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Detailed Settings

Complete guide to configuring LKG for Billing to match your business needs.

⚙️ Settings Categories​

The Settings section is organized into several categories:

  1. Profile Settings - Your user account preferences
  2. Business Settings - Company information and defaults
  3. Invoice Settings - Invoice numbering, terms, and templates
  4. Tax Settings - GST/Tax rates and configurations
  5. Payment Settings - Payment methods and bank accounts
  6. HSN/SAC Codes - Product classification for GST compliance
  7. User Management - Team members and permissions (Admin only)
  8. Integration Settings - Third-party connections
  9. Security Settings - Password, 2FA, and access controls

Settings Profile

Accessing Settings​

  1. Click your profile icon or username in the top right
  2. Select Settings from the dropdown
  3. Or click Settings in the main sidebar (if available)

Settings Dashboard​

The settings dashboard shows:

  • Quick access cards for each settings category
  • Recently modified settings
  • Recommendations for incomplete setup
  • System status and updates

Profile Settings​

Personal Information​

Update your user profile:

Basic Info:

  • Full Name - Your display name
    Example: Rajesh Kumar

  • Email Address - Your login email (may be locked)
    Example: rajesh@company.com

  • Phone Number - Contact number
    Example: +91 98765 43210

  • Role - Your user role (view only, set by admin)
    Options: Admin, User.

Password Change:

  1. Click Change Password
  2. Enter current password
  3. Enter new password (min 8 characters, mix of letters/numbers/symbols)
  4. Confirm new password
  5. Click Update Password

In-App Notifications:

  • ✅ Payment received
  • ✅ Invoice overdue
  • ✅ System updates
  • ✅ Comments/mentions

Display Preferences​

Customize your interface:

Language:

  • English (Default)
  • Hindi
  • Regional languages (if available)

Date Format:

  • DD/MM/YYYY (Indian format)
  • MM/DD/YYYY (US format)
  • YYYY-MM-DD (ISO format)

Time Format:

  • 12-hour (3:30 PM)
  • 24-hour (15:30)

Currency Display:

  • Symbol first: ₹1,000
  • Symbol last: 1,000₹
  • With separator: ₹1,000.00

Number Format:

  • Indian (1,00,000)
  • International (100,000)

Theme:

  • Light mode (default)
  • Dark mode
  • Auto (follows system)

Business Settings​

Company Information​

Configure your business details for invoices and documents:

Business Details:

  • Company Name (Required)
    Example: Acme Technologies Pvt Ltd

  • Legal Business Name
    Example: Acme Technologies Private Limited

  • Business Type
    Options: Sole Proprietorship, Partnership, Private Limited, Public Limited, LLP

  • Industry
    Example: Information Technology, Manufacturing, Retail

Contact Information:

  • Email (appears on invoices)
    Example: billing@acmetech.com

  • Phone
    Example: +91 80 1234 5678

  • Website
    Example: www.acmetech.com

Business Address:

  • Address Line 1
    Example: 123, MG Road

  • Address Line 2 (optional)
    Example: Koramangala 4th Block

  • City
    Example: Bangalore

  • State/Province
    Example: Karnataka

  • Postal/ZIP Code
    Example: 560034

  • Country
    Example: India

Tax Registration:

  • GSTIN (Goods and Services Tax Identification Number)
    Format: 29ABCDE1234F1Z5
    Example: 29AABCT1332L1ZB

  • TAN (Tax Deduction Account Number) - if applicable
    Format: ABCD12345E*

Business Defaults​

Set default values for new records:

Invoice Defaults:

  • Default payment terms: Net 30 days
  • Default tax rate: 18% (IGST)
  • Invoice prefix: INV-
  • Invoice note template

Product Defaults:

  • Default unit of measurement: Piece
  • Default tax rate: 18%
  • Default HSN code (see HSN Settings below)

Customer Defaults:

