Procurement Settings

Navigate to Procurement > Settings to configure the module for your organization.

General

• Default payment terms — Applied to new vendors and bills when no vendor-specific terms are set (e.g., Net 30, Net 60)
• Default currency — Pre-selected on new POs and vendor records
• PO number prefix — Customize the prefix for generated PO numbers (e.g., PO-, PR-)
• PO number sequence — Starting number and padding (e.g., PO-00001)

Approval Rules

Set the amount thresholds that determine which approval level is required for each PO.

Example configuration:

Add, remove, or reorder approval levels. Each level specifies:

• Amount threshold — Minimum PO total that triggers this level
• Approver — Specific user or role
• Notification method — In-app, email, or both

AP Inbox

• AP inbox email address — Your unique address for receiving supplier PDF invoices
• Additional forwarding addresses — Forward all received bills to additional reviewers
• Default reviewer — Automatically assign extracted bills to a specific user for initial review

GL Account Mapping

Map procurement categories to Finance GL accounts. Applied automatically when bill line items have a recognized category.

Example mappings:

Add custom categories and map them to any GL account defined in Finance.

Budget Guardrails

Enable budget checking against Finance budget allocations:

• Warning only — PO submission proceeds but a warning is displayed when the PO would exceed a budget
• Block submission — PO cannot be submitted if the budget allocation is exhausted

Budgets are defined in Finance and referenced by GL account.

Match Tolerance

Configure the threshold for 3-way matching:

• Tolerance type — Percentage (e.g., ±5%) or absolute amount (e.g., ±€10)
• Auto-approval — Bills within tolerance advance to Pending Approval automatically
• Manual review — Bills outside tolerance are held for a reviewer to resolve before advancing