Create POs & Receive Vendor Shipments Quickly and Efficiently
Generate POs quickly and easily, including copying an existing PO to speed the process. When receiving goods, simply convert the PO to a shipment document, check for variances, and click on the 'accept' button. The system will add them to inventory. Or you can receive goods without a PO.
Ways our purchasing/receiving features can improve your business
Identify variances in vendor shipments
Convert POs to vendor shipments to help identify variances during receiving process
Automate the creation of POs
Ability to set minimum inventory levels and reorder levels by item to automate stock replenishment
Be alerted of special orders when receiving
Special order items are tagged through purchasing and receiving to streamline process
Generate and print barcodes in bulk
Price tags can be batch printed while receiving goods or making price changes
Powerful Purchase Order Functionality
MicroBiz Cloud allows you to generate purchase orders quickly and easily, giving retailers a fast, flexible way to manage vendor ordering from start to finish.
Purchase order options include:
- Copy an existing PO to speed up the process, or create one from scratch
- Search for products to add using multiple methods, including the advanced filter search screen
- View an item's sales history with one click
- Filter items on the order to show only backorders and special orders
- Track shipment timing, payment terms, and shipping method
- Download the PO as a PDF for printing or emailing to the vendor
This flexibility allows staff to build, manage, and track purchase orders quickly — searching for the right items, keeping tabs on backorders, and sending a polished PDF straight to the vendor when it's ready.
Matrix Products with Size/Color Variants
MicroBiz Cloud allows you to display matrix products on POs and vendor shipment documents however works best for the task at hand, giving retailers flexibility when building or reviewing long purchase orders.
Matrix product display options include:
- Display matrix products consolidated into a single line
- Break matrix products out into one line per variant SKU (one line per unique color/size combination)
- Expand or consolidate the display when viewing a document online
This flexibility allows staff to expand a matrix product to see every variant on a purchase or receiving document, or consolidate it down to a single line to make working through long documents easier.
Special Order Tracking
MicroBiz Cloud allows you to manage special order items separately throughout the purchasing and receiving process, giving retailers an easy way to keep customer-specific orders from getting lost among standard inventory.
Special order tracking options include:
- View all special ordered items on a dedicated screen in the purchasing module
- Select one or multiple special order items and add them to a purchase order with one click
- See special order items automatically highlighted on PO and receiving screens
- Get an alert when a special order item is received, with links to the original customer order and the ability to print the invoice
This flexibility allows staff to handle special orders with confidence — spotting them at a glance on POs and receiving screens, and getting an instant alert with everything needed to contact the customer, print a pick-up tag, and set the item aside the moment it arrives.
Auto Reorder Using Min/Max Inventory Levels
MicroBiz Cloud allows you to automate purchase order creation using reorder levels, giving retailers a fast way to restock without manually checking every item's stock level.
Auto reorder options include:
- Autofill a purchase order by reorder levels with one click
- Automatically add items to a vendor's PO when current stock falls below the minimum targeted stock level or reorder point
This flexibility allows staff to build a complete restock PO in seconds — MicroBiz checks every item's stock against its reorder point and adds what's needed automatically.
One Click View of Item's Sales History while Working on Purchase Order
MicroBiz Cloud allows you to view an item's historical sales trends with one click while working on a PO, giving retailers the data needed to make smart ordering decisions without leaving the document.
Sales history lookup options include:
- View monthly sales trends for the latest 12 months
- View daily sales trends for the last 14 days
- Toggle between product mode and SKU mode
- View sales based on units sold or dollars sold
This flexibility allows staff to quickly spot sales trends and seasonality right from within a Purchase Order, Vendor Shipment, Inventory Adjustment, or Store Transfer — no need to pull a separate report.
Auto Reorder of Backorders and Special Orders
MicroBiz Cloud allows you to autofill purchase orders with items from open orders, giving retailers a fast way to fill backorders and special orders without manually tracking down each one.
Auto reorder options include:
- Autofill a purchase order by adding items from open orders with one click
- Automatically add all backordered products for a vendor to that vendor's PO
This flexibility allows staff to clear out backorders and special orders quickly — just one click adds everything that vendor owes you straight onto a new PO.
Auto Reorder of Items Sold Over a Date Range
MicroBiz Cloud allows you to autofill a purchase order based on historical sales, giving retailers a fast way to restock based on what's actually been selling rather than guessing.
Auto reorder options include:
- Autofill a PO by historical sales with one click
- Automatically add all items sold over an entered date range — last week, last month, or any range you choose
This flexibility allows staff to build a data-driven restock order in seconds, pulling in exactly what's sold over whatever time frame matters most.
Receive Full or Partial Purchase Orders
MicroBiz Cloud allows you to receive goods quickly and accurately, giving retailers an easy way to reconcile what was ordered against what actually shows up.
Receiving options include:
- Convert a PO to a receiving document with one click
- Receive goods without a PO
- Compare items ordered vs. items received and flag any variances
- Add items to inventory automatically once quantities are confirmed and the shipment is marked complete
- Reject delivery, backorder, or track partial shipments
This flexibility allows staff to receive a full shipment, a partial one, or goods with no PO at all — comparing ordered vs. received quantities along the way and letting MicroBiz handle the inventory update once everything's confirmed.
Print Barcode Price Labels while Receiving
MicroBiz Cloud allows you to print barcode price labels right from the screens you're already working in, giving retailers a fast way to get items tagged without extra steps.
Barcode label printing options include:
- Print labels from Vendor Shipments, Purchase Orders, Inventory Adjustments, or Store Transfers
- Select the price label format and number of labels to print
- Send labels to a Print Label Queue to print later instead of right away
- Print standard labels or weather resistant labels, depending on your printer
This flexibility allows staff to print barcode price labels exactly when and how it's convenient — right from receiving, queued up for later, and in standard or weather resistant formats depending on the printer you're using.
Assign Serial Numbers when Receiving Goods
MicroBiz allows you to enter serial numbers for products being received into inventory. Serial numbers can be entered manually or scanned from a barcode. If a product is set to required serial numbers, users will need to enter a serial number before the items are added to stock.
For more information on serial number tracking, click here.
FAQs
Q. Can I receive goods for all my stores at one location?
A. Yes, you can receive a shipment at one store and then as a second step create store transfers to items in the shipment to other locations. The inventory will adjust when the transfer is marked complete.
Q. Do I need to use the purchase order module to adjust inventory?
A. No, in Cloud, you can change inventory levels right in the product record. Just click on the inventory field and enter the new inventory level. When you do this, an inventory adjustment record is created automaticly by the system so that you can audit these types of changes.
Q. Can I import images while receiving items?
A. Yes, but in a separate step. You can upload and attach images to product records in bulk using MicroBiz Cloud's import tools. You would just upload a file that just contains the designated 'key' field used to match the records (usually SKU or style or UPC) and the image URL - and MicroBiz will automatically match and add pictures to existing products.
Q. Does MicroBiz Cloud support multi-vendor purchasing?
A. Product records in Cloud currently support only a single default vendor. However, you can set a default vendor as a ‘distributor’ so that products from any vendor can be added to a POS for the default vendor.
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