Buying Settings
Overview
Buying Settings – Business Overview
Buying Settings is a central control document that defines how your organization manages all purchasing-related activities in Dafater. It acts as the policy and preference hub for buying operations, ensuring consistency, control, and efficiency across the entire procurement process.
Purpose in Business Operations
Buying Settings is used to standardize and govern how purchases are planned, approved, priced, and processed. Instead of handling buying rules on a case-by-case basis, this document allows the business to set clear guidelines that automatically apply to all purchasing transactions.
In simple terms, it answers questions like: - How should purchases be initiated and approved? - What default behaviors should apply when buying items or services? - How should suppliers, pricing, and quantities be handled?
By defining these rules upfront, the organization reduces errors, avoids delays, and ensures compliance with internal purchasing policies.
Prerequisites and Initial Setup
Before using Buying Settings effectively, the following should be in place: - A defined purchasing process approved by management - Suppliers already identified and categorized - Clear internal policies for approvals, pricing, and purchasing limits - Basic understanding of how buying documents flow within Dafater
Buying Settings is typically configured once during system setup and then reviewed periodically as business needs evolve.
Typical Workflow and Process Fit
Buying Settings does not represent a transaction itself. Instead, it supports and influences every buying-related activity.
How it fits into the workflow: 1. The business defines its buying rules in Buying Settings. 2. Purchasing teams create purchase requests, orders, or supplier transactions. 3. Dafater automatically applies the rules from Buying Settings to these transactions. 4. Buyers follow a consistent process without needing to remember individual rules. 5. Management gains better visibility and control over purchasing behavior.
This ensures that purchasing activities align with company policy at every stage.
Key Business Scenarios Where Buying Settings Is Essential
Buying Settings plays a critical role in several situations: - Growing organizations that need structured and controlled purchasing - Multi-department businesses where consistent buying practices are required - Cost-controlled environments where pricing discipline and approvals are critical - Audit-focused organizations that require standardized buying procedures - Procurement teams handling high volumes of purchases and suppliers
Without Buying Settings, purchasing can become inconsistent, harder to manage, and more prone to policy violations.
Important Considerations for Users
- Buying Settings affects all buying transactions, so changes should be made carefully.
- It should reflect real business policies, not assumptions.
- Review and update it periodically to match changes in suppliers, regulations, or internal controls.
- Ensure purchasing teams are aware of the rules defined here to avoid confusion.
- Treat it as a strategic document, not just a one-time setup task.
In Summary
Buying Settings is the backbone of purchasing control in Dafater. It ensures that buying activities follow company policies, reduces manual decision-making, and supports a smooth, predictable procurement process. Properly maintained, it helps businesses buy smarter, faster, and with greater confidence.
Basic Information
- Module: Buying
- Document Type: Other
- Type: Single (Configuration)
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| suppmastername | Supplier Naming By | Select | Supplier Name, Naming Series, Auto Name | Defines how supplier records are named in Dafater | |
| supplier_group | Default Supplier Group | Link | Supplier Group | Default classification applied to newly created suppliers | |
| buyingpricelist | Default Buying Price List | Link | Price List | Default price list used for supplier purchasing rates | |
| maintainsamerate_action | Action If Same Rate is Not Maintained | Select | Stop, Warn | System action when purchase rates differ across documents | |
| roletooverridestopaction | Role Allowed to Override Stop Action | Link | Role | Role permitted to bypass rate mismatch restrictions | |
| po_required | Is Purchase Order Required for Purchase Invoice & Receipt Creation? | Select | No, Yes | Enforces purchase order before creating receipts or invoices | |
| blanketorderallowance | Blanket Order Allowance (%) | Float | - | Permitted percentage variance against blanket order quantities | |
| pr_required | Is Purchase Receipt Required for Purchase Invoice Creation? | Select | No, Yes | Requires purchase receipt before creating purchase invoices | |
| projectupdatefrequency | Update frequency of Project | Select | Each Transaction, Manual | Controls how often project costs update from purchases | |
| setlandedcostbasedonpurchaseinvoice_rate | Set Landed Cost Based on Purchase Invoice Rate | Check | - | Calculates landed cost using purchase invoice rates | |
| allowzeroqtyinsupplier_quotation | Allow Supplier Quotation with Zero Quantity | Check | - | Allows supplier quotations with zero item quantities | |
| usetransactiondateexchangerate | Use Transaction Date Exchange Rate | Check | - | Uses exchange rate from transaction posting date | |
| allowzeroqtyinrequestforquotation | Allow Request for Quotation with Zero Quantity | Check | - | Allows RFQs with zero quantity items | |
| maintainsamerate | Maintain Same Rate Throughout the Purchase Cycle | Check | - | Ensures consistent rates across entire purchase cycle | |
| allowmultipleitems | Allow Item To Be Added Multiple Times in a Transaction | Check | - | Permits adding same item multiple times per transaction | |
| billforrejectedquantityinpurchaseinvoice | Bill for Rejected Quantity in Purchase Invoice | Check | - | Includes rejected quantities in supplier billing | |
| setvaluationrateforrejected_materials | Set Valuation Rate for Rejected Materials | Check | - | Assigns valuation rate to rejected materials | |
| disablelastpurchase_rate | Disable Last Purchase Rate | Check | - | Prevents using last purchase rate as reference | |
| showpaybutton | Show Pay Button in Purchase Order Portal | Check | - | Displays payment option on purchase order portal | |
| allowzeroqtyinpurchase_order | Allow Purchase Order with Zero Quantity | Check | - | Allows creation of purchase orders with zero quantities | |
| backflushrawmaterialsofsubcontractbasedon | Backflush Raw Materials of Subcontract Based On | Select | BOM, Material Transferred for Subcontract | Determines basis for subcontract raw material backflushing | |
| overtransferallowance | Over Transfer Allowance (%) | Float | - | Allowed percentage excess for subcontract material transfers | |
| autocreatesubcontracting_order | Auto Create Subcontracting Order | Check | - | Automatically generates subcontracting orders on demand | |
| autocreatepurchase_receipt | Auto Create Purchase Receipt | Check | - | Automatically creates purchase receipt from purchase orders |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Purchase Manager | ✓ | ✓ | ✓ | |||
| System Manager | ✓ | ✓ | ✓ | |||
| Stock User | ✓ | |||||
| Accounts User | ✓ | |||||
| Stock Manager | ✓ | |||||
| Accounts Manager | ✓ | |||||
| Purchase User | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Price List | Links to | Stock |
| Role | Links to | Core |
| Supplier Group | Links to | Setup |