5. Lists

The Lists menu holds the choices people pick from every day. Setting these up well, before you import data, saves a great deal of clean-up later.

Document statuses

Where to find it: Admin › Lists › Document statuses

Every document moves through statuses such as Processing, Approved, and Shipped. Admin › Lists › Document statuses lists each document type; open one to see its statuses in order. Built-in statuses can be renamed and reordered but not deleted. You can add your own statuses, each tied to a behavior that tells Orders2Ship what the status means.

A status's behavior matters: for example a purchase order can only be received once its status behaves as Approved or Sent, and receiver stock counts as in the building only once it is Received or Closed.

Who can change these settings: Roles with the Doc Status rights (Roles grid, General tab). Out of the box Admin and GM.

Name (Add status, Rename)

The status name people pick on a document. Add a status for a step your team tracks, such as "Awaiting artwork", and rename built-in ones to match your wording.

• Who can change it: Roles with the Doc Status rights (Roles grid, General tab). Out of the box Admin and GM.
• Example: Add "Awaiting artwork" to sales orders with behavior On hold.

Behavior

What the status means to Orders2Ship, chosen from the behaviors that document type allows. Pick the behavior that matches what should happen at that step; for example a custom "Ready to pack" on ship docs should behave as Picked.

Closed and Voided can exist only once per document type.

• Who can change it: Roles with the Doc Status rights (Roles grid, General tab). Out of the box Admin and GM.
• Example: "Credit review" on sales orders behaves as On hold, so the order cannot ship.

Drag to reorder

The order statuses appear in the status picker. Drag them into the order your process follows.

• Who can change it: Roles with the Doc Status rights (Roles grid, General tab). Out of the box Admin and GM.
• Example: Move "Awaiting artwork" just after Approved.

Hide (Show hidden)

Hides a status you no longer use. A hidden status stays on documents that already have it and drops out of the choices; Show hidden lists it again so you can restore it.

• Who can change it: Roles with the Doc Status rights (Roles grid, General tab). Out of the box Admin and GM.
• Example: Hide "Waiting for fax" once nobody uses it.

Behaviors by document type

| Document | Behaviors a custom status can have | |---|---| | Purchase order | Processing, Approved, Sent, Voided, Closed | | Receiver | Processing, In transit, Received, Closed, Voided | | Sales order | Processing, Approved, Payment pending, On hold, Shipped, Voided, Closed | | Ship doc | Processing, Picked, Payment pending, On hold, Shipped, Voided, Closed | | Quote | Processing, Presented, Closed lost, Closed, Voided | | Customer return | Processing, Pending return, Returned, Voided, Closed | | Vendor return | Processing, Approved, Returned, Voided, Closed | | Repair order | Waiting approval, Processing, Approved, Received, Voided, Closed | | Transfer | Processing, In transit, Received, Closed, Voided | | Work order | Processing, Approved, Closed, Voided | | Adjustment, Value adjustment, Disassembly, Payment | Processing, Closed, Voided | | Rental contract | Processing, Out, Returned, Closed, Voided |

Statuses (Settings tab bar)

Where to find it: Settings › Statuses (Settings tab bar)

Settings › Statuses is a compact view of every document's statuses. Add a status, choose which roles may set it, and hide, reorder, or replace statuses. The full editor for one document type is under Lists › Document statuses.

Closed and voided can exist only once per document. Administrators can always set a status.

Who can change these settings: Roles with the Doc Status rights (Roles grid, General tab). Out of the box Admin and GM.

Document

The document type the new status belongs to, such as Sales order, Ship doc, or Purchase order. Pick it first, because each document type allows its own behaviors.

• Default: Sales order.
• Who can change it: Roles with the Doc Status rights (Roles grid, General tab). Out of the box Admin and GM.
• Example: Sales order.
• Which should I choose? The document whose workflow has the extra step.
• Caution: To use the same step on another document, add a status there too.

Name

The status name people pick on the document. Use wording your team already says out loud.

• Default: Blank.
• Who can change it: Roles with the Doc Status rights (Roles grid, General tab). Out of the box Admin and GM.
• Example: "Credit review".
• Which should I choose? A short name that reads well in a list column.
• Caution: Two statuses with the same name on one document are confusing in filters; keep names unique.

Behavior

What the status means to Orders2Ship, such as PROCESSING, APPROVED, ON_HOLD, PICKED, or SHIPPED. Pick a behavior the document allows; it decides what happens to stock and shipping at that step.

The save is refused if the behavior does not belong on that document type. A built-in status keeps its behavior.

