Getting started

Set up the basics first, then test a complete sale before you go live. For a new administration, an administrator ideally follows this order:

1. Check company details, currency, country, VAT details and bank account.
2. Create departments, users and permission groups.
3. Set up VAT codes, general ledger accounts, journals, payment terms and payment methods.
4. Create product groups, units, warehouses and shipping methods.
5. Add products, customers and suppliers manually or by import.
6. Configure the till, invoices, orders, stock and number sequences.
7. Add printers, payment terminals, scales and other local hardware.
8. Add external apps and decide, per type of data, which system is leading.
9. Test a complete chain: finding a product, sale, payment, stock movement, document, email and any synchronisation.
10. Check reports and user permissions with a normal user account.

An administration is your complete environment in Count-IT; a department is a subdivision within it. The administration contains the company details, users, master data, transactions, settings and integrations.

Departments let you separate, for example, revenue, users, warehouses, printers, sales channels or bookings, such as per branch. A user only sees the data and actions their permission profile gives access to. Settings usually apply to the whole administration; settings marked “this system” or with a device option apply only to the current device or browser.

Master data is the reusable basic data all your transactions rely on. Think of customers, suppliers, products, product groups, VAT codes, general ledger accounts, journals, payment methods, warehouses, shipping methods, printers, templates and apps.

Good master data prevents errors in sales, invoices and synchronisations. So create the product group, VAT code and unit before you add products. If you import products or contacts, test with a few rows first and choose stable matching fields, such as item number or barcode, so that no duplicate records are created.

Create a separate user for the employee and assign a permission group. Limit the departments and risky actions to what the employee needs, and test the access with the employee’s own account.

Always use a separate account per employee, so you can see who did what. Revoke access immediately when someone changes role or leaves. If support needs to look along temporarily, use the dedicated temporary access with a short end date.

Staff log in with their own user; you can also allow logging in with a till code. In the user and login settings you decide, among other things:

• Login with code: log in with a till code.
• Allowed network addresses for code login: code login only at configured locations.
• Automatically log out after seconds: log out after inactivity, optionally with a different value per device.
• Account switching: quickly switch between authorised users.

If you want staff to log in again after every sale, enable Lock after checkout in the till settings.

Count-IT works on a till, PC or laptop, tablet, phone and scanning terminal. These are registered as a device type, so you can decide per device what it may do, such as using the till.

Local hardware, such as receipt printers, payment terminals and scales, sometimes needs local software on the device, such as the Count-IT app. You can read more about suitable hardware on the Hardware page.

Check whether the device is registered, whether a valid licence is linked to it and whether the device type may use the till. If you replace a device, an administrator can unlink the licence from the old device and link it to the new one.

If that does not work, contact support and tell us which device it concerns.

If the internet connection drops, you can do basic checkout on the till.

Count-IT can use local data in the browser or app for supported processes, but it is an online system. Which data is available locally depends on the data sets that are synchronised and on your permissions. If data is missing locally or not yet fully synchronised, Count-IT retrieves it online.

After a major change, a device change or a synchronisation problem, a full reload may be needed. If prices look wrong, also check whether the data on the device has been synchronised recently.

Usually, yes: most settings apply to the whole administration. Settings marked “this system” or with a device option apply only to the current device or browser.

Examples are the screen zoom and list height of this device, the warehouse of this device, the till layout of this device and Layout (Action buttons, this system). This lets you set up one till differently without changing the rest.

A feature is only visible if your subscription, your permissions and the settings allow it. Check:

• subscription or company permissions;
• your user permission or permission group;
• the selected department;
• whether the related general setting is switched on;
• whether the required master data exists, such as a printer, payment method, warehouse or app;
• whether the button is missing from the till layout, the chosen action button layout or the visible fields;
• whether the document is already final, delivered, invoiced or paid.

This is a device setting, not an error in your data. First check the screen zoom and list height of this device in the general settings; these apply only to the current device.

If you use several screens, check in the operating system whether the screens are set to Extend rather than Duplicate, and whether the correct screen is linked as the touchscreen.

Before you start, decide which system is leading for customers, products, prices, stock, orders and payments. An integration can have a different synchronisation direction and field selection per administration.

Before large imports, bulk actions or a change of synchronisation direction, make a check export and test with a limited selection. Never change the synchronisation direction, matching fields and mappings at the same time: change one thing, test with one record and check both systems. You can find an overview of all integrations under Integrations.

Test a complete chain: finding a product, selling, paying, stock movement, document, email and any synchronisation. Use a test contact for this rather than real customer data.

Then check reports and permissions from the perspective of a normal user, not only as an administrator. Test printers with a test print on the actual device, and check the outcome of discounts, price lists and loyalty points with a test customer.

Give a short description of what you expected and what happened, with the full error message and the exact date and time. Also mention:

• the administration and department, and the user or permission group;
• the type of device and whether it also happens on other devices;
• the document number, product, customer or app involved;
• the steps to reproduce the problem and what has changed since it last worked.

Never share passwords, API keys or payment terminal codes. You can reach us via support.