QBM Options & Settings Guide

1. Overview

The QBM Options window controls how the system behaves across accounting, sales, purchases, inventory, payroll, reports, printing, VAT, and external integrations. Some settings affect the whole company, while some are mainly for daily user behavior.

What This Guide Covers The purpose of each major option, shown by the tab where it is available.

Who Should Use It Administrators, managers, and senior users responsible for setup and controls.

Important Note Some tabs appear only when the feature is licensed, country-specific, or allowed by user permissions.

How to read this guide: each section shows the tab path exactly as it appears in the Options window. For example, Options > Printing > QR Code means you first open Printing, then switch to the QR Code sub-tab.

2. Before You Start

Change settings in one business area at a time, then test that area before moving on.
Be extra careful with settings that affect accounting, tax, printing, inventory costing, and integrations.
If a setting relates to invoices, VAT, QR codes, or a third-party service, test with a sample transaction after saving.
Use Reset All Settings only if you truly want to return the system preferences to their default state.

Visibility of tabs and options: if you do not see a tab mentioned in this guide, it may be hidden because of edition limits, permissions, country rules, or because the related module has not been enabled for your company.

3. General

The General tab controls company-wide preferences such as default dates, number formats, jobs, email server details, alarms, and utilities.

Default Date for New Transactions

Tab Path: Options > General

Option	What It Does	When to Use It
Use today's date	Sets new transactions to the current date automatically.	Best for businesses that enter transactions on the same day they happen.
Use last entered date	Keeps using the last date entered instead of returning to today's date.	Useful when entering a batch of transactions for the same day or period.

Numbers and Currency Format

Tab Path: Options > General

Option	What It Does	When to Use It
Currency - Amount	Defines how many decimal places QBM shows for currency amounts.	Use the standard number of decimals required by your local currency or company policy.
Currency - Total	Defines the total number of digits allowed in currency values.	Increase it if your company works with large values and needs wider amount capacity.
Numbers	Defines how many decimal places are shown for non-currency numeric values.	Useful for quantities, measurements, and ratios that require more precision than money.
Negative number	Controls how negative values are displayed on screen and reports.	Choose the format your finance team finds easiest to read and review.

Jobs, Reservation, and Units

Tab Path: Options > General

Option	What It Does	When to Use It
Use job	Turns on project/job tracking so transactions can be linked to jobs.	Enable it when you want to track cost, revenue, or profitability by project or job.
Use order reserving system	Allows QBM to reserve stock for orders.	Useful when customer orders should hold inventory before final invoicing or delivery.
Autogenerate Name/Number	Creates job names or numbers automatically based on the defined sequence.	Use it when you want a consistent job numbering method across the company.
Mandate using job for expense entry	Requires users to select a job when entering expense transactions.	Use it when expense tracking by job is mandatory for costing or billing.
Use unit of measurements	Enables the use of measurement units in the system.	Recommended when you sell, purchase, or stock items in different units such as boxes, pieces, kilos, or cartons.

Email Server

Tab Path: Options > General

Option	What It Does	When to Use It
Server Address	Specifies the outgoing email server used by QBM for email-related functions.	Enter this when QBM will send emails directly from the application.
Port	Specifies the communication port for the email server.	Use the port provided by your email service provider or IT team.
User Name	Stores the email account login used to connect to the server.	Use the dedicated business email account approved for QBM.
Password	Stores the password for the email account used by QBM.	Enter this only when your email configuration requires authentication.

Other Preferences

Tab Path: Options > General

Option	What It Does	When to Use It
Play sound on alarms	Lets QBM play an audio alert when an alarm is triggered.	Useful for users who rely on reminders and on-screen alerts.
Alarm sound	Stores the sound file used for alarm notifications.	Choose a clear alert tone if alarms are an important part of your workflow.
Display confirm message on exit	Asks for confirmation before the application closes.	Recommended when users may close QBM accidentally.
Pressing Enter moves between fields	Makes the Enter key behave like a navigation key between fields.	Use it when users enter data quickly and prefer keyboard movement.
Include multi-line fields	Applies Enter-key navigation even inside multi-line text boxes.	Enable it only if users do not need Enter to create line breaks in description fields.
Save user settings to database on exit	Saves user-specific preferences when the user exits the system.	Recommended in shared or multi-user environments so personal preferences are retained.
Default backup directory	Sets the default folder used when creating backups.	Use a secure company-approved backup location that is easy for authorized staff to access.
Check for application updates	Allows QBM to check for available updates when connected to the internet.	Useful if you want users or administrators to be aware of new builds.
Web browser default URL	Stores the default website address used by QBM's browser-related function.	Use it when your company wants a default business webpage or portal to open from QBM.

Minimum Date

Tab Path: Options > General

Option	What It Does	When to Use It
From / To date range	Defines the earliest date range allowed by the system.	Use it to prevent entry of dates that are too old, invalid, or outside the company's allowed operating range.
Day, Month, Year fields	Let you define the exact starting and ending values for the minimum date range.	Set these carefully when the company wants date controls for historical entries.

Utilities

Tab Path: Options > General

Option	What It Does	When to Use It
Delete data caches	Clears saved cache data so QBM reloads fresh information.	Use it if lists or screens appear outdated and you need the latest data to reload.
Reset All Settings	Resets the loaded settings back to their default values.	Use it only with care, usually when a setup has become unreliable or needs to be rebuilt from a clean starting point.

4. Accounts

The Accounts tab controls general accounting behavior, default system accounts, and database browsing protection.

