# Purchase Settings

Purchase Settings control optional fields, pricing behaviour, discounts, bill layout, data-entry rules, and Quick Purchase options for the entire Purchase module. Configure these once before creating quotations, orders, invoices, and other purchase documents.

On this page

Getting started
Overview Quick Start
Settings reference
General & Basic Settings Invoice Fields & Data Points Data Entry Rules Price Discounts Bill Layout Quick Purchase Settings
More
Actions FAQ Related

Overview & Form View

Go to Purchase → Settings → Purchase Settings from the left menu. This is a single settings form — not a list. One record exists per company. Open the page, adjust options in the grouped sections, and click Update. Changes apply company-wide to all purchase transactions after save. Purchase Settings Purchase Settings Purchase Settings do not post to accounts or inventory. They only control which fields appear, how prices and discounts behave, and how bills print. Form sections | **Section** | **Purpose** | |-------------|-------------| | General & Basic Settings | Optional header fields on purchase documents | | Invoice Fields & Data Points | Extra item-line columns and charge fields on bills | | Data Entry Rules | Validation on suppliers, mandatory fields, over-receipt, and direct invoice rules | | Price | Previous-supplier price and Basic Pricing update behaviour | | Discounts | Trade discounts, item-line vs invoice-level discounts | | Bill Layout | Print layout for totals and tax-inclusive item lines | | Quick Purchase Settings | Options for Quick Purchase / POS entry only | Conditional fields | **Field** | **Shown when** | |-----------|----------------| | Set the purchase price to zero if there is no previous price for the supplier | Fetch the previous purchase price for the supplier is enabled | | Discount in, Discount Method, After-tax invoice discount?, Trade discount | Has discounts is enabled | | Trade discount | Has discounts is on and company country is India | | Brand, Batch, Serial Numbers, Variants, Inventory Bin in item line fields | Matching inventory feature is enabled for your company role |

Quick Start

1. Navigate

Go to Purchase → Settings → Purchase Settings.

2. Review each section

Work through the sections from top to bottom: General & Basic Settings, Invoice Fields & Data Points, Data Entry Rules, Price, Discounts, Bill Layout, and Quick Purchase Settings.

3. Save

Click Update to save. Use Reset to reload the last saved values, or Cancel to leave without saving.

General & Basic Settings

Show field for reference name

| | | |---|---| | **What it does** | Shows the Reference name header field on standard purchase entry screens. Use it for an internal or supplier-side reference label that is separate from the bill number. | | **Screens affected** | Purchase Quotation, Purchase Order, Purchase Invoice, Debit Note, Purchase Return Order, Work Order | | **Reports** | No — reference name is not a standard report column. It may appear on printed bills when filled in. |

Show Supplier Invoice Date

| | | |---|---| | **What it does** | Shows the Supplier Invoice Date field on purchase bills. Records the date printed on the supplier's invoice, which may differ from the transaction date. | | **Screens affected** | Purchase Invoice, Debit Note | | **Reports** | Yes — Bill Wise Purchase shows a Supp. Inv Date column when any bill in the result has a supplier invoice date. |

Show Prepared by field (In Purchase Order)

| | | |---|---| | **What it does** | Shows the Prepared By employee field on Purchase Order entry and view screens. | | **Screens affected** | Purchase Order only | | **Reports** | No dedicated report column. The field may appear on printed purchase orders. |

Invoice Fields & Data Points

Select additional item line fields you will like to Add

| | | |---|---| | **What it does** | Adds optional columns to the item line grid on purchase bills. Select one or more fields from the list. Some options (Brand, Batch, Serial Numbers, Variants, Inventory Bin) appear only when the corresponding inventory feature is enabled for your company. | | **Available options** | Description, Item code, HSN number, Barcode, Taxable Amount, Brand, Batch, Batch Expiry, Batch Manufacturing Date, Serial Numbers, Variants, Inventory Bin, No of Rolls, Length, Width | | **Screens affected** | Purchase Quotation, Purchase Order, Purchase Invoice, Debit Note, Purchase Return Order, Work Order | | **Reports** | Yes — enabled line fields can appear in Bill Wise Purchase Advanced and other item-wise purchase reports when those columns are included in the report layout. |

