Purchasing settings
Overview
This page maintains the procurement module's status catalogue. Shipped are draft, approved, sent, partially delivered, completed and cancelled.
Core tasks
Maintain statuses. Per entry: key, label, category, colour, sort order, plus default and active. The categories are open, active, done and cancelled.
The category decides two things at once here: whether a purchase order counts as open — and with it, whether its volume feeds into the committed figure of the purchasing report. A custom status without a category falls out of both.
Set the default. The status marked as default is pre-set on new purchase orders — usually draft, so that nothing goes out unapproved.
Deactivate rather than delete — existing orders keep their status.
Fields in detail
The What it does column answers what changes in the system — not what the field is called. The grey name behind the label is the API field: the same thing runs under that name through automation, import and AI tools.
Status of a purchase order
| Field | Required | Values / format | What it does |
|---|---|---|---|
Key key | yes | short, stable text | The technical identifier for automation, reporting and the interface. Do not change it once orders sit on it. |
Label label | yes | text | What the user sees. Freely changeable without touching existing documents. |
Category category | no | open, active, done, cancelled | The business meaning behind your name. The system decides by it what counts as an open commitment — the figure that appears in the outlook on expected spending. |
Colour color | no | colour value | Colour of the status marker. |
Order sortOrder | no | number | Position in the selection. |
Default isDefault | no | yes/no | The status a new order starts on. |
Active active | no | yes/no | Off means no longer selectable; existing orders keep it. |
Settings & permissions
- Module
module.procurement. - Permission
procurement.config.manage. - The key is permanent, the label changeable at any time.
- Supplier master data does not live here but in the suppliers module.
FAQ & troubleshooting
The committed figure is wrong. Check the categories. Only what counts as open or active is treated as bindingly committed; drafts and cancellations stay out.
New purchase orders are approved immediately. Then the wrong status is marked as default. The default should be draft.
A status cannot be selected. It is deactivated.
Where do I set the tolerance? Not here — the tolerance is set per purchase order, see Purchase orders.