Accounts - General

Tab Path: Options > Accounts > General

Option	What It Does	When to Use It
Use account numbers	Displays and works with numbered chart-of-account records.	Use it when your finance structure is based on account codes.
Show full path in flat view	Shows the complete account path in flat lists, for example Expenses:Rent:Office Rent.	Useful when account names may repeat under different parent groups and users need the full hierarchy for clarity.
Use Multi-Currency	Allows transactions and balances in more than one currency.	Enable it only if your business trades or reports in foreign currencies.
Use multi-costing for locations	Allows costing differences by location.	Useful when the same item can carry different cost values in different stores or warehouses.
Mandate expense type	Requires users to select an expense type on relevant transactions.	Use it when expense classification is part of internal control or reporting.
Use Description 2	Adds support for a second description field.	Useful when your business needs a second line of explanation or reference text.
Show COGS in expense list	Shows cost-of-goods-sold accounts or values in expense-related selection lists.	Use it when finance users need to review or select COGS-related accounts more easily.
Use location	Activates location-based accounting behavior where applicable.	Recommended when branches, warehouses, or stores are important in financial control.
Show cheque median in cheque info	Shows the extra cheque median/middle information field in cheque details.	Use it only if your cheque format or banking process depends on that field.
Use colors for account types	Shows different account types using colors.	Useful for quicker visual review of the chart of accounts and account lists.
Automatically post fixed asset depreciation amounts	Lets QBM post depreciation amounts automatically.	Use it when fixed asset depreciation is handled routinely through the system.
Suppress COGS Adjustments in Purchase GL	Reduces or hides COGS adjustment impact in purchase-side general ledger behavior.	Use it only when your accounting policy specifically calls for that treatment.
Semi-Periodic	Uses a semi-periodic inventory accounting method.	Choose this only if your accounting team follows a semi-periodic inventory process.
Perpetual	Uses a perpetual inventory accounting method.	This is usually preferred when stock and costing must update continuously.

Accounts - System Accounts

Tab Path: Options > Accounts > System Accounts

Option	What It Does	When to Use It
Opening Balances	Default account used when opening balances are posted.	Set this to the account your company uses for opening-entry control.
Accounts Receivable	Default receivables control account for customer balances.	Required for correct sales and customer balance postings.
Accounts Payable	Default payables control account for vendor balances.	Required for correct purchase and supplier balance postings.
Cash Discount Given	Account used for discounts granted to customers.	Set this when you offer settlement discounts to customers.
Cash Discount Taken	Account used for discounts received from vendors.	Use it if supplier early-payment discounts must be tracked separately.
Undeposited Funds	Temporary holding account for receipts not yet deposited.	Useful when collections are received before bank deposit is made.
Unwithdrawn Funds	Temporary holding account for funds not yet withdrawn or cleared.	Use it when the company wants a holding account for pending withdrawals.
Bank Charge	Account used for bank fees and related charges.	Set it to keep bank charges separate from other expenses.
Retained Earnings	Account used for carried-forward earnings.	Important for year-end and accumulated profit handling.
Write Off Account	Account used when balances are written off.	Use it for approved small balance write-offs or bad debt adjustments.
Realized Gain and Loss Account	Account used for realized foreign exchange gains or losses.	Needed when multi-currency transactions are settled and exchange differences arise.
Landed Cost Variance	Account used for landed cost differences.	Use it if additional import or freight cost allocations may vary from expected amounts.
Freight Out	Account used for delivery or outward freight charges.	Recommended when freight-on-sales must be tracked separately.
Purchase Account	Default account used for purchases.	Set it according to your normal purchase posting structure.
Expense Variance	Account used for expense differences or variances.	Useful when comparing expected versus actual expense-related amounts.
Purchase Return	Account used for returned purchase values.	Needed when vendor returns should be tracked separately.
Purchase Discount	Account used for purchase discounts.	Use it when vendor discounts should be posted independently of purchase value.
Purchase Variance	Account used for purchase-side variances.	Useful when comparing standard versus actual purchasing results.
Roundup	Account used for upward rounding differences.	Set it when rounding is common on invoices or settlements.
Rounddown	Account used for downward rounding differences.	Set it when rounding adjustments must be posted separately.

Accounts - Others

Tab Path: Options > Accounts > Others

Option	What It Does	When to Use It
Reset database browsing password	Changes the password used when browsing available databases.	Use it when you want to protect database browsing from unauthorized users.

5. View

The View tab controls how QBM looks on screen, how lists are colored, and which warnings and home-screen features are shown.

Lists and Colors

Tab Path: Options > View

Option	What It Does	When to Use It
Use alternative color in lists	Shows alternating row colors in list screens.	Useful for easier reading in long data lists.
Selected row color	Defines the background or text color for the selected row.	Use it when you want stronger visual focus while reviewing records.
Unfocused row color	Defines how rows look when the list is not actively focused.	Useful for keeping list navigation clear in multi-panel screens.
Show tooltip on lists	Displays tips or extra information when hovering over list rows.	Helpful when users need more context without opening the record.

Warnings and Validations

Tab Path: Options > View

Option	What It Does	When to Use It
Sell over credit limit	Warns when a sale exceeds the customer's credit limit.	Recommended for businesses that control sales by customer credit exposure.
Sell below cost price	Warns when a sales price is lower than cost.	Useful when margin protection is important.
Sell below minimum sales price	Warns when an item is sold below its minimum allowed price.	Enable it if sales staff must stay within approved pricing limits.
Sell on quantity shortage	Warns when a sale is entered for more quantity than available.	Recommended for stock-controlled environments.
Transaction number exists	Warns if the same transaction number already exists.	Useful for avoiding duplicate references and document confusion.
Language changes	Warns or notifies when language settings are changed.	Useful in multilingual companies that want to track interface changes.
Inventory income account	Warns about missing or incorrect inventory income accounts.	Use it to avoid posting problems in item transactions.
Inventory asset account	Warns about missing or incorrect inventory asset accounts.	Recommended if inventory accounting must always stay complete.
Inventory COGS account	Warns about missing or incorrect inventory cost-of-goods-sold accounts.	Use it to avoid cost posting errors on sales transactions.

Home and Screen Behavior

Tab Path: Options > View

Option	What It Does	When to Use It
Home background color	Changes the background color of the home page area.	Use it to match company preference or improve visual comfort.
Show agent's calculator	Shows the calculator tool from the main interface.	Helpful for users who make quick calculations while entering transactions.
First day of week	Defines which day the system treats as the beginning of the week.	Set it according to your country, payroll cycle, or internal planning practice.
Professional Home Page	Uses the professional home page layout.	Keep it enabled if users prefer the richer main dashboard.
Support expiration reminder	Shows reminders about support expiry.	Useful for companies that want advance notice of support renewal dates.
Show right panel in data entry forms	Displays the right-side panel in transaction entry screens.	Recommended when users depend on the extra information shown in those side panels.

