Module settings

Module settings hold the organization-wide configuration behind most of OCTO Ops: System defaults, reference categories, sizing, stock behaviour, Finance, HR, Marketing, Stores, 3PL billing, Reports and Sales. These are set up once for the whole organization, not per record.

#Before you start

Any active member of your organization can open and save nearly every screen described here. Five groups of screens are the exception:

• Assets registry, below, needs its own View permission for Asset Registry (all or own records) — the same permission that governs the Asset Management module. Without it, both the page and the export are blocked, and an own-scoped grant only exports your own assets.
• Business units (SBUs), below, is for Owners and Admins only.
• Warehouse settings, below, is for Owners and Admins only.
• Fleet settings, Fleet lists and Fuel settings, below, are for Owners and Admins only.
• Sales pricing, along with Price books, Bundles, Configuration rules and Guided selling, are for Owners and Admins only. Sales Opportunities and Orders, in the same card, are open to any active member.

#Reach Module settings

1. Open Settings.
2. Select Module settings.
3. Choose a screen from one of its cards:

#System

Select System in the General card.

Under Numbers and currency, choose how amounts are written. A Preview under the fields shows a sample total with your choices before you save. In this version these settings apply to the Purchasing screens (purchase orders and quotations) the Products screens (products and price groups) and the Sales screens (opportunities, quotations, orders, consignments and returns), the Fleet Management screens (distances, hours and amounts on vehicles, inspections and readings) the Fuel Management screens (litres, economy and amounts on fills, quotas, requests and reports) the Finance screens (invoices, bills and their payments, journals and credit notes, and the invoice balance check) and the Asset Management screens (the dashboard's value figures, and an asset's acquisition cost, current book value and disposal value); other modules still show amounts with two decimal places and no thousands separator.

Select Update settings to save.

#QR codes

Select QR codes in the General card. Only Owners and Admins can open and save this screen.

Labels can carry a web link in their QR code, so that a phone camera opens the label's page directly. This screen decides what happens when someone opens that link and which QR format labels start on. It has one block of settings for each kind of record your organization has the module for: Assets, and, with Warehouse, stock units and bin locations. An organization without Warehouse sees only Assets.

Select Save settings. Settings for a kind of record your organization does not have are left as they were. See what a phone shows for the result of each choice.

#Letterhead

Select Letterhead in the General card.

Select Save letterhead to save. Unlike the other screens on this page, saving Letterhead doesn't redirect — the page reloads in place with your new values, still with no confirmation message. Saving leaves settings this page doesn't show, such as which documents print a letterhead, as they were.

#Categories

Select Categories in the General card.

1. Choose a Scope — the type of category you want to work with.
2. The table lists that scope's categories: Name, Code, Parent, Description, and Status.
3. Once a scope is chosen, a New category card appears below the table.

Select Create category to save. On success, a "Category created successfully" toast appears and the form clears back to its defaults.

Select Edit on a row to change a category. The edit form has the same fields except Parent category, which is a plain text box for the parent's ID rather than a dropdown. Select Save changes to save — a "Category updated successfully" toast appears and you're returned to the list.

#Errors you may see

#Locations

Select Locations in the General card: a read-only table of Custom ID, Name and Description. There's no search, filter, pagination, or row links — and no way to add, edit, or delete a location from this screen.

#Business units (SBUs)

Business units let you split your organization into divisions or legal entities, with their own letterhead details and document numbers. Select Business units (SBUs) in the General card (Owners and Admins only); the full guide is Business units, including the toasts "Business unit created.", "Business unit updated." and "Business unit deleted." and every error message.

#Warehouse settings

Select Warehouse settings in the Warehouse card. Only Owners and Admins can open it. These settings apply to the whole organization.

Select Save settings. Your other Module settings are not affected.

Label level applies to receipts created after the change, and the put-away rule applies to put-away. The picking rule applies to picking.

Approvals for Scrap, Return to vendor and Repair apply when a damage and disposition document is submitted. Count adjustment applies when a stock count is submitted.

#Fleet settings

Select Fleet settings in the Fleet card. Only Owners and Admins can open it. These settings apply to the whole organization. Select Save settings at the bottom; a toast says "Fleet settings saved."

A value outside its range is refused with a message under the field.

