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Reference books and settings

Reference books are lists of values used in dropdown fields throughout the system: items, currencies, accounts, shipment types and statuses, vehicles, addresses. Properly configured reference books spare users from typing things by hand and keep the data consistent.

All reference books are tied to your company (multi-tenancy): your settings are not visible to other companies and do not affect them.

Where they are​

The Settings section. Reference books can be configured by the administrator and the head (the admin and boss roles).

There is no single "Reference books" section

The settings are grouped by area rather than gathered into one "Reference books" list. The grouping of the Settings section:

  • Logistics — Shipment types, Shipment statuses, Request statuses, Vehicles, Drivers, Addresses.
  • Finances — Currencies, Accounts, Items, Billing. The Services reference book is opened separately, with the "Services" button inside the Finances section itself, and the Tariffs reference book with the "Tariffs" button in the "Shipment calculation" section.
  • Users and system — Custom fields, Notifications.
  • Integrations — Kontur.Logistics: electronic consignment notes (see ETrN).
  • Documents and UI — Print templates, interface styling/theme.

Finances​

Income and expense items​

The categories that financial operations are classified under: "Carriage", "Insurance", "Warehouse rent", "Fuel and lubricants", "Taxes" and so on.

  • An item is a mandatory attribute of a financial document; reports in Analytics are built by item.
  • Every item has an Active flag — closed items are not offered when creating new operations, but the history for them is preserved.
  • Items are tied to the company.
Agree them with your accountants

Do not go into too much detail. Items in LogiFlow should match the way accounting is done at your company (in 1C, for example). If you need finer detail, use custom fields.

Accounts (cash desks)​

Accounts are your bank accounts and cash desks, the ones money is accounted for on. Every account/cash desk takes part in bills and payments, and a separate balance is kept for each. On creation you specify:

  • the Name of the account/cash desk;
  • the Currency — one per account; it is inherited by that account's financial documents;
  • the VAT treatment — "VAT applicable" / "VAT 0% (art. 164 of the Tax Code)" / "No VAT (exemption, simplified tax system)". The default is no VAT;
  • the VAT rate (%) — only for the "VAT applicable" treatment; in the other treatments the field is not shown. For details, see VAT mode and rate;
  • the Active flag.

Company details (legal form, organisation name, TIN/KPP/OGRN, general director, chief accountant, legal and actual addresses, bank details) are filled in after the account is created — through editing, on the "Details" tab. They are substituted into printed documents as your side's data (see Accounts and balances → legal entities and printing).

Currencies​

The list of currencies that accounting is kept in.

For each currency you set:

  • the Code (RUB, USD, EUR, for example);
  • the Name;
  • the Default flag — the company's base currency (only one);
  • the Active flag — it removes the currency from dropdown lists without deleting the history.

Currency rates are set with the "Currency rates" button (next to "Add currency"): for a non-base currency you enter the rate for a specific date (currency, date, rate). One rate per currency per date; the rate history is preserved and available with a filter by currency and period.

What a currency does not have

A currency has no separate "symbol" field (₽, $, €) and no automatic rate updates from the Central Bank website. Currency rates are maintained manually — as individual rate-on-a-date records. If you need a rate, add it manually for the date required.

Why up-to-date rates matter

In Analytics reports, amounts on bills and payments in different currencies are converted to the company's base currency at the rate on the document date. So enter rates promptly — otherwise multi-currency reports will be inaccurate.

Services​

Services are the lines that make up the amount of a bill (the breakdown by service, see Financial operations). The reference book is opened with the "Services" button in the top left corner of the Finances section (the "Manage services" window).

For each service you set:

  • the Name — unique within the company;
  • the Description — optional;
  • the Currency — a service is tied to a currency: a bill offers only services in the currency of the selected account/cash desk;
  • the Price — the default price (it can be changed on the bill line);
  • the Active flag — inactive services are not offered when creating bills.

Services can be created, edited and deleted (administrator and head).

A service in use cannot be deleted

If a service has already been added to at least one bill or is named as the "default service" in a tariff, it cannot be deleted — the system will return the error "This service cannot be deleted because it is in use…". To remove it from selection, clear the "Active" flag — the history on existing bills and tariffs will be preserved.

A separate set of services for each currency

Since a service is tied to a currency, create parallel entries for multi-currency accounting: "Delivery ₽", "Delivery EUR", "Delivery USD". When you create a bill in a given currency, only that currency's services will be pulled in.

Billing​

The Billing section is about paying for the LogiFlow service itself (not to be confused with the finances of your carriages). Here you can see:

  • the Current tariff — the plan's name, monthly price, limits (number of staff, storage volume), subscription status, the period and the date of the next charge, the auto-renewal checkbox.
  • The Balance — the remaining amount, unpaid invoices and the "Request an invoice" («Запросить счёт») button.
  • Usage — how many staff members and how much storage are taken up out of the plan's limit.
  • Transaction history — top-ups, charges and surcharges for using the service.

The "Change tariff" («Сменить тариф») button opens the plan selection window — the current names, prices and limits are shown there. This help site deliberately does not duplicate the list of plans: the set of plans is configured by the platform administrator and changes over time, so a copy in the text would drift away from what you see on screen.

