Configurations

Configurations in MAQSU ERP allow you to customize various settings and parameters to tailor the system to your specific business needs. In the Accounting module, configurations include setting up payment terms, tax rates, chart of accounts, and more.

Currencies

A Currency represents the system of money used for recording and valuing transactions in MAQSU ERP (e.g., USD, KHR, EUR).

To set up a new currency or manage existing ones, please follow the steps below:

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Step 1 — Navigation

Navigate to Accounting ‣ Configuration ‣ Currencies to access the currency management page.

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Step 2 — Create

Click the Create button to add a new currency or define a new exchange rate. This opens the currency form where you can define how the currency behaves across accounting transactions and reports.

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Step 3 — Fill Out Currency Information

1. Currency Name – The ISO code or name (e.g., USD, KHR).
2. Currency Unit – The full name of the primary unit (e.g., Dollar, Riel).
3. Currency Subunit – The name of the fractional unit (e.g., Cents, Sen).
4. Active – Ensure this checkbox is selected so the currency is available for use in transactions.

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Step 4 — Update Exchange Rate

You can set the exchange rate for this currency relative to your company’s base currency. This is crucial for accurate financial reporting and valuation in the General Ledger.

1. Click on the Rates smart button at the top of the form.
2. Click the Create button to add a specific rate.

3. Enter the Rate: The conversion value (e.g., if 1 USD = 4000 KHR, enter `4000`).

4. Enter the Date: The effective date for this specific exchange rate (DD-MM-YYYY).

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Step 5 — Save

Once all details are verified, click the Save button.

Now this currency and its exchange rate will be available for use in all financial transactions, ensuring accurate valuations in your General Ledger.

Automatic Exchange Rate (NBC)

The Automatic Exchange Rate (NBC) feature in MAQSU allows you to automatically fetch and update currency exchange rates based on the official rates published by the National Bank of Cambodia (NBC). This ensures that your financial transactions and reports reflect the most current exchange rates without requiring manual updates.

To enable and configure the Automatic Exchange Rate (NBC) feature, please follow the steps outlined below:

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Step 1 — Navigation

Navigate to Accounting ‣ Configuration ‣ Settings

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Step 2 — Enable Automatic Exchange Rate

Click on the Automatically Update Exchange Rates checkbox to enable the feature.

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Step 3 — Configure Update Frequency

Choose how often you want MAQSU to fetch updated exchange rates from NBC. Options may include daily, weekly, or monthly updates.

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Step 4 — Save Configuration

After configuring your preferences, click Save to apply the settings.

Now, MAQSU ERP will automatically update exchange rates based on the latest data from NBC according to your specified frequency. This ensures that all your financial transactions and reports are using accurate and up-to-date exchange rates.

Payment Terms

Payment Terms define the conditions under which a customer must pay an invoice or a vendor must be paid for a bill. They specify the due date and the amount that is expected to be paid, which can be based on a percentage of the total or a fixed amount. Properly setting up payment terms ensures that your accounts receivable and accounts payable are managed effectively, improving cash flow and financial planning.

To create a new payment term, please follow the steps outlined below:

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Step 1 — Navigation

Navigate to Accounting ‣ Configuration ‣ Payment Terms from the top navigation menu.

Once you navigate to Payment Terms, you will see the master list of all existing Payment Terms. The list displays the following columns:

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Step 2 — Create

To create a new payment term, click the Create button at the top-left of the Payment Terms list page, which will open a new blank payment terms form. This form will allow you to define the conditions under which a customer must pay an invoice or a vendor must be paid for a bill.

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Step 3 — Complete the Header

In the Payment Terms form, enter:

• Payment Terms: a clear name (e.g., `7 Days`, `Net 30`, `50% Advance`).
• Note (optional): add a short description (for internal reference or for printing, depending on your setup).

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Step 4 — Define the Terms

On the Terms tab, click Add a line and configure one or more lines. Each line represents a due amount and a due date rule.

1. Type options

• Balance: the remaining amount that is still unpaid.
• Percent: a percentage of the invoice total.
• Fixed Amount: a fixed amount in your company currency.

2. Due date fields

• On the: number used to compute the due date.
• Rule (dropdown): chooses how the due date is calculated (for example, *days after the invoice date*).
• Specifically on Day # (optional): forces the due date to a specific day of the month.

3. Rule details (dropdown)

• Days after the invoice date: sets the due date to *Invoice Date + On the (days)*.

Example: Invoice Date March 17, 2026, On the = 7. Due Date: March 24, 2026.

• Of the current month: sets the due date within the *same month as the invoice* (commonly used for month-end or fixed day-of-month collections).

Example: Invoice Date March 17, 2026, Specifically on Day # = 25. Due Date: March 25, 2026.

• Of the following month: sets the due date within the *next month after the invoice month*.

Example: Invoice Date March 17, 2026, Specifically on Day # = 5. Due Date: April 5, 2026.

