To create a new Purchase Order in HirePOS, follow these steps:

1. Access the Purchase Orders section under Expenses > Purchase Orders.

2. Click on either New Order or New Quote to generate a new record.

3. Select the Supplier from whom the goods are to be ordered.

4. Ensure the Order Date is correct.

5. Add line items to the Purchase Order, including Quantity and Price.

6. Save the Purchase Order upon completion.

Supplier Pricelist items can be imported and added to Purchase Orders. Here's how you can handle Supplier Pricelist Items:

• Click on a cell in the Code column to display the Items dropdown list.

• Click on the Show 'Supplier Pricelist' items link to view and add these items.

• To convert a Supplier Pricelist item to a 'stocked' item, click on the cell to the left of the Code and select Convert to 'Stocked' item.

When items are received, follow these steps to mark them as received in HirePOS:

1. Click the Receive Order button from the right side of the Purchase Order screen.

2. Confirm the Date/Time Received and select the Staff member receiving the order.

3. Tick the checkbox beside each item received. This automatically sets the Qty Received to the full quantity ordered. Alternatively, enter the quantity received manually for a partial receipt.

4. Enter the supplier Delivery Docket # and Supplier Invoice #, if applicable.

5. Click Receive Items to complete the receipt, or Receive & Print Barcodes to receive the items and proceed to barcode printing.

Use Mark All when all outstanding items on the order have been received in full.

In HirePOS, you can receive all or part of a Purchase Order (PO) depending on what has physically arrived from your supplier. This section explains how partial receival works, and how to manage it correctly to ensure exports to accounting behave as expected.

Partial receival is when only some of the items on a PO have been delivered. HirePOS lets you record exactly which items have arrived and when, while keeping the remaining lines marked as awaiting.

For most users, the Receive Order button is the quickest and safest method:

1. Click Receive Order on the Purchase Order.

2. Select the items that have been received, or enter the appropriate amount in Qty Received.

3. Confirm the Date/Time Received and Staff member.

4. Click Receive Items.

HirePOS then automatically records the received date and assigns a version number to the lines processed during the receival.

If only part of a given item's ordered quantity has arrived, you can enter the amount received in Qty Received to receive it separately. The remaining qty is shown as the Back Order qty.

Set the Date/Time Expected for the outstanding items. You can use Date/Time Expected (ALL) to apply the same expected date and time to all lines.

When a partial receipt is processed, HirePOS updates the existing line to represent the qty received and creates a new line for the outstanding qty. This new line retains the expected date for the outstanding items.

Advanced users can manually populate the Date Received and Version fields by editing each PO line directly under Show Line Details. This method gives you full control and is useful when correcting or adjusting records, but care must be taken to follow the rules below.

You can find a Back Order field in the line details, which can be used to partially receive an item's qty.

To ensure POs export correctly to Xero, especially in partial receival cases:

• Only received lines should have a Version number and Date Received.

• Awaiting lines must not have a version number or date received.

• If a PO has multiple version numbers (e.g. 1 and 2), Xero will treat it as multiple separate POs (e.g. PO-1, PO-2).

• If the entire PO is received in one go, version numbers are not required.

• DO NOT mix received and unreceived lines under the same version or with no version at all—this will cause export issues.

• A received line must have a Date Received—missing dates will also break the export.

• Use Receive Order > Receive Items for easy and safe partial receival.

• Only use the manual method if you're confident and understand the export rules.

• Keep versioning and dates cleanly separated between received and unreceived lines.

• Always double-check line details before exporting to Xero.

On the PO screen in HirePOS, just above the Purchase Order Items table, click the Show Line Details link to reveal extra fields for each item line:

• Date Expected

• Date Received

• Back Order (Qty)

• Delivery Docket #

• Supplier Invoice #

• Version (number)

These fields are important for recording partial receivals and item specifics accurately.

If you are ordering from overseas suppliers, you can create Purchase Orders in different currencies. Populate the Foreign Currency field with the currency code and enter the Exchange Rate to calculate the Purchase Order value in your local currency.