The subscription is paid monthly from the company balance: with auto-renewal on, the price of the next month is charged at the end of the paid period. The balance is topped up with an invoice. The tab is visible to the administrator and the head; they are also the ones who change the plan and request invoices.

When the system switches to read-only mode

Only if the subscription is suspended or the contract is terminated: data stays visible, but nothing can be created or changed. A zero balance by itself does not restrict work. Details — Billing and subscription.

Logistics​

Shipment types​

The kinds of carriage your company uses (often routes: "Latvia", "Poland", "Turkey"). The shipment type is selected when a shipment is created. For a type you set:

  • the Name;
  • the Maximum weight (kg) and Maximum volume (m³) — standard values for this type, used as a benchmark in reports;
  • the Default flag — this type is pre-filled when new shipments are created (only one type can be the default).

Right-click on a row: Set as default, Edit, Delete.

There are no mandatory custom fields per shipment type

You cannot make a custom field mandatory "for sea carriage" or "for air". Custom fields are attached to the "Shipment" entity as a whole, not to a specific type, and mandatoriness per type is not configurable.

Shipment statuses and request statuses​

Statuses are the stages that shipments and requests pass through. For every status you set:

  • the Status name and the Status code (in_transit_rt, delivered, for example);
  • the Normative time (h) — the calculated (planned) time spent in the status. Reports compare it with the actual time: where there were delays and where the stage went faster than planned;
  • the Default flag — the starting status assigned automatically on creation (for shipments — one per shipment type);
  • the Final flag — the concluding status of the process ("Delivered", "Released", "Cancelled", for example).

The key difference between the two reference books:

  • Shipment statuses — a separate set for each shipment type (the status window has a "Shipment type" field). The list is filtered by type, by default and by finality.
  • Request statuses — a single set for the whole company (there is no "Shipment type" field).

For details on working with statuses and moving between stages, see Configuring statuses.

Vehicles (vehicles and trailers)​

A reference book of vehicles and trailers — so that they can be reused in requests and shipments when filling in the logistics block. The "Add vehicle" window has two tabs:

  • General data: Registration number, Make, Model, Vehicle type (Truck, Trailer and so on), Ownership type (Owned / …), Default trailer.
  • Specifications: Load capacity (kg), Body volume (m³), Comment, the Active flag.

The vehicles table shows the registration number, make/model, type, ownership type, load capacity, volume, counterparty and activity; there are filters by vehicle type, ownership type and activity.

Drivers​

A reference book of the drivers of carrier counterparties — the data is used when filling in the logistics on requests and shipments. The "Add driver" window has three tabs:

  • General data: Last name, First name, Middle name, Phone, Additional phone, Email, Counterparty (the carrier), Comment, the Active flag.
  • Passport: series, number, issued by, date of issue, department code, date of birth, address of registration.
  • Driving licence: series, number, categories, date of issue, valid until.

Addresses (address book)​

A reference book of the addresses of the company and its clients, with geographical coordinates — for filling into requests and shipments (the origin/destination address). For an address you set:

  • the Owner type — company addresses or the addresses of a specific client;
  • the Name ("Warehouse", "Office", "Station", for example);
  • the Full address;
  • the Geographical coordinates — latitude (−90…+90) and longitude (−180…+180), for maps;
  • the Active flag.
What an address does not have

The "Contact person" and "Working hours" fields are not stored in the address book. If you need such information, keep it elsewhere (in the comments on a request, for example) or discuss a change with support.

Legal forms (Individual, Self-employed, Sole trader, LLC, OJSC, CJSC, JSC, PJSC, Non-profit organisation) are used when filling in the details of accounts, clients and counterparties.

This is a fixed list

The list of legal forms is hard-coded into the system and is not configurable by an administrator. The standard set covers the typical cases. If the form you need is missing, contact support.

Bank code (BIC) lookup​

When entering details (for an account, a client or a counterparty) there is a bank lookup by BIC: you enter the BIC and the system pulls in the bank name and the correspondent account automatically.

The lookup works through an external service (DaData). It is not an editable bank reference book inside the system, but an autocomplete service. If the external service is unavailable, a limited built-in set of popular banks is used.

Interface styling (Theme)​

The Settings → Documents and UI → Theme section changes the colour scheme of the interface. This is a personal styling setting — available to all roles (including the client) and it does not affect data.

  • Ready-made palettes — pick a preset scheme: "Default" (the standard one), "Purple", "Teal", "Warm amber", "Indigo", "Crimson", "Emerald".
  • Your own palette — the "Customise colours" button lets you set your own accent colours, background and interface shades.

Import and export​

There is no bulk import/export of reference books

The system has no universal upload/download of reference books from Excel. Reference books are filled in manually through the settings interface. (The exception: the print templates' "Variable reference" is exported to Excel — but that is not a data reference book.)

Good practice​

  • Activity instead of deletion. Do not delete reference book entries — clear the "Active" flag. Deletion can break links in historical data.
  • Consistency with accounting. Items and accounts should match the way you keep your books.
  • Do not breed duplicates. Watch out for variants such as "Carriage" / "carriage" / "Carriages".

What's next​