Setting Up Master Data

In this section, we will cover the essential master data that you need to set up in MAQSU before you can start using the system effectively.

Company

A Company represents a legal entity or business unit within MAQSU ERP. It serves as the primary organizational unit for managing financial transactions, reporting, and compliance. Each company can have its own set of master data, including customers, vendors, products, and financial accounts.

To set up a company in MAQSU ERP, follow the steps outlined below:

Step 1 — Navigation

Navigate to Settings ‣ Users & Companies ‣ Companies from the top navigation menu.

By default, MAQSU has one company record created during the initial setup, which you can edit to update your company information. To create a new company, click the Create button to open a blank company form.

Step 2 — Open Default Company

Click on the existing company record (e.g., My Company) to open the company form. This is where you can update your company's information, including name, logo, address, contact details, and compliance information.

Step 3 — Company Name and Logo

On the company form, enter your official company name in the Company Name field (e.g., MAQSU GROUP CO,.LTD).

To update the company logo, hover your mouse over the logo, two icons will appear — a pencil icon to upload a new image and a trash icon to remove the existing one.

Step 4 — General Information

Under the General Information tab, fill in the following fields:

1. Address 1 / Address 2 – Your company's street address.
2. City – City name and postal code.
3. Country – Select the country from the dropdown.
4. Phone – Company contact number.
5. Email – Official company email address.
6. Website – Your company's website URL.
7. Tax ID – Your company's tax identification number.
8. Company Registry – The official registry number.
9. Currency – Select the operating currency (e.g., USD).

Step 5 — Cambodia Compliance (Optional)

If your company operates in Cambodia, click the Cambodia Compliance tab to fill in localized information required for compliance:

1. Company Name (KH) – Company name in Khmer script.
2. Email (KH) / Phone (KH) – Contact details in local format.
3. Registry Date – The official registration date.
4. Business Activities – Brief description of business type (e.g., Software Solution).
5. Business Operations – Detailed description of operations.
6. Address fields – Nº, Street, Village, Commune/Sangkat, District/Khan, Province/Capital, and Zip.

Step 6 — Save

Once all information is filled in, click Save to apply your changes.

Chart of Accounts

The Chart of Accounts is a structured list of all the financial accounts used in your business. It serves as the foundation for organizing and categorizing all financial transactions in MAQSU ERP, ensuring that your General Ledger is accurate and compliant with accounting standards.

To create a new chart of account, please following step below:

Step 1 — Navigation

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

Step 2 — Create

Click the Create button to open a new account entry line. This allows you to define a new category for your financial tracking.

Step 3 — Fill Out Account Information

Enter the following details to define the account's behavior and classification:

To create this new Chart of Account entry, fill the form like this:

1. Enter the Account Name at the top, for example ABA Bank.
2. In Code, enter the account code, such as 1008009. A unique numerical identifier (e.g., 101100). Consistent coding helps group similar accounts (Assets usually start with 1, Liabilities with 2, etc.).
3. In Type, choose the account type, here it is Bank and Cash.This is vital as it determines where the account appears on your Balance Sheet or P&L.
4. In Account Group, select the matching group, for example 101000 Bank Account.
5. Leave Inactive unchecked if the account should be active.
6. Under Other Info:

• • Tags: add tags if needed
  • Account Currency: choose the currency, here USD
  • Internal Type and Internal Group are usually filled automatically based on the selected type/group

Step 4 — Save

Once the information is verified, click the Save button. The new account will now be available for selection in journals, invoices, and manual entries.

Completing your Chart of Accounts ensures that your financial reports, like the Balance Sheet, are accurate from day one.

Customers / Vendors

The Customer & Vendor master data module is where you create and manage all your business contacts, including customers who purchase from you and vendors who supply goods or services to you. Properly setting up your customers and vendors ensures that all transactions are accurately recorded.

To create a new customer or vendor, please follow the steps outlined below:

Step 1 — Navigation

To create a customer, navigate to Accounting ‣ Customers ‣ Customers from the top navigation menu.

To create a vendor, navigate to Accounting ‣ Vendors ‣ Vendors. Both paths lead to the same master list of contacts, where you can manage all your business partners in one place.

Step 2 — Create

On the Customers list page, click the Create button to open a new contact form.

Step 3 — Basic Information

In the main section of the form, fill in:

1. Individual / Company – Select whether the contact is an individual person or a company.
2. Name (English) – Enter the contact's full name in English (e.g., Kun Sopheaktra).
3. Name (Khmer) *(Optional)* – Enter the name in Khmer script.
4. Customer / Vendor checkboxes – Check the appropriate box to classify the contact.
5. Photo *(Optional)* – Upload a profile photo using the image field in the top-right corner.

