Configuration
Configuring the Purchasing Module follows a strict 5-phase dependency chain. Supplier master records and item purchasing units must be set up before the optional approval workflows or the 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 (optional)
What you are doing: Defining approval levels for requisitions and purchase orders. This phase is optional — approvals are off until you create an Approval Setting, and requisitions and orders finalise normally without one. Approvers are the employees you place under Settings → Branch → Designation, each with an Approval Level; a level’s Min Approval Amount decides how many levels a document must clear, not which person sees it. See Document Approvals.
| 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: Raise an internal requisition and take it to FINAL. If you configured Phase 3, also submit it for approval and confirm the level 1 approver receives the e-mail.
- PO & GRN Test: Generate a Purchase Order, convert to Goods Received Note (GRN), and verify physical stock increases.
- Knock-off Test: Finalise a Purchase Order, knock it into a Purchase Invoice from the KO For tab, and confirm the supplier, lines and prices copy across. BigLedger will not stop you changing a price — the check is yours to make.
- GL Reconciliation: Verify GRNI accrual accounts debit and credit accurately upon GRN and Invoice finalization.