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When staff place an order with a supplier, they can use the POS app to add a new purchase order. A purchase order enables you to record the details and quantity of items purchased as part of an order. When the order arrives, employees can then record the details of the products actually received for inventory purposes.
- How to create a purchase order
- Receiving purchase orders
- Adding products to inventory
- Printing labels for purchased products
1. How to create a purchase order
Step 1
From the menu on the left-hand side in the POS app, tap on Purchase Orders to view a record of purchase orders.
Step 2
Tap the + button at the top of the window to add a new purchase order.
Step 3
You can directly select a staff member in charge or put a name or phone number into the search bar to quickly look up an employee.
Set up purchase order information
Once you select the In Storage staff, you can fill in the purchase order information (all fields below are optional):
- Supplier
- Scheduled arrival date
- Other fee
- TWD Stores: Enter whole numbers only
- Other currency stores: Up to 2 decimal places
- Negative number is not supported
- Custom ID
- Remarks
Step 4
You will find the product items on the left column under "Select Products", once selected the products will be added to the "Selected" column on the right. You can also look up the Product name, SKU, Barcode, and Supplier in the search bar above.
Step 5
Tap on the products under the "Selected Products" column to increase product quantity. You can also tap the products under the "Selected" column, and a pop-up window will appear where you can enter your desired quantity and tap OK to save.
If you want to remove selected products, tap on the product and swipe left to tap Delete.
Step 6 (If you do not need to schedule a delivery date, you may skip this step)
Tap on Schedule received time to confirm a time for your store to receive the purchase order.
The red dot represents the date the order was placed, the blue dot represents the date of scheduled receive time. When you are set, tap Done.
Step 7
Once you have confirmed the quantity and Scheduled receive time, tap Save at the top right corner.
A confirmation window will pop up. Tap OK to create a purchase order.
After creating a purchase order, an entry will appear in the Purchase Order record list with the status labeled "New".
*Note: In the "Price" field on the new purchase order, the price display order is as follows: Store-specific Price (of the current store) > 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.
*Note: Tap the drop-down menu next to "All Types" to filter purchase orders by order status, arrival status, or supplier.
Edit Purchase Orders that have not been stored
All purchase orders that have not been stored can be edited when you tap "Edit" on the top right corner
*Notes:
- Offline purchase order editing is not supported.
- When editing purchase orders, if you delete all the products in the list, an error will pop up.
View, edit, and add filters for the purchase order
Once the purchase order is created, tap the purchase order to view detailed information such as the "Supplier", "Other fee", "Custom ID", etc.
When the order status is "New" or "Received", you can modify the "Supplier", "Scheduled arrival date", "Other fee", "Custom ID", and "Remarks" fields.
In addition to filtering purchase orders by order status and arrival status, you can also filter them by "Purchase Order No. / Custom ID", "Product SKU", "Scheduled Arrival Date", or "Supplier".
*Notes:
- When filtering by Purchase order no. / Custom ID, you must enter the full ID.
When filtering by Product SKU, you must enter the full SKU.
You can enter up to 10 SKUs, separated by commas.
If a Product SKU is changed after the purchase order is created, you must still use the SKU that was recorded when the purchase order was created to filter successfully.
2. Receiving purchase orders
Step 1
In the list of Order Purchase records, find the purchase order that is being received. Tap on the three-dot icon at the top right corner and then tap Receive from the drop-down menu.
*Note: When creating a new purchase order from the top right corner, there will no longer be an "Into Storage" option; you will need to receive the order before it goes into storage.
i. Partially received purchase orders
When products are only partially received, meaning the received products are less than the purchased quantity, you can choose to update the partially received portion.
Go to the "Receive Product" window. In the "Received" field, enter the product quantity actually received and tap Save.
After a purchase order has been partially received, its status in the list of purchase orders will change to "Partially received". To modify the quantity of the partially received purchase order, return to the three-dot More Options icon on the right-hand side and tap Receive.
ii. Fully received purchase orders
When the quantities actually received are the same as the quantity ordered, you can record the order as "fully received".
Tap the three-dot icon on the top right and select Receive.
In the pop-up Receive Product window, tap Received, and the quantity under the "Received" column will match the original ordered amount. The "Quantity" column will be updated simultaneously to show that the received quantities have been added to the inventory. Tap Save to finish the process.
After you have fully received a purchase order its status will change to "Received".
If you need to edit the quantities received, you can tap on the three dots on the top right-hand side again and tap Receive from the menu.
*Note: After you have received a purchase order, the product quantities will not be immediately added to your store's inventory. You must select the purchase order and then tap Into storage from the drop-down menu at the top right.
3. Adding products to inventory
Select a "Received" purchase order, tap on the three dots in the upper right-hand, and tap on Into storage from the dropdown menu.
After selecting Into Storage, a window will appear asking you to confirm an operator. Once confirmed, tap OK.
The status of the purchase order will now be "In Storage". This indicates that your store's inventory quantity has been updated.
*Note: Regardless of whether a purchase order is partially or fully received, once the order is "Into Storage", you will not be able to edit the quantities received as part of this purchase order.
4. Printing labels for purchased products
After receiving a purchase order, you can print out labels by tapping on the three-dot icon at the top right, and then tap Print Label from the dropdown menu.
*Note: Printing will not be available if the purchase order status is "In storage" or "Partially in storage".
Cancel label printing
During the process of label printing, you can tap on the three-dot icon at the top right and tap Cancel label printing again to stop label printing.
*Note: If the printer has already received the print command, it will still print the label. Please double-check the printer's final status.
5. Notes
When the POS app is offline:
- Staff can view the status of all purchase orders, product lists, and also print labels.
- Editing Purchase orders, Receiving orders, or In storage are not supported.
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