# Purchase ### Item Types for Purchase Payment Terms Discounts **Description**: This setting defines the default item types eligible for discounts during the bill payment stage, based on payment terms. **Setting**: Choose from the options in the dropdown. ### Vendor Request Date Mandatory **Description**: This setting makes the vendor request date mandatory in purchase orders before saving. **Setting**: Toggle to enable the setting as per your preference. ### Goods Receipt Notification for Purchase Orders **Description**: This setting sends a notification to the purchase order source when goods are received via Close ASN or Quick Receive function. **Setting**: Toggle to enable the setting as per your preference. {% hint style="info" %} The notification type (email or internal) is determined by the app config "Goods Received Notification Type." {% endhint %} ### Goods Received Notification Type **Description**: This setting allows users to specify the type of notification sent upon goods receipt. Options include Email and Internal Notification. **Setting**: Select from the options given in the setting dropdown. ### Additional Email Notification On Goods Receipt **Description**: This setting allows users to send additional notifications for goods received to specified email addresses. **Setting**: Enter the comma-separated emails to send additional notifications on goods received. ### Purchase Price Calculation Logic **Description**: This setting allows users to choose the method for displaying purchase prices in Purchase Orders. Users can select one of two calculation logics: * **Standard Unit Price - Discount %**: Displays the purchase cost as the difference between the standard unit price and the discount percentage. Formula: ((Standard Unit Price - Standard Unit Cost) \* 100 / Standard Unit Price). * **Standard Unit Cost**: Fetches the purchase cost directly from the standard unit cost and sets the discount percentage to zero. **Setting**: Select from the options given in the setting dropdown. ### Allow Duplicate Vendor Bill Numbers in the Bill **Description**: This setting allows users to input duplicate Vendor Bill numbers per vendor in the Bills module. **Setting**: Toggle to enable the setting as per your preference. {% hint style="warning" %} Use caution to avoid unintentional duplication and ensure accurate records {% endhint %} ### Enable Vendor Mapping Price Use in Purchase Modules **Description**: When enabled, this setting fetches item prices from Item Vendor Mapping price instead of the standard unit cost in purchases. **Setting**: Toggle to enable the setting as per your preference. {% hint style="info" %} If there are purchase-type pricing rules defined on the item, those rules will still take priority over this setting {% endhint %} ### Bill Payment Email Confirmation **Description**: By enabling this setting, the system will automatically send a confirmation email to the vendor upon bill payment. Users can customize the email content using the email templates module to meet specific business requirements. **Setting**: Toggle to enable the setting as per your preference. {% hint style="info" %} The email confirmation will be sent for the payment methods specified in the "Payment Methods for Bill Payment Confirmation Email" config. If no specific payment methods are selected, all payment methods will be eligible for email confirmation. {% endhint %} ### Payment Methods for Bill Payment Confirmation Email **Description**: This setting allows users to specify the payment method(s) applicable for sending email confirmations for bill payments. If no specific payment methods are selected, all payment methods will be eligible for email confirmation. **Setting**: Select the desired option from the given field dropdown menu. ### Auto Release Purchase Order **Description**: If enabled, this setting will automatically release the purchase order as soon as it is created. **Setting**: Toggle to enable the setting as per your preference. ### Create Expense Bills in Item Reconciliation **Description**: This setting allows users to create expense bills directly within the Item Reconciliation feature for inventory expenses like shipping, freight, customs, or duty incurred during the receipt of goods, instead of accruing liability. **Setting**: Toggle to enable the setting as per your preference.
