System Configuration

System configuration establishes the reference data that Inventory Pro uses across all modules: item categories, carriers, payment terms, tax codes, cost centers, units of measure, packaging types, certifications, adjustment codes, asset classifications, and more.

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

The System Lists page organizes lists into five tabs. Click any tile to open that list in a popup. Record counts on each card refresh automatically after you close the popup. Cards for lists you do not have permission to access are hidden.

New setup? Configure Categories, Units of Measure, and Payment Terms first - items and orders depend on these. See the Initial Setup Checklist for the recommended setup order.

Category list showing system list interface with record numbers, names, descriptions, and active status columns

Categories

Categories group items for reporting and organization. They appear in item searches, transaction filters, and report groupings throughout the system.

Access: System → Lists → System Lists → Items & Inventory tab → Categories tile

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
• Supplier Records: Default carrier for supplier shipments

Payment Terms

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

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:

• Supplier 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

Cost Center List showing center codes with department descriptions, list top priority, and active status

Center Code Fields

Center Code Examples

Cost Center List sorted by name showing departments like Manufacturing, Retail, Medical Supplies, and Fragile

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:

UOM edit screen for Box-4 showing base unit conversion to EACH with a contains value of 4

• 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

Packages

Packages define container and packaging types used for shipping and storage. Apply them to items for packing calculations on orders.

Access: System → Lists → System Lists → Items & Inventory tab → Packages tile

Certifications / Inspections

Certifications and inspections track periodic compliance requirements against items or assets. The system triggers reminders when a certification is due for renewal.

Access: System → Lists → System Lists → Items & Inventory tab → Certifications / Inspections tile

Certification Units

Certification Units define the recurrence frequency options available when assigning certifications to items or assets (e.g., Days, Months, Years).

Access: System → Lists → System Lists → Items & Inventory tab → Certification Units tile

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

Term Agreements

Term Agreements record supplier-specific pricing contracts with negotiated rates, volume commitments, and expiration dates. They supplement standard payment terms with per-supplier pricing details.

Access: System → Lists → System Lists → Shipping & Purchasing tab → Term Agreements tile

For Term Agreement reports see Key Reports (Report IDs 276, 277, 278).

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

Positive Adj. 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

Negative Adj. 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

Asset Types

Asset Types classify tracked assets for reporting and filtering (e.g., Equipment, Vehicles, IT Assets, Furniture, Software Licenses).

Access: System → Lists → System Lists → Assets & Repairs tab → Asset Types tile

Depreciation Methods

Depreciation Methods define how asset value reduces over time. Assign a method to each asset to calculate current book value.

Access: System → Lists → System Lists → Assets & Repairs tab → Depreciation Methods tile

Repair Process Points

Repair Process Points define the workflow stages that repair orders move through from intake to completion.

Access: System → Lists → System Lists → Assets & Repairs tab → Repair Process Points tile

Warranty Policies

Warranty Policies store coverage terms with start/end dates, supplier information, and claim procedures. Assign policies to assets or items.

Access: System → Lists → System Lists → Assets & Repairs tab → Warranty Policies tile

Predefined Memos

Predefined Memos are reusable text blocks that can be inserted into orders, reports, and communications to reduce repetitive typing. Memo text appears as a selectable option on order entry forms, so staff can apply common notes - shipping instructions, hazard warnings, standard disclaimers - without retyping them.

Access: System → Lists → System Lists → System & General tab → Predefined Memos tile

Custom Logos

Custom Logos manage company branding images used on printed reports, purchase orders, shipping documents, and invoices. Upload a logo here and it becomes available for selection when configuring report headers and document templates.

Access: System → Lists → System Lists → System & General tab → Custom Logos tile

Folders List

Folders List defines document folder categories for organizing file attachments. Folder names appear when attaching files to items, orders, and assets, so users can store manuals, warranties, photos, and other documents in labeled categories.

Access: System → Lists → System Lists → System & General tab → Folders List tile

Initial Setup Checklist

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

• Categories: Create item groupings for reporting
• Units of Measure: Configure EACH plus any case/box units
• Packages: Add container types used in shipping
• Payment Terms: Define Net30, Net60, and any custom terms
• Carriers: Add primary shipping carriers
• Ship Via Methods: Configure shipping method options
• Center Codes: Create department/cost center codes
• Sales Taxes: Set up tax jurisdictions
• Adjustment Codes: Review and customize positive and negative adjustment codes
• Asset Types: Configure asset classifications if using asset tracking
• Depreciation Methods: Set up depreciation schedules if applicable
• 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