Manage defaults
/visma-net-erp/help/purchases/manage-defaults
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# Manage defaults
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About purchasing-related defaults and overrides
/visma-net-erp/help/purchases/manage-defaults/about-purchasing-related-defaults-and-overrides
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In the Purchases workspace of Visma Net, many elements in many windows may have default values.
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# About purchasing-related defaults and overrides
In the Purchases workspace of Visma Net, many elements in many windows may have default values.
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)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-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)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window. Reason codes are defined in the [Reason codes (CS211000)](/visma-net-erp/help/inventory/inventory-windows/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)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/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)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/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)](/visma-net-erp/help/inventory/inventory-windows/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)](/visma-net-erp/help/purchases/purchases-windows/landed-cost-codes-po202000/) window.
For more information about the landed costs, see: [About landed cost application scenarios](/visma-net-erp/help/purchases/process-landed-costs/about-landed-cost-application-scenarios/).
About inclusive VAT support
/visma-net-erp/help/purchases/manage-defaults/about-inclusive-vat-support
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The Purchases workspace supports value added taxes (VATs) on purchased items if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.
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# About inclusive VAT support
The Purchases workspace supports value added taxes (VATs) on purchased items if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.
For more information: [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/).
In most European countries, where value added taxes are often used, prices for consumers are
VAT-inclusive or specified with the VAT amount included.
The base and sale prices, too, can be
specified as including or excluding the appropriate VAT amount.
You configure inclusive and non-inclusive taxes in the [VAT (TX205000)](/visma-net-erp/help/vat/vat-windows/vat-tx205000/) window.
For inclusive taxes, select the **Extract from item amount** option.
In the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window, the document details
include applicable VAT shown for informational purposes on the **VAT details**
tab; the list of applicable VAT includes the VAT present in both the supplier VAT
zone and the ordered item's VAT category.
In the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window, VAT amounts are calculated because even though value-added taxes for stock items are paid to suppliers, they are claimable from the tax agency.
## Example of inclusive VAT processing
Consider an example in which a company purchases 100 motherboards at €22 each with a
10% VAT included.
The total amount is €2200, and the VAT amount calculated for the
document is €200.
The following transactions will be generated for the Inventory receipt.
|Account|Credit|Debit|
|---|---|---|
|Inventory (components)|0|2200 – 200 = 2000|
|Purchase accrual|2000|0|
The following transactions will be generated for the supplier ledger invoice receipt.
|Account|Credit|Debit|
|---|---|---|
|Purchase accrual|0|2000 (accrued amount)|
|Supplier ledger|2200 (full receipt amount)|0|
|VAT claimable account|0|200|
If any difference arises due to rounding between the original receipt amount, the sum of the VAT amount, and the amount to be recorded to the accrual account, it will be added to the purchase price variance account.
Related pages
Windows