Business Configuration[Process Inward]
Purpose:- The configurations present in the Process Inward tab allows to enable or disable functionalities in the Purchase module screen.
Steps to access Process Inward Business Configurations:-
1. Navigate to Tools -> Configuration -> Business Configuration
2. Under the Business Configurations, click on the Process Inward tab and all the configurations under this tab will be listed.
1. Allow Multiple Receipt Notes selection in Purchase
This configuration controls whether a user can select multiple Receipt Notes (RN) for the same supplier while creating a Purchase Invoice.
When the configuration is Enabled
User can select multiple Receipt Notes that belong to the same supplier.
In the Purchase Invoice screen, click Load RN and the system shows all pending Receipt Notes for that supplier.
User can select 2 or more RNs.
The system will combine line items from all the selected RNs into a single Purchase Invoice.
Frequently Asked Questions (FAQ):
Q1. What does this configuration do?
This configuration allows users to select multiple Receipt Notes (RNs) belonging to the same supplier while creating a Purchase Invoice.
Q2. Can I select RNs belonging to different suppliers?
No.Only RNs from one supplier can be selected in a single invoice.
Q3. What happens if the config is disabled?
The system allows selecting only one RN at a time while creating a Purchase Invoice.
2. Show only Items mapped with supplier
When this configuration is enabled, the Purchase module screens will display only those items that are mapped to the selected supplier in the Supplier vs Item master. Unmapped items will be hidden from the LOV.
This helps ensure accurate supplier-item mapping and prevents incorrect item selection during purchase transactions.
FAQ –
Q1. What does this configuration do?
It restricts the item list in Purchase screens to only items mapped with the selected supplier.
Q2. Is this configuration mandatory?
No.It is optional and can be enabled based on business requirement.
Q3. Where is the item mapping maintained?
Item mapping is done in Supplier vs Item Master.
Q4.Is this applicable only in the Purchase Invoice screen, or also in other inward screens?
This is applicable across all inward screens, including Purchase Order, Purchase Invoice, Receipt Note, and Goods Inward Note.
Q4. Why is an item not visible in the item LOV after enabling this configuration?
Answer:
The item is not displayed because it is not mapped to the selected supplier in the Supplier vs Item Master. Please verify and map the item to the supplier to make it visible.
Q5. What happens if the configuration is disabled?
6. Cost Price, Sell Price and MRP Are Same
When this configuration is enabled, the system enforces Cost Price, Selling Price, and MRP to be the same value.
In this mode, only the Cost Price column will be displayed in the transaction screen, and the same value will be automatically applied as the Selling Price and MRP.
FAQ:-
1. What happens when this configuration is enabled?
Cost Price = Selling Price = MRP.
Only the Cost Price field is shown.
Selling Price and MRP column will not displayed when this configuration is enabled.
2. Which screens does this apply to?
This applies to Inward / Purchase-related screens where pricing is entered (e.g., Purchase Order, Purchase Invoice, Receipt Note, GIN).
3. Can the user edit Selling Price or MRP separately?
No.When enabled, Selling Price and MRP cannot be edited independently.
4. How will the transaction show in reports?
5. What if the item has tax? How will the calculation happen?
If the item has tax, tax will be calculated separately based on the configured tax rules.
This configuration does not affect tax calculation or transaction values.
7. Sell Price and MRP are same
When this configuration is enabled, the system enforces that the Selling Price and MRP must be the same value. So,the MRP column will not be displayed.
When the configuration is disabled, the system allows Selling Price and MRP column will be displayed in all the Inward screens, but both must be greater than the Cost Price.
FAQ -
1. What happens when this configuration is enabled?
Selling Price = MRP. Since Selling price column alone will be displayed in Inward Screens.Users cannot enter different values for Selling Price and MRP.
2. What happens when the configuration is disabled?
Selling Price and MRP column will be displayed separately.
Both values must be greater than the Cost Price.
3. Can Selling Price be greater than MRP when enabled?
No.Selling Price and MRP must be the same.
8. Auto Load Discount From Supplier Mapping
When this configuration is enabled, the system will automatically load the discount defined in the Supplier vs Item master into the Purchase module screens.
When a supplier is selected and the item mapped to that supplier is loaded, the Discount % will be automatically applied across all inward screens, including Purchase Order, Goods Inward Note, Receipt Note, and Purchase Invoice.
