Company

Company details, preferences, numbering, and the rules that change how documents and stock behave.

3. Company

The Company menu holds your company's identity and every company-wide preference. Most settings here affect every user and every new document, so change them deliberately and tell your team when you do.

Each setting below shows its default for a new company, who can change it, and an example.

Company info

Where to find it: Admin › Company › Company info

Admin › Company › Company info holds the details that identify your company on screen, on printed forms, and in email. The menu entries Logo, Fiscal year, Base currency, and Time zone all open this same page at the matching field.

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.

Name

Your company's name as it appears in the app, on printed forms, and in document email. It is required. Use your trading name, the one customers recognize on an invoice.

Email templates insert this name wherever the {{company}} placeholder appears.

Default: The name entered when the company was created.
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: Northwind Supply.

Phone

The main phone number printed in the company block of forms. Enter the number customers should call about orders and invoices.

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: (555) 010-2000.

Email

The company's main email address. It is shown in the company block and is used as the recipient for alerts that have no address of their own. Use a shared mailbox someone checks every day rather than a personal address.

An alert whose Related to (email) field is blank goes to this address. If this is blank too, it goes to the person whose action fired the alert.

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: orders@yourcompany.com.

Street, City, State, Postal code, Country

The company's mailing address, printed in the header of quotes, orders, invoices, and other forms. Fill in every line so printed documents carry a complete return address.

Saving this page also completes the "Company info" step of the getting-started checklist.

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: 100 Main St, Springfield, IL 62701, US.

Time zone

The company's clock. New documents use it for dates when a person has no time zone of their own, and sign-in hours on roles are always read in this zone. Choose the zone of your main warehouse or office.

Choices: America/New_York, America/Chicago, America/Denver, America/Phoenix, America/Los_Angeles, America/Anchorage, Pacific/Honolulu, UTC, Europe/London, Europe/Paris.

Each user can also have a personal time zone on their user record; that changes only how dates and times are shown to them.

Default: America/New_York.
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: America/Chicago for a warehouse in Illinois.

Fiscal year starts

The month your fiscal year begins. Sales-by-item and sales-by-customer reports use the fiscal year that contains today. Set it to match your accountant's year so the year-to-date figures agree with your books.

Default: January.
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: July, for a fiscal year that runs July to June.

Base currency

The currency for prices, totals, reports, and the customer portal. Set it once, before you enter prices, to the currency your books are kept in.

Choices: USD, CAD, EUR, GBP, AUD, MXN, JPY.

Default: USD.
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: USD.
Caution: Changing the base currency does not convert existing prices or totals. Amounts already entered keep their numbers.

Logo address

The web address of your logo image. Printed forms and branded email use it. Paste a link to a PNG or JPG that is publicly reachable; a preview appears under the field when the link works.

Print templates can show or hide the logo and choose its size and placement (see Templates › Print templates).

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: https://yourcompany.com/images/logo.png.

Fax, Website, Default from email, and policy fields

Optional details kept with the company: Fax, Website, Default from email, Card payment terms, Shipping policy, Customer service email and phone, Refund policy, Returns policy, and the ACH service phone, terms, and email. Fill in the ones you want available to your forms and customer-facing pages.

These fields are stored with the company profile. Leave any you do not use 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: Returns policy: Returns accepted within 30 days with an RMA number.

Require an authenticator code for every user

Requires an authenticator code at sign-in for every user in the company. A role can still require a passkey or an authenticator on its own. Turn this on when the whole company should use an authenticator.

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: On. A user without an authenticator cannot sign in until they add one.

Below the form, the page also shows a short list headed "These options change how the company works" with links to the preferences that have the widest effect.

Company settings (Settings tab bar)

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

The Settings area has a Company tab with a compact version of the company form plus the most important stock rules. The checkboxes on this page are the same settings as the matching preferences: changing either place changes both. The page is reached from the Settings tab bar and from Admin › Company › Use expiration dates.

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.

Allow negative inventory

Lets on-hand quantity go below zero when you ship, adjust, or consume more than is in stock. Leave it off so stock can never be overdrawn; turn it on only if you ship before receipts are entered and correct the counts later.

Same setting as Preferences › Inventory › Allow on-hand quantity to go below zero.

