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 using the OCR import tool, Retail POS' AI-powered optical character recognition (OCR) technology reads the information and creates a purchase order. This saves you time on manual data entry and correcting errors.

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 purchase orders manually

1. In the Lightspeed Scanner app, navigate to Inventory > Order.
2. Click the + (add) icon.
3. (Optional) Edit the Order number.
4. Add information under Delivery details.
5. Under Products, ensure Add manually is selected, then click Add items.
6. Add existing products in your catalogue. You can either:
   • Scan a product barcode. Enter the quantity and click Done.
   • Search the product catalogue manually. Select a product, then enter the quantity to order. Click Done.
7. Once you're finished adding products, click Create order. This will create an open purchase order in Retail POS.
8. When you're ready, send the order from Retail POS.

Creating a purchase order from a scanned document

You can use Lightspeed Scanner to create purchase orders by uploading a previously-scanned document from your files or photos or by directly scanning a document with your mobile device.

1. In the Lightspeed Scanner app, navigate to Inventory > Order.
2. On the Orders page, click the + (Add) icon.
3. Choose to Create from scan, Create from file, or Create from photo.
4. Upload the document:
   • If you selected to create the order from file or photo, choose the file or photo from your device's memory.
   • If you selected to create the document from a scan, point the rear-facing camera at the document so the document is entirely within the screen. The auto-shutter will capture the document automatically. 
5. Click Done. This will add the purchase order as a draft to your orders.
6. Click the draft purchase order to add outlet, supplier, and delivery date details. You can also add products if needed.
7. Click Create order.

Once the purchase order is created from a scanned document, 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 then review the Lightspeed field list and click the Document column dropdown to select the column to be matched. When you're done, click Apply.

   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?