Manage Purchase Orders With Square for Retail
With Square for Retail Plus and Premium subscriptions, you can easily create, edit and manage 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
Important to note
A maximum of 500 unique items can be added to a single Purchase Order.
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 Vendors will be visible under the Item Library tab of the vendor’s profile.
Automatically Generate a New Purchase Order Online
Auto-POs let you know which of your items could be running low on inventory. At a high level, Square makes decisions based on a few pieces of information:
The current inventory amount of an item, both in stock and on order
A sales prediction for that item
A lead time prediction for that item
Square will suggest reordering an item if, based on those pieces of information, we predict you will sell out before more items will arrive from your vendor.
For example, you have an item ‘XL Levi Slim Fit Jeans’ with a current inventory of six in stock and six on order. We predict based on past POs that this item will take seven days to arrive from your vendor if you order today. We also predict that you will sell two per day. This means that in the next seven days, you will sell 14 units. However, you only have 12 in stock and on order. This means the item will show up on Auto-POs.
To enable automatic purchase orders:
Go to Items > Settings > Inventory > Enable auto-generated purchase orders on your online Square Dashboard.
Note: A banner for automatic purchase orders will appear in the Purchase orders portion of the Dashboard after it is enabled in settings. For items to be considered in Auto-POs, they must have a default vendor and sales history. Auto-POs are independent of low stock alerts.
Import a Purchase Order
With Square for Retail Plus, you can save time spent creating purchase orders by importing a CSV or Excel version of the purchase order via the online Square Dashboard.
Prior to importing a purchase order, we recommend downloading Square’s import template. You can do so by clicking the link below, or by visiting the Items section of your online Dashboard.
While we recommend downloading Square’s import template to make the process easier, you can also use a template of your own choosing, as long as it’s a CSV or Excel file.
After filling in the template, you’re ready to import the CSV or Excel file. To do so:
Go to Items > Inventory Management > Purchase Orders on your online Square Dashboard.
If you’re working directly from a new purchase order, you will also see the option to Import there.
Drag and drop the file into the Import purchase order pop-up, or click select it from your computer to upload the template directly from your files. Note: If you have not filled in the template, click Download template to get started.
Select the appropriate item identifier by choosing either the item name, SKU or GTIN to help easily identify duplicate items during the import process. Note: Square recommends selecting either SKU or GTIN as the appropriate item identifier for ease of use.
Note: All item identifiers must match exactly one item or variation for the import process to be successful.
If you’re using your own template, you’ll need to go through the column matching process during the first portion of the import process. To do so:
Click the Import button to begin the import process and upload your personalised template.
Once uploaded, you’ll see the Match document columns screen. From here, use the drop-down menus to confirm that each Square purchase order attribute is matched to the correct column in your import file.
Click Next to continue the import process.
The import process can take up to a minute, but usually only lasts a few seconds. Make sure to keep an eye out for any error messages that appear during the import. Once the import is complete, the newly created purchase order will appear at the top of the purchase order list available in your online Square Dashboard.
You can also import any existing purchase order drafts that are already associated with your account by exporting the draft. To do so, click ••• next to the purchase order draft and select Save as CSV.
Manage Existing Purchase Orders
Receive a Purchase Order
Important to 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.
When you receive a purchase order, you can enter delivery and handling or other costs by clicking Add Fee. Additional costs will be included in your Cost of Goods Sold report. Bear in mind that 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.
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:
Go to Items and Orders > Items on your online Square Dashboard.
Search and select an inventory item to adjust.
Select a location to adjust inventory for > select Stock Received.
Add a count of one or more.
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 your online Square Dashboard.
To get started:
Go to Items and orders > Items on your online Square Dashboard.
Click Actions > Print Labels.
Click Select from Purchase Order. You’ll see your purchase orders listed – including the PO number and vendor name.
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.