6. Customers & Sales

This tab controls customer document behavior, validation rules, address format, statement wording, and sales-related document display settings.

Sales Document Controls

Tab Path: Options > Customers & Sales

Option	What It Does	When to Use It
Invoice due days	Sets the default number of days before customer invoices become due.	Use it to match your normal customer credit terms.
Require Unit of Measurement	Requires a unit of measurement on sales lines.	Recommended when items may be sold in different units.
Allow zero quantity	Allows sales documents to contain zero-quantity lines.	Use it only if your workflow requires non-stock or informational lines.
Use container on delivery note	Adds container handling to delivery note transactions.	Useful for logistics businesses tracking containers with deliveries.
Include undeposited cheques when checking credit limit	Counts undeposited cheques while evaluating customer credit exposure.	Use it when pending cheque receipts should affect available credit.
Load User Defined	Loads custom user-defined fields in the related sales screens.	Enable it when your company uses additional custom information on documents.
Show weight on invoices	Shows item weight on invoices.	Helpful when customers or internal users need weight details on sales printouts.
Show weight on delivery notes	Shows item weight on delivery notes.	Useful for dispatch, transport, and warehouse operations.
Show SubQty	Shows sub-quantity fields in sales documents.	Use it when quantities must be split into main and sub units.
Show Second UOM	Shows a second unit-of-measure field on sales lines.	Useful when the same item is sold in two related units.
Automatically enter item's subunit formula in the item's description	Writes the item's subunit formula into the description automatically.	Helpful when document readers must see the packing or conversion formula clearly.
Print items with zero quantity in delivery notes	Keeps zero-quantity lines visible on delivery note printouts.	Use it only if such lines carry business meaning for the customer or warehouse.
Show job in documents line item	Displays the selected job on document lines.	Useful when sales are tracked by project or job.
Mandate purchase order (P.O) number in sales invoices	Requires a customer PO number on sales invoices.	Recommended when customers will not accept invoices without their PO reference.
Add documents description	Adds the document description field to sales documents.	Use it when users need a header-level note or explanation.
Add invoices due date	Adds a due date field to invoices.	Useful when payment terms must be shown or controlled on the invoice itself.
Can sell inactive items	Allows inactive items to be used in sales transactions.	Use it only if inactive items may still be sold under special approval or legacy workflows.
Mandate using class in sales documents	Requires a class on sales documents.	Enable it when class-based reporting is part of management reporting.
Show delivery address	Shows the delivery address separately on sales documents.	Useful when billing and delivery addresses are often different.
Can sell items from foreign locations	Allows sales from locations other than the item's current or normal location.	Use it if stock may legally and operationally be sold across branches or warehouses.
Use Delivery Date for Inventory Costing	Uses the delivery date as the costing reference for sales stock calculations.	Choose it if delivery timing, not document date, should drive inventory costing behavior.
Verify quantity shortage	Checks for shortage before or during sales entry.	Recommended when overselling must be controlled tightly.
Verify price below cost	Checks whether a line price falls below cost.	Use it when management wants stronger margin control.
Use last customer purchased item unit price	Suggests the last unit price used by that customer for the same item.	Helpful for repeated business with negotiated customer-specific pricing.
Show line discount	Shows a discount field on each sales line.	Enable it if discounts are applied per item instead of only at the document level.
Group similar items	Groups repeated similar lines together.	Useful when documents should be cleaner and less repetitive.

Duplicate and Credit Control

Tab Path: Options > Customers & Sales

Option	What It Does	When to Use It
Do not allow duplicate	Prevents duplicate document references or numbers for the same customer.	Use it to reduce duplicate billing or entry mistakes.
Check for duplicate for all customers	Checks duplicate references across all customers, not only the same customer.	Enable it when document references must remain unique company-wide.

Address Format and Statement Text

Tab Path: Options > Customers & Sales

Option	What It Does	When to Use It
Customer address format	Controls how customer names and addresses are arranged when filled automatically.	Use it to match your preferred invoice, statement, or mailing format.
Invoice number text	Defines the wording used for invoice references in statements.	Change it if your company prefers a different label or bilingual wording.
Opening balance number text	Defines the wording used for opening balance references.	Useful when statement language should match company terminology.
Credit memo text	Defines the wording used for credit memo entries.	Change it if clients know the document by another common term.
Payment text	Defines the wording used for payment lines.	Useful for clearer statements and customer communication.
Thank you text	Defines the closing thank-you text.	Use it when you want branded or more customer-friendly wording.
Journal entry text	Defines the wording used for journal lines in statements.	Useful when statements include accounting-origin entries.
Deposit text	Defines the wording used for deposit lines.	Change it if your company uses a more familiar term for customers.
Withdrawal text	Defines the wording used for withdrawal lines.	Useful for consistency in customer balance communication.
Balance forward text	Defines the wording used for carried-forward balances.	Useful when statements should follow your company's preferred wording.
Due text	Defines the wording used for due balances or due dates.	Helpful when printed statements need clearer payment language.
Bounced cheque text	Defines the wording used for returned or bounced cheques.	Use it if your statement language needs to match finance or legal wording.
Customer bulk discount account	Specifies the account used for bulk discount posting.	Set it when large sales discounts should be tracked separately in accounting.
Item type filter grid	Controls which item types appear in sales-related screens.	Use it to keep sales users focused only on the item categories they should sell.

7. Vendors & Purchases

This tab controls purchase bill behavior, duplicate checks, inventory receipt timing, vendor address format, and purchase-screen visibility.