### Email Notifications for Item Receipts **Description**: This setting allows users to send notifications for manually created item receipts within the system. **Setting:** Specify comma-separated email addresses to receive these notifications. {% hint style="info" %} This notification is generated when item receipts are directly created without the purchase order receiving process {% endhint %} ### Enable Bill Date Validation **Description**: When this setting is turned on, the system ensures that the date on a bill cannot be set earlier than the item receipt date. This helps maintain accurate and chronological records, ensuring bills are associated with the correct item receipt dates. **Setting**: Toggle to enable the setting as per your preference. ### Enable Import Duty Calculations **Description:** When this setting is toggled on, it enables the ability to calculate import duties based on criteria defined in the "Import Duty Calculations" module. This setting will enable the import duty features in purchase modules, including purchase orders, item receipts, and bills. **Setting:** Toggle this setting to activate the import duty calculations for items. ### Auto Allocate Linked Sales Orders When Stock is Received When this setting is enabled, linked sales orders are automatically allocated as soon as stock is received. The allocation is facilitated through the generation of pick waves. Users can specify the preferred wave allocation type: Full Orders Only, Full Quantity Lines Only, Allocate Available Quantity, **Full Order (Locked), Full Qty Line (Locked), and Allocate What’s Available (Locked).** **Setting**: Choose the preferred option from the dropdown menu provided. ### Send email notifications when PO linked sales orders are auto-waved **Description**: When this setting is enabled, the system will send email notifications to the Sales Rep, the Customer, or both (depending on the selection made) when the linked Purchase Order (PO) is received, and the linked Sales Order (SO) is waved. **Setting**: Choose the recipients for the email notifications from the dropdown menu provided. ### Linked Orders Stock Availability Notification Type **Description**: When this setting is enabled, the system will send either internal notifications to the sales rep assigned to the sales order or additional email addresses specified in the app configs when stock is received for a purchase order (PO) linked to a sales order (SO) or manufacturing order (MO). Notification types include Internal Notification (Sales Rep), Email (Sales Rep), and Email (Additional Emails). **Setting**: Choose the preferred option from the dropdown menu provided. {% hint style="info" %} This will send email notifications to the emails specified in the following app configs * Linked SO Stock Availability Notification - Additional Emails * Linked MO Stock Availability Notification - Additional Emails {% endhint %} ### Linked SO Stock Availability Notification - Additional Emails **Description**: When this setting is activated, the system will automatically send additional email notifications to the email addresses specified in the app configuration when a Purchase Order (PO) linked to a Sales Order (SO) is received. **Setting**: Choose the preferred option from the dropdown menu provided. {% hint style="info" %} This setting requires the "Email (Additional Emails)" option selected in the app config "Linked Orders Stock Availability Notification Type." {% endhint %} ### Linked MO Stock Availability Notification - Additional Emails **Description**: When this setting is activated, the system will automatically send additional email notifications to the email addresses specified in the app configuration when a Purchase Order (PO) linked to a Manufacturing Order (MO) is received. **Setting**: Choose the preferred option from the dropdown menu provided. {% hint style="info" %} This setting requires the "Email (Additional Emails)" option selected in the app config "Linked Orders Stock Availability Notification Type." {% endhint %} ### Enable Store Update for Released PO **Description**: This setting allows users to update the store when a Purchase Order is in open or released status. **Setting**: Toggle this setting to enable store change after saving the Purchase Order. ### Enable PO Approval Workflow **Description**: This configuration enables the PO approval workflow, enforcing restrictions on actions such as releasing a PO or generating ASNs, etc until approved by authorized users, and activates modules like PO Approval Rule and PO Approval Request to manage the approval workflow. **Setting**: Toggle this setting to enable PO Approval Restriction. {% hint style="info" %} Actions like Release PO, Create ASN, Close ASN, Create Item Receipt/Bill can be restricted in the PO approval workflow using the app config "PO Approval Workflow Restricted Actions." {% endhint %} ### PO Approval Workflow Restricted Actions **Description**: This setting allows users to specify which actions are restricted in the PO approval workflow. **Setting**: Choose the preferred option from the dropdown menu provided. {% hint style="info" %} When no specific action is chosen, these restrictions automatically extend to all actions. {% endhint %} ### Enable Pricing Rules In Purchase Modules **Description**: Enabling this setting activates pricing rules within the purchase modules, including Purchase Orders (PO), Item Receipts (IR), and Bills **Setting**: Activate this setting by