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When staff places an order with a supplier they can use the POS APP to add a new purchase order. A purchase order allows you to record the details and quantity 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
From the menu on the left-hand side in POS APP, tap on Purchase Orders to view a record of purchase orders.
After entering the purchase order, tap on the + button at the top of the window to add a new purchase order.
Products selected from the "Select Products" field on the left-hand side will be added to the "Selected" field on the right-hand side. This indicates that a product has been added to a purchase order.
Tap on a product entry in the "Select Products" field multiple times will increase the quantity of the item in the [Selected] field. You can also tap on a product already added to the [Selected] field to open the "Enter purchased quantity" window and manually enter the number of items purchased. Once you are done, tap OK.
Swipe left on the product that you want to remove.
Step 2. (This step can be skipped if you do not want to schedule a time to receive a purchase order)
Tap on Schedule received time to confirm a time for your store to receive the purchase order.
The calendar date highlighted by a red circle is the current day. The calendar date highlighted by a blue circle is the date you have selected to receive the purchase order. After selecting a date, tap Done.
After confirming the products and quantities to be received, and the date the purchase order is scheduled to be received (if required), tap Save to move on to the next step.
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: Tap the drop-down menu next to "All Types" to filter the purchase order in the particular status.
2. Receiving purchase orders
In the list of Order Purchase records, find the purchase order that is being received. Tap on the three-dot More Options icon at the top right corner and then tap Receive from the drop-down menu.
A. Partially received purchase orders
If you receive a purchase order where the actual quantity of products received is different from what was ordered, you can change the number in the "Received" column to record this in your inventory.
Go to the "Receive Product" page. In the "Received" field, enter the product quantity actually received. To finish partially receiving the order, 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.
B. Fully received purchase orders
When the quantities actually received are the same as those ordered, you can record the order as "fully received".
To do this, select the purchase order, 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 with 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 select 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 In storage from the drop-down menu on the top right-hand side.
3. Adding products to inventory
Select a fully received purchase order and then tap on In storage from the dropdown menu in the top right-hand corner.
After selecting the member of staff, a window will appear asking you to confirm in storage. Tap OK to add the products received with a purchase order to your inventory.
The status of the purchase order will now be In Storage. This indicates that your store's inventory levels have been updated.
Note: Regardless of whether a purchase order is partially or fully received, once you have made the order "In Storage", you will be unable 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 More Options icon in the top right-hand corner, and then tap on Print Label from the dropdown menu.
Note: Not available if the purchase order status is "In storage" or "Partially in storage".
When the POS APP is offline:
- Staff can view all statuses of purchase orders and product lists, and can print out labels.
- Adding purchase orders, receive orders, or in storage is not supported.