Default: Off.
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: With it on, shipping 5 units when 3 are on hand leaves on-hand at -2.

Count in-transit quantity as available

Counts stock that is moving between warehouses on a transfer as available to sell. Turn it on when transfers arrive quickly enough that you are happy to promise that stock.

Same setting as Preferences › Inventory › Include in-transit quantity in available.

Default: Off.
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: 10 units on a transfer in transit show as available at the destination.

Count pending customer returns as available

Counts units on customer returns that have not yet been received as available. Turn it on only if returned goods are almost always resaleable and arrive promptly.

Same setting as Preferences › Inventory › Include pending customer returns in available.

Default: Off.
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: A pending return of 2 units raises available by 2 before the units arrive.

Include unapproved purchase orders in on order

Counts purchase orders that are not yet approved in the On order quantity. Turn it on if your buyers create POs that are as good as committed before approval.

Same setting as Preferences › Purchasing › Count unapproved purchase orders as on order.

Default: Off.
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: A 50-unit PO still awaiting approval shows 50 on order.

Don't ship more than the sales order

Stops a ship doc from shipping more of a line than the sales order asked for. Keep it on unless you routinely ship overages and bill for them.

Same setting as Preferences › Warehouse › Do not ship more than was ordered.

Default: On.
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: An order for 10 cannot be shipped as 12.

Don't receive more than the purchase order

Stops a receiver from receiving more than the purchase order ordered. Keep it on so over-shipments from vendors are caught at the dock.

Same setting as Preferences › Receiving › Do not receive more than was ordered.

Default: On.
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: A PO for 100 cannot be received as 110.

Fill receiver quantities from the purchase order

Starts each line on a new receiver at the quantity still open on the purchase order. Leave it on when shipments usually arrive complete; turn it off if receivers should count every box.

Same setting as Preferences › Receiving › Fill the received quantity from the purchase order.

Default: On.
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: A new receiver for a 40-unit PO opens with 40 on the line.

Use expiration dates

Turns expiration dates on or off for the whole company. Off hides item expiration, serial expiry days, expiration columns, the expiration report and export, expiry alerts, and dates on receiving, picks, prints, and exports; dates already stored are kept. Turn it off if you never track shelf life, so screens stay simpler.

Serial expiry days sits beside this switch: a new lot or serial with no expiry date of its own expires that many days out (0 leaves it blank).

Same setting as Preferences › Lot and serial numbers › Use expiration dates. Turning it back on brings every stored date back.

Default: On.
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: A distributor of widgets with no shelf life turns this off.
Caution: While it is off you cannot create a new alert with the Expiration trigger.

Timezone

The company time zone, typed as a zone name. It is the same setting as Time zone on Company info. Use a name such as America/New_York.

Default: America/New_York.
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: America/Denver.

Date format

How dates are written in lists, records, PDFs, email, exports, and date fields. Pick the format your customers expect; saved dates and QuickBooks always stay in YYYY-MM-DD.

Choices: MM-DD-YYYY, MM/DD/YYYY, DD-MM-YYYY, YYYY-MM-DD.

Default: MM-DD-YYYY.
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: DD-MM-YYYY for a UK customer base.

Allowed addresses

A company-wide list of network addresses people may sign in from. Leave it blank to allow any network; fill it in when everyone works from known offices or a VPN.

Separate entries with commas. Each entry can be a single address or a range in CIDR form (for example 10.1.0.0/16).

Roles and individual users can have their own allowed-address lists as well; see Users & Security.

Default: Blank (every network).
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: 203.0.113.10, 10.1.0.0/16.
Caution: If the list would block the address you are using right now, the save is refused unless you tick "Save even if this list blocks my current address". Only tick it if you are sure you can still get in another way.

Preferences overview

Where to find it: Admin › Company › Preferences

Admin › Company › Preferences lists the preference sections with a count of the options in each. Open a section, change what you need, and click Save. A change applies to documents created or saved afterwards; it does not rewrite existing documents.

Many menu entries under Company (General, Document entry, Sales, Document defaults, Purchasing, Inventory, Production, Warehouse, Receiving, Accounting, Email) open one of these sections directly. Items and Lot and serial numbers are reached from the Preferences index.