The Fleet settings page also has three buttons:

• Edit vehicle types, groups, renewal types and cost categories opens Fleet lists.
• Edit inspection templates opens the inspection checklists, described in Inspections.
• Create Drivers permission group creates (or resets) a permission group named Drivers with My Fleet, own vehicles and driver record, and creating inspections and issues (and, with Fuel Management, My Fuel and the driver's own fuel fills and requests). You then add the drivers to it under Settings › Permissions. See The Drivers permission group.

#Fleet lists

Select Fleet lists in the Fleet card. It has four lists. Each row has a name field, Save, and Archive (or Restore for an archived row); the last row of each list adds a new entry (press Enter or select Add). A toast says "Saved", "Added" or "Archived". A list entry is never deleted, because vehicles refer to it; an archived entry is greyed out and no longer offered on forms, but stays on the records that already use it.

Names are required and up to 120 characters. The lists are created the first time anyone opens a Fleet screen, and after that are never topped up, so a list you emptied or renamed stays as you left it.

#Stock controlling

Select Stock controlling in the General card.

Select Update settings to save.

#Default sizes

Select Default sizes in the General card.

Select Update settings to save.

#Stores > Weigh-slips

Select Weigh-slips in the Stores card.

Select Update settings to save.

#3PL billing

Select Billing in the 3PL card.

Select Update settings to save.

#Marketing email

Select Email in the Marketing card.

Select Update settings to save.

None of these fields currently configure an outbound mailer or send a marketing email.

#Custom reports

Select Custom reports in the Reports card.

The list is a single explanatory note: creating a report here has nowhere to display it in this version, so there's no list and no create button beyond a link through to a form.

That form shows a single disabled Report type dropdown, shown for reference only — there's no submit button, and nothing can be created from it.

#Assets registry

Select Download Asset Registry in the Asset Management card. Reaching this screen needs the View permission for Asset Registry (all or own records); a member without it is blocked from both the page and the export, and an own-scoped grant exports only that member's own assets.

All three filters are optional. Select Download as CSV or Download as Excel to download asset-registry.csv or asset-registry.xlsx. Each row includes the asset's ID, custom ID, name, category, location, status, brand, model, serial number, acquisition date, acquisition cost, current book value, and a GS1 barcode identifier. The last column, QR URL, holds the link a URL QR label opens (see QR codes).

#Finance settings

Select Finance in the Finance card.

Select Update settings to save.

#Currencies

Select Currencies in the Finance card.

Use the Add currency card to choose a Currency and select Add currency. Below it, a read-only Team currencies table lists every currency you've added, by Code and Name — there's no edit or delete on this screen.

#Exchange rates

Select Exchange rates in the Finance card. The list has one row for every date from your organization's start date up to today, newest first, with a column for each of your team's currencies showing that currency's rate on that date (or "-" when none is recorded). Dates shown in red are missing a rate for at least one currency, so you can see at a glance which days still need filling in. Each row has a small Edit button.

The list shows 25 dates per page; use the page numbers under the table to move between pages. Above the table you can narrow the list:

Select Clear to remove all filters. The footer under the table shows how many dates match and your base currency.

Select Edit on a row to open that date — including a red date with no rates yet: one number field per currency, pre-filled with its existing rate for that date (or blank). Select Save rates to save.

#Bulk Edit

To set the same rate on many dates at once, select Bulk Edit in the toolbar at the top of the page. In the window that opens:

1. Choose the From and To dates (both included).
2. Enter a rate for each currency you want to set. Leave a currency blank to keep its existing rates untouched.
3. Select Apply rates.

The rate is saved for every date in the range, replacing any rate already recorded on those dates and filling in any missing ones. A message confirms how many days were updated.

Bulk Edit is unavailable until your team has at least one currency (see Currencies above).

#HR settings

Select HR settings in the HR card.

Select Update settings to save. No timesheet or attendance feature in this version reads any of these five fields.

#Departments

Departments is reached from the HR card's HR settings screen. Unlike the fields above, departments are real records used elsewhere in OCTO Ops — on assets, on project team assignments, and in the Cost by department report.

The list shows Code, Name, Location, Manager, an Active badge, and Edit/Delete actions.

Select Create department or Save changes to save.

To delete a department, select Delete on its row. The confirmation reads "Delete {department name}?" with the text "This department will no longer be selectable for new assets." and a Delete button to confirm.

#Sales opportunities

Select Opportunities in the Sales card.

Select Update settings to save.

#Sales orders

Select Orders in the Sales card.

Select Update settings to save.

#Sales pricing

Select Sales pricing in the Sales card. This screen is for Owners and Admins only.

A breach blocks Issue, not Save, and needs sign-off from another team member — the same approval flow used for a Configuration rules breach.

Select Update settings to save.

#Other Sales settings

The Sales card also has four more configuration screens, each with its own guide: Price books, Bundles, Configuration rules, and Guided selling. All four are for Owners and Admins only, like Sales pricing above.

#Fuel settings

Select Fuel settings in the Fuel card. Only Owners and Admins can open it. These settings apply to the whole organization and to Fuel Management. Select Save settings at the bottom; a toast says "Fuel settings saved."

A value outside its range is refused with a message under the field.

Fuel station link code, at the top of the page, is a ten-character code you give a fuel station that uses this system so it can offer you a credit account; you still accept the account before it is used. Regenerate makes a new code after you confirm; stations holding the old code can no longer use it, and existing accounts are not affected. Regenerating also needs Request, accept and close station credit accounts.

#Fuel station settings

The Fuel station settings link appears in the Fuel card only for a team that the platform administrators have marked as a Fuel station (a team's type is set by them in the Superadmin area, never from Settings). For any other team the page answers "This team is not a fuel station." Only Owners and Admins can open it. Select Save at the bottom; a toast says "Fuel station settings saved."

Site limits is a table of your members against your sites (add sites under Station setup first). Tick the sites a member may work at; a member with none ticked works at every site. A site that is not yours or a person who is not a member of the team is refused. Create station permission groups adds the groups Pump attendant, Station manager and Accounts to Settings > Permissions, each with the keys that role needs; a group that already exists is left as you set it, and you add your staff to the groups yourself. The button asks you to confirm first, because once a team has any permission group, every member who is not an owner or admin and is in none of them loses access at once. Add your staff to the groups straight afterwards.

A value outside its range is refused with a message under the field. The pump, clients, invoices and payments of a fuel station are described in the Fuel Station Management guide.

#Container Depot module settings

The Containers card — Module settings, Masters, Billable products, Surveyors, and Liable parties — is documented on its own page: see Module settings in the Container Depot guide.

#Current limitations

• System: Legal name, Address, Tax ID, VAT number, Print date format, Header style, Default printer type, and Enforce permissions are saved but have no effect in this version. Enforce permissions is particularly misleading — despite its label, turning it off does not change how permissions are enforced anywhere in OCTO Ops.
• Letterhead: only the quotation PDF header uses these details today — no other print reads them yet. Zip, Mobile and Telephone are saved with no confirmed use anywhere.
• Locations is read-only — there's no way to add, edit, or delete a location from this screen.
• Stock controlling: Show only available stock and Manage for consignment are saved but have no effect. Reduction point only does anything when it's set to exactly "invoicing" and Manage stocks is on, and the screen doesn't explain that.
• Default sizes: the on-screen help text claims these sizes are used when printing asset barcode/QR labels, but no printing screen in this version was found to actually use either setting.
• Stores > Weigh-slips: Weight entered is gross weight is saved but has no effect.
• Marketing email: none of these settings currently configure an outbound mailer or send a marketing email, and leaving Password blank on a resave clears any password you'd saved before.
• Custom reports is decorative only — there is no way to create or view a custom report anywhere in OCTO Ops today.
• Finance: Show total in words and Tax registration number are saved with no confirmed effect elsewhere. Tax model is a free number field with no guidance on which numbers are valid.
• Currencies: the Team currencies list is read-only — there's no way to edit or remove a currency once added.
• HR settings: Monitor time, Clock in, Clock out, Min hours/day and Min hours/week are all saved but have no effect.
• Sales opportunities: Show products on opportunities is saved but has no effect.
• Sales orders: Show barcode on orders is saved but has no effect.
• Apart from Categories, Business units (SBUs) and Exchange rates › Bulk Edit, no screen on this page shows a confirmation message when you save — the page just reloads with your values kept.
• There's no screen anywhere in Settings to turn individual modules on or off.