Introduction

Purchase orders help you track incoming stock and keep your inventory levels accurate. This guide shows you how to create a new purchase order in XSite.

Creating a Blank Purchase Order in XSiteIO

1. Go to Price Book > Inventory > Purchase Orders.
2. In the Site(s) dropdown, choose your location.
3. Choose the Supplier from the dropdown menu.
4. In the New PO menu, select Blank to start a new order.
5. Click the lock icon next to the supplier to filter items they actually supply (optional but recommended).
6. Use the search bar to find items to add to the order.
7. In the Ordered column, enter how many units you want to order.
8. Double-check the unit type (each, case, carton, etc.).
9. Click Add to save the item to your order.
   1. Important: If you don’t click Add before searching for the next item, you’ll lose the last entry.
10. In the Financials section, click Calculate to see the running total cost.
11. When all items are added, click the Save icon in the top-right corner.
12. To send the order to your supplier, click the Export button in the top-right corner and save it as a PDF.

Receiving and Posting the Purchase Order

1. Go back to the Purchase Orders main page.
2. In the Status dropdown, select Open.
3. Set the date range to include when you created the PO to find it faster.
4. Click Receive on the right side of the PO you want to post.
5. At the top-right, click the Post button.
6. In the Notes section, add any delivery comments (e.g., missing or damaged items).
7. Check the box for “Posting will irrevocably change the inventory levels”.
8. Click Post to finalize and update inventory.

Creating a Blank Purchase Order in XSite Classic

1. Go to Inventory > Purchase Order.
2. Choose the correct site from the dropdown menu.
3. Select the supplier from the next dropdown.
4. Click the blue Create/Import button and select Blank.
5. Under the General section:
   1. Enter the Expected/Received date (use the actual delivery date if backdating).
   2. Give the order a title and enter the invoice number.
6. In Search new item to add, search by PLU, UPC, or description.
7. Enter the quantity received, then click the blue Add button.
8. Add any discounts on the item line to update totals automatically.
9. Taxes are calculated as items are added.
10. Under the Details section, you can add the payment method, buyer, or notes.
11. When all info is correct, click the blue Save button at the top.