Understanding the Lightspeed Accounting purchasing report

Purchase orders only sync once, and can't be resynced. Keep your purchase orders in the Check-in state until finalized. If an order status is reverted to make changes, remember to make adjustments manually in both Retail POS and your accounting software.

The Lightspeed Accounting Purchasing report gives an overview of purchase orders and vendor returns that have been synched from Lightspeed Retail to your accounting software. It can be filtered by store location and date range.

Click Refresh to generate the report.

The Order ID is the Retail POS purchase order ID and you can see at a glance which vendor that ID is for. Vendor returns will be represented here as orders with a negative total.

If you want detailed information about a particular date, click on a date itself. This displays:

• A Summary of the day's Total Revenue, Total Receipts, and Cash
• An overview of Product Sales
• An overview of the payments you've received in the Checks section, which includes all payment types, not only checks
• Any other Purchasing activity on that date
• A report on the day's sync status in the Accounting section

By default, POs with a creation date older than 180 days are excluded from posting. Reloading dates from more than six months ago won’t populate POs. You can change this to include older POs:

1. Navigate to Settings > Stores
2. Under Preferences click the edit icon.
3. Edit the Exclude POs older than setting.
4. Click Save.

If an order hasn't synced to your accounting software, check for a mismatch between the vendor name in Retail POS and your accounting software. This report displays the exact vendor name Lightspeed Accounting tried to sync. Double-check that it exactly matches the vendor name in your accounting software.

Contact Retail Support for help resolving any mismatches you find.

Purchase order settings

Purchase Orders (PO) have two sync settings that determine how they post to your accounting software.

• Sync as PO posts the order as a memo. You’ll need to make the bill as an additional step.
• Sync as Bill creates a bill directly for the supplier to match with a banking transaction, skipping manual work.

Posting purchase orders

A purchase order can only be posted once it’s been completed and has a completion date. If a PO is completed in Retail POS but not in Accounting, try to reload the date when the order finished in Retail POS.

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