System Lists

System Lists provide lookup values and reference data used throughout Inventory Pro. These lists standardize data entry and ensure consistency across transactions.

For detailed configuration of carriers, payment terms, UOM, and other system settings, see System Configuration.

Facilities

Access: System → Lists → Facilities

Facilities are company locations that receive or issue inventory, as well as administrative locations like corporate headquarters.

Facility Options

Note: A facility with no options selected cannot be used for any purpose.

How to Add a Facility

1. Navigate to System → Lists → Facilities
2. Click Add New Company Location
3. Enter:
   • Location name and company
   • Address and contact information
4. Check applicable address type options
5. Click Save

Warranty Policies

Access: System → Lists → Warranty Policies

Warranty policies define standard warranty terms that can be assigned to assets and items for tracking expiration and coverage.

Warranty Policy Fields

How to Add a Warranty Policy

1. Navigate to System → Lists → Warranty Policies
2. Click Add New Warranty Policy or click the pencil icon to edit existing
3. Enter the Policy ID (name)
4. Enter Days to Expiration and begin date
5. Add Policy Text and any notes
6. Check Use to enable
7. Click Save

Predefined Memos

Access: System → Configuration → Predefined Memos

Predefined memos are template messages that can be inserted into purchase orders, shipping orders, or sent to vendors and customers.

Memo Visibility Options

How to Add a Predefined Memo

1. Navigate to System → Configuration → Predefined Memos
2. Click Add New Predefined Memo or click the pencil icon to edit existing
3. Enter the Memo Text
4. Select visibility options (Vendors, Customers, POs, Invoices)
5. Click Save

Note: Selecting no visibility options prevents the memo from being used anywhere.

Employees

Access: System → Accounts → Employees

Employee records track staff involvement in Inventory Pro operations. Link employee records to user accounts to properly attribute actions like orders, modifications, and approvals.

Employee Fields

How to Add an Employee

1. Navigate to System → Accounts → Employees
2. Click Add New Employee
3. Enter employee information
4. Configure role options:
   • Check Salesperson if entering shipping orders
   • Check Buyer if entering purchase orders
   • Set Buyer Approval Amount for buyers
5. Enter the Login Name (must match user account exactly)
6. Click Save

Important: The Login Name must match the user account login exactly, or employee actions won’t be properly recorded.

Help Definitions

Access: System → Definitions → Help Definitions

Help definitions provide context-sensitive help text that users see when clicking the Help link on any page.

Help Definition Fields

How to Add a Help Definition

1. Navigate to System → Definitions → Help Definitions
2. Click Add New Help Definition or click the pencil icon to edit existing
3. Enter the Title
4. Enter the Help Text content
5. Optionally add See Also references (comma-separated record IDs)
6. Enter the Help URL (page filename only, e.g., item_master_list.asp)
7. Click Save

Tip: Check existing help definitions before creating new ones to avoid duplicates.

Related Topics

• System Configuration - Carriers, payment terms, UOM, tax setup
• User Management - User accounts and logins
• Admin Options - System behavior settings