systems: the options for Type Of System on a supplier's quality record, for example ISO 9001.
Quality Management Star Ratings: a description for 1 Star to 5 Stars, shown as a tooltip on the stars in the Rating field of the Supplier Quality form. Click the tick to save.
Sales Quotes
Sales Quote Validity: the validity periods offered on a quote.
Lost Quote Reasons: the reasons offered when a quote is lost.
Conversion Probabilities: the probability options on a quote. Enter a Probability as a whole number from 0 to 100, pick a Chart Colour and add an optional Description. The row tick only works once both are set. The colour is used for that probability in the stacked-value chart of the Quote Conversion Forecast report.
Sales Quote Settings: make the Chase By field mandatory.
Quote Award Forecasting: set the Quote Lookback Period (Disable Feature, or 1 Month to 3 Years; 6 Months is the default) that Omono uses to suggest a Conversion Probability and an Expected Award Date on a new quote. See Sales quotes.
Quote Auto-Close: close old, low-value quotes automatically. Tick Enable Quote Auto-Close, then set the days after the expected award date, the value threshold, an optional probability threshold and the lost reason. Omono checks once a day, shortly after midnight UTC. Once on, Expected Award Date is mandatory on every quote. See Sales quotes for every field and rule.
Sales Orders & Pricing
Sales Analysis Codes: the codes on sellable items and sales lines, mapped to Xero revenue accounts. Each code can have a Default Commodity Code. A stock item with no code of its own takes it when you add the item to a quote or sales order line. Archiving a commodity code removes it as a default.
Sales Margins: the minimum margin per sales analysis code. Click the pencil on a code, type the Min Margin Percentage in the bottom row and click the row tick. You cannot add or archive rows here; manage the codes in Sales Analysis Codes. A line item below the minimum shows a warning icon but can still be saved. A stock item's Minimum Sales Margin overrides the code's figure.
Commissions: commission schemes for referrers. Enter the Referrer and the Rate % and click the row tick; the same pair cannot be added twice. Pick the scheme on a customer's form as Commission. New quotes and sales orders for that customer take it (you can change it on the document), and an order raised from a won quote takes the quote's commission. The Sales Commission report works out what is owed per invoiced line.
Sales Order Settings: make Customer Order # mandatory, allow courier and tracking details before shipping, and warn when the same customer has already used a customer order number.
Purchasing & International Trade
Purchase Analysis Codes: the codes on stock items and PO lines, mapped to Xero expense accounts.
Commodity Codes, EORI Numbers, Incoterms: see International trade.
Workflow, Stock & Dispatch
Workflow Statuses: the statuses a dispatch passes through between Order Review and Shipped, for example Picking and Processed. Order Review, Shipped and On Hold are built in and cannot be renamed, reordered or removed, so they are not listed. Every status you add allocates stock to the dispatch when selected. Type a name and click the row tick to add one; drag rows to set their order on the Workflow board. See The Workflow board.
Workflow Settings: remove assigned operators when a dispatch changes status. See Operators and traffic lights.
Warehouses: every counted stock item belongs to one.
Couriers: the couriers offered when you ship a dispatch. The form has two parts that save differently:
Default Couriers: the built-in carriers (DHL, Royal Mail, UPS and so on). Tick Make Available for each one you use, then click the tick at the top. Omono knows their tracking pages, so the tracking icon on a dispatch and the [Tracking Web Link] placeholder work.
Custom Couriers: your own carriers. Type a name in the bottom row and click the row tick; it saves at once, and the tick at the top does not save this list. Custom couriers show a name and tracking number only, with no link.
Finance & Regional
Currencies: enable the currencies you trade in and set each Exchange Rate. Pick a currency in the New Currency dropdown, type the rate (not zero) and click the row tick. Edit a rate with the pencil; the currency itself cannot be changed. A currency you archived earlier comes back with the new rate. Your base currency needs no row: it is fixed when the organisation is created. For how the rate reaches your documents, see International trade.
