To apply for this and any of SHOPLINE POS's features, please contact our Online Merchant Success Team.
This feature currently supports iOS POS app only.
Purchase orders for your online store and retail stores can be added or managed in SHOPLINE Admin. You can export purchase and return product records in SHOPLINE Admin as well.
In this article, you will find:
- How to create a purchase order
- Receive products and complete purchase order
- How to create purchase return
- Calculation of the cost of purchase and return
- Export purchase or return product record
1. How to create a purchase order
Step 1
Go to SHOPLINE Admin > [Inventory Management] > [Purchase Order]. Click on the blue Create button.
Select Purchase Order in the Create pop-up window.
Bulk create/ update purchase order
If you wish to create purchase orders for multiple stores at the same time, you can use the feature of "bulk create/ update purchase orders" to boost operation efficiency. For a more detailed introduction, please refer to Bulk Create/ Update Purchase Order｜POS Admin.
Step 2
Fill in data such as Purchase Store, Staff, Scheduled Arrival Date, Other Fee, and Custom ID. You can specify the arrival date to facilitate inventory management.
*Notes:
- Purchase Store includes your online store and retail stores.
- Purchase Store and Staff are required fields.
- Custom ID can only be set in the store Admin. It cannot be set, edit, or view on the POS app.
Then, click Select purchased products at the bottom.
Step 3
In the following window, select the product that needs to be restocked. Click View Selected Products at the bottom left to view all selected purchased products. Click Select at the bottom right to complete this step.
*Note: The purchase limit for a single product variant is 30,000; the total number of product variants is limited to 500.
*Tip: You can search products by their product categories and suppliers.
After your products have been selected, input the Purchase quantity and Cost.
- Click Select purchased products again to reselect purchase products.
- Click the "rubbish bin" icon to remove the product.
Click Create purchase order to complete this step.
*Notes:
-
If the purchase order products include "same price as main product" variations and the merchant adjusts the cost during purchase, the cost will be recalculated and applied to all the product variations after the products arrive.
- The display order of the price of the Purchase Order Products is as follows: [Coming Soon] Store-specific Price > Retail Store Price > Sale Price > Regular Price. When a price for the previous rank is not set, the next-ranked price will be displayed, and so on.
Step 4
After creating a purchase order, the purchase order details conclude the following:
- Order / Arrival status: Appears New and None arrived respectively.
- Expected / Actual cost: The expected cost is the cost price of the products + other expenses; the actual cost is the total cost after the goods arrive.
- Click Edit to modify purchase details, including target store, (in storage) staff, other fees, scheduled arrival date, and remarks. *Editing the target store allows the system to re-obtain the latest product price.
- Click Export to duplicate or delete this purchase order.
*Note: If the products have already been in storage, the administrator can select if they want to delete the inventory altogether.
Under the Purchase Order Products field, you can find the Purchase Quantity, Price, Cost, and Total Cost. Click Edit to modify the purchase quantity and cost.
*Notes:
- The purchase quantity must be greater than zero.
- If you modify the product's price in the Admin > [Products & Categories] > [Products] upon the creation of the purchase order, please note that the price of the existing Purchase Order Product and newly added Purchase Order Product will be affected differently.
- Existing Purchase Order Product: The "Price" field will still maintain the price when the purchase order is created. If you would like to sync the price to the latest, please edit the target store on the purchase order to refresh the data, and the latest product price will be displayed.
-
Newly added Purchase Order Product: When you edit the purchase order: The "Price" field will display the latest product price.
The purchase order list will also show the system's preset purchase order number, custom ID, order status, arrival status, and other relevant information about the purchase order.
Filter the purchase order by entering the purchase order ID, Custom ID, or by selecting the order/arrival status condition.
