Welcome to The Tree Capital

This platform helps you manage the full lifecycle of your projects — from creating contracts and tracking transactions to automating accounting entries, inventory movements, and payment workflows.

1. Registration

Before you can use the platform you must create an account. Each user is associated with a Counterparty — this is your identity within the system and determines what you can see and do.

Step-by-Step

1. Navigate to the Register page from the login screen.
2. Fill in your username, email address, and choose a secure password (minimum 8 characters, including letters and numbers).
3. Provide your full name — this will be used as your Counterparty name across contracts and transactions.
4. Click Register. You will receive a confirmation email if email verification is enabled. Otherwise you will be redirected to the login page.

2. Logging In

1. Go to the Login page and enter your username and password.
2. After a successful login you will land on the Dashboard. If you belong to multiple projects, select the active project from the project selector in the top navigation bar.
3. If you forget your password, click "Forgot password?" on the login page and follow the email instructions to reset it.

3. Creating a Project

A Project is the top-level container for all your data. Every contract, transaction, account, and report belongs to exactly one project. You must create or be assigned to a project before doing anything else.

How to Create a Project

1. From the dashboard, click Projects → New Project in the navigation menu (admin permissions required).
2. Enter the Project Name, Location, and a brief Description.
3. Set the project Rating (1–10) to indicate priority or risk level.
4. Click Save. The project will appear in your project selector. Make sure to activate it by selecting it from the top navigation bar.

4. Setting Up the Chart of Accounts

The Chart of Accounts defines all the ledger accounts used for double-entry bookkeeping within your project. You must create accounts before any automated accounting entries can be generated.

Creating an Account

1. Navigate to Accounting → Chart of Accounts.
2. Click New Account.
3. Fill in the required fields:
   • Account Number — e.g. 1000, 2100, 5000
   • Account Name — e.g. Cash, Accounts Payable, Cost of Goods Sold
   • Hierarchy Level 1 & 2 — for grouping in reports (e.g. Assets → Current Assets)
   • Credit / Debit — the natural balance direction (D for assets/expenses, C for liabilities/income)
   • Alias — a short code for quick reference
4. Assign the account to one or more Projects. Leave blank to make it globally available.
5. Click Save.

Typical Account Structure

5. Bank Accounts

A Bank Account links your real-world banking details to the platform. This enables bank statement imports, payment tracking, and cash management.

Adding a Bank Account

1. Navigate to Accounting → Bank Accounts.
2. Click New Bank Account.
3. Enter the Bank Name, IBAN / Account Number, Currency, and link it to the corresponding Ledger Account (e.g. account 1000 — Cash & Bank).
4. Click Save.

6. Counterparties

A Counterparty represents any person or organisation you do business with — suppliers, clients, subcontractors, etc. Every contract requires a counterparty and a manager (who is also a counterparty).

Adding a Counterparty

1. Go to Projects → Counterparties → New.
2. Enter the Name and set the Approval Capacity — this is the maximum monetary value this counterparty is authorised to approve in a single transaction.
3. Assign the counterparty to one or more Projects.
4. Click Save.

7. Contracts

A Contract is a formal agreement with a counterparty. It groups one or more transactions and defines the overall time frame and commercial terms.

Creating a Contract

1. Navigate to Projects → Contracts → Create Contract.
2. Fill in the form fields:
   • Contract Number — a unique identifier (e.g. PO-2026-001)
   • Name — descriptive label
   • Contract Type — e.g. Purchase Order, Sales Agreement, Service Contract
   • Counterparty — the business partner
   • Manager — the internal person responsible
   • Start Date / End Date — the contract validity period
3. Click Save. You will be redirected to the contract detail page where you can add transactions.

Updating a Contract

To modify an existing contract (e.g. extend its end date), open the contract and click Edit. Common updates include:

• Extending the contract period (e.g. from 1 year to 2 years)
• Changing the counterparty or manager
• Fanning out a recurring transaction into individual one-time events

8. Transactions

A Transaction represents a single commercial event within a contract — for example, a monthly delivery of goods, a one-time service payment, or a quarterly rental charge.

Transaction Frequency

Adding a Transaction

1. Open the contract and click Add Transaction.
2. Select the Transaction Type (e.g. Purchase, Sale). This determines which stage workflow will apply.
3. Choose the Frequency and set the Start / End Date.
4. Give the transaction a descriptive Name and click Save.

9. Assets & Recipes

Assets are the catalogue of everything your project buys, sells, produces, or consumes. Every Transaction Item must reference an Asset, so you need to set up your asset catalogue before creating transactions.

Asset Types

Each asset belongs to a type that determines its default ledger account, inventory behaviour, and how it appears in reports.

