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Purchase Order Management

With Square for Retail, you can easily create purchase orders to stock up on products, track vendors, receive inventory. Note: Purchase orders are not available with Square for Retail Free. If you’re using Square for Retail Plus on an iPhone, purchase orders will be available on your online Square Dashboard, but not in-app.

Create a New Purchase Order

  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 P.O. 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.

Auto Generate a New Purchase Order

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

  2. Select the item(s) or variation(s) in question and click Order more to populate the Edit 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 Review Auto POs, which will prompt you to auto-generate purchase orders for the suggested items mentioned in the banner.

Edit an Existing Purchase Order

  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 to the right of the purchase order.

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

Cancel a purchase order

  1. Log into 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 Order Online

  1. Log into 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 Order In-App

  1. In the Retail app, tap Add Stock.

  2. Under Active Purchase Orders, locate the purchase order to receive.

  3. Tap the order to receive.

  4. Review order details, add an optional fee, or update the quantity received.

  5. Tap Next > Receive.

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 shipping 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 your 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.

  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.

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.

Learn more about: Retail Point of Sale

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