Buying Settings
Buying Settings is the section where you can establish parameters that will be implemented within the transactions of the Buying module. You can find Buying Settings at: > Home > Buying > Settings > Buying Settings
1. Supplier
1.1 Supplier Naming By
When saving a Supplier, the system automatically generates a distinct identifier or name for that Supplier, which can be utilized to reference the Supplier in different Buying transactions.
By default, BizCentric utilizes the Supplier’s Name as the unique identifier. However, if you prefer to identify Suppliers using names such as SUPP-00001, SUPP-00002, or any other patterned series, you can choose the ‘Naming Series’ option for the Supplier Naming By setting.
You can define or select the Naming Series pattern from: Settings > Data > Naming Series
Read Naming Series to know more about defining a Naming Series.
1.2 Default Supplier Group
Set the default Supplier Group value when creating a new Supplier. For instance, if the majority of your suppliers provide hardware, you can designate the default as ‘Hardware’.
2. Purchasing
2.1 Default Buying Price List
Specify the default Price List to use when initiating a new Buying transaction; by default, it’s set to ‘Standard Buying’. This Price List will be used to retrieve item prices. You can adjust the Price List by selecting the arrow icon at the end of the field to change the currency and country settings.
2.2 Purchase Order Required
If this option is set to ‘Yes’, BizCentric will enforce the creation of a Purchase Order before allowing the creation of a Purchase Invoice or a Purchase Receipt. However, if retail transactions occur offline, skipping Purchase Orders is permissible. Additionally, if you’re receiving sample items, you can directly generate a Purchase Receipt to receive them into your Warehouse.
For specific suppliers, this configuration can be overridden by enabling the ‘Allow Purchase Invoice Creation Without Purchase Order’ checkbox in the supplier master settings.
2.3 Purchase Receipt Required
If this option is set to ‘Yes’, BizCentric will restrict the creation of a Purchase Invoice unless a Purchase Receipt has been created beforehand. However, for service-based transactions where no physical receipt is necessary, you can create an Invoice directly.
For specific suppliers, this configuration can be bypassed by enabling the ‘Allow Purchase Invoice Creation Without Purchase Receipt’ checkbox in the supplier master settings.
2.4 Maintain Same Rate Throughout Purchase Cycle
If enabled, BizCentric will verify whether there’s any change in the price of an item within a Purchase Invoice or Purchase Receipt generated from a Purchase Order. This ensures consistency in pricing throughout the purchase cycle.
You can define the system’s response in the “Action If Same Rate is Not Maintained” field:
- Stop: BizCentric will prevent price alterations by triggering a validation error.
- Warn: The system will allow you to save the transaction but issue a warning message if the rate is modified.
Note: This field is visible only when ‘Maintain Same Rate Throughout Purchase Cycle’ is enabled.
2.5 Set Landed Cost Based on Purchase Invoice Rate
If the rate in the purchase receipt differs from the rate in the purchase invoice, and users wish to set the landed cost according to the purchase invoice, this feature becomes valuable.
Use Case:
- A purchase receipt is created for item A with a rate of 100.
- The system records Stock In Hand with a rate of 100.
- Two days later, a purchase invoice is generated against the aforementioned purchase receipt.
- Due to a change in the exchange rate, the rate in the invoice is adjusted to 150.
- Now, the purchase receipt shows a rate of 100, while the purchase invoice shows a rate of 150.
- If you wish to adjust the Stock In Hand to match the purchase invoice rate (150), this feature becomes beneficial.
3. Allow Item to be added multiple times in a transaction
When this checkbox is deselected, it restricts the addition of an item multiple times within the same Purchase Order. Nevertheless, you retain the ability to manually adjust the quantity. This checkbox serves as a validation measure to prevent inadvertent duplication of item purchases. It can be enabled for specific scenarios where there are multiple suppliers for the same material, such as in manufacturing.