In Retail POS, you can receive full or partial purchase orders and track outstanding portions of partially received stock orders, which allows you to ensure accurate inventory levels and simplifies order creation and management. If you receive stock at a central location and then transfer it to your retail stores, you can send purchase orders for multiple locations, receive full or partial orders at your central location, and transfer products to stores.

If you want to print barcode labels for a received order, the number of labels will be determined by the amount of stock received. If the received amount is zero, the ordered amount will be used.

Receiving purchase orders manually

To receive a purchase order in Retail POS:

1. Navigate to Inventory > Stock control > Orders.
2. Locate the stock order you want to receive, using the filters if needed.

3. Click the pallet icon (Receive order) to the right of the purchase order row.

   

4. If prompted, click Continue without document.

5. (Optional) In the Delivery details section, select a delivery date or add a supplier invoice date, supplier invoice number, and delivery note. If the purchase order is in a different currency, you can update the currency and exchange rate before receiving it. Once you receive the purchase order, the currency and exchange rate will be locked.

   

6. In the product table, under the Received quantity column title, click Receive all ordered products to receive a full order. For partial orders, enter the quantity in the Received quantity fields for each product, then follow the steps in the Managing partially received orders section below.

   

7. If the purchase order contains products that have packaging relationships, click Break it down here on the banner to divide while receiving the order.

   

8. (Optional) Update the Supplier price per unit field if the cost price has changed. Otherwise, this field will automatically populate the product’s supply price.

   Landed cost per unit is a reporting value calculated based on all costs entered when receiving a purchase order.

9. Click Save to save the details you entered without completing the process. To reopen the purchase order and continue receiving later, navigate to Inventory > Stock control > Orders and locate the order.

   

10. (Optional) Next to Discount, click % (Percent) or $ (Currency) and enter a discount amount for your purchase order. If the purchase order is in a different currency, you can select your default currency or the supplier’s currency from the dropdown.

    

11. Enter Total shipping and/or Total import duty values. If applicable, use the dropdown to choose Don’t apply to items, Distribute based on cost, or Custom distribution. If you select Custom distribution, enter the custom amount in the Shipping field of the product row.

    

    Distributing landed costs is available on Core and Plus plans.

12. At the top of the page, click Receive.

13. Click Receive delivery. This action can’t be undone.

    

14. (Optional) If you’ve ordered stock to fulfill customer orders, a pop-up will appear prompting you to set those items aside. Once you’ve done this, click OK, thanks. You can later navigate to Inventory > Fulfillments to complete the unfulfilled sale.

    

A success banner will appear to confirm that you’ve received the delivery. The order will be closed, and your inventory will be updated. No changes can be made once this is complete.

Correcting a received purchase order

Once a purchase order has been fully received, it can no longer be deleted or canceled. To correct an error:

1. Create and process a stock return for the received items.
2. Create and process a new purchase order with the correct details.

Generating a received purchase order from a supplier document

If you upload a supplier invoice or packing slip, the AI-powered document import tool will generate a draft purchase order you can receive, automatically matching line items to products in your local catalog. If a match isn’t found, you’ll have the option to create a new product directly from the PO, manually match to an existing product, or remove the product from the order. You can review matches, remap columns, and modify details on the draft purchase order page before saving or receiving.

To automatically generate a draft received purchase order from a supplier document:

1. Navigate to Inventory > Stock control > Orders.

2. Click Receive stock.

   

3. Drag and drop your JPG, PNG, or PDF file. Alternatively, you can click to upload to locate the file on your computer.

   

4. Click Use document. The upload process may take a few moments, depending on the size of the file.

5. On the Receive stock page, review and adjust the fields in the Delivery details section as needed.

   

   Purchase orders generated from a supplier document use your default currency. To include a supplier currency, edit the purchase order after you’ve saved it.

6. Review the product table with the list of products in the document, the associated products in your catalog (if found), and the status of the match:

   • Match: An existing product match was found in your catalog.
   • Existing variant product: An existing variant match was found and matched to the product on the line below it.
   • New: No existing product match was found in your catalog, and a new product will be created.
   • New variant product: A new variant was matched to the product on the line below it and a new variant product will be created.

   If you need to correct product matches or remap the columns, follow the instructions in the Creating a purchase order article.

7. At the top of the page, click Receive (to receive the order) or Save (to save the order as a draft).

Managing partially received orders

The partially received orders workflow rollout is currently in progress and may not be available on all accounts.

If you haven’t received all items in an order, you can mark the order as partially received. When you mark an order as partially received, a partial delivery will be linked under the existing order. You can access the partial delivery by clicking the purchase order row to expand its details on the Stock control page.

To mark an order as partially received:

1. Navigate to Inventory > Stock control > Orders.
2. Locate the stock order you want to receive, using filters if needed.

3. Click the pallet icon (Receive order) to the right of the purchase order row.

   

4. On the Receive delivery page, enter the quantity of items received in the Received quantity field.

   

5. (Optional) Update the Supplier price per unit, Discount, Total shipping, and Total import duty fields as needed.
6. At the top of the page, click Receive.

