Purchase Order Settings

Configuration > Purchase Orders

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Purchase Orders

Field	Type	Description
Item Code for Miscellaneous Items for POs	Single Select	The product selected here will be the product code used when adding ad-hoc products to Purchase Orders.
Use the Purchase Order ID to generate the Reference Number	Checkbox	When this setting is checked on, the ID of the purchase order i.e. 01-1 will be the Reference name given on the right hand pinned sidebar of the PO. The respective prefix will still apply when set.
Prefix for POs created from a Ticket	Free Text	When creating a Purchase Order from a Ticket, the Purchase Order ID will be prefixed with what is entered here.
Prefix for POs created from a Sales Order	Free Text	When creating a Purchase Order from a Sales Order, the Purchase Order ID will be prefixed with what is entered here.
Prefix for standalone POs	Free Text	When creating stand alone Purchase Orders, the Purchase Order ID will be prefixed with what is entered here.
Currency symbol for Purchase Orders	Free Text	Determines the default currency applied to Purchase Orders. If unset this will be inherited from the servers regional settings Adding a space before the currency symbol will display it as a suffix.
Restrict Items added to POs to the Items against the Supplier	Checkbox	When selected, the items shown in the add list, will be restricted to the items available from the supplier that was selected on the PO. When unselected, all items can be selected, regardless of supplier.
Add a note to the Ticket when PO items are brought into stock	Checkbox	When checked, should the PO be linked to a ticket (usually an Opportunity), the ticket will receive a note when items on that PO are brought into stock.
Linked Ticket Status when PO items are brought into stock	Single Select	Should the above occur, the ticket will also be set to this selected status so that agents are aware items have been brought into stock.
Delivery default	Single select	Allows you to choose who the purchase order is set to be delivered to by default, the address against the entity selected will the the default delivery address
Allow consignment of existing Assets when delivery is set to 'Deliver to the User'	Checkbox	Allows existing unlinked assets to be consigned when the delivery is to the user
Use the Organisation of the Assigned Agent for 'Deliver to us'	Checkbox	When checked, each time a PO is set to be 'Deliver to us' the address for the organisation of the assigned agent will be used. When unchecked, 'Deliver to Us' will use the address of the customer the sales order associated with the PO is for. However, setting the PO to be 'deliver to user' will also use the customer's address regardless of this setting.
Prevent receiving more stock than the purchase order line quantity	Checkbox	If the product line on the PO has for example quantity 5, you will not be able to receive more than that. This will affect the quantity check for all delivery methods i.e. end-user, to us, etc...
Cost Centres	Button	This will open up the menu for creating and configuring Cost Centres. These are entities with associated addresses which can be used to group costs.
From Address	Single Select	Determines the mailbox to send Purchase Orders from.
Purchase Order CC address	Free Text	Emails entered in here will be the default CC address for the sending of all Purchase Orders
Purchase Order BCC address	Free Text	Emails entered in here will be the default BCC address for the sending of all Purchase Orders
Only sync Purchase Orders to 3rd party integrations on certain statuses	Checkbox	When enabled a checkbox will show against each status, allowing you to allow purchase orders to be synced to your 3rd Party integration when it is in that status. From v2.253+ this setting will be deprecated and replaced with the setting "Only sync selected entities to 3rd party integrations on certain statuses".
Only sync selected entities to 3rd party integrations on certain statuses	Single Select	(v2.253+) Here you can choose which entities you would like to prevent from syncing to third party (accounting) integrations when they have a particular status. Useful when you would not like invoices/sales orders/ purchase orders to be synced to your accounting tool whilst they are in a draft/editing status. The status in which these entities should not sync in is set against the invoice status. This can also be set under Configuration > Billing > General Settings and Configuration > Sales Orders.
Only sync selected entities to 3rd party tax integrations on certain statuses	Single Select	(v2.253+) Here you can choose which entities you would like to prevent from syncing to third party tax integrations when they have a particular status. Useful when you would not like invoices/sales orders/ purchase orders to be synced to your tax tool whilst they are in a draft/editing status. The status in which these entities should not sync in is set against the invoice status. This can also be set under Configuration > Billing > General Settings and Configuration > Sales Orders.
Purchase Order Statuses	Button	This will open the menu for creating and configuring Purchase Order Statuses. These Statuses can be set to disable editing or mark as closed / sent while the PO is on them.
Purchase Order Status after all Products are received	Single Select	Allows you to choose what status purchase orders will automatically be moved to once all the products are received.
Only allow administrators to update line Products that have been received	Checkbox	When enabled, agents will need the administrator role to be able to update purchase order lines for received products.