FAQ-
1. What does this configuration do?
It automatically applies the supplier-mapped discount to items in Purchase screens.
2. Where is the discount defined?
In Supplier vs Item Master.
3. What is the prerequisite for auto-loading discount?
The Price Mode in Master → Supplier must be set to Price List.
4. What happens if Price Mode is not Price List?
The discount will not auto-load, even if the configuration is enabled.
9. Don't Allow Duplicate Items
When this configuration is enabled, the system restricts adding the same item more than once within the same transaction in Purchase-related screens such as Purchase Order, Goods Inward Note, Receipt Note, and Purchase Invoice.
When the configuration is disabled, users are allowed to add the same item multiple times in the same transaction.
FAQ-
1. What does this configuration do?
It prevents users from adding duplicate item lines in a single purchase transaction.
2. What happens when the configuration is enabled?
The system blocks adding the same item again. Same Item will not be displayed in LOV.
3. Does this affect existing transactions?
No.It applies only to new transactions.
10. Load Indent in PO
This configuration controls how Indent data is loaded into the Purchase Order screen.
1. Consolidate
Displays items with consolidated (summed-up) quantities from all selected indents against the selected supplier.
Same items across multiple indents are merged into a single line for the supplier.
Useful when creating a single PO for multiple indents.
2. Indent No
Displays items indent-wise, based on each Indent Number.
Each indent’s items are shown separately.
Useful when the PO must maintain indent-level traceability.
FAQ-
1. What is the purpose of this configuration?
It defines how indents are loaded into the Purchase Order screen—either consolidated or indent-wise.
2. What happens in Consolidate mode?
Quantities of the same item from multiple indents are added together.
A single item line appears in the PO.
3. What happens in Indent No mode?
Items are displayed separately for each indent.
PO shows indent reference for each item.
4. Can I change the option later?
Yes.The option can be changed in business configuration, but it will apply only to new POs.
13. Expiry in PO
When this configuration is enabled, an Expiry Date field will be displayed in the Purchase Order screen.
This date is used to cancel automatically or mark the PO as expired if the inventory is not received within the specified period.
FAQ-
1. What does this configuration do?
It enables an Expiry Date field in the Purchase Order to define the validity of the PO.
2. Where will the Expiry Date appear?
In the Purchase Order screen header section, Expiry Date field will be displayed.
3. Can the Expiry Date be edited?
Yes, before saving the PO.
After expiry, it cannot be edited unless the PO is reopened (if permitted).
4. Is this expiry date mandatory?
No.
5. Does this affect existing POs?
No.Only applies to new POs created after enabling the configuration.
14. Auto Document No in RN
When the Auto Document No in Receipt Note (RN) configuration is enabled, the Receipt Note screen layout is simplified by reducing the number of columns.
In this mode, the following columns will not be displayed:
Discount %
Discount Amount
Net Amount
When the configuration is disabled, all columns will be displayed in the Receipt Note screen.
FAQ-
1. What does this configuration do?
It controls the visibility of columns in the Receipt Note screen based on whether the document number is auto-generated.
2. Which columns are hidden when the configuration is enabled?
Discount %
Discount Amount
Net Amount
3. What happens when the configuration is disabled?
All standard columns will be visible in the Receipt Note screen.
4. Does this affect other screens like PO or PI?
No.This configuration affects only the Receipt Note screen.
16. Purchase Entry Mode
The Purchase Entry Mode configuration controls how a Purchase Invoice can be created in the system—whether it can be raised directly or only against specific inward configurations.
Available Modes
1. Direct Entry
Allows creating a Purchase Invoice:
Against a Purchase Order (PO),
Against a Goods Inward Note (GIN),
Against a Receipt Note (RN),
Without any of these put direct Purchase Invoice
2. Against PO Only
Purchase Invoice can be created only by loading a Purchase Order.
Direct entry or other document references are not allowed.
3. Against RN Only
Purchase Invoice can be created only against a Receipt Note.
PO or GIN reference is not permitted.
4. Against PO [or] RN
Purchase Invoice can be created against either a Purchase Order or a Receipt Note.
User can choose one of the two while creating the invoice.