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Step 5 — Save

Click Save to create the payment term.

Taxes

A Tax is a financial charge or levy imposed by a government on sales, purchases, or other transactions. In MAQSU ERP, taxes are configured to ensure that all financial transactions comply with local tax regulations and that the correct tax amounts are calculated.

To setup a new tax, please follow the steps outlined below:

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Step 1 — Navigation

Navigate to Accounting ‣ Configuration ‣ Taxes to access the Taxes configuration page.

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Step 2 — Create

Click the Create button at the top-left of the Taxes list page to open a new blank tax configuration form.

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Step 3 — Fill Out Tax Information

Define the properties and behavior of your new tax by filling in the following sections:

1. Tax Name – The label displayed to users (e.g., VAT - Sales of Goods 10%).
2. Tax Computation *(Dropdown)* – Controls how MAQSU calculates tax:

• • Group of Taxes: Combines multiple taxes into one selectable tax group.
  • Fixed: Applies a fixed amount per line (not a percentage).
  • Percentage of Price: Calculates tax as a percentage on the untaxed line amount. Example: $100 x 10% = $10 tax.
  • Percentage of Price Tax Included: Treats the entered price as tax-inclusive and extracts the tax portion from it.

3. Tax Scope (Dropdown) – Defines where this tax can be used:

• • Sales: For customer invoices and sales transactions.
  • Purchase: For vendor bills and purchase transactions.

4. E-Filing Type (Dropdown, optional) – Used for electronic tax filing classification based on your local tax authority requirements.
   
5. Amount – The numerical tax value (e.g., 10.00 for 10% when using percentage-based computation).
6. Active – Ensure this is checked so the tax is available for use in transactions.

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Under Definition tab, you can also specify the tax's behavior in different contexts:

1. Repartition for Invoices

This table defines how invoice tax entries are split into accounting lines. Configure two lines as shown:

• Line 1: Base
  • %: leave empty for the base line.
  • Based On: set to Base.
  • Account: usually left empty so the untaxed amount follows the product's income account.
  • Tax Grids: optional reporting tag, if required by localization.
• Line 2: Tax
  • %: set to 100.00.
  • Based On: set to of tax.
  • Account: select the tax liability account (e.g., 201900 VAT Output).
  • Tax Grids: optional reporting tag used for tax reports/e-filing.

2. Repartition for Credit Notes

This section mirrors the invoice repartition fields and is used when issuing refunds. Use the same structure:

• Line 1: Base – Based On = Base (untaxed amount line).
• Line 2: Tax – 100.00 of tax with the same tax account (e.g., 201900 VAT Output), so tax is reversed correctly on credit notes.

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Under Advanced Options tab, you can further customize the tax's behavior:

1. Label on Invoices – The specific text that prints on the customer's physical document.
2. Tax Group – Used to group similar taxes for financial reporting (e.g., VAT 10%).
3. Included in Price – If unchecked (Tax Exclusive), tax is added on top of the price ($100 + $10). If checked (Tax Inclusive), the tax is extracted from the price.
4. Affect Base of Subsequent Taxes – Check this to enable compounding, where a second tax is calculated on the (Price + first tax).

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Step 4 — Save

After entering all required details, click the Save button. Your tax configuration is now active and will be applied throughout the system.

Journals

Journals are the primary organizational units for recording financial transactions in MAQSU ERP. Each journal represents a specific type of transaction (e.g., Sales, Purchases, Cash, Bank) and contains the necessary configuration to ensure that all entries are properly categorized and accounted for in the General Ledger.

To create a new journal, please follow the steps outlined below:

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Step 1 — Navigation

Navigate to Accounting ‣ Configuration ‣ Journals from the top navigation menu.

Here you get to see a list of all existing journals in the system, which are used to record different types of financial transactions.

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Step 2 — Create

Click the Create button at the top-left of the Journals list page to open a new blank journal configuration form.

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Step 3 — Basic Information

Fill in the following required fields at the top of the form:

1. Journal Name – Enter a descriptive name for the journal (e.g., `Petty Cash Office`).
2. Type – Select the journal type from the dropdown. Available types include Sales, Purchase, Cash, Bank, and Miscellaneous.

• • Sales: Records all customer invoices and accounts receivable.
  • Purchase: Records all vendor bills and accounts payable.
  • Cash & Bank: Tracks liquid money movements (deposits, transfers, and petty cash).
  • Miscellaneous: Used for non-cash entries like depreciation or internal adjustments.

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Step 4 — Journal Entries

Under the Journal Entries tab, configure the following:

1. Short Code – Enter a short abbreviation for the journal (e.g., `PCO`). This is used as a prefix for journal entry numbers.
2. Next Number – The sequence number for the next journal entry (defaults to `1`).
3. Default Debit Account – Select the default account to use for debit entries (e.g., `102002 Petty Cash Office`).
4. Default Credit Account – Select the default account to use for credit entries (e.g., `102002 Petty Cash Office`).
5. Currency – Select the currency for this journal (e.g., `USD`).