Tax Rates: the rates offered on companies, sales line items and purchase order line items, mapped to Xero tax rates. Enter a Name and the Tax Rate percentage and click the row tick. Once a rate has been used on a document its percentage is locked (Tax Rate is in use and cannot be changed); add a new rate and archive the old one instead. You can still rename a locked rate. Two rates cannot share a name. A built-in exempt rate of 0% applies automatically to stock items with the exempt tick set (VAT Exempt, unless you change your tax label); it is not listed here.
Unit Pricing: choose 2 Decimal Places or 4 Decimal Places for Purchasing Unit Prices (PO) and, separately, Sales Unit Prices (SQ/SO/CN). Moving to 4 decimal places is permanent: once saved, that dropdown is greyed out. The setting also controls the decimal places of imported prices: the current Stock template and the Stock Suppliers file round prices to it, while the Assemblies file and the older Stock template refuse a price with more decimal places (see Importing data). See Sales line items, pricing and margins.
Internationalisation: use each country's own address format, and change the Tax label (VAT, MVA and so on) and the Company registration label. See International trade.
Tasks
Task Types: the options in the Type field on a task, each with an Icon (an emoji) and a Name. Drag rows to set their order. An archived type cannot come back while an active type has the same name.
Task Priorities: the options in the Priority field. Click the Colour box to pick a colour, type the Name and click the row tick. The star in the Default column marks the default for new tasks; there is always one, and it cannot be archived until you move the star.
Task Statuses: the options in the Status field, in two groups, Open Statuses and Closed Statuses. Pick an optional Colour, type the name, tick Closed if the status closes the task, and click the row tick. Drag rows to reorder within a group. The Default star (open statuses) marks the status new tasks start in; the Quick Complete star (closed statuses) marks the status applied by the quick tick. Neither can be archived until you move the star.
Task Automation: create tasks from a quote's Chase By and Expected Award Date. Each of the two rules has Enabled, Task Owner, Task Type and Task Priority; the award-date rule also has Reminder Days. Click the tick to save. See Tasks for what each setting does.
General
Security: require two-factor authentication for everyone, allow trusted devices, and set how long a device stays trusted. See Security, two-factor authentication and My Account.
Flags: name the five flag colours per module. Click a module heading (Companies, Sales Quotes, Sales Orders, Credit Notes, Purchase Orders or Stock) and type a name for Red flag, Yellow flag, Green flag, Blue flag and Purple flag. Leave a name blank to hide that colour in the module. Click the tick to save.
Symbols: special characters offered as one-click buttons above the description editors on line items and stock items and the Content editor of email templates. Type one character, for example °, Ø or µ, and click the row tick. Each symbol can only be added once.
Danger Zone
Wipe App Data: shown during your trial, and afterwards while the sign-up demo data is still in your account. It permanently deletes every company, contact, stock item, quote, order, dispatch, delivery, credit note, purchase order, customer price list, uploaded document and note, plus stocktakes and notifications, and clears the Activity Feed. Settings, template wording and options, reference lists, your own addresses, users and tasks are kept, but files attached to email templates and tasks are deleted with the other documents. Type CONFIRM DELETE in the box and click the bin. Omono cannot recover the data. Wipe the demo data before you connect your live Xero organisation, or the next sync sends it to Xero (see Connecting Omono to Xero).
Templates
Email templates and paperwork layout options. See Templates, paperwork and email templates.
Billing
Billing is handled by the Omono team, not in the app. Email [email protected] about your subscription, user licences, payment method, invoices and receipts, billing cycle, renewals or enterprise pricing. Include your organisation name, your account email address, what you need and any invoice or transaction numbers. The team aims to reply within one business day; put URGENT in the subject if it cannot wait.
Connect
Connect Omono to Xero. See Connecting Omono to Xero.
Import
Import companies, addresses, contacts, stock, suppliers, assemblies and bills of materials from a spreadsheet. See Importing data.