This article shows you how to create a blank purchase order in XSite (XSiteIO or XSite Classic), add items, and post the order to update inventory so you can ensure inventory levels are accurate by properly tracking incoming stock and recording received items in XSite.

Steps

Create a blank purchase order in XSiteIO

1. In the side menu, open Price Book > Inventory > Purchase Orders.
2. In Site(s), select your store location.
3. In Supplier, select the supplier.
4. In New PO, select Blank.
   1. (Optional) Click the [lock icon] next to the supplier to filter to items that supplier provides.
5. Use the search bar to find an item to add.
6. In Ordered, enter the quantity you want to order.
7. Confirm the unit type (each, case, carton).
8. Click Add to save the item to the purchase order.
9. Repeat steps 6–9 for each item you want to order.
10. In Financials, click Calculate to update the total cost.
11. Click the [Save icon] in the top-right corner.
12. Click Export and save the purchase order as a PDF if you need to send it to the supplier.

Receive and post the purchase order in XSiteIO

1. Return to the Purchase Orders page.
2. In Status, select Open.
3. Set the date range to include the date you created the purchase order.
4. Click Receive on the purchase order you want to post.
5. Click Post in the top-right corner.
6. In Notes, enter delivery details if needed (missing or damaged items).
7. Select the checkbox for Posting will irrevocably change the inventory levels.
8. Click Post to finalize and update inventory.

Create a blank purchase order in XSite Classic

1. In the side menu, open Inventory > Purchase Order.
2. Select the correct site from the site dropdown.
3. Select the supplier from the supplier dropdown.
4. Click Create/Import and select Blank.
5. In General, enter the Expected/Received date.
6. In General, enter the order title and invoice number.
7. In Search new item to add, search by PLU, UPC, or description.
8. Enter the quantity received.
9. Click Add to place the item on the purchase order.
   1. (Optional) Add discounts on the item line if needed.
   2. (Optional) In Details, enter payment method, buyer, or notes.
10. Click Save at the top to save the purchase order.

Tips & Warnings

• In XSiteIO, click Add after each item. If you search for the next item before clicking Add, the last entry may not save.
• Use the [lock icon] in XSiteIO when you are not sure which items a supplier provides. This helps prevent ordering the wrong items.
• Posting a purchase order changes inventory levels. If you are not ready to update inventory, do not select the posting checkbox.
• If you cannot find the purchase order in XSiteIO, set the date range wider and confirm Status is set to Open.
• If the totals look wrong, run Calculate in XSiteIO and re-check quantities and unit types (each vs case vs carton).