This information is part of the configuration wiki about purchase orders and it is advised to read that first here.
Purchase order types are used to configure the purchase order process(es) the client wants to use. The client can create as many purchase order types as desired. The desired purchase order type needs to be set in each new purchase order by the user creating the purchase order. If only one type is applicable, this type will be automatically set and will not be shown to the user.
Inventory item or catalog- & generic item purchase orders
Within the purchase order type you need to determine if the type is used for inventory item purchase orders or catalog-/generic item purchase orders.
Inventory item purchase orders are:
- POI -> Order inventory items from a storage location (Subtract from the stock)
- POO -> Order inventory items from a supplier to restock the inventory
Purchase orders types used for inventory item purchase orders have to be pre defined as used for POO or POI. Each type has its own (additional) settings.
When using inventory purchase orders, outgoing purchase orders can be generated automatically and the default name of the generated purchase orders can be set in the purchase order type (if the type is POO)
More information about this and inventory management in general can be found via Inventory management module.
If the purchase order is used for catalog-/generic item purchase orders:
- POI (Internal) -> Order catalog items from a catalog and the POI will be automatically or manually divided per supplier into a POO (can be used for end users which can select catalog items from a total list, instead of searching per supplier.)
- POO (Outgoing) -> Order catalog items from a specific supplier
If the catalog items are ordered in a POI, determine whether you want the POOs automatically generated per supplier or do it manually via collective purchase orders.
See the purchase order wiki for more details about this here.
General settings
It is possible to use or hide the cost center field within a purchase order, depending on the clients preferences. Within a POI is it possible to hide the financial information, like the total amount of the order. This can be used if end users create the POI, but don't have to see the price of all the items and the total order amount. Adding items (catalog items and inventory items) can be done via two different options. Via a button, the items can be searched or you can choose to add the items via an include. The last option might be preferred if the customer has a limited amount of items to order and using the button to search only adds unnecessary additional steps.
Per purchase order type you can also determine if the purchase order needs to be send to the supplier in the form of a PDF order. In some cases a supplier might want to receive the orders in another way (for instance a daily XML file containing all orders for that day). Be aware, only a PDF per purchase order is supported via the baseline, other options need to be configured manually.
Approval
Two types of approval can be used in a purchase order. Both types can be used together or separately.
Mandate approval
The mandate approval has three options:
- Always approve by the manager of the orderer
- Approval by manager depending on personal mandate amount
- Cost center approval
Always approve by the manager of the orderer: The manager registered of the orderer gets the task to approve or reject the purchase order.
Approval by manager depending on personal mandate amount: The personal mandate of the orderer is evaluated and if the personal mandate is lower than the purchase order amount, the personal mandate amount of the manager is evaluated. The mandate approval continues to check each manager, until the personal mandate amount is enough.
Cost center approval: On cost center level, the mandate approval can be registered. Each contact has a threshold amount up to how much they need to approve the purchase order.
Additional approval
An (additional) approval can also be executed. A predefined group determines the users who will get the task to approve. The (additional) approval can also be set to take place, only if the order amount is greater than a pre defined amount. This makes it, for instance, possible to have every purchase order above 10.000 euro be approved by the purchase department (next to any mandate approval before that step)
Delivery
In some cases, it is possible to pick up orders (instead of having them delivered) at the location of the supplier. This can be indicated (for a POO). If this is allowed, it is possible to choose a sub organization/department of the selected supplier to indicated that the items will be picked up there (this will also be shown on the PDF order form)
For both POO and POI it is possible to determine if the delivery address is editable or not. It is also possible to indicated that the delivery address should be set based on a property. in that case, a property field becomes visible in the purchase order.
Per default, the delivery address is set based on the organisation of the creator of the purchaser order. In a POI the delivery address can be hidden.
Goods receival
You need to determine if you want to register the receival of the items. If not, the process will end after the order is send.
In a inventory item purchase order the register of the goods receival is mandatory, since that is needed to keep the stock up te date.
For catalog and/or generic items, the option to register goods receival is optional. If this is set to yes, make sure to have at least one storage (warehouse), as this requires a storage (a dummy storage without any extra settings is enough)
The option to register the goods receival can also be specified per supplier. When ordering via a POI, the initial registration of the goods receival can be executed in the POI or POO. When registering the receival of goods via the POO, you can determine if the goods receival in the POI is executed manual or automatic. If done manually, the POI will go to the status "Counter order delivered" and the POI can than also be delivered. This can be used if the goods are delivered (via a collective POO) to a central point first and can be pick up later on be the creators of the initial POIs
The receival of goods can be registered by the creator of the purchase order or a pre defined group (for instance a front desk group or the inventory manager group).
More information about each setting in a purchase order type can be viewed when hovering over the setting.