  • Default payment terms: Net 30
  • Default currency: INR
  • Auto-send invoice on creation: No

Financial Year​

Configure fiscal year settings:

Financial Year:

  • Start Month: April (common in India)
  • End Month: March
  • Or: January to December

Year Closing:

  • Last closing date: March 31, 2024
  • Next closing date: March 31, 2025
  • Auto-close year: Yes/No

Invoice Settings​

Invoice Numbering​

Configure how invoices are numbered:

Numbering Format:

Choose a numbering pattern:

  1. Sequential: 1, 2, 3, ...
  2. Prefixed: INV-001, INV-002, ...
  3. Date-based: INV-2024-001, INV-2024-002
  4. Custom: BILL-NOV-001, ACME-2024-001

Configuration:

  • Prefix (optional): INV-
  • Date Format (optional): YYYY-, YYYY-MM-
  • Starting Number: 1 or 001
  • Padding: 3 digits (001, 002), 4 digits (0001, 0002)
  • Next Invoice Number: (auto-calculated, can override)

Examples:

INV-001, INV-002, INV-003
BILL-2024-001, BILL-2024-002
2024-NOV-0001, 2024-NOV-0002
ACME-001, ACME-002

Tax Settings​

Tax Rates​

Configure GST and other tax rates:

Indian GST Rates:

  • CGST (Central GST): 9%
  • SGST (State GST): 9%
  • IGST (Integrated GST): 18%
  • UTGST (UT GST): Applicable for Union Territories

Standard Rates:

  • 0% (Nil Rated)
  • 0.25%
  • 3%
  • 5%
  • 12%
  • 18% (most common)
  • 28%

Add Custom Tax Rate:

  1. Click Add Tax Rate
  2. Enter rate name: GST 18%
  3. Enter percentage: 18
  4. Select type: CGST+SGST or IGST
  5. Set as default: Yes/No
  6. Click Save

Tax Rules​

Configure when and how taxes apply:

Intra-State (Same State):

  • Apply CGST + SGST
  • Example: Karnataka to Karnataka = 9% CGST + 9% SGST = 18% total

Inter-State (Different States):

  • Apply IGST
  • Example: Karnataka to Maharashtra = 18% IGST

Payment Settings​

Payment Methods​

Enable and configure payment methods:

Available Methods:

✅ Cash

  • No setup required
  • Track cash sales
  • Manual reconciliation

✅ Bank Transfer (NEFT/RTGS/IMPS)

  • Add bank account details
  • Enable for invoices
  • Require UTR number

✅ UPI/Digital Wallets

  • Add UPI ID
  • Show QR code on invoice
  • Integrate with payment gateway

✅ Credit/Debit Card

  • Requires payment gateway
  • Merchant fees apply
  • Instant confirmation

✅ Cheque/Check

  • Enable check payments

✅ Online Payment Gateway

  • Integrate Razorpay/Stripe/PayU
  • Provide API keys
  • Configure webhook

Default Payment Method: Select default for quick entry:

  • Bank Transfer (recommended for B2B)
  • Cash (for retail)
  • UPI (India)

Bank Accounts​

Add your bank accounts for payment tracking:

Add Bank Account:

  1. Click Add Bank Account
  2. Enter details:
    • Bank Name: HDFC Bank
    • Account Holder Name: Acme Technologies Pvt Ltd
    • Account Number: 12345678901234
    • IFSC Code: HDFC0001234
    • Branch: Koramangala, Bangalore
    • Account Type: Current, Savings, or Other
  3. Set as default: Yes/No
  4. Enable for online payments: Yes/No
  5. Click Save

UPI Details:

Add UPI ID for digital payments:

  • UPI ID: acmetech@hdfcbank
  • Generate QR Code: Yes
  • Show on Invoice: Yes

Bank Details on Invoice:

Choose what to display:

  • Show bank name and account number
  • Show IFSC code
  • Show branch
  • Show UPI ID and QR code

HSN/SAC Code Settings​

What are HSN/SAC Codes?​

HSN (Harmonized System of Nomenclature):

  • For goods/products
  • 8-digit classification
  • Required for GST compliance

SAC (Services Accounting Code):

  • For services
  • 6-digit classification
  • Required for service invoices
GST Compliance

Businesses with turnover > ₹5 crore must use 6-digit HSN codes.
Businesses with turnover ₹1.5-5 crore can use 4-digit codes.
Below ₹1.5 crore: 2-digit codes or optional.

