Key changes compared to the old screens:

Via Settings > Administrations, you will find all administrations in Basecone to which the logged-in user has access. Here, you can adjust the administration settings using the action button, or a user with the superuser role can completely delete the administration. Finally, you can add a new administration on this screen.

The Details tab contains all general information about the relevant administration. If a client of an accountancy or administration firm needs to be invoiced directly, you can set up a direct debit at administration level here. Entering your own Chamber of Commerce number and VAT number is important for better recognition of invoices. Here you will also find the option to adjust the link.

Entering addresses in the administrative data is also an important prerequisite for better invoice recognition.

The synchronised address is synchronised with the address from the accounting system. In addition, other addresses (such as PO boxes, etc.) can be added manually, so that Basecone also excludes them when matching creditors/debtors on incoming invoices.

On this tab, you can specify which users are allowed access to the selected administration. By clicking the Yes/No button, you determine whether or not a user has access. You can open a specific user from this screen to change the user.

On this tab, you can create Custom Tags. These are your own tags or labels that you can link to documents. For example, you can create a Custom Tag called ‘Tax Documents 2025’ and scan all your documents from the tax authorities, which you may only need for your annual tax return, and link them to this Custom Tag. Basecone stores these documents digitally in the Online Archive, where you can easily find them again.

If you delete a sub-custom tag here (e.g. Waste), this tag will be removed from all already archived documents. However, these documents themselves will still be in the customs tags section of the archive, only without the sub-custom tag (‘Waste’).

If you want to assign a new custom tag to these documents, you can select them in the archive and click on remove tag. This will return them to the booking screen.

Multiple custom tags can be assigned to a single document, allowing for even more specific searches.

Workflow

In this tab, you can set up your authorization workflows. For more information, see the article:

https://support.basecone.com/en/articles/2428795-authorisation-flow

Recurring entries can be set up under the Customers tab and the Suppliers tab.

These will then be displayed by default when making a booking in the booking screen.

In the Preferences tab, you can define settings that apply to the relevant administration.

When this option is checked, it is possible to enter an order number on the invoice.

When you activate this option, an additional description field will be displayed that is linked to Free Text Field 1 in Twinfield. In Basecone, the text field can be displayed in the header and in the booking rules.

When you activate this option, users are required to log in to Basecone if they want to request an invoice from other systems, such as an accounting system. Users only need to log in once per session, but must log in again after 30 minutes of inactivity. We recommend activating this option if multiple users work on the same computer (including from home) or when public computers are used.

If a booking period differs from the invoice date, Basecone will always display an error message during booking. By activating this option, Basecone will no longer display the error message.

When customers/users/suppliers send an email to the administration's email address, they automatically receive a reply confirming that the email has been received or that it has failed. When this option is enabled, the email is sent. If it is disabled, the email will not be sent. In that case, it is up to the users themselves to keep track of this via menu > Emails.

If you activate this option, the administration can be carried out without VAT, which is common in the medical sector, for example. The booking proposal will automatically show a booking proposal without VAT.

Please note: if you use this setting, make sure that the VAT code No VAT is not saved as an accounting rule. Therefore, do not post invoices using the Post and save accounting rules button.

You can save other accounting rules via Settings > Administrations > Actions (Edit) > Suppliers/Customers > Adjust accounting rules.

If certain VAT codes in your accounting system are marked as specific ICP (Intra-Community Transactions) codes, you can specify these in Basecone.