> ## Documentation Index > Fetch the complete documentation index at: https://docs.mercora.io/llms.txt > Use this file to discover all available pages before exploring further. # Workspace settings > Set your company profile and reporting currency, turn modules on, and configure books, legal entities, custom fields, invoice categories, contract templates and futures instruments. Workspace settings shape how Mercora works for everyone in your workspace. Most of them are for workspace admins. Open **Settings** at the bottom of the sidebar. The **Workspace** group holds the pages on this page. | Page | What it's for | Shown when | | - | - | - | | **Workspace** | Company profile, reporting currency and year, and modules | Always (admins) | | **Data model** | Custom fields on records, and invoice categories | Always (admins) | | **Entities** | Your own companies, for the P\&L | P\&L module is on (admins) | | **Books** | The books deals are carried in on the P\&L | P\&L module is on (admins) | | **Derivatives** | Futures instruments | Derivatives module is on (admins) | | **Contract templates** | Word templates for contract drafting | Contract drafting module is on, for anyone with Contracts access | | **Freight house rules** | Your rules for the freight master | Freight Rates module is on, for anyone with Freight Rates access | Members, roles, API keys and integrations are covered elsewhere: see [Members](https://docs.mercora.io/admin/members.md), [Roles and permissions](https://docs.mercora.io/concepts/roles-and-permissions.md), [API keys](https://docs.mercora.io/admin/api-keys.md) and [Integrations](https://docs.mercora.io/integrations/overview.md). Use the search box at the top of Settings to jump to a page. ## Workspace profile **Settings** → **Workspace** → **Company profile** holds three settings that affect numbers across the product. ![Settings → Workspace with the Company profile card above the Modules list](https://mintcdn.com/placeholder-f4ffdeec/22McaegbdDRSI41b/images/admin/workspace-settings.png?fit=max\&auto=format\&n=22McaegbdDRSI41b\&q=85\&s=ca50614d4d1b1bbbeaac85d81c4e1668) Workspace settings for Veltana Commodities SA, reporting in USD on a calendar year, with the Modules list below. | Setting | What it does | | - | - | | **Company name** | Your company's name as it appears on documents. Mercora uses it to tell which invoices you issued and which you received (AR or AP), and to match incoming documents to your trades. Use the name your counterparties print. For example, with **Veltana Commodities SA** here, an invoice Veltana issues to Meridian Foodstuffs counts as AR, and one it receives from Kanchana Siam Sugar counts as AP. | | **Reporting currency** | The currency dashboard totals, trade P\&L, the Invoice Summary on each trade and the reports are converted into. Choose from USD, EUR, GBP, CHF, JPY, CNY, SGD and AED. | | **Reporting year starts in** | The month your financial year starts. January gives a calendar year (shown as "FY 2026" on the P\&L). Any other month gives a crop or fiscal year spanning two calendar years, such as an October start shown as "Crop 25/26". | Click **Save** after changing them. > [!WARNING] > > Changing the reporting currency changes every converted figure in the workspace the next time it's shown. Amounts in their own currency (an invoice's face, a payment) don't change. ## Modules **Settings** → **Workspace** → **Modules** is where an admin turns parts of Mercora on and off for the whole workspace. Most modules start off, and some sit under a parent: a child switch only takes effect while its parent is on. For example, **Cost & income plan** needs **Trade financials**, which needs **Trades**. Turning a module on makes it available. Each member still needs the matching access in their role to see it. Click **Save** to apply your changes. See [Modules](https://docs.mercora.io/concepts/modules.md) for what each module does. ## Books > [!NOTE] > > Available when the **P\&L** module is turned on for your workspace. A book is the bucket your firm carries deals in on the P\&L, for example an agricultural desk and a metals desk. **Settings** → **Books** sets them up. A deal is in a book when: * its reference ends in one of the book's **codes**, or * someone picks the book on the trade. A pick always wins over the code. A book is never inferred from the cargo. Until you add any books, each deal shows on the P\&L under the code at the end of its reference, as written, and nobody can pick a book on a trade. **Add a book.