Configure Purchase Orders Preferences

In this help document, you’ll learn the preferences you can configure for the Purchase Orders module.

To access the Preferences for the Purchase Orders module:

Go to Settings in the top right corner of the page.
Click Purchase Orders under Purchases.

General Preferences

In the General tab, you can configure the following preferences:

Close Purchase Orders

Scenario: Patricia works in the finance team at Zylker Corp and manages purchase orders for office equipment and services. Once a purchase order (PO) is fulfilled, she wants to ensure it is closed at the right time so that no further transactions can be added accidentally and the records stay accurate. Patricia creates a purchase order to buy laptops for a new team. After the vendor delivers the laptops, a purchase receive is recorded to confirm that the items were received. In some cases, the vendor sends the bill immediately; in others, the bill arrives later.

Depending on Zylker Corp’s internal process, Patricia chooses when the purchase order should be closed:

When a purchase receive is recorded: If Zylker Corp treats receiving goods as the final step, Patricia closes the PO as soon as the laptops are received. This prevents any additional receives or bills from being linked to the PO.
When a bill is created: If Zylker Corp wants to allow flexibility in receiving items but considers billing as the final confirmation, Patricia keeps the PO open until the vendor bill is created and then closes it.
When receives and bills are recorded: If both receiving the items and recording the vendor bill are mandatory steps, Patricia closes the PO only after confirming that all items are received and the bill has been recorded. This ensures complete and accurate tracking.

By choosing when purchase orders are closed, Patricia helps Zylker Corp maintain accurate financial records and ensure purchase orders reflect their true completion status.

In the When do you want to close purchase orders to be closed? section, you can choose when purchase orders in your organization can be closed. You can choose from the following:

When a purchase receive is recorded
When a bill is created
When receives and bills are recorded

Terms and Conditions

If you want to display the terms and conditions of your company in the purchase orders sent to vendors, you can enter them here. The terms and conditions entered here will be automatically reflected in all the purchase orders created in your organization.

Notes

If you want to add any notes in the purchase orders sent to vendors, you can enter them here. The notes added here will be automatically reflected in all the purchase orders created in your organization.

Approvals

If your business requires purchase orders to be approved by other users, you can configure Approvals for the Purchase Orders module in Zoho ERP.

Custom Fields

If your business requires additional fields beyond the pre-defined fields in the Purchase Orders module, you can create them using Custom Fields.

Validation Rules

If you want to set restrictions on creating or updating purchase orders, you can use Validation Rules.

Custom Buttons

Custom Buttons allows you to perform specific actions to purchase orders when the button is clicked. You can create them using a deluge script and execute actions based on the functions you add.

Related Lists allows you to fetch and view data from within the app as well as from other third-party services. This comes in handy when you want to cross-reference data from different entities.