Administration & Settings manual
The Settings module is the ERP's control center: it defines the company profile, creates users and their per-screen permissions, configures currencies & exchange rates, taxes / VAT, and manages access security.
Overview
Administration / Settings brings together all the cross-cutting settings that govern how the business modules work (sales, purchasing, stock, HR…). This is where you identify the company (legal name, tax ID, logo), open user accounts and assign them per-screen permission profiles, and define the financial reference data (currencies, exchange rates, VAT, stamp duty).
Objective
- Set up the ERP before going live
- Secure access with permission profiles
- Define currencies, VAT and stamp duty
- Manage multi-branch setup and the subscription
Target audience
- Administrator — configures the whole system
- Manager — manages the users in their area
- Accounting — maintains currencies & taxes
The "Settings" menu
All these settings are grouped under the Settings side menu (gear icon). The sub-entries shown depend on the connected profile's permissions and the company's subscription.
Access and navigation
Left-hand side menu: Settings (at the bottom of the menu, pink gear icon) → then the desired entry (Users, Profiles, Companies, Currencies, VAT…).
Conditioned visibility
An entry only appears if your profile has at least View access to the corresponding screen. Some entries (Regions, Delegations…) are hidden by default depending on the configuration.
Company profile
The Companies screen holds the company's identity: legal name, logo, tax IDs and contact details. This information automatically feeds the document headers (invoices, delivery notes, quotes…).
Company record fields
| Field | Description |
|---|---|
| Legal name * | Official name of the company, shown on all documents. |
| Logo | Image (gif, jpg, png) displayed in the header of PDFs. |
| Tax ID * | Tax identifier (e.g. 1234567/A/M/000). |
| Business sector * | Sector — drives certain default business behaviors. |
| CNSS code * | Employer's CNSS identifier (payroll / filings). |
| Currency * | Company's reference currency (e.g. Tunisian Dinar). |
| Address · Postal code · Phone · Fax · Email · Website | Contact details shown in the document footer. |
| Electronic signature | Signature type (Digigo / Company identity) for signed documents. |
The Company type field distinguishes the Parent company from its Resellers / Customers linked via the Parent field. Each branch keeps its own data (multi-tenant isolation).
The company has a subscription tier — Free, Premium, Platinum or Diamond — which unlocks modules and the number of users. Renewal and pack purchases are done from the Subscription screen.
Users & permissions
Access management happens in two steps: first you define Profiles (sets of permissions), then you create the Users to whom you assign a profile. A user thus inherits all the permissions of their profile.
Creating a user
Per-screen privilege profile
For each screen of the application, a profile receives up to 7 permissions: View, Create, Edit, Delete, Activate, Reset and Sync. The column headers let you check them all at once.
| Module / Screen | Reading | Creation | Edit | Deletion | Activation | Reset |
|---|---|---|---|---|---|---|
| SALES | ||||||
| 01 - Quotes & Proforma Invoices | — | |||||
| 02 - Delivery notes | — | |||||
| 03 - Invoices | — | |||||
| SETTINGS | ||||||
| 01 - Users | ||||||
The 7 permissions per screen
| Permission | Effect on the screen |
|---|---|
| View | View the screen and its lists. Essential: without View, the menu entry is hidden. |
| Create | Add new records (the New button). |
| Edit | Edit an existing record. |
| Delete | Delete a record (the Trash button). |
| Activate | Approve / activate (depending on the screen: validate a document, activate an account…). |
| Reset | Reset (e.g. a user's password, a counter…). |
| Sync | Sync with an external system (visible if the option is enabled). |
The header checkboxes of each column check/uncheck the permission for all screens at once. The Create permission and those after it remain unavailable on a screen until its View permission is granted.
