In Retail POS (X-Series), you can receive full or partial stock orders and track outstanding portions of partially received orders, ensuring accurate inventory levels and simplifying order creation and receipt.

If you want to print barcodes for a received order, the number of labels will be determined from the received amount. If the received amount is 0, the ordered amount will be used.

Receiving purchase orders for a single location

For information on receiving purchase orders for multiple locations at once, refer to Sending and receiving purchase orders for multiple locations.

1. Navigate to Inventory > Stock control > Orders and locate the stock order to receive, using filters if needed.

2. Click on the receive order icon on the right of the purchase order information.

   

3. On the Receive delivery page, under Delivery details, select a Delivery date. Optionally, add a supplier invoice number or delivery note.
4. In the Product table, click Receive all ordered products to receive a full order. For partial orders, enter the quantity in the Received quantity field and follow the steps in the next section.

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

   

6. The Supplier cost field will automatically populate with the product's supply price. You can update this if the cost price has changed.

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

7. Scroll down to the Subtotal of item costs section and enter any discounts you've received from your supplier for the purchase order, if applicable.

8. Enter the Shipping and Import duty costs.

   

9. From the dropdowns, select how you want to distribute the values for each:
   • Don’t apply to items: the values will not be applied at all.
   • Distribute based on cost: value split by proportion of cost per item.

   • Custom distribution: enter the value per item(s) up to the total value of the cost.

     

     Distributing landed costs is available with Core and Plus plans.

10. Confirm the Order total, then click Distribute cost.
11. Click Receive.
12. Click Receive delivery to complete.

The entire order will be received and closed. No changes can be made once closed.

Managing partially received orders for a single location

The partially received orders workflow rollout is in progress and may not be available on all accounts. You can also learn more about partially received orders and the consignment API in What’s new with partially received orders.

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 and can be accessed on the Stock control page under the purchase order by clicking to expand the row.

To mark an order as partially received:

1. Navigate to Inventory > Stock control > Orders and locate the stock order to receive, using filters if needed.

2. Click on the receive order icon on the right of the purchase order information.

   

3. On the Receive delivery page, enter the quantity in the Received quantity field.
4. Update the cost, discounts, shipping, or duties fees as needed.
5. At the top of the page, click Receive.
6. Review the warning information and click Receive delivery. This can't be undone.

7. If you've ordered stock to fulfill customer orders through the add products from recommendations workflow, you'll be prompted to set those items aside. Click the arrow next to the product name for customer and sale receipt details. Once you have noted the items to put aside, click Next to finish receiving the order, then navigate to Inventory > Fulfillments to complete the unfulfilled sale.

   

8. Click Mark as partially received.

   

The order and deliveries can be accessed on the Orders page by locating the order and clicking the row to expand for more information. The Order breakdown tab will show what has arrived and what is expected to arrive per delivery.

You can also click the order number or delivery dates to access the View order page to review the Delivery list and Delivery Details tabs.

When the remaining stock arrives you can click Receive delivery in the Order breakdown tab and receive the stock against the partial order.

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

Printing labels for partially received orders

Once you've partially received an order, you can print labels for the items that were received in the order through the Stock control page.

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

3. In the Order breakdown tab, locate the Received order in the Status column and click the order Date.

   

4. Review the items within the partial order, then click Print labels.

   

5. Configure the labels as required using the information checkboxes, then click Print to open the print preview window.

   

6. Ensure that your label printer has been selected and that the formatting displayed is correct. You may need to configure the Paper size to match what is being printed. 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 page.

To send an email to the supplier:

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

3. In the Order breakdown tab, click the date on the outstanding delivery.

   

4. Click Email delivery.

   

5. Fill out the required fields.

6. Click Email delivery to email the delivery details and your message to the supplier.

   

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 and click the Orders tab.
2. Click on a partially received order to expand it.

3. Click Edit order. Retail POS will automatically navigate to the purchase order's page.

   

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

To add products to a partially-received purchase order:

1. Scroll down to the bottom of the purchase order.

2. Search for the product using the Search or scan to add a product field.

   

3. Select the product from the list of results.

To add a product that isn’t already in your catalog:

1. Scroll down to the bottom of the purchase order.
2. Input the product name using the Search or scan to add a product field.
3. Click +Add “(product name)” as new product.
4. Fill out the product details in the Add a new product window. You can either add a standard product or a product with variants.
5. Click Add product.

You can edit the total amount of a product in an order.

• Click on a cell in the Total quantity or location columns to edit product quantities. 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.

Cancelling partially received orders

Should any outstanding products no longer be available from the supplier or you’ve decided the products are not needed, you can cancel outstanding deliveries on the Orders page.

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

3. In the Order breakdown tab, click Cancel next to the outstanding delivery.

   

4. Review the warning information and click Cancel order. This can't be undone.

The partial order status will change to Cancelled and will remain accessible in the Order breakdown tab so you can see what inventory had been ordered and received and what was outstanding at the time of cancellation.

You can also cancel an order by clicking the delivery date to open the View order page and clicking the Cancel order button.

Managing purchase orders with accounting integrations

For merchants integrated with Xero or QuickBooks, the option to send the order to your accounting software is available on the Orders page, allowing you to send orders and access already sent orders.

To send a purchase order to Xero or QuickBooks:

1. Navigate to Inventory > Stock control > Orders.

2. In the Order breakdown tab, on the right side of a received delivery, click Send to QuickBooks / Xero.

   

You can also send an order to Xero or QuickBooks by clicking the delivery date to access the View order page and clicking the Send to Xero / Quickbooks button.

For detailed information about managing purchase orders with accounting integrations, refer to Stock management with the Xero integration or Stock management with the QuickBooks Online integration articles.

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