Overview
System → Configuration → Admin Options
The Admin Options system provides centralized configuration for system-wide settings that affect all users in Inventory Pro. These settings control core system behavior, feature availability, default values, numbering sequences, and operational parameters across the entire organization.
Important: Changes made in Admin Options apply to ALL system users and affect global system behavior.
Key Features
- System-Wide Configuration: Settings that affect all users and operations
- Numbering Sequences: Control automatic numbering for orders, assets, and documents
- Default Values: Set organizational defaults for operations and processes
- Feature Controls: Enable or disable system-wide features and modules
- Integration Settings: Configure external system integrations and connections
- Email Configuration: System-wide email and notification settings
Accessing Admin Options
Navigating Admin Options
To access configuration settings:
- Navigate to System → Configuration → Admin Options
- Select configuration category from “OptionType” dropdown:
- System Settings: Core system behavior and defaults
- Numbers: Automatic numbering sequences and formats
- Email Settings: Email server and notification configuration
- Integration: External system connections and API settings
- Features: Enable/disable system features and modules
- Modify settings as needed
- Click “Apply” to save changes
- Confirm changes when prompted (affects all users)
Search Functionality:
- Use search box to quickly find specific settings
- Search filters results across all option categories
- Keywords match against setting names and descriptions
Configuration Categories
System Settings
Common system-wide settings:
To configure system defaults:
- Select “System Settings” from OptionType dropdown
- Locate setting to modify using search or scroll
- Update setting value in the value column
- Click “Apply” to save changes
- Confirm system-wide change
Key system settings include:
- Default warehouse assignments
- Inventory tracking methods
- Rounding precision for calculations
- Date format preferences
- Session timeout durations
- System maintenance mode toggle
- Decimal place precision
- Default transaction types
Numbering Sequences
System → Configuration → Admin Options → Numbers
To configure automatic numbering:
- Select “Numbers” from OptionType dropdown
- Locate numbering sequence to configure
- Enter next number value in sequence
- Format patterns using prefix/suffix if supported
- Click “Apply” to save changes
- System validates number format before saving
Configurable number sequences:
- Purchase Order Numbers: Next PO number in sequence
- Sales Order Numbers: Next SO number in sequence
- Work Order Numbers: Manufacturing work order sequence
- Asset Numbers: Next asset tag number
- RMA Numbers: Return merchandise authorization sequence
- Invoice Numbers: Invoice numbering sequence
- Packing Slip Numbers: Shipping document sequence
- Transfer Numbers: Inter-warehouse transfer sequence
Number format rules:
- Numeric sequences auto-increment
- Alphanumeric formats supported with patterns
- Leading zeros preserved in sequences
- Validation prevents duplicate numbers
- Changes affect next document created
Email Configuration
System → Configuration → Admin Options → Email Settings
To configure email integration:
- Select “Email Settings” from OptionType dropdown
- Configure SMTP server settings:
- SMTP Server: Mail server hostname or IP
- SMTP Port: Server port (typically 25, 587, or 465)
- SMTP Username: Authentication username
- SMTP Password: Authentication password
- From Email: Default sender email address
- From Name: Default sender display name
- Configure email notification settings:
- Enable Notifications: Master toggle for email alerts
- Order Notifications: Auto-send order confirmations
- Low Stock Alerts: Email alerts for inventory levels
- Error Notifications: System error email notifications
- Click “Apply” to save configuration
- Test email settings using test email function
Email integration services:
- Mailjet integration support
- SendGrid integration support
- Standard SMTP server support
- SSL/TLS encryption options
Integration Settings
System → Configuration → Admin Options → Integration
To configure external integrations:
- Select “Integration” from OptionType dropdown
- Configure integration parameters:
- API Keys: External system authentication keys
- Endpoints: Integration service URLs
- Sync Frequencies: Automatic data sync intervals
- Data Mapping: Field mapping configurations
- Enable/disable specific integrations
- Click “Apply” to save settings
Supported integrations:
- Accounting system connections
- E-commerce platform integrations
- Shipping carrier integrations
- Barcode scanner configurations
- RFID system integrations
- Third-party API connections
Feature Controls
System → Configuration → Admin Options → Features
To enable or disable features:
- Select “Features” from OptionType dropdown
- Review available feature toggles
- Check or uncheck feature checkboxes:
- Serial Number Tracking: Enable serial number requirements
- Lot Tracking: Enable lot/batch tracking
- Multi-Warehouse: Enable multi-warehouse operations
- Asset Management: Enable asset tracking module
- Work Orders: Enable manufacturing work orders
- Quality Control: Enable QC inspection processes
- Click “Apply” to save changes
- Features are immediately available/unavailable for all users
Option Types and Organization
Understanding Option Categories
Option organization structure:
- System Settings: Core operational defaults
- Numbers: Automatic numbering sequences
- Email Settings: Communication configuration
- Integration: External system connections
- Features: Module and feature toggles
- Advanced: Expert-level technical settings
- Security: System-wide security parameters
- Display: UI and display preferences
Adding Custom Option Categories
For system customization:
- Contact system administrator
- Custom option categories can be added for specialized configurations
- Custom options follow same structure as standard options
- Changes require appropriate permissions
Applying Configuration Changes
Save and Confirmation Process
When applying changes:
- Click “Apply” button to save modifications
- System displays confirmation prompt
- Confirmation message states: “Changes on this screen apply to all system users”
- Click “OK” to confirm changes
- System saves configuration and applies immediately
- All users affected by changes on next action/page refresh
Validation during save:
- Number sequences validated for format
- Required fields checked for values
- Integration settings tested for connectivity
- Feature dependencies validated
- Invalid entries rejected with error messages
Best Practices
Configuration Management
- Document Changes: Record all configuration modifications with dates and reasons
- Test Impact: Test changes in development environment when possible
- User Communication: Notify users of changes that affect their workflows
- Regular Review: Periodically review settings to ensure alignment with operations
- Backup Settings: Document current settings before major changes
Security Considerations
- Access Control: Limit Admin Options access to authorized administrators only
- Change Approval: Implement change approval process for critical settings
- Audit Trail: Monitor who makes configuration changes and when
- Password Protection: Keep integration passwords and API keys secure
- Permission Validation: Verify user has Security ID 159 for access
The Admin Options system provides centralized control of system-wide configuration settings, enabling administrators to customize Inventory Pro behavior, manage numbering sequences, configure integrations, and control feature availability across the entire organization.