Configuration settings for Procurement
In the menu section Configuration Settings / Procurement, you will find settings that apply to the Procurement module. Also, read this article for more information on configuration settings.
Make sure you understand what each setting does before making any changes. During the implementation of your Spend Cloud environment, you can always contact your Visma | ProActive Consultant for advice. If a module is already implemented, you can reach out to our support department for assistance.
Once you have made changes to a setting and clicked on "Save," you will need to log out and log back in to activate the changes. You do this by clicking on your name in the top right of the Spend Cloud, next you click on logout in the menu. When you log in again, the changes will be visible in your Spend Cloud environment. This also applicable for other users.
The following settings are currently visible in the Spend Cloud. Most of them can be edited by you, but some cannot. Our goal is to make as many settings as possible available for editing in the Spend Cloud. Currently, this is not possible for all settings, for example, because a database change is required, or a setting only works in combination with other settings or external packages. We will try to describe this as much as possible for each setting.
001 - order number format (Cannot be changed via the Spend Cloud)
This is where the format is set for the order number sequence. In addition to the fiscal year and serial number, it can also include (part of) the administration number and cost center number. This sequence applies to all orders within the Spend Cloud environment. Changing this setting has a significant impact; if modified, all historical orders must be adjusted. For these reasons, only a Visma | ProActive (support) consultant can modify this setting.
002 - Register Receipts
By enabling this function, you ensure that an order in the Spend Cloud can be registered as received or not. This enables 3-way matching. You can read here more about matching invoices to procurement orders.
003/110 - Encode Orders (Cannot be changed via the Spend Cloud)
Through these settings, you can determine whether orders should be financially encoded. You can specify whether this is done centrally, decentrally, or combined. Additionally, you can indicate whether financial encoding of an order is mandatory. Read more about financial encoding of orders in this article.
004 - Custom line order
If enabled, users can create orders for purchases outside of the webshops or the assortment in the Spend Cloud. See also settings 114 and 115 below.
093 - VAT Displayed in Module
With this setting, you can indicate whether amounts should be processed with VAT or not.
130 - Amounts
Here, you specify how you want amounts to be displayed on the order in PDF format.
009 - Webshops
By enabling this menu, you can link certain webshops through OCI connections. Orders placed in these webshops via the Spend Cloud automatically appear in the Spend Cloud and follow the entire procurement process there. Read more about available webshops in this article.
010 - Assortment
With this setting, you make it possible to create an internal assortment from which buyers can choose products to order. Learn more about managing an internal assortment here.
005 - Displaying VAT in Summaries
Here, you can specify whether amounts in summaries should be displayed inclusive or exclusive of VAT, or both.
006/007 - Procuration Scheme (Cannot be changed via the Spend Cloud)
We advise against disabling this setting.
008 - Placing Orders by (Cannot be changed via the Spend Cloud)
This allows you to determine whether orders are placed by the procurement department, buyers, or both.
012 and 013 - Placing and Receiving Orders
With these settings, you can specify who can manually place orders via an email address or outside the Spend Cloud.
016 - Remark
When approving an order, you can set the 'Remark' field to be available there as well.
129 - Creating Suppliers with a Relation Import
When doing a relation import, you can immediately create a corresponding supplier.
015 - Selecting a Product Group When Encoding an Order Line Is Mandatory (Cannot be changed via the Spend Cloud)
You can set whether selecting a product group is mandatory when encoding an order line.
017, 020, 023, 029, 032, 035, 038, 041, 044, 047, 050, 053, 056, 059, 062, 119, 065, 066, 117, 118, 069, 070, 073, 074, 077, 078, 081, 082, 085, 086, 089, 090 - Notifications
With these settings, you can specify whether notifications and reminders should be sent to users. You can also specify the frequency of the emails.
094 to 100 - Progress
With these settings, you can specify how the progress overview should look. How often do you want to monitor the progress of an order in the procurement process?
101 - In Transit
If this setting is enabled, you can work with 'orders in transit'. This allows you to see expected costs of orders that are in circulation in the Spend Cloud.
126/127 - Exporting Orders (Cannot be changed via the Spend Cloud)
These settings can be enabled to export orders to a financial package. These options are supported by a limited number of financial packages.
102 - Requesting Opinions
Here, you can specify whether users can only ask employees a question from the employee list or whether they can also enter an email address of a person they want to ask for an opinion.
104, 103, 105, 106, 107, 108, 109 - Default Values PDF Order (Cannot be changed via the Spend Cloud*)
Through these settings, default values can be specified for PDF orders such as name, text message, disclaimer, phone number, email address, billing type, and delivery conditions.
*These default values can be overridden by the set values for an administration. Learn more about these settings per administration in this article.
111, 112, 113, and 121 - Automatic Approval
If your environment also has Invoice Processing, you can match procurement orders and their corresponding invoices in the Spend Cloud. These settings concern automatically approving the invoice if the amounts fall within the set deviation.
131 - Available Languages for PDF Order (Cannot be changed via the Spend Cloud)
You can select multiple languages at this setting so that you can create the text of the PDF order in the chosen language or languages per supplier.
114 and 115 - Custom order line Settings
Here, you can specify how users can create an order via the 'custom order line'. Which fields are mandatory therein?
125 - Orders for Unknown Supplier
If you select 'yes' here, it is possible for a user to create an order without selecting a supplier. The Procurement department can then supplement this order with the supplier from whom the order should be placed.
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