Organization Settings is the central configuration hub for your DualEntry account. Changes made here apply across the entire organization and affect all users. Only users with the Administrator role can edit these settings.
To access Organization Settings, navigate to Settings → Organization.
Branding
The Profile tab controls how your organization appears on customer-facing documents such as invoices, receipts, and purchase orders.
Logo
Upload your company logo to display it on outgoing documents and emails. Click Upload logo to select an image file from your computer. Click Remove logo to clear the current logo.
Supported formats: PNG, JPG, SVG. For best results, use a high-resolution image with a transparent background.
Brand colors
Select a brand color to apply to customer-facing document headers and accents. Choose from the preset color swatches or enter a custom hex value (e.g., #eff6e0) in the Custom color field. The selected color is highlighted with a dark border.
General preferences
General Preferences controls core accounting behaviors including date handling, account numbering, record editing rules, and discount handling.
Separate posting and transaction dates
When enabled, the posting date and the transaction date on a record can differ. The transaction date represents when the economic event occurred; the posting date determines which accounting period the transaction affects.
Disabling this setting locks both dates to the same value, simplifying data entry but removing the flexibility to manage period cutoffs.
Allow future-dated transactions
When enabled, users can create and post transactions with a date beyond today. This is useful for pre-booking accruals, scheduling recurring entries, or recording events before they are formally processed.
Maximum Days in the Future - Sets how many calendar days ahead of today a posting date may be. Valid range: 1-3,650 days. For example, a value of 60 allows posting dates up to 60 days from today.
Account numbers length
Defines the number of digits used for chart of accounts (COA) account numbers. Valid range: 4-10 digits. The preview updates dynamically as you adjust the length (e.g., a length of 6 shows 100000 · Account Name).
Changing this setting after accounts have been created does not retroactively reformat existing account numbers.
Allow modifications to paid or reconciled records
By default, once a record has been paid (invoices, bills, vendor and customer payments) or reconciled against a bank statement, DualEntry locks it against further edits to protect the ledger and preserve the audit trail. Enabling Allow modifications to paid or reconciled records relaxes that lock so users with an authorized role can update selected non-financial fields on those records without voiding and reissuing them.
Fields you can edit when this setting is enabled:
- Memo and internal notes
- External reference numbers (PO number, vendor reference, customer reference)
- Tags, classifications, and other reporting dimensions that do not drive GL posting
- Attachments (adding new files; existing attachments remain immutable)
Fields that stay locked regardless of this setting:
- Amount, quantity, unit price, and any field that changes the record’s GL impact
- Transaction and posting dates
- GL account, entity, and currency
- Line items on a record whose payment or reconciliation has cleared
To change a locked field on a paid or reconciled record, you still need to reverse the payment or reopen the reconciliation, then void and reissue the record. See Voiding and correcting bills and Reconciliation history and audit trail.
Authorized Roles - Specifies which roles are permitted to make these edits. Click + to add roles. By default, only the Admin role is authorized. If the setting is disabled, the authorized roles list is ignored and no user (including Admin) can edit paid or reconciled records.
Every edit made under this setting is captured in the audit trail with the user, timestamp, field name, and before/after values, so downstream reviewers and auditors can still see what changed after payment or reconciliation.
Enabling broad role access here can reduce the integrity of your audit trail. Limit this to roles that genuinely need it, and prefer voiding and reissuing records when the correction affects financial values.
Order level discounts
Controls how order-level (header) discounts are recorded in the general ledger when applied to invoices or sales orders.
| Option | Behavior |
|---|
| Spread Discount Across Lines | The discount is distributed proportionally across all line items. No separate discount line appears on the record. |
| Separate Discount Line | The discount is posted as a dedicated line item to a specified Discount Account, making it visible as its own line on the invoice and in reporting. |
Money-In
Customize the email templates sent to customers for invoices, payment receipts, and account statements. Templates support dynamic variables that are automatically replaced with real values when the email is sent.
Variables
| Variable | Replaced With |
|---|
[[company_name]] | Your organization’s name |
[[customer_name]] | The recipient customer’s name |
Invoicing
The email sent to a customer when an invoice is issued.
- Email Subject - Default:
New invoice from [[company_name]]
- Email Message - Body of the invoice email. Supports bold, italic, underline, strikethrough, links, and headings.
Customer receipt
The email sent to a customer after a payment is successfully recorded.
- Email Subject - Default:
Payment receipt from [[company_name]]
- Email Message - Confirms the payment and includes the receipt as an attachment.
Customer statement
The email sent when a customer account statement is distributed.
- Email Subject - Default:
Statement of account from [[company_name]]
- Email Message - Notifies the customer that their statement is attached.
Purchase orders
Customize the email template sent to vendors when a purchase order is issued.
Variables
| Variable | Replaced With |
|---|
[[company_name]] | Your organization’s name |
[[vendor_name]] | The recipient vendor’s name |
Purchase order email
- Email Subject - Default:
New purchase order from [[company_name]]
- Email Message - Notifies the vendor of the new order and references the attached PO document.
Developer access
Manage API keys for programmatic access to your DualEntry organization. API keys authenticate external applications and integrations.
API key table
| Column | Description |
|---|
| Label | A descriptive name for the key (e.g., the app or person it was created for) |
| API Key | The masked key identifier. Only the prefix is visible after creation |
| Roles | The permission role(s) assigned to this key (e.g., Admin) |
| Status | Active - valid and usable. Revoked - disabled and rejected on all API calls |
| Last Used | Most recent date the key authenticated a request |
| Created | Date the key was generated |
Creating a new API key
Click the + icon in the top-right corner of the table to generate a new key. Copy and store the full key immediately. It will not be shown again after the dialog closes.
Revoking an API key
Click the ⋮ (more options) menu on a key row and select Revoke. Revoked keys cannot be re-activated. Create a new key if access needs to be restored.
Treat API keys like passwords. Do not share them in plain text or commit them to version control.
Activity
The Activity tab is a full audit log of every change made to Organization Settings. It records who made a change, when, and what the value was before and after.
Reading the log
Each entry shows:
- User - The name of the user who made the change
- Timestamp - The date and time the change was saved
- Field - The specific setting that was modified
- From → To - The previous value and the new value
Example: Updated Allow Future-Dated Transactions from false to true
The activity log is read-only and cannot be edited or deleted.
