Introduction

Automating purchase orders helps you restock based on what you’ve actually sold—no guesswork needed. This guide shows how to create an automatic PO in both XSiteIO and Classic so you can keep your inventory at the right levels with less effort.

Create an Automatic Purchase Order in XSiteIO

1. Go to Price Book > Inventory > Purchase Orders.
2. Use the Site(s) dropdown to select your location.
3. Choose the Supplier for the order.
4. Click New PO and select Automatic PO.
5. In the popup, enter how many days of inventory you want to order under Number of Days.
6. Filter by Department to narrow down your list.
7. In the Select dropdown, choose As Sales to base the PO on recent sales.
8. Choose up to three time ranges (e.g. 7, 10, 14 days) to view how much of each item sold.
9. Click Generate to view the recommended order.
10. Review the table of suggested items. Items with negative order quantities will be skipped.
11. A clickable link will show supplier items with no recent sales to help you avoid overordering.
12. If the order looks good, click Save as Purchase Order.
13. Complete the PO as usual (add discounts, invoice number, etc.) and click Save.
14. Once the delivery arrives, return to the Purchase Orders page.
15. Use the Status dropdown to select Open, and set the correct date range.
16. Click Receive next to the correct PO.
17. Review quantities and enter any notes (e.g. damaged or missing items).
18. Check the box for “Posting will irrevocably change the inventory levels”.
19. Click Post to finalize.

Create an Automatic Purchase Order in XSite Classic

1. Go to Inventory > Purchase Orders.
2. Select your site and supplier using the dropdowns.
3. Click the blue Create/Import button and select Automatic PO.
4. Enter the number of days to cover your inventory needs.
5. (Optional) Click Add to select up to 3 timeframes for sales data.
   1. To replace a timeframe, close it and enter a new one, then click the blue check mark.
6. Click the green Generate button to build your suggested order.
7. Review the item list by UPC, Description, and Previous Sales.
8. Pay attention to red numbers—they flag negative inventory.
9. Review the Ordered column for suggested quantities.
10. Check the boxes next to the items you want to include.
11. Click Save as Purchase Order to review, adjust, and finalize.