General settings

Under Settings > General settings, you will find different sections for specific settings. In this article, we explain these sections.

Settings for all own companies

If you work with multiple own companies, some settings in General settings apply to all your own companies. For those settings, AdminPulse shows this clearly with a globe icon.

If you change a setting with the globe icon, that change applies to all your own companies.

👉 Always check carefully whether you really want to apply the change to all your own companies.

Section: General

• The default VAT: this is the rate AdminPulse will use (during registration, when a new price is added to the price list, or during invoicing) when no other rate is available.
• Software: Here you can set a particular software. As a result, in every relation file, it will appear among the external links.
• More info about mail to 'Documents' is available here: Set up and use MagicMail to save e-mails and attachments in Documents
• All users should enable 2-factor authentication: if this option is enabled, users who have not enabled two-step verification will be prompted to do so at the next login.
• Automated customer code: 
  • None: AdminPulse will not automatically fill in the customer code, but you can manually fill in this field.
  • Unique ID code: AdminPulse will also automatically assign the Unique ID code (this is the code in the relationship file that starts with APR) as the customer code.
  • Custom: If you choose this option, the fields Automated customer code format and Automated customer code start value  will also be available, allowing you to fully define the format of the customer code and potentially work with a start value.
• Automated accounting number: 
  • None: AdminPulse will not automatically fill in the accounting number, but you can manually fill in this field.
  • Unique ID code: AdminPulse will also automatically assign the Unique ID code (this is the code in the relationship file that starts with APR) as the accounting number.
  • Custom: If you choose this option, the fields Automated accounting number format and Automated accounting number start value will also be available, allowing you to fully define the format of the accounting number and potentially work with a start value.
    
    

Section: Invoicing configuration

• Default price table for new customers: set which price table is filled in by default for new relations. If you work with multiple own companies, you can set a different default price table for each own company. This setting only fills in the price table automatically for new relations and does not change existing relations.
• Default invoice expiry type: Choose how you want AdminPulse to calculate the expiry date.
• Default number of days for invoice expiry: If, at "invoice expiry type" you chose something with "Days past", set here the number of days.
• Payment reference: Do you want a structured message or the invoice number for reference?
• Current fiscal year - next fiscal year: Here you can change the start date of the fiscal year. As well as the invoice and credit note number format. You can't change anything anymore in current fiscal year as soon as you created 1 invoice.
  Please pay attention: In some bookkeeping software, invoice numbers have a maximum length. To prevent problems, check the manual of the bookkeeping software before you define the format of the invoice numbers.
• eInvoice XML Supplier Assigned Account ID: Determine which code should be present in the UBL at SupplierAssignedAccountID to link invoices to the correct clients in accounting software (Customer code, unique ID, or accounting number). If no value is found in AdminPulse, the value of the unique ID (APR code) is used.

• Consolidate invoice lines for Peppol: With the setting 'Consolidate invoice lines for Peppol', you can choose how the invoice lines appear in the UBL XML file. 
  There are three options:
  • No consolidation: all invoice lines are always sent separately.
  • Only time invoice lines (invoice text): only invoice lines of the type 'time' are grouped together. The description of the merged invoice line is the invoice text. If there's no invoice text, the invoice number is used. All other lines, such as costs, remain separate in the XML.
  • Only time invoice lines (all descriptions): only invoice lines of the type 'time' are grouped together. The description of the merged invoice line is the enumeration of all descriptions of the time invoice lines. All other lines, such as costs, remain separate in the XML.
  • All invoice lines (invoice text): both 'time' and 'product/cost' invoice lines are grouped together. The description of the merged invoice line is the invoice text. If there's no invoice text, the invoice number is used.
  • All invoice lines (all descriptions): both 'time' and 'product/cost' invoice lines are grouped together. The description of the merged invoice line is the enumeration of the invoice lines' descriptions.
  • All Invoice Lines with the Same Descriptions: Both the "time" and "product/cost" invoice lines are grouped together if they have the same description on the invoice line.

  • 💡 When are invoice lines consolidated?
    Two or more invoice lines are combined into a single line if they:

    • are of the same type (time registration, product/cost, or distance)

    • have the same VAT rate

    • have the same discount percentage

    • have the same general ledger account number

    • 👉 Invoice lines of the type ‘Amount to be entered freely’ are not combined.

  • 👉 Important for Peppol eInvoices
    Peppol sends the invoice as a UBL file with a PDF invoice attached (based on your invoice template). The setting 'Consolidate invoice lines for eInvoice' determines how the invoice lines appear in the UBL file - independently of what you display in the PDF. By providing a description in the invoice line, these lines can be automatically recorded.
    If your template shows only basic information (for example, just the total amount), but the setting is 'No consolidation', then all invoice lines will still be visible to the recipient in the UBL file. If you want to share less detail via Peppol, adjust the 'Consolidate invoice lines for Peppol' setting.

Section: Invoicing PDF creation

Every invoice is created as an electronic invoice and as PDF. Here, you define what the PDF will look like.