• Default: PROCESSING.
• Who can change it: Roles with the Doc Status rights (Roles grid, General tab). Out of the box Admin and GM.
• Example: ON_HOLD for "Credit review", so the order cannot ship.
• Which should I choose? The behavior of the built-in status your new step sits beside.
• Caution: Only one Closed and one Voided status can exist per document.

Roles that can set the status

Limits who may move a document into this status: tick ADMIN, GM, or SALES. Leave every box clear and every role can set it. Tick roles for steps only some people should take.

On existing statuses, change the ticks and click Save roles. Administrators can always set any status.

• Default: All clear (every role).
• Who can change it: Roles with the Doc Status rights (Roles grid, General tab). Out of the box Admin and GM.
• Example: Tick GM on "Credit approved" so Sales cannot approve credit.
• Which should I choose? Leave every box clear unless the step needs an approval.
• Caution: People who cannot set the status can still see documents in it.

Profile lists

Where to find it: Admin › Lists › Profile lists

Profile lists are the pick-lists used across Orders2Ship: terms, ship methods, classes, reasons, and many more. Admin › Lists › Profile lists shows them grouped as General, Sales, Shipping, Repairs, and Production. Several of the most used lists also have their own entry in the Lists menu (Payment methods, Terms, Ship via methods, Price levels, Units of measure, Classes, Categories, Reasons, Sales reps, and Taxes).

Every list works the same way: type a Name, fill in the list's extra fields, keep Active ticked, and click Add. Change an entry and click Save. Lists that have a Default field show a Set default button. Hiding (deactivating) an entry removes it from new choices but leaves it on records that already use it; Show hidden brings hidden entries back into view.

Who can change these settings: Roles with the Lists (lookups) rights. Out of the box Admin and GM.

Name and Active (every list)

The text people pick, and whether the entry is offered on new records. Keep names short and consistent; untick Active instead of deleting an entry that old records still use.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: Add "Net 45" to Terms; hide "Fax order" from Reasons.

Terms › Credit / due later

Marks the terms as credit terms, for your reference and reporting. Whether a ship doc can ship before payment is decided by the terms name: COD and any Net terms (Net 15, Net 30, and so on) ship with an open balance, and any other terms hold the ship doc until its own amount is paid.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: Net 30 is ticked; Prepay is not.
• Caution: Naming matters. A term called "30 days" holds shipments until paid; call it "Net 30" if goods should ship on credit.

Terms › Payment type

Records how payment is collected on these terms: No cash payment, Full payment on the order, Full payment on shipping, Partial on the order, rest on shipping, or Enter the payment manually. Pick the one that matches what you tell customers.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: Prepay uses Full payment on the order; COD uses Full payment on shipping.

Terms › Due days

How many days after the invoice date the invoice is due. If it is blank, a name like "Net 30" supplies the days. Enter it for terms whose names do not include a day count.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: "Month end plus 15" with Due days 45.

Terms › Discount percent

The early-payment discount percent on the terms, such as 2 for 2% 10 Net 30. When it and Discount if paid within days are both set, invoices on these terms print a line such as "2% discount if paid within 10 days" under the total.

• Default: Blank (no discount line).
• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: 2% 10 Net 30: Discount percent 2.
• Which should I choose? Fill in both for terms that offer a discount; leave both blank otherwise.
• Caution: The line is a reminder for the customer: it does not reduce the invoice total, and these values are not sent to QuickBooks.

Terms › Discount if paid within days

The number of days the early-payment discount is offered, such as 10 for 2% 10 Net 30. With Discount percent also set, invoices on these terms print the discount line under the total.

• Default: Blank (no discount line).
• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: 10.
• Which should I choose? Fill in both for terms that offer a discount; leave both blank otherwise.
• Caution: The line is a reminder for the customer: it does not reduce the invoice total, and these values are not sent to QuickBooks.

Payment methods › Tender

What kind of payment the method is: Card, Cash or check, or Bank transfer. Pick the closest match so the payment asks for the right reference.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: "Visa" uses Card; "Wire" uses Bank transfer.

Payment methods › Deposit account

The account payments of this method are deposited to when they reach QuickBooks. Enter the bank or undeposited-funds account your bookkeeper uses for that method.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: Checks deposit to Undeposited Funds; wires to Checking.

Payment methods › Require a check number, Require a card approval code, Ask for the card type, Ask for the last 4 digits, Ask for a reference

What a payment of this method asks for. By default checks ask for a check number, cards for an approval code (and optionally card type and last 4 digits), and wires for a reference. Tick the boxes you want filled in; a full card number is never stored.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: Tick Require a check number on "Check" so every check payment carries its number.

