System Configuration

System configuration establishes the foundational settings that control how Inventory Pro processes transactions. Before using the system, administrators should configure these core elements to match organizational requirements.

Each configuration list follows the same interface pattern with record numbers, names, descriptions, and active status:

Carriers

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

Access: System → Lists → Carriers

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

Carrier Fields

How to Add a Carrier

1. Navigate to System → Lists → Carriers
2. Click Add New Carrier
3. Enter the Short ID (unique code) and Name
4. Complete contact information and address
5. Configure service options (LTL, returns authorization)
6. Set discount and charge information if applicable
7. Check Active to enable
8. 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 → Payment Terms

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 → Payment Terms
2. Click Add New Payment Term
3. Enter the Term code
4. Set Days until payment due
5. Configure discount if applicable:
   • Enter Discount percentage
   • Set Days Discount window
6. Check Use to enable
7. Click Save

Due Date Calculation

The system calculates due dates automatically:

Due Date = Order Date + Days

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

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 Tax

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

Access: System → Configuration → Sales Tax

Sales Tax Fields

Tax Configuration Points

How to Configure Sales Tax

1. Navigate to System → Configuration → Sales Tax
2. Click Add New Tax Code
3. Enter Description for the tax zone
4. Specify State, City, Country as applicable
5. Enter the Sales Tax rate as a decimal
6. Optionally enter a Formula for complex calculations
7. Check Use to enable
8. 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 → Center Codes

Center Code Fields

Center Code Examples

How to Add a Center Code

1. Navigate to System → Lists → Center Codes
2. Click Add New Center Code
3. Enter the Cost Center code
4. Enter a Description
5. Select the associated Warehouse if applicable
6. Check Use to enable
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 → Units of Measure

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 → Units of Measure
2. Click Add New UOM
3. Enter the UOM code
4. If this converts to a base unit:
   • Enable Conversion
   • Select the Base Unit ID
   • Enter Base Units (conversion factor)
5. Check Use to enable
6. Click Save

Shipping Methods

Shipping methods (Ship Via) define how orders are delivered to customers.

Access: System → Lists → Ship Via

Shipping 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 → Ship Via
2. Click Add New Ship Via
3. Enter the Ship Via code
4. Configure Carrier Picks Up as applicable
5. Enter the Tracking Link URL template
6. Add Account Number if using carrier billing
7. Check Use to enable
8. Click Save

Reason Codes

Reason codes (Adjustment Codes) provide accountability for inventory transactions. Different codes control whether positive or negative adjustments are allowed.

Access: System → Lists → Adjustment Codes

Reason Code Fields

Common Reason Code Categories

How to Add a Reason Code

1. Navigate to System → Lists → Adjustment Codes
2. Click Add New Adjustment Code
3. Enter the Description
4. Configure direction flags:
   • Enable Positive for receiving adjustments
   • Enable Negative for issuing adjustments
5. Optionally restrict to a Warehouse
6. Click Save

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
• Shipping Methods: Configure Ship Via options
• Sales Tax: Set up tax jurisdictions
• Reason Codes: Review and customize adjustment codes
• Warehouses: Configure warehouse locations
• Facilities: Set up company facilities

Key Reports

Related Topics

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