5. Against GIN [or] RN
Purchase Invoice can be created against either a Goods Inward Note or a Receipt Note.
Suitable where physical receipt confirmation is mandatory before invoicing.
FAQ -
1. What is the purpose of Purchase Entry Mode?
It defines which document types are allowed as the base for creating a Purchase Invoice.
2. Can this configuration be changed later?
Yes.Changes will apply only to new Purchase Invoices.
3. Will this affect existing invoices?
No.Existing invoices remain unchanged.
4. What happens if Direct Entry is selected?
Users can create Purchase Invoices with or without PO, GIN, or RN.
17. Receipt Note Entry Mode
The Receipt Note Entry Mode configuration defines how a Receipt Note (RN) can be created in the system either directly or only against specific inward documents.
Available Modes
1. Direct Entry
Allows creating a Receipt Note:
Against a Purchase Order (PO), or
Against a Goods Inward Note (GIN), or
Directly enter receipt note
2. Against PO Only
Receipt Note can be created only by loading a Purchase Order.
Direct entry or GIN-based creation is not allowed.
3. Against GIN Only
Receipt Note can be created only against a Goods Inward Note.
PO-based or direct creation is not allowed.
FAQ-
1. What happens in Direct Entry mode?
Users can create Receipt Notes with or without referencing a PO or GIN.
2. Can a Receipt Note be created without a PO or GIN?
Yes, only in Direct Entry mode.
3. Which mode is recommended for strict control?
Against PO Only → Ensures all receipts are through purchase order.
Against GIN Only → Ensures goods inward confirmation before RN creation.
4. What happens if a user tries to create an RN outside the allowed mode?
If a user tries to create a Receipt Note outside the allowed mode, the system will block the action and display a validation message. For example, if the configuration is set to “Against GIN Only,” attempting to load a Purchase Order or use Direct Entry will result in an validation message such as “Accept only Goods Inward Note.”
18. Show all suppliers in PO
When this configuration is enabled, after loading an Indent in the Purchase Order screen, the Supplier selection list will display all suppliers, regardless of item mapping or previous transactions.
When this configuration is disabled, after loading an Indent in the Purchase Order screen, only relevant/mapped suppliers will be displayed, and all suppliers will not be listed in the supplier selection list.
FAQ-
Q1. What is the purpose of this configuration?
It controls whether all suppliers or only mapped/relevant suppliers are shown in the Supplier selection list of the Purchase Order screen after loading an Indent.
Q2. What happens when this configuration is enabled?
After loading an Indent, the system displays all suppliers in the Supplier selection list, allowing the user to choose any supplier.
Q3. Does this configuration affect manual Purchase Orders (without Indent)?
No. This configuration is applicable only when creating a Purchase Order by loading an Indent.
Q4. Why would a business enable this configuration?
This is useful when items can be sourced from multiple or alternate suppliers, even if they are not pre-mapped.
Q5. Will this override Supplier vs Item mapping?
No. It only affects supplier visibility in the PO screen; it does not change the existing supplier-item mappings.
Q6. Will this override Supplier vs Item mapping?
No. It only affects supplier visibility in the PO screen; it does not change the existing supplier-item mappings.
19. Print Barcode in Purchase
When this configuration is enabled, a unique barcode is generated for items during inward transactions such as Opening Stock Entry, Purchase Invoice, and Receipt Note.
The generated barcode will be automatically included in the print once the transaction is saved.
FAQ-
Q1. When is the barcode generated?
The barcode is generated at the time of saving an inward transaction.
Q2. Which transactions support barcode generation?
Barcode generation is supported for Opening Stock Entry, Purchase Invoice, and Receipt Note.
Q3. Will the barcode print automatically?
Yes. If the configuration is enabled, the barcode will be printed along with the invoice/receipt.
Q4.Is a separate action required to generate the barcode?
No. If the Confirm before Printing configuration is disabled, barcode generation and printing happen automatically when the transaction is saved, without requiring any separate action from the user.
Q5. What happens if the configuration is disabled?
Barcodes may be generated internally (based on item setup), but they will not be printed during the purchase transaction.
Q7. What happens if I enter more than 1 quantity for an item?
For each quantity entered, the system will generate separate unique barcodes for the item.
