Company¶

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

Configuration¶

To set up a company, follow these steps:

Configure the company details.
Set up divisions.
Configure VAT rates.

Company Details¶

To configure your company, go to Configuration ‣ Companies and configure the following fields:

Business name: The official name of your company.
Company number: Your company registration number.
TAX number: Your tax or VAT identification number.
Country: The country where your company 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 number offset: An optional offset added on top of the automatic invoice counter. See Invoice number offset.
Credit note prefix: Prefix for credit note numbers.

Invoice number offset¶

Gem Logic automatically numbers your invoices starting from 1 and increments by one for every new invoice. The Invoice number offset lets you shift that counter so the generated invoice number equals counter + offset.

This is mainly useful when you migrate to Gem Logic from another system and want your new invoices to continue from where the old system left off, instead of restarting at 1.

For example, if you previously issued invoices up to number 150 in your old software and you want your first Gem Logic invoice to be 151, set the Invoice number offset to 150. The first invoice created in Gem Logic will then be numbered 151 (1 + 150), the next one 152, and so on.

Tip

Leave the field empty if you want your invoice numbering to simply start at 1.

Divisions¶

Divisions represent subdivisions within a company, such as regional offices, departments, or separate brands that operate under a common parent company. 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 companies, not divisions.

Configuration¶

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

To create a division, go to Configuration ‣ Company and add a new division under your company. 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 company 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 footer 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 company 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.

TAX/VAT Rates¶

Each company 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 ‣ Companies 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 company.