** Click **Add book**, give it a **Name**, and list its **Codes** (for example "AGRI, GRAIN"). A code can belong to one book only. A book with no codes is filled only by picking it on trades. **Codes on your references** lists the codes Mercora finds at the end of your deal references that no book claims yet, with how many deals carry each. Click **Add as book** to make one a book, or **Add to book…** to group it under an existing one. Adding a code to a book moves its deals into that book on the P\&L. **Delete a book.** If deals were picked into it, you'll need to pick another book on those deals (or choose **Use the reference**) first, or rename the book instead. Otherwise its deals go back under their reference codes, and saved P\&L views filtered on that book drop the filter. ## Legal entities > [!NOTE] > > Available when the **P\&L** module is turned on for your workspace. Entities are your own companies that deals are booked under, for example Veltana Commodities SA and a sister company that signs some of your contracts. The P\&L can group and filter by them. **Settings** → **Entities** sets them up. A deal reads its entity from your side of its contract. Each entity has: * a **Name**; * an optional **Code**, such as the prefix your references use; * **Also written as**: other spellings your contracts use for the same company, one per line. A deal belongs to an entity when your side of its contract carries its name or one of its other spellings. **Seen on contracts, not set up** lists the company names on your side of contracts that no entity covers yet. Those deals show as **No entity**. Click **Add as entity**, or **Add as spelling of…** to attach the name to an existing one. Until you add any entities, each deal reads its entity straight from the names on its contract, and nobody can change it on a trade. Once you have, members can pick a different entity on a trade, which overrides what the contract says. Removing an entity sends its deals to **No entity** until it's listed again. ## Custom fields **Settings** → **Data model** lists the records Mercora keeps: **Contracts**, **Trades**, **Shipments**, **Counterparties**, **Invoices** and **Derivatives**. Open one to see its fields. The **Fields** tab lists Mercora's own fields, with where each one's value comes from (**Filled from**) and whether Mercora fills it in, suggests a value, or leaves it to you (**AI fill**: Auto, Suggest or Off), followed by your workspace's own fields. **Create a field.** **1. Open the record type** In **Data model**, open the record you want to add a field to, such as Trades. **2. Create the field** Click **Create field**. Give it a **Name** and an optional **Description**. **3. Pick the type** Choose **Text**, **Number**, **Decimal**, **Date**, **Select** or **Checkbox**. A Decimal field takes a **Unit** shown after every value, such as % or MT. A Select field takes a list of options. The type and unit can't be changed after creation. Your fields appear on each record's page, in its properties panel or details card, where anyone who can edit the record can fill them in. Each record type holds up to 50 active fields. **Archive** a field to hide it without losing its values. Archived fields are listed under **Archived** and can be unarchived. Options on a Select field can be archived the same way. The **Relationships** tab shows how records link to each other, such as a trade to its shipments. These are fixed by Mercora and can't be added to. If the module that owns a record type is off, you can still set up its fields. They take effect when the module is turned on. ## Invoice categories Every invoice is filed under one category, such as Cargo, Freight or Insurance. Categories drive the Category column on invoices, the cost and income plan, and the cost breakdowns in reports. Open **Settings** → **Data model** → **Invoices** → **Category** to manage them. Your workspace starts on Mercora's standard list: Cargo, Freight, Inspection & Analysis, Insurance, Demurrage, Despatch, Port & Terminal, Customs & Duties, VAT, Bank & Finance, Brokerage & Commission, Claims & Adjustments, and Other. Your first change makes the list your own. Each category sits in one of four kinds, and the kind decides how reports treat it: | Kind | Meaning | | - | - | | **Commodity** | The goods themselves: the deal, not a cost of doing it. | | **Cost** | An ancillary cost of moving, handling or financing the cargo. | | **Tax** | Duty or VAT. A pass-through, so never counted as a cost of the trade. | | **Adjustment** | Changes the value of the deal rather than adding a cost: claims, allowances, despatch. | * **Add category**: give it a name, a kind, and a description under **When does an invoice belong here?