This article defines and outlines the various General Settings for the Procurement Planning module, which are managed by System Administrators. These settings govern functionality, user roles, and module behavior.
Prerequisites
You must have the appropriate permissions or a System Administrator role to access and modify these settings.
Accessing the General Settings
Follow these steps to navigate to the General settings tab:
Navigate to the Procurement Planning module dashboard, either via the app launcher icon in the menubar or through the navigation tile on your Homepage.
Click on the Manage Module tab in the top right to open the module settings.
Refer to the General tab for the module's general settings.
Once all changes are complete, click the Save button at the bottom of the page.
Note: The settings page, titled Settings - Procurement, has three tabs: General (detailed below), Lists, and Dashboard Customisation.
Key Ideas: General Settings
1. Procurement Number Generation
These settings allow you to manage the structure of the reference number automatically assigned to every new Procurement Plan.
- Use Procurement Number on contracts: Determine whether contracts awarded via Procurement retain their unique identifier.
Numbering prefix: Letters and/or numbers that appear at the beginning of the reference number (e.g., 'VP'). It is recommended to keep this short.
Year Options: You can choose to include the current calendar year or financial year in the reference number (e.g., 'VP2023-###' or 'VP23/24-###'). You can select only one option or deselect both to not include a year.
- Manual number option: Determine whether users are able to manually enter a procurement number instead of generating one.
- Refresh Procurement Number Sequences: In the event of a data import you can update the sequences in the system so that any new contract will trail existing contract numbers.
2. Role Configuration
| Setting | Description |
|---|---|
| Users can add and remove roles | Allows users to add and remove roles on a Procurement Plan. |
| Can add custom roles | Allows users to add and assign people to custom-named roles on a Procurement Plan, outside of the default roles (Procurement Officer, Procurement Manager). |
| Can assign non-system users | Allows users to assign non-system users to a role using a free text field. Non-system users will not receive system emails. |
| External Evaluator Documents Access | Enables an External Evaluator (a non-system user added as an Evaluation Panel Member) to download documents uploaded to the Plan. By default, they get 'guest' access to view the Plan details. |
| Can Add Guest Users for Evaluation | Allows non-system users to be assigned as an Evaluation Panel Member. Upon completing a Conflict of Interest declaration, they are added as a 'guest' user with viewing access to their assigned Plan(s). |
3. Module Settings
| Setting | Description |
|---|---|
| Default Tax Mode | Determines whether the Tax inclusive checkbox is selected by default when entering an Estimated Value on a Plan. |
| Public requests enabled on procurement setup | Allows users to create Procurement Plans that result in a public request. Only enable if also enabled in Go To Market. |
| Creating market requests is ONLY available to users in the "Sourcing Team" group. | If Enabled, only users in the Sourcing Team user group can create market requests from completed Plans. If Disabled, all users with Procurement Planning access can create market requests. |
| Supplier discovery enabled on procurement setup | If Enabled, users can access the Supplier Discovery tool during the Setup stage of a Procurement Plan to select categories, supplier lists, and suppliers. These selections transfer to the Go To Market request. |
| Manage standard COI text | A button that links to the setting for managing the text of the Conflict of Interest declaration requested from an evaluator during the Evaluation Planning step. |
| Manage Initial Assessment and Value Risk Assessment questionnaires | Buttons that allow configuration of the questions and answers for the Initial and Value Risk Assessments required during the Assessment step of a Plan. |
4. Optional Input Visibility
| Setting | Description |
|---|---|
| Regions | If visible, users can select a Region where the procurement will be carried out when creating a new Plan. This field can also be made mandatory. Options for this field are manageable by admins. |
| Category and subcategory | If visible, users can select multiple categories that apply to the procurement when creating a new Plan. This field can also be made mandatory. Options for this field are manageable by admins. |
Key Ideas: Dashboard Customisation
These settings apply to all module dashboards.
1. Dashboard Settings
Enable function to add new records directly from report tiles on the dashboard: Enables the Add New button on report tiles on the dashboard, providing multiple access points to add a new contract.
2. Custom Links
Allows adding custom links at the bottom of the dashboard.
These links can point to an intranet page, specific reports in the system, or documents.
Visibility of these links can be controlled based on the user.
3. Dashboard Reports
These settings allow you to define which reports (report dashboards, tabular reports, or graphs) are available on the dashboard.
| Field | Description |
|---|---|
| Report Name | The name that will be displayed to users. |
| Enabled | Makes the report visible or invisible. |
| Report Type | Defines the type of report: Detailed Report (purpose-built form), Export Report (customisable tabular report), or Visual Report (customisable charting report). |
| Has access | Which user group(s) can see and access this report. |
| Target form | The form this report is based on. |
| Target Profile | The report profile to point to (Only applicable for Export and Visual reports). |
4. Dashboard Actions
This section controls which tabs show up at the top of the dashboard.
| Setting | Description |
|---|---|
| Action Text | The name that will be displayed to the user. |
| Has access | Which user group(s) can see and access this tab. |
| Action task | What the clicking the tab does: Do Nothing (stays on dashboard but changes screen content), New Record (navigates to new record screen for a specified form), Existing Record (navigates to an existing record for a specified form and record), or URL (navigates to the specified URL). |
| Navigation | The value used for the action: the name of a form (for New Record or Existing Record) or a URL (for URL). If the action is Existing Record, the ID and View must also be specified. |
What's Next / Related
Limits & Notes
Non-System Users: Non-system users assigned a role via the Can assign non-system users setting will not receive system emails.
Public Requests: To enable users to create Procurement Plans that result in a public request, this setting must also be enabled in Go To Market.
Saving Changes: It is important to click the Save button at the bottom of the page when you are ready to apply any changes made to the settings.