Launch
Grant Thornton Professional services02893-01Solar Century Africa Energy engineering 73992-01
  1. Getting started
  2. The organization
  3. Project management
  4. Task management
  5. Budgeting
  6. Change management
  7. Resource allocation
  8. Time tracking
  9. Expenses
  10. Clients and invoicing
  11. Leave tracking
  12. Real-time reporting
  13. Power AI
  14. Proposals
  15. Templates
  16. Integrations
  17. Vendors and invoicing
  18. Equipment
  19. Account settings
  20. Open API

Purchasing Setup & Configuration

The Setup tab in the Organization Workspace allows administrators to tailor the procurement system to your company's accounting standards, approval hierarchies, and numbering conventions.

General Ledger (GL) codes

Manage your chart of accounts for procurement line items:

GL FieldTypeDescription
GL CodeUnique StringAlphanumeric accounting code matching your general ledger (e.g. 5100-SUBCONTRACT).
DescriptionTextHuman-readable category name displayed when PMs select codes in PO and invoice builders.
StatusActive / InactiveDeprecate outdated codes without affecting existing historical records.

Bulk GL Import: Import your full General Ledger chart of accounts via CSV using the built-in Import GL Codes wizard.

Custom PO numbering format builder

Define organizational rules for how Purchase Order numbers are generated automatically:

Format ElementOptionsExample Output
PrefixCustom text string (e.g., PO-, ORD-)PO-
Secondary TokenNone | Date (MM/YY) | Date (YY/MM) | Project codePO-0926- or PO-PRJ12-
Sequence DigitsNumeric length & starting counterPO-0926-00042

New vendor approval before POs

Require every new vendor to be approved before anyone can create a PO number for it. Turn it on in Vendors → Setup with Vendors must be approved before a PO can be created, then choose who approves.

Setting / BehaviorDetails
Applies to new vendorsEvery vendor created after the setting is switched on starts as Awaiting approval. Vendors that already exist are not affected.
Vendor approversPick one or more organization managers or admins. Any one of them can approve or reject. If you don't name any, organization admins and Vendor Managers make the decision.
NotificationsApprovers are emailed when a new vendor is waiting, with a link straight to it. Nobody is emailed about a vendor they created themselves, and nobody is emailed when no approvers are named.
ApprovingOpen the vendor and use the Internal approval section to approve or reject it. Approvers can add comments and attach up to 3 supporting documents (images or PDFs), such as a W-9 or insurance certificate.
PO numbersNo PO number can be created for a vendor that is awaiting approval or rejected, from anywhere in missionX. Once it is approved, POs work as normal.
Audit trailEvery request, decision, comment and document change is recorded on the vendor. Changes to the setting itself, and to the list of approvers, are kept in its History.

Approval flow builder & thresholds

Construct multi-tier approval rules that trigger based on invoice total amounts:

Rule ParameterConfiguration Options
Threshold RangeDefine minimum and maximum spending thresholds (e.g., Tier 1: $0 – $5,000; Tier 2: $5,000 – $25,000; Tier 3: > $25,000).
Dynamic PM ApproverSelect the Project Manager (PM) dynamic role to ensure the PM assigned to the invoice's project is always designated as the first approver.
Named ApproversAssign specific organization members (e.g., VP of Engineering, CFO, Controller) to higher-tier review steps.

Intake emails & notifications

Specify intake email aliases for PDF routing, and configure default recipient distribution lists for AP payment confirmation notices.

Next steps

Return to the Vendors & Invoicing Overview or explore Organization Management.