In Retail POS (X-Series), you can receive stock orders and track multiple deliveries for each order, 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. The Cost price field will automatically populate with the product's supply price. You can update this if the cost price has changed.
6. Scroll down and add or update any discounts, shipping, or duties fees. The order total will adjust accordingly.

   

7. At the top of the page, click Receive.
8. Review the warning information and click Receive delivery. This can't be undone.
9. Click Mark as received.

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

Creating multiple deliveries

The multiple deliveries 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.

When you haven't received all items in an order, you can create multiple deliveries associated with the original order. When you create multiple deliveries, they are automatically linked under the existing order and can be accessed on the Stock control page.

To create a delivery:

1. Navigate to Inventory > Stock control > Orders and locate the stock order to receive, using filters if needed.
2. Click on the stock order to expand, then click Create delivery.
   
3. On the Create new deliver for ORDER-X page, enter the quantity for each product in the Expected in this delivery field.
   
4. Update the cost, discounts, shipping, or duties fees as needed.
5. Click Save delivery.

Reviewing and receiving multiple deliveries

The stock order and associated 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 display each delivery, delivery status, and quantity expected per delivery.

You can also click the Date to access the View order details modal to review the Delivery List and Delivery Details tabs.

When the remaining stock arrives you can click Receive delivery next to the relevant delivery in the Order breakdown tab and receive the stock for the delivery.

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

Deleting a delivery

Should any outstanding products no longer be available from the supplier or you’ve decided the products are not needed, you can delete deliveries on the Orders page. This will mark the order as Deleted and the products won’t be added to your inventory.

To delete a delivery:

1. Navigate to Inventory > Stock control > Orders.
2. Click the order to expand the row.
3. In the Order breakdown tab, click the Date for the delivery you wish to delete.
   
4. When the View order details modals displayed, click Edit delivery.
5. Scroll to the bottom of the page and click Delete delivery.
   
6. Review the warning information and click Delete delivery. This can't be undone.
   

The delivery status will change to Deleted and will remain accessible in the Order breakdown tab so you can see what inventory had been ordered and what was outstanding at the time of deletion.

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.

What's next?