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

General

Where to find it: Admin › Company › Preferences › General

Decimals and a few list and document safeguards. Decimal settings round values when a document or record is saved; they do not change values already saved.

Quantity decimals

The number of decimal places kept on adjustment quantities. Raise it if you adjust stock in fractions, such as feet of cable.

Default: 2.
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: With 2, an adjustment of 1.237 saves as 1.24.

Cost decimals

The number of decimal places kept on item cost and adjustment cost. Use more places when unit costs are fractions of a cent.

Default: 2.
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: With 4, a cost of 0.12345 saves as 0.1235.

Price decimals

The number of decimal places kept on sales prices when an order is saved. Use 2 for ordinary currency pricing; use more only if you sell in very small units.

Default: 2.
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: With 2, a price of 9.999 saves as 10.00.

Percentage decimals

The number of decimal places kept on a line discount percent. Three places suits most discount schedules.

Default: 3.
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: With 3, 12.34567% saves as 12.346%.

Purchase cost decimals

The number of decimal places kept on purchase order costs. Match it to how your vendors quote prices.

Default: 2.
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: With 3, a vendor cost of 1.2345 saves as 1.235.

Purchase quantity decimals

The number of decimal places kept on purchase quantities when a line is saved. Use 0 if you only ever buy whole units.

Default: 2.
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: With 0, a purchase quantity of 2.5 saves as 3.

Sales quantity decimals

The number of decimal places kept on sales quantities when an order is saved. Use 0 if you only ever sell whole units.

Default: 2.
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: With 2, a sales quantity of 1.005 saves as 1.01.

Weight and volume decimals

The number of decimal places kept on item weight and volume. Raise it if you ship very light items and need precise weights.

Default: 2.
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: With 3, a weight of 0.1234 lb saves as 0.123.

Keep a saved list view from being replaced

Stops anyone from overwriting an existing saved list view; a view can still be saved under a new name. Keep it on when several people share views and you do not want them changed by accident.

Default: On.
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: Saving over the view "Open orders - East" is refused; saving as "Open orders - East 2" works.

Mark the files tab when a document has attachments

Shows a count on the attachments tab of a record that has files. Leave it on so people notice attached drawings, PDFs, and photos.

Default: On.
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: A sales order with 2 files shows "Files (2)".

Block edits to posting documents on or before this date

A cut-off date: a sales order or quote dated on or before it can no longer be saved. Set it when you close a month so old orders cannot change.

Enter the date as YYYY-MM-DD.

QuickBooks has its own lock date (Lock posted periods through) on the QuickBooks page.

Default: Blank (no cut-off).
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: Set to 2026-09-30 after closing September.

Document numbering

Where to find it: Admin › Company › Preferences › Document numbers

Admin › Company › Document numbering sets how new document numbers are built. The page lists every document type with its prefix and next number, plus two options that apply to all of them.

Prefix and next number (per document type)

Each document type has a prefix and a next number; a new document gets the prefix, the separator, and then the next number. Change them when you start a new numbering series or move from another system.

Document types: Quote, Sales order, Ship doc, Customer return, Purchase order, Receiver, Vendor return, Work order, Disassembly, Adjustment, Transfer, Count, Value adjustment, Repair order, Consignment, Rental contract, and Item.

The next number goes up by one each time a number is used.

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 order prefix SO and next number 10500 gives SO10500.
Caution: Do not set the next number lower than a number already used; duplicates confuse search and accounting sync.

Character between the prefix and the number

A character placed between the document prefix and the number. Leave it blank for numbers like SO10500, or enter a dash for SO-10500.

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: With "-", the next sales order is SO-10500.

Let people type a document number on a new document

Lets people type their own Doc No on a new document; otherwise the next sequence number is always used. Turn it off when numbers must be strictly sequential for audit.

Default: On.
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: With it on, a user can enter INV-SPECIAL-1 on a new ship doc.

Items

Where to find it: Admin › Company › Preferences › Items

Found on the Preferences index under Items.

Warn when adding an item already on the document

Asks before adding a second line for an item that is already on the document. Keep it on to catch accidental double entries.

Default: On.
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: Adding part WID-100 twice to a PO shows a warning first.

