Initial Setup

After installing PayInvoice Next, complete these setup steps before your team begins using the system.

Step 1: Company Configuration

Navigate to Settings > Company.
Verify your company name, address, and registration details.
Set the Default Currency (e.g., INR for Indian Rupees).
Enter the company's GSTIN — this is used on all procurement documents.
Click Save.

Step 2: Fiscal Year

Navigate to Accounting > Fiscal Year.
Create the fiscal year matching your organization's financial calendar (e.g., April 2026 to March 2027).
Set it as the default fiscal year.

Step 3: Chart of Accounts

Navigate to Accounting > Chart of Accounts.
Verify that the expense accounts, payable accounts, and tax accounts are configured.
If using SAP Integration, ensure the GL code mapping is complete.

Step 4: Cost Centers and Departments

Navigate to Accounting > Cost Center and create the cost center hierarchy.
Navigate to HR > Department and create departments that will raise Purchase Requests.

Step 5: Budget Codes (WBS)

Navigate to Budget > Work Breakdown Structure.
Create the WBS hierarchy for your organization. See Work Breakdown Structure for details.

Step 6: Supplier Setup

Navigate to Procurement > Supplier and add your key suppliers.
Enter GSTIN, bank details, and TDS category for each supplier.
See Supplier Onboarding for the full onboarding process.

Step 7: Workflow Configuration

Navigate to Settings > Workflow and configure approval workflows for Purchase Requests, Purchase Orders, and Purchase Invoices.
See Workflow Setup for step-by-step instructions.

Step 8: PayInvoice Settings

Navigate to Settings > PayInvoice Settings.
Review all configuration options and set defaults for your organization.

WARNING

Complete all 8 steps before allowing users to create procurement documents. Incomplete setup can cause validation errors during document submission.

Next Step

Once setup is complete, follow the Quick Start Guide to create your first Purchase Order.