Adjusting the configuration

In the settings you manage all the system-wide parameters – from user rights through number ranges to the mail and template configuration. The settings apply to Kundenkartei Web and are also adopted by Kundenkartei Go (mobile).

1️⃣ General system settings

• Company logo and master data
• Default language, currency, time zone
• Sender details for mail dispatch

Own profile

Figure: your own profile and the system master data

Tip: use a high-resolution logo (light/dark) so that documents and e‑mails are displayed cleanly.

2️⃣ User management and rights

• Create, deactivate or reset users
• Assign roles and module access (fine-grained rights)
• An overview of active users including the login history

🔐 Security: enable two-factor authentication (2FA) for admins and sensitive roles. Use strong password policies and check access regularly.

3️⃣ Accounting and number ranges

• Definition and maintenance of:
  • Invoice numbers
  • Customer numbers
  • Journal ranges
• Adjust the date, time and decimal formats

Numbering

Figure: accounting and number ranges

Best practice: version the number ranges annually (e.g. INV-2025-00001) to simplify analyses and archiving.

4️⃣ Templates and mail configuration

• Manage the Word templates for invoices, delivery notes and quotes
• Editing via Microsoft Word or the in-app editor
• Configure SMTP/e‑mail dispatch (sender, reply address, signature)

Templates

Figure: the template editor and mail dispatch

Note: test mail dispatch with an internal address (check spam/DMARC/DKIM) before you send productively.

5️⃣ Setting up quick entry

• Create and name key groups
• Put articles on keys, determine colour and order

Quick entry

Figure: the quick entry settings

Tip: group by what you reach for day to day — not by how the catalogue is sorted.

6️⃣ Customer groups and custom fields

• Management of tags, groups and segments
• Configuration of customer-specific additional fields (text, selection, date)

Customer groups

Figure: customer group management

Best practice: define few but meaningful groups/tags (e.g. “VIP”, “Seasonal”) to optimise searches and reports.

7️⃣ Data import and backup

• Import formats for customer data, orders and catalogues
• Export/restore data backups
• GDPR-compliant download of personal user data

Recommendation: always use a test file with a few records before mass imports. After the import, check a sample for completeness and encoding.

8️⃣ System log and API

• View system actions (audit log)
• Manage API keys
• Access to external systems (e.g. authentication, integrations)

Log

Security: only issue API keys with the minimum necessary rights and rotate them regularly. Use separate keys for each integrated system.

✅ Best practices

• Apply the principle of “as much as necessary, as little as possible” to rights
• Check and document the number ranges before the turn of the year
• Maintain templates centrally; version and test the changes
• Set up the mail configuration including the sender domain (SPF/DKIM/DMARC) cleanly
• Secure exports/backups monthly and restore a sample

❓ Frequently asked questions (FAQ)

E‑mails do not arrive – what should I do?

• Check the SMTP details, send a test mail
• Is the sender domain set up correctly (SPF/DKIM/DMARC)?
• Check the spam folder; observe your provider’s dispatch limit

The templates show the wrong logos/placeholders?

• Regenerate/update the template and check it in the editor
• Clear the cache and create a test document

A user cannot see the modules?

• Check the role/rights
• Have the user log in again if necessary (session refresh)
• Check the licence/module scope in the settings

The number range is duplicated/incorrect?

• Block the number range and create a new, cleaned-up range
• Document the changes; do not renumber productive documents retroactively

🔗 Related topics

• 👥 Managing customers
• 📚 Trial balance and number ranges
• 🧾 Configuring mail and invoice dispatch
• 🛒 Quick entry

📝 Change history

Version	Date	Changes
1.2	20 August 2025	Language harmonised, security and FAQ added
1.1	27 July 2025	Structure and image links optimised
1.0	Original	First version

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