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System Parameter

System Configuration - User Guide

This guide covers the core “backstage” settings that drive the automated behavior of your ERP.

🛠️ 1. System Parameters

The System Parameters define the global “Rules of the Road” for your society’s database.

âš¡ Quick Start: Editing Rules

  1. Access: Navigate to System Tools > System Parameter.
  2. Key Settings:
    • App Link: The web address members use to access their dashboard.
    • HSN/SAC Codes: Default codes for GST billing.
    • Logo/Letterhead: Upload the society’s branding for reports.
  3. Save: Click Modify to update all global defaults.

📈 Business Impact

Setting correct parameters ensures every member receipt has the right link, every invoice has the correct branding, and the GST logic defaults to the correct industrial standards.

📧 2. Email Credentials (SMTP)

The Email Credentials setting is the “Postal Office” of your digital communication.

âš¡ Quick Start: Configuring Delivery

  1. Access: Navigate to System Tools > Email Credentials.
  2. Setup:
    • SMTP Server: e.g., smtp.gmail.com or smtp.office365.com.
    • Port: Usually 587 (TLS) or 465 (SSL).
    • User ID/Password: The dedicated email address (e.g., billing@societyname.com).
  3. Enable SSL: Ensure the “Enable SSL” checkbox is ticked for modern security.

📈 Business Impact

Without correct SMTP settings, the Invoice Email and Member Statement Email features will not function. This setting allows the ERP to send official emails “on behalf” of your society.

🗺️ Communication Architecture 

graph LR
    Master[System Parameter] --> Branding[Logo & Link]
    Email[Email Credentials] --> Dispatch[Automated Mailer]
    Dispatch --> Member[Resident's Inbox]
    Branding --> Invoice[PDF Documents]
    
    style Email fill:#f9f,stroke:#333
    style Master fill:#bbf,stroke:#333

5. Validations & Troubleshooting ⚠️

  • Password Expiry: If emails suddenly stop working, check if your email provider’s password has been changed or expired.
  • App Passwords: For Gmail/Microsoft, you may need to generate a specific “App Password” rather than your standard login password to allow the ERP access.
  • Mismatched Link: Ensure the App Link in System Parameters starts with https:// to ensure member mobile apps connect securely.

6. Best Practices / Tips 💡

  • Use a Dedicated Society Email: Never use a personal email address for SMTP. Create a dedicated society_erp@yourdomain.com for official communication.
  • High-Quality Logo: Upload your society logo in high resolution (300dpi) to ensure it looks professional on printed receipts.
  • Link Integrity: Periodically test the “App Link” provided to members to make sure it redirects to your correct login portal.
Database TuneupEmail Credentials (SMTP)