About purchasing-related defaults and overrides

In the Purchases workspace of Visma Net, many elements in many windows may have default values. If the default values you set are the values your organisation uses most frequently, your users will save time and minimise errors. You can override these values any time.

Some default settings are defined within the Purchases workspace; others are defined in the workspaces that integrate closely with the Purchases workspace: Inventory and Supplier ledger.

Default general ledger accounts

To specify the default accounts for use in the Purchases workspace, use the Purchase orders preferences (PO101000) window. These default accounts include the following ones:

• Account and subaccount for freight expenses: You need to specify the account and subaccount for the freight expenses incurred in the delivery of purchased goods from suppliers. Enter the appropriate freight expense account and freight expense sub. values.
• Accounts used for purchase return operations: You can define the accounts and subaccounts used for purchase return operations by assigning a specific reason code for purchase returns in the Purchase order return reason code field in the Purchase orders preferences (PO101000) window. Reason codes are defined in the Reason codes (CS211000) window.

Workflow options

The settings used to control workflow in the Purchases workspace include the following:

Hold receipts on entry

Defines whether receipts get the On hold status by default when they are saved.

Validate totals on entry

Defines whether totals are validated on entry for purchase receipts and for purchase orders of different types.

Automatically create invoices on release

Defines whether supplier ledger invoices are created when receipts are released.

Supplier price update

Defines how supplier prices are updated. They can be updated when receipts are created or released, when purchase orders are created, or when invoices are generated for receipts.

Release supplier documents automatically

and Release inventory documents automatically Define whether Supplier ledger and Inventory documents generated for purchase receipts are automatically released.

Supplier defaults

Once you select a supplier on a new purchase order, many elements on the order get default values. These values, specified in the Suppliers (AP303000) window, are used as default values on data entry windows in the Supplier ledger and Purchases workspaces. These settings include the following:

• The currency used by the supplier. The currency can be overridden on particular documents, if this is allowed by supplier settings located on the General info tab of the Suppliers (AP303000) window.
• The payment terms.
• The shipping terms.
• The supplier’s shipping location.
• The carrier used by the supplier.
• The supplier’s contact information.
• The payment settings used for payments made to suppliers.
• General ledger accounts and subaccounts used to record expenses, freights, prepayments, and total liability.

A supplier’s default settings also include the VAT zone, which determines the taxes applicable to goods and services purchased from the supplier. You can also define the minimum and maximum percentage of ordered goods that can be accepted, and the actions to be performed if the ordered quantity differs from the received quantity when the quantities of received goods fall outside the specified range.

Stock item defaults

The stock item records provide default values for purchase orders and receipts, such as the units of measure, supplier prices, and accounts involved. You can also provide the item settings associated with the specific warehouse that is used in purchase receipts created in the Purchases workspace, and in the inventory receipts automatically generated to update the costs and availability data of the item.

The default settings for stock items are defined in the Stock items (IN202500) window.

Landed cost defaults

Choosing a landed cost code on a document, you specify the appropriate supplier (which provides the services resulting in landed costs), application method, terms of payment, VAT category, and accounts involved in accounting for landed costs.

Processing the landed costs results in cost adjustments for the stock items that were listed on receipts or supplier ledger invoices with landed costs specified.

You define the landed cost settings in the Landed cost codes ( PO202000) window. For more information about the landed costs, see: About landed cost application scenarios.