7. Click Receive delivery. This can’t be undone.

   

8. Click Mark as partially received.

   

9. (Optional) If you’ve ordered stock to fulfill customer orders, a pop-up will appear prompting you to set those items aside. Once you’ve done this, click OK, thanks. You can later navigate to Inventory > Fulfillments to complete the unfulfilled sale.

   

10. When the remaining stock arrives, repeat these steps to receive the rest of the order.

You can access the order and deliveries by navigating to Stock control > Orders, then clicking the purchase order row to expand it.

To access the Received pop-up, click the order row > click the date > click the Delivery list and Delivery details tabs for more information. You can also click the Print delivery, Email delivery, or Print labels options.

The received date on the purchase order will be generated once all of the products in the order and all deliveries have been received or canceled.

Printing labels for received orders

Once you’ve received an order, you can print labels for the items received.

Printing labels for fully received orders

1. Navigate to Inventory > Stock control > Orders.
2. Click the order number.

3. Click Actions and select Print labels from the dropdown.

   

4. Configure the labels using the checkboxes, then click Print to open the print preview window.

   

5. Ensure that your label printer has been selected and that the formatting is correct. Then, click Print.

   

Printing labels for partially received orders

If you’ve partially received an order, you can print only the labels for the items received.

1. Navigate to Inventory > Stock control > Orders.
2. Click the order row to expand it > click the date for the received order.

3. Click Print labels.

   

4. Configure the labels using the checkboxes, then click Print to open the print preview window.

   

5. Ensure that your label printer has been selected and that the formatting is correct. Then, click Print.

   

Emailing suppliers about outstanding deliveries

To streamline communication with suppliers, you can email your vendors and follow up about outstanding or partially received items from the Stock control > Orders page.

To send an email to the supplier:

1. Navigate to Inventory > Stock control > Orders.
2. Click the order row to expand.

3. In the Deliveries tab, click the date for the outstanding delivery.

   

4. Click Email delivery.

   

5. Enter the contact details and message (optional).

   

6. Click Email delivery.

Editing partially-received purchase orders

You can edit purchase orders even if they’ve been partially received. This can be useful to correct errors, manage product substitutions, and add products to an existing purchase order.

To edit a partially-received purchase order:

1. Navigate to Inventory > Stock control > Orders.
2. Click the order row to expand.

3. Click Edit order.

   

   Any updates to a purchase order will be automatically synced to your draft order or dispatched delivery records.

4. To add products to a partially-received purchase order, scroll down to the Product section, search for the product using the Search or scan to add a product field, then select the product from the results.

   

5. To edit the total quantity of a product in an order, update the Total quantity or location quantity (if ordered for multiple locations). A product’s Total quantity must match the total for all locations. Item quantities can’t be decreased below the quantity of items already received.

   To remove a product from an order, set its quantity to zero. The line item will still appear in the purchase order.

Canceling an order

If any outstanding products are no longer available, or if you’ve decided that the products aren’t needed, you can cancel outstanding deliveries.

If a product is available from another supplier, you can edit the Supplier and Outlet fields on Open or Sent purchase orders.

Canceling an unreceived order

Canceling an order can’t be undone.

1. Navigate to Inventory > Stock control > Orders.
2. Click the pencil icon (Edit) next to the open order.

3. Click Cancel purchase order at the bottom of the page.

   

4. Review the warning message, then click Cancel purchase order. This can’t be undone.

Canceling a partially received order

Canceling an order can’t be undone. If some of the products have already been received, they’ll maintain their Received status. Products that haven’t been received will be canceled.

1. Navigate to Inventory > Stock control > Orders.
2. Click the order row to expand.

3. Click Cancel delivery next to the outstanding delivery.

   

4. A pop-up will appear to confirm that future deliveries won’t be able to be received against this order. The overall order status will be marked as Received. This can’t be undone. Click Cancel delivery.

   

The portion of the delivery that was canceled will now display a Canceled status in the Deliveries tab. This allows you to review which inventory had been ordered and received, and which inventory was outstanding at the time of cancelation.

If you need to cancel an order, click the delivery date to open the View order pop-up, then click the Cancel order button.

Managing distribution transfers

After receiving a delivery for multiple locations, transfers will be automatically sent for distribution. You can view transfer references and receive transfers from the Stock control > Orders page.

To view transfer references and receive transfers:

1. Navigate to Inventory > Stock control > Orders.
2. Click the order row to expand.

3. Click the Distribution tab.

   

4. Click the transfer reference to view more details, or click Receive transfer to receive the transfer.

For more information on stock transfers, refer to Transferring stock in Retail POS (X-Series).

Managing purchase orders with accounting integrations

For merchants integrated with Xero or QuickBooks, the option to send an order to your accounting software is available on the Stock control > Orders page. This feature allows you to send orders and access orders that have already been sent.

To send a purchase order to Xero or QuickBooks:

1. Navigate to Inventory > Stock control > Orders.
2. Click the order row to expand.

3. Click Send to QuickBooks Online or Send to Xero.

   

You can also send an order to Xero or QuickBooks by clicking the delivery date > Send to Xero/QuickBooks.

Learn more about stock management with the Xero integration or stock management with the QuickBooks Online integration.

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