Inventory

Where to find it: Admin › Company › Preferences › Inventory

Rules for on-hand, available, and costing.

Allow on-hand quantity to go below zero

Same setting as Allow negative inventory on Settings › Company.

Default: Off.
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: With it on, shipping 5 units when 3 are on hand leaves on-hand at -2.

Block a delete when the item is still on a document

Stops an item that is on a document from being made inactive or deleted. Keep it on to protect open orders from losing their items.

Default: On.
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: Deactivating an item that is on an open sales order is refused.

Include pending customer returns in available

Counts units on customer returns that have not yet been received as available. Turn it on only if returned goods are almost always resaleable and arrive promptly.

Default: Off.
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: A pending return of 2 units raises available by 2 before the units arrive.

Include in-transit quantity in available

Counts stock that is moving between warehouses on a transfer as available to sell. Turn it on when transfers arrive quickly enough that you are happy to promise that stock.

Default: Off.
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: 10 units on a transfer in transit show as available at the destination.

Allocate from the default bin first

When a ship line has no bin, it uses the item's default bin. Keep it on if each item has a primary pick location.

Default: On.
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: A ship line for part WID-100 with no bin picks from its default bin A-01-03.

Consumption order for items that are not serial or lot tracked

Decides which cost layers are used up first for untracked items: FIFO uses the oldest receipts first, LIFO the newest. Choose FIFO unless your accountant asks for LIFO.

Serial- and lot-tracked items always use the cost of the specific serial or lot.

Default: FIFO.
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: With FIFO, a sale draws cost from the January receipt before the March one.

Sales

Where to find it: Admin › Company › Preferences › Sales

Rules for quotes and sales orders, credit, address checking, and sales tax.

Customer PO numbers must be unique

Stops a customer from having two open orders with the same customer PO number. Turn it on if customers sometimes send the same PO twice.

Default: Off.
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: A second open order from Acme with PO 4471 is refused.

A sales order needs a customer PO

Makes Customer PO required before a sales order can be saved. Turn it on if your customers always issue POs and you bill against them.

Default: Off.
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: Saving an order with a blank Customer PO shows an error.

Do not allow a partial shipment by default

A new sales order starts marked ship-complete, so it is not shipped in pieces. Turn it off if you normally ship whatever is in stock and back-order the rest.

Each order can still be changed individually.

Default: On.
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: A new order for 3 items waits until all 3 can ship.

Copy the customer note onto the order memo

Copies the note on the customer record into the memo of each new sales order. Keep it on if the note holds standing instructions such as "call before delivery".

Default: On.
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: Acme's note "Dock closes 3pm" appears in the memo of every new Acme order.

Check the credit limit before approval

Checks the customer's credit limit when a sales order is approved or shipped and stops it if the limit would be exceeded. Turn it off only if you do not use credit limits.

A role with the "Override credit hold" right can let an order through.

Default: On.
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: An order that takes Acme over its 10,000 limit cannot be approved.

Credit check uses Invatrak's customer ledger

Chooses the balance used by the credit check: on, it uses Invatrak's own invoices and payments; off, it uses the customer balance from QuickBooks when QuickBooks has one. Turn it on if payments are recorded in Invatrak rather than QuickBooks.

Default: Off.
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: With it off, the check uses the 4,200 open balance QuickBooks reports for Acme.

Use the last price this customer paid

When an item is added to an order, it uses the price this customer paid last time instead of the list or price-level price. Turn it on if you honor previous prices for repeat customers.

Default: Off.
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: Acme paid 590 last time, so the new line starts at 590 instead of the 610 list price.

Require a ship method

Makes Ship via required before a sales order can be saved. Keep it on so the warehouse always knows how to send an order.

Default: On.
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: Saving an order with no ship via shows an error.

Calculate tax from the postal code

When a document has no sales-tax code, it uses the percent set in "Tax percent used when tax is calculated from the postal code". Turn it on as a simple fallback if you do not maintain tax codes.

Default: On.
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: An order with no tax code is taxed at the 7.25 percent fallback.

Tax percent used when tax is calculated from the postal code

The tax percent used when the postal-code option is on and a document has no sales-tax code. Enter your most common local rate.

Default: 0.
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: 7.25.

