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

Understanding purchase order statuses

Lightspeed Retail has color-coded statuses so you can quickly sort through the Purchase Order list and view an order's status at a glance.

To access the Purchase Orders list, navigate to Inventory > Purchase Orders.

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

   • To filter the list by vendor, click into the All Vendors drop-down, select the desired vendor, and click Search.
   • To filter the list by shop, click Advanced, click into the Location drop-down, select your shop, and click Search.

   

3. Click the status button to change the status.
   
   1. Alternatively, you can click the Status drop-down and select the new status.

      

4. Click Save Changes.

Archiving a purchase order

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

   

3. A pop-up will ask if you are sure. Click OK.

The archived purchase order will no longer show up by default in your list of purchase orders. It will still be 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. Click the tickbox marked Show Archived.

   

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

   

6. A pop-up will ask if you are sure. Click OK.

Your purchase order will be un-archived and will again 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 you want to track the shipment history of.
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 edit some information for your records. You can add invoice dates and reference numbers, in addition to editing the quantity of items to correct counting errors or typos.

In the Shipment History tab, click the name of the shipment you wish to edit.

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.

Synching special orders to edited shipments

Edits 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.

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 Shipment History tab for the purchase order you want to record shipping costs for.
2. 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. This 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. You can use filters to refine your search and can print or export your report to a.csv, giving you greater visibility over all your purchase order shipments.

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

   

3. Type in your item and/or filter your results.
   1. You can click Advanced to show more filters.

      

4. Click Search.

You can click Print to print your results, or Export to export your results to a .CSV file.

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