Create purchase orders on the POS | Quickvee Help Center

The Purchase Order module in Quickvee POS lets merchants manage inbound stock from vendors. Create purchase orders by searching for products by name or UPC, set quantities and costs, save as a draft or activate immediately, and receive goods against an active PO — which automatically updates inventory quantities.

Overview

Access path: POS → Inventory → Purchase Order tab

Purchase Order list

When you open the Purchase Order tab, you see a list of all purchase orders with the following columns:

Column	Description
Order #	Auto-generated PO number (e.g. PO0071)
Status	Current state: Draft, Active, Partial, or Received
Received	Circle indicator — empty (none), half-filled (partial), or filled (all received)
Total Qty	Sum of all quantities ordered across line items
Vendor Name	Vendor assigned to the PO; shows blank if none selected
Total Cost	Auto-calculated sum of all line totals
Due	Optional expected delivery date; shows `----` if not set
Last Updated	Timestamp of most recent change
Received At	Timestamp when PO was fully received; shows `----` until then

Search: Use the Search PO Number bar at the top to filter by PO number.

Create new PO: Tap the green (+) button at the bottom-right.

Creating a Purchase Order

Step 1 — Fill in PO header

Field	Description
Vendor	Select from existing vendors via dropdown
+ (button)	Opens inline vendor creation if vendor doesn't exist yet
Issued Date	Auto-fills with today's date; editable
Stock Date	Optional — target date for stock count
Reference	Free-text field for your invoice or reference number
Vendor Email	Auto-populates from vendor record; editable

Step 2 — Add products

Search by Product Name — Tap the Start Typing Product Name field. As you type, matching products appear showing name, current stock quantity, and UPC.

Search by UPC — Tap the Start Typing UPC field and type or scan the barcode.

Selecting multiple products — Tap the checkbox next to each product. When done, tap the back arrow (←) to add all selected products to the PO.

Note: Products with negative quantities (e.g. Qty: -32, Qty: -66) indicate oversold or unrecorded inventory. These are the highest priority items to restock via a PO.

Step 3 — Set quantities and costs

Column	Description	Editable?
Item Name	Product name from inventory	No
Qty	Quantity being ordered	Yes — tap to edit
After	Projected stock after receipt (Current Qty + Order Qty)	No — auto-calculated
Cost Per Unit	Unit cost from vendor	Yes — tap to edit
Total	Qty × Cost Per Unit	No — auto-calculated
UPC	Product barcode	No
Add Note	Blue link below product name — opens note modal per item	Yes
🗑 (Delete)	Red trash icon — removes that line item from PO	Yes

Note: The Qty field starts blank. The Total shows $0.00 until a quantity is entered. Cost Per Unit pre-fills with the last known cost — always verify before saving.

Step 4 — Add notes (optional)

Tap Add Note under any product to open the note modal with a title field. Tap Save to attach the note to that line item.

Note: Notes are for internal use only and do not appear on POs sent or printed for vendors.

Step 5 — Save or create

Button	Resulting status	What it does
Cancel	No PO saved	Discards all entries; returns to PO list
Auto PO	Active	Auto-generates PO based on reorder rules
Save as Draft	Draft	Saves without activating; no inventory impact; fully editable later
Create	Active	Activates the PO; ready for receiving

Note: A Draft PO has zero impact on inventory. Inventory is only updated when goods are received against an Active PO.

PO statuses

Status	Meaning	Received indicator
Draft	Saved but not activated	Empty circle
Active	Created and awaiting receipt of goods	Empty circle
Partial	Some items received; remainder still outstanding	Half-filled circle
Received	All items received; inventory updated	Filled circle

Receiving a Purchase Order

Tap any Active PO row in the list to open the PO detail view. The detail view header shows the vendor name, Active status, PO number, and Issued Date.

Column	Description	Editable?
Item Name	Product name + variant	No
Qty	Total quantity ordered	No
To Receive	Quantity to receive now	Yes — edit for partial receipt
After	Projected stock after receiving	No
Cost Per Unit	Unit cost set on PO	No
Total	Line total	No
UPC	Product barcode	No

Checkboxes: All items are checked by default. Uncheck any item to exclude it from this receiving action.

Button	Action
Print	Prints the PO document
Edit PO	Re-opens the PO for editing quantities, costs, or products
Void	Cancels the PO without receiving; no inventory impact
Receive all	Receives all checked items at their To Receive quantity; updates inventory; sets status to Received or Partial

Important: Once a PO is fully Received, it cannot be edited or voided. It becomes a permanent inventory receipt record. Always verify quantities before tapping Receive all.

Partial receiving

If you receive fewer units than ordered on a line item:

Tap the To Receive field for that item
Change the quantity to the actual amount received
Tap Receive all

The PO status will change to Partial. The remaining quantity stays outstanding and can be received later.

Editing a Draft PO

Tap the Draft PO in the list
Tap Edit PO
Modify quantities, costs, products, or vendor details
Tap Save as Draft to keep as draft, or Create to activate

Important notes

Negative inventory quantities (e.g. -32, -41, -66) mean inventory has been sold beyond recorded stock. Use POs to correct these immediately.

Vendor field is optional. Best practice is to always assign a vendor for accurate reporting.

Lottery products are included in Purchase Orders just like all other product types.

UPC column is included in both printed POs and emailed PO templates to help with product identification during receiving.

Internal reference

Source ticket: MM-274 — POS - Inventory - Purchase Order