Settings & Configuration

System Parameters

System parameters store key-value configuration pairs. They are used to customise Quickenerp's behaviour without writing code.

Navigation

Go to Settings > Technical > System Parameters (developer mode required).

Commonly Used System Parameters

Creating a System Parameter

1. Click Create.
2. Key – Use dot notation (e.g. mycompany.some_setting). Follow existing conventions for consistency.
3. Value – The string value. Quickenerp automatically parses booleans, integers, and floats.
4. Click Save. The parameter takes effect immediately (some may require a page reload).

Sequences

Sequences control auto-numbering of documents – invoice numbers, quotation numbers, order references, etc.

Navigation

Go to Settings > Technical > Sequences > Sequences (developer mode).

Sequence Structure

Each sequence has:

• Name – e.g. "Sales Order Sequence".
• Code – Internal code (e.g. sale.order for sales orders).
• Prefix – Text before the number: SO/{{year}}/ produces SO/2026/0001.
• Suffix – Text after the number.
• Padding – Number of digits (4 = 0001, 5 = 00001).
• Next Number – The next number in the sequence. You can manually change this.
• Reset Period – Reset the counter: No Reset, Daily, Monthly, Yearly.

Customising Numbering

Example: Change invoice numbering from INV/2026/0001 to INV-2026-00001:

1. Find the "Customer Invoice Sequence" in the sequence list.
2. Change Prefix from INV/{{year}}/ to INV-{{year}}-.
3. Change Padding from 4 to 5.
4. Save. The next invoice will be numbered INV-2026-00001.
5. Already-issued invoices are not affected.

Note: Some localisation packages set numbering according to legal requirements. In the EU, invoices must be numbered sequentially without gaps. Adjust with care.

Scheduled Actions

Scheduled actions (also called cron jobs) run automated tasks on a repeating schedule. They handle periodic maintenance, data processing, and automated communications.

Navigation

Go to Settings > Technical > Scheduled Actions (developer mode required).

Important System Scheduled Actions

Creating a Custom Scheduled Action

1. Click Create.
2. Name – e.g. "Daily Sales Summary Email".
3. Model – The model the action works on (most system actions use ir.actions.server).
4. Execution Frequency:

• Number of Calls – Run a fixed number of times, then stop.
• Do Not Repeat – Run once.
• Repeat Every – Run on a recurring schedule. Specify interval (Minutes, Hours, Days, Weeks, Months).

Cron Monitoring

The list view of scheduled actions shows:

• Status – "Done", "Running", or "Failed". Red background indicates a failure.
• Last Execution – Timestamp of the last run.
• Next Execution – When the next run is scheduled.
• Progress – For long-running crons, shows progress information.

If a cron fails, click the failed status to see the error details in the server logs. Common causes: Python errors in the action, unavailable network resources, or database locks.

Best Practices

• Schedule heavy operations during off-peak hours (e.g. 2:00 AM).
• Avoid running crons too frequently – a "Repeat Every 1 Minute" cron that takes 30 seconds may overlap with itself if it starts a second instance before the first finishes. Quickenerp prevents this by checking that the previous instance has completed before starting a new one.
• Test new crons by setting "Number of Calls" to 1 and a "Next Execution" of 2 minutes from now, then verify it runs correctly before making it recurring.

Automated Actions

Automated actions are server-side rules that trigger automatically when records are created, updated, or deleted. They are a powerful no-code automation tool.

Navigation

Go to Settings > Technical > Automated Actions (developer mode required).

Anatomy of an Automated Action

1. Name – A descriptive name (e.g. "Notify Manager on Large Order").
2. Model – The model to watch (e.g. Sale Order, Invoice, Lead).
3. Trigger – When to fire:

• On Creation – When a new record is created.
• On Update – When an existing record is modified.
• On Creation & Update – Both.
• On Deletion – When a record is deleted.

• Send an email (select an email template).
• Create a new record (e.g. create a task in Projects).
• Update a field on the current record (e.g. set a flag).
• Execute a server action (Python code or multi-step process).
• Add a follower to the record.
• Create an activity (e.g. schedule a follow-up call).

