Zikpro - ERPNext System Settings

System Settings

System Settings hold system-wide setting configurations in ERPNext. System settings enable you to localize the system, set up security, control user permissions, and set email and file upload behavior.

To go to System Settings, follow these steps:

Home > System > Settings > System Settings

1. System Settings Sections

1.1 General

Country: The default country defines the base region your ERP instance operates in. This setting affects default address fields, tax rules, and localization preferences. For example, selecting UK will auto-fill 'UK' in address forms and align currency settings accordingly.
Time Zone: Specifies the standard time zone for all system-wide timestamps. Everything including logs, reports, and transactions will be displayed in terms of this time zone, providing uniformity across the company, particularly for teams working in different parts of the world.
Language: The default language of the ERP user interface. This influences the language used in menus, modules, and system messages. In case of multi-lingual groups, this can also be set per user, but it is determined here by default.
Currency: Specify the base currency that your company uses for transactions. All modules related to accounting, sales, purchases, and reporting use this currency by default. Establishing it avoids exchange rate misunderstanding, streamlines reporting, and guarantees consistency in financial records. If you conduct business abroad, you can still manage multiple currencies, but for reporting purposes, all records will be converted to the base currency.
Disable Document Sharing: Prevents users (other than Admin) from sharing documents. This introduces an extra layer of security by blocking unauthorized usage and accidental sharing of business-critical documents.
Enable Onboarding: Enables step-by-step onboarding process for new users. It facilitates onboarding new team members to configure their dashboards, set up profiles, and learn about module functionality using prompts.

1.2 Date and Number Format

Date Format: Set the date display format (e.g., dd.mm.yyyy or mm/dd/yyyy).You can set it according to the date format that is used in the country where you are doing business.
Time Format: Select to display time in 12-hour (AM/PM) or 24-hour format and whether seconds are to be included or not. Exact formats are helpful for time-related industries such as logistics and manufacturing.
Number Format: Set the number format. This improves legibility, especially in invoices and financial statements (e.g., 1,000 or 1000.00).
Float Precision: Determines the number of decimal points for quantitative fields (such as item quantities). A setting of 3 would permit 1.234 units. High precision is useful for companies such as pharmaceuticals or raw materials.
Currency Precision: Sets the number of decimal points in currency fields. Generally set to 2 for most currencies (e.g., $1.25), but can be increased to 4 or more.
First Day of the Week:Used to define the beginning of the calendar week, in which it is helpful in reports, task scheduling, and time sheets. Common are Sunday (US) or Monday (EU and Asia).
Rounding Method: Banker's Rounding (default): Rounding of .5 values to the nearest even number to avoid cumulative bias (2.5 becomes 2). Commercial Rounding: Rounding of .5 values always up, irrespective of the number (2.5 becomes 3). Applicable in general accounting.

1.3 Permissions

Apply Strict User Permissions: Employing Strict User Permissions stops users from accessing or modifying documents with blank corresponding linked fields (like Territory or Customer Group). This closes permission gaps and strengthens data access control.
Allow Older Web View Links (Insecure): Provides access to links to older documents that never expire. Although it is helpful for sharing documents with people outside the company, it poses a security risk because links that are out of date can be accessed indefinitely.

1.4 Session

Session Expiry: Specifies for how long an idle user session is active. After the elapsed time (e.g., 2 hours) elapses, the user is automatically logged out.Prevents unauthorized access from idle machines.
Document Share Key Expiry (in Days): Specifies the expiration time for document share links.if the setting is 5 days, the recipient will not be able to access the shared document after it has expired.
Allow Only One Session Per User: Limits each user to a single active login session. If they login on another machine, the initial session is closed. Stops abuse of one account by many users.
Disable Username/Password Login: Disables default login via email/username and password. Only use if your system is linked to OAuth, SSO, or other social login systems. Suitable for big companies or public terminal.

Allow Login Using Mobile Number: Lets users log in through their registered mobile numbers, which is convenient for users in the field or those who work with mobile apps most of the time.
Allow Login Using User Name: Facilitates login using a system user name rather than email. Particularly useful in organizations where users have short codes or usernames assigned to them
Login with Email Link: Sends a time-sensitive login link to the user’s registered email. Clicking the link logs them in without needing a password. Great for users who frequently forget passwords or for temporary access.
Login with Email Link Expiry (in Minutes): Specifies how long the email login link remains valid. Example: if set to 15 minutes, the user must click the link within that time or it becomes invalid.
Rate Limit For login link: This setting controls how many login link requests can be made from the same IP address (network) within a specific period of time.

