Introduction:

The Purchase Order Creation settings allow you to customize various aspects of your purchase order process. This guide provides a summary of the settings available on the General settings page and their respective functions.

Step-by-Step Guide to Configure Purchase Order Creation Settings:

• Click on the cog icon at the top-right of the page and select "Company Settings" from the list.
• In the Company Settings menu on the left-hand side, choose "Purchase Order Creation" and then select "General."

 

Email Address for Purchase Orders:

Specify the email address where all Purchase Orders, invoices, credit notes, and statements should be sent to by entering it in the provided box.

Use Purchase Requisitions:

Enable this setting to require the creation of a Purchase Requisition and its submission through an approval process. The approved Purchase Requisition will then become a Purchase Order sent to your supplier.

GRN by Value:

Can create goods received notes by value, rather than quantity (Must have Manual GRN enabled)

Do not display status on purchase requisition/order PDF:

Allows you to remove the approval status from the purchase requisition or purchase order PDF.

Naming Purchase Orders and Purchase Requisitions:

You can provide a custom name for your Purchase Orders and/or Purchase Requisitions by entering the desired name(s) in the respective box(es).

Purchase Requisition Number Counter:

If you prefer your Purchase Requisitions to begin from a specific number, enter that number in the designated box. Note, this value cannot be decreased. The value of the next PR will be the number in this field +1.

Terms and Conditions:

To include your Terms and Conditions as a separate attachment with your Purchase Orders, click on "Manage 'Terms and Conditions'" and upload a PDF copy of the document.

Prevent subsequent CC emails when resending to supplier:

Use this feature to remove the creator of the PR/PO from subsequent email reminders to the supplier.

Purchase Order Prefixes:

Choose whether Purchase Order prefixes are required on every Purchase Order or not. Enabling this setting ensures prefixes are mandatory for all created Purchase Orders.

Editable PO Numbers:

Decide whether PO numbers can be edited or if they should be automatically incremented. Enable the switch if you want to allow editing, or leave it off for automatic incrementing.

Auto Send:

When this setting is enabled, every Purchase Order will be automatically sent to the supplier upon completion of the final approval. Disable the switch if you want to manually control when to send Purchase Orders.

Purchase Order Nominal Ledger:

Enable this setting to ensure that every Purchase Order must have only one nominal ledger assigned to it. This assigned nominal ledger will be automatically applied to all lines within the Purchase Order.

Require Nominal Ledger:

Enable this setting if all PR/PO’s should be assigned a Nominal Ledger upon creation.

Require Department:

Enable this setting if all PR/PO’s should be assigned a Department code upon creation.

Use Supplier routing rules for approval:

Enable this setting to utilize the approval rules defined for each supplier when routing Purchase Orders for approval. Disabling this switch will require manual selection of an approver for each Purchase Order.

Disable sending of backup documents that are attached to purchase orders:

When enabled, will no longer allow you to select and send backup documents as attachments to suppliers when sending purchase orders to suppliers.

Bypass Approval on PO creation:

When the switch is turned on, every Purchase Order created will be sent to the supplier immediately, bypassing any approval process. Leave this switch off if you want all Purchase Orders to go through the approval workflow.

Toggle VAT in Purchase Order Line Items:

Toggle this switch to determine whether VAT should be included on every Purchase Order sent to suppliers. Disable the switch if VAT inclusion is not necessary.

Default Billing Address and Phone Number:

If you haven't set a default Billing Address or Phone Number in the default settings, enabling these switches will use the address and phone number provided during company creation as the default for all Purchase Requisitions/Orders.

Display Company VAT Number:

When switched on, your VAT number will be displayed on every Purchase Requisition/Order. Disable this switch if you prefer not to display the VAT number.

Do not Require Supplier Email in purchase order creation:

Purchase Orders can be created without the supplier’s email address.

Auto fill default supplier nominals, department & cost centre:

This will automatically fill in the supplier defaults when creating a new po or line item.

Purchase Order Prefix with Current Date:

By enabling this switch, you can use the current date as a prefix for Purchase Requisitions/Orders. The format for the prefix will be 'YYYY/MM'.

User-Defined Prefixes:

To create user-defined prefixes for Purchase Requisitions/Orders, click "Add New" and enter.

Default Approvers:

Approvers will be automatically set to approve a purchase order if the order value exceeds their specified amount. If no value is specified, this employee will be set to approve every order. If only a threshold value is set, then a user must be selected at order creation

Notify Employee Settings:

Notify these Employees via email when an order is created