Purchases & Sales
The Purchases & 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 and sales orders.
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 Reports: Analyze your sales data with detailed reports.
Stock In/Stock Out vs. Purchase & Sales
Both features help manage inventory quantities, but they serve different purposes.
How it's used
Select an item and enter the quantity to update your inventory right away.
Create a purchase or sales order first, then process it at the time of actual stock in/out by selecting the related order.
Purpose
Manage inventory levels based on quantity.
Manage both purchases and sales together with inventory.
Not sure when to use each feature?
Use
Stock In/Stock Outfor quick, internal adjustments or simple inventory updates that don’t require invoicing.Use
Purchases & Saleswhen you need to manage inventory alongside purchase or sales records, pricing, and invoices for your customers/suppliers.
Purchase Order
Go to Purchases & Sales > Purchases
Purchase Order Status
Draft: Order has been saved but hasn’t been sent to the supplier yet.
Ordered: Order has been placed with the supplier.
Partially Received: Some items have arrived, but others are still pending.
Received: All items in the order have been received.
When you create a purchase order, it’s immediately reflected in your Sales Reports (except for drafts).
Inventory is updated only after the purchase order is created and the Stock In process is completed.
Draft or Ordered → No inventory change
Partially Received or Received → Inventory updated
Sales Order
Go to Purchases & Sales > Sales
Sales Order Status
Draft: Order has been saved but not confirmed.
Confirmed: Order is confirmed, but items haven’t been shipped yet.
Partially Shipped: Some items have been shipped; others are still pending.
Shipped: All items have been shipped and delivered to the customer.
When you create a sales order, it’s immediately reflected in your Sales Reports (except for drafts).
Inventory is updated only after the sales order is created and the Stock Out process is completed.
Draft or Confirmed → No inventory change
Partially Shipped or Shipped → Inventory updated
Pro Tip: Use the Sales Reports to:
Track key metrics like sales price, quantity, and profit
Analyze sales performance over a selected date range
Identify trends and pricing opportunities
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:
Invoicing
You can easily create and send professional invoices with BoxHero.
Generate invoices directly from sales orders
Send invoices to customers via email
Print invoices as PDF for physical records or mailing
To manage your customers' billing information, add them as Partners.
Taxes & 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.
Bundles
You can group multiple items into a single product or set.
Go to: Data Center > Bundles
Example Use Case:
Click "Add Bundle" to create a new bundled item (e.g., Everyday Basic Set).
Fill in the details for the bundle.
Link individual items to the bundle (e.g., Everyday Zip-up Hoodie Sweatshirt, Low Pro Jeans).
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.
Bundles cannot be used in regular Stock In / Stock Out transactions.
For step-by-step instructions on how to use Bundles:
Frequently Asked Questions (FAQ)
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 order and mark items as received” 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.
My refund details aren’t showing up in Sales Reports.
Refunds are reflected in Reports > Sales based on the date they were processed. Please check if the date the refund was processed falls within the selected period.
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