*Note: When searching the order using the ID, please input the exact wordings (case sensitive) and numbers for successful search results. The search logic is as follows:
-
ID consisting of Chinese / English - If the Custom ID is "HOT2022最新潮流耳環"
Please enter the exact wording. Entering parts of the ID (e.g.: "HOT", "2022", "hot", "hot2022", "HOT2022", "潮流", "耳環" or "潮流耳環") will not display search results. -
ID consisting of English / numbers - If the Custom ID is "Shopline-12345"
The order can be found when entering "Shopline" or "12345" since the letters are numbers are separated by a dash (-). "Shopline" and "12345" are recognized independent phrases. Entering "line" or "345", however, will not display search results. -
ID consisting of symbols - If the Custom ID is "20211228/Handmade"
As the letters and numbers are separated by the slash (/), orders can be found when entering "20211228" and "Handmade". However, search results will not display when entering "2021", "1228", "Hand", "made" or "handmade".
2. Receive products and complete purchase order
Step 1
Click the Received Products button on the top right corner.
A. Receive part of the products
When the actual quantity of the product received is less than the ordered quantity, the merchant can use the "Partial arrival" feature.
Enter the actual received quantity in the Received Quantity field. The Inventory field will then automatically add the newly added quantity. Click Receive after updating.
After receiving part of the products, the order status will change to Received, and arrival status will change to Partial arrived. The actual cost will be updated based on the arrival quantity. Click Received Products to modify the arrived product quantity.
*Note: The product quantity will not be added to the existing inventory right after clicking "Received Products". Merchants have to click "Complete Purchase Order" to update the product quantity to the inventory.
B. Receive the whole batch of products
In the Received Products window, either enter the full quantity of purchased products or click All arrived at the bottom. The inventory will automatically add the newly-added arrival quantity and then click Receive to complete.
After receiving the whole batch of products, the order status will appear Received and the arrival status will appear All arrived. Click Received Products if you need to modify the quantity.
*Note: The product quantity will not be added to the existing inventory right after clicking "Received Products". Merchants have to click "Complete Purchase Order" to update the product quantity to the inventory.
C. Product in stock
Merchant cannot modify the inventory after confirming Complete Purchase Order.
A window will pop up when the merchant clicks Complete Purchase Order. Complete the step by clicking the button.
After the confirmation, the order status will change to Completed and the arrival status will change to All arrived, meaning the completion of the inventory update.
*Note: After confirming complete purchase order, only "staff", "in storage staff" and "remarks" can be modified.
D. Cancel and delete purchase order
The drop-down menu under Export changes under different order and arrival statuses.
*Note: The order will no longer appear after confirming delete. Please double-confirm before deletion.
-
Duplicate or Delete for "New"/"Received" order status + "None arrived" arrival status.
-
Duplicate or Cancel Purchase Order for "Completed" order status and "All arrived" arrival status.
A pop-up message will appear after you click Cancel Purchase Order, and you can choose whether to revert the inventory.
*Note: After clicking "Cancel Purchase Order", the system will check the current inventory quantity of all the products in the purchase order. If the inventory quantity of the products is insufficient after the replenishment, the reminder window of "Cannot replenish quantity" will pop up.
3. Duplicate or Delete for "Cancelled" order status and "Returned" arrival status.
*Note: Merchants can check the inventory replenish progress by checking the order and arrival statuses:
- If the order status is Cancelled and the arrival status is Returned: inventory reverted successfully to the quantity before the purchase order
- If the order status is Cancelled and the arrival status is Arrived: stock remains unchanged to the quantity after the arrival.
E. Purchase order activity log
Below the purchase information and purchase goods, you can find all activity records of the purchase order.
3. How to create purchase return
Step 1
On the Purchase Order page, click Create and select Purchase Return.
Fill in data such as Return Store, Return Staff, Scheduled Purchase Return Date, Custom ID and Other Fee. You can specify the return date to facilitate inventory management.
*Note:
- Return Store includes your online store and retail stores.
- Return Store and Return Staff are required fields.
Step 2
Click Select Purchase Return Products and select the products to be returned. Edit the return quantity and cost in the corresponding fields. Click Returned Products to complete.