20. PO Expiry Days
This configuration allows you to define the number of days after PO creation beyond which the Purchase Order will be automatically marked as expired.
The system calculates the PO Expiry Date by adding the configured number of days to the PO Creation Date.
FAQ -
1. What does PO Expiry Days mean?
It specifies how many days a Purchase Order remains valid from its creation date.
2. What happens if PO Expiry Days is set to 0?
The PO will expire on the same day as creation.
3. Can this value be changed after PO creation?
No.Once the PO is created, the expiry days applied to it cannot be changed.
4. How is the PO Expiry Date calculated?
The system calculates the PO Expiry Date by adding the configured number of days to the PO Creation Date.
21. Auto Load Items in Inward
When this configuration is enabled, the system will automatically load all items from the selected Purchase Order (PO), Goods Inward Note (GIN), or Receipt Note (RN) into the current Purchase Invoice screen when the user clicks Load PO / Load GIN / Load RN.
When the configuration is disabled, users must manually enter the item code or select items from the Item LOV.
When the configuration is disabled, users must manually enter the item code or select items from the Item LOV to add them to the transaction.
This configuration helps reduce manual effort and speeds up inward processing.
FAQ :-
1. What does this configuration do?
It automatically loads items from the selected PO, GIN, or RN into the Purchase/Inward screen.
2. What happens when the configuration is disabled?
Items will not load automatically.
After click Load PO, User must manually:
Enter item code, or
Select item from the Item LOV.
3. On which screens does this apply?
It applies to Purchase/Inward screens such as:
Purchase Invoice
Receipt Note
Goods Inward Note
4. Can the user edit the auto-loaded items?
Yes.Users can modify quantities, rates, or remove items as per allowed permissions.
22. Manual Discount Amount in Purchase Invoice
When this configuration is enabled, users can manually enter the discount amount directly in the Purchase Invoice screen.
If disabled, the discount amount cannot be edited manually and will be calculated automatically based on the system configuration.
FAQ
Q1. What happens when this configuration is enabled?
Users can manually modify or enter the discount amount while creating a Purchase Invoice.
Q2. What happens when it is disabled?
The discount amount will be system-calculated and manual editing will not be allowed.
Q3. Will this affect tax or net amount calculations?
Yes. The manually entered discount amount will be considered while calculating the net payable amount.
Q5. Is this applicable only to Purchase Invoice?
Yes, this configuration applies only to the Purchase Invoice screen.
23. Load Selling Rate Based on Receiving Branch in Transfer In (TI)
When this configuration is enabled, the system loads the selling price based on the receiving branch during the Transfer In (TI) process.
In Transfer Out (TO), the selling price will be taken from the issuing branch (source location).
In Transfer In (TI), the selling price will be updated based on the receiving branch’s selling price, as maintained in the Item Master.
This ensures branch-wise selling price accuracy during stock transfers.
Example
Selling Price in Headquarter: ₹50
Selling Price in Branch: ₹60
Flow:
Transfer Out (from Headquarter) → Selling Price = ₹50
Transfer In (to Branch) → Selling Price = ₹60
FAQ – Load Selling Rate Based on Receiving Branch in TI
1. What does this configuration do?
It ensures that during Transfer In, the selling price is loaded based on the receiving branch, not the issuing branch.
2. Which screen is affected by this configuration?
Transfer In (TI) screen only.
3. What happens when the configuration is disabled?
The selling price from Transfer Out will continue in Transfer In.
No branch-specific price update occurs.
4. Does this affect cost price or stock quantity?
No.Only the selling price is impacted. Cost price and quantity remain unchanged.
24. PR based on Bill No
When this configuration is enabled, Purchase Return must be created against the original Bill Number.
Creating a Purchase Return without Bill No will not have any GST impact.
Note: In Franchise outlets, Purchase Return can be done only with Bill No; return without bill is not supported.
FAQ
1. What is PR based on Bill No?
It means the Purchase Return must be created by selecting the original Purchase Bill Number against which the goods were purchased.
Select the bill no.
2. Does PR based on Bill No affect inventory?
Yes.Returned quantities are deducted from inventory.
3. Does PR based on Bill No affect inventory?
Yes. Returned quantities are deducted from inventory.
25. Allow PO Suggestible Quantity to Edit
This configuration controls whether the suggested quantity (Indent Quantity) loaded into a Purchase Order (PO) can be edited.
