Vault BusinessHow To Create Organization
Step-by-step guide to creating and setting up your organization in Vault Business platform.
Guide Information
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The Create Organization Screen is a comprehensive 4-step wizard that guides users through the complete process of setting up a new business organization in Vault Business. This system provides a streamlined, efficient process with intelligent automation and comprehensive business configuration.
Navigation To This Screen
How to reach this guide from the main application
Pro Tip: This navigation path ensures you're creating a new organization from scratch with full control over all settings and configurations.
Step 1: Organization Information
The first step collects essential business identification and contact information to establish your organization's foundation.
Step-by-step:
- 1Enter Organization Name (Required) - Auto-generates owner IDs and used for FVS file creation
- 2Add Print Name (Optional) - Alternative display name for documents
- 3Provide Complete Address (Required) - Full registered business address
- 4Enter City (Required) - Business location city
- 5Add Pincode (Required) - 6-digit postal code with validation
- 6Include Telephone Number (Required) - Contact number for business
- 7Enter Business Email (Required) - Professional email with format validation
- 8Add Website (Optional) - Company website URL
- 9Enter PAN Number (Required) - 10-character format: ABCDE1234F
- 10Set Establishment Date (Required) - Business incorporation date
- 11Upload Logo (Optional) - Professional company logo in PNG/JPG format
- 12Upload Signature (Optional) - Authorized signature image
- 13Select Country & State - Default: India → Delhi
Step 2: Business Configuration
Configure financial and regulatory business settings to align with your business requirements.
Step-by-step:
- 1Set Financial Year Start Date - Default: April 1st (customizable)
- 2Configure Currency Symbol - Auto-populated based on country (India: ₹)
- 3Select Industry Type (Required) - Choose from 50+ industries with specific business rules
- 4Enable GST (Toggle Option) - Enables/disables GST-related features
- 5Enter GSTIN Number (If GST enabled) - 15-character format: 22ABCDE1234F1Z5
- 6Select GST Category - Regular, Composition, or Unregistered
- 7Choose GST Registration Type - Normal, Casual Taxable Person, or Non-Resident
- 8Enable Composition Dealer (Option) - For small businesses under composition scheme
- 9Enable E-commerce Operator (Option) - Special provisions for e-commerce platforms
Step 3: Owner Information
Setup organization owners and administrators with secure access credentials.
Step-by-step:
- 1Enter Owner Name (Required) - Full name of the owner/administrator
- 2Add Phone Number (Required) - 10-digit mobile number for authentication
- 3Set Password (Required) - Exactly 8 digits for secure access
- 4Owner ID (Auto-generated) - Unique identifier: ORG_OWNER_001 format
- 5Add Multiple Owners (Optional) - Each gets unique credentials and functionality
- 6Configure Individual Owner Management - Remove owner functionality available
- 7Set Security Features - Password protection with access controls
Step 4: Subscription Plan
Configure business plan and feature access based on your organization's needs.
Step-by-step:
- 1Check Existing Subscription - Automatically detects active subscription
- 2Select Plan Type - Free, Pro, or Enterprise plans available
- 3Review Plan Benefits - Feature access levels and limitations
- 4Configure Usage Quotas - Set restrictions and upgrade capabilities
- 5Process Payment (If required) - Payment gateway integration
- 6Activate Features - Based on selected plan and payment status
Database Initialization Process
The system automatically performs a 10-step initialization process to set up your organization.
Step-by-step:
- 1Initialize Organization Database - Create core database structure
- 2Create System Accounts - Generate default accounting heads
- 3Setup GST Configuration - Configure tax rates and categories
- 4Initialize Default Units - Create measurement units for tracking
- 5Create Material Centers - Set up inventory locations
- 6Setup Group Accounts - Create account groupings and hierarchy
- 7Configure Bill Sundry - Set up additional charges and invoice elements
- 8Create Owner Profiles - Generate credentials and access permissions
- 9Finalize Organization Setup - Complete configuration and validation
- 10Organization Ready! 🎉 - Success confirmation and dashboard navigation
File Structure & Data Management
Your organization data is securely stored both locally and in the cloud for maximum reliability.
Step-by-step:
- 1Local Storage - Creates secure .fvs files in C:/faroffvstudio/vault/data/
- 2Encrypted Data Storage - All data is encrypted for security
- 3Automatic Backup Creation - Regular backup generation
- 4Cloud Synchronization - Real-time Supabase integration
- 5Multi-device Access - Access your data from any device
- 6Offline-first Architecture - Work without internet connection
Validation & Security Features
Comprehensive validation ensures data integrity while security features protect your business information.
Step-by-step:
- 1Real-time Field Validation - Immediate feedback during data entry
- 2PAN Number Validation - Exact format ABCDE1234F verification
- 3GSTIN Structure Verification - 15-character format validation
- 4Email Domain Validation - Professional email format checking
- 5Phone Number Verification - 10-digit number validation
- 6Password Security - 8-digit requirement with access controls
- 7Encrypted File Storage - Secure .fvs file format
- 8Cloud Security - Supabase RLS (Row Level Security)
- 9User-based Data Isolation - Secure multi-user environment