• Default invoice language: This is the language in which invoices are created. Following the Belgian VAT law, this should be the language of the headquarters of your company.
• Invoice language: According to the Belgian VAT law, set this to the default invoice language. But you can also choose to create invoices in the relation language.
• Invoice text: If you want the same text on all invoices (like "Season's greetings!"), put that text here. If you have different texts for different customers, set that text in their relation files.
• Invoice detail type: To create invoices, AdminPulse combines registrations. How should AdminPulse show these registrations on the invoice?
  • None: doesn't show the registrations
  • At a separate page: puts the registrations on a separate page in the same PDF as the invoice itself
  • In a separate file: puts the registrations in a different file as the invoice itself

Section: Invoice email

AdminPulse has several options for sending your invoices.

• Invoice proposals can be numbered on a different date than the date on which the proposal was created. If you enable the option Autosend invoices numbered on future date, this invoice will be sent automatically.
• Automatically look up relationships on the Peppol network: If you use a delivery method that includes Peppol, AdminPulse will automatically check whether the customer can be found on the Peppol network when sending an invoice. This means you no longer have to manually search for each customer in Peppol one by one.
  Additionally, every Monday evening, AdminPulse automatically performs a new search for all customers who are not yet marked as active on the Peppol network.
• You can choose the function of the Send invoice-button on the summary page of the invoices with the option Open mail editor on hotkey send invoice: send the email directly or edit it first.
• Each email is based on a template. The contents of the templates can be adjusted in the Mail template settings.
• Fill in "reply to" the email address to which the recipient of the invoices can send questions or comments.
  The email in which the invoice is sent may contain an additional attachment (the sales conditions, for example). Choose a file from your own computer that will be sent with each invoice. This file will be stored in AdminPulse and will be sent along with each invoice.

Section: Payment Monitoring

Do you want to check if your customers have paid their invoices? In this section, you can enable payment monitoring. Tick the checkbox next to "Enable payment monitoring". More about adding payments can be found here.
Do you want AdminPulse to automatically send reminders to late payers? Check this box and determine the regularity of the reminders in the reminders settings screen.
Do you want the customer to receive an e-mail after he has paid? Then turn on "Autosend payment confirmation mail". Two templates will become available to thank your customers for full or partial payment. These can be adjusted on the page Mail Template Settings.

Section: Task Management

Here you can set the way in which time registration is done from the task board. Read more about this setting here. You can also choose the standard price list item to be used for this registration here. Read more about the price list here.

Section: Documents

If you check ‘process authorizations list automatically when uploaded’, then the authorizations list will be processed automatically by AdminPulse. Via the options ‘authorizations list upload: create new relations’ and ‘authorizations list upload: delete expired authorizations’, you can additionally indicate whether AdminPulse may create new relations and delete expired mandates based on the authorizations list.

Section: Compliance

You can choose which parts of the compliance check you want to follow up in AdminPulse. Enable a criterion if you want AdminPulse to follow it up. If you disable an criterion, it will not be included in the compliance check.

A distinction is made between authorizations and the signed authorization letter. This allows you to follow up authorizations and the authorization letter separately.

Under Expiration periods, you can define after how many years certain parts of the anti-money laundering check must be checked again.

• Expiry period low risk: by default, this period is set to 3 years. You can extend it to 4 or 5 years.
• Expiry period normal risk: by default, this period is set to 3 years. You can shorten it to 2 years to apply stricter follow-up.

👉 A modified expiration period applies immediately to all relations for which that check is relevant.

👉 Please note if you have multiple own companies: these settings are used across all companies in the same environment. You cannot configure them separately per own company.

Section: Hrm settings

• Allow registration locking: this checkbox lets you decide whether registrations can be locked. A locked registration remains visible, but can no longer be changed or deleted. If this setting is enabled, the actions to lock or unlock registrations appear in the registration screens. 

• Registrations authorised from:

  This field defines from which registration date users are allowed to create, edit or delete time, distance or product/cost registrations.

  If you enter a date, users can only create, edit or delete registrations for days on or after that date. Registrations with a date earlier than this limit will be rejected with an error message.

  👉 Important: this setting refers to the date of the registration itself, not the day on which the user creates or edits it. For example, if you set 1 November as the limit, users will no longer be able to edit or delete registrations dated 31 October or earlier. This prevents changes to older registrations.

  • Applies to time, distance and product/cost registrations only.
  • Administrators and Full users (with permission to manage other users’ registrations) are exempt from this restriction.
  • Leave the field empty to disable this restriction.

• Absences authorised from:

  This field defines from which absence date users are allowed to create, edit or delete absences or recuperation.

  If you enter a date, users can only add, modify or delete absences or recuperation for days on or after that date. Absences or recuperation with a date earlier than this limit will be rejected with an error message.

  👉 Important: this refers to the date of the absence or recuperation itself, not the day the user enters or edits it. For example, if you set 1 November as the limit, users will no longer be able to edit or delete absences or recuperation dated 31 October or earlier.

  • Applies to absences (e.g. holidays, sickness, …).
  • Does not apply to time, distance or product/cost registrations.
  • Users with permission to manage other users’ registrations (Administrators and Full users) are exempt from this restriction.
  • Leave the field empty to disable this restriction.
• Overtime registrations allowed on absence day:  if you enable this setting, you can also register time worked on a day on which an absence was already registered. The time worked that is recorded will then be added as overtime.