toggling the button to enable pricing rules in the purchase modules. ### Shipping Cost Type for Expense Bills **Description**: When creating shipping expense bills from the invoice, the system will utilize the selected shipping cost type as the expense line on the resulting bill. The options available for selection are Shipping Cost and Carrier Cost. **Setting**: Toggle this setting to specify the shipping cost type to be used as the expense line on the generated bill. ### Restrict Payments for Unapproved Bills **Description**: Enabling this setting requires bills to be approved before payments can proceed. Bills are initially generated with a status of "Waiting for approval." **Setting**: Activate this setting by toggling the button to restrict payment for Unapproved Bills. ### Enable Purchase Ratio for Product Variants **Description**: When activated, this setting enables the Purchase Ratio feature within the advanced variant finder. This allows users to define how quantities should be distributed among product variants during order creation. **Setting**: Activate this setting by toggling the button to enable Purchase Ratio for Product Variants. ### Direct Bill Creation on ASN Close **Description:** Enabling this setting allows users to create a bill directly when closing an ASN, bypassing the need to create an item receipt first. **Setting**: Activate this setting by toggling the button. ### Allow Duplicate Phone Numbers in Vendors **Description**: When this setting is enabled, users can input duplicate phone numbers for vendors. **Setting**: Activate this setting by toggling the button to allow duplicate phone numbers. ### Vendor Email Notification on ASN Arrival **Description:** When activated, an automated email notification is sent to the vendor, informing them that an Advanced Shipping Notice (ASN) has been marked as arrived within the system from the Shipment Info options **Setting:** Toggle to activate the setting. ### Customer Email Notification on Return ASN Close **Description**: When enabled, the system automatically generates and sends an email notification to the customer when a Return Advanced Shipping Notice (Return ASN) is closed. **Setting**: Activate this setting by toggling the button. ### Auto Apply Purchase Order Linked Vendor Prepayment(s) On Bill **Description:** If this setting is enabled, it will automatically apply the linked purchase order vendor prepayment to the bill. **Setting:** Toggle to enable or disable the app config. ### Auto Allocation Type for Allocating Sales Orders on Purchase Order Receiving **Description:** This setting determines how the system handles the automatic allocation of sales orders when inventory is received against a purchase order. It enables businesses to define whether and how received inventory is allocated to fulfill pending sales orders. **Allocation Behavior**: Based on the selected option, the system can: * **Do Not Allocate**: No automatic allocation occurs; users manually allocate received items to sales orders. * **Same Store Only**: Automatically allocates received inventory to sales orders within the same store. The allocation respects the "Auto Lock Partially Allocated Sales Order" flag to ensure partially fulfilled orders are managed appropriately. * **Same Store and Inter-Store (Transfers)**: Automatically allocates inventory to unallocated sales orders both within the same store and for other stores. For other stores, inter-store transfers are created to fulfill orders. **Setting**: Select the desired allocation type from the dropdown: * **Do Not Allocate** * **Same Store Only** * **Same Store and Inter-Store (Transfers)** ### Send Vendor Prepayment Confirmation Receipt **Description:** This setting enables the system to send a prepayment confirmation receipt to vendors when a prepayment is made. It ensures vendors are promptly informed of payments, enhancing transparency and vendor relationships. * **Prepayment Notification**: When enabled, the system generates and sends a prepayment receipt to the vendor via email or other configured communication channels. * **Customizable Activation**: This feature can be toggled on or off based on the business’s operational preferences. **Setting**: Toggle the setting to activate this feature. ### Allow Optional Item Number in Item Vendor Mapping Module **Description:** This setting determines whether the **Item Number** field is mandatory in the **Item Vendor Mapping** module. When enabled, the field becomes optional, allowing users to create vendor-item mappings without specifying an item number. * **Flexible Item Mapping**: This setting allows users to create vendor mappings for scenarios where the item number may not be applicable or is unknown at the time of setup. * **Optional Field**: If enabled, the **Item Number** field is no longer mandatory, simplifying data entry in cases where the vendor relationship or general terms are being