General Settings
System Settings — General Settings
This covers six related screens under Organization › System Settings › General Settings: Company Settings, and five modules grouped under Localisation — Countries, Timezone, Currencies, Language & Formats, and Tax Configuration.
Five of the six are singleton records — there’s exactly one instance system-wide, always existing, only ever edited, never created fresh or deleted. There’s no “+ New,” no list view, and no Delete for these. Tax Configuration is the exception: a genuine multi-record grid.
All six share the same audit approach: every saved change writes a row to that module’s own Change History tab, capturing what changed, from what, to what, by whom, and when.
Company Settings
About this module
Company Settings holds your organization’s identity — company profile, business registration details, registered address, contact channels, and social links. Everything here feeds outward-facing documents and other modules that need to reference who you are.
Reviewing and editing
Go to Organization › System Settings › General Settings › Company Settings. The Overview tab opens showing four sections read-only: Company Profile (including Business Information), Company Address, Contact Information, and Social Links.
Click Edit to make every field across all four sections interactive at once — editing is page-level, not per-field. Save and Cancel replace the Edit button.
Fields
Company Profile — Company Name, Industry, Company Size, Year Established, Business Name, Legal Entity Type, Business Registration Number, and Website URL are all mandatory. Website URL must be a well-formed URL.
Company Address — only Address Line 1 is mandatory; Address Line 2, Country, State, City, and Postal Code are all optional.
Contact Information — Company Phone, Support Email, Sales Email, and Fax Number are all mandatory. Support Email and Sales Email must additionally be valid email addresses.
Social Links — LinkedIn, Facebook, Twitter/X, and Instagram are all optional; you can leave every one blank without being blocked.
Saving
Click Save. Validation runs across every field in all four sections in one pass — a single failing field anywhere blocks the entire save, so you’ll want to have your changes ready before committing. Once it passes, you’re returned to the read-only Overview, and each field that actually changed gets its own row in Change History.
Click Cancel to discard everything in progress and return to Overview with the prior values intact. Cancel never touches Change History.
Change History
Switch to the Change History tab to see the full audit trail — sorted by date and time, most recent first, exported same as any other list. An environment with no edits yet shows “No changes recorded yet.”
Countries
About this module
Countries maintains your master list of recognized countries and lets you flag which ones are your Operating Countries — the countries you actually do business in. This selection matters beyond this screen: it’s what scopes the available options on the Timezone and Currencies screens that follow.
Reviewing and editing
Go to Organization › System Settings › General Settings › Localisation › Countries. The Overview tab shows a grid of country cards with a live “N selected” badge, plus a search box to find a specific country by name — available in both Overview and Edit.
Click Edit to make the grid interactive. Each card can now be clicked to toggle its selection on or off, with the badge updating live as you go.
Adding a country not on the list
If a country you need isn’t in the pre-seeded list, click “Can’t find your country? + Country” — visible only in Edit mode — to expand the Add Custom Country panel. Country Name and Country Code are required; UTC Offset and Timezone are optional, defaulting to UTC+0.
Click Add Country. The new country appears immediately as a selected card, but like any toggle, it isn’t actually saved until you click the page-level Save.
Saving
Click Save. Two checks run: at least one country must remain selected — deselecting everything blocks the save — and any newly added country code must be unique across the whole list, including pre-seeded entries. Once it passes, every selection toggle and every custom addition is written separately to Change History.
Click Cancel to discard all toggles and any unsaved custom country entry.
Timezone
About this module
Timezone determines which IANA timezone(s) apply within each of your Operating Countries. It has no independent list of countries — everything here is driven entirely by whatever you’ve selected in Countries. Add or remove an Operating Country there, and its card appears or disappears here automatically.
How single vs. multi-timezone countries differ
A country with only one valid timezone is handled for you — it shows a green “Auto-selected” badge with its fixed timezone and UTC offset, and it’s never editable, even in Edit mode. There’s simply nothing to configure.
A country spanning multiple timezones needs your explicit input: you choose which of its timezones actually apply to your operations.
Editing
Click Edit. Multi-timezone country cards become interactive with explanatory text and a “+ Add timezone…” control; single-timezone cards stay exactly as they were.
For a multi-timezone country, click + Add timezone… to search and add one — already-selected timezones are excluded from this list, so you can’t add a duplicate. Remove a chip by clicking it directly.
Saving
Click Save. The one check that runs: every multi-timezone country must retain at least one selected timezone. Remove every chip from a country and Save is blocked, with that country highlighted. Once it passes, each addition and removal is logged separately to Change History.
Click Cancel to discard every unsaved addition or removal across every country.
Currencies
About this module
Currencies maintains the set of currencies your business transacts in and designates exactly one as the Primary (base) currency, used for consolidated reporting and cross-currency conversion elsewhere in the system. It works alongside Countries: as you select Operating Countries, this screen proactively suggests any currency relevant to those countries that isn’t configured yet.
Reviewing and editing
Go to Localisation › Currencies. The Overview tab shows the Currency Configuration table with its Primary currency marked, plus any active suggestion banner.
Click Edit. Set Primary and Remove links appear on every non-Primary row, the suggestion banner gains a quick “+ Add {Code}” link, and a + Currency button appears below the table.
Managing existing currencies
Click Set Primary on any non-Primary row to make it the new base currency — the previous Primary automatically drops back to Active status. The current Primary row shows no Set Primary or Remove link at all; a currency can’t be re-designated onto itself or removed while it holds this status.
Click Remove on any non-Primary row, and confirm in the dialog that follows.