Purchase Document Controls

Tab Path: Options > Vendors & Purchases

Option	What It Does	When to Use It
Bill due days	Sets the default due period for vendor bills.	Use it to reflect normal supplier payment terms.
Load User Defined	Loads custom fields in purchase-related screens.	Enable it if your purchase process uses extra custom information.
Use container on bill	Adds container handling to bill entry.	Useful for import or logistics-heavy purchasing workflows.
Allow duplicate bill numbers	Lets users save repeated vendor bill numbers.	Use it only if duplicate supplier references are genuinely expected.
Do not allow duplicate	Prevents duplicate bill references for the same vendor.	Recommended to reduce duplicate bill entry mistakes.
Check for duplicate for all vendors	Checks duplicate bill references across all vendors.	Use it when bill numbers must remain unique across the whole company.
Use Receive Items Date for Inventory Costing	Uses receipt date as the costing reference for purchased stock.	Choose it if physical receipt date is more important than bill date for costing.
Require Unit of Measurement	Requires a unit of measurement on purchase lines.	Recommended when items may be bought in more than one unit.
Vendor address format	Controls how vendor addresses are arranged when filled automatically.	Use it to match supplier documents, labels, or print layouts.
Show Letter of Credits	Shows letter-of-credit information in the purchasing area.	Useful for businesses that import goods and manage LC-based purchasing.
Use last purchased item unit price	Suggests the last unit cost used for the item.	Helpful for repeat purchasing and quick comparison to previous cost.
Show vendor line-of-business	Displays the vendor's line of business in the related screens.	Useful when supplier classification matters during purchase review.
Show line discount	Shows line-level discounts on purchase documents.	Enable it if vendor discounts are entered at item level.
Item type filter grid	Controls which item types appear in purchase-related screens.	Use it to limit purchasing users to the correct item categories.

8. Contacts

The Contacts tab is mainly used to control the automatic address format for contact records.

Tab Path: Options > Contacts

Option	What It Does	When to Use It
Contact address format	Defines how contact names and address lines are arranged when they are filled automatically.	Use it when contacts are printed, copied, or displayed in a specific business format.

9. Employees & Payroll

The Employees & Payroll tab in the Options window controls the automatic address format used for employee details.

Tab Path: Options > Employees & Payroll

Option	What It Does	When to Use It
Employee address format	Defines how the employee's name and address are arranged when QBM auto-fills the address block.	Use it when employee records, payroll forms, or HR printouts should follow a specific address layout.

Note: this tab may be hidden in some editions where the employee/payroll feature is not available.

10. Inventory

The Inventory tab controls default units, accounts, item search behavior, transfer rules, serial/lot handling, barcodes, and advanced stock behavior.

Defaults and Item Master Setup

Tab Path: Options > Inventory

Option	What It Does	When to Use It
Default UOM	Sets the default primary unit of measure for new items.	Use it if most items are created in the same main unit.
Default Sub UOM	Sets the default secondary or sub unit for new items.	Useful when items commonly use a pack or smaller unit in addition to the main unit.
Default Factor	Defines the default conversion factor between the main unit and sub unit.	Use it when new items often follow the same conversion rule.
Default Asset Account	Sets the default inventory asset account for new items.	Important for correct stock value posting.
Default COGS Account	Sets the default cost-of-goods-sold account for new items.	Important for correct cost posting when items are sold.
Default Income Account	Sets the default sales income account for new items.	Use it so new items are posted to the correct revenue account automatically.
Use Description 2	Adds a second description field for inventory items.	Useful when the company needs an extra item description or alternate wording.
Load User Defined	Loads custom fields in item-related screens.	Enable it if your item master includes user-defined information.
Autogenerate Name/Number	Automatically generates item names or numbers based on the selected rule.	Use it when your company wants consistent item coding.
Autogenerate Code	Automatically generates the item code.	Helpful for businesses that do not want manual coding for each new item.
Item code starting text	Defines the starting prefix used for auto-generated item codes.	Use it when item codes should begin with a business-specific prefix.

Search and Display

Tab Path: Options > Inventory

Option	What It Does	When to Use It
Search by Description	Lets users search items by description.	Useful when item names are more familiar than codes.
Search by UPC/SKU	Lets users search items by barcode, UPC, or SKU.	Recommended for retail, e-commerce, and barcode-based operations.
Search by Code	Lets users search items by internal item code.	Useful when staff mostly know item codes.
Search by Category	Lets users search items by category.	Helpful when finding items by product group.
Search by Brand	Lets users search items by brand.	Useful for branded product businesses.
Search by Serial	Lets users search items by serial number.	Important for serialized goods and after-sales tracking.
Show Sub UOM	Shows the sub unit-of-measure in inventory views and transactions.	Use it when secondary units matter operationally.
Show UOM after Qty	Displays the unit after the quantity.	Useful when users need a clearer quantity-plus-unit display.
Show subcategory	Displays item subcategories where supported.	Enable it when products are organized with a deeper category structure.

Transfers, Stock Control, and Costing

Tab Path: Options > Inventory

Option	What It Does	When to Use It
Show items with zero or negative quantity	Shows items even when their available quantity is zero or below zero.	Useful for review, transfer planning, or stock correction work.
Allow transferring items more than available quantity	Allows transfer entry even when the source location does not have enough available stock.	Use it only when operational practice allows temporary negative stock.
Use sales prices based on locations	Allows item selling prices to differ by location.	Useful when branches or stores follow different pricing.
Reduce stock on delivery note only	Reduces inventory when delivery is made, not earlier in the process.	Use it when stock should move only at physical delivery stage.
Use serial item last cost for its costing method	Uses the latest cost for serial-tracked items.	Useful when serialized items should carry the last known unit cost.
Use lot item average cost for its costing method	Uses average cost for lot-tracked items.	Recommended when lot-based stock should be valued by average cost.

Serial Numbers, Product Lots, and Expiry

Tab Path: Options > Inventory

Option	What It Does	When to Use It
Enable serials	Turns on serial number tracking.	Use it for unique items such as electronics, equipment, or warranty-controlled stock.
Enable product lots	Turns on lot or batch tracking.	Recommended for food, pharmaceutical, chemical, or batch-controlled goods.
Autogenerate number	Automatically creates serial or lot numbers.	Useful when your company wants consistent system-generated numbering.
Days before expiration	Defines how many days before expiry the system should treat a lot as nearing expiration.	Use it when expiry control matters operationally.
Print expiry date	Prints the expiry date where supported.	Useful for lot-based products that require expiry visibility.
Print quantity	Prints quantity information alongside serial or lot details.	Use it when labels or documents must show tracked quantity clearly.
Allow selling serial items if they do not exist	Allows sale of serial-controlled items even if the serial is not found.	Use it only under strict business approval, as it weakens serial control.

