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 Invatrak 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 Invatrak, 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.

Roles allowed to set a status

On Settings › Statuses each custom status can be limited to certain roles. Leave the roles clear and every role can set the status; tick roles to restrict it. Administrators can always set any status.

• Who can change it: Roles with the Doc Status rights (Roles grid, General tab). Out of the box Admin and GM.
• Example: Only Accounting can set "Credit approved".

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 |

Profile lists

Where to find it: Admin › Lists › Profile lists

Profile lists are the pick-lists used across Invatrak: 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 and Discount if paid within days

An early-payment discount, such as 2 percent if paid within 10 days. These values are sent to QuickBooks with the terms. Fill them in only for terms that offer a discount.

• 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, within 10 days, Due days 30.

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 |

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.

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 Invatrak. 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 and Type

The group's name and the type of every item in it. Choose the type carefully: it decides whether items track stock.

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

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: Invatrak 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.

Color rule (List, Name, Color, Column, Match, Value)

A rule that colors a list row: choose the list, give the rule a name and color, then the column (number, date, party, status, status type, or total), how to compare (Equals, Contains, Greater than, Less than), and the value. Use a few strong rules rather than many.

• Default: Color #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: Sales orders where total is greater than 10000 shown in light gold.

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.