Smart Inventory Management: Purchasing and Receiving Stock by Scanning on the POS App

The SHOPLINE POS mobile app supports PDAs and other handheld devices, so you can manage purchase receiving efficiently. This feature is designed for merchants who need precise inventory management: staff can scan products one by one to keep inventory counts accurate. It is especially useful for merchants who handle large volumes of products or manage products with serial numbers.

This guide explains how to create purchase orders, receive stock for purchase orders, use Quick Receive, and create inbound receipts in the POS mobile app (accessible on phones and tablets).

Creating a Purchase Order

To create a purchase order:

1. Open the SHOPLINE POS mobile app. In the menu, navigate to Apps, then tap Purchase management.
2. Tap Create in the upper-right corner, then select Purchase order.

3. In the Basic information section, fill in Supplier, Purchase order No., and Expected delivery date.

   Note: Inbound location defaults to your current store and cannot be changed. To purchase for a different store, switch to that store first.

4. Add the products you want to purchase using either of the following methods:
   • Tap Add products, then:
     • Select products from the product list.
     • Enter a keyword in the search bar to search for products.
     • Tap the scan icon on the right side of the search bar to add products by scanning their barcodes.
   • Tap Add products from recommendation to add products recommended by the system. For details, see the "Using Recommended Purchase Suggestions" section in "Smart Inventory Management: Managing Purchase Orders".
5. Set the quantity and price for each product, then tap Save and submit. Submitted purchase orders appear in the To be stocked tab.
6. If your purchase order needs further confirmation, tap Save as Draft. You can find it in the Not submitted tab.

Receiving Purchased Products

When purchased products arrive, add them to your SKU inventory based on the quantity received.

To receive stock for a purchase order:

1. Open the SHOPLINE POS mobile app. In the menu, navigate to Apps, then tap Purchase management.
2. Go to the To be stocked or Partial incoming tab and find the purchase order you want to receive.
3. Tap Count received, then add the quantities received using any of the following methods:
   • Barcode scanner: Each scan increases the product quantity by 1.
   • Camera: Tap the scan icon on the right side of the search bar, then scan each product barcode one at a time.
   • Search: Search by product name, SKU, or barcode. Each tap on a product increases its quantity by 1.
   • Manual entry: Find the product in the purchase order and enter the received quantity directly, or tap + / − to adjust it.
   • Products with serial numbers: Tap +SN to scan serial numbers. The quantity updates based on the serial numbers added. For details, see "Smart Inventory Management: Managing Serial Numbers".
4. When you are done, tap Inbound to update your inventory.
   • If the received quantities of all products match the purchase quantities, the purchase order moves to Completed.
   • If any received quantity differs from the purchase quantity, a Discrepancy reminder appears. Select Partial incoming to move the purchase order to Partial incoming so you can continue receiving when the remaining products arrive. Select Complete receiving inventory to move the purchase order to Completed.

Using Quick Receive to Complete Purchase Receiving

If all products on a purchase order have arrived in the exact purchase quantities, you can use Quick receive to mark the purchase order as Completed directly, without tapping Inbound and scanning each item.

To use Quick Receive:

1. Open the SHOPLINE POS mobile app. In the menu, navigate to Apps, then tap Purchase management.
2. In the To be stocked tab, tap the purchase order you want to receive to open its details page.
3. Tap Quick receive. The purchase order moves directly to Completed.

Creating an Inbound Receipt

If products arrive without a matching purchase order in the POS system, you can create an inbound receipt to receive them directly.

To create an inbound receipt:

1. Open the SHOPLINE POS mobile app. In the menu, navigate to Apps, then tap Purchase management.
2. Tap Create in the upper-right corner, then select Inbound receipt.
3. In the Basic information section, fill in all required fields, including Supplier, Inbound receipt No., and Expected delivery date. Inbound location defaults to your current store and cannot be changed.
4. Add the products you want to receive using either of the following methods:
   • Tap Select to add to choose products from the product list.
   • Tap Scan to Add to add products by scanning their barcodes.
5. Enter the received quantity for each product:
   • Regular products: The app automatically updates the quantity of scanned products.
   • Products with serial numbers: Tap +SN to scan serial numbers. The quantity updates based on the serial numbers added.
6. When you are done, tap Inbound to update your inventory.