This feature is in beta and may not be available in your account.

With Retail POS and Lightspeed Scanner app, you can automatically generate a purchase order from supplier invoices and packing slips. When you upload or scan a file, Retail POS’ AI-powered technology reads the information and creates a purchase order. This saves you time on manual data entry and correcting errors.

Creating a purchase order from an upload file

To create a purchase order from an imported document:

1. Navigate to Inventory > Stock control.
2. Click Order stock.
3. Click Import from document.

4. Use the file explorer to find your document, then click Open.

   Invoice or packing slip files must be PDF, JPEG, or PNG format.

5. From the confirmation window, click Create order. A message will display letting you know the order is processing.

Orders will be listed with a progress status on the Stock control > Orders page:

• Ready to review: Processing was completed successfully.
• Processing: Processing is still in progress.
• Unable to process: There was an issue with the document and it will need to be uploaded again.

You’ll need to confirm products are mapped correctly in Retail POS on a computer before finalizing the purchase order. Learn more in the Reviewing product matches in Retail POS section below.

Creating a purchase order with Lightspeed Scanner

Creating a purchase order with Lightspeed Scanner is compatible with devices running iOS version 17.4+ or Android 8.0+.

You can use the Lightspeed Scanner app to create a purchase order by scanning a paper document or when receiving stock.

Creating a purchase order from a scanned document

1. In the Lightspeed Scanner app, navigate to Inventory > Receive.
2. Click Order.
3. On the Receive stock page, click the + (Add) icon.
4. Under Products, click Add from document > Add document.
5. Select Scan document from the dropdown.
6. Click the shutter button to scan the document.
7. Click Create order > Done.

Creating a purchase order while receiving stock

1. In the Lightspeed Scanner app, navigate to Inventory > Receive.
2. On the Receive stock page, click the + (Add) icon.
3. Under Documents, click Add document and select Scan document from the dropdown.
4. Click the shutter button to scan the document.
5. In the Receive stock window, click Start counting to begin your product count.
6. Use your device's camera to focus on the barcode and automatically scan each product you are counting, or use the Search or add products field to search for products by keywords.
7. Once all products have been scanned, click Done.
8. Review the counted quantity and click Save.
9. A confirmation page will appear stating that all products in the order have been counted. Click OK, got it.

Once the purchase order is created from a scanned document or while receiving stock, you’ll need to confirm product matching in Retail POS on a computer.

Reviewing product matches in Retail POS

After a purchase order is created, it needs to be reviewed to confirm that scanned products match products in Retail POS.

1. In Retail POS, navigate to Orders > Stock control. You can also navigate to the order directly from the Notifications tab.

   If the order status was Unable to process, you’ll be navigated to the Edit purchase order page. Under Documents, click Try again beside the order to reattempt another upload.

2. Click the order.

3. On the Import products page, review the scanned products to ensure they’re correctly mapped to products in your catalog.

   If any fields from the purchase order are mapped incorrectly, click Map columns > select the correct field from the Document column > Map columns.

   If no match was found for a product, click Find match.

   • If the product exists already in Retail POS, click Search your local catalog and locate the product with the search field.
   • If the product doesn’t exist, click Add as new product and fill out the product details. Click Add product when done.
   • To exclude a product from the import, uncheck it in the Document product column.
4. Once you’ve finished reviewing your import and confirming product matches, click Import selected products.
5. A warning will display if any products won’t be included in the import. Click Continue with import to proceed.

Quantity and cost will also be populated based on the uploaded document.

What’s next?