Orders

Each purchase or sales order moves through four statuses:

This checkbox appears at the bottom of the order creation screen. Check it when the items have already arrived or already gone out, so BoxHero creates the order and updates inventory in a single step instead of a separate Stock In or Stock Out transaction later.

• On a Purchase Order — "Stock in items now" creates the order with a Received status and adds the items to inventory right away.
• On a Sales Order — "Stock out items now" creates the order with a Shipped status and removes the items from inventory right away.

You don't choose a location when creating an order itself. Locations are selected later, when items are received or shipped via inventory transactions (Stock In for purchase orders, Stock Out for sales orders).

Yes. Every order includes a Memo field where you can add internal notes, payment terms, special packaging instructions, or supplier remarks. Memos also support file attachments and hashtags.

Manage tax and discount options under Settings > Orders. From there, you can create new options, edit existing ones, or remove options you no longer use. You can also apply the same rate (e.g., 10%) to all items in an order at once using the Apply Tax to All and Apply Discount to All actions.

No. Updating item prices does not change orders that have already been created. Existing orders keep the original prices from the time they were created.

Yes. Use Price Lists to save a separate set of prices for each partner, then select the price list you want when creating an order.

Yes. Create a custom role with the Purchases & Cost and Sales & Price permissions unchecked, and assign it to those members. Prices then display as 0 for them everywhere they'd normally appear, including item details, purchases and sales, and sales reports. For step-by-step instructions, see Can I hide certain attributes from members?

Yes. Each order is stored in its own currency, while reports convert everything to your team's display currency using the exchange rate as of the report date. Make sure new orders are created in the correct currency so reported amounts aren't unexpectedly converted.

If an order already has Stock In or Stock Out transaction records associated with it, editing the order itself won't update inventory levels. You'll also need to edit the related transaction to adjust quantities.

Yes — use Purchases & Sales instead of the Stock In or Stock Out menus. When you receive or ship items against a purchase or sales order, BoxHero lets you process exactly the quantities on the order and warns you if you go over.

Yes. Use Partially Receive or Partially Ship in Purchases & Sales:

1. Create a purchase order or sales order. Inventory doesn't change at this stage.
2. When the items actually arrive or go out, the person handling them uses Partially Receive or Partially Ship to check each item as they process it.
   • Only items on the order can be received or shipped.
   • A warning appears if you try to process more than the ordered quantity.

For sales returns, open the original sales order and click + Create Return. Select the returned item, enter the quantity, choose the location where the item will be stocked back in, and tap Stock In to complete the return.

You can view all recorded returns under the Returns tab, or find the Returned Items entry inside the related sales order.

The Returns feature is only for sales. To return items to a supplier:

1. Delete the purchase order, but keep its Stock In records.
2. Use Adjust Stock to subtract the returned quantity, and add a hashtag such as #return in the memo.

With the hashtag in place, you can check how many items were returned over any period in Summary.

Returns appear in Reports > Sales based on the return date, not the original sale date. Make sure the return date falls within the date range you're viewing.

No. Reports > Sales is calculated only from your purchase orders and sales orders. Stock changes you make directly through inventory transactions —Stock In, Stock Out, and Adjust Stock — aren't tied to an order, so they won't appear in your sales report.

Try Custom Analytics. It lets you look up your BoxHero data with the conditions you want and download the results to Excel.

The order number barcode is a shortcut for opening the order in the BoxHero mobile app. When you're working in the warehouse with a printed order in hand, you can scan the barcode to pