Business

In Gem Logic, a Business represents your company’s core identity, legal entity, and operational structure.

See also

Configuration

To set up a business, follow these steps:

  1. Configure the business details.

  2. Set up divisions.

  3. Configure VAT rates.

Business Details

To configure your business, go to Configuration ‣ Business and configure the following fields:

  • Business name: The official name of your company.

  • Company number: Your company registration number.

  • TAX/VAT number: Your tax or VAT identification number.

  • Country: The country where your business is registered.

  • Currency: The currency used for all transactions.

  • PEPPOL identifier: Your PEPPOL network identifier for electronic invoicing.

  • EORI number: Economic Operators Registration and Identification number for customs.

Invoice Settings

  • Invoice prefix: Prefix added before invoice numbers (e.g., (year)- creates 2024-0001).

  • Invoice suffix: Suffix added after invoice numbers.

  • Invoice numbering start: The starting number for invoice numbering.

  • Credit note prefix: Prefix for credit note numbers.

  • Start date: The date your business started operating.

Note

Only one business can be set as the default at a time. If you mark a business as default, any previously default business will be updated automatically.

Divisions

Divisions represent subdivisions within a business, such as regional offices, departments, or separate brands that operate under a common parent business. Each division can have its own branding, contact information, and document settings while remaining part of the same legal entity.

Note

If you have independent subsidiaries with separate legal identities, these should be created as additional businesses, not divisions.

Configuration

Each division is linked to its parent business but may contain different or specific information, such as its address, logo, or document footer texts.

To create a division, go to Configuration ‣ Business and add a new division under your business. Configure the following fields:

  • Division name: The official name of the division.

  • Spoken name: An alternative name used in communication (e.g., a brand name).

  • Bank account number: The IBAN for this division.

  • Primary division: Check this to make it the main division.

Important

Only one division per business can be set as primary. If you mark a division as primary, any previously primary division will be updated automatically.

Address and Contact

  • Street, City, State, Zipcode/Postcode, Country

  • Website

  • Phone number

  • Email address

  • General manager

Logo Settings

  • Logo: The logo displayed on documents for this division.

  • Logo alignment: Choose between Left, Center, or Right alignment.

  • Logo for certificates: A separate logo used specifically on certificates.

Document Texts

Each division can have custom header and footer texts for different document types. This allows you to include specific terms, conditions, or legal information on your business documents.

  • Header text: Text displayed at the top of all documents.

  • Invoice footer text: Text displayed at the bottom of invoices.

  • Credit note footer text: Text displayed at the bottom of credit notes.

  • Quote footer text: Text displayed at the bottom of quotations.

  • Delivery form footer text: Text displayed at the bottom of delivery forms.

  • Order form footer text: Text displayed at the bottom of order forms.

  • Repair form footer text: Text displayed at the bottom of repair forms.

  • Receipt footer text: Text displayed at the bottom of receipts.

  • Memo footer text: Text displayed at the bottom of memos.

Tip

You can use dynamic variables in your document texts:

  • ((client_signature)) - Placeholder for the client’s signature.

  • ((client_signature_date)) - The date of the client’s signature.

  • ((seller_signature)) - Placeholder for the seller’s signature.

  • ((seller_signature_date)) - The date of the seller’s signature.

  • ((xx_amount_percentage)) - A percentage amount (replace xx with the actual percentage).

Other Options

  • Show transactions on invoice: Enable this to display transaction details on invoices.

VAT Rates

Each business can have multiple VAT rates configured. This is useful when your products or services are subject to different tax rates (e.g., 0%, 6%, 12%, 21%).

To manage VAT rates, go to Configuration ‣ Business and configure the following:

  • VAT rate: The percentage rate.

  • Name: An optional name for the rate (e.g., “Reduced rate”, “Standard rate”).

  • Default: Mark one rate as the default to be automatically applied to new products.

  • Extra rate: An additional rate that may apply in specific cases.

  • Extra rate cap: A maximum limit for the extra rate.

Note

Only one VAT rate can be set as default per business.