In this section, a number of configuration elements define your organisation. Start by adding the branding your business will display on all communication to your clients, and also the internal look and feel of your organisation using the Ixonn Platform. Customise it to your business

Choose Setup/Settings on your main menu.

A submenu with some sections will show up as a second column of menu items. You will see the first one as General.

The General submenu has 6 components.

General/General

On the left side of your screen, you will have an option to upload your

• company logos (light and dark versions),
• a Favicon icon, to show up on your browser tab,
• the company name and
• the website’s main domain address.

Below the Company Main Domain, there are a couple of Radial buttons. Leave them as ‘No’ unless you are using Semitic languages.

General/Company Information

Choose this section and fill up the information about your company

• Company Name
• Address
• City
• State
• Country Code
• Zip Code
• Phone
• Tax Number (Australia ABN, or Country equivalent Company Tax Number)

The default HTML code will be displayed in the communications and notifications issued by the company, eg. Invoices, Proposals, Notifications, Statements, etc.

In the Finance Section of the Settings, you will be able to define the general defaults for the environment

Finance/General

In this section, you will define how to display your ‘Finance’ information

• Decimal Separator – choose the drop menu to define your default currency separator (eg. cents, default is a full stop)
• Thousand Separator – use the drop menu to choose the separator for every thousand in your currency (default is a coma)
• Digits – When issuing invoices, credit notes, proposals, and estimates, define how many digits the number will carry.
• Select Yes (default) for automatic assignment to the Staff logged on as the sale agent for the document issued.
• Select Yes, when issuing Invoices, Proposals, Estimates and Credit Notes, to show the Tax per Item (otherwise, tax will be issued at the bottom of the document)
• Select Yes to remove the tax name from the item table row (default is ‘No’)
• Select Yes to exclude the currency symbol from the items table amount.
• Default Tax – Select the Default tax by using the Drop menu (Tax must be defined on Setup/Finance for it to show in the drop menu)
• Choose Yes to remove decimals on numbers in documents (default is ‘no’)
• Output the amount in words. (default is ‘No’ to both options)

Finance/Invoices

In this section, you will define how to display your ‘invoices’  information

• Invoice Number Prefix
• Next Invoice Number
• Invoice due after (days)
• Allow staff members to view invoices where they are assigned to
• Require client to be logged in to view invoice
• Delete invoice allowed only on last invoice
• Decremental invoice number on delete
• Exclude invoices with draft status from customers area
• Show Sale Agent On Invoice
• Show Project Name On Invoice
• Show Total Paid On Invoice
• Show Credits Applied On Invoice
• Show Amount Due On Invoice
• Attach invoice PDF when sending payment receipt to email
• Invoice Number Format
• Predefined Client Note
• Predefined Terms & Conditions

Finance/Proposals

In this section, you will define how to display your ‘Proposals’ information

• Proposal Number Prefix
• Proposal Due After (days)
• Pipeline limit per status
• Default pipeline sort Show Project Name On Proposal
• Exclude proposals with draft status from customers area
• Auto convert the proposal to invoice after client accept (only customers related proposals)
• Allow staff members to view proposals where they are assigned to
• Proposal Info Format (PDF and HTML

Finance/Estimates

In this section, you will define how to display your ‘Estimates’ information

• Estimate Number Prefix
• Next estimate Number
• Estimate Due After (days)
• Delete estimate allowed only on last invoice
• Decrement estimate number on delete
• Allow staff members to view estimates where they are assigned to
• Require client to be logged in to view estimate
• Show Sale Agent On Estimate
• Show Project Name On Estimate
• Auto convert the estimate to invoice after client accept
• Exclude estimates with draft status from customers area
• Estimate Number Format
• Pipeline limit per status
• Default pipeline sort
• Predefined Client Note
• Predefined Terms & Condition

Finance/Credit Notes

In this section, you will define how to display your ‘Credit Notes’ information

• Credit Note Number Prefix
• Next Credit Note Number
• Credit Note Number Format
• Decrement credit note number on delete.
• Show Project Name On Credit Note
• Predefined Client Note
• Predefined Terms & Conditions

Finance/Subscriptions

In this section, you will define how to display your ‘Subscriptions’ information.

