Purchase Orders

Purchase Orders in HirePOS record products or services ordered from suppliers. Orders can contain items already in your Items List, products imported through a Supplier Pricelist or manually entered lines.

1. Go to Expenses > Purchase Orders.

2. Select New Order or New Quote.

3. Select the supplier from whom the goods or services will be ordered.

4. Confirm that the Order Date is correct.

5. Add the required line items, quantities and prices.

6. Save the Purchase Order.

Supplier Pricelists contain products available from a supplier that are not necessarily set up as items in your HirePOS Items List.

To add a Supplier Pricelist product:

1. Select the supplier on the Purchase Order.

2. Click in a Code cell to open the item lookup.

3. Select Show 'Supplier Pricelist' items.

4. Search by Supplier Code, barcode or description.

5. Select the required product.

Only Supplier Pricelist items belonging to the supplier selected on the Purchase Order are shown. If no supplier has been selected, HirePOS prompts you to select one.

The selected product is added as a Purchase Order line using:

• The Supplier Code as the line code.

• The imported description.

• The imported supplier cost.

• Each as the default unit.

• The imported tax setting, or the default tax code and rate if a valid tax setting is unavailable.

The line is not yet linked to an item in the HirePOS Items List. Select Show 'Stocked' items to return to the normal item lookup.

For information about importing and maintaining the list, see Supplier Pricelists.

A Supplier Pricelist line can remain as an unlinked Purchase Order line, or it can be converted into an item in your HirePOS Items List.

To begin conversion, open the line's popup menu to the left of the Code and select Convert to 'Stocked' item.

The conversion process lets you select an Item Type, review or change the proposed Item Code and convert one or more eligible lines. HirePOS then creates the new item and links the Purchase Order line to it.

See Converting Supplier Pricelist Items to Stocked Items for detailed instructions.

When goods or services arrive:

1. Open the Purchase Order and select Receive Order on the right side of the screen.

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

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

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

5. Select Receive Items.

Select Receive & Print Barcodes instead if you also need to proceed to barcode printing.

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

Partial receival is used when only some of the items or quantities on a Purchase Order have arrived. HirePOS records what has been received while leaving the remaining lines or quantities awaiting delivery.

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

1. Select Receive Order on the Purchase Order.

2. Select the lines received or enter the appropriate Qty Received.

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

4. Select Receive Items.

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

If only part of an ordered quantity has arrived, enter the amount received in Qty Received. The remaining quantity is shown as the Back Order quantity.

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

When the partial receival is processed, HirePOS updates the existing line to represent the quantity received and creates another line for the outstanding quantity. The new line retains the expected date for the outstanding items.

Advanced users can manually populate Date Received and Version by editing each Purchase Order line under Show Line Details. The Back Order field can also be used to record an outstanding quantity.

This method is useful for correcting or adjusting records, but the received and outstanding lines must follow the export rules below.

Follow these rules to ensure Purchase Orders, particularly partial receivals, export correctly to Xero:

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

• Awaiting lines must not have a Version number or Date Received.

• If a Purchase Order has multiple version numbers, such as 1 and 2, Xero treats them as separate Purchase Orders, such as PO-1 and PO-2.

• If the entire Purchase Order is received in one operation, version numbers are not required.

• Do not place received and unreceived lines under the same version or leave them mixed together without a version. This can cause export problems.

• Every received line must have a Date Received.

For the safest workflow, use Receive Order > Receive Items and check the line details before exporting.

Select Show Line Details above the Purchase Order Items table to view or edit additional information for each line:

• Date Expected

• Date Received

• Back Order quantity

• Delivery Docket #

• Supplier Invoice #

• Version number

These fields are used to manage expected deliveries, partial receivals and accounting exports.

Purchase Orders can be created in a foreign currency when ordering from overseas suppliers.

Enter the currency code in Foreign Currency and enter the applicable Exchange Rate. HirePOS uses the exchange rate to calculate the Purchase Order value in your local currency.