Purchasing settings and approval controls
Where every setting that changes purchasing lives: approval limit, over-receipt tolerance, payment reminders, automatic draft POs, currencies and permissions.
Where it is
Settings for this
- Settings → Purchasing → Receiving controls — PO Approval Threshold and Over-receipt Tolerance.
- Settings → Purchasing → Supplier payment reminders — Daily digest of unpaid COD and prepaid orders.
- Settings → Orders — "Draft POs for what’s short" on new sales orders.
- Settings → Currencies — Exchange rates for foreign-currency POs.
- Settings → Roles — Purchasing and cost permissions per role.
Settings → Purchasing has two tabs. Changing them needs permission to edit settings.
Receiving controls
At Settings → Purchasing → Receiving controls, under Purchasing Controls:
- PO Approval Threshold $ (inc GST): orders at or over this total (in AUD) need approval by someone with Approve purchase orders, and not by the buyer who raised it (the owner can approve their own). If lines added after approval push an order over, it needs approving again, and it can't be sent until it is. Blank (the default) means no limit: anyone with the permission approves any order. The same limit is on Settings → Approvals, with every other approval.
- Over-receipt Tolerance (%): how far over the outstanding quantity a delivery can be received, for example 5 lets you receive 105 of 100. The extra is recorded as an over-receipt. Blank (the default) means exact quantities only. It applies on the PO and in the Scan Centre.
Click Save changes.
Supplier payment reminders
The first tab. A daily digest of unpaid orders for COD and prepaid suppliers. See Supplier payment reminders.
Settings elsewhere that change purchasing
- Settings → Orders → Orders that move themselves → Draft POs for what’s short: new sales orders put lines with no stock on a draft PO for their preferred supplier. Off by default.
- Settings → Currencies: currencies, bank margin and fixed rates for foreign POs.
- Settings → Roles: View, Create, Edit and Approve purchase orders, Receive PO deliveries, and See cost of goods (Costing Engine and costs).
- Each supplier: payment terms, currency, lead time and email. See Add a supplier.
- Each supplier's Items tab: supplier SKU, cost, MOQ, lead time and the preferred supplier. See Suppliers.
- Each product: reorder point and qty (Edit → Stock & purchasing) and per-warehouse Min/Max (Levels tab). See Replenishment.
- Integrations → Supplier price files and Supplier APIs: what each feed updates and its schedule.
- Integrations → Xero or QuickBooks Online: where PO bills go.
- Replenishment: Refresh every Monday for reorder suggestions.
- Fitment & RRP Audit → RRP & Pricing: target margin used by the Repricing Advisor.