Configuration
The Configuration section allows you to customize various settings in the Purchase module to fit your business needs. These configurations help you manage vendor pricing, control invoice creation, and maintain the integrity of your purchase orders.
Vendor Pricelist
If one product has multiple prices from different vendors, use the Vendor Pricelist to manage supplier-specific pricing.
To add a vendor pricelist for a product, follow the steps below:
Step 1 — Navigation
Navigate to Purchase ‣ Products ‣ Products.
Step 2 — Open a Product
Open a product and go to the Purchase tab.
Step 3 — Add a line
In the Purchase tab, click Add a line.
Step 4 — Enter Vendor Price Details
In the new line, fill in the following details:
- Vendor (Required) – Select the supplier for this price.
- Vendor Product Name (Optional) – Enter the product name used by the supplier (if different from your internal product name).
- Vendor Product Code (Optional) – Enter the supplier product code/SKU for this item.
- Product Variant (Optional) – Select the specific variant this vendor price applies to (if variants exist).
- Delivery Lead Time (Optional) – Number of days the vendor usually takes to deliver after order confirmation.
- Quantity (Required) – Minimum quantity required for this price to apply.
- Price (Required) – Unit purchase cost offered by the supplier.
- Currency (Auto) – Currency used for the vendor price.
- Validity (Optional) – Start and end dates during which this price is active.
Step 5 — Save
After entering all the necessary details, click Save to add this vendor price to the product.
Invoice Policy
The Control Policy configuration allows you to set whether invoice is create before or after the receipt of goods.
To set up the control policy, navigate to Product, then click the Purchase tab, and find the field Control Policy. You can select the radio button to set the control policy as either On ordered quantities or On received quantities.
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On ordered quantities – This means that the vendor bill can be created based on the quantities ordered, regardless of whether the goods have been received or not. This is typically used when you want to process invoices as soon as the order is placed.
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On received quantities – This means that the vendor bill can only be created based on the quantities that have been physically received. This is typically used when you want to ensure that you are only invoiced for goods that have actually been delivered.
This configuration is only applied when you create a bill from the purchase order with this product. If you create a bill with other product that not set up with the control policy, the system will follow the default setting which is On received quantities.
You can setup the control policy for all products in your system under settings. Navigate to Purchase ‣ Configuration ‣ Settings. In the settings form, find the field Bill Control under the section Invoicing. You can select the radio button to set the default control policy as either Ordered quantities or Received quantities.
Lock Confirmed Orders
The Lock Confirmed Orders configuration allows you to prevent any modifications to purchase orders once they have been confirmed. This is a crucial control mechanism to maintain the integrity of your purchasing process and ensure that all confirmed orders are final and cannot be altered without proper authorization.
To enable this configuration, navigate to Purchase ‣ Configuration ‣ Settings. In the settings form, find the field Lock Confirmed Orders under the section Orders. Toggle the switch to enable this feature.
Once enabled, any purchase order that has been confirmed will be locked from further edits. This means that users will not be able to change any details of the order, such as quantities, prices, or delivery dates, without first canceling the order and creating a new one.
Enabling this configuration is highly recommended for businesses that require strict control over their purchasing process and want to minimize errors or unauthorized changes to confirmed orders.
Warnings
The Warnings feature allows you to set up warning alerts in orders for products or vendors. This is useful for flagging potential issues such as known supply chain disruptions, quality concerns, or any other important notes that should be considered when purchasing a particular product from a specific vendor.
To set up a vendor/product warning, follow these steps:
Step 1 — Navigation
Navigate to Purchase ‣ Configuration ‣ Settings.
Step 2 — Enable Warnings
Click the checkbox next to Warnings to enable this feature in the system. This will allow you to create and manage warnings for specific vendor/product combinations.
Step 3 — Save
After enabled the warnings, click Save to apply the changes.
Once a vendor/product warning is set up and active, it will automatically trigger an alert message whenever that specific combination is selected in a purchase order. This helps ensure that important considerations are not overlooked during the purchasing process.
Step 4 — Add Warning to Product/Vendor
Add Warning to Product
To add a warning message to a specific product or vendor.
For product warning, navigate to Purchase ‣ Products ‣ Products, open a product, go to the Purchase tab, and find the field Warning. Enter the warning message you want to associate with this product.
Once the warning message is seted up for the product, it will trigger an alert message whenever this product is selected in a purchase order.
Add Warning to Vendor
To add a warning message to a specific vendor, navigate to Purchase ‣ Vendors ‣ Vendors, open a vendor, go to the Purchase tab, and find the field Warning. Enter the warning message you want to associate with this vendor.
Once the warning message is set up for the vendor, it will trigger an alert message whenever this vendor is selected in a purchase order.
