Purchase Module Configuration

Purchase Module Configuration

The Purchase Module Configuration in EquiBillBook allows you to customize and control various aspects of your purchase operations. This comprehensive guide will help you understand and configure all the essential purchase settings to optimize your procurement and purchasing processes.

Accessing Purchase Settings

To configure your purchase module settings:

1. Navigate to Settings → Purchase Settings
2. You'll see various configuration sections for different aspects of purchase operations
3. Make your changes and click "Update" to apply the settings

Core Purchase Module Features

EquiBillBook's Purchase Module includes several configurable features:

• Purchase Quotation: Enable or disable quotation functionality for supplier inquiries
• Purchase Order: Enable or disable order management for placing orders with suppliers
• Purchase Status: Enable or disable purchase status tracking and workflow management
• Free Quantity: Enable or disable free quantity offers from suppliers
• Special Discount: Enable or disable special discount functionality
• Round Off: Enable or disable invoice amount rounding for purchase bills
• Price Editing: Enable or disable editing product prices from purchase screen

Module Activation Settings

You can enable or disable specific purchase features based on your business needs:

Enabling Purchase Quotations

If you need to request quotations from suppliers before placing orders:

• Enable the "Enable Purchase Quotation" option
• This allows you to create quotations that can later be converted to purchase orders or bills
• Useful for businesses that need supplier quotations before making purchase decisions
• Helps in comparing prices from multiple suppliers

Enabling Purchase Orders

For businesses that need order management for suppliers:

• Enable the "Enable Purchase Order" option
• Create purchase orders that can be converted to purchase bills upon receipt
• Track order status and fulfillment from suppliers
• Maintain proper purchase order workflow

Enabling Purchase Status

For tracking purchase document statuses:

• Enable the "Enable Purchase Status" option
• Track status of purchase quotations, orders, and bills
• When disabled, all purchases will be marked as "Item Received"
• Useful for businesses with complex purchase workflows

Discount Configuration

Configure how discounts work in your purchases:

• Enable Special Discount: Allow special discounts beyond standard discount rules
• Special Discount Account: Select the account for recording special discounts (requires Accounts module)
• Discount Account: Select the account for recording regular purchase discounts
• Discounts can help you track supplier discounts and maintain accurate purchase costs

Price Management Settings

Control how prices are managed during purchases:

• Enable Editing Product Price: Allow editing product prices directly from the purchase screen
• Useful when supplier prices differ from your default purchase prices
• When disabled, prices are locked and cannot be modified during purchase entry
• Helps maintain price consistency across purchases

Quantity Management

Configure quantity-related features:

• Enable Free Quantity: Allow recording free quantities offered by suppliers
• Useful for "Buy X Get Y Free" offers from suppliers
• Helps track promotional quantities received from suppliers
• Maintains accurate stock records including free items

Round-off Configuration

Configure rounding settings for purchase invoices:

• Enable Round Off: Enable automatic rounding of purchase invoice totals
• Round Off Account: Select the account for recording round-off differences (requires Accounts module)
• Helps in maintaining clean invoice totals
• Ensures accurate accounting of small differences

Payment Configuration

Configure payment-related settings:

• Default Payment Term: Set the default payment terms for new purchase bills
• Payment terms define when payments are due to suppliers
• Can be customized per supplier if needed
• Helps in managing cash flow and payment schedules

Auto Print Settings

Configure automatic printing options for purchase documents:

• Auto Print (Purchase Quotation): Automatically print when creating purchase quotations
• Auto Print (Purchase Order): Automatically print when creating purchase orders
• Auto Print (Purchase Bill): Automatically print when creating purchase bills
• Auto Print (Purchase Return): Automatically print when creating purchase returns
• Saves time by automatically printing documents after creation
• Useful for businesses that require physical copies of purchase documents

Account Linking (Accounts Module Required)

If you have the Accounts module enabled, you can link purchase transactions to accounting accounts:

• Discount Account: Select the account for recording purchase discounts
• Special Discount Account: Select the account for recording special discounts
• Round Off Account: Select the account for recording round-off differences
• Proper account linking ensures accurate financial reporting
• Helps in generating accurate purchase and expense reports

Best Practices for Purchase Module Configuration

• Start with essentials: Enable only the features you currently need
• Align with supplier processes: Configure settings that match your supplier workflows
• Review regularly: Periodically review settings as your business grows
• Test changes: Test configuration changes before applying to production
• Document settings: Keep a record of your configuration choices
• Train your team: Ensure all users understand the configured settings
• Use auto print wisely: Only enable auto print for documents you regularly need in physical format

Common Configuration Scenarios

Retail Business

• Enable purchase orders for supplier management
• Enable free quantity for promotional items
• Enable special discount for supplier discounts
• Enable round-off for clean invoice totals
• Configure auto print for purchase bills

Manufacturing Business

• Enable purchase quotations for price comparison
• Enable purchase orders for material procurement
• Enable purchase status for workflow tracking
• Enable price editing for flexible pricing
• Configure proper account linking for cost accounting

Wholesale Business

• Enable purchase quotations for bulk purchases
• Enable purchase orders for supplier orders
• Enable free quantity for volume discounts
• Configure payment terms for cash flow management
• Enable auto print for purchase orders and bills

Saving Your Configuration

After making all necessary changes:

1. Review all settings carefully
2. Click the "Update" button
3. Wait for the confirmation message
4. Test the changes by creating a test purchase quotation, order, or bill

Troubleshooting

Settings not saving?

• Check that you have proper permissions to modify purchase settings
• Ensure all required fields are filled
• Check for validation errors
• Try refreshing the page and saving again

Changes not reflecting in purchase documents?

• Settings typically apply to new documents only
• Existing purchase documents retain their original settings
• Clear browser cache if needed
• Log out and log back in

Account linking not visible?

• Ensure the Accounts module is enabled in your subscription
• Check if you have proper permissions for account settings
• Verify that accounts are properly set up in the Accounts module

What's Next?

After configuring the purchase module, you should:

1. Configure purchase numbering rules
2. Set up purchase approval settings (if needed)
3. Configure purchase tax settings
4. Set up purchase discount settings
5. Configure payment terms for suppliers
6. Test creating a sample purchase quotation or order to verify all settings

Proper purchase module configuration is essential for efficient procurement operations. Take time to configure settings that match your business needs and supplier workflows.