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 (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 Reports: Analyze your sales data with detailed reports.

The Purchases & 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.

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.

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

Purchase Order

Go to Purchases & Sales > Purchases

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

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.

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

Sales Order

Go to Purchases & Sales > Sales

Sales orders have a similar workflow:

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.

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

Sales Reports

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.

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:

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:

Selling Bundles with BoxHeroBoxHero Blog

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:

Manage Order Returns and Refunds with BoxHero!BoxHero Blog

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.

Last updated 1 month ago