Step 4 — General Information

In the General Information tab, complete the following sections:

1. Address (Optional)
   • Address 1 – Enter the primary street address (house number, street, village, commune, district, city/province).
   • Address 2 (Optional) – Add extra location details such as city, province/state, or landmark.
   • Country(Dropdown) – Select the country of the customer/vendor.    
2. Contact(Optional)
• Phone– Main contact phone number.
• Mobile– Mobile number used for direct communication.
• Email– Official email address used for invoices, statements, and notifications.
• Website(Optional) – Company/personal website URL (e.g.,https://example.com).
• Category(Dropdown, optional)– Assign a contact category/tag for segmentation and filtering.
3. Identification Registry (Optional)
• VAT TIN – Tax identification number used for VAT and legal tax reporting.
• Tax Type (Dropdown) – Select the taxpayer classification (for example, Taxable Person).
• Customer Code– Internal unique code used to identify the contact in transactions and reports.

Step 4 — Contacts

In the Contact tab, you can add multiple contact methods for the customer or vendor. This is useful for maintaining up-to-date communication channels.

Click Add in the Contacts tab to open the Create Contact popup, then complete these fields:

1. Contact Type (Radio options)

1. • Contact: General person to contact at this company (sales/admin point of contact).
   • Invoice Address: Address/contact used for billing documents.
   • Delivery Address: Address used for shipping and delivery operations.
   • Other Address: Additional branch/location for operational use.
   • Private Address: Personal/private address for an individual contact record.
2. Contact Identity
• Name (English / Khmer): Enter the contact name as needed for documents and communication.
• Photo (Optional): Upload contact image/avatar.
3. Address
• Address 1: Primary street and location details.
• Address 2 (Optional): Additional address line (city/province/landmark).
• Country (Dropdown): Country for this specific contact/address.
4. Communication Fields
• Email: Main email for this contact type.
• Phone: Telephone number.
• Mobile (Optional): Mobile number.
• Notes (Optional): Internal notes about this contact/address.
5. Save Actions
• Save & Close: Save this contact and return to the contact form.
• Save & New: Save and immediately create another contact line.
• Discard: Cancel without saving changes.

Step 6 — Save

Once all required information is filled in, click Save to store the new customer or vendor record.

Products

Products are the core items that your business sells or purchases. Properly setting up products in MAQSU ERP allows you to manage inventory, track sales and purchases, and ensure accurate financial reporting. Each product can be categorized, priced, and tracked according to your business needs.

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

Step 1 — Navigation

There are multiple ways to create a product in MAQSU ERP. You can start from the Products menu or directly from a sales order or purchase order line.

To create a new product from Inventory, navigate to Sales ‣ Products ‣ Products from the top navigation menu.

To create a new product from Sales, navigate to Sales ‣ Products ‣ Products.

To create a new product from Purchases, navigate to Purchases ‣ Products ‣ Products.

To create a new product from Accounting, navigate to Accounting ‣ Customers ‣ Products.

Choose whichever path is most convenient for you. All paths lead to the same product list page, where you can manage all your products in one place.

Step 2 — Create

Let's create a new product by clicking the Create button. This will open a blank form where you can define the properties of the new product.

Step 3 — Fill out Product details

1. Product Name – Enter a clear name (e.g., "MacBook Pro 14").
2. Can be Sold – Check this if you will sell this product to customers.
3. Can be Purchased – Check this if you will buy this product from vendors.
4. Product Photo – Upload a visual for easy identification.

Under General Information tab, fill in the following details:

1. Product Type (Dropdown) – Choose the type that best describes your product:

• • Storable: Physical goods tracked in inventory (e.g., Hardware).
  • Service: Non-physical labor or consulting.
  • Consumable: Items used quickly without precise stock tracking (e.g., Office Supplies).

2. Category – Group the product for organized reporting.
   
3. Product Code – A unique identifier for internal use (e.g., MBP14).
4. Barcode (Optional) – A scannable code for retail or warehouse use.
5. Internal Notes (Optional) – Add any internal comments or instructions for warehouse/sales teams.
6. Sales Price (Optional) – Your standard selling price.
7. Cost – Your internal purchase or manufacturing cost.
8. Customer Taxes (Optional) – The default tax applied at checkout.
9. UOM (Unit of Measure) (Required) – How you count the item (e.g., Pieces, Kg, Boxes).

Step 4 — Save

Click the Save button to create the product.