Basis User Guide

Step-by-step documentation for every menu and feature in the application.

Get Started →

Getting Started

Quick Start
First login, create a company, and enter your first transaction.
Installation
Windows desktop, self-hosted Linux server, or Docker container.
Migration
Move master data and opening balances from your old system.

Transactions Menu

Sales Invoices
Bill customers. Create, edit, email, and track payment status.
Credit Notes
Issue returns or corrections against a Sales Invoice.
Purchase Invoices
Record supplier bills. Link to Purchase Orders or enter directly.
Debit Notes
Return goods to supplier or correct a Purchase Invoice.
Payments
Pay suppliers and expenses. Allocate against Purchase Invoices.
Receipts
Receive customer payments. Allocate against Sales Invoices.
Journal Entries
Manual multi-line double-entry journals for adjustments.
Contra Entries
Transfer funds between bank accounts or cash accounts.
Bank Reconciliation
Match bank statement lines to transactions in Basis.

Inventory Menu

Sales Orders
Confirm customer orders before invoicing or delivery.
Purchase Orders
Issue purchase orders to suppliers before receiving goods.
Delivery Notes (GDN)
Record stock delivered to customers. Reduces inventory.
Receipt Notes (GRN)
Record stock received from suppliers. Increases inventory.
Inv. Adjustments
Opening stock, write-offs, and manual quantity corrections.
Inv. Transfers
Move stock between warehouse locations.
Manufacturing
Produce finished goods by consuming raw materials (BOM).
Stock Opname
Physical stock count reconciled against system balance.

Reports Menu

Financial Reports
P&L, Balance Sheet, Cash Flow, Trial Balance, General Ledger.
Sales & Purchase Reports
Sales Report, Purchase Report, Sales by Item, Purchase by Item.
Party Reports
AR Aging, AP Aging, Party Ledger, Statement of Account.
Inventory Reports
Stock Balance, Stock Movement, Inventory Summary, Low Stock.
Tax & WHT Reports
Tax Report (PPN), WHT Report (PPh), Commission Report.
Other Reports
Outstanding Orders, Project Report, Salesman Report.

Master Data Menu

Parties
Customers and suppliers — contact info, type, credit terms.
Items & Categories
Products and services with prices, tax, and inventory settings.
Chart of Accounts
Account hierarchy, sub-types, and default template.
Other Master Data
Locations, Units, Tax Categories, WHT Config, Currencies, Salesmen, Projects.

Settings Menu (Admin & Owner only)

Business Settings
Company name, logo, address, fiscal year, and base currency.
Staff Permissions
Assign roles and per-module access levels to staff users.
Voucher Numbers
Configure numbering format and sequence for each transaction type.
Period Locks
Lock closed accounting periods to prevent back-dated entries.
Audit Trail
View the full history of every edit and delete in the company.
Email & Templates
SMTP configuration and customisable email templates.
Customer Portal
Set up and manage the self-service invoice portal for customers.
Opening Balances
Enter account balances when starting or migrating to Basis.