Charge sales tax on freight

Adds freight to the taxable amount on sales documents. Turn it on if your state taxes delivery charges.

Default: Off.
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: On a 100 order with 10 freight at 8%, tax is 8.80 instead of 8.00.

Shipping is taxable

Adds shipping to the taxable amount. Turn it on if your state taxes shipping charges; until you save it, a QuickBooks company setting is used if one is known.

Default: Off.
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: With it on, a 15 shipping charge is included in the taxable total.

Fees are taxable

Adds the additional fee on an order to the taxable amount. Turn it on if fees such as handling are taxable where you sell; until you save it, a QuickBooks company setting is used if one is known.

Default: Off.
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: A 5 handling fee is taxed along with the goods.

Color-code sales order rows

Colors rows in the sales order list to show which orders are ready, awaiting payment, short of stock, or linked to a PO. Keep it on for a quick visual of what needs attention.

Default: On.
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: An order waiting for payment shows in the payment color.

Increase the quantity when the item is already on the order

Adding an item that is already on the order raises that line's quantity instead of adding a new line. Keep it on for scanning-style entry.

Default: On.
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: Adding part WID-100 again changes its line from 1 to 2.

Check US addresses on save

When a customer, vendor, ship-to, or drop-ship address in the US or Puerto Rico is saved, it is checked and a corrected version may be suggested. You can accept the suggestion or keep what you typed; saving is never blocked. Leave it on to cut down on returned shipments.

Bulk imports are not checked.

The setting only appears when address checking is available for your account. The page shows how many checks have been made this month.

Default: On.
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: "100 Main Stret, Springfeld IL" is offered as "100 Main St, Springfield, IL 62701".

Allocate stock on sales orders

A new sales-order line reserves (allocates) up to the free quantity in stock. Turn it on when you need early orders to hold stock ahead of later ones.

Default: Off.
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: A new line for 5 when 3 are free allocates 3.

Sales-order status after email

The status a sales order moves to after it is emailed, typed exactly as the status name. Use it to mark orders as sent automatically.

If no status with that name exists for sales orders, nothing changes.

Default: Blank (status unchanged).
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: Sent.

Quote status after email

The status a quote moves to after it is emailed, typed exactly as the status name. Leave it blank to keep the standard Presented status.

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: Presented.

Document defaults

Where to find it: Admin › Company › Preferences › Document defaults

Values filled in on new quotes and sales orders. Names must match the list entry exactly.

Days to add to a quote or sales-order promise date

Gives a new quote or sales order a promise date this many days after today. Set it to your usual lead time.

Default: 0 (no promise date).
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: With 3, an order entered on Monday is promised for Thursday.

Default warehouse name for a new sales order

The warehouse a new sales order ships from, typed as the location name. Set it to your main warehouse.

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: Main.

Default terms name

The terms a new sales order uses, typed as the terms name. Choose the terms most of your customers have.

A customer's own terms are used when they have them.

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: Net 30.

Default ship via name

The ship via a new sales order uses when the customer has none, typed as the ship via name. Choose your most common carrier service.

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: UPS Ground.

Warehouse

Where to find it: Admin › Company › Preferences › Warehouse

Rules for ship docs, including receive-to-ship.

Fill the ship quantity from the sales order

A sales-order line with a zero ship quantity is filled with whatever is still open when the ship doc is made. Turn it on if you usually ship everything that is open.

Default: Off.
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: An open line of 4 starts the ship doc at 4 instead of 0.

Do not ship more than was ordered

Stops a ship doc from shipping more of a line than the sales order asked for. Keep it on unless you routinely ship overages and bill for them.

Same setting as Don't ship more than the sales order on Settings › Company.

Default: On.
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: An order for 10 cannot be shipped as 12.

Keep lines with a zero ship quantity

Keeps lines with a zero quantity on the ship doc instead of dropping them. Turn it on if your packing slip should list back-ordered items.

Default: Off.
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: A back-ordered line shows on the packing slip with 0 shipped.

Offer Create Ship Doc when received items belong to a sales order

When you receive a purchase order linked to a sales order, the receive window offers to create a ship doc for that order. Keep it on for drop-in special orders.

Default: On.
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: Receiving a special-order PO offers "Create Ship Doc" for the customer's order.

