System updates

We’re experiencing issues that may affect your Square services. We’ll continue to update our status page with more information.

Home>Manage Inventory with Square for Retail

Manage Purchase Orders With Square for Retail

With Square for Retail, you can easily create purchase orders to stock up on products, track vendors and receive inventory. Note: Purchase orders are not available with Square for Retail Free.

Create a New Purchase Order

Create a purchase order online

  1. From your online Square Dashboard, head to the Item tab > Inventory Management > Purchase Orders > click Create Purchase Order.

  2. Enter purchase order details > click Create or Save as Draft. Keep in mind, a maximum of 500 unique items can be added to a single Purchase Order.

  3. Check your vendor’s email address and add a note (optional).

  4. If you’d like a copy of the PO select Send me a copy, Save as PDF or Save as CSV.

Once you’ve created a purchase order for an existing vendor, the item variation will be associated with that vendor and the cost to purchase from that vendor. Items associated with a vendor will be visible under the Item Library tab of the vendor’s profile.

Note: To see the purchase order before hitting send, click Preview Email.

Create a purchase order in the app

  1. From the Navigation bar, tap Inventory. Note: If you’re using Square for Retail on an iPhone, tap the list icon to view your inventory.

  2. Tap Purchase Orders and select Create purchase order.

  3. Select an existing vendor or tap Create new vendor to add a vendor you’re working with for the first time. Then, select Continue.

  4. Using the search bar or a compatible barcode scanner, select the items to apply to the purchase order and tap Continue.

  5. Enter more purchase order details, like unit cost and quantity, and tap Continue to review your purchase order.

  6. From the Review order screen, verify all the information is correct, and either select Save to continue working on the purchase order at a later date or select Create to finalise the purchase order.

  7. From the Send copy of purchase order screen, you have the option to send a copy to yourself and the vendor, as well as leave notes specific to the purchase order. Once you finish, tap Done.

Note: The ability to create purchase orders in the app is not available for Square Register at this time.

Generate a New Purchase Order Online Automatically

  1. Visit the Stock Forecast section of your online Square Dashboard.

  2. Select the item(s) or variation(s) in question to populate the Create purchase order screen.

  3. Confirm all applicable information is correct.

  4. Tap Save as draft to save the purchase order for a later date or Create to create the purchase order.

You may also notice a banner at the top of the Purchase Orders section in your online Square Dashboard that suggests you will run out of specific items soon. From this banner, you should have the option to Create Auto POs, which will prompt you to auto-generate purchase orders for the suggested items mentioned in the banner.

Edit an Existing Purchase Order

Edit a purchase order online

  1. Head to the Items tab > Inventory Management > Purchase Orders > click the purchase order you wish to edit.

  2. Click Edit Order > update the order details.

Note: Editing a purchase order does not automatically generate a new email to your vendor – to make sure they receive the updated order information:

  1. Visit Purchase Orders > click the three horizontal dots on the right of the purchase order.

  2. Click Send as email > include a note to explain that the purchase order has been updated.

Edit a purchase order in the app

You can also edit an existing Purchase Order directly from the Retail app on any compatible device (iPhone, iPad and Square Register). To get started.

  1. From the Navigation bar at the bottom of your screen, tap Inventory. Note: If you’re using Square for Retail on an iPhone, tap the list icon to view Inventory.

  2. Tap Purchase Orders > tap the appropriate purchase order under the Active list.

  3. Select the item(s) needing update to open the Modify Receiving Item screen.

  4. Edit the appropriate information and repeat those steps for any affected items > tap Save to finish editing.

Cancel a Purchase Order

Cancel a purchase order online

  1. Log in to Purchase Orders > click the three horizontal dots next to the purchase order you’d like to cancel.

  2. Click Cancel Order.

Note: After a purchase order has been cancelled, it will be moved into the Archived Orders section.

Receive a Purchase Order

Receive a purchase order online

  1. Log in to Purchase Orders > click the purchase order you have received.

  2. Click Receive All or Receive None. To partially receive inventory, click Receive in the product row > enter the amount to partially receive > Save.

Receive a purchase order in the app

  1. From the Navigation bar at the bottom of your screen, tap Inventory. Note: If you’re using Square for Retail on an iPhone, tap the list icon to view Inventory. If you’re using Square for Retail on Square Register, tap the list icon on the left-hand side of the screen.

  2. Tap Purchase Orders > tap the appropriate purchase order under the Active list.

  3. Tap Select items to receive > tick off the appropriate items to be received > tap Next.

  4. For the received items needing modification, tap Receive in Full to receive the full quantity, or tap Partial Receive to receive a partial quantity > tap Save.

  5. Tap Next again to view the Purchase Order Summary and tap Done to complete the receival.

Note: Purchase orders do not currently support ordering or receiving decimal quantities – only whole numbers.

If inventory is damaged or will not be fulfilled for some other reason, click Update next to the impacted line item. Marking items as damaged, stolen (theft) or as a loss, will not reflect on your Cost of Goods Sold report.

Note: When you receive a purchase order, you can enter delivery and handling or other costs by clicking Add Fee. Additional cost will be included in your Cost of Goods Sold report. Keep in mind, adding additional fees will not affect the unit cost of the individual items in the purchase order.

Add or Create Items From a Purchase Order

If you’ve already created the items to include in a given purchase order, just start typing and your library will populate as a drop-down for you to choose from. If you need to create an item for a purchase order, you can manually enter the item name, price and unit cost on the spot.

Create an item from a purchase order online

  1. Log in to Purchase Orders > click Create Purchase Order.

  2. Type the name of the item you would like to create.

  3. Click Create Item.

  4. Enter the item details, including SKU, price and cost.

  5. Click Save.

Create an item from a purchase order in the app

  1. From the Navigation bar, tap Inventory. Note: If you’re using Square for Retail on an iPhone, tap the list icon to view Inventory.

  2. Tap Purchase Orders and select Create purchase order.

  3. From the item search bar, type the name of the item you want to create.

  4. Tap Create item.

  5. Enter the item details, including the SKU, price and cost.

  6. Tap Save.

Your newly created item will automatically populate in your purchase order. Note: A maximum of 500 unique items can be added to a single Purchase Order.

Additionally, on the item creation page, if you click View All Item Properties, you can add other information such as the locations your new item is carried or item variations.

Set Unit Cost with Purchase Orders

When you receive stock using a Purchase Order, the unit cost for the items in the purchase order is automatically saved.

To set unit cost with Stock Received on your Dashboard:

  1. From the Items tab in your online Square Dashboard, search for and select an inventory item to adjust.

  2. Select a location to adjust inventory for > select Stock Received.

  3. Add a count of 1 or more.

  4. Add a unit price > Save.

Read more about setting and updating your unit costs.

Print Barcode Labels for Purchase Orders

You can print barcode labels for purchase orders from you online Square Dashboard.

To get started:

  1. Head to the Items tab online.

  2. Click Actions > Print Labels.

  3. Next, click Select from Purchase Order. You’ll see your purchase orders listed – including the PO number and vendor name.

  4. Select the applicable purchase orders > Done.

Note: When labels are printed directly from a purchase order for a fractional quantity, the pre-populated quantity count for how many labels will be printed must be rounded up to the nearest integer.

Read more about creating barcode labels with Square for Retail.

Can't find what you need?