This guide outlines the process of receiving purchase orders in LightSpeed, managing partially received orders, and sending the purchase order to Xero to create a supplier bill.

Best Practices

• Always update supply prices and additional costs before finalising a purchase order.
• Double-check quantities and costs to ensure accuracy.
• Use the "Create new order" option for partial deliveries to maintain tracking and streamline reorders.

Receiving a purchase order for a single outlet

1. Navigate to Inventory > Stock Control.
2. Locate the purchase order you want to receive. Use filters if necessary.

3. Click on the Receive order icon on the right side of the purchase order information.

4. Receive Stock:

   • For full orders: Scroll to the Products section and click Receive all ordered products.

   • For partial orders: Enter the received quantity in the Received quantity field.

5. Update the Cost price field if the supply price has changed.

6. Add or update discounts, shipping, or duties fees at the bottom of the page. The total will adjust accordingly.

7. Review all information and click Receive.

8. Confirm by clicking Receive delivery in the confirmation window.

Managing Partially Received Orders

If not all items in an order are received, you will be prompted to choose between two options:

• Create New Order: 
  • Select this option  if you still require and expect to receive the unfulfilled items.
  • A new order will be automatically created and marked as sent. The original order will be marked as received.
• Don't Create a New Order:
  • Select this option if the remaining items will not be fulfilled.
  • The original order will be received and closed. If the stock arrives later, you will need to create a new order.

Creating a Supplier Bill in Xero via LightSpeed Purchase Order

Purchase orders in LightSpeed do not automatically sync to Xero. You must manually send them to create a supplier bill.

1. Navigate to Inventory > Stock Control.
2. Filter the page by Received orders and click Update to apply the filter.
3. Open the relevant order.
4. Click Send to Xero under the purchase order reference to create the supplier bill in Xero.
5. Once sent, click View on Xero to open the invoice in Xero.

Note: If your supplier bill covers multiple orders, you may choose to manually enter the bill into Xero for accurate tracking.

Information Sent to Xero

The following details are included when the purchase order is synced to Xero:

• Date: The date the order is fully received.
• Supplier Name.
• Products Ordered: Including quantities.
• Order Name and Supplier Invoice Number: Sent to the Reference field in Xero.
• Supply Cost: Exclusive of tax; tax is applied by Xero settings.
• Shipping, Duty Fees, and Discounts: Sent as individual line items.