Setting up Purchasing

Before your team starts buying, give people access, decide which documents need a manager's approval, pick the default tax codes and set how documents are numbered. This is a one-time job for an administrator.

Show the steps for

Note. If you do not see the Purchasing app at all, ask your Voltix contact to switch it on for your company.

1. Give people access

1Open Settings → Users, edit the user and switch on Purchasing under App access (this company). The Purchasing tile appears on their apps screen.
2Decide who approves. Approving and rejecting documents is for users with the manager or admin role. See Approvals.
3If buyers should be able to add new vendors themselves, tick Add vendors on their auth group in Settings → Auth Groups.

2. Make sure your vendors exist

Every purchase is made from a vendor. Vendors are business partners: open Business Partners → Vendors to see them.

Vendors come from SAP Business One with their SAP vendor code. Add new vendors in SAP; they appear in Voltix after the next sync.

Add vendors in Business Partners (marked as a vendor). Give each one a vendor code and, if you buy in a foreign currency, their currency.

3. Approvals and default tax codes

Open Settings → Purchasing. The Approvals tab holds the approval switches and the default tax codes.

Purchasing settings — Settings → Purchasing → Approvals.

Setting	What it does
Require approval for purchase orders	New purchase orders wait as Waiting for approval until a manager approves them.
Require approval for goods receipt POs	The same for goods receipts. Stock is only added once the receipt is approved.
Default AP invoice tax code	The purchase tax code used on AP invoice lines that have none of their own, for item and service invoices. An item that carries its own purchase tax code (including an exempt one) keeps it.
Default tax code for purchase orders	The tax code given to purchase order lines whose item has no purchase tax code of its own.

AP invoices go through a SAP approval procedure: switch this on only if your SAP company has an approval procedure for A/P invoices. Voltix then knows that SAP holds the invoice for its own approver instead of posting it straight away.

Click Save approvals when you are done.

Tip. The tax code lists show your purchase (input) tax codes only. If a list is empty, your company has no input tax code yet.

4. Numbering

Click the Numbering tab. Each document type gets a number when it is created (drafts have no number yet).

Purchasing numbering — Settings → Purchasing → Numbering.

Column	Meaning
Document	Purchase order, Goods receipt PO or AP invoice.
Scope	All locations, or one location that numbers its documents separately.
Prefix	The letters in front of the number, for example PO.
Next number	The number the next document gets.
Format	How the number is built. The Next document column shows an example.

To number one location separately, click Add location override, pick the document and the location, and enter its own prefix and next number. Click Save numbering.

Important. A user's documents use their location's override when one exists; everyone else uses the All locations row. The All locations row cannot be removed.

You are ready

Open Purchasing from the apps screen and create your first purchase order.