Add lines to an open ship doc from the same sales order

Receive-to-ship adds the received quantity to an open ship doc for the same sales order instead of making another one. Keep it on to avoid several partial ship docs.

Default: On.
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: A second receipt adds to ship doc SD-2001 rather than creating SD-2002.

Always start a new ship doc

Receive-to-ship always starts a new ship doc. Turn it on if every receipt should ship as its own package.

Default: Off.
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: Each receipt creates its own ship doc.

Only add to a ship doc that is still processing

Receive-to-ship only adds to an existing ship doc while that ship doc is still in a processing status. Turn it on so packed or picked ship docs are left alone.

Default: Off.
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: A ship doc already marked Picked is not changed; a new one is made.

Put order freight on the first ship doc only

Copies the order's freight charge onto the first ship doc and leaves it off later ones. Keep it on so a split shipment does not charge freight twice.

Default: On.
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: Freight of 25 appears on the first of two ship docs only.

Accounting

Where to find it: Admin › Company › Preferences › Accounting

Options for payments.

Show Pay oldest first on a new payment

Shows a Pay oldest first button on a new payment that applies the amount to the customer's oldest open documents. Keep it on to speed up applying lump-sum payments.

Default: On.
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: A 1,000 payment is applied to the March invoice, then April.

Purchasing

Where to find it: Admin › Company › Preferences › Purchasing

Rules for purchase orders and orders linked to sales.

Count unapproved purchase orders as on order

Counts purchase orders that are not yet approved in the On order quantity. Turn it on if your buyers create POs that are as good as committed before approval.

Default: Off.
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: A 50-unit PO still awaiting approval shows 50 on order.

Charge sales tax on purchase orders

Calculates sales tax on purchase orders from the tax code. Turn it on only if you pay sales tax to your vendors.

Default: Off.
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: A PO with tax code IL adds IL tax to its total.

Allocate the linked order when the receiver is received

When a purchase order linked to a sales order is received, that quantity is reserved for the sales order. Keep it on so special-order stock goes to the customer who ordered it.

Default: On.
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: Receiving 5 on a linked PO allocates 5 to the customer's order.

Allocate a linked order only when its promise date is today or earlier

Holds that allocation until the sales order's promise date is today or past. Turn it off to allocate immediately on receipt.

Default: On.
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: A linked order promised for next week is not allocated yet.

Copy the item description onto a linked purchase order

A purchase order created from a sales order copies that line's description. Keep it on so custom descriptions reach the vendor.

Default: On.
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: "WID-100 with black trim" carries from the SO line to the PO line.

Mark the purchase order sent after it is emailed

Marks a purchase order as sent once it has been emailed. Keep it on to see at a glance which POs went to vendors.

Default: On.
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: Emailing PO 3301 marks it sent.

Default location name

The warehouse a new purchase order receives into, typed as the location name. Set it to your receiving warehouse.

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: Main.

Receiving

Where to find it: Admin › Company › Preferences › Receiving

Rules for receivers.

Fill the received quantity from the purchase order

Starts each line on a new receiver at the quantity still open on the purchase order. Leave it on when shipments usually arrive complete; turn it off if receivers should count every box.

Same setting as Fill receiver quantities from the purchase order on Settings › Company.

Default: On.
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: A new receiver for a 40-unit PO opens with 40 on the line.

Do not receive more than was ordered

Stops a receiver from receiving more than the purchase order ordered. Keep it on so over-shipments from vendors are caught at the dock.

Same setting as Don't receive more than the purchase order on Settings › Company.

Default: On.
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: A PO for 100 cannot be received as 110.

Update the vendor cost after receiving

Updates the item's vendor cost to the unit cost on the receiver. Keep it on so the next PO starts at the latest price.

Default: On.
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: Receiving at 382 changes the vendor cost from 380 to 382.

Spread extra receipt cost by

How Add cost on a receiver spreads an extra amount, such as freight or duty, across the lines: by cost, quantity, weight, or volume. Choose Weight or Volume for freight-heavy goods, Cost for duty.

Default: Cost.
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: With Quantity, 100 of freight over 4 units adds 25 to each.

Production

Where to find it: Admin › Company › Preferences › Production

Options for building items.

