Purchase process customization settings
These settings include a range of parameters to customize the purchase workflow to meet your business process requirements. This includes which supplier price to use, how reorder settings are applied, whether purchase orders need approval before authorization. See Processing a Purchase and Cin7 Core Support – Purchase for more information about the purchasing process, workflow, and features.
Default purchase method
You can control what method will be used for a new purchase by default: Stock first or Invoice first. This can also be changed at the purchase level. This will help you cover the GRNI (Goods Received Not Invoiced) and GINR (Goods Invoiced Not Received) scenarios, see Inventory accrual and stock in transit for more information.
Purchase order will use
Choose which supplier price the purchase order will use by default, either the Fixed supplier price or the Latest supplier price. Auto-filled prices can be manually changed on the purchase order. Supplier prices can be changed from a product's record, see Supplier prices for more information.
Purchase documents
Customize the sorting order for Purchase Orders, Stock Received and Invoices. Cin7 Core will either keep the order in which products were entered by the user or sort the list of products by name or SKU.
Select the order that lines are displayed on purchase documents (purchase orders, stock received, invoices). Sort purchase order lines according to:
Order entered
Product SKU
Product name
Minimum before reorder specified for
Low stock reorder streamlines reordering of stock that is running low, ensuring no sales are lost due to an item being out of stock. Low stock reorder is triggered by a product's Minimum before reorder quantity. See Product and service management - Set stock reorder level for more information.
With this setting, you can choose to set the Minimum before reorder and Reorder quantity on at the product level or location level.
All product units: Reorder is triggered when the total quantity of the product is below the minimum in all locations
Each location: Reorder is triggered for a location when the quantity in the location falls below the minimum.
Default attribute set
Due to a large number of different requirements from system users, it is quite frequent that there will be a need to collect and store additional information that is not in the default purchase process fields. We have included the ability to create custom fields or Additional attributes that can be linked to a purchase order.
Select an attribute set from the drop-down menu will cause the custom fields from this set to appear in the Attributes and logs tab of your purchase.
Limit product search by supplier
Limit product search by supplier to only see that supplier's products when adding products for a purchase order. If this option is disabled, all products in your inventory will appear in product search.
See Product and service management - Add suppliers to a product for more information.
Use put away
Put away is applicable to Advanced purchases and Cin7 Core Warehouse Management System. This splits the receiving process into two steps, receiving the goods, then putting them away into the correct locations or bins. Enable put away if you receive large quantities of goods at once before putting them away later. Disable put away if you receive each purchase and store it straight away.
Advanced purchases: When this option is enabled, the Put away tab is added to the purchase process after Stock received. When disabled, only the Stock received tab will be visible. This does not apply to simple purchases.
Cin7 Core WMS: When enabled you can receive multiple orders at once, then put all orders away. When disabled, you will receive each order and put it away immediately.
Enable accrued inventory transactions
This setting enables Inventory accrual and stock in transit transactions and cost calculation to take place.
Inventory accrual transactions and cost calculation take place when a Stock first purchase is processed. (Goods Received Not Invoiced).
Stock in transit transactions are happening when an Invoice first purchase is processed (Goods Invoiced Not Received).
Goods received not invoiced account
Select an account for inventory accrual (GRNI) transactions (only visible if Accrued inventory transactions are enabled). You will need to create a GRNI account in your chart of accounts if you do not have one yet.
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Required account settings:
Account type: Current asset OR current liability
System account: None
Doesn't accept payments.
Goods invoiced not received account
Select an account for stock in transit (GINR) transactions (only visible if Accrued inventory transactions are enabled). You will need to create a GINR account in in your chart of accounts if you do not have one yet.
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Required account settings:
Account type: Current asset
System account: None
Doesn't accept payments.
Enable archiving
Unauthorized purchase orders older than a certain threshold can now be archived and removed from the list of purchases. An Archive button is also displayed on unauthorized orders; clicking Archive will immediately archive the document.
Use the Archived filter to view archived purchase orders from the purchase list.
Archive purchase orders older than
Choose the time period for archiving. Only unauthorized purchase orders without prepayments will be archived.
Enable order approval
Approve purchase orders before authorization or mark them as rejected. Rejected purchase orders can be reviewed and reset to draft status if required. When disabled, authorizing a purchase order will convert it to an invoice without requiring approval. See Order approval for more information.
Default load advanced purchase order
New purchases are created as Advanced purchases, allowing multiple bills and stock receipt actions per order. This also applies to purchases created from low stock reorder and backordering.
Additional email attachments
This setting allows the user to attach existing attachments for products and suppliers to purchase emails.