*Notes:
- The return quantity must be greater than zero and less than the store inventory.
- The inventory will not be deducted before until you click the "Complete the purchase return" button.
Step 3
In the newly created purchase return order, the order status appears "New" and the arrival status appears "None returned".
A pop-up message will appear after you click Complete the purchase return. Inventory will be deducted only after you click the button.
After completing product return, the order status will change to "Completed" and the arrival status will change to "Returned". The return amount will be calculated by the cost of the product after deducting other fees.
Click the blue Edit link to modify the order details. Click the drop-down menu under Export for deleting the product return order.
As the order will no longer appear in the Admin after delete, please double-confirm before deletion.
*Note: Return quantity and cost cannot be modified after clicking "complete the purchase return".
Product return activity log
Below the return information and return goods, you can find all activity records of the return order.
4. Calculation of the cost of purchase and return
Purchase cost
1. Products with no variation
Formula: (Positive inventory quantity of purchased product in each warehouse in total*Product cost) + (Purchase quantity*Purchase cost) / (Positive inventory quantity of purchased product in each warehouse in total + Purchase quantity)
Example:
| Before purchase | Purchase order | ||
| Quantity | Cost | Quantity | Cost |
| 5 | 100 | 10 | 80 |
Purchase cost = (5*100+10*80)/(5+10)
2. Product with variations, and the price of each variant differs from the main product price
Formula: (Positive inventory quantity of the variant in total*Cost of the variant + Purchase quantity of the variant*Purchase cost of the variant) / (Positive inventory quantity of the variant in total + Purchase quantity of the variant)
Example:
Price of the main product: $150, Price of Variant B (B): $120,
Quantity of B before purchase: 3, Cost: $90, Purchase quantity: 15, Purchase cost: $50
Purchase cost of B = (Inventory quantity of B*Cost of B + Purchase quantity of B*Purchase cost of B) / (Inventory quantity of B + Purchase quantity of B)
Example:
|
Before purchase |
Purchase |
|||
|
Variant |
Quantity |
Cost |
Quantity |
Cost |
|
A |
-10 |
100 |
5 |
80 |
|
B |
3 |
90 |
15 |
50 |
|
C |
-5 |
40 |
5 |
60 |
|
D |
-5 |
70 |
7 |
40 |
Purchase cost of Variation A = Inventory is a negative number. Take the purchase cost into account = 80
Purchase cost of Variation B =(3*90+15*50)/(3+15)
Purchase cost of Variation C = Inventory is zero. Take the purchase cost into account = 60
Purchase cost of Variation D = Inventory is a negative number. Take the purchase cost into account = 40
3. Product with variations, while all variant price is the same with main product price
Formula: (Positive inventory quantity of each variant in total*Product cost of the main product + Purchase quantity of each variant*Purchase cost of each variant) / (Positive inventory quantity of each variant in total + Purchase quantity of each variant)
Example:
|
Before purchase |
Purchase |
|||
|
Variation |
Quantity |
Cost |
Quantity |
Cost |
|
A |
-10 |
100 |
5 |
80 |
|
B |
3 |
100 |
15 |
50 |
|
C |
-5 |
100 |
5 |
60 |
|
D |
-5 |
100 |
7 |
40 |
Purchase cost of all product variants = (3*100+5*80+15*50+5*60+7*40)/(3+5+15+5+7).
Return cost
- The calculation method of the return cost is roughly the same as that of the purchase cost. The only difference is to change the pluses (+) of purchases to the minuses (-) of returns.
-
Formula = (Total positive inventory quantity of returned product in each warehouse*cost) - (Return quantity*Return cost) / (Total positive inventory quantity of returned product in each warehouse - Return quantity)
5. Export purchase or return product record
A. Export the record
Select the tab between Purchase Order and Purchase Return and click Export at the top right.
Select range in the pop-up window.
B. Export a single product purchase/return record
Click on the specific purchase/return order and click Export at the top right corner.
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