Ship via methods (Other-charge item, Price, Carrier service)

How orders are sent. Ship via on a sales order copies to the ship doc, where it can still be changed; a customer's default is used first, then the company default. The extra fields hold the charge item, a standard price, and the carrier service name used when shipping software is connected.

Deactivate a method to hide it from new orders; documents that already use it keep the name.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: "UPS Ground" with Carrier service ups_ground.

Price levels › Type

The kind of pricing a price level represents, such as Customer discount, Volume price, or Markup. Pick the type that describes the level; the actual prices are entered under Price books.

Types: Company discount, Currency price, Customer discount, Customer and item percent, Customer and item group, Customer and item price, Volume percent, Volume price, Markup, Stacked percent.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: "Distributor" with type Customer discount.

Units of measure › Abbreviation

The short form printed on lines, such as ea or cs. Every unit needs one. A hidden unit stays on items that already use it and drops out of the unit picker.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: Case, abbreviation cs.

Accounts

The chart of accounts offered on items and documents. Rename or add accounts here; a live QuickBooks connection can replace them later. A hidden account stays on items that already use it.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: Add "Sales - Parts".

Customer types (Sub of, Price level, Terms)

Groups customers, with an optional parent type, price level, and terms for that kind of customer. Use types for reporting and to keep similar customers consistent.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: "Casino" with price level Distributor and terms Net 30.

Discounts (Percent, Taxable, Income account)

Standard discounts that can be added to an order, with the percent, whether the discounted amount is taxable, and the income account. Set up the discounts your team offers so they are applied the same way every time.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: "Show special" 5 percent, taxable.

Carrier accounts (Default, Residential by default, Carrier)

Your shipping carrier accounts, the carrier for each, which one is the default, and whether shipments are treated as residential unless changed. Set Residential by default if most of your deliveries go to homes.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: UPS account, Default, Residential by default off.

Package types (Default, Length, Width, Height, Weight)

Standard boxes with their dimensions and empty weight, and which is the default. Add the boxes you actually use so package details are filled in quickly.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: "Medium box" 18 x 14 x 12 in, 1.2 lb.

Payment gateways (Default, Default transaction, Gateway)

A list of card gateways with the default transaction type (Authorize or Sale) and which is the default. The live card connection itself is set up under Integrations (Authorize.Net or PayPal).

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: Authorize.net, Default, Default transaction Sale.

Other lists

The remaining lists (Activity status, Activity type, Manufacturers, Classes, Currencies, FOB, Employees and other names, Vendor types, Attributes, User groups, Categories, Reasons, Registration types, Lead statuses, Sales reps, Custom messages, Tax codes, Repair order types, Warranty types, Problem codes, Production steps, Bill of material groups) hold the choices offered on the matching records. Fill each with the values your team picks from; the extra fields are shown in the table below.

• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: Reasons: Damaged, Cycle count, Sample.

Profile lists and their extra fields

| List | Group | Extra fields on each entry | |---|---|---| | Activity status | General | Shade the row | | Activity type | General | Kind (Event, Task, Email, Log), Subject | | Units of measure | General | Abbreviation | | Accounts | General | Name only | | Manufacturers | General | Note | | Classes | General | Sub of | | Currencies | General | Exchange rate, Symbol, Code | | FOB | General | Note | | Terms | General | Credit / due later, Payment type, Due days, Discount percent, Discount if paid within days | | Employees and other names | General | First name, Last name, Email, Phone, Employee | | Vendor types | General | Sub of | | Attributes | General | Selections, one per line | | User groups | General | Members | | Categories | General | Parent | | Reasons | General | Note | | Registration types | General | Kind (Original owner, Later owner) | | Customer types | Sales | Sub of, Price level, Terms | | Lead statuses | Sales | Default | | Payment methods | Sales | Tender, Deposit account, and what the method asks for | | Sales reps | Sales | Initials | | Discounts | Sales | Percent, Taxable, Income account | | Custom messages | Sales | Message | | Price levels | Sales | Type | | Tax codes | Sales | Name only | | Payment gateways | Sales | Default, Default transaction (Authorize, Sale), Gateway | | Ship via methods | Shipping | Other-charge item, Price, Carrier service | | Package types | Shipping | Default, Length, Width, Height, Weight | | Carrier accounts | Shipping | Default, Residential by default, Carrier | | Repair order types | Repairs | Repair type, Default | | Warranty types | Repairs | Description, Length in days | | Problem codes | Repairs | Description | | Production steps | Production | Description, Location | | Bill of material groups | Production | Note |

Lookups (Settings tab bar)

Where to find it: Settings › Lookups (Settings tab bar)

Settings › Lookups shows every simple list (terms, ship via, payment methods, warranties, and the rest) on one page, grouped by list. Add an entry, rename it, hide it, or replace it everywhere it is used. Lists with extra details are easier to edit under Lists › Profile lists.

