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.
Budget guard and budget vs. actuals tolerance. Under Budget guard you set from which usage an order warns before its budget (Warn from usage, default 80 %) and the budget vs. actuals tolerance (default) (default 5 %): how far actual costs may exceed the budget before the overrun is reported or, in hard cap mode, rejected. The default only applies when neither the order nor its supplier carries its own tolerance — maintain the supplier tolerance in the terms of the supplier.
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.
- Budget guard and budget vs. actuals tolerance (default) are the settings
procurement.po.budget_warning_percent and procurement.po.tolerance_percent (permission platform.settings.manage, per brand via the API).
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? In three places, in this order: on the purchase order itself, otherwise on the supplier (terms, match tolerance relative), otherwise here as the default. The order's detail view shows which one applies and where it comes from.