Practical Examples

Example 1: Notify Manager on High-Value Orders

• Model: Sales Order
• Trigger: On Creation & Update
• Condition: [('amount_total', '>', 50000)]
• Action: Send Email – use a template that emails the sales manager with order details.

Example 2: Flag Expired Credit Cards on Contacts

• Model: Contact (res.partner)
• Trigger: On Update (when credit card expiry changes)
• Condition: [('credit_card_expiry', '<', current_date)]
• Action: Update field – set "Credit Card Valid" to False, create an activity to call customer.

Example 3: Auto-Assign Salesperson on New Lead

• Model: CRM Lead
• Trigger: On Creation
• Condition: [('user_id', '=', False)] (not assigned yet)
• Action: Execute Python code – find the least-loaded salesperson in the lead's country team and assign them.

Testing Automated Actions

1. Create a test record that meets the condition.
2. Check that the action executed (email received, record created, field updated).
3. Check the server logs if the action didn't fire.
4. Remember that automated actions run synchronously – they execute immediately as part of the create/write operation. A slow action can make the UI feel sluggish.

Multi-Language Support

Quickenerp supports 50+ languages. The interface, reports, website, and customer portal can all be translated. Each user can choose their preferred language.

Installing a Language

1. Go to Settings > General Settings.
2. In the "Language/Translations" section, click Load a Translation.
3. Select the language from the dropdown (e.g. French, Spanish, German, Japanese).
4. Click Load. Quickenerp installs the translation pack – this may take a few minutes.
5. The language is now available for users to select in their preferences.

How Translations Work

Quickenerp uses a three-tier translation system:

1. Module Translations – Pre-built translation files shipped with each module. These translate standard interface terms (labels, buttons, messages).
2. User-Customised Translations – YOU can override any translated term. Go to Settings > Technical > Translations > Custom Translations (developer mode). This is useful when you prefer different terminology (e.g. "Clients" instead of "Customers").
3. Language-Specific Data – Some data records can have translated fields. For example, a product can have different names and descriptions per language. Enable "Translatable" on any text field in the field definition (Technical – Fields).

User Language Selection

Each user can set their own interface language:

1. Click the user avatar (top-right) – My Profile.
2. In the Preferences tab, select the Language field.
3. Save. The interface reloads in the selected language.

Fiscal Localisation Packages

Localisation packages include country-specific chart of accounts, taxes, fiscal positions, and report templates. Go to Accounting > Configuration > Settings – "Fiscal Localisation" section.

Select your country to install the appropriate localisation:

• United States – US chart of accounts, sales tax setup, 1099 reporting.
• United Kingdom – UK chart of accounts, VAT setup, MTD-compatible reports.
• India – GST-compatible chart, HSN/SAC codes, GSTR reports.
• France – French chart, VAT, FEC export.
• Germany – SKR03/SKR04 charts, GDPdU/GoBD compliance.
• UAE – VAT setup, FTA-compliant reports.

Each localisation package installs the chart of accounts, default tax templates, fiscal position rules for intra-community trading, and statutory report templates.

Roles vs Raw Groups

Assigning a user several individual technical Access Groups one by one is tedious and error-prone to repeat for every new hire in the same position. A Role bundles a whole set of groups (and optionally specific record rules/model access) into one named, reusable package — assign the role once instead of remembering every underlying group.

Creating a Role

1. Go to Settings > Users & Companies > Roles (developer mode) → Create.
2. Name it after the job function it represents (e.g. "Accountant," "Warehouse Clerk," "Sales Manager").
3. Add the underlying Groups this role should grant.
4. Assign the role to one or more users.

Time-Bounded Assignments

Each user-to-role assignment can have a From and To date — the role automatically activates and deactivates on schedule. This is genuinely useful for:

• Temporary cover while someone is on leave (grant their role to a colleague for the exact leave period).
• A contractor or seasonal hire who should automatically lose elevated access on a known end date, without anyone needing to remember to revoke it manually.
• A planned, scheduled promotion where the new access should kick in on a specific future date.

When to Use a Role vs Assigning Groups Directly

If a specific access combination will only ever apply to one person, assigning groups directly is simpler. Once you have more than one person who should share an identical access profile, or you expect the access pattern to be assigned/revoked repeatedly (new hires, leave cover), define it as a Role instead — it becomes a single source of truth you can audit and adjust in one place rather than across every affected user.