Finance/Credit Notes

In this section, you will define what ‘Payment Gateways’ you will setup for the business.

Navigate to Setup->Settings->Localization to configure date format and language.

Here, you can define how you would like your date, time and language you want the default environment to be set to.

Two radial buttons are found below.

The first button allows you to disable users and clients from choosing a different language for their interface on the platform.

The second button defines if any communication and notification created in PDF should be translated to client language, or use the system default.

Option 1 – Default (Ixonn Mail Gateway service)

• By Default outbound email is pre-configured using Ixonn Mail Gateway, so your environment is ready to use. All invoices and communications with your clients will be delivered using the noreply@ixonn.io mail address and gateway.
• If the customer wants to configure email branding for its organisation, then option 2 must be followed.

Option 2 – Customer Configured Mail Gateway

This is a very important section and must be done carefully.

To Set up the Email integration for your organisation, so you can send notifications and communication from the platform, go to Setup->Settings->Email.

Once selected a form will appear on the right side of the screen, with two menu options on top “SMTP Settings” and “Email Queue”

Select “SMTP Settings” to configure the outbound email functionality. To complete this section you will need some company information which your IT administrator may have.

The first option is to select the email platform used by your organisation.

SMTP – for standard Office 365, Exchange, or any other SMTP mail services.

Microsoft OAuth 2.0 – Microsoft Azure Clients/Office 365 using OAuth 2.0 authentication.

Gmail OAuth 2.0 – For Gmail corporate users

Sendmail – for Sendmail clients using SMTP configuration

Note: This is a necessary configuration to enable your business to send and receive emails into the platform, Ixonn can provide the configuration services assistance if required by sending Ixonn a service request here.

Navigate to Setup->Finance->Currencies – If your currency is not listed add your own currency. By default, the installation comes with only EUR and USD currencies.

The Default modules that come with the subscription may not be activated, navigate to Setup->Modules to perform activation or required modules.

Navigate to Setup->Finance->Tax and create the local taxes applicable to your sales.

Read more how to configure the job scheduler here

Create your organisation as a customer.

Navigate to Setup/Roles

You will find a button “+ New Role“

When you click on it, a form “Add new Role” will appear.

Create a Role title

(This Role will show on Staff permissions tab after creation)

Choose all the permissions that this role will have.

Click Save button on the bottom of the form.

Navigate to Setup/Staff

You will find a button “+ New Staff Member“

When you click on it, a form “Add new Staff Member” will appear with two menu options: “Profile and Permissions”

Choose Profile to start.

Fill up the form as required.

Select if the Staff will be an administrator or not.

If you have a photo of the Staff, choose file and select photo from your local drive and upload to the profile (photos should be square 200×200)

The form has some mandatory items, indicated by a little red star next to the required fields.

Email

Write the Email of Staff, this will be used as the login access, and must be unique.

Hourly Rate

This is an optional field, however details in here will allow you to count his cost against project resources, if needed

Phone Number

Write the Phone Number of Staff, also can be used for sms services when messaging staff

Facebook Details

Optional field to hold social media information of Staff

LinkedIn

Optional field to hold social media information of Staff

Skype

Optional field to hold social media information of Staff

Default Language

If Staff will work in another support language, choose it here, otherwise ‘default’ will pick up the system chosen language preference

Email Signature

Write Staff Signature and it will automatically be inserted when Staff use the system to send messages and notifications

Direction

Language direction, usually grayed out as language using other direction not selected in system, eg. Hebrew or Arabic

Send welcome email

choose this option to send a message to the new Staff. Email configuration is required to be setup prior to this action to be executed

10.2. Customise email templates by navigating to Setup->Email Templates
10.3. Create offline payment modes by navigating to Setup->Finance->Payment Modes
10.4. Setup you base sales lifecycle pipeline
10.5. Predefined sales items – You can add items by navigating to Sales->Items
10.6. Set up the support system and departments by navigating to Setup->Support->Departments

Learn about security configuration here

Learn about Ixonn System Hotkeys here

Learn about contact permissions here

Learn about collaboration and staff permissions here