Don't show the edit screen after selecting items to add	Checkbox	The edit screen for individual line items will not pop up when adding items to purchase orders.
Show Attachments from linked Sales Orders	Checkbox	When enabled, any attachments that were added to the sales order, will show on the purchase order. The sales order must be linked to the purchase order i.e. the purchase order was created off of the back of the sales order. If the setting for quote attachments to show on sales orders "Show attachments from linked Quotes" is on (found in Configuration > Sales Orders) then the attachments on the quote will pull through to the sales order and also the purchase order (if this PO setting and the SO setting is enabled).
PO attachments on Tickets are visible to Users by default	Checkbox	when enabled, end-users will be able to see the PO attachment on tickets from within the self service portal.
Default to Supplier currency when POs are created from Sales Orders	Checkbox	Prerequisite - To use this setting, you must first enable the option "Use multiple currencies" which is found within Configuration>Billing>General Settings. With this enabled, you will now be able to set a currency against a supplier, from within the settings tab of the supplier. After setting a currency for the supplier and then creating a Purchase Order from a Sales Order, the currency used will no longer be the one set on the Sales Order but instead the currency set on the supplier. When viewing the Purchase Order in the Halo agent app, you will see the native currency, although when sending the PDF to the supplier, you will be sending it with the currency against the supplier.
Automatically populate the Purchase Order Number field on a Ticket when a PO is created which is linked through an SO	Checkbox	When enabled, the "Purchase Order Number" field against the ticket (found in the billing tab) will auto populate with the data in the "Customer PO Number" against the sales order that is linked to the ticket. In order for this to work the ticket must be created from the sales order after "Customer PO Number" is populated.
Purchase Order line long description	Single Select	(v2.244+) This determines what the Long description of a Purchase Order Line will populate with upon creation. This can be set to use the Product Name, Product Purchase Description, or customised via variables.
Purchase Order long description variables	Free Text	(v2.244+) Only shows when "Purchase Order line long description" is set to "Use variables". This is the text and variables that will display as the long description on a Purchase Order Line.
Group purchase orders based on Ticket ID set on the sales order	Checkbox	With this setting enabled, you will be able to checkbox on sales orders that are linked to the same ticket id. Ready For Purchasing
Show sales order lines with no Supplier set	Checkbox	When this setting is enabled, any sales orders that do not have a supplier set against them will show in a seperate ready for purchasing window, you will be able to select a supplier on creation of the PO. SO Lines without a Supplier will only show in ready for purchasing if this setting is enabled. Ready for Purchasing
Default PDF Template for POs	Single Select	Determines the default PDF template to use when Purchase Orders are created.
Edit PO PDF Templates	Button	This will open up the menu for creating and configuring PO PDF Templates. These are fully customisable with custom HTML.
Enable approval processes on Purchase Orders	Checkbox	When checked, Approval Processes can be set to be required for Purchase Orders to be completed.
Allow generation of PDF before approval	Checkbox	When checked, agents will be able to generate a PDF for the PO even when it has not been approved yet. They will also be able to receive stock for the items on the PO. When unchecked these actions will be restricted until after the PO has been approved.
Allow stock processing before approval	Checkbox	When checked, stock can be used before approval of the purchase order.
Allow Products to be added to Approved Purchase Orders	Checkbox	When checked, products will be able to be added to purchase orders that have already been approved. When this is disabled, admin Agents will still be able to add new lines to the PO, but no items can be added to approved POs when ordering items from a Sales Order.
Use Opportunity/Ticket approval rather than simple approval for Purchase Order approvals	Checkbox	When checked, Opportunity/ticket approvals can be used to approve the Purchase order rather than simple agent approval. The PO will need to be linked to a ticket/opportunity, once the approval process begins approval steps will be visible within this ticket.
Purchase Orders must be approved before syncing to a third-party billing integration	Checkbox	When checked, Purchase Orders will not be sent to third-party billing integrations unless they have been approved first.
Minimum PO Cost to require approval	Float	The PO must have a cost higher than the one stated here to require approval. Else it will be automatically approved. This value can be Agent-specific.
Approver Selection	Single Select	The choice made here will decide how Approvers are chosen for PO approvals. Either Email Addresses can be entered, Agent, or fixed email address.
Auto-approve Purchase Orders if created by an approver	Checkbox	When checked, the approval will go through for a purchase order if the agent creating it is an approver.
Allow editing of third party order number	Checkbox	When checked, you can edit the third-party Order Number related to the Halo PO. This will only work when using the Xero billing integration.

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