Creating an Asset

1. Navigate to Projects → Assets → New Asset.
2. Select the Asset Type from the dropdown (Raw Material, WIP, Final Product, Service, etc.).
3. Enter the Asset Name (e.g. "Portland Cement") and the Unit of Measurement (e.g. "kg", "m³", "pcs", "hour").
4. Optionally assign:
   • Asset Account — the balance-sheet account where this asset's value is tracked. If left blank, the system auto-assigns the default account based on the asset type (see table above).
   • P&L Account — the expense account used when this asset is written off, consumed, or revalued (defaults to account 6400 for inventory types).
   • Tax Code — the default VAT / tax rate applied when this asset appears on a transaction item. This saves time when adding items — the tax is pre-filled automatically.
   • Project — tie the asset to a specific project. Assets without a project are available across all projects.
   • Hierarchy Level 4 — an optional classification tag for grouping assets in reports.
5. Click Save. The asset is now available in the Transaction Item dropdown.

Recipes (Bill of Materials)

A Recipe defines the bill of materials for a manufactured or assembled product. It specifies which component assets (and how much of each) are consumed to produce one unit of a product asset.

Creating a Recipe

1. Navigate to Projects → Recipes → New Recipe.
2. Select the Product — the asset being produced (typically a Final Product or WIP asset).
3. Select the Component — the raw material, sub-assembly, or service consumed.
4. Enter the Amount — how many units of the component are needed to produce one unit of the product. The component unit is filled in automatically from the component asset's unit.
5. Optionally assign the recipe to a Project. Recipes without a project are available globally.
6. Click Save. Repeat for each component in the bill of materials.

Recipe Inventory Example

How Assets Connect to Transaction Items

When you add a Transaction Item (see Section 9), the Asset dropdown lists all assets available for the active project. The selection determines:

10. Transaction Items

Transaction Items are the line items that make up a transaction. Each item specifies an Asset (what you are buying or selling), a Quantity, and a Unit Price.

Adding Items

1. Open the transaction and scroll to the Items section.
2. Click Add Item.
3. Select the Asset from the catalogue, enter the Amount (quantity) and the Price (per unit).
4. The Line Total (Amount × Price) updates automatically. Click Save.

Example

11. Transaction Stages

Stages represent the workflow steps that a transaction goes through — from creation to final payment. Each stage can trigger automated actions (called flags) such as posting accounting entries or creating inventory movements.

Typical Stage Workflow

Adding a Stage

1. Open the transaction and click Add Stage (or use the stage progression panel).
2. The system will present the next available stage based on the transaction type's stage definitions. Select it and confirm.
3. If the stage has flags (automated actions), they will execute immediately — creating accounting entries, inventory moves, or payment records as configured.
4. The latest stage displayed on the transaction will update to reflect the new status.

Removing a Stage

1. Click the Remove Stage button next to the stage you wish to delete.
2. If the stage had flags that created accounting entries, the system will generate reversal entries automatically (debit ↔ credit are swapped) to maintain double-entry integrity.
3. The latest stage indicator will revert to the previous stage.

Example: Stage Lifecycle on a Purchase

12. Stage Flags (Automated Actions)

Each stage definition can have one or more flags — these are automated actions that execute when the stage is added to a transaction. Flags are configured by administrators on the Stage definitions.

Available Flags

How Flags Are Configured

Flags are set on the Stage definitions (admin-only) within each Transaction Type. Each stage can define up to three pairs of debit/credit accounts with corresponding percentages:

• acc_1D / acc_1C / pct_1 — Primary entry pair
• acc_2D / acc_2C / pct_2 — Secondary entry pair (optional)
• acc_3D / acc_3C / pct_3 — Tertiary entry pair (optional)

The percentage determines what portion of the transaction total is used for the entry. A value of 1.00 means 100% of the transaction total.

13. Accounting Entries

The platform uses double-entry bookkeeping. Every accounting record has exactly one debit entry and one credit entry of equal value, ensuring the books always balance.

How Entries Are Created

1. A stage with the post_accounting_entries flag is added to a transaction.
2. The system reads the stage's debit account, credit account, and percentage.
3. It computes the entry amount: Amount = Transaction Total × Percentage.
4. Two accounting records are created:
   • One with the amount in the Debit column
   • One with the amount in the Credit column

Reversal Entries

When a stage is removed, the system creates reversal entries — identical records but with debit and credit swapped. This maintains an accurate audit trail: the original entries are never deleted.

14. Inventory Management

Inventory tracking is handled via Stock Moves. When a stage with the create_inventory flag is triggered, the system creates a StockMove record for each transaction item.

What Gets Recorded

15. Approval Workflow

Certain actions require approval before they take effect. The platform uses a Pending Approval system based on each counterparty's Approval Capacity.

Actions That May Require Approval

• Create new transaction
• Edit transaction
• Delete transaction
• Add / remove stage
• Add / change / delete item
• Update contract

How It Works

1. A user initiates an action (e.g. adding a stage).
2. The system checks whether the transaction value exceeds the user's Approval Capacity.
3. If it does, a Pending Approval record is created instead of executing the action immediately. The action's details are stored as JSON data.
4. A user with sufficient capacity reviews the pending item and either approves or rejects it.
5. On approval, the action is executed. On rejection, it is discarded.

16. Reports & Dashboards

The platform provides several views to help you monitor your project:

Frequently Asked Questions