** Mercora reads that description when it files new invoices, so the clearer it is, the better invoices are filed. * **Rename or re-describe** a category at any time. * **Change a category's kind** and every invoice filed under it moves to the new kind in every report. Mercora asks you to confirm. * **Switch a category off** to retire it: invoices already filed under it keep it, but it's no longer offered for new ones. The fallback category, marked **Fallback** (Other in the standard list), can't be switched off. It's where an invoice goes when no other category fits. * **Reset** to go back to Mercora's standard list. Categories you added disappear from pickers, and invoices filed under them read as Other in reports until they're re-filed. New invoices are filed against your list as soon as you change it. Invoices already filed keep their category until they're reprocessed or changed by hand. ## Contract templates > [!NOTE] > > Available when the **Contract drafting** module is turned on for your workspace. **Settings** → **Contract templates** is the library of Word contracts your team drafts from. Admins manage it. Members with Contracts access can view and download templates. **1. Upload** Click **Upload template** and choose a .docx file. **2. Name and tag it** Give it a **Name** and a **Side** (sales or purchase). These two are required. Set an **Entity**, **Incoterm** or **Commodity** only where your team keeps a separate form for it. Left as Any, the template fits every deal. **3. Add drafting notes** Write down how to fill it in, for example "Number as S + YYYYMM + deal number" or which clause to use for arbitration. The Copilot follows these notes for layout and wording. They never supply deal values. Each template's menu offers **Download**, **Edit details**, **Replace file…** (upload a new version) and **Archive**. An archived template leaves the list but its files are kept, and you can **Restore** it. Members then ask the Copilot to draft a contract from a template. See [Draft contracts from your templates](https://docs.mercora.io/records/contracts.md#draft-contracts-from-your-templates). ## Futures instruments > [!NOTE] > > Available when the **Derivatives** module is turned on for your workspace. **Settings** → **Derivatives** holds the reference data for each futures contract you trade. The fill form only offers instruments defined here. For each instrument, set the **Commodity** (Cocoa or Coffee), **Exchange** (LDN or NY), a **Display label** (the name shown in the fill form), the **Currency** as a three-letter code, and the **Tonnes per lot**. Click **Add instrument**. Tonnes per lot is what turns lots into tonnage across the Derivatives ledger and allocations. See [Derivatives](https://docs.mercora.io/records/derivatives.md). ## Notifications Notifications are personal: each member sets their own under **Settings** → **Notifications**, in the Personal group. A notification tells you when an Inbox item lands for you. Every channel starts off. * **Browser**: shows a notification while Mercora is open in a tab. Your browser asks for permission the first time. * **WhatsApp**: messages your linked number when an automation needs your decision. See [WhatsApp](https://docs.mercora.io/integrations/whatsapp.md). * **Email**: can be switched on, but its page shows **Not sending yet**: no emails are sent today. Members without Inbox access see a note instead, since there's nothing to notify them about. ## Freight house rules > [!NOTE] > > Available when the **Freight Rates** module is turned on for your workspace. **Settings** → **Freight house rules** lists your workspace's own decisions for the freight master, which the freight workflow follows ahead of its general rules. To add a rule, tell the Copilot the rule and approve it. To stop following one, retire it here. See [Freight Rates](https://docs.mercora.io/workflows/freight-rates.md). ## Next steps > **[Members](https://docs.mercora.io/admin/members.md)** > > Invite people and assign roles. > **[Modules](https://docs.mercora.io/concepts/modules.md)** > > What each module does and what it needs. > **[P\&L](https://docs.mercora.io/finance/pnl.md)** > > See the reporting currency, year, books and entities at work. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.