Purchase & Sales

The Purchase & Sales feature streamlines the entire inventory process, from purchasing and receiving to selling and shipping. You can manage your orders, track inventory, and analyze your sales.

Key Highlights

  • Order Management: Create and manage Purchase Orders (P.O.) and Sales Orders (S.O.).

  • Status Tracking: Monitor order progress with clear status labels.

  • Invoicing: Send invoices to partners via email or export to PDF for printing.

  • Bundled Items: Simplify grouped items by creating bundles.

  • Custom Pricing: Set custom prices for specific orders, and apply taxes/discounts.

  • Returns Management: Manage returns and refunds for specific orders.

  • Sales Analysis: Analyze your sales data with detailed reports.

The Purchase & Sales feature is in beta, with mobile support coming later. Our team is actively working to enhance this feature, so please stay tuned for updates!

Stock In/Stock Out vs. Purchase & Sales

Both features help manage inventory quantities, but they serve different purposes.

Stock In / Stock Out

A fast and simple way to update inventory quantity. You just select the item, enter a number, and your stock levels will be updated instantly.

However, this method does not create a sales order or track financial details like revenue or cost.

Purchase & Sales

This features allows you to create Purchase Orders or Sales Orders before processing your inventory changes. For example, you would first create a Sales Order, then process the Stock Out from that order.

This method keeps a record of the transaction (i.e. item quantity, unit price, total sales amount), and allows you to create a proper invoice while tracking your inventory levels in real time.

Not sure when to use each feature?

  • Use Stock In/Stock Out for quick, internal adjustments or simple inventory updates that don’t require invoicing.

  • Use Purchase & Sales when you need to manage inventory alongside purchase or sales records, pricing, and invoices for your customer/supplier orders.

Purchase Order

Go to Purchase & Sales > Purchases

You can track every step of the purchasing process with the following status labels:

  • Draft: The purchase order has been created but not sent.

  • In Transit: Items have been shipped by the supplier but not yet received.

  • Partial: Some items have been received.

  • Received: All items in the order have been received.

Pro Tip: Use the "In Transit" status to anticipate incoming inventory and plan accordingly.

Note: Order numbers are generated in sequence (e.g., SO-000107, SO-000108, …)

Sales Order

Go to Purchase & Sales > Sales

Sales orders have a similar workflow:

  • Draft: The sales order has been created but not finalized.

  • In Transit: Order has been placed, but items are not yet shipped.

  • Partial: Some items have been sent.

  • Delivered: All item shipped and delivered to the customer.

Best Practice: Regularly review "Partial" status orders to ensure timely completion of shipments.

Invoicing

You can easily create and send professional invoices with BoxHero.

  1. Generate invoices directly from sales orders

  2. Send invoices to customers via email

  3. Print invoices as PDF for physical records or mailing

To manage your customers' billing information, add them as Partners.

You can add your company logo to your invoices using a JPG or PNG file up to 3 MB.

Bundles

You can use the Bundles feature to group multiple items into a single product or set.

Example Use Case:

  1. Click "Add Bundle" to create a new bundled item (e.g., Everyday Basic Set).

  2. Fill in the details for the bundle.

  3. Link individual items to the bundle (e.g., Everyday Zip-up Hoodie Sweatshirt, Low Pro Jeans).

  4. Sell and ship the bundle as a single unit in a new order.

When the bundle is sold, the inventory quantities of its component items are automatically adjusted.

For step-by-step instructions on how to use Bundles:

Tax & Discounts

You can apply custom taxes or discounts to your orders.

Taxes

Select how taxes are calculated:

  • Inclusive: Tax is included in the item price.

  • Exclusive: Tax is added to the total price.

If you regularly apply the same tax rate to your orders, you can set it as the default.

Discounts

Apply discounts to your orders:

  • Percentage Discount (e.g., 10% off)

  • Fixed Discount (e.g., $5 off)

Note: When both taxes and discounts are applied, discounts are calculated first, followed by taxes.

Returns

Returns are easy to process with BoxHero. Simply click "Add Return" on the top right and enter the sales order number.

If you don't know the order number, select the sales order from the Sales list. Then click the “Add Return” button at the bottom to enter the return details.

Pro Tip: Include memos/notes in your return records for better tracking and communication with your team.

For a detailed guide on the Returns feature, check out our blog:

Sales Analysis

The Sales Analysis feature provides insights into your purchasing and sales performance.

  • Track metrics like average sales price, sales quantity, net profit, and profit rate.

  • Compare sales and purchase data to identify trends and opportunities.

  • Use data to identify underperforming items and/or adjust pricing accordingly.

Profit & Loss Analysis

Get insights into your business's profitability with these key metrics:

  • Average Sales Price: The average price per item sold, calculated as total sales revenue divided by the number of orders (Avg Sales Price = Sales / Orders).

  • Sales Quantity: The total number of items sold during a specific period.

  • Sales Amount: The total revenue generated from items sold.

  • Net Profit: Calculated as Sales Amount minus the cost of goods sold, accounting for any returned items (Net Profit = Sales Amount - (Cost × (Sales Quantity - Return Quantity)))

    • Costs are based on the purchase price registered for each item.

  • Profit Rate: The percentage of revenue retained as profit, calculated as Net Profit divided by Sales Amount (Profit % = Net Profit / Sales Amount).

Purchase & Sales Analysis

Evaluate your purchase and sales performance with the following metrics:

  • Sales Quantity: The total number of items sold.

  • Sales Amount: The total revenue generated from sales transactions.

  • Purchase Quantity: The total number of items procured through purchase orders.

  • Purchase Amount: The total cost incurred from purchases.

  • Profit: The difference between sales revenue and purchase costs (Profit = Sales Amount - Purchase Amount)

Frequently Asked Questions (FAQ)

Can I use the Purchase & Sales feature on the mobile app?

At the moment, the Purchase & Sales feature is in beta and only available on PC / desktop version of BoxHero. Please stay tuned for mobile app support and potential future enhancements.

How should I handle exchanges or returns?

To process exchanges or returns, use the Returns feature on the relevant sales order. Once the item is retrieved, check the “Save the return details and process the stock-in immediately” box and update the sales order.

Does BoxHero support multiple pricing for different customers or suppliers?

Currently, you can only set one price per item, but this can be adjusted manually in each order.

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