Ledgr/Documentation/Settings

Settings

Eleven tabs. Most of them you will fill in once in your first week and never open again — but two of them, Data and Sync, are worth knowing about before you need them.

Company

Your legal name, trading name, entity type, company registration number, VAT number, address and contact details. These are not decoration — they are printed on every invoice you issue, and several of them change what Ledgr does:

• The VAT number is the switch for VAT. A company with no VAT number is not a registered vendor as far as Ledgr is concerned, and it will not put VAT on an invoice or let you prepare a VAT201. Capture it the day you register, not the day you notice.
• The registration number is what the ITR14 and the annual return are prepared against.
• The banking details here become the default on documents, and can still be overridden per document.

Tax & VAT

Your VAT tax period category under section 27 of the VAT Act — the letter that decides whether you file every month, every two months, twice a year or annually, and which months those are. Ledgr's VAT201 periods and the deadline countdown on the dashboard both read it, so getting it wrong makes both wrong in the same direction.

The standard rate is currently 15%. You do not enter it and you cannot change it: it is date-effective in Ledgr, so a document raised before a rate change keeps the rate it was raised at — which is exactly what a VAT201 for a closed period depends on.

Localisation

Time zone, date format, base currency and number formatting. Ledgr defaults to South African conventions throughout, so most businesses never touch this tab.

Branding

Your logo, an accent colour and the footer text that appears on documents. There is a second logo slot for a professional body or trade association — SAICA, SAIPA, SAIBA, IRBA or your B-BBEE certificate — which sits alongside your own on invoices and statements.

Integrations

What Ledgr is connected to, and the credentials for each.

• PayFast — your own merchant credentials, so payments on your invoices land in your bank account. On a group whose entities bank separately you can hold a set per company. The key is write-only: once saved it is never shown again, only a masked hint. Setting it needs the banking permission, because it decides which account receives money.
• WhatsApp Business — for sending invoices, statements, receipts, reminders and payslips over WhatsApp rather than email.
• Aura POS — see the Aura guide.

Yoco appears in the payment gateway list but cannot be switched on for invoice payment links yet, and the app greys it out rather than letting you try. Yoco is what Ledgr's own subscription billing runs on — a different thing in a different direction.

Notifications

Which emails go out, to whom, and from which reply-to address. Invoice reminders, bill due dates, batch expiry warnings, approval requests and the daily task digest for sales are all switched here.

Security

Your own account's password and two-factor authentication, plus — for administrators — the policies that apply to everyone: session timeout, password rules, lockout thresholds and the seven-year POPIA audit retention.

Billing & Plan

Your plan, term, renewal date, employee band, storage usage and purchase history, plus the box for entering a licence key. It has a guide of its own.

Data

Two directions, and both matter.

• Import — bring contacts, products and invoices across from your old system as CSV. Preview first: the preview runs the same import and reports the same counts, so what it tells you is what will happen. See switching to Ledgr.
• Export — your contacts, invoices with their lines, bills with their lines, products, expenses and time entries, as CSV. Available on every plan, at any time, with no notice period and nothing to ask for.

Exporting is worth doing once now rather than for the first time under pressure. The Tax Administration Act asks you to keep records for five years, and that obligation is yours whether or not you are still a Ledgr customer.

Sync

Whether you are online, how many writes are queued, and whether anything failed. This card is also the honest list of what works offline — invoicing, expenses with the receipt photo, mileage, job-card creation and time entries — and it says plainly what does not.

Offline & load shedding explains why the line falls where it does.

About

Your version, the region your data is hosted in (africa-south1, Johannesburg) and links to the privacy and security position. If you are reporting a problem to support, the version string here is the first thing to include.