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.
Purchases & Sales are different from Inventory Transactions (Stock In, Out, Adjust, Move). Both features help manage inventory quantities, but they serve different purposes.
Use Purchases & Sales when you need purchase or sales records, pricing, or invoices.
Use Transactions for quick internal updates that don’t require any documents.
How it's used
Create a purchase or sales order first, then process it at the time of actual stock in/out by selecting the related order.
Select an item and enter the quantity to update your inventory right away.
Purpose
Manage both purchases and sales together with inventory.
Manage inventory levels based on quantity.
Purchases
Go to Purchases & Sales > Purchases to create and manage purchase orders.
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.
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
Note: Order numbers are generated in sequence (e.g., PO-000107, PO-000108, …)
Sales
Go to Purchases & Sales > Sales to create and manage sales orders.
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.
Pro Tip: Use BoxHero's 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:
Invoice Settings
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.
A. Print Layout
You can choose what appears on your orders.
Go to: Settings > Orders > Print Layout
Display Options
Business Logo: Upload an image (JPG/PNG file up to 3 MB)
Item Photos: Show or hide
SKU / Barcode: Show SKU or show barcode
Pricing: Show or hide
Memo: Show or hide
Attributes: Select which item attributes to display
B. Custom Fields
If you need additional fields such as a contact person's email address or bank account details, you can add custom fields while creating a purchase order or sales order.
If you frequently use the same fields, save them as a template.
Go to: Settings > Purchases & Sales > Custom Fields to add a new custom field, and any saved fields and their values will appear automatically whenever you create a new order.
Custom field settings apply at the team level, so all team members will see the same fields. Make sure to set the default values only for information that should be shared across the team.
C. Taxes
You can apply taxes to your orders and choose how they’re calculated:
Inclusive: The tax is already included in the item price.
Exclusive: The tax is added on top of the item price.
If you regularly apply the same tax rate to your orders, you can set it as the default.
D. Discounts
You can also 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.
Price Lists
Price lists let you save different prices for specific clients, promotions, or special agreements. Along with your default cost and sale price, you can create additional price sets and apply them when you create a purchase order or sales order.
You can create a price list under Data Center > Price Lists.
Price lists can be set up separately for purchase and sales types. Add item prices manually or upload them all at once using an Excel file.
When you create an order, click on the Unit Price field to choose a price list. If you switch to another price list while editing, the unit prices will update based on the one you selected.
If you want to see an item’s default cost or sale price while creating an order, you can adjust your display settings.
Go to Settings > Team, and under Display Settings, choose Cost, Price, All Attributes. This shows the item’s registered prices along with all of its attributes.
Bundles
Bundles let you group multiple items into a single sellable unit. This is useful when you regularly sell or order the same set of items together.
Note: Bundles can only be used in Purchases & Sales. They are not available in inventory transactions like Stock In and Stock Out.
Create Bundles
Go to Data Center > Bundles to manage bundles. Click + Add Bundle to create a new bundle.
Enter the bundle details, including a name and SKU, then link the individual items that make up the bundle. For each item, specify the quantity included.
Once saved, the bundle can be added to purchase orders and sales orders as a single line item.
Add Bundles via Excel
If you need to create multiple bundles at once, you can upload them using an Excel file. In the top-right corner, click Import from Excel to download the template.
When filling out the file:
Bundle SKUs are not generated automatically and must be entered manually.
Each bundle requires one row for each component item.
Rows that belong to the same bundle must have identical values in columns A through F.
Only the component item SKU and quantity should differ for each row.
After uploading the file, the bundles and their item relationships will be created.
Use Bundles in Orders
Bundles can be added to purchase orders and sales orders just like regular items.
Inventory transactions are always managed at the component item level. When a bundle is sold, the stock quantities of its component items are adjusted accordingly. If a sales order is partially shipped, shipment details will show the individual items included in the bundle rather than the bundle itself.
In your team's Transactions history, bundle activity is also displayed at the item level.
For step-by-step instructions on how to use Bundles, please refer to the following:
Frequently Asked Questions (FAQ)
I updated an order, but the item quantity didn’t change.
If the order already has Stock In or Stock Out records, updating the order itself won’t change inventory levels. To update item quantities, you also need to edit the related Stock In or Stock Out transactions.
How do I select a location in an order?
You don’t choose a location while creating the order. Locations are selected when the items are received or shipped via inventory transactions (i.e. Stock In and Stock Out).
If I update an item’s cost or sale price, will it change the amounts in existing orders?
No, updating item prices does not change any orders that have already been created. Existing orders keep their original prices.
How do I delete tax or discount options?
You can manage tax and discount options under Settings > Orders.
Why aren't returned items showing in my Sales Report?
Returns are reflected in your Reports > Sales based on the return date. Make sure the return date falls within the date range you’re viewing.
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