System Lists reports provide reference data and configuration information that supports your inventory management operations. These reports display master data such as categories, cost centers, units of measure, and other system-wide settings that define how your inventory system operates.
| Action | Path |
|---|
| View all system lists reports | Reports → System Lists |
| Run a specific report | Reports → Search by name |
| Export reference data | Run report → Export |
Understanding System Lists
System lists are foundational reference data that drive consistency across your inventory operations. Unlike transactional reports that show activity, system lists reports display the master configuration data that standardizes how you:
- Categorize items through product categories and subcategories
- Organize costs using cost centers and accounting codes
- Measure quantities with units of measure and conversions
- Define terms for payment terms, shipping methods, and trading partner relationships
- Configure settings that control system behavior and business rules
These reports are essential for:
- Data validation when importing or integrating with other systems
- System audits to verify configuration consistency across warehouses
- User training to understand available options and standard values
- Documentation for business processes and SOPs
- Troubleshooting when investigating data quality issues
Key System Lists Reports
Categories List
Displays all item categories and subcategories configured in your system. Categories organize items into logical groups for reporting, inventory control, and business rules.
Use this report to:
- Review the complete category hierarchy
- Verify category-specific settings (serial tracking, non-stock flags)
- Audit which categories are active vs inactive
- Plan category consolidation or restructuring
- Document category assignments for training
Key Information:
- Category name and description
- Active/inactive status
- Subcategory relationships
- Serial number tracking requirements
- Non-stock item indicators
- Warehouse-specific category settings
Filters: Warehouse, Active status, Category hierarchy
This report helps ensure items are properly categorized for accurate reporting and inventory control policies.
Cost Centers List
Shows all cost center codes used for financial tracking and departmental accounting. Cost centers allow you to track inventory usage, issues, and expenses by department, project, or accounting segment.
Use this report to:
- Review active cost center codes
- Verify cost center descriptions and mappings
- Audit warehouse-specific cost centers
- Validate cost codes before bulk operations
- Document financial tracking structure
Key Information:
- Cost center code and description
- Active/inactive status
- Warehouse assignments
- Last modified date and user
- Global ID for multi-warehouse tracking
Filters: Warehouse, Active status
Cost centers integrate with issue transactions, work orders, and financial reporting to provide departmental visibility into inventory consumption.
Units of Measure (UOM)
Lists all units of measure configured in your system, including base units and conversion factors. UOM standardization ensures accurate quantity tracking across purchasing, storage, and shipping.
Use this report to:
- Review all configured units (EA, CS, LB, GAL, etc.)
- Verify UOM conversion factors
- Audit active vs inactive units
- Plan UOM standardization across items
- Document measurement standards
Key Information:
- UOM name and ID
- Base unit relationships
- Conversion factors (e.g., 1 case = 12 each)
- Active/inactive status
- Last modified date
Filters: Active status, Conversion-enabled units
Accurate UOM configuration prevents quantity discrepancies when receiving in one unit and issuing in another.
Payment Terms List
Displays payment terms configured for vendors and customers. Terms define due dates, discount periods, and payment conditions for purchase and sales orders.
Use this report to:
- Review available payment terms
- Verify discount percentages and periods
- Audit net due dates
- Document financial terms for trading partners
- Validate terms before import operations
Key Information:
- Term code and description
- Net due days (e.g., Net 30, Net 60)
- Early payment discount percentage
- Discount qualification period
- Active/inactive status
Filters: Active status
Payment terms integrate with purchase orders, supplier records, and accounts payable processes.
Carriers and Shipping Methods
Shows all configured carriers and shipping methods used for outbound shipments. This list standardizes how you track freight carriers, shipping costs, and delivery methods.
Use this report to:
- Review active carriers and shipping options
- Verify carrier contact information
- Audit shipping method assignments
- Document carrier relationships
- Validate freight options for orders
Key Information:
- Carrier name and code
- Carrier type (LTL, courier, freight)
- Contact information (phone, email)
- Active/inactive status
- Shipping terms and rates
Filters: Carrier type, Active status
Carrier standardization supports shipping order processing, freight cost tracking, and delivery performance reporting.
Warehouses List
Displays all warehouses configured in your system. While warehouse setup is typically done through System → Warehouses, this report provides a consolidated view for documentation and audit purposes.
Use this report to:
- Review all warehouse locations
- Verify warehouse codes and names
- Document multi-warehouse configurations
- Audit warehouse-specific settings
- Validate warehouse references in imports
Key Information:
- Warehouse ID and name
- Address and contact information
- Active/inactive status
- Configuration settings
- Last modified date
This report helps maintain consistency when managing inventory across multiple physical locations.
Users and Security Groups
Lists system users, security group assignments, and access permissions. These reports support user administration, security audits, and access control documentation.
Use these reports to:
- Review all active user accounts
- Verify security group memberships
- Audit permission assignments
- Document role-based access control
- Identify inactive accounts for cleanup
Key Information:
- User names and email addresses
- Security group assignments
- Active/inactive status
- Last login dates
- Permission levels
See Users and Permissions for detailed user management documentation.
Custom Lists and Lookup Tables
Depending on your configuration, additional system lists may be available for:
- Reason codes for issues, adjustments, and returns
- Status codes for custom workflow states
- Custom fields and their allowed values
- Location types and zone classifications
- Item attributes and specification options
These custom lists extend system functionality to match your specific business processes.
Using System Lists Reports
Exporting Reference Data
System lists reports can be exported to Excel or CSV for:
- Data integration with ERP, accounting, or procurement systems
- Backup documentation of system configuration
- Training materials showing available options
- Data validation when preparing imports
- Audit trails for compliance requirements
To export a system list:
- Navigate to Reports → System Lists
- Select the desired list report
- Apply any filters if needed
- Click Export and choose format (Excel, CSV, PDF)
Validating Import Data
Before importing items, transactions, or trading partners, run relevant system lists reports to verify:
- Category codes exist and are active
- Cost centers match your accounting structure
- UOM codes are configured with correct conversions
- Payment terms are defined for new suppliers
- Carriers are set up for shipping methods
This prevents import errors and maintains data quality.
Configuration Audits
Use system lists reports during periodic audits to:
- Identify inactive records that can be archived
- Find duplicate or inconsistent entries
- Verify warehouse-specific configurations
- Document changes over time
- Support compliance and SOX requirements
Compare exported reports across time periods to track configuration changes.
Maintenance Best Practices
Keep Lists Current
- Review quarterly: Audit system lists for inactive or obsolete records
- Document changes: Note reasons for adding/removing list values
- Coordinate updates: Ensure changes don’t break existing transactions
- Test integrations: Verify imports and interfaces after list changes
Standardize Naming
- Use consistent naming conventions for codes and descriptions
- Avoid special characters that may cause import issues
- Document abbreviations and acronyms
- Maintain parallel naming in integrated systems
Control Access
- Limit who can add/modify system lists
- Require approval for changes to critical lists
- Log modifications for audit trails
- Train users on proper list selection
See Admin Options for system-wide configuration settings that work with these lists.