Currencies & exchange rates
The Currencies screen defines the currencies usable in the ERP. Each currency has a symbol, a subunit (e.g. millime) and an exchange rate relative to the reference currency. Multi-currency sales convert prices using this rate.
| Label⇅ | Symbol⇅ | Subunit | Exchange rate⇅ | Action(s) | |
|---|---|---|---|---|---|
| Tunisian Dinar | TND | Millime | 1.000 | ||
| Euro | € | Cent | 3.380 | ||
| US Dollar | $ | Cent | 3.120 |
Currency fields
| Field | Description |
|---|---|
| Label * | Name of the currency (e.g. Tunisian Dinar). |
| Symbol * | Symbol shown on amounts (e.g. TND, €, $). |
| Subunit * | Name of the fraction (e.g. millime). |
| No. of subunits * | Number of decimal places (e.g. 3 for the dinar). |
| Exchange rate * | Value of 1 unit relative to the reference currency (the reference is worth 1.000). |
Real-time rate
When a sale is invoiced in a currency different from the one prices are set in, Swifto can convert at the real-time market rate; otherwise, the exchange rate entered on the currency applies (safety net).
Taxes & VAT
The VAT screen lists the rates applicable to items and documents. The stamp duty and the tax settings per module (sales / purchasing) complete this reference data.
| VAT rate⇅ | Description | Action(s) | |
|---|---|---|---|
| 19.000 % | Standard rate | ||
| 13.000 % | Intermediate rate | ||
| 7.000 % | Reduced rate | ||
| 0.000 % | Exempt |
VAT rates
Each rate carries a value in % (between 0 and 90) and a description. The usual rates in Tunisia: 19 %, 13 %, 7 % and 0 % (exempt).
Stamp duty & taxes per module
The stamp duty (e.g. 1.000 TND) is added to invoices. The tax settings let you enable/disable these levies separately on the sales side and the purchasing side.
Immediate impact — changing a VAT rate does not alter documents already issued, but applies to any new item line. Check the rates before a data-entry campaign.
Security
Swifto protects access and data at several levels: passwords, secure reset, protection against attacks and data isolation between companies.
Password
Each user has their own personal password (min. 6 characters, to be confirmed). Can be changed from their record or personal profile.
Reset by link
Forgot your password? A secure, single-use link, valid for 30 minutes, is sent by email — no password is ever transmitted in plain text.
Anti-bruteforce
After 5 failed login attempts, the account is locked for 15 minutes. The counter resets to zero after a successful login.
Multi-tenant isolation
Each company only sees its own data. Any attempt to access a record belonging to another company is refused.
Password reset
Secure link received by email — valid 30 min, single use.
Getting-started workflow
flowchart LR A([Create company]):::s --> B[Settings
profile · currencies · VAT]:::p B --> C[Profiles
permissions per screen]:::p C --> D([Users
+ profile assignment]):::ok D --> E[Operation
sales · purchasing · stock]:::p B -.->|subscription| F([Modules unlocked]):::ok D -.->|security| G([Reset link · anti-bruteforce]):::st classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d; classDef s fill:#F1F5F9,stroke:#334155,color:#1E293B; classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
Business rules
Mandatory profile — every user must be linked to a profile; their permissions are entirely determined by it.
View = the gateway — without the View permission on a screen, the menu entry disappears and the other permissions (create, edit…) have no effect.
Unique currency & identity — the company's reference currency and tax ID automatically feed all documents issued.
Strict segregation — no user can view or edit another company's data, even by forcing a URL (multi-tenant isolation).
Security best practices
Principle of least privilege
Only grant each profile the permissions strictly necessary for its role. Avoid giving Delete rights beyond administrators.
Deactivate rather than delete
For an employee who leaves the company, remove their permissions or deactivate their account rather than deleting it — this preserves traceability.
Renew passwords regularly
Encourage strong passwords and their regular renewal. Use the reset link rather than sending a password by email.
One account = one person
Never share a single account between multiple users: anti-bruteforce lockouts and login logs would become unusable.
FAQ & Tips
A menu entry isn't showing up ?
Your profile probably doesn't have View rights on this screen — or the module isn't included in your subscription. Check the profile under Settings › Profiles.
A user is locked out at login ?
They may have exceeded 5 attempts: the account unlocks itself after 15 minutes, or immediately via a password reset.
How do I invoice in another currency ?
Create the currency under Settings › Currencies with its exchange rate, then select it on the document: the conversion is automatic (real-time rate if available).
Tip — duplicate a template profile
To save time, create a few "template" profiles (Salesperson, Warehouse clerk, Accountant, Admin) and assign them; then adjust case by case.