In this flow, Indent Quantity = Suggestible Quantity
When an Indent is loaded into a PO, the system behaviour depends on the selected configuration option.
Configuration Options & Behaviour
A. Not Allowed
Indent quantity cannot be edited in Purchase order screen.
User must place the PO exactly for the indent quantity.
B. Allow Excess
User can increase the Indent quantity when load indent in purchase order screen.
User cannot reduce the PO quantity below the indent quantity.
C. Allow Below
User can reduce the PO quantity, below the indent quantity
User cannot increase the PO quantity above the indent quantity.
D. Allow Excess & Below
User can increase or decrease the PO quantity freely.
Full flexibility is provided.
FAQ-
1. What is “Suggestible Quantity”?
It is the Indent Quantity suggested by the system when loading an Indent into a Purchase Order.
2. Where does this configuration apply?
This applies only when an Indent is loaded into a Purchase Order.
3. What does “Allow Excess” mean?
PO quantity can be greater than the Indent quantity.
Lower quantity is not allowed.
4. What does “Allow Below” mean?
PO quantity can be less than the Indent quantity.
Higher quantity is not allowed.
5.What does “Allow Excess & Below” mean?
PO quantity can be edited both ways.
No restriction on increasing or decreasing quantity.
6.Will this affect normal PO creation without Indent?
No.This configuration applies only to PO created by loading Indent.
26. Show purchase history of an item in inward screen
When this configuration is enabled, users can view the last 5 purchase transactions of a selected item for the selected supplier directly from the Purchase invoice screens.
This helps users quickly reference previous purchase prices, quantities, and dates while entering new purchase transactions.
Note:
The Purchase History feature is supported only for the following licenses:
RetailEasy onCloud – Professional
DMS
BFL Premium
For other editions, this option will not be available due to license limitations.
FAQ-
1. What does this configuration do?
It allows users to view the last 5 purchase history records of an item for the selected supplier during inward transactions.
2. How many past transactions are displayed?
The last 5 purchase transactions only.
3. What happens if the configuration is disabled?
The Purchase History option will not be shown in inward screens.
4. Is the purchase history supplier-specific?
Yes.The history shown is based on the selected supplier and selected item.
27. Roundoff Paise
Roundoff Paise defines the decimal value to which the transaction amount should be rounded off.
The available configurations are:
100 Paise – rounds the amount to the nearest ₹1
10 Rupees – rounds the amount to the nearest ₹10
5 Cents – rounds the amount to the nearest ₹0.05
This configuration works together with the Roundoff Option (None / Upper / Lower / Near) to determine the final rounded amount.
FAQ – Roundoff Paise
Q1. What is Roundoff Paise used for?
It is used to specify how much decimal precision should be applied while rounding the bill amount.
Q2. When is Roundoff Paise applied?
It is applied at the time of saving the transaction, affecting the final payable amount.
Q3. What happens if Roundoff Paisa is set as None?
The system will not apply rounding, and the amount will be saved with its original decimal value.
Q4. Where is this configuration applicable?
It applies to purchase and sales transactions where rounding is enabled.
Q5. What does the “None” option do?
When None is selected, no rounding is applied and the amount is saved with the exact calculated value.
Q6. What does 100 Paise mean in Roundoff Paise?
100 Paise means the amount will be rounded to the nearest ₹1.
Q7. What does 10 Rupees mean in Roundoff Paise?
10 Rupees means the amount will be rounded to the nearest ₹10.
Example: ₹117.12 → ₹120.00
Q8. What does 5 Cents mean in Roundoff Paise?
5 Cents means the amount will be rounded to the nearest ₹0.05.
Example: ₹117.12 → ₹117.10
Q9. Which Roundoff Option is used in these examples?
The above given example which the Roundoff Option is set to “Near”.
28. Roundoff Option
Roundoff Option determines how the amount is rounded based on the Roundoff Paise value selected in Purchase Invoice, Purchase Order, Goods Inward Note, Receipt Note.
Options generally include rounding Up, Down, or Nearest value.
FAQ –
Q1. What is the purpose of Roundoff Option?
It controls the rounding logic used while rounding the transaction amount.
Q2. Does Roundoff Option work without Roundoff Paise?