HSN Code Master List​

Access and configure HSN codes:

View HSN Codes:

  1. Go to Settings → HSN/SAC Codes
  2. View list of all HSN codes
  3. Search by code or description
  4. Filter by chapter or category

HSN Code Structure:

Example HSN Code: 84713000

  • 84: Chapter (Nuclear reactors, boilers, machinery)
  • 8471: Heading (Automatic data processing machines)
  • 847130: Subheading (Portable digital computers)
  • 84713000: Full HSN (Laptops, notebooks)

Adding HSN Codes​

Add Custom HSN Code:

  1. Click Add HSN Code
  2. Enter code: 84713000
  3. Enter description: Laptops and Notebook Computers
  4. Select GST rate: 18%
  5. Set as favorite: Yes (for quick access)
  6. Click Save

Import HSN Codes:

Import from standard GST HSN list:

  1. Click Import HSN Codes
  2. Select GST HSN Master List
  3. Choose chapters to import (or import all)
  4. Click Import
  5. Codes added to your master list

HSN Code Management​

When creating products, you can enter HSN/SAC codes manually:

  1. Go to Products → Create Product
  2. Enter the HSN code in the HSN Code field
  3. Common HSN codes for reference:
    • 84713000 - Laptops
    • 85176200 - Mobile Phones
    • Various service codes (SAC)
GST Compliance

Ensure you use the correct HSN/SAC code for GST compliance. Refer to the official GST HSN code list.

Default HSN Codes​

Set default HSN codes for product types:

By Product Category:

  1. Electronics → HSN Chapter 84/85
  2. Textiles → HSN Chapter 50-63
  3. Food Products → HSN Chapter 01-24
  4. Services → SAC Codes

Auto-Assign HSN:

Configure auto-assignment:

  1. Enable Auto-Assign HSN Code
  2. Rules:
    • If product category = Electronics, use HSN 8471
    • If product type = Service, use SAC 9983
    • Manual override allowed: Yes

SAC Codes for Services​

Add service accounting codes:

Common SAC Codes:

  • 998314 - Information technology design and development services
  • 998315 - Web hosting and related services
  • 998316 - Software development services
  • 998313 - IT consulting services
  • 996511 - Legal services
  • 998212 - Accounting and bookkeeping

Add SAC Code:

  1. Click Add SAC Code
  2. Enter code: 998314
  3. Description: Software Development Services
  4. GST Rate: 18%
  5. Click Save

User Management (Admin Only)​

Adding Users​

Invite team members:

  1. Go to Settings → User Management
  2. Click Invite User
  3. Enter email: newuser@company.com
  4. Select role: Admin, Manager, User, Read-Only
  5. Set permissions (see below)
  6. Click Send Invitation
  7. User receives email with setup link

User Roles and Permissions​

Admin:

  • Full access to all features
  • Can manage users
  • Can delete paid invoices (with audit)
  • Can modify all settings

User:

  • Create and edit own records
  • Cannot delete finalized invoices
  • Limited settings access
  • Can view own reports

Security Settings​

Password Policy​

Configure password requirements:

  • Minimum length: 8 characters
  • Require uppercase: Yes
  • Require numbers: Yes
  • Require symbols: Yes
  • Cannot reuse last 5 passwords

Next Steps​

Pro Tip: Spend time setting up your HSN code filters properly. This will save significant time when creating products and ensure GST compliance!