Barcode and Advanced Controls

Tab Path: Options > Inventory

Option	What It Does	When to Use It
Barcode type	Chooses the barcode style used by item labels or related functions.	Use the type required by your scanner, label format, or customer.
Barcode field	Chooses which item field is used as barcode content.	Use it when your barcode should come from code, SKU, UPC, or another field.
Based on Category	Applies the barcode rule or labeling behavior by category.	Useful when product groups follow different barcode logic.
Bar height / width or weight	Controls the barcode display size and layout behavior.	Adjust it when printed barcodes must fit a particular label size.
View schedules in item details	Shows schedule-related information in item details.	Useful if item scheduling or planned movement is part of operations.
Allow deduction item	Allows deduction-type items where supported.	Use it when manufacturing or special inventory flows require deduction-style items.
Allow by-products for manufacturing	Allows by-products in manufacturing flows.	Enable it when production creates secondary output items.
Enforce unique UPC/Lookup codes across all products and variations	Prevents the same UPC or lookup code from being reused.	Recommended for barcode accuracy and clean item identification.

11. Reports

The Reports tab controls ageing logic, ageing buckets, report colors, quantity visibility, discount visibility, and server clock adjustment.

Ageing Rules

Tab Path: Options > Reports

Option	What It Does	When to Use It
Age from due date	Calculates ageing based on when the document is due.	Use it when receivable and payable ageing should follow credit terms.
Age from transaction date	Calculates ageing from the original transaction date.	Use it when management wants ageing to start from the transaction itself.
Customer ageing categories	Defines the time buckets used in customer ageing reports.	Adjust them if your company reviews credit exposure in custom ranges.
Vendor ageing categories	Defines the time buckets used in vendor ageing reports.	Use it to match your payable review process.
Inventory ageing categories	Defines the time buckets used in inventory ageing analysis.	Useful when stock ageing must be reviewed in company-specific periods.

Report Appearance and Totals

Tab Path: Options > Reports

Option	What It Does	When to Use It
Use alternative color in reports	Applies alternate row or area coloring to reports.	Useful when printed or on-screen reports should be easier to read.
Alternative / Selection / Unfocused colors	Defines the report color scheme for rows and selections.	Use it when report readability or visual style needs adjustment.
Show sum of item's quantity	Displays total item quantity in reports where applicable.	Useful for management summaries and stock review.
Show discount for sold items	Displays discount information in sold-item reports.	Recommended when sales performance must be reviewed together with discount activity.

Server Clock Adjustment

Tab Path: Options > Reports

Option	What It Does	When to Use It
Use server's clock	Uses the server time instead of the local workstation time.	Recommended in multi-user environments where all users should follow the same clock.
Increase / Decrease	Applies a positive or negative adjustment to the server time used in reports.	Use it only if your company has a specific reason to offset the clock.
Hours / Minutes	Defines the amount of time offset applied to the report clock.	Set these only if you intentionally want a controlled time adjustment.

12. Printing

The Printing tab controls wording, decimals, amount-in-words behavior, cheque printing, custom headers, thumbnails, and QR code behavior.

Printing - General

Tab Path: Options > Printing > General

Option	What It Does	When to Use It
Hundredth	Defines the text printed for decimal fractions in amount-in-words output, such as /100 or another wording.	Use the style required by your cheque or legal print format.
Currency Subdivision	Defines the default subdivision name for the currency, such as cents or fils.	Set it to the correct local subdivision name used by your currency.
Show zero decimal	Prints zero decimals even when the decimal value is zero.	Use it when printed amounts must always show full decimal precision.
Add * before amount	Adds an asterisk before the numeric amount.	Useful when your document or cheque format requires protective characters.
Add * before amount in words	Adds an asterisk before the amount written in words.	Use it if your printed forms require extra fraud-prevention style formatting.
Add * after amount in words	Adds an asterisk after the amount written in words.	Useful for cheque and formal printed document layouts.
Characters after amount	Prints extra characters after the amount, such as /- or /=.	Use the format commonly accepted by your bank or business environment.
Page	Defines the label used for page numbering.	Change it when you want a different page label or bilingual wording.
Show page number on the first page	Includes page numbering starting from page one.	Enable it when every page, including the first, must show its page number.
Use alternative color	Applies alternate color styling to printed or previewed lists where supported.	Useful for readability in internal printouts.
Store / Location selector	Lets you apply printing settings for a specific store or location where supported.	Useful when branches use different printing layouts.
Invoice Headers...	Opens the setup for invoice header content.	Use it when invoices need branch-specific or branded header details.

Amount in Words Dictionary

Tab Path: Options > Printing > General

Option	What It Does	When to Use It
Enable	Lets QBM use the custom words you enter for number-to-words conversion.	Use it when the default wording should be replaced by company-specific or language-specific wording.
Add 'and' after each group	Inserts the word and between number groups according to your style.	Enable it when your legal or local wording standard requires that reading style.
Zero to Nineteen	Defines the exact printed word for the basic number values.	Use these fields when you want to customize the language or spelling of low numbers.
Twenty, Thirty, Forty ... Ninety	Defines the printed words for the tens.	Useful when you need custom spelling or another language.
Hundred, Thousand, Million, Billion, Trillion	Defines the printed words for larger number groups.	Use them if document language or formatting must follow a specific wording standard.
Minus	Defines the word used when the amount is negative.	Useful when negative amounts must be written in a customized style.
And	Defines the connector word used inside amount-in-words output.	Use it when you need another language or a different spelling style.
Replacement grid	Lets you replace one wording with another in the printed result.	Useful for fine-tuning legal wording, bilingual forms, or local language style.

