Configuration
Configuring the Purchasing Module follows a strict 5-phase dependency chain. Supplier master records and item purchasing units must be set up before approval workflows or warehouse receiving rules are enabled.
Configuration Dependency Chain
Warning
Supplier profiles and item master records must exist in Core before creating vendor pricebooks or generating purchase requisitions. Always complete setup phases in order.
Phase 1: Master Foundations
What you are doing: Verifying company entity structures, branch receiving locations, supplier master profiles, and tax codes.
| Setup Task | Required Applet |
|---|---|
| Branch & Warehouse Receiving Locations | Organisation Applet |
| Supplier Master Profiles & Payment Terms | Entity Maintenance Applet |
| Input Tax Code (SST/VAT) Mapping | Financial Accounting Configuration |
Phase 2: Supplier Pricing & Contracts
What you are doing: Configuring vendor-specific pricebooks, contract validity windows, and volume discount matrices.
| Setup Task | Required Applet |
|---|---|
| Item Purchasing Units of Measure (UOM) | Doc Item Maintenance Applet |
| Vendor Pricebooks & Contracted Rates | Pricebook Applet |
| Blanket Purchase Order Contracts | Blanket Purchase Order Applet |
Phase 3: Approval Workflows
What you are doing: Defining multi-tier approval rules for departmental requisitions and purchase orders based on monetary thresholds.
| Setup Task | Required Applet |
|---|---|
| Purchase Requisition Approval Limits | Purchase Requisition Applet |
| Purchase Order Managerial Sign-offs | Purchase Order Applet |
Phase 4: Warehouse Receiving & Inspection
What you are doing: Mapping physical stock-in locations, batch/serial assignment rules, and quality inspection controls.
| Setup Task | Required Applet |
|---|---|
| Stock-In Location & Warehouse Mapping | Goods Received Note GRN Applet |
| Batch & Expiry Date Assignment Rules | Inventory Workflow Configuration |
Phase 5: Test & Validate (Smoke Test)
Before going live, complete these mandatory verification tests:
- Requisition Test: Submit an internal requisition and verify it routes to the correct department manager for approval.
- PO & GRN Test: Generate a Purchase Order, convert to Goods Received Note (GRN), and verify physical stock increases.
- 3-Way Match Test: Verify a supplier invoice against PO and GRN, ensuring price/quantity variances block unauthorized posting.
- GL Reconciliation: Verify GRNI accrual accounts debit and credit accurately upon GRN and Invoice finalization.