System Settings Overview – Xentral help center

The settings center hosts all general settings that are available in Xentral. These are settings that are very important, but don't need to be configured regularly, e.g., your company data or the connection to an online shop.

You can open the settings at any time by clicking the gear icon on the top right.

Note

The settings are by default only available to users with administrative rights. However, you can also grant access to other users by assigning them the appropriate rights. You can find the necessary rights in the tables in the section. Available settings.

Available settings

The settings are organized in eight groups that represent the core functions of Xentral. Each group contains multiple settings that are listed and described in the following sections.

Basic settings

These are the basic settings you need to set up first. These include your company data, number ranges, connection of emails, design of business letters, and management of your Xentral users.

Section	Setting	Description	Needed permission
	Company data	Add your company address, VAT ID and SEPA creditor ID.	Firmendaten > edit
Number ranges	Central number range	Define number ranges that provide a unique identifier for your documents.	Firmendaten > edit
Number ranges	Number ranges per project	Define deviating number ranges for certain projects.	Projekt > edit
Email	Email accounts	Add new and manage existing email accounts.	Emailbackup > list/ show
Email	Email templates	Edit and create text templates for all your business letters.	Firmendaten > edit
Email	Standard email settings	Set up a default email account that will be used for most automatic emails from Xentral.	Firmendaten > edit
Receipts	Letterhead	Design the layout of your business letters.	Firmendaten > edit
Receipts	Receipts info boxes	Extend the information of your documents by adding info boxes.	Firmendaten > documentsettings
Receipts	Text templates	Define text templates for different kinds of business letters.	Firmendaten > edit
Receipts	Translations	Enter translations that allow you to offer documents like sales orders and delivery notes in a different language.	Übersetzungen > list
Receipts	Receipt templates	Create a template for documents that allows you to insert a set of positions quickly into a document.	Belegevorlagen -> list
	Projects	Seperate different areas of your company by giving them, e.g., their own logistics processes or number ranges.	Projekt > list
User management	Manage users	Keep track of users, add new users and manage their rights.	Benutzer > list
User management	User templates	Create templates that allow you to assign rights to users more quickly.	Uservorlage > list
Printer	Printer connections (NextGen)	Connect your printer in NextGen.	Drucker > list
Printer	Printer setup	Connect your printer.	Drucker > list
Printer	Print jobs	View print jobs across all spoolers.	Drucker > list

Master data

Everything about your contact and product master data as well as settings for free fields.

Section	Setting	Description	Needed permission
Contacts	Groups	Group your customers together to offer them special prices or payment conditions.	Gruppen > list
Contacts	Language list	Set up languages you want to use for translated documents.	Sprachen > list
Contacts	Address type	Define address types that let you differentiate between B2B and B2C customers.	adresse_typ > list
Product	Product categories	Group products by categories and assign them their own number ranges or link them to a project.	Artikelkategorien > list
Product	Item tree	Build a structured overview of your products based on product categories.	Artikelbaum > list
Product	Product units	Create units for your products, e.g., kg for kilogram.	Artikeleinheit > list
Product > Properties	Manage item properties	Define product properties like color or screen size.	Artikeleigenschaften > list
Product > Properties	Properties templates	Create templates for properties that alllow you to quickly assign properties to a group of products, e.g., smartphones.	Eigenschaften_vorlagen > list
Product > Properties	Properties translations	Translate properties into different languages.	propertytranslation > list
Product	Extended discounts	Define percentage discounts as well as price discounts for specific customers or groups.	Rabatte > list
Product	Cross selling	Link similar products or accessory products with a source product.	Rabatte > list
	Free fields	Add free fields that can be displayed in your documents.	Firmendaten > edit

Sell

Connect online shops/ marketplaces and set up your point of sale (POS).

Section	Setting	Description	Needed permission
Shops & marketplaces	Shops/ Marketplaces overview	Maintain the connection to your online shops.	Onlineshops > list
Shops & marketplaces	Shopify connector	New shop interface for Shopify.	Onlineshops > create
Shops & marketplaces	WooCommerce connector	New shop interface for WooCommerce.	Onlineshops > create
Shops & marketplaces	Amazon Seller App	Define the shop and warehouse that will be used for the Amazon Seller App.	Amazon > list
Shops & marketplaces	eBay App	Manage your eBay listings.	Ebay > einstellungen
Cash register (POS)	POS settings per project	Manage the settings, buttons and printers of your point of sale.	Projekt > list
Cash register (POS)	POS (configuration)	Add a cashier to your POS.	Pos_kassierer > list

Stock & Fulfilment

Get your goods fulfilled by setting up your warehouse, logistics processes, and shipments. Additionally you can set up workflows for your production.

