System Configuration

System configuration establishes the foundational reference data that Inventory Pro uses across transactions: carriers, payment terms, tax codes, cost centers, units of measure, shipping methods, and adjustment codes.

All of these lists are managed in one place: System → Lists → System Lists

The System Lists page organizes lists into three tabs. Click a tile to open that list.

Carriers

Carriers define the shipping companies used for order fulfillment and inbound deliveries.

Access: System → Lists → System Lists → Shipping & Purchasing tab → Carriers tile

Security: Security ID 101 (View), Security ID 102 (Create/Modify)

Carrier Fields

How to Add a Carrier

1. Navigate to System → Lists → System Lists → Shipping & Purchasing → Carriers
2. Click Add Carrier
3. Enter the Short Name and Full Name
4. Complete contact information and address
5. Configure Discount % and Yard Charge if applicable
6. Check Authorize For Returns if the carrier handles returns
7. Click Save

Carrier Integration

Carriers link to:

• Shipping Orders: Select carrier for delivery
• Purchase Orders: Specify inbound carrier
• Vendor Records: Default carrier for supplier shipments

Payment Terms

Payment terms define invoice due dates and early payment discounts for customers and vendors.

Access: System → Lists → System Lists → Shipping & Purchasing tab → Payment Terms tile

Security: Security ID 103 (View), Security ID 119 (Create/Modify)

Payment Terms Fields

Standard Payment Terms Examples

How to Add Payment Terms

1. Navigate to System → Lists → System Lists → Shipping & Purchasing → Payment Terms
2. Click Add
3. Enter the Description
4. Set Net Due in Days
5. Configure discount if applicable:
   • Enter Discount % percentage
   • Set Discount within Days window
6. Check Enabled to activate
7. Click Save

Due Date Calculation

Due Date = Order Date + Net Due in Days

Discount Applied if payment received by: Order Date + Discount within Days

Payment Terms Integration

Payment terms link to:

• Vendor Records: Default terms for purchase orders
• Customer Records: Default terms for shipping orders
• Purchase Orders: Terms for specific orders
• Shipping Orders: Terms for customer invoices

Sales Taxes

Sales tax configuration establishes tax codes and jurisdictions for customer invoicing.

Access: System → Lists → System Lists → Financial & Accounting tab → Sales Taxes tile

Sales Tax Fields

Tax Configuration Points

How to Configure Sales Tax

1. Navigate to System → Lists → System Lists → Financial & Accounting → Sales Taxes
2. Click Add
3. Enter Description for the tax zone
4. Specify State, City, Country as applicable
5. Enter a Formula for the tax calculation
6. Check Enabled to activate
7. Click Save

Customer Tax Exemptions

For tax-exempt customers:

1. Navigate to the customer record
2. Set Tax ID to 0 or the exempt tax code
3. Alternatively, set Sales Tax field to 0
4. Document exemption certificate in customer notes

Center Codes

Center codes (cost centers) track inventory costs and transactions by department or business unit.

Access: System → Lists → System Lists → Financial & Accounting tab → Center Codes tile

Center Code Fields

Center Code Examples

How to Add a Center Code

1. Navigate to System → Lists → System Lists → Financial & Accounting → Center Codes
2. Click Add Center Code
3. Enter the Name (this becomes the Center Code)
4. Enter a Description
5. Select the associated Warehouse if applicable
6. Check Enabled to activate
7. Click Save

Center Code Integration

Center codes link to:

• Item Master: Assign items to cost centers
• Transaction Reports: Filter and group by cost center
• Financial Reports: Cost allocation by department

Units of Measure

Units of measure (UOM) define how inventory is counted, stored, and ordered. Inventory Pro supports dual UOM for scenarios where you buy in one unit but sell in another.

Access: System → Lists → System Lists → Items & Inventory tab → Units of Measure tile

UOM Fields

Standard UOM Examples

Dual UOM Implementation

Inventory Pro supports tracking inventory in one unit while ordering in another:

• Inventory UOM: How items are stored and tracked (usually EACH)
• Ordering UOM: How items are purchased (may be CASE, BOX, etc.)

Example:

• Store soda as EACH (individual cans)
• Order soda as CASE-24 (cases of 24 cans)
• System converts: 1 CASE-24 = 24 EACH

How to Add a Unit of Measure

1. Navigate to System → Lists → System Lists → Items & Inventory → Units of Measure
2. Open the add form to create a new unit of measure
3. Enter the Unit Of Measure code
4. If this unit converts to a base unit:
   • Select the Base Unit
   • Enter Contains (conversion factor)
5. Check Enabled to activate
6. Click Save

Ship Via Methods

Shipping methods define how orders are delivered to customers.

Access: System → Lists → System Lists → Shipping & Purchasing tab → Ship Via Methods tile

Ship Via Method Fields

Tracking Link Templates

Configure tracking URLs with the {tracking} placeholder:

• UPS: https://www.ups.com/track?tracknum={tracking}
• FedEx: https://www.fedex.com/fedextrack/?trknbr={tracking}
• USPS: https://tools.usps.com/go/TrackConfirmAction?tLabels={tracking}

How to Add a Shipping Method

1. Navigate to System → Lists → System Lists → Shipping & Purchasing → Ship Via Methods
2. Click Add
3. Enter the Description
4. Check Carrier Picks Up as applicable
5. Enter the Tracking Link Definition URL template
6. Add Account Number if using carrier billing
7. Check Enabled to activate
8. Click Save

Adjustment Codes

Adjustment codes provide accountability for inventory quantity changes. There are two separate lists: one for inventory increases (Positive Adj. Codes) and one for decreases (Negative Adj. Codes).

Access: System → Lists → System Lists → Financial & Accounting tab

Positive Adj. Codes

Use positive adjustment codes when recording inventory increases outside of standard receiving.

Tile: Positive Adj. Codes

Fields

How to Add a Positive Adjustment Code

1. Navigate to System → Lists → System Lists → Financial & Accounting → Positive Adj. Codes
2. Click Add
3. Enter the Description
4. Optionally select a Warehouse to restrict use
5. Click Save

Negative Adj. Codes

Use negative adjustment codes when recording inventory decreases outside of standard issuing.

Tile: Negative Adj. Codes

Fields

How to Add a Negative Adjustment Code

1. Navigate to System → Lists → System Lists → Financial & Accounting → Negative Adj. Codes
2. Click Add
3. Enter the Description
4. Optionally select a Warehouse to restrict use
5. Click Save

Common Adjustment Code Categories

Initial Setup Checklist

When first configuring Inventory Pro, complete these steps in order:

• Payment Terms: Define Net30, Net60, and any custom terms
• Units of Measure: Configure EACH plus any case/box units
• Center Codes: Create department/cost center codes
• Carriers: Add primary shipping carriers
• Ship Via Methods: Configure shipping method options
• Sales Taxes: Set up tax jurisdictions
• Adjustment Codes: Review and customize positive and negative adjustment codes
• Warehouses: Configure warehouse locations

Key Reports

Related Topics

• Admin Options — System behavior settings
• User Management — User accounts and permissions
• Security — Permission configuration
• Warehouses — Warehouse setup