Quickenerp Security Model

Quickenerp uses a layered security model with three levels:

1. Access Groups (Roles) – What modules/models a user can access.
2. Record Rules – Which records within a model a user can see/edit.
3. Field Security – Which fields on a form a user can see/edit.

1. Access Groups (ir.model.access)

Access groups define the basic permission level for each model. They control:

• Read – Can the user see records?
• Write – Can the user edit records?
• Create – Can the user create new records?
• Unlink (Delete) – Can the user delete records?

Navigate: Settings > Technical > Security > Access Controls (developer mode).

Each line defines permissions for a specific model-group combination. For example, the "Sales / User" group has read+write+create access on sale.order but not "unlink" (delete). The "Sales / Manager" group has all four permissions including unlink.

2. Record Rules (ir.rule)

Record rules further restrict which records a group can access. They work like filters applied automatically:

Navigate: Settings > Technical > Security > Record Rules.

Rules use domain syntax (a filter expression). Example for "Own Documents":
[('user_id', '=', user.id)]

3. Field Security (Groups on Fields)

Individual fields can be restricted to specific groups. For example:

• "Cost Price" field on products – visible only to Inventory Manager group.
• "Margin" field on sales orders – visible only to Sales Manager group.
• "Bank Account" field – visible only to Accounting group.

Field security is configured in the view definition (XML) using Developer Mode.

Managing Security Groups

Navigate: Settings > Technical > Security > Groups.

Each group has:

• Name – The group name (e.g. "User", "Manager").
• Application – The module it belongs to.
• Category – Groups can be organised into categories (e.g. "Sales", "Accounting").
• Inherited Groups – Groups that automatically get the same permissions. For example, "Manager" inherits "User" so managers have user-level permissions plus extra.
• Users – The list of users in this group.

Security Best Practices

• Principle of Least Privilege – Give users only the minimum permissions needed for their job.
• Use Record Rules, Not Custom Groups – Instead of creating a custom group for every access pattern, use record rules to filter within existing groups.
• Regular Audits – Review user permissions quarterly. Archive accounts of departed employees immediately.
• Portal Users – Use portal access for external users (customers, vendors). They see only their own documents through the portal, not the backend.
• Multi-Company Security – In multi-company setups, users see only data from their allowed companies. Record rules automatically filter by company.

Email Templates

Email templates define the content and layout of automated emails sent by Quickenerp. They use a powerful templating system with dynamic placeholders.

Navigation

Go to Settings > Technical > Email Templates (developer mode required). This lists all system email templates organised by module.

Key System Templates

Editing an Email Template

You can customise any template to match your brand voice:

1. Open the template from the list.
2. Subject – Use placeholders like Quotation {{object.name}} from {{object.company_id.name}}.
3. Recipients (To) – Usually {{object.partner_id.email}} for the customer's email. Can be multiple addresses separated by commas.
4. Body (HTML) – Rich HTML content with placeholders. Use the visual editor or edit HTML directly.
5. Available Dynamic Placeholders (via the "Placeholders" dropdown):

• {{object.name}} – Record name (e.g. quotation number).
• {{object.partner_id.name}} – Customer name.
• {{object.user_id.name}} – Salesperson name.
• {{object.company_id.name}} – Your company name.
• {{object.company_id.phone}} – Your phone number.
• {{object.company_id.email}} – Your email address.
• {{object.company_id.website}} – Your website URL.
• {{object.company_id.logo}} – Your company logo image.

Creating a Custom Template

1. Click Create.
2. Enter a Name (e.g. "Customer Welcome Email").
3. Select the Model – this determines which record's fields are available as placeholders.
4. Optionally set a Language if the template is language-specific.
5. Compose the subject, body, and recipient fields with placeholders.
6. Save and use the template in automated actions or server actions.

Testing an Email Template

To test a template before using it in production:

1. Open the template.
2. Click Test Send.
3. Select a record of the template's model (e.g. a specific quotation to test the quotation template).
4. Enter your email address as the recipient.
5. Click Send. You receive the email exactly as the customer would see it.

