General Settings
Purpose
The General Settings page is used to configure numbering sequences, document prefixes, shipping information, default document content, PDF branding, recurring invoice schedules, and Vendor Portal behavior for the Purchase module.
Access General Settings
Step 1
Navigate to:
Purchase → Settings
Step 2
Select General Settings.
Step 3
Update the required settings.
Step 4
Click Save.
The configuration changes are applied immediately.
General Information
Purpose
General Information settings control document numbering and automatic generation behavior.
Purchase Order Number Prefix
Used to define the prefix applied to Purchase Order numbers.
Example
PO-00001
Where:
-
PO = Prefix
-
00001 = Sequence Number
Next Purchase Order Number
Defines the next Purchase Order number to be generated.
When a new Purchase Order is created:
-
The system uses the configured number.
-
The number automatically increases by 1 after each creation.
Example
Current Value = 100
Next Purchase Order:
PO-100
Following Purchase Order:
PO-101
Reset Numbering
Set the value to 1 if you want numbering to start from the beginning.
Purchase Request Number Prefix
Used to define the prefix applied to Purchase Request numbers.
Example
PR-00001
Next Purchase Request Number
Defines the next Purchase Request number to be generated.
The system automatically increases the number after each Purchase Request creation.
Reset Numbering
Set the value to 1 to restart numbering.
Purchase Invoice Prefix
Used to define the prefix applied to Purchase Invoice numbers.
Example
PINV-00001
Debit Note Prefix
Used to define the prefix applied to Debit Note numbers.
Example
DN-00001
Hour of Day to Perform Automatic Purchase Invoice Operations
Used to schedule automatic recurring Purchase Invoice generation.
Workflow Rules
-
Recurring Purchase Invoices are automatically generated at the configured hour.
-
The system executes recurring invoice processing once per day at the specified time.
Shipping Information
Purpose
Shipping Information is used to define default shipment information displayed on Purchase Order PDF documents.
Configuration
Enter the shipping information that should appear on Purchase Order PDFs.
Example Information
-
Shipping Address
-
Delivery Instructions
-
Contact Information
-
Warehouse Details
Usage
The configured shipping information is automatically included in:
-
Purchase Order PDFs
Other Information
Purpose
Other Information settings provide default content and branding for purchasing documents.
Terms & Conditions
Purpose
Create default Terms & Conditions content that automatically appears when creating purchasing documents.
Supported Documents
Default Terms & Conditions can be used in:
-
Quotations
-
Purchase Orders
-
Debit Notes
-
Purchase Invoices
Usage
The configured content automatically populates the Terms & Conditions field when creating new documents.
Users can modify the content if necessary.
Vendor Note
Purpose
Create default Vendor Note content used in purchasing documents.
Supported Documents
Default Vendor Notes can be used in:
-
Quotations
-
Purchase Orders
-
Debit Notes
-
Purchase Invoices
Usage
The configured Vendor Note is automatically inserted into new purchasing documents.
Users can modify the content when needed.
PDF Logo
Purpose
The PDF Logo setting defines the logo displayed in generated purchasing PDFs.
Supported Documents
The configured logo is displayed in:
-
Purchase Orders
-
Purchase Requests
-
Quotations
-
Debit Notes
Usage
Upload a logo image and save the settings.
The logo is automatically displayed in generated PDF files.
Vendor Portal Settings
Purpose
Vendor Portal settings control vendor access and visibility.
Enable or Disable Vendor Portal Login
Controls whether vendors can access the Vendor Portal login page.
Enabled
-
Vendors can access the Vendor Portal login page.
-
Vendor accounts can log in normally.
Disabled
-
Vendor login is blocked.
-
Vendor Portal access is unavailable.
Enable or Disable Vendor Portal Homepage
Controls whether the Vendor Portal homepage is available.
Enabled
-
Vendors can access the homepage after login.
Disabled
-
Homepage visibility is restricted.
Purchase Order Display Settings
Used to determine which Purchase Orders are visible within the Vendor Portal.
Configuration
Select the Purchase Order statuses that should be displayed to vendors.
Example
Display:
-
Approved Purchase Orders
-
Confirmed Purchase Orders
Hide:
-
Draft Purchase Orders
-
Rejected Purchase Orders
Synchronization
General Settings are synchronized with:
-
Purchase Orders
-
Purchase Requests
-
Purchase Invoices
-
Debit Notes
-
Quotations
-
Vendor Portal
-
PDF Templates
-
Recurring Invoice Scheduler
-
Document Numbering System
Permissions
| Permission | Description |
|---|---|
| View Settings | Allows users to view General Settings. |
| Edit Settings | Allows users to modify General Settings. |
| Manage Vendor Portal | Allows users to configure Vendor Portal behavior. |
| Manage Numbering | Allows users to configure document numbering sequences. |
Important Notes
-
Document numbering automatically increments based on configured values.
-
Setting the next document number to 1 restarts numbering.
-
Shipping Information is displayed on Purchase Order PDFs.
-
Terms & Conditions and Vendor Notes are automatically populated when creating new documents.
-
PDF Logo branding applies to purchasing documents generated as PDFs.
-
Recurring Purchase Invoices are generated automatically according to the configured schedule.
-
Vendor Portal access can be fully enabled or disabled through these settings.
-
Purchase Order visibility within the Vendor Portal can be controlled by status.