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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
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
Selecting In Storage Staff page
You can directly select a staff in charge or put a name or phone number into the search bar to quickly look up an employee.
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: [Coming Soon] 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 the purchase order in the particular status.
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.
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.
"Receive" option was removed when creating a new order
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.
A. 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.
B. 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 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 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".
[Coming Soon] 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. Remarks
When the POS app is offline:
- Staff can view status of all purchase orders, product lists, and also print labels.
- Editing Purchase orders, Receiving orders, or In storage are not supported.
Read more
Product Purchase Order and Return Order | POS Admin
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