Show quick build on a sales order

Shows a quick build action on a sales order so an assembled item can be built for that order in one step. Keep it on if you assemble to order.

Default: On.
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: A kit on an order can be built from the order screen.

Lot and serial numbers

Where to find it: Admin › Company › Preferences › Lot and serial numbers

Generated serial numbers, duplicates, and expiration.

Use expiration dates

Same setting as Use expiration dates on Settings › Company.

Default: On.
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: A distributor of widgets with no shelf life turns this off.

Days until a new lot or serial expires (0 leaves it blank)

Gives a new lot or serial that has no expiry date of its own an expiry this many days out. Use it when products have a fixed shelf life.

Shown only while Use expiration dates is on (labelled Serial expiry days beside that switch).

Default: 0 (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: With 365, a lot received today expires a year from today.

Prefix for generated serial numbers

The text at the start of serial numbers Invatrak generates. Choose something that cannot be mistaken for a manufacturer serial.

Default: SN.
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: SN gives SN1001.

Next serial number

The number the next generated serial will use. Raise it if you are continuing a series from another system.

Default: 1001.
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: 5000.

Digits to pad (0 does not pad)

Pads generated serial numbers with leading zeros to this many digits. Use it so serials sort correctly.

Default: 4.
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: With 6, the next serial is SN001001.

Fill a missing serial number from the sequence when a receipt or adjustment is saved

When a receipt or adjustment for a serial-tracked item is saved with a blank serial, the next generated number is filled in. Turn it on if your products have no serial of their own.

Default: Off.
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: Receiving 3 units with blank serials assigns SN1001 to SN1003.

Every item shares one number sequence

All items draw generated serials from one shared sequence. Choose it when a serial must be unique across your whole catalog.

Use either this or "Each item has its own number sequence", not both.

Default: Off.
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: Item A gets SN1001, item B then gets SN1002.

Each item has its own number sequence

Each item keeps its own serial sequence. Choose it when serials only need to be unique within an item.

Default: On.
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: Item A and item B can each have SN1001.

Allow the same number on more than one line

Allows the same serial or lot number to be saved again. Turn it off if serials are unique, such as device serials.

Default: On.
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: With it on, lot L-77 can be received on two receivers.

Duplicate check looks only at numbers still in stock

The duplicate check compares only against numbers still in stock, so a serial that was sold and returned can be received again. Keep it on unless a number must never be reused.

Default: On.
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: A serial shipped last year can be received back in.

Refuse a repeated number

Refuses a serial or lot number that already exists, instead of just warning. Turn it on when every serial must be unique.

Default: Off.
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: Receiving SN1001 a second time is refused.

Email

Where to find it: Admin › Company › Preferences › Email

Fallback sender details for outgoing mail.

Name on outbound mail when the connection has none

The sender name used on outgoing email when the mail connection does not set one. Use your company or department name.

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: Northwind Supply Orders.

Address on outbound mail when the connection has none

The sender address used on outgoing email when the mail connection does not set one. Use an address on your own domain that can receive replies.

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: orders@yourcompany.com.

Document entry

Where to find it: Admin › Company › Preferences › Document entry

Optional improvements to how documents are entered. Each is off until you turn it on, so people are not surprised by a change.

Edit quantity, price, discount, and description in the line grid

Lets people change quantity, price, discount, and description directly in a document's line grid without opening the line. Turn it on for faster order entry.

Default: Off.
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: Click the quantity cell on a line and type 5.

Convert a quote, sales order, or repair with one button

Adds a single button that converts a quote to a sales order, a sales order to a ship doc, or a repair onward. Turn it on if your staff convert documents all day.

Default: Off.
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: One click turns quote Q-120 into a sales order.

Remember each user's last warehouse, ship method, and sales rep

A new document starts with the warehouse, ship method, and sales rep that person used last, and a purchase order can suggest a reorder quantity. Turn it on when each person works mostly from one warehouse or for one rep.

Default: Off.
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: A user who last shipped from East starts the next order in East.

Add a line from a barcode scan in any line grid

Scanning a barcode in a line grid adds the item, or raises its quantity if it is already there. Turn it on if you use a USB or Bluetooth scanner.

Default: Off.
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: Scanning a box label twice gives one line with quantity 2.