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Procurement Configuration

xAssets Procurement Guide
Introduction

Procurement Configuration

This page explains how to configure the Procurement module to match your organization’s purchasing workflows, and provides a checklist of the steps to complete before users begin creating purchase orders.

Prerequisites

Before configuring Procurement, ensure you have:

  • A Configuration-level user account in xAssets
  • At least one Supplier record in the system (purchase orders are issued to suppliers)
  • Custodian records for users who will act as approvers (approvers must be linked to a custodian)
  • A User Group for approvers, if using Standard Purchase Approval

Configuration Checklist

Complete these steps in order to set up Procurement:

  1. Configure Standard Purchase Approval — set the minimum PO value that triggers approval and designate the approver user group. See Standard Purchase Approval.

  2. Create multi-level approval queries (optional) — if you need approvals based on criteria beyond value (such as department or asset type), create PO Approver queries for Levels 2 through 6. See Multi-Level Approval.

  3. Review all procurement settings — check that settings such as POAPPROVALMINVALUE, POAPPROVERUSERGROUP, USERCANAPPROVEOWNPO, and INCLUDELABOURONPO are configured to match your business rules. See Procurement Configuration Options.

  4. Set up processing transformations (optional) — if you need to validate PO data at each status change (for example, requiring a supplier contact before an order can be placed), configure transformations. See Purchase Order Processing Transformations.

  5. Test the workflow — create a test purchase request, add it to a purchase order, submit for approval, approve it, and mark it as received. This validates that all settings and approvals work as expected before rolling out to users.

Warning: If you configure approval rules but the designated approvers do not have associated Custodian records, purchase orders that require approval will be stuck in the Awaiting Approval status with no one able to progress them. Always verify that approvers have custodian records before going live.

What to Configure First

If you are unsure where to start, configure Standard Purchase Approval first. This gives you a single level of value-based approval that covers most organizations’ needs. You can add multi-level approval queries later as your requirements become more complex.

For the full list of available settings, see Procurement Configuration Options.