Purchase Order Settings

Purchase Order Settings

Purchase Order settings in EquiBillBook allow you to configure how purchase orders are created, tracked, and converted to purchase bills. These settings control numbering, workflow, and integration with the purchase process.

Accessing Purchase Order Settings

To configure purchase order settings:

1. Navigate to Settings → Purchase Settings
2. Go to Purchase Order Settings section
3. Configure various options for purchase orders
4. Click "Update" to save changes

Purchase Order Numbering

Configure numbering for purchase orders:

• Numbering Format: Set prefix and format for purchase order numbers
• Prefix: Common prefixes include PO, PORD, PUR-ORD
• Number of Digits: Set sequence number length (e.g., 4 digits = 0001)
• Starting Number: Set initial counter value
• Year/Month Reset: Configure if numbering resets annually or monthly
• Branch-Specific Numbering: Separate numbering per branch if applicable

Purchase Order Enable/Disable

Control purchase order functionality:

• Enable Purchase Order: Enable or disable purchase order feature
• When enabled, you can create and manage purchase orders
• When disabled, purchase order options are hidden

Default Values

Configure default values for new purchase orders:

• Default Payment Terms: Set default payment terms
• Default Location: Set default branch/location
• Default Delivery Date: Set default expected delivery date offset
• Default Currency: Set default currency

Workflow Settings

Configure purchase order workflow:

• Status Tracking: Enable purchase status tracking for orders
• Approval Workflow: Enable approval process for orders
• Auto Approval: Automatically approve orders below certain amount
• Status Options: Configure available order statuses

Conversion Settings

Configure conversion to purchase bills:

• Allow Conversion: Enable conversion of orders to bills
• Auto Convert on Receipt: Automatically convert when items received
• Partial Conversion: Allow partial conversion of orders
• Convert on Approval: Convert orders when approved

Price and Quantity

Configure price and quantity settings:

• Price Locking: Lock prices from quotation to order
• Quantity Validation: Validate quantities against quotations
• Allow Price Changes: Permit price modifications during order creation

Delivery Tracking

Configure delivery-related settings:

• Expected Delivery Date: Enable expected delivery date tracking
• Delivery Location: Set default delivery location
• Delivery Instructions: Allow delivery instruction fields

Print Settings

Configure printing options:

• Auto Print: Automatically print order after creation
• Default Template: Select default print template
• Print Terms: Include terms and conditions in print

Email Settings

Configure email options:

• Auto Send Email: Automatically email orders to suppliers
• Email Template: Select default email template
• Email Notifications: Enable notifications for order status changes

Notifications

Configure notification settings:

• Supplier Notifications: Notify suppliers when orders are created
• Internal Notifications: Notify staff about order status
• Overdue Alerts: Alert when orders are overdue

Best Practices

• Enable purchase orders for better procurement control
• Set up approval workflow for significant orders
• Configure numbering format that suits your business
• Enable status tracking for better visibility
• Set up email notifications for timely updates

Purchase Order settings help you manage procurement processes effectively and maintain control over purchases in EquiBillBook.