Purchase Options
Purpose
The Purchase Options screen allows administrators to configure global settings that control the behavior of the Purchase Management module. These settings affect purchase requests, quotations, purchase orders, vendor portal functionality, approval workflows, numbering formats, PDF layouts, notifications, and other purchasing processes.
Changes made in this screen apply throughout the Purchase module.
View
To access Purchase Options:
Step 1
Navigate to Settings within the Purchase Module from the left sidebar.
Step 2
Select Purchase Options.
The system displays all available purchase configuration settings.
Edit
To modify purchase settings:
Step 1
Navigate to Settings → Purchase Options.
Step 2
Enable or disable the required options.
Step 3
Click Save.
The updated settings become effective immediately throughout the Purchase module.
Field Descriptions
| Field | Description |
|---|---|
| Not Creating Purchase Request, Quotation | Hides the Quotation field on the Add Purchase Order form. |
| Load Items by Vendor | Displays only items associated with the selected vendor when creating quotations or purchase orders. If disabled, all items are available. |
| Only Show Prefix & Number on Purchase Order Number Field | Purchase order number format uses Prefix – Number – Vendor Code only. |
| Allow Vendor to Register | Displays the Register button on the Vendor Portal login page. |
| Allow Vendor Add/Edit/Delete Purchase Invoice | Allows vendors to create, edit, and delete purchase invoices from the Vendor Portal. |
| Allow Vendor Add/Edit/Delete Purchase Quotation | Allows vendors to create, edit, and delete purchase quotations from the Vendor Portal. |
| Automatically Create a Purchase Order When the Quotation is Approved | Automatically generates a purchase order after quotation approval. |
| Show TAX per Item | Displays tax information at item level in quotations, purchase orders, and PDFs. |
| Send Email Welcome for New Contact | Automatically sends a welcome email when a new vendor contact is created. |
| Reset Purchase Order Number Every Month | Automatically restarts purchase order numbering at the beginning of each month. |
| Show Vendor Note on PO PDF | Displays vendor notes on the Purchase Order PDF. |
| Show Purchase Order Name on PO PDF | Displays the purchase order name on the Purchase Order PDF. |
| Show Terms & Conditions on PO PDF | Displays Terms & Conditions content on the Purchase Order PDF. |
| Allow Upload E-Sign for Approve Type | Allows approvers to upload electronic signatures during approval. |
| Allow Edit Purchase Request Number | Allows manual editing of Purchase Request numbers. |
| Allow Edit Purchase Order Number | Allows manual editing of Purchase Order numbers. |
| Can Select Approvers on Purchase Order Form | Allows users to choose approvers directly on the Purchase Order form. |
| Can Select Approvers on FAF Request Form | Allows users to choose approvers directly on FAF request forms. |
| Department Field Required for PO & PR | Makes the Department field mandatory in Purchase Orders and Purchase Requests. |
| Reset Data | Deletes transactional Purchase module data while preserving settings and items. |
Workflow Rules
Purchase Order Creation
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Purchase Orders can be created from approved quotations when automatic PO creation is enabled.
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If Purchase Order approval settings exist, automatically created Purchase Orders will have Draft status.
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If Purchase Order approval settings do not exist, automatically created Purchase Orders will have Approved status.
Vendor Item Loading
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When enabled, only vendor-specific items appear during quotation and Purchase Order creation.
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When disabled, all available items can be selected.
Vendor Portal Access
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Vendors can self-register when vendor registration is enabled.
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Vendors can manage quotations and invoices if the corresponding permissions are enabled.
Approval Selection
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Users may manually select approvers on Purchase Orders and FAF Requests when the respective options are enabled.
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This selection can override standard approval workflow assignment.
Numbering Rules
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Purchase Order numbering can be configured to include:
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Prefix – Number – Vendor Code
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Prefix – Number – Month – Year – Vendor Code
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-
Purchase Order numbering can automatically reset monthly if enabled.
Status Behavior
Automatically Created Purchase Orders
| Condition | Resulting Status |
|---|---|
| Approval workflow exists | Draft |
| No approval workflow exists | Approved |
Synchronization
Purchase Options are synchronized with:
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Purchase Requests
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Purchase Quotations
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Purchase Orders
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Purchase Invoices
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Vendor Portal
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Approval Processes
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Contacts
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Contracts
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Debit Notes
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Return Orders
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PDF Templates
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Notifications
Permissions
| Permission | Description |
|---|---|
| View | Allows users to view Purchase Options. |
| Edit | Allows users to modify Purchase Options. |
| Reset Data | Allows users to perform Purchase module data reset operations. |
Important Notes
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Changes to Purchase Options affect all future transactions unless otherwise specified.
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The Reset Data function permanently deletes:
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Purchase Requests
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Quotations
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Purchase Orders
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Contracts
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Purchase Invoices
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Debit Notes
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Return Orders
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Purchase Invoice Payments
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Related Tasks
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The Reset Data function does not delete:
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Purchase Settings
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Item Records
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Inventory Module Data
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Reset operations should only be performed by authorized administrators after verifying backup and recovery requirements.
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Enabling e-signature uploads only affects approval actions where the workflow action is Approve.
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Department validation applies to both Purchase Orders and Purchase Requests when enabled.