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.
Last updated
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.
Last updated
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 currently in beta, and we're actively making improvements. While in beta, you can use the mobile app lets you view orders and manage incoming and outgoing stock. To create new orders, please use the web version on your computer.
Both features help manage inventory quantities, but they serve different purposes.
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.
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.
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.
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
You can use the Bundles feature to group multiple items into a single product or set.
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.
For step-by-step instructions on how to use Bundles:
You can apply custom taxes or discounts to your orders.
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.
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 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:
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.
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).
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)
The Sales Analysis feature does not include transactions processed through the "Stock In" & "Stock Out" menu.
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.
Currently, you can only set one price per item, but this can be adjusted manually in each order.
Refunds are reflected in the Sales Analysis menu based on the date they were processed. Please check if the date the refund was processed falls within the selected period.
To manage your customers' billing information, add them as .
You can add your to your invoices using a JPG or PNG file up to 3 MB.