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Step 5 — Save

Click the Save button. This journal is now ready to be used in your daily accounting entries and financial reports.

Bank Accounts

Bank Accounts in MAQSU ERP represent the various bank accounts your company uses for financial transactions. Each bank account is linked to a specific journal (usually of type "Bank") and is associated with a particular currency. Properly setting up your bank accounts ensures accurate tracking of cash flow, reconciliation, and financial reporting.

To create a new bank account, please follow the steps outlined below:

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Step 1 — Navigation

Navigate to Accounting ‣ Configuration ‣ Bank Accounts from the top navigation menu.

You may see no bank accounts if you haven't set any up yet. Once you create bank accounts, they will be listed here with their details. Let's see how to set up a new one in the next steps.

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Step 2 — Create New Bank Account

Click the Create button at the top-left of the Bank Accounts list page to open a new blank bank account configuration form.

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Step 3 — Fill Out Bank Account Information

Define the properties of your new bank account by filling in the following fields:

1. Account Number – Enter the bank account number (e.g., `500 321 234`).
2. Account Holder – Select the account holder from the dropdown who is holding this bank account (e.g., `My Company`). You can add new account holders in the Account Holders configuration if needed.
3. Holder Name – Enter the full name of the account holder (e.g., `LYDIANA CHESTINA`).
4. Bank – Select the bank from the dropdown (e.g., `ABA`). You can add new banks in the Banks configuration if your bank is not listed.
5. Currency – Select the currency for this bank account (e.g., `USD`).

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Step 4 — Save

After entering all required details, click the Save button. Your new bank account is now active and can be used for recording transactions, reconciling statements, and generating financial reports.

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Step 5 — Add Bank Account to a Journal

To use this bank account for recording transactions, you need to link it to a journal of type "Bank".

1. Open the Journals configuration page (Accounting ‣ Configuration ‣ Journals).
2. Edit the relevant journal (e.g., `ABA Bank`)
3. Under Bank Account tab, select the Bank Account to the corresponding accounts of this bank account.

Finally, click Save on the journal form. Now, when you record transactions in this journal, they will be associated with the correct bank account for accurate tracking and reconciliation.

Asset Categories

Here you can define Asset Categories to classify your fixed assets (e.g., machinery, vehicles, office equipment) for accounting and depreciation purposes. Each category has specific settings that determine how assets in that category are depreciated and which accounts are used for recording asset values and depreciation expenses.

To create a new asset category, please follow the steps outlined below:

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Step 1 — Navigation

Navigate to Accounting ‣ Configuration ‣ Asset Categories from the top navigation menu.

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Step 2 — Create

Click the Create button at the top-left of the Asset Categories list page to open a new blank asset category configuration form.

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Step 3 — Enter Basic Information

1. Category Name — Enter a clear asset type name such as "Computer Equipment", "Office Furniture", or "Vehicles".
2. Computation Method
   • Straight Line- Uses equal depreciation each period and is best for most standard business assets.
   • Declining Balance- Uses higher depreciation in early periods and is best for assets that lose value quickly

3. Period Type

   1. Number of Entries - Define how many entry will generate for the full useful life.
   2. Ending Date - Depreciate until a specific target date (useful for leases or planned end dates).
   3. Yearly - Create one depreciation entry per year for simpler annual tracking.
4. Number of Depreciations — Enter the total entry count for the full useful life (for example, 60 for 5 years x 12 months).
5. Period Interval — Define how often entries are posted (for example, 1 month for monthly depreciation).

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Step 4 — Configure Accounting

This section defines which accounting accounts will be used for assets in this category.

1. Journal — Select the journal used for depreciation entries (typically "Miscellaneous Operations (USD)").
2. Asset Account — Select the fixed-asset balance sheet account that records the original asset cost.
3. Depreciation Account — Select the accumulated depreciation contra-asset account that reduces net asset value.
4. Expense Account — Select the income-statement expense account where periodic depreciation is recognized.
5. Auto-Confirm Assets — Enable to confirm assets automatically at creation time, or disable to keep manual review.
6. Group Journal Entries — Enable to combine depreciation for multiple assets into one entry per period.
7. Depreciation Date — Choose Manual (Defaulted on Purchase Date) for flexibility or Based on Last Day of Purchase Period for system-driven start dates.
   • Manual (Defaulted on Purchase Date): Depreciation starts from the asset's purchase date, but you can adjust it when creating the asset.
   • Based on Last Day of Purchase Period: Depreciation starts from the last
8. Accounting Date — Choose On Actual Run Date or On Planned Date based on posting policy.
   • On Actual Run Date: Depreciation entries are posted on the date you run the depreciation process.
   • On Planned Date: Depreciation entries are posted on the scheduled date regardless of when you run the process.

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Step 5 — Save

Once you've configured all settings, click the Save button at the top-left of the form.