Once you've created a purchase order and added items to the order, you can manage its status and track and edit shipment information.

Understanding purchase order statuses

Retail POS has color-coded statuses to help you quickly sort through the purchase order list (Inventory > Purchase Orders) and view an order's status at a glance.

• Open (light gray): Light gray Open status POs have been created, but not ordered.
• Ordered (yellow): Yellow Ordered status POs have been ordered through the vendor, but the shipment hasn't been received.
• Check In (red): Red Check In status POs are currently being received. The purchase order is open but ordered items have not been checked in or added to inventory.
• Check In (green): Green Check In status POs have been received. Ordered items have been checked in and added to the inventory.
• Finished (dark gray): Dark gray Finished status POs have been marked as completed.

Changing and updating purchase order status

1. Navigate to Inventory > Purchase Orders.

   

2. Find the purchase order in the list and click it. You can filter the list by vendor (All Vendors dropdown > select the vendor) or by shop (Advanced > Location dropdown > select the shop), then Search.

   

3. Click the Status button to change the status or the Status dropdown to select the new status.

   

4. Click Save Changes.

Archiving a purchase order

1. Navigate to the purchase order you want to archive.
2. Click Archive.

   

3. A popup will ask if you are sure. Click OK.

The archived purchase order will no longer show up in your list of purchase orders, but it's still accessible and editable and you can un-archive it at any time.

Un-archiving an archived purchase order

1. Navigate to Inventory > Purchase Orders.
2. Check the Show Archived box.

   

3. Click Search.
4. Select the archived purchase order from the list.
5. Click Un-Archive.

   

6. A popup will ask if you are sure. Click OK.

Your purchase order will be un-archived and will show up in your list of all purchase orders.

Tracking shipments

When a purchase order shipment has arrived, you can receive the items and add them to your inventory, repeating the process as necessary if additional shipments arrive.

Once a shipment has been received, it can be tracked using the Shipment History tab.

1. Navigate to the purchase order.
2. Click Shipment History.

   

The Order Information section includes the purchase order number, vendor, and purchase order reference number.

The Order Overview section includes the quantity and subtotal for inventory that has been received and for the original order.

The shipment list displays each shipment that has been received, its status, the received date, the invoice due date, the quantity in that shipment, and the total.

This list can be filtered by date received or by invoice due date.

Editing shipment information

After receiving purchase orders, you can add invoice dates and reference numbers or edit the quantity of items to correct counting errors or typos.

1. Navigate to the purchase order.
2. In the Shipment History tab, click the name of the shipment you want to edit.

3. In the Shipment Information section, you can edit the status, date received, invoice due date, and shipment reference number. The vendor and item quantity received will be listed, but these cannot be edited.

   

   In the Total Cost Overview section, you can see the subtotal and total. You can edit the shipping cost to add shipping fees, which will automatically update the total.

   

   The item list displays the vendor ID, item name, vendor cost, unit shipping, unit discount, unit cost, and total. The quantity received is also shown and can be edited.

   

Syncing special orders to edited shipments

Edits made to a shipment's item quantity will synchronize with any special orders attached to the purchase order.

• If the shipment quantity is increased, Retail POS automatically reserves the added units for incomplete special orders.
• If the shipment quantity is decreased, and there isn't enough quantity on hand in the inventory lot, Retail POS will remove units from special order reservations before removing them from inventory.

Special orders can't be added to an already Sent purchase order. If you need to make a correction, first reopen the purchase order.

Adding shipping fees

You can capture fees specific to each shipment received by selecting a specific shipment on the Shipment History tab.

1. Navigate to the purchase order.
2. In the Shipment History tab, click on the name of the partial shipment.
3. Enter the cost for the shipment in the Shipping cost field.

   

Updating the shipment cost on this page will automatically update the total for this shipment record. It will not automatically update the total for the entire purchase order.

Viewing shipment reports

In Retail POS, you can view a report of all your received shipments, refine your search using filters, and print or export your report as a CSV.

1. Navigate to Reports.
2. Under the Shipments section, click Received shipments.

   

3. Type in your item or use the search filters to find it. Click Advanced to show more filters.

   

4. Click Search.
5. Click Print to print your results or Export to export to a CSV file.

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