established prior to item-specific details. **Setting**: Toggle to make the **Item Number** field optional. ### Enable Vendor Address Update from Purchase Order, Item Receipt and Bill modules **Description:** If this setting is turned on, the system provides an option to update the default address of the vendor directly from the Purchase Order, Item Receipt and Bill modules when editing the vendor address in these modules. Once updated, the address will automatically reflect in the vendor details. **Setting:** Toggle to enable or disable the setting. ### Auto Calculate ASN Label Qty While Receiving **Description**: When this setting is enabled, the label qty for ASN while receiving will be auto-calculated based on item's Master Case Qty and ASN Qty. **Setting:** Toggle to enable or disable the setting. ### Use Vendor's Default AP Account When Suspense Account Is Set as Default for IR to Bill Conversion **Description**: When converting an IR to a Bill, the vendor default Accounts Payable (AP) account will be used if the default suspense account is set up and selected as the default for IR processing. **Setting:** Toggle to enable or disable the setting. ### Show items by item vendor mapping in purchase modules **Description:** This setting allows items to be displayed based on vendor mapping within the purchase modules, including Purchase Order (PO), Item Receipt, Bill, and Vendor Credit. It ensures items are correctly associated with their respective vendors throughout the process. **Setting:** Toggle to enable or disable the setting. ### Restrict price recalculation on vendor change **Description:** This configuration controls the price recalculation behaviour in the Purchase Order module when the vendor is changed. When enabled, the system prevents price recalculation for Purchase Order lines when the vendor is updated. **Setting:** Toggle to enable or disable this configuration as per your preference. ### Disable Auto Populate Memo in IR/Bill **Description:** When this setting is enabled, the system will not automatically populate a default value in the **Memo** field when generating an **Item Receipt (IR)** or **Bill**. If the **Purchase Order (PO)** memo field is empty, the Memo field in the resulting Item Receipt or Bill will remain blank instead of being auto-filled by the system. However, if a memo is present in the Purchase Order, that memo will still be carried forward to the related Item Receipt and Bill. **Setting:** Toggle to enable or disable the setting. ### Restrict Item Types in PO Add Item Dropdown **Description:** This setting allows users to control which **item types** are visible in the **Item Type** dropdown within the **Add Item sub-form** of the **Purchase Order module**. By selecting specific item types, users can hide options (such as **Service**, **Non-Inventory**, or **Notes**), ensuring only relevant item types are available during PO creation. This helps standardize data entry and prevents incorrect item selection. **Setting:** Select one or more item types to be hidden from the dropdown. ### Global Allocation Order Sorting **Description:** This setting determines how Sales Orders are prioritized during auto allocation when inventory is received against a Purchase Order. By default, the system allocates based on Order Date; however, this setting allows users to prioritize allocation based on delivery timelines. * When **Order Date** is selected, Sales Orders are allocated based on the earliest order date (existing behavior). * When **Date To Be Shipped** is selected, Sales Orders are prioritized based on the earliest shipping date, ensuring orders with nearer delivery commitments are fulfilled first. This setting applies when multiple Sales Orders are eligible for allocation against the same received inventory. **Setting:** Select the desired option from the dropdown: * Order Date * Date To Be Shipped ### Vendor Email Notification on ASN Arrival Description: When activated, this setting sends an automated email notification to the vendor when an Advanced Shipping Notice (ASN) is marked as arrived through the Shipment Info options. This helps keep vendors informed about shipment receipt status within the system. Setting: Toggle to enable or disable the setting. ### Customer Email Notification on Return ASN Close Description: When enabled, this setting automatically generates and sends an email notification to the customer when a Return Advanced Shipping Notice (Return ASN) is closed in the system. This helps maintain customer communication and provides confirmation that the return process has been completed. Setting: Toggle to enable or disable the setting. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.xorosoft.com/xoroerp-1/configuration/application/app-config/purchase.md?ask= ``` The question should be specific, self-contained, and written in natural language. 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