1. Kladana
  2. How Kladana Works
  3. General Settings

My Company and Tax Settings

When you sign up, Kladana automatically creates an entry for your company (with Legal Entity details). The entry information is used almost everywhere: in transactions, printed forms, and reports. The company cashbox and bank accounts are also linked to the Legal Entity. For more information, see Cashbox settings, Bank Account settings.

The stock level is associated with your Kladana account, it does not correlate with your Legal Entity.

It is highly recommended to start your work in Kladana with filling your company details and your Legal Entity taxes setup. These settings are the basis of tax calculations. For more information, see Tax rates, GST calculation and invoicing.

You can create a company or several companies according to your subscription plan. Several companies can be used in case your sales are represented by different Legal Entities, or you have one Legal Entity with different GSTIN for different states.

To view the list of your companies, click on the user icon and select Settings → My Companies and Tax Settings.

Add company

  1. In the Kladana workspace, click on the user icon and select Settings → My Companies and Tax Settings.
  2. Click +My company.
  3. Enter the following information about you company:
    • Name (required fields). Company name is used in printed forms if the registration name is not specified. You can specify your company short or internal name. For example, Maharashtra_Fruits Pvt. Ltd, Karnataka_Fruits Pvt. Ltd etc.;
    • Phone, Email (required fields);
    • Code, Fax Number, Shipping Address, Comment to address, Comment to your company;
    • Executive name, Job title, Signature;
    • Logo.
      create_company_1.png
  4. Specify your legal and tax details:
    • Select GST Treatment (required field). If the company is GST registered, select the Tax Included checkbox and choose GST Treatment → Registered. For GST registered companies the State of registration is required.
    • Select Country of your company registration (required field).
    • Add Registration Name and Billing Address (are used in printed forms), Comment to Address, and PAN (optional).
      create_company_2.png
  5. In the Cashbox section, click Adjust balance, and enter the current balance value. Click Save. create_company_3.png
  6. Enter your bank account details. Click +Account number to add another account. create_company_4.png
  7. Click Save.

Company info in transactions and reports

Every company (Legal Entity) has a separate record-keeping. When you create a transaction, you should specify the company on behalf of which the transaction is created (My Company field). my_company_field.png

You can also use My company field auto filling.

  1. In the Kladana workspace, click on the user icon and select My Profile.
  2. In the Default settings section, select the company in My Company field.
    defolt_settings_company_field.png
  3. Click Save.

Companies management

The quantity of companies (Legal Entities) you can create is based on your subscription plan. You can archive the company you do not use any more.

To set up independent transaction numbering for every company:

  1. Select the transaction, Sales → Sales Orders, for instance.
  2. Click icon_settings.png.
  3. Select Independent numeration of transactions for legal entities using the checkbox. independent_numeration.png
  4. Click Save.

Company shared access

You can set up permissions to the transactions of the company (Legal entity) for the company employees.

Step 1. Create the company department

  1. In the Kladana workspace, click on the user icon and select Settings → My Companies and Tax Settings.
  2. Select the company in the list of your companies.
  3. Click on your name to view the owner access card. employee_card.png
  4. Click pencil_icon.png and select +Group. Enter the department name. Click Save. add_department.png
  5. Uncheck the Shared access checkbox. select_department.png
  6. Click Save.

Step 2. Add an employee to the department

  1. Click on the user icon and select Settings → Employees.
  2. Select the employee in the list of employees.
  3. In the Authorisation section, select the group you want to add the employee to. seclect_group_for_the_employee.png
  4. Click Save.

Step 3. Set up the employee personal access

  1. In the User roles section, select the role User, and click Setup permissions.
    user roles.png
  2. Set the following permissions:
    • Select Lists → My Companies and Tax Settings → Own and group or Own, group and common. user access settings.png
    • Select Own and group or Own, group and shared for every transaction in every section.
  3. Click Save settings.
  4. Click Save.

See also

Tax rates

GST calculation and invoicing

Manage user access