Smart Inventory Management: Managing Purchase Orders (POS App)

To streamline your store's restocking process, we've integrated the Purchase Management feature from the Smart Inventory Management app directly into the SHOPLINE POS system. This allows you to easily manage purchasing and incoming inventory right from your store's POS devices, boosting operational efficiency and ensuring prompt fulfillment of customer orders.

Creating a Purchase Order

To create a purchase order using your SHOPLINE POS system, follow these steps:

1. On your POS app's homepage, tap the hamburger icon in the top-left corner.
   
2. Go to Apps and select Purchase management.
   
3. Tap Create in the top-right corner and choose Purchase order.
   
4. Fill in the required details, including Supplier, Purchase order No., Delivery date and Inbound location. Please note that the Inbound Location defaults to your current location and cannot be modified.
   
5. Add products to the order. You have two options:

• Add products manually: 

1. Tap Add products. 

2. Select the desired products individually. You can use the search bar or barcode scanner to quickly locate products.

3. After adding all necessary products, enter the quantity and unit price for each product.

• Add products based on recommendation:

1. Tap Add products from recommendation. The products recommended based on your current settings will be displayed.

2. Tap the filter icon in the top-right corner to adjust the recommendation conditions as needed.

• Proposed purchases based on: Select the locations to consider for recommendations. 
• Recommended source: Choose the sources used to determine product recommendations. For more information on source definitions and setup, refer to "Smart Re-ordering Suggestions." 
• Product category: Specify the category for recommended products.
• Product tag: Select the tag associated with the recommended products.
• Supplier: Choose the supplier for the recommended products.

3. After adding all necessary products, adjust the quantity as needed and enter the unit price for each selected product.

6. If necessary, add a note to the purchase order. Then, tap Send to finalize the purchase order.
   

The created purchase order will be listed on the order list page. You can use the order status tabs to filter orders and view specific order details.

Sending an email notification to the Supplier

After creating a purchase order, the system automatically sends an email to the supplier's designated email address. However, if you want to update the supplier with any changes to an order, you can manually send an email for orders in the following statuses: To be Stocked, Partial Incoming, Completed, or Voided.

1. On the purchase order list page, select the desired order.
   
2. Tap Send email.
   
3. The supplier's contact email will be automatically filled in. Modify the email address and subject as needed. Tap Confirm to send the email.
   

Processing Incoming Inventory

Once you've received the ordered products, you can easily confirm their arrival in SHOPLINE POS's Purchase management app:

1. On the purchase order list page, locate the specific order and tap the Inbound button.
   
   
   Alternatively, select the order to access its details page and tap the Inbound button at the bottom.
   
2. In the top-right corner, tap Confirm Inbound to finalize the receiving process.