Cheque and Template Layout

Tab Path: Options > Printing > General

Option	What It Does	When to Use It
Cheque width / height	Defines the physical layout size used for cheque printing.	Adjust it only when aligning QBM output with your actual cheque stationery.
Zeros after decimal	Defines how zero decimals are printed in amount-in-words style where supported.	Use it when your cheque format needs a fixed decimal style.
Append 'only' after amounts in words	Adds the word only after the written amount.	Common in cheque and formal document formats.
Only word after amounts in words	Lets you define the exact word or phrase used after the amount in words.	Useful for local language or company-specific wording.
Use designer	Uses the designer-based cheque layout where supported.	Use it when your cheque format has been designed visually and should not rely on defaults.
Add zero decimal after amounts in words	Adds zero-decimal wording even when there is no decimal amount.	Enable it if your print policy requires a fully expressed decimal ending.
Header height	Defines the maximum or fixed header height for print templates.	Useful when printed templates need more or less top-space for logos and company details.
Add custom header for all pages	Uses the custom header not only on the first page but on all pages.	Enable it when every printed page must carry the same branded header.
Item thumbnail width / height	Defines the printed size of item thumbnails.	Useful when items are printed with images and the image size must be controlled.

Printing - QR Code

Tab Path: Options > Printing > QR Code

Option	What It Does	When to Use It
Format amounts	Controls how amounts are formatted before being placed into the QR code.	Use it when the receiving authority or customer expects a specific numeric format.
E-invoicing in the Kingdom of Saudi Arabia	Applies KSA-specific QR code rules.	Use it when your company must follow Saudi e-invoicing requirements.
Separator	Defines the separator used between QR content parts.	Change it only if your QR format specification requires a specific separator.
Print selected texts in QR Code	Controls which values are included in the QR code and in what order.	Use it when legal or customer requirements define the exact QR content.
Move Up / Move Down	Changes the order of the selected QR content.	Useful when the QR sequence matters for compliance or readability.
Apply	Saves the current QR code arrangement and preview.	Use it after changing QR contents or order.
QR preview	Shows a visual preview of the generated QR code.	Always review it after making changes.

Important: after changing printing, cheque, or QR code settings, always test with a sample document before using the setup in live transactions.

13. Field Services

The Field Services tab controls whether stock should be reduced by selected field-service document types.

Tab Path: Options > Field Services

Option	What It Does	When to Use It
Internal Delivery Note - Reduce stock	Reduces stock when an internal delivery note is used.	Enable it if internal field-service movements should affect inventory balances.
Subcontractor Requests - Reduce stock	Reduces stock when subcontractor request transactions are used.	Useful when stock sent through subcontractor-related processes must be deducted immediately.

14. VAT

The VAT tab controls tax application order, default tax codes, pricing behavior, transaction timing, and tax periods.

Tab Path: Options > VAT

Option	What It Does	When to Use It
Apply tax after discount	Calculates VAT after discount is deducted.	Use it if this matches the legal tax treatment in your jurisdiction.
Apply tax before discount	Calculates VAT before discount is deducted.	Use it only if this is the correct legal or company rule.
Default is taxable if tax code is not applied	Treats transactions as taxable when no tax code is selected.	Useful when taxable is the normal business case and missing tax codes should not result in untaxed sales.
Default Item Tax Code	Sets the default tax code used on items.	Use it when most items share a common VAT treatment.
Default Customer Tax Code	Sets the default tax code for customers.	Useful when customers normally follow a standard sales tax treatment.
Default Vendor Tax Code	Sets the default tax code for vendors.	Useful when suppliers usually follow a standard purchase tax treatment.
Use sales tax	Enables tax handling on sales transactions.	Enable it if your company charges VAT or sales tax.
Use purchase tax	Enables tax handling on purchase transactions.	Enable it if your company records input VAT or purchase tax.
Apply Tax at Item Delivery	Applies tax when goods are delivered.	Use it when tax point should be based on delivery.
Apply Tax at Item Receipt	Applies tax when goods are received.	Use it when purchase tax point should be based on receipt.
Show customer tax codes	Displays tax-code information in customer-related screens.	Useful when sales users need to see customer tax treatment clearly.
Show vendor tax codes	Displays tax-code information in vendor-related screens.	Useful when purchase users need to confirm vendor tax treatment.
Tax Registration Number (TRN)	Stores the company VAT registration number.	Required when invoices or tax reports must show the legal registration number.
Sales prices include VAT	Treats sales prices as VAT-inclusive.	Use it when the price shown to customers already includes VAT.
Purchase prices include VAT	Treats purchase prices as VAT-inclusive.	Use it when supplier prices normally include VAT.
Excise Tax	Enables or controls excise-tax handling where supported.	Use it only if your business deals with excise-taxable goods.
Rounding Digit	Defines the VAT rounding precision.	Set it according to local tax and accounting requirements.
Tax periods grid	Maintains VAT periods for reporting and control.	Use New, Edit, and Delete to keep tax periods accurate and current.

15. Modules

The Modules tab lets you turn selected business capabilities on or off, especially approvals, loyalty, promotions, and special calculation features.

Tab Path: Options > Modules

Option	What It Does	When to Use It
Enable Area Calculation	Enables area-based calculation where supported.	Useful for businesses dealing with space, surface, or area-based billing or inventory.
Approval System - Enable	Turns on the approval workflow system.	Use it when documents must pass through review or authorization stages.
Mandate selecting stage	Requires the user to choose an approval stage.	Recommended when document approval routing must be explicit.
Cannot change the status if not approved	Blocks status changes until approval is completed.	Use it for stronger process control.
Use approval in purchase invoices	Applies approval workflow to purchase invoices.	Enable it if supplier bills must be approved before final processing.
Use approval in sales invoices	Applies approval workflow to sales invoices.	Useful when management approval is required for invoicing.
Use approval in sales orders	Applies approval workflow to sales orders.	Use it when large or sensitive orders need review.
Use approval in sales quotes	Applies approval workflow to sales quotations.	Useful when quotations require pricing approval.
Use approval in sales inquiries	Applies approval workflow to sales inquiries.	Enable it only if inquiries are part of a controlled approval chain.
Use approval in purchase orders	Applies approval workflow to purchase orders.	Recommended when procurement must be approved before ordering.
Use approval in purchase quotes	Applies approval workflow to purchase quotations.	Useful when quotation comparison or approval is required before buying.
Use approval in purchase inquiries	Applies approval workflow to purchase inquiries.	Use it if purchasing inquiries are controlled formally.
Use approval in material requisitions	Applies approval workflow to material requisitions.	Recommended for warehouse or project material control.
Use approval in print templates	Applies approval workflow to print-template changes.	Useful when printed layouts must be controlled centrally.
Enable Loyalty Management	Turns on loyalty-related features.	Use it if your company runs customer points, rewards, or similar programs.
Enable Promotions	Turns on promotion-related features.	Use it if the company manages discounts and promotion rules through QBM.

