Finance Setup

This section covers

What You Need to Prepare Before Using Finance Entry
- Account Type Setup
- Set Default Account for Each Unit (Mandatory)
- Set Up Budgets (Optional)
- Set Up Recurring Fees (Optional)

🔐 Access Requirements

You need a Finance module subscription to access Finance Entry.

Finance setup can ONLY be performed by:

TreeAMS Site Admin, or

TreeAMS Site User with the sub-role TAMS Finance Manager.

Finance Entry is ONLY available to Desktop and Tablet view

What You Need to Prepare Before Using Finance Entry

Before you can start using the Finance Entry module, make sure the following setup is completed.

1️⃣ Account Type Setup

Before you can use Finance Entry, you must first create an Account List. Account Type List define the structure of your financial data in Finance Entry. They determine how income and expenses are categorized, calculated, and reported.

Steps to Create an Account List:

Go to Desk. Learn how you can switch to Desk here!
Click the drop down next to Finance menu.
Click Finance Setup.
Select Account Type List.
Click +Add TAMS Account to create a new account.
A popup window will appear. Fill in the following fields:
1. Account Name (Required) 👉 Enter the name of the account (e.g., Sales Revenue, Utilities Expense, Staff Salary).
  ⚠️ Recurring fees, payments, and revenue — such as royalties — do not need to be added here. They are managed separately under the Recurring Fees section.
2. Ledger Type (Required) 👉 Select whether the account is classified as:
  - Income — for revenue-related accounts
  - Expenses — for cost-related accounts
3. Account Category (Required) 👉 Choose a category to group similar accounts under the same ledger type. This helps organize financial data and improves analytics clarity.
4. When you click Edit Full Form, you can view and manage detailed settings for the selected account:
  - Ledger Type 👉 classified as Income or Expenses.
  - Account Category 👉 Group the account (e.g., Revenue, Operational Cost).
  - Default Percentage of Sales 👉 Enter a percentage value (e.g., 25%) to automatically calculates this expense based on total Income.
  - System Account 👉 If enabled, this account is used by the system for auto-calculated values, for instance if your company use POS System.
  - Disable Checkbox 👉 Hides the account from Finance Entry.
Click Save to create the account type.

2️⃣ Set Default Account for Each Unit (Mandatory)

Each Unit MUST HAVE a default account set before Finance Entry can be used.

Steps:

Go back to the Desk Homepage by clicking the TreeAMS icon.
Click the dropdown next to the Home menu.
Select Organisation.
Click Network Structure.
Hover over the HQ node and click Edit.
Open the Financials tab.
Under the Accounts section, click “Set from defaults”.
The system will apply all predefined Account List to the selected node (HQ, Branch, or Unit). You can remove any account types that are not relevant to that node.
After the Account List appears, choose how each account will be filled in Finance Entry:
- Use % of Sales — Automatically calculate the amount based on sales.
- Default Amount — Apply a fixed amount automatically.
- Manual Input — Uncheck Use % of Sales and set both the percentage and default amount to 0 to enter values manually each time.
This lets you control whether accounts are auto-calculated or manually filled.
Click Save to apply changes.

3️⃣ Set Up Budgets (Optional)

Budget setup is optional, but highly recommended if you plan to use the Finance Dashboard.
This section allows you to define an annual budget for a node and allocate it into monthly budgets. The system will automatically calculate monthly values based on the percentage split you define.
Setting up budgets helps you:

Compare actual performance vs budget
Monitor spending trends over time
Gain clearer insights in Finance Dashboard reports

How to Set the Budget:

Enter the Annual Budget for the selected node.
Click Add Month Rows — the system will automatically distribute the annual budget across 12 months.
Adjust the % Split based on your planned monthly budget allocation.
- The total percentage across 12 months must equal 100%.
- You can edit current or past months, but changes will ONLY apply to future months.

⚠️ Each unit can have its own individual budget. The budget at Branch level represents the combined total of all unit budgets under it.

4️⃣ Setup Recurring Fees

The Recurring Fees section allows super admin to define fees — such as royalties or service charges — that are automatically calculated against a Legal Entity node's income.

Fees defined here apply at the Legal Entity node level. They will be calculated automatically based on the selected amount or percentage of income.

Accessing recurring fees

Go to Desk → Home → Organisation → Network Structure
In the Network Structure tree, locate and click the relevant Legal Entity node.
From the node's detail panel on the top, open the Finance Setup tab.
Scroll down to the Recurring Fees section. The table displays existing fee rows with columns for fee type, calculation method, percentage, fixed amount, date, condition, and computed value.
To add a new fee, click "Add Row" at the bottom of the table
The inline editor panel — labeled Editing Row # — will appear with these fields:

Tips and best practices:

Use Percentage for fees that should scale with income (e.g., royalties tied to revenue).

Use Fixed Amount for flat-rate recurring obligations (e.g., monthly service charges).

Set the Date field only for time-limited fees. Leaving it blank ensures the fee applies indefinitely.

Use the Condition field to apply income-threshold rules — for example, to only charge a fee when income surpasses a defined floor or ceiling.

Use Duplicate to efficiently create tiered fee structures that share the same fee type but differ in rate or condition.

The computed Value column in the table is read-only and is automatically updated by the system — do not attempt to edit it directly