Section	Setting	Description	Needed permission
Warehouse	Warehouse management	Create digital representations of your warehouses and keep track of stock.	Lager > list
Warehouse	Goods receipt	Decide if returns should be processed with a return document and set up a continuous number for goods receipt.	Wareneingang > settings
Warehouse	Return reasons	Enter reasons why a product can be returned.	Rma_vorlagen > list
Warehouse	Labels	Create labels for your stock.	Etiketten > list
Warehouse	Stock movement types	Define stock movement types to identify and track the reasons for stock movements
Logistics	Logistic settings per project	Manage your logistics by defining how your sales orders are picked and packed.	Projekt > list
Logistics	Pick list profiles	Control the commissioning process in more detail.	Batches > list
Logistics	Clarification cases for the dispatch center	Define reasons for when a sales order can't be shipped from the dispatch center.	Versanderzeugen > einstellungen
Shipment	Shipping labels	Connect your carriers and define how shipping labels should be printed.	Versandarten > list
Shipment	Shipping rules	Define in which circumstances certain carriers are to be used.	Carrierselect > list
Shipment	Split shipping	Define in which cases shipping should be split.
Shipment	Delivery conditions	Set up delivery conditions for customers or certain documents.	Lieferbedingungen > list
Production	Production workflow	Manage your production.	Produktion > list
Production	Production center	Manage your production processes.	Produktionszentrum > list
Production	Work instruction templates	Create templates with work instructions for production.	Artikelarbeitsanweisung_vorlagen > list
Production	Function protocol templates	Create templates to check if an item in production works correctly.	Artikelarbeitsanweisung_vorlagen > list

Purchasing

Set up your automatic purchase order proposals.

Section	Setting	Description	Needed permission
	Extended order proposal	Define time frames for the extended order proposal.	Bestellvorschlag > einstellungen

Accounting

Everything you need to get your accounting process set up correctly. From connecting bank accounts, to defining currencies & taxes, uploading your chart of accounts, and connecting to DATEV.

Section	Setting	Description	Needed permission
Payments and business accounts	Bank & payment accounts	Set up your bank and payment accounts.	Konten > list
Payments and business accounts	Payment methods	Maintain your payment methods.	Zahlungsweisen > list
Payments and business accounts	Payment terms	Configure default payment terms and discounts.	Firmendaten > edit
Payments and business accounts	Dunning	Set up your dunning system and define when payment reminders should be sent as well as the amount of the dunning fees.	Mahnwesen > mahnweseneinstellungen
Payments and business accounts	Swiss QR	Activate and configure the mandatory QR code for swiss invoices if you have a swiss bank account.	Swissqrinvoice > list
Taxes and currency	Tax/Currency	Configure system-wide tax and currency settings.	Projekt > list
Taxes and currency	Tax rates	Add new tax rates that you can then select in the Account for sales channels menu.	Steuersätze > list
Taxes and currency	Currencies	Check the current exchange rate of other currencies to Euro.	Waehrungsumrechnung > list
Taxes and currency	Delivery threshold	Define delivery thresholds for certain countries or specific products.	Lieferschwelle > list
DATEV	DATEV connect online	Manage settings for DATEV Rechnungsdatenservice 1.0, e.g. the date filter for liabilities.	Datev > config
DATEV	DATEV ASCII format	Maintain entries for the DATEV ASCII format.	Buchhaltungexport > einstellungen
Bookkeeping accounts	Chart of accounts	Create and maintain your chart of accounts. It is a list of every account in the accounting system.	Kontorahmen > list
Bookkeeping accounts	Cost centers	Create cost centers for items and liabilities and display them on documents.	Kostenstellen > list
Bookkeeping accounts	Liabilities	Define tax rates for your liabilities.	Verbindlichkeit > einstellungen
Bookkeeping accounts	Collective debitors	Define criteria for when a deviating debtor number should be used for a group or customer.	Collectivedebitors > list
	Accounting settings per project	Define tax rates and currencies for your sales channels.	Projekt > list

Team

Set up the ticket inbox and follow-ups for your team and configure time tracking templates.

Section	Setting	Description	Needed permission
Ticket system	Inbox - Templates	Define standard responses to customer inquiries.	Ticket_vorlage > list
Ticket system	Inbox - Queues	Set up a queue for your ticketing system.	Warteschlangen > list
	Follow-ups	Add additional fields to the Contacts table and define details of the Follow-up dashboard.	Wiedervorlage > settings
	Time tracking - Templates	Create templates that you can use to track the time of recurring tasks more quickly.	Zeiterfassungvorlage > list

Administration

Here you can find the settings that your system admin should keep an eye on.

Section	Setting	Description	Needed permission
	System update	Specify when your system will be updated.
	Process starters	Set up new automations, adjust the interval at which a certain process is executed or restart a process.	Prozessstarter > list
	System settings	Change system-wide settings.	Firmendaten > edit
	Labels	Create labels to mark important operations or documents in overviews.	Datatablelabels > list
	Required fields	Define fields in the user interface that need to be filled out, e.g., a best before date.	Mandatoryfields > list
Data exchange	Transfer module	Set up the transfer of data of various formats between Xentral and another system.	Uebertragungen > list
Data exchange	APIs	Manage your API accounts.	Api_account > list
Data exchange	OAuth	Manage your OAuth connections to third-party tools.	only visible by admins
Data exchange	Webhooks	Create and manage webhooks that notify external systems about events in Xentral.	Webhooks > settings