Incoming Mail Server Configuration

An incoming mail server allows Quickenerp to:

• Receive replies to emails and append them to the correct record's chatter.
• Create new records from incoming emails (e.g. a new lead from a website contact form).
• Route emails to Discuss channels via aliases.

Navigation

Go to Settings > Technical > Incoming Mail Servers (requires developer mode).

Creating an Incoming Mail Server

1. Click Create.
2. Name – A label (e.g. "General Inbox – IMAP").
3. Server Type – Choose IMAP (recommended) or POP. IMAP is preferred because it keeps emails on the server and syncs state. POP downloads and deletes by default.
4. Server Name – e.g. imap.gmail.com for Gmail.
5. Port – 993 for IMAP SSL, 995 for POP SSL, 143 for IMAP STARTTLS.
6. SSL/TLS – Enable for secure connections.
7. Username – Full email address.
8. Password – Email password or App Password.
9. Under Actions to Perform on Incoming Emails, you can define rules that process incoming emails automatically:

• Create a New Record – e.g. create a Lead from an email to sales@company.com.
• Find Existing Records by Email Address – e.g. match the sender email to an existing contact.
• Thread into Existing Chatter – Link the email to the record.

Email Aliases

Email aliases allow you to create special-purpose email addresses that route to specific functions:

Configure aliases in each module's settings. For example, CRM alias is in CRM > Configuration > Settings.

Troubleshooting Incoming Mail

• Emails not being fetched – Check the "Fetchmail: Retrieve Incoming Mail" scheduled action is active.
• Emails fetched but not acted on – Review the action rules on the incoming server. Check the server logs for errors.
• Authentication errors – Verify the password/App Password. Gmail App Passwords expire rarely but may need regeneration.
• Duplicate processing – IMAP is safer than POP. POP deletes emails after fetching, which can cause issues if multiple servers process the same mailbox.

Outgoing Mail Server Configuration

Quickenerp needs an outgoing (SMTP) mail server to send emails – quotations, invoices, delivery orders, notifications, password resets, and marketing campaigns. Without a correctly configured SMTP server, no emails will be sent.

Navigation

Go to Settings > General Settings – scroll to the "Discuss" section – click Outgoing Mail Server link. Or navigate directly to Settings > Technical > Outgoing Mail Servers (requires developer mode).

Creating an Outgoing Mail Server

1. Click Create.
2. Description – A label to identify this server (e.g. "Gmail SMTP – Sales").
3. SMTP Server – The server hostname (e.g. smtp.gmail.com for Gmail).
4. SMTP Port – Common ports: 25 (plain), 465 (SSL), 587 (TLS). Most modern providers use 587 with TLS.
5. Connection Security:

• SSL/TLS – Encrypted connection from the start (port 465).
• STARTTLS – Upgrades an unencrypted connection to encrypted (port 587). Most common.
• None – Unencrypted. Not recommended.

App Passwords for Gmail / Google Workspace

Google requires App Passwords if you have 2FA enabled on your Google account:

1. Go to your Google Account – Security – 2-Step Verification – App Passwords.
2. Select "Mail" as the app and "Other" as the device (name it "Quickenerp").
3. Google generates a 16-character password. Copy it.
4. Paste this password into Quickenerp's SMTP password field.

Microsoft 365 / Outlook SMTP

• Server: smtp.office365.com or smtp-mail.outlook.com
• Port: 587, Security: STARTTLS
• Username: Your full email address.
• Password: Your account password or an app password if 2FA is enabled.
• Note: Microsoft may block SMTP authentication for some accounts. Enable SMTP authentication in your Microsoft 365 admin centre.

Multiple SMTP Servers

You can configure multiple outgoing servers. Quickenerp uses them based on:

• Priority – The server with the lowest priority number is tried first. If it fails, the next priority is used (fallback).
• Company – If multi-company is enabled, each company can have its own SMTP server for proper domain alignment (SPF/DKIM).
• Email Template Override – Specific email templates can specify which SMTP server to use.

