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Sales & purchase settings

From Admin > General > Sales/Purchase Editor you can control a number of system preferences related to sales and purchasing.

Sales & purchase settings in Admin > General

Remember that if you make any changes on this page you need to scroll to the bottom and click on Update to apply them.

Product Search Mode

When you are searching for a Product you can determine whether the system will commence a search of the names search on either:

  • What the name Starts With. In the following example I have typed in the word “coffee” and the search has determined that there are no Product names that start with this term.

  • What the name Contains. In the following example I have typed in “coffee” and the search results have displayed any Product name that contains the word.

Price Precision

You can specify a default number of decimal places (between 0 and 3) to apply to prices on your sales and purchases.

Note that Xero currently only supports 2 decimal places.

Allow Selling Editable Numbers

Enabling this option means that all Users will be able to edit the system generated record number for Quotes, Sales Orders and Invoices.

The following example shows a Sales Order where the Allow Selling Editable Numbers option is NOT ticked. This shows the field as greyed out and it cannot be modified.

Locked selling number

The following example shows a Sales Order where the Allow Selling Editable Numbers option IS ticked. This shows the field as able to be edited.

Editable selling number

Automatically Backorder Custom Item

Enabling this setting means that the system will automatically place custom items on backorder, even if stock is available.

The following example shows the box that can be selected on sales to indicate that the item Is Custom, which then automatically populates the Backorder box with the required quantity.

A custom item on a Sales Order

If this option is not enabled, you can still manually place custom items on backorder, if desired.

Generate PO From SO Mode

You have the ability to generate Purchase Orders from Sales Orders.

Generating a PO from a Sales Order

This setting determines which items will be available to add to the PO:

  • Only Include Backorder means that you will only to be able to order items that are on backorder.
  • Include All Sales Order Items means that you can order any of the items on the Sales Order.

Quantity Precision

You can specify a default number of decimal places (between 0 and 3) to apply to quantity figures on your sales and purchases.

Note that Xero currently only supports 2 decimal places.

Allow Purchasing Editable Numbers

Enabling this option means that all Users will be able to edit the system generated record number for Purchase Orders.

The following example shows a Purchase Order where the Allow Purchasing Editable Numbers option is NOT ticked. This shows the field as greyed out and it cannot be modified.

Locked purchase number

The following example shows a Purchase Order where the Allow Purchasing Editable Numbers option IS ticked. This shows the field as able to be edited.

Editable purchase number

Expand BOM On Sale

Enabling this option means that when a Manufactured Product is added to a Sales Order, the Input Items from the Bill Of Materials will be shown.

However, this will only happen if the Expandable box has been enabled on the relevant Bill Of Material.

Expandable option on a BoM

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