P.O. Settings

Overview of P.O. settings and how to configure them, including numbering, approvals, budgets, invoicing, and workflow customization to fit your organization’s needs.

Purchase Order Settings

Define numbering rules, prefixes, and how P.O.s are structured and displayed.

1. Set the minimum number of digits for your P.O. numbers.
2. Define the starting number of the sequence.
3. Add a general prefix (optional) that appears before each P.O. number.
4. Optionally, use department-specific prefixes to override the general prefix.

Previous Total

Show or hide the total from previous revisions for better tracking of changes.

You can see the previous amount in the P.O. overview after the P.O. has been amended.

Lock P.O. Settings

Control whether P.O.s can be edited after approval and restrict changes to currencies.

• Lock Purchase Orders after final approval (no amendmend possible)
• Lock account code after final approval
• Prohibt multiple currencies in a single P.O.

Decimals

Set how many decimal places are used for prices and quantities.

Item Multiplier

Automatically calculate totals based on quantity and unit cost.

See the dedicated article for more details.

Amending POs

1. Require comments to track changes when modifying approved P.O.s.

2. You can also use an alternative workflow for received P.O.s, depending on your process requirements.

3. Once a second revision is created, the amendments will be highlighted in blue.

4. Once approved, the final approved status will be shown in blue, indicating that the P.O. has been amended.

Flags as Special

Mark certain P.O.s as special for custom workflows or categorization.

If a P.O. only requires an additional approver in certain cases, you can mark it as special either while creating the P.O. or after it has been created, provided you have the required permission.

1. Ensure you have the permission “Mark a P.O. as special” in your user profile.

2. Mark the P.O. as special either during creation or after it has been created.

3. Assign a custom name to the special flag if needed.

4. The assigned name will be applied when creating a P.O.

Invoicing (P.O. books only)

Define how invoices are handled in relation to P.O.s.

1. By default, the simple mode is enabled. It allows you to enter all necessary information, including VAT, currency, and optional attachments.

2. If you need more control, you can switch to advanced mode in the administration settings under Invoices.

3. In advanced mode, you can track how many items from each P.O. line have been invoiced.

4. View invoice details in the P.O.

5. Edit the invoice.
6. See when and by whom the invoice was created.

Attachments

You can enable attachments for invoices or make them mandatory, depending on your needs.

Preview invoiced P.O.s

1. Once invoicing is set up, you will see the invoiced status directly in the P.O. preview.
2. You can also use the $ filter icon at the top to quickly filter P.O.s by invoicing status, showing which have been invoiced and which have not.

Auto-Close Purchase Orders

Automatically close P.O.s when defined conditions are met.

1. Decide whether a P.O. should be automatically closed when it is fully delivered, fully invoiced, or both.
2. Optional: Enable automatic reopening if conditions are no longer met. For example, if the delivered status is removed, the P.O. will automatically reopen.

Quick Approve & Decline

1. Allow faster approval or rejection of P.O.s directly from the overview.

2. When you are in the Approval list, you can activate the toggle on the right.
3. This enables quick approval directly from the P.O. preview, so there is no need to open the P.O.
4. This setting is applied per user within the book.

Updated on: 19/03/2026