--- title: "Purchase Orders & Stock Receiving" space: "X POS" url: "https://docs.kodlyft.com/xpos/purchase-orders-stock-receiving" updated: "2026-05-29" --- 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: | Setting | Description | | ----------------------------------- | ----------------------------------------- | | **Allow Purchase Order** | Enable the Purchase Order creation module | | **Allow Purchase Receipt** | Enable stock receiving | | **Allow Create Purchase Suppliers** | Allow creating new suppliers inline | | **Allow Create Purchase Items** | Allow creating new items inline | --- ## 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 > ![](/files/imageb4a8d8.png) ### 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: | Field | Description | | ---------------- | ---------------------------------------------------------------------------------------------------- | | **Alias Name** | Alternative name for the PO | | **P/O Category** | Category selection: Against Purchase Quotation, Against Sale Order, Projection Period, Reorder Level | | **Type** | PO type classification | | **Department** | Department for the PO | | **Zero Qty** | Toggle to include zero-quantity items | | **Remarks** | Additional notes for the PO | #### Three Tabs | Tab | Description | | ------------- | --------------------------------------------------- | | **Suppliers** | Supplier selection panel (280px sidebar) | | **Items** | Item browsing and adding to PO cart (280px sidebar) | | **Receive** | Stock receiving interface (full width) | #### 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** ![](/files/imageda96c9.png) ### Purchase Order Form #### Header Fields (6-8 column grid) | Field | Description | | ---------------- | ----------------------------------------------------------------------------------- | | **Supplier** | Link field to select supplier (with +New button for inline creation) | | **P/O Category** | Category dropdown | | **Get Items** | Button to fetch items based on category + supplier (appears when both are selected) | | **Zero Qty** | Toggle to include zero-quantity items | | **Remarks** | Notes spanning 3 columns | #### 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: | Column | Description | | ------------------ | ------------------------------------------------------ | | **Item Name** | Product name | | **Stock in Hand** | Current warehouse stock (refreshable) | | **Transit Stock** | Stock currently in transit | | **Required Packs** | Number of packs needed | | **UOM** | Unit of measurement (editable dropdown from item UOMs) | | **Pack Units** | Units per pack | | **Rate** | Purchase rate per unit | | **Discount %** | Discount percentage | | **Item Group** | Item classification group | | **Amount** | Line total | #### Table Operations | Action | Description | | ------------------- | ---------------------------------------- | | **Edit Cell** | Click any editable cell to modify values | | **Delete Row** | Remove an item from the PO | | **Delete Selected** | Bulk delete checked rows | | **Duplicate Row** | Clone an item row | | **Move Row** | Reorder items up/down | | **Refresh Stock** | Refresh stock quantities for all items | #### 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 ![](/files/image62fe82.png) ### Layout #### Header - **Title** — "Purchase Orders" - **Refresh Button** — Reload orders - **+ New Order** — Create a new PO #### Filters (5 columns) | Filter | Description | | ------------- | --------------------------------------------------------------------------------- | | **Search** | Search by PO name or supplier name | | **Supplier** | Link field filter | | **Status** | All Status, Draft, To Receive and Bill, To Bill, To Receive, Completed, Cancelled | | **From Date** | Start date filter | | **To Date** | End date filter | #### 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 | Field | Description | | -------------- | ----------------------------------- | | **Invoice No** | Auto-generated (disabled) | | **Date** | Auto-set (disabled) | | **Warehouse** | Warehouse (auto-filled, disabled) | | **Alias Name** | Editable alias | | **Supplier** | Supplier selection with +New button | ### Additional Header Fields | Field | Description | | ---------------------- | ---------------------------- | | **Supplier Invoice #** | Vendor's invoice reference | | **Remarks** | Additional notes | | **Print Bal** | Yes/No toggle | | **Inv. Size** | Full/Half invoice size | | **Sale Order #** | Related sale order reference | ### Items Table The Purchase Invoice has an advanced table with margin analysis: | Column | Description | | ------------------- | ------------------------------------ | | **Item Name** | Product name | | **Batch No** | Batch number | | **Expiry Date** | Batch expiry | | **Qty** | Quantity received | | **Bonus Qty** | Free/bonus quantity | | **Rate** | Unit purchase rate | | **Discount %** | Discount percentage | | **Discount Amount** | Calculated discount | | **Value Ex Tax** | Value excluding tax | | **Total Exec. Tax** | Total excluding tax | | **GST %** | Tax percentage | | **GST Value** | Calculated tax amount | | **Total Inc Tax** | Total including tax | | **Sale Price** | Selling price for margin calculation | | **Margin %** | Profit margin | ### Financial Calculations | Summary Line | Formula | | -------------------- | ------------------------------------- | | **Subtotal** | Sum of all items' value excluding tax | | **Total GST** | Sum of all GST values | | **Invoice GST** | Additional invoice-level GST | | **Stock Discount %** | Overall stock discount | | **Flat Discount** | Fixed discount amount | | **Misc. Charges** | Additional miscellaneous charges | | **Total Qty** | Sum of qty + Bonus Qty | | **Avg Price** | Total cost ÷ Total qty | ### 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 ![](/files/image9b1455.png) ### 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 ![](/files/image6a243d.png) ### 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