DMARC, SPF & DKIM Setup

To ensure emails land in inboxes (not spam), configure your domain's DNS records:

• SPF – Add a TXT record that includes your SMTP provider: v=spf1 include:_spf.google.com ~all (for Gmail).
• DKIM – Sign emails with a digital signature. Your SMTP provider gives you a DKIM key to add as a TXT record.
• DMARC – Policy for how receivers handle emails that fail SPF/DKIM: v=DMARC1; p=quarantine; rua=mailto:dmarc@yourdomain.com.

Troubleshooting Email Sending

Developer Mode

Developer mode (also known as debug mode) unlocks advanced technical features that are hidden from regular users. It is essential for system administrators who need to customise forms, create automated rules, inspect system data, or configure security.

How to Enable Developer Mode

There are three ways to enable it:

1. From Settings: Go to Settings > General Settings, scroll to the bottom of the page, and click Activate Developer Mode (wrench/spanner icon). The page reloads with developer features visible.
2. URL Parameter: Add ?debug=1 to any URL. Example: https://quickenerp.com/web?debug=1. This enables developer mode for your session.
3. Developer Tools (Assets): Add ?debug=assets to enable developer mode with unminified JavaScript/CSS assets. This is useful for debugging UI issues but the page loads slower.

What Developer Mode Adds

1. Technical Menu

A new top-level Technical menu appears (in Settings or as a standalone menu). It contains:

2. Edit View Option

On any form view, the Actions (gear) menu now includes Edit View. This opens the XML view definition, letting you:

• Add or rearrange fields in the form layout.
• Modify field attributes (readonly, required, invisible).
• Add custom buttons and logic.
• Changes apply immediately. No deployment or restart needed.

3. Field Tracking Configuration

Tracked fields show a history of changes in the chatter – who changed what and when. Enable tracking on any field from the field configuration in Technical – Fields.

4. Additional Context Menu Options

Right-clicking on many elements shows developer options:

• Inspect View – Shows the view architecture and technical IDs.
• View Metadata – Shows record metadata (External ID, model name, creation/modification details).
• Manage Fields – Opens the field configuration for the current model.

Caution

Developer mode gives access to settings that can break the system if misconfigured. Follow these rules:

• Only enable developer mode when you need to make technical changes.
• Disable it when you are done (click the "Deactivate Developer Mode" link at the bottom of General Settings).
• Never modify views or security rules unless you fully understand the implications.
• Take screenshots of default values before changing them.
• Test changes in a staging environment first (if available).

General Settings Panel

The General Settings panel is the central configuration hub for Quickenerp. Every global setting – from company details to module-specific toggles – is managed here.

Navigation

Go to Settings > General Settings. This opens a single long form page organised into collapsible sections by module.

How Settings Are Organised

The page is divided into sections. Each section corresponds to a module and contains relevant toggles, dropdowns, and fields:

Working with Settings

• Toggles – Click a toggle switch to enable/disable a feature. Changes are saved immediately.
• Dropdowns – Select a value from a predefined list. Some are dependent on other settings (e.g. "Default Tax" only appears if a fiscal position is selected).
• Text/Number Fields – Enter values directly. Some fields require a page reload after saving for the change to take effect.
• Related Settings Links – Some settings have a "Configure" link that opens a separate configuration page (e.g. "Chart of Accounts" – "Configure" opens the full chart of accounts list).

Recent Settings Improvements

• Search Settings – Use the search bar at the top of General Settings to find any setting instantly. Type "currency", "tax", "email", etc.
• Settings Visibility – Only settings for installed modules appear. If a module is not installed, its settings section is hidden, keeping the page clean.
• Company-Specific Settings – In multi-company setups, settings can be configured per company. The settings page shows a company selector at the top if you have access to multiple companies.
• Auto-Save – Most settings save automatically when you change them. A green "Saved" indicator briefly appears at the top of the page. Some critical settings still require an explicit Save button.

Settings vs Configuration Menus

Not all settings are in General Settings. Module-specific configuration is often in the module's own Configuration menu:

• General Settings – Global toggles and high-level defaults.
• Module – Configuration – Specific records (e.g. Sales – Configuration – Price Lists, Sales Teams, Shipping Methods).
• Technical Menu (Developer Mode) – Low-level system settings (Scheduled Actions, Automated Actions, System Parameters).