System Settings

Overview

System Settings covers the reference data and configuration tables that underpin Backbone MRP operations. These settings define the options available throughout the system for payment terms, shipping methods, GL accounts, exchange rates, and operational schedules.

Chart of Accounts

The Chart of Accounts defines the GL accounts used throughout Backbone MRP for revenue recognition, expense tracking, and inventory valuation. These accounts are assigned to invoice line items, vendor bill line items, and other financial transactions.

Managing Accounts

1. Navigate to Administration → Accounts
2. View the list of configured GL accounts
3. Click "New" to add a new account
4. Enter the account code, name, and type
5. Save the account

Account Usage

• Invoice Line Items: Revenue accounts assigned to invoiced parts
• Vendor Bill Line Items: Expense accounts for purchased items
• Account Assignments: Default GL account mappings for automated assignment

Payment Terms

Payment terms define the payment conditions applied to customer invoices and vendor bills. They control due date calculations and early payment discount options.

Managing Payment Terms

1. Navigate to Administration → Order Terms
2. View the list of configured terms
3. Click "New" to add new terms
4. Enter the terms code and description
5. Configure due date calculation rules
6. Save the terms

Common Payment Terms

Payment terms are selected when creating orders, invoices, and purchase orders. Default terms can be set per customer or vendor.

Shipping Methods (Ship Via)

Shipping methods define the carrier and service options available for outbound shipments and inbound purchase order deliveries.

Managing Shipping Methods

1. Navigate to Administration → Ship Vias
2. View the list of configured shipping methods
3. Click "New" to add a new method
4. Enter the method name and carrier details
5. Save the shipping method

Usage

Shipping methods appear as dropdown options on:

• Sales orders (default shipping for the order)
• Shipments (actual carrier used for the shipment)
• Purchase orders (requested delivery method from vendor)

Exchange Rates

Exchange rates enable multi-currency support in Backbone MRP. Configure rates for each foreign currency used in customer or vendor transactions.

Managing Exchange Rates

1. Navigate to Administration → Exchange Rates
2. View current rates for configured currencies
3. Click "New" to add a new currency rate
4. Enter the currency code and exchange rate
5. Save the rate

Schedules and Shutdown Ranges

Configure operational schedules and shutdown periods that affect delivery date calculations and capacity planning.

Shutdown Ranges

Define company-wide shutdown periods (holidays, plant closures) that the system accounts for when calculating lead times and delivery dates.

• Start Date: First day of the shutdown period
• End Date: Last day of the shutdown period
• Description: Reason for the shutdown (e.g., Holiday Break, Maintenance)

Document Repository

The organization-level document repository provides centralized file storage for company-wide documents that aren't specific to individual customers, vendors, or parts.

Accessing the File Browser

1. Navigate to Administration
2. Click "Files" in the organization workbench
3. Browse, upload, or download organization documents

Common Uses

• Company policies and procedures
• Quality manuals and certifications
• Shared templates and forms
• Training materials

Best Practices

• Account Consistency: Align GL accounts with your accounting system (QuickBooks) for seamless integration
• Standard Terms: Use a consistent set of payment terms to simplify accounts receivable and payable management
• Rate Updates: Schedule regular exchange rate updates for multi-currency operations
• Shutdown Planning: Enter shutdown ranges well in advance so delivery date calculations remain accurate