No. Roundoff Option works along with Roundoff Paise to determine the final rounded amount.
Q3. What does the “None” option do?
When None is selected, no rounding is applied and the amount is saved with the exact calculated value.
Q4.What does the “Upper” option mean?
Upper rounds the amount upward to the next value based on the configured Roundoff Paise.
(Example: 105.42 → 106)
Q5. What does the “Lower” option mean?
Lower rounds the amount downward to the previous value based on the configured Roundoff Paise.
(Example: 105.42 → 105)
29. Do Not Validate Purchase Mandatory
When this configuration is enabled, the system allows Purchase Return even if the item was not inward through a Purchase Invoice, provided stock is available.
Stock may be in warded through Stock Update, Opening Stock, Purchase Invoice, or other inward processes.
Additional validations when this configuration is enabled:
PR to Other Suppliers must be enabled
PR based on Bill Number must be disabled
These conditions ensure that Purchase Returns can be processed without validating the original purchase source.
FAQ -
Q1. What is the purpose of this configuration?
It allows Purchase Return without validating the original Purchase Invoice, as long as stock is available in inventory.
Q2. From which sources can the stock be inwarded to allow Purchase Return?
Stock can be inwarded through Stock Update, Opening Stock, Purchase Invoice, or other inward processes.
Q3. Why must “PR to Other Suppliers” be enabled when this config is on?
Since the original purchase source is not validated, the system allows returning stock to any supplier, which requires PR to Other Suppliers to be enabled.
Q4. Why should Purchase Return based on Bill Number be disabled?
Because this configuration allows returns without referencing the original purchase bill, enabling Bill-based PR would conflict with this behavior.
Q5. Will GST be impacted when this configuration is enabled?
No. Since Purchase Return is done without a Bill Number, GST impact will not be applied.
Purchase Return will not be allowed, and the system will display a validation message indicating insufficient stock.
30. Allow Back Date Purchase, Purchase Return and Orders
When this configuration is enabled, users are allowed to edit and enter past dates (back dates) in the following Purchase transactions:
Purchase Invoice
Purchase Order
Purchase Return
This is useful for correcting bill dates or entering delayed transactions.
When the configuration is disabled, users can select only the current date, and past dates cannot be entered.
FAQ :-
1. What does this configuration do?
It allows users to modify the transaction date to a past date in Purchase-related screens.
2. Which screens are affected?
Purchase Invoice
Purchase Order
Purchase Return
3. When should this configuration be enabled?
To correct supplier bill dates.
To enter delayed or missed purchase transactions.
During migration or audit corrections.
4. What happens when the configuration is disabled?
Date field will be locked to the current date.
Past dates cannot be selected.
31. PR to Other Suppliers
When the PR to Other Suppliers configuration is enabled, users can create a Purchase Return to a supplier other than the original supplier.
When the PR to Other Suppliers configuration is disabled, the system restricts Purchase Returns to the original supplier only.
Users cannot select or return items to a different supplier during the Purchase Return process.
FAQ
Q1. What happens when this configuration is enabled?
Users can perform Purchase Returns to other suppliers, not just the original supplier.
Q2. Is selecting a Bill Number mandatory in this flow?
No. However, if the Purchase Return is done without a Bill Number, it will not affect GST.
Q3. How can GST impact be reflected in Purchase Return?
To reflect GST impact, the Purchase Return must be created using the original Bill Number. For that you have to enable PR based on bill number configuration.
Q4. Who should enable this configuration?
This is useful when returns are accepted by alternate or replacement suppliers. and Since previous purchase invoices are not available in TruePOS after the Software switch, this feature allows customers to process purchase returns seamlessly.
Q5. Does this configuration override Purchase validation rules?
No. It only controls supplier selection during Purchase Return; other validations remain unchanged.
Q6. Why does the system show “Entered quantity is greater than On-Hand quantity” even though stock is visible in LOV?
When PR to Other Suppliers is disabled, Purchase Return is allowed only to the original supplier from whom the stock was purchased.
Even though the item appears in the Item LOV and shows available stock, that stock belongs to a different supplier. Since returning stock to another supplier is not permitted in this mode, the system blocks the entry and displays the validation message “Entered quantity is greater than On-Hand quantity.
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