Who can change these settings: Roles with the Lists (lookups) rights. Out of the box Admin and GM.

List

The list the new entry is added to, such as terms, ship method, or warranty. Only lists that already have entries are offered.

• Default: The first list.
• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: warranty.
• Which should I choose? The list where the entry will be picked.
• Caution: A new list cannot be created here; lists come with Orders2Ship.

Name

The entry's text as people pick it, and the box used to rename an existing entry. Keep names short; renaming changes the name everywhere the entry is used.

• Default: Blank.
• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: "2-year warranty".
• Which should I choose? Wording your customers would recognize if it prints on a document.
• Caution: To merge two entries that mean the same thing, use Replace, where the list offers it, instead of renaming one.

Extra (warranty days)

A second value stored with the entry. On warranty entries it is the number of days the warranty lasts, counted from the day a serial first arrives in stock. Leave it blank on other lists.

• Default: Blank.
• Who can change it: Roles with the Lists (lookups) rights. Out of the box Admin and GM.
• Example: 730 on "2-year warranty".
• Which should I choose? On warranty entries, the warranty length in days; elsewhere leave it alone.
• Caution: Some lists keep their details here in a coded form (for example payment methods and terms). Edit those under Lists › Profile lists, not in this box.

Custom fields

Where to find it: Admin › Lists › Custom fields

Custom fields add your own fields to records and documents. Admin › Lists › Custom fields lists every record type with how many fields it has; open one to add or change fields. Each record type has a maximum (for example 175 on items, 60 on sales orders, 30 on customers); the page shows "N of M fields".

Who can change these settings: Roles with the Custom fields rights. Out of the box Admin and GM.

Caption

The field's label as people see it on the record. Use a clear, short caption.

• Who can change it: Roles with the Custom fields rights. Out of the box Admin and GM.
• Example: "Trim color" on items.

Type

What kind of value the field holds: Text, Date, Integer, Cost, Boolean (yes/no), Quantity, Picklist, Price, Amount, Memo, Percent, URL, or Formula. Choose the narrowest type so values sort and total correctly. The type is set when the field is added.

• Who can change it: Roles with the Custom fields rights. Out of the box Admin and GM.
• Example: Date for "Warranty registered on".

Formula

For a Formula field, the calculation, using other field names in braces. Use it for values that should always be worked out, not typed.

• Who can change it: Roles with the Custom fields rights. Out of the box Admin and GM.
• Example: {quantity} * {price}.

Required

Makes the field mandatory when the record is saved. Use it sparingly, only for values you truly cannot do without.

• Who can change it: Roles with the Custom fields rights. Out of the box Admin and GM.
• Example: Required "Machine serial" on repair orders.

Hide (Show hidden)

Hides a field you no longer need. A hidden field stays on records that already have a value and drops off new ones.

• Who can change it: Roles with the Custom fields rights. Out of the box Admin and GM.
• Example: Hide "Fax number" on customers.

Custom fields (Settings tab bar)

Where to find it: Settings › Custom fields (Settings tab bar)

Settings › Custom fields lists every custom field in one place and adds new ones. Fields copy onto a linked document when the name and type match; for example "Order type" on a sales order copies to a ship doc that has the same field.

Who can change these settings: Roles with the Custom fields rights. Out of the box Admin and GM.

Record

The kind of record the field is added to, such as item, customer, sales_order, sales_order_line, ship_doc, or receiver. Pick the record where the value is first known.

• Default: item.
• Who can change it: Roles with the Custom fields rights. Out of the box Admin and GM.
• Example: sales_order for "Order type".
• Which should I choose? The record where the value is first entered; add the same field to linked records to carry it along.
• Caution: A field cannot be moved to another record later; add a new one instead.

Name

The field's label on the record. Use a short, clear name, and use the same name and type on linked records so the value copies across.