16. Integrations

The Integrations tab contains the settings for external services. If your company does not use a specific integration, leave it disabled.

Integration settings should normally be entered by an authorized administrator or implementation consultant. Incorrect values can stop data exchange or cause rejected transactions.

Planet Tax Free

Tab Path: Options > Integrations > Planet Tax Free

Option	What It Does	When to Use It
Enable	Turns on the Planet Tax Free integration.	Enable it only if your company uses Planet Tax Free with QBM.
Minimum Allowed Age	Defines the minimum customer age allowed for tax-free processing.	Use the value required by the tax-free program.
Sales Minimum Amount	Defines the minimum receipt amount that qualifies for tax-free processing.	Set it according to Planet or local tax-free rules.
Maximum Receipt Days	Defines the maximum allowed age of the receipt for tax-free use.	Use it to stay inside the allowed processing period.
Rounding Digit	Defines rounding behavior for the tax-free calculation.	Set it according to the integration requirement.
VAT Code	Defines which VAT code is used by the integration.	Use the code approved for tax-free transactions.
Company Name	Stores the company name sent to the integration.	Use the legal or operational company name expected by Planet.
New Transaction Address	Stores the service address used for new tax-free transactions.	Enter the endpoint provided during setup.
Cancellation Address	Stores the service address used to cancel tax-free transactions.	Use the endpoint supplied by the provider.
Bearer Token Address	Stores the service address used to obtain authentication tokens.	Required when the integration uses token-based login.
Store Name / Client ID / Client Secret / Terminal ID / Merchandise Group ID	Stores the branch and credential values used by Planet Tax Free.	Enter these exactly as provided by Planet or your implementation team.

Emaar Properties

Tab Path: Options > Integrations > Emaar Properties

Option	What It Does	When to Use It
Enable	Turns on the Emaar integration.	Use it only when your company exchanges data with Emaar.
API Key	Stores the authentication key for the service.	Enter the key exactly as provided by the external service.
Address for daily sales	Stores the service address used for daily sales submission.	Required when QBM sends daily sales data.
Address for monthly sales	Stores the service address used for monthly sales submission.	Required when monthly reporting is used.
Interval	Defines how often automatic exchange should run.	Use the timing agreed during implementation.
Manual / Automatic	Chooses whether data is sent manually or on a schedule.	Use automatic mode only when the process is fully tested.
Start date	Defines the starting date for scheduled transfer.	Set it when beginning a new reporting cycle.
Time	Defines the time for automatic processing.	Use a quiet period if possible to avoid interrupting daily work.
Enable for this client	Turns the automatic process on for the current client setup.	Use it only after credentials and branch mapping are confirmed.
Location	Specifies which location is linked to the integration setup.	Required when Emaar reporting is location-specific.
Clear cache	Clears stored sync cache for the integration.	Use it when troubleshooting stale or repeated transfer behavior.
Store / Unit Number	Maps the QBM location to the external unit or store reference.	Enter values exactly as agreed with Emaar.

MAF

Tab Path: Options > Integrations > MAF

Option	What It Does	When to Use It
Enable	Turns on the MAF integration.	Enable it only if your company reports to or exchanges data with MAF.
Location	Links the integration to a QBM location.	Required when reporting is branch-specific.
User ID	Stores the login name for the integration.	Use the account provided for your company.
Password	Stores the password used by the integration.	Enter the approved credentials only.
API URL	Stores the service address used by the integration.	Enter the URL supplied by MAF or your implementer.
Brand / Mall / Unit	Stores the external business identifiers expected by MAF.	Use the exact official values.
Interval	Defines the automatic transfer timing.	Use the frequency agreed with the external party.
Product Number / SKU / Color / Size / Barcode / Original Price / Discounted Price / Quantity	Defines which product details are included in the integration mapping.	Review these carefully when the integration expects detailed item-level reporting.

Accqrate

Tab Path: Options > Integrations > Accqrate

Option	What It Does	When to Use It
Enable	Turns on the Accqrate integration.	Enable it only when your company uses Accqrate with QBM.
Address	Stores the Accqrate service URL.	Enter the address supplied for your environment.
App Key	Stores the application key used to authenticate.	Use the value provided by the integration owner.
Secret Key	Stores the secure key used together with the app key.	Enter it only for authorized users and keep it confidential.

Dineplan

Tab Path: Options > Integrations > Dineplan

Option	What It Does	When to Use It
Enable	Turns on the Dineplan integration.	Use it only if your restaurant or food-service business works with Dineplan.
Account Name (Tenancy)	Stores the tenancy or account name used by Dineplan.	Enter the exact tenancy supplied during setup.
Login Name	Stores the user name used to connect.	Use the dedicated login approved for integration.
Password	Stores the password used to connect.	Enter the approved password only.
Service URL	Stores the main service address.	Required for all Dineplan communication.
Tickets Sub URI	Stores the ticket endpoint path.	Use the URI supplied by the provider.
Menu Item Sub URI	Stores the menu item endpoint path.	Required if menu items are exchanged.
Auth Sub URI	Stores the authentication endpoint path.	Required when the service uses a separate authentication route.
Location Sub URI	Stores the location endpoint path.	Use it if location data is part of the exchange.
All Items Sub URI	Stores the endpoint path for full item retrieval.	Useful when QBM needs to load all items from Dineplan.
OID	Stores the external object or account identifier.	Use the exact ID provided during implementation.

