Purchase Orders & Stock Receiving

X POS includes a complete procurement module for creating purchase orders, receiving stock, and recording purchase invoices — all from within the POS interface.

Prerequisites

Enable purchase features in your POS Profile:

Purchase View (Main Purchasing Hub)

The Purchase View is a tabbed interface for managing the entire procurement workflow.

Accessing the Purchase View

• Click Purchase in the Sidebar
• Navigate via the purchase-related routes

Layout

Header

• Back Button — Returns to the POS view
• "Purchasing" Title
• Online Status — Indicator showing connection state
• Pending Sync Badge — Count of un-synced purchases
• Selected Supplier — Currently selected supplier display

Purchase Order Details Section (Expandable)

A collapsible header section with additional PO metadata:

Three Tabs

Footer

Shows:

• Auto-receive status indicator
• Invoice creation status
• Active warehouse
• Company name

Creating a Purchase Order

Accessing Purchase Order Creation

• Click Purchase Order in the Sidebar
• Press Alt+3

Purchase Order Form

Header Fields (6-8 column grid)

Item Sidebar (280px)

The left sidebar provides item discovery:

• Barcode Scanner — Scan barcodes to add items
  • Green ring flash on successful scan
  • Red ring flash on error
  • Audio feedback support
• Item Search — Search box with debounce (300ms)
  • +New button to create items inline (if permitted)
• Scrollable Item List — Click any item to add it to the PO table
  • Items highlight on hover
  • Arrow key navigation supported

Main Items Table

A full-featured editable table with these columns:

Table Operations

Footer

• Grand Total — Sum of all item amounts
• Item Count — Number of unique items
• Qty Count — Total quantity across all items
• Action Buttons:
  • Clear — Remove all items
  • Save Draft — Save as local draft
  • Submit — Create the purchase order in ERPNext

Barcode Scanner in PO View

The PO view has its own barcode scanner with:

• Visual feedback (green/red ring flash, 600ms duration)
• Auto-focus after scan
• Paste event handling for clipboard scans
• Audio feedback on success/error

Purchase Order List

Accessing the PO List

• Click Purchase Orders in the Sidebar
• Press Alt+3 or navigate via sidebar

Layout

Header

• Title — "Purchase Orders"
• Refresh Button — Reload orders
• + New Order — Create a new PO

Filters (5 columns)

Drafts Panel (Left sidebar, 280px)

Shows locally saved draft purchase orders:

• Header — "Drafts (count)"
• Draft Cards — Each showing supplier name, modified date, item count
• Edit Button — Load draft back into the PO form
• Delete Button — Remove draft

Orders List (Main area)

Each purchase order card shows:

• PO Name — Purchase order ID
• Status Badge — Color-coded:
  • 🟢 Green — Completed
  • ⚫ Gray — Draft
  • 🟡 Amber — To Receive / To Bill / To Receive and Bill
  • 🔴 Red — Cancelled
• Supplier Name
• Transaction Date
• Grand Total
• Received % — Percentage of ordered items received
• Billed % — Percentage of ordered items invoiced

PO Detail Modal

Click an order card to view full details:

• Complete order information
• Items table with quantities, rates, received/pending
• Edit Button — Load order into edit mode
• Close Button — Dismiss the modal

Purchase Invoice

Accessing Purchase Invoice

• Click Purchase Invoice in the Sidebar
• Press Alt+4

Invoice Header

Additional Header Fields

Items Table

The Purchase Invoice has an advanced table with margin analysis:

Financial Calculations

Table Operations

Same as Purchase Order: edit cells, delete, duplicate, move, recalculate.

Submission

Click "Submit" to create both:

• Purchase Invoice in ERPNext
• Purchase Receipt (if applicable) for stock update

Stock Receiving

Accessing Stock Receiving

• Click Stock Receiving in the Sidebar
• Press Alt+5
• Or use the Receive tab in the Purchase View

Purpose

Stock Receiving allows you to:

• Receive incoming shipments against purchase orders
• Verify quantities against ordered amounts
• Record batch numbers and expiry dates for incoming stock
• Reconcile received stock with transit stock

Stock Receiving Component

The Stock Receiving component (used in both the dedicated view and the Purchase View tab) handles:

• Pending receipt items from purchase orders
• In-transit stock entries
• Quantity verification
• Batch and serial tracking for incoming items

Draft Management

Purchase Orders support local draft saving for work-in-progress orders:

Saving a Draft

1. Fill in the PO form partially
2. Click "Save Draft"
3. The PO data is saved locally (cache)
4. A success toast confirms the save

Loading a Draft

1. Open the Purchase Order List view
2. Find the draft in the Drafts panel (left sidebar)
3. Click "Edit" to load it back into the PO form
4. Continue editing or submit

Deleting a Draft

Click the Delete button on any draft card to permanently remove it.

Draft Data Persistence

• Drafts include: supplier, items, quantities, rates, PO metadata
• Drafts persist across sessions (cache)
• Drafts are separate from server-side ERPNext documents