# Purchase Types
Purchase Types (form types) define how purchase documents are numbered, titled, taxed, and printed. Each purchase quotation, order, invoice, and related document selects a form type that controls transaction ID format, footer notes, and tax behaviour.
Overview & List View
Go to Purchase → Settings → Purchase Types from the left menu.
Purchase Types are master data. Edit them directly from the list or view screen — there is no Master Update workflow on this screen.
Use purchase types to separate regular and import supply chains, enforce tax on every line, set auto-numbering per document, and pre-fill footer notes and default notes on print.
List columns
| **Column** | **Description** |
|------------|-----------------|
| Id | Form type record ID. |
| Name | Form type name shown as Form Type on purchase documents. |
| Supply Type | Regular, Import, or GCC Import (Bahrain). |
| Bill Heading | Additional heading on printed bills. |
| Bill Sub Heading | Additional subheading on printed bills. |
| Branch | Branch limit when multi-branch is enabled. |
| Brand | Default brand when brand tracking is enabled. |
| Status | Active or Suspended. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Active | Active purchase types (default). |
| Suspended | Suspended types. |
Advanced filters
| **Filter** | **Description** |
|------------|-----------------|
| Name | Filter by form type name. |
| Branch | Filter by branch. |
| Status | Active or Suspended. |
| Created Date | Date the type was created. |
List row actions
| **Action** | **Description** |
|------------|-----------------|
| View | Opens read-only type details. |
| Edit | Opens the edit form. |
| Delete | Removes the type when not referenced. |
| Suspend / Activate | Disables or re-enables the type. |
New Purchase Types
Fields
Basic Information
| **Field** | **Description** |
|-----------|-----------------|
| Name * | Unique name for the form type. Shown as Form Type on purchase documents. |
| Supply Type | Regular or Import. Companies in Bahrain also see GCC Import. Controls import-related tax and compliance behaviour on linked documents. |
| Description | Optional notes about when to use this type. |
Document Headers
| **Field** | **Description** |
|-----------|-----------------|
| Document header for purchase invoice | Title printed at the top of purchase invoices using this type. |
| Document header for purchase order | Title printed on purchase orders. |
| Document header for debit note | Title printed on debit notes. |
| Additional Heading for bills | Extra heading line on printed bills. |
| Additional SubHeading for bills | Extra subheading line on printed bills. |
Tax & Field Settings
| **Field** | **Description** |
|-----------|-----------------|
| RCM Applicable | When enabled, reverse charge mechanism rules apply on documents using this type. |
| Require tax for every item | When enabled, every item line must have tax before the document can be saved or approved. |
| Branch | Limits this type to a specific branch when multi-branch is enabled. |
| Brand | Default brand for documents using this type when brand-wise tracking is enabled. |
Transaction ID Format
Table with one row per document type. Configure auto-numbering independently for each transaction.
| **Column** | **Description** |
|------------|-----------------|
| Transaction | Document type: Purchase Invoice, Purchase Order, Purchase Quotation, Purchase Return Order, Debit Note, Work Order |
| Auto generate id | Yes — system assigns the next number. No — user enters the number manually. |
| Prefix | Text placed before the number (e.g. PO-). Must be unique when used. |
| Suffix | Text placed after the number. |
| Reset counter | Yes — counter restarts from Starting No on schedule. No — continuous numbering. |
| Starting No | First number when reset counter is enabled. |
Footer Notes
Rich-text footer printed at the bottom of each document type:
| **Field** | **Description** |
|-----------|-----------------|
| Purchase Invoice Footer Note | Default footer on purchase invoices. |
| Purchase Order Footer Note | Default footer on purchase orders. |
| Purchase Quotation Footer Note | Default footer on quotations. |
| Debit Note Footer Note | Default footer on debit notes. |
| Purchase Return Order Footer Note | Default footer on return orders. |
Notes
Default body notes pre-filled on new documents (editable before save):
| **Field** | **Description** |
|-----------|-----------------|
| Purchase Invoice Note | |
| Purchase Order Note | |
| Purchase Quotation Note | |
| Debit Note Note | |
| Purchase Return Order Note | |
How It Works
- Form Type selection — When a user picks a purchase type on a quotation, order, invoice, or related document, numbering rules, headers, footers, and field requirements from that type apply immediately.
- Numbering — Auto-generated bill numbers use the prefix, suffix, and sequence configured per transaction on this purchase type.
- Tax resolution — Purchase type is the first key in Purchase Tax Config. Item group and item rows override defaults for the same purchase type. Require tax for every item blocks save when any line has no tax. RCM Applicable flags reverse charge treatment on linked documents.
- Print layout — Document headers, additional headings, footer notes, and default body notes from this type print on the corresponding purchase document.
- Approval workflow — When multi-level approval is configured on the purchase type, documents use the approval workflow instead of the direct Approve button on Purchase Quotation, Purchase Order, Purchase Invoice, Debit Note, and Work Order.
Connected reports: Filter by form type on Bill Wise Purchase, Bill Wise Purchase Advanced, Order Wise Purchase, and other purchase reports when the form type filter is available.
Actions
List header: New
| **Action** | **Description** | **Available when** |
|------------|-----------------|-------------------|
| Edit | Opens the edit form | Active types |
| Delete | Removes the type | When no linked transactions (if permitted) |
| Suspend | Deactivates the type | Active |
| Activate | Re-enables a suspended type | Suspended |
| Print | Prints the type configuration view | All |
Form buttons: Update, Reset, Cancel
FAQ
Why is Form Type required on my purchase documents?
When at least one active purchase type exists, purchase entry screens require a form type to apply the correct numbering and tax rules.
Can two types share the same prefix?
Prefix must be unique across auto-generate configurations to avoid duplicate bill numbers.
What does RCM Applicable do?
It flags documents for reverse charge tax treatment where your company accounts for tax instead of the supplier.
Do footer notes lock after save?
Footer notes on the type are defaults. Users can still edit Notes on individual documents.
What does Tax Required on a purchase type do?
When enabled, purchase documents of this type require tax on applicable lines — useful for regulated or taxable supply types.
How does multi-level approval relate to purchase types?
When configured on a type, documents use workflow approval instead of the direct Approve button on the form.
Do purchase types filter by branch or brand?
Types can be scoped to branches or brands when multi-branch or brand tracking is enabled — only matching types appear on new documents.
Which documents use purchase type numbering?
Each type defines prefixes and auto-numbering for quotations, orders, invoices, return orders, debit notes, and work orders linked to that type.
Do changes to a purchase type affect old documents?
No. Numbering, headers, and tax flags apply to new documents and drafts going forward. Approved documents keep their original type settings.