Zatca

Tab Path: Options > Integrations > Zatca

Option	What It Does	When to Use It
Enable	Turns on ZATCA integration.	Enable it when your Saudi business must exchange e-invoice data with ZATCA.
Certificate Content	Stores the certificate content used for secure communication.	Enter or browse the certificate file provided for your entity.
Private Key Content	Stores the private key content used for secure signing.	Use it only with approved secure credentials.
Authorization	Stores the authorization token or value used by the service.	Use the exact authorization supplied during onboarding.
Reporting URL	Stores the reporting endpoint address.	Required for reporting-mode submission.
Clearance URL	Stores the clearance endpoint address.	Required for clearance-mode submission.
Production / Simulation / Developer	Chooses the ZATCA environment used by QBM.	Use simulation or developer for testing, and production only after approval.
Browse...	Lets you load certificate or key content from a file.	Use it when the credential is supplied as a file instead of manual text.

Shopify

Tab Path: Options > Integrations > Shopify

Option	What It Does	When to Use It
Enable	Turns on the Shopify integration.	Enable it only if QBM is connected to a Shopify store.
Address	Stores the Shopify store address.	Enter your store URL exactly as required.
Access Token	Stores the token used to connect to Shopify.	Use the token created for the approved Shopify app.
Allow creating new items	Lets the integration create new items where supported.	Use it only if item creation from integration is part of your process.
Allow importing items	Allows item import from Shopify into QBM.	Enable it when Shopify is the source of product records.
Allow importing customers	Allows customer import from Shopify into QBM.	Useful when customer records should flow from the online store.
Import orders	Allows order import from Shopify into QBM.	Enable it when online orders must enter QBM automatically.
Stock sync - Enable	Turns on the stock synchronization process.	Use it only after item mapping and location rules are fully tested.
Every N minutes / Interval	Defines how often stock or order checks run.	Use a frequency that balances timeliness with operational stability.
QBM location	Defines which QBM location is used in the sync.	Required when stock is synced by branch or warehouse.
Shopify location	Defines which Shopify location is linked to the QBM location.	Important for accurate stock movement and availability.
Multiple locations / Select...	Allows selection of more than one location in the sync process.	Use it if the integration covers several stores or fulfillment points.
Sync by SKU	Matches items by SKU during synchronization.	Recommended when SKU is the shared key between both systems.
Check for both SKU and Code	Lets the sync match by either SKU or internal code.	Useful when item identifiers are not fully standardized.
Log when an item is not found in Shopify	Creates a log entry when a matching Shopify item is missing.	Recommended for troubleshooting item mapping issues.
Start / Stop	Starts or stops the sync process.	Use it to control live syncing during testing or maintenance.
Clear cache	Clears saved sync data.	Useful when troubleshooting stale or repeated sync behavior.
Refresh	Refreshes the integration screen data.	Use it after making changes or after a sync run.
Last sync date	Shows the last successful sync time.	Use it to confirm whether the integration is running as expected.
Enable auto check for orders	Turns on scheduled order polling.	Use it if orders should be imported automatically.
Last order sync date	Shows the last successful order import time.	Use it to confirm that order polling is current.

Tab Path: Options > Integrations > WhatsApp

Option	What It Does	When to Use It
Enable	Turns on WhatsApp integration in QBM.	Enable it only after Meta and WhatsApp setup has been completed.
Phone Number ID	Stores the WhatsApp phone number identifier.	Enter the ID exactly as provided by Meta.
Access Token	Stores the access token used for WhatsApp API communication.	Use the active token issued for your approved app.
Business Account ID	Stores the WhatsApp Business Account identifier.	Required for successful API communication.
App ID	Stores the Meta app identifier.	Use the app ID from the Meta Developer portal.
App Secret	Stores the app secret.	Keep it restricted to authorized administrators only.
Display Phone Number	Stores the display number shown for the business account.	Use it so users can confirm which sending number is active.
Business Name	Stores the business name linked to the WhatsApp account.	Use the business name approved in Meta.
Template	Defines which approved WhatsApp template can be used.	Useful when sending documents or notifications through approved template messages.
Language Code	Defines the language used by the selected template.	Choose the approved language variant required for your audience.

E-Invoicing

Tab Path: Options > Integrations > E-Invoicing

Option	What It Does	When to Use It
Enable	Turns on the e-invoicing integration.	Enable it only when your company is ready to send invoices electronically through a provider.
Provider	Selects the e-invoicing service provider.	Choose the provider approved for your company or country.
Submission URL	Stores the endpoint used to submit electronic invoices.	Enter the provider's live or test submission URL as instructed.
Format	Chooses the document format, such as JSON or XML.	Use the format required by your selected provider.
Peppol Participant ID	Stores the Peppol participant identifier where applicable.	Required when the provider or compliance model uses Peppol routing.
API Key	Stores the provider-issued API key.	Enter it only when the provider requires key-based access.
API Secret	Stores the provider-issued secret used with the API key.	Keep it confidential and restricted.
Authorization Token	Stores the provider authorization token where required.	Use it when token-based authentication is part of the setup.
Provider website link	Shows the provider's website for reference.	Useful when you need to confirm provider details or sign in outside QBM.

17. Best Practices

Review settings by business area: finance, inventory, sales, printing, then integrations.
Keep a record of important configuration changes, especially VAT, system accounts, and integration credentials.
Test one sample transaction after changing printing, tax, costing, or integration-related settings.
Use stricter duplicate checks, cost warnings, and approval controls if your company needs stronger process discipline.
Leave features disabled if they are not part of your company workflow. This keeps the system simpler for end users.

18. FAQ

Why do I not see some tabs from this guide?

Some tabs appear only for certain editions, permissions, countries, or licensed modules. For example, payroll and some integrations may be hidden if they are not enabled for your company.

Should I use Reset All Settings?

Only with care. It is best used when an administrator intentionally wants to return the settings to defaults and rebuild the setup from a clean base.

Do I need to test after changing QR code, VAT, or integration settings?

Yes. These settings can affect legal compliance, printed output, and external communication. Always test with sample data before relying on the new setup in live use.

Do all users need the same screen behavior settings?

Not always. Some preferences are more about usability, while others are company controls. Align user-facing settings with how your team actually works.