Company Setup and Settings

Company Setup in CountServa lets you record your business identity, financial year, tax registrations, document defaults and opening balances before you start recording transactions. It is normally done once by the company owner or accountant when the company goes live on CountServa, and revisited when details such as the address, SST registration or numbering change.

Before You Start

• You need the Owner role, or a role with Setup access. Read-only roles can view settings but cannot save them.
• Have your SSM registration number, LHDN TIN, SST registration number (if registered), MSIC code and company logo ready.

Enter the Company Profile

1. Go to Settings > Company Settings.
2. Under Company Profile, fill in Business Name, SSM / Business Reg No, TIN (Tax ID No) and MSIC Code.
3. Under Address & Contact, enter the Address, City, Postcode, State, Country, Phone, Email and Website.
4. Under Financial Year, choose the First Month of Financial Year.
5. Under Localization, set the Base Currency, Date Format and Decimal Places.
6. Press Save Settings.

Key Company Settings

Set Tax and Invoicing Defaults

1. In Settings > Company Settings, open the SST (Sales & Service Tax) section.
2. Enter your SST Registration Number and choose the Taxable Period.
3. Under Sales Defaults and Purchase Defaults, choose the Default SST Code (Sale), Default SST Code (Purchase) and Default Tax Mode.
4. Under Invoicing, add Default Notes / Terms (Sales Documents), an Invoice Message and a Customer Statement Message if you want them printed.
5. Under Branding & Documents, upload your Logo and write the Document Footer.
6. Press Save Settings.

Approval Controls

Under Approval Controls you can set a Bill approval threshold (MYR) so that larger bills need approval before posting, and set the Bill vs goods-received check to Warn if a bill exceeds goods received (recommended), Block a bill that exceeds goods received or Off. Set a Capitalisation threshold so that purchases below it are expensed rather than treated as fixed assets.

Document Numbering

1. Go to Settings > Document Numbering.
2. For each Document, set the Prefix, Separator, Date in Number, Digits, Start At and Suffix, or tick Use Custom Format. Check the Preview column.
3. Choose Assign Number On: On creation (recommended, same number as issued) or When issued (draft shows DRAFT-... until then).
4. Press Save Numbering.

You can also change the print look under the same page's Theme section (Classic, Modern or Minimal, plus an Accent colour) and press Save Theme.

Lists and Masters

Settings > Lists & Masters holds the short lists used across the system, grouped under Sales & Pricing, Finance, Inventory and Contacts. Click a card to manage that list:

Opening Balances When You Go Live

If you move to CountServa part way through your business life, bring over your balances:

1. Go to Accounting > Opening Balances, set Balances as At, enter a Debit or Credit for each account and press Save & Post (or Save Draft to finish later).
2. Go to Accounting > Opening AR / AP Items to enter each unpaid customer invoice and supplier bill with its Original Doc No, Doc Date, Due Date and Outstanding amount, so aging reports and receipts work from day one. To load many at once, paste CSV text (first row is the headers) and press Import AR Items or Import AP Items. The import is all-or-nothing: if any row fails, nothing is saved.
3. Go to Inventory > Opening Stock to enter the quantity and cost of stock on hand.

Period Close and Lock

When a month or year is final, lock it so nobody can post into it by mistake. Go to Settings > Period Close & Lock and set the lock date. CountServa then refuses to post any entry dated on or before that date. A year-end close also moves the lock date to the financial year end.

Other Settings

• Menus & Visibility hides modules your company does not use.
• GL Account Mapping links system roles, such as Accounts Receivable or Output Tax, to your own accounts.
• Custom Fields adds your own fields to documents.
• Document Notifications, Auto Email and Auditor Notifications control automatic emails.
• Bank Rules auto-categorise bank statement lines. See Banking and Bank Reconciliation.
• Payroll holds payroll policy such as employer registrations and pay day. See Payroll.
• Office Computers registers office PCs with Register and Show Key so documents can be saved to them.
• Audit Trail shows who changed what and when.

Frequently Asked Questions

Can I Change My Financial Year Later?

You can edit the First Month of Financial Year, but do this before you post transactions in the new year. Speak to your accountant first, because it affects every report.

What If I Am Not SST Registered?

Leave the SST registration number empty and use a no-tax code as your default. You can add SST later when you register.

Where Do I Put My Logo?

Upload it in Settings > Company Settings > Branding & Documents. It then appears on quotations, invoices and other printed documents.

Why Can I Not Post a Document in an Old Month?

Journals dated on or before the lock date are refused. The lock is set in Settings > Period Close & Lock. Ask the owner to move the lock date if a correction is genuinely needed.

Related Guides

• CountServa Overview
• Users, Roles and the User Portal
• Chart of Accounts and Journals
• LHDN MyInvois e-Invoice