• Default: Blank.
• Who can change it: Roles with the Custom fields rights. Out of the box Admin and GM.
• Example: "Order type" on sales_order and on ship_doc.
• Which should I choose? A name that matches on every linked record.
• Caution: Renaming a field stops its value copying to linked records until the field there is renamed to match.

Type

What the field holds: text, date, integer, cost, boolean, quantity, picklist, price, amount, memo, percent, url, or formula. Choose the narrowest type so values sort and total correctly.

• Default: text.
• Who can change it: Roles with the Custom fields rights. Out of the box Admin and GM.
• Example: date for "Warranty registered on".
• Which should I choose? date, integer, amount, or picklist where possible; text only for free wording.
• Caution: Changing the type later can leave old values that do not fit the new type.

Formula

The calculation for a formula field. On a sales order line it can use {quantity}, {price}, and {amount}.

• Default: Blank.
• Who can change it: Roles with the Custom fields rights. Out of the box Admin and GM.
• Example: {quantity} * {price}.
• Which should I choose? Simple arithmetic on line values; leave blank for other types.
• Caution: Try a new formula on one record before relying on it.

Sales tax

Where to find it: Admin › Lists › Sales tax

Admin › Lists › Sales tax holds the tax rates and tax codes used on quotes, orders, and ship docs when you calculate tax inside Orders2Ship. Until you add a rate, tax stays at zero. If you use AvaTax, the page links to that connection instead.

Who can change these settings: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.

Sales tax rates (Name, Rate %, Agency)

A single tax rate and the agency it is paid to. Add one rate for each tax you collect.

• Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
• Example: Illinois State, 6.25, Illinois Department of Revenue.

Tax codes (Name, Rates inside the group)

A tax code groups one or more rates; a customer or item carries a code, and the document adds up its rates. Make one code per place you ship to.

• Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
• Example: "Chicago" = Illinois State + Cook County + Chicago City.

Company default tax code

The tax code used when a customer or item does not carry one. Set it to your home location's code.

• Default: None.
• Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
• Example: Springfield.

Import QuickBooks tax rates

Copies tax rates from your connected QuickBooks company. Use it once after connecting QuickBooks so rates match your books.

• Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
• Example: Import brings in the 4 rates set up in QuickBooks.

Price books

Where to find it: Admin › Lists › Price books

Admin › Lists › Price books holds your price levels and the prices they charge. A customer's price level overrides the item's list price; a percent off applies when the item has no specific price on that level. Vendor cost on the item is used for purchase orders. The Price levels lookup list is separate from these prices.

Who can change these settings: Roles with the Item rights (Roles grid, General tab).

Add or update a level (Name, Percent off)

Creates a price level, or updates one, with a percent off list price. Use one level per customer tier.

• Who can change it: Roles with the Item rights (Roles grid, General tab).
• Example: "Distributor" with Percent off 15.

Specific item price (Specific item, Price, On level)

Sets a fixed price for one item on one level; it wins over the level's percent off. Use it for contract prices.

• Who can change it: Roles with the Item rights (Roles grid, General tab).
• Example: WID-100 at 520 on level Distributor.

Item groups

Where to find it: Admin › Lists › Item groups

Item groups give items their type and defaults. Item types are Part, Service, Kit, Repair, Other charge, Non-inventory, and Assembly; a service or kit does not track stock, and a kit ships its components. Hide a group to keep it off new items. Categories are a separate list.

Who can change these settings: Roles with the Item groups Edit right. Out of the box Admin and GM.

Name

The group's name as people see it on items and lists. Use a name your team recognizes, such as the product family.

• Who can change it: Roles with the Item groups Edit right. Out of the box Admin and GM.
• Example: "Widgets".

Type

The kind of item in the group: Part, Assembly, Service, Kit, Repair, Other charge, or Non-inventory. It decides whether items keep stock: Service and Kit never track stock or lot and serial numbers, and Service, Non-inventory, and Other charge items have no inventory section. Choose Part for stocked goods.

A kit ships its components. Only Part items appear on the stock report. Landed cost charges use an Other charge group.

• Default: Part.
• Who can change it: Roles with the Item groups Edit right. Out of the box Admin and GM.
• Example: Part for "Widgets", Service for "Installation".
• Which should I choose? Part for anything you stock and count; Service for labor; Non-inventory for items bought to order and not counted.
• Caution: Changing a group to Service or Kit turns off stock tracking for its items; check stock levels first.

Default tracking

Whether new items in the group track serial numbers, lot numbers, or neither. Pick Serial for products you register individually.

• Default: None.
• Who can change it: Roles with the Item groups Edit right. Out of the box Admin and GM.
• Example: Serial for widgets; Lot for trim kits.