1.6 Brute Force Security

Allow Consecutive Login Attempts: Specifies the maximum number of failed logins attempts before account lockout.For example,3 attempts limit will block the user after 3 failed attempts.
Allow Login After Fail (Seconds): Specifies the cooldown time after failed login attempts.This will slow down automated login attack.

1.7 Two Factor Authentication (2FA)

Enable Two Factor Auth: Adds an additional step at login to authenticate the user through an OTP. Highly recommended to protect sensitive applications such as finance or HR.
Bypass Two Factor Auth for Restricted IPs: Takes 2FA bypass when users are logging in from known, trusted IP addresses (like office network). Steals from convenience and not security.
Bypass Restricted IP Address check if two factor Auth enabled: If enabled user can login From any IP Addresses.This can also be set for any specific user from user permission list.
Two Factor Authentication Method: Select OTP App, SMS, or Email.
Expiry time of QR code Image: From here you can set the expiry time of QR code image.
OTP Issuer Name: Specify the name of the OTP issuer (e.g., your company name).

1.8 Password

Logout All Sessions on Password Reset: During a password reset by a user, all ongoing sessions are automatically logged out. This provides protection to the account in case of password exposure.
Force Password Reset for User: Enables admins to define a time limit after which users are forced to reset their passwords. Promotes better password hygiene.
Enable Password Policy: Enables password policies such as minimum length, numbers, uppercase/lowercase, special characters, etc. Necessary for good strong passwords.
Minimum Password Score: Sets the strength which a password should be, on a scale of 0 to 4. Score of 2 = moderate, 4 = very strong.
Password Reset Link Expiration Duration: Specifies the duration for which the reset password email link is valid before it expires.
Password Reset Link Generation Restriction: Prevents abuse by restricting multiple reset requests by a user in one hour.

1.9 Email

Email Footer Address: Automatically inserts this address or text in the footer of all outgoing emails. Commonly used for compliance or branding reasons.
Disable Standard Email Footer: Removes ERPNext's standard footer text (such as Powered by ERPNext). Convenient if you're white-labeling the system.
Hide Footer in Auto-Email Reports: Avoids showing footer in automatic reports such as weekly summaries. Provides clean, uncluttered reporting.
Include Web View Link in Email: Provides a clickable link to open the document (such as an Invoice or Purchase Order) in the browser.
Store Attached PDF Document: When sending document using email, store the PDF on Communication.The disadvantage of this is that it can increase your storage usage.
Welcome Email Template: Specifies a template for welcome emails.Can contain login details or greetings.
Reset Password Template: Specifies a template for reset password emails.Can be customized with directions and branding.
Email Retry Limit: Specifies the retry attempt limit for failed emails.

1.10 File

Max File Size (MB): Defines the largest size of the file that is uploaded into the system. Maintains storage and performance.
Allow Guests to Upload Files: Allows unauthenticated guests (e.g., through Web Forms) to upload files, pictures, or forms.
Force Web Capture Mode for Uploads: Checked, uploads need to be live captured through the device camera.
Remove EXIF Tags from Uploaded Images: Silently extracts metadata (e.g., location, camera type) from photos. Handy for privacy.
Allowed File Extensions: Restricts which file extensions are allowed to be uploaded (e.g., only .pdf, .docx, .jpg). Provides protection against malware files.

1.11 Updates

Disable System Update Notification: Suppresses system update notifications.
Disable Change Log Notification: Turns off notifications for change logs.

1.12 Backups

Number of Backups: Specifies the number of backups to keep (default is 3).
Encrypt Backups: Encrypts backup files for increased security.

1.13 Advanced

Max Auto Email Report Per User: This setting defines the maximum number of auto-generated email reports that a single user can schedule in ERPNext.
Max Report Row: This setting specifies the maximum number of data rows that can be rendered (displayed) in the Report View inside ERPNext.
Run Jobs Only Daily if Inactive For (Days): Background jobs will only run once per day when a site has not been accessed for X days, saving server load.
Show Full Error and Allow Reporting of Issues: Shows full error messages for debugging.
Allow Sending Usage Data: Sends anonymous usage statistics to the developers of ERPNext so that they can enhance the product. Can be disabled for privacy.