Adding a currency
Two paths: click the suggestion banner’s quick-add link for a one-click add, or click + Currency to open the full Add New Currency panel. There, Currency Code, Display Name, and Symbol are mandatory — selecting a code auto-fills the name and symbol from a standard reference list, but both remain editable if you need to override them. Status defaults to Active, with Inactive also selectable.
Either way, the currency appears in the table immediately but stays unsaved until the page-level Save.
Saving
Click Save. The system checks that exactly one currency remains Primary and that any new currency code is unique. Once it passes, each addition, removal, and Primary re-designation is written to Change History — additions logged as “Created,” everything else as “Updated.”
Click Cancel to discard all pending Primary changes, removals, and any unsaved Add New Currency entry.
Language & Formats
About this module
Language & Formats is the single system-wide configuration for your Default Language and the date/time display formats used throughout GEMS ERP. Like Company Settings, this is a singleton — always exists, only ever edited.
Reviewing and editing
Go to Localisation › Language & Formats. The Overview tab shows the current Default Language, Date Format, and Time Format, alongside a Preview panel showing a concrete example of the combined effect.
Click Edit to turn all three into interactive dropdowns.
Fields
Default Language, Date Format, and Time Format are all mandatory single-select dropdowns with no blank option — a value is always present, so there’s no risk of leaving one empty.
As you change any of the three, the Preview panel updates immediately, letting you confirm the combined result before committing anything.
Saving
Click Save. All three values persist together in one action, regardless of how many actually changed. Anything that did change gets its own Change History row; re-selecting the same value a dropdown already had produces no entry.
Click Cancel to discard every unsaved dropdown selection and return to the prior values and Preview.
Tax Configuration
About this module
Tax Configuration maintains your master list of GST/IGST tax codes — the codes that transactional screens elsewhere in the system (Purchase Order line items, for instance) reference for tax rate and type. Unlike the other five screens, this is a genuine multi-record grid with inline add and edit, rather than a single record edited as a whole page.
The list view
Go to Localisation › Tax Configuration. Three summary badges — Total, Active, Inactive — sit above the grid, alongside search, a Status filter, and sortable columns.
Adding a tax code
Click + Tax Code. A blank, inline-editable row appears at the bottom of the grid. Fill in:
- Tax Code — required, unique
- Description — required
- Rate — required, must be a valid numeric percentage
- Type — required, GST or IGST via dropdown
Click the row’s Save icon. The new code commits with a status of Active — there’s no status control on the create row itself, since new codes are always Active — and the summary badges update immediately.
Editing a tax code
Click the Edit icon on any row to turn it inline-editable, pre-filled with its current values. Only that row enters edit mode; everything else stays read-only. Update whatever’s needed and click Save, or Cancel to discard.
Toggling status
Click the Toggle Status icon on a row to flip it between Active and Inactive directly — this is a single click, with no full inline edit involved and no separate Save step. The summary badges update right away.
Deleting a tax code
Click the Delete icon and confirm the prompt. The row is permanently removed, and the Total and relevant Active/Inactive badge adjust accordingly. Cancelling the confirmation leaves everything untouched.
Change History
Every add, edit, status toggle, and delete writes its own row to Change History — additions as “Created,” edits and toggles as “Updated,” deletions with their own label.
Calendar Settings
Calendar Settings covers two related but distinct things on one page: Week & Slot Settings, which defines your working week and bookable time granularity, and Public Holidays, a list of non-working dates that scheduling logic elsewhere in the system — availability calculations, delivery-date validations — can reference.
These two pieces behave differently, and it’s worth understanding the difference before you start editing:
- Week & Slot Settings is a whole-record edit, governed by a single page-level Save/Cancel
- Public Holidays is an inline list where each addition or deletion commits immediately and independently, with no separate save step
Reviewing and editing
Go to Organization › System Settings › General Settings › Scheduling › Calendar Settings. The Overview tab shows both sections read-only: your current week and slot configuration, and the Public Holidays table with each entry’s Recurring and Type classification.
Click Edit. Week & Slot Settings fields become interactive, and the Public Holidays section gains a + Holiday button and a Delete icon on every row. Save and Cancel replace Edit at the page level.
Week & Slot Settings
Fields
All five fields are mandatory:
- Week starts on
- Slot duration
- Default meeting duration
- First slot
- Last slot
Saving
Update whatever you need, then click the page-level Save. The one validation check here: Last slot must be later in the day than First slot — get this backwards and the save is blocked.
Once it passes, all changed fields persist together and you’re returned to Overview. Each field that actually changed is logged separately to Change History.
Click Cancel to discard any unsaved changes to these fields and return to the prior values.
Public Holidays
Adding a holiday
Click + Holiday to add a new inline row. Fill in:
- Holiday — required
- Date — required
- Country — required
- Recurring — defaults to Yes, changeable
- Type — defaults to National, changeable
Click the row’s own Save icon. This commits immediately — there’s no page-level save involved — and the holiday count badge updates right away.
Removing a holiday
Click Delete on any existing row. It’s removed immediately, and the count badge decrements.
There’s no in-place edit for an existing holiday. If a date or detail needs correcting, delete the row and add a replacement rather than looking for an edit control — there isn’t one.
Why Cancel doesn’t undo holiday changes
This is the detail most worth remembering about this screen: the page-level Cancel only discards unsaved Week & Slot Settings changes. Any holiday you’ve added or deleted during the same edit session is already committed the moment you clicked its row-level Save or Delete — Cancel has no effect on it. If you add a holiday by mistake, you need to delete it explicitly; clicking away from the edit won’t undo it.
Change History
Every Week & Slot Settings change and every holiday addition or deletion gets its own row here — settings changes logged as “Updated,” additions as “Created,” and removals with their own label. The grid sorts by date and time, most recent first. An environment with nothing changed yet shows “No changes recorded yet.”