Tracks stock

Whether items in the group keep on-hand quantities. Clear it for services and fees.

• Who can change it: Roles with the Item groups Edit right. Out of the box Admin and GM.
• Example: Clear for "Installation".

QuickBooks posting item

The QuickBooks item used for this group when QuickBooks posts by item group. Use one posting item per group so QuickBooks reports sales by group.

• Default: Orders2Ship Posting Item.
• Who can change it: Roles with the Item groups Edit right. Out of the box Admin and GM.
• Example: "Widget sales".

Fields on items in this group

Which item fields are shown for items in this group. Untick fields the group never uses so the item form stays short.

• Who can change it: Roles with the Item groups Edit right. Out of the box Admin and GM.
• Example: Untick Weight for a service group.

Income, Cogs, Asset, and Expense accounts

Default accounts for items in the group. Set them so new items post to the right accounts without extra work.

• Who can change it: Roles with the Item groups Edit right. Out of the box Admin and GM.
• Example: Income "Sales - Parts", Asset "Inventory".

Default unit, Default tax code, Default class

Values new items in the group start with. Set the ones that are almost always the same for the group.

• Who can change it: Roles with the Item groups Edit right. Out of the box Admin and GM.
• Example: Default unit Each, tax code Taxable.

Locations and bins

Where to find it: Admin › Lists › Locations / Bins

Locations are your warehouses; bins are places inside them. Admin › Lists › Locations and Bins both open the Locations list. Open a location to see its bins, stock, lots and serials, and transactions.

Who can change these settings: Roles with the Location rights (Roles grid, Warehouse tab); bins use the Bin row.

New location (Name, Street, City, State, Postal)

Creates a warehouse with its address. Give each physical building its own location so stock and transfers are tracked separately.

• Who can change it: Roles with the Location rights (Roles grid, Warehouse tab); bins use the Bin row.
• Example: "East" at 20 Dock Rd, Newark, NJ 07105.

Add bin (Name, Active, Is default)

Adds a bin inside the location; mark one as the default for the location. Name bins the way pickers read them.

• Who can change it: Roles with the Location rights (Roles grid, Warehouse tab); bins use the Bin row.
• Example: Bin A-01-03.

List colors

Where to find it: Settings › List colors (Settings tab bar)

List colors (on the Settings tab bar) colors rows in a list when a rule matches. The first matching rule colors the row; comparisons ignore letter case.

Who can change these settings: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.

List

The list the rule colors: sales orders, ship docs, purchase orders, receivers, adjustments, repairs, quotes, customer returns, vendor returns, or payments. Make a rule for each list you want colored.

• Default: sales-orders.
• Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
• Example: sales-orders.
• Which should I choose? The list your team scans most.
• Caution: Each rule colors one list; copy it for another list.

Name

A name for the rule. Rules are checked in name order and the first match colors the row, so name them to control which wins.

• Default: Blank.
• Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
• Example: "1 Big orders".
• Which should I choose? Start names with a number to set their order.
• Caution: Only the first matching rule colors a row; later rules are skipped for that row.

Color

The row color, as a hex color code. Pick a light shade so text stays readable.

A value that is not a hex color code uses #f4e4c4.

• Default: #f4e4c4.
• Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
• Example: #f4e4c4.
• Which should I choose? Pale colors for routine rules and a stronger one for urgent rows.
• Caution: Dark colors make text hard to read.

Column

The column the rule tests: number, date, party, status, statusType, or total. Choose it, then pick Match (Equals, Contains, Greater than, or Less than).

Greater than and Less than compare numbers only; Equals and Contains ignore letter case.

• Default: number.
• Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
• Example: total, Greater than.
• Which should I choose? total for large orders, statusType for workflow steps, date for due dates.
• Caution: Greater than and Less than on a text column never match.

Value

What the column is compared with. Use a plain number for Greater than and Less than.

• Default: Blank.
• Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
• Example: 10000.
• Which should I choose? Exactly what the column shows, or a plain number.
• Caution: Values are compared with what the list shows, so check the spelling against a row.

Columns (column chooser on any list)

Every list has a Columns button for choosing and ordering the columns shown; each person's choice is saved for them. Set company default saves the current choice as the starting layout for everyone. Use it to give new users a sensible layout.

Required columns, such as the document number, always stay shown.

Choose at least one column.

• Who can change it: Anyone can save their own columns. Set company default needs the Company Edit right.
• Example: Add Promise date to the sales order list and Set company default.