Select additional charges you will like to Add

| | | |---|---| | **What it does** | Shows selected charge fields in the totals area of purchase bills. | | **Available options** | Shipping Charge, Miscellaneous charge, TCS | | **Screens affected** | Purchase Quotation, Purchase Order, Purchase Invoice, Debit Note, Purchase Return Order, Work Order | | **Reports** | Charge amounts flow into bill totals on purchase reports; there is no separate charge-only report. |

Data Entry Rules

Prevent duplicate supplier invoice number

| | | |---|---| | **What it does** | Blocks saving a Purchase Invoice when the same supplier already has another approved invoice with the same supplier invoice number (Invoice Ref No). Draft and cancelled invoices are ignored. | | **Screens affected** | Purchase Invoice | | **Reports** | No — this is a validation rule at save time only. |

Prevent duplicate supplier invoice number in current financial year only

| | | |---|---| | **What it does** | Limits the duplicate check above to the current financial year instead of all-time. The same supplier invoice number can be reused across different financial years, but not twice within the same one. The financial year is taken from the invoice date. | | **Financial year** | India: 1 April – 31 March. All other countries: 1 January – 31 December (calendar year). | | **Depends on** | Shown and applied only when Prevent duplicate supplier invoice number is enabled. | | **Screens affected** | Purchase Invoice | | **Reports** | No — this is a validation rule at save time only. |

Prevent Duplicate invoice number

| | | |---|---| | **What it does** | Blocks saving a Purchase Invoice when another approved or closed invoice already uses the same Bill number. | | **Screens affected** | Purchase Invoice | | **Reports** | No — validation at save time only. |

Prevent over receipt from purchase order

| | | |---|---| | **What it does** | Blocks received quantities that exceed the remaining unordered quantity on the linked purchase order line. Totals include other open and approved receipts against the same order. | | **Screens affected** | Goods Receipt Note and Service Receipt Note when linked from a Purchase Order — checked on update and approve | | **Reports** | No — validation at save / approve time only. |

Prevent direct creation of purchase invoice

| | | |---|---| | **What it does** | Requires a linked purchase order when creating a Purchase Invoice (opening-balance invoices are exempt). New and Quick on the purchase invoice list are hidden when this setting is on — create invoices from a purchase order or receipt note instead. | | **Screens affected** | Purchase Invoice — create | | **Reports** | No — validation at create time only. |

Supplier mandatory fields

| | | |---|---| | **What it does** | Requires the selected fields when creating or updating a supplier. Save is rejected with a message listing any missing fields. | | **Available options** | Supplier Group, Phone, Email, State, Country | | **Screens affected** | Suppliers — New and Edit supplier forms. State and Country are checked on the first address line. | | **Reports** | No — affects supplier master data only. |

Purchase invoice mandatory fields

| | | |---|---| | **What it does** | Requires the selected header fields when creating or updating a standard Purchase Invoice. Save is rejected on the screen and by the API with a message listing any missing fields. | | **Available options** | Supplier Invoice Reference Number, Payment Term, Project (shown only when your role has Project module access) | | **Screens affected** | Purchase Invoice — standard full-form entry only (not Quick Purchase or Debit Note) | | **Reports** | No — validation at save time only. | Conditional validation | **Field** | **Required when** | |-----------|-------------------| | Supplier Invoice Reference Number | Always, when selected in this list | | Payment Term | Only when the Payment Term field is shown on the invoice — credit-style payment with due dates configured to use payment terms in Transaction Preferences, and not hidden by purchase-order balance rules | | Project | Always, when selected in this list and Project module is enabled |

Price

On purchase bill entry, item Rate is resolved in this order:

  1. Previous supplier price — last rate for this supplier + item + unit when Fetch the previous purchase price for the supplier is enabled below. Set the purchase price to zero if there is no previous price for the supplier stops the chain at zero instead of falling through.
  2. Pricing Rule — supplier-specific → supplier group → generic. A Price scheme sets the rate; discount schemes fill discount fields and the chain continues for the base rate. See Pricing Rule.
  3. Basic Pricing — grid purchase price, supplier group column when applicable, item UOM cost, or item master costPrice. See Basic Pricing.

Set default purchase price from last purchase invoice (below) updates Basic Pricing when a Purchase Invoice is approved — it does not change the resolution order on bill entry.

Fetch the previous purchase price for the supplier

| | | |---|---| | **What it does** | When you select an item on a purchase bill, the system looks up the last purchase rate for that item, unit, and supplier and fills the Rate automatically. Uses tax-exclusive or tax-inclusive price to match the bill's rate type. | | **Screens affected** | Purchase Quotation, Purchase Order, Purchase Invoice, Debit Note, Purchase Return Order, Work Order | | **Reports** | No — affects data entry only. Reported purchase values reflect whatever rate was saved on the bill. |

Set the purchase price to zero if there is no previous price for the supplier

| | | |---|---| | **What it does** | Shown only when Fetch the previous purchase price for the supplier is enabled. If no previous supplier rate exists, the item Rate defaults to zero instead of falling back to Basic Pricing or item default cost. | | **Screens affected** | Same purchase bill screens as previous-supplier-price setting | | **Reports** | No — data entry only. |

Set default purchase price from last purchase invoice

| | | |---|---| | **What it does** | When a Purchase Invoice is approved, updates the item's purchase price in Basic Pricing from the invoiced rates (unless the invoice uses a foreign currency or is an opening-balance invoice). | | **Screens affected** | Purchase Invoice (on approve); Basic Pricing (prices updated as a side effect) | | **Reports** | No direct report impact. Future purchase entry may pick up the updated Basic Pricing rate. |

Discounts

When Has discounts is off, discount columns and invoice-level discount fields are hidden on purchase bills. When on, the dependent fields below become visible and required.

Has discounts

| | | |---|---| | **What it does** | Master switch for trade discounts, item-line discounts, and invoice-level discounts on purchase bills. | | **Screens affected** | Purchase Quotation, Purchase Order, Purchase Invoice, Debit Note, Purchase Return Order, Work Order | | **Reports** | Discount columns appear on purchase reports when discounts exist on saved transactions. |

Discount in

| | | |---|---| | **What it does** | Chooses where discounts are entered. Item line — per-line discount fields. Invoice level — a single discount on the bill header/totals area. | | **Screens affected** | All purchase bill screens listed above | | **Reports** | Report discount columns reflect saved item-line or invoice-level discounts. |

Discount Method

| | | |---|---| | **What it does** | Sets whether invoice-level discount is entered as a fixed Value or Percentage. | | **Screens affected** | Purchase bills when Discount in is set to Invoice level | | **Reports** | No separate setting — saved discount amounts appear on reports. |

After-tax invoice discount?

| | | |---|---| | **What it does** | When enabled with invoice-level discounts, allows an invoice discount to be applied after tax is calculated rather than before. | | **Screens affected** | Purchase bill entry and totals calculation | | **Reports** | Totals on purchase reports reflect the after-tax discount when used. |

Trade discount

| | | |---|---| | **What it does** | Shows the Trade Discount column on item lines. Available for India companies when Has discounts is enabled. Hidden for tax-inclusive bills using percentage invoice discount in some combinations. | | **Screens affected** | Purchase Quotation, Purchase Order, Purchase Invoice, Debit Note, Purchase Return Order, Work Order | | **Reports** | Trade discount values appear on item-wise purchase reports when present on saved lines. |

Bill Layout

Bill totals view in *

| | | |---|---| | **What it does** | Controls how the totals block is arranged on printed and previewed purchase bills. Row — totals sit in a row alongside item lines. Column — totals stack in a column layout. Required field. | | **Screens affected** | Print and preview for Purchase Quotation, Purchase Order, Purchase Invoice, Debit Note, Purchase Return Order, Work Order | | **Reports** | Affects printed/PDF bill layout only, not tabular Excel reports. |

Item line layout (tax inclusive) *

| | | |---|---| | **What it does** | Chooses column order for item lines on tax-inclusive purchase bills. Required field. | | **Options** | Layout 1 — Sl No, Item, Qty, Unit, Price, Amount, Discount, Taxable Amount, Taxes, Tax Amount, Total
Layout 2 — Sl No, Item, Qty, Unit, Price, Price inc tax, Discount inc tax, Taxable Amount, Taxes, Tax Amount, Total | | **Screens affected** | Print and preview for purchase bills when the bill rate type is tax inclusive | | **Reports** | Print/PDF layout only. |

Quick Purchase Settings

These settings apply to the Quick Purchase (POS-style) purchase entry flow, not standard full-form purchase screens.

Provision to change date

| | | |---|---| | **What it does** | Allows changing the transaction date on the Quick Purchase screen. When off, the date field is fixed to the current date/time. | | **Screens affected** | Quick Purchase entry only | | **Reports** | No — affects which date is stored on invoices created through Quick Purchase. |

Add Reference name

| | | |---|---| | **What it does** | Shows the Reference name field on Quick Purchase entry. Separate from Show field for reference name, which controls standard purchase forms. | | **Screens affected** | Quick Purchase entry only | | **Reports** | No dedicated report column. |

Actions

| **Button** | **Description** | |------------|-----------------| | Update | Saves all Purchase Settings. | | Reset | Reloads the form with the last saved values. | | Cancel | Closes without saving. |

FAQ

Do Purchase Settings affect existing approved bills?
No. They affect new entry, editing of open drafts, print layout, and validation going forward. Approved bill line data is not recalculated when you change settings. Why do I not see Brand or Batch in additional item line fields?
Those options require the corresponding inventory features (brand tracking, batch tracking, etc.) to be enabled for your company. Why is Trade discount hidden?
Trade discount appears only when Has discounts is on and your company country is India. What is the difference between the two reference name settings?
Show field for reference name applies to full purchase forms. Add Reference name under Quick Purchase Settings applies only to Quick Purchase. Which setting stops duplicate supplier invoice numbers?
Prevent duplicate supplier invoice number checks the supplier invoice reference against other approved invoices for the same supplier. Can I allow the same supplier invoice number in a new financial year?
Yes. Enable Prevent duplicate supplier invoice number in current financial year only (available when the duplicate check is on). The number is then checked only within the invoice's financial year — India uses 1 April – 31 March, other countries use the calendar year — so the same number can be reused in a later year. What does Prevent duplicate supplier reference number do?
Blocks saving when the same supplier reference number already exists on another approved purchase document for that supplier. What does Prevent over receipt from purchase order do?
Blocks receipt note (and service receipt note) quantities that exceed remaining purchase order quantity — enforced on update and approve of linked documents. What does Prevent direct creation of purchase invoice do?
Stops users from creating a standalone purchase invoice with New or Quick. Invoices must be created from a purchase order (or receipt note flow). Opening-balance invoices are still allowed. How does Previous supplier price work?
When enabled, the last approved purchase rate from the same supplier is suggested on new purchase lines before pricing rules and basic pricing. What is Zero price if not previous?
If previous supplier price is enabled but no prior purchase exists, the line rate defaults to zero instead of basic pricing — forcing manual entry. Which supplier fields can be made mandatory?
Under Supplier mandatory fields, you can require group, phone, email, state, and/or country on every new or edited supplier. Which purchase invoice fields can be made mandatory?
Under Purchase invoice mandatory fields, you can require supplier invoice reference number, payment term (when applicable), and/or project on standard purchase invoices. Does Payment Term mandatory apply on cash purchase invoices?
No. Payment term is enforced only when the Payment Term field is visible on the invoice form — typically credit purchases with due dates set to use payment terms in Transaction Preferences. What additional item line fields can I enable?
Serial numbers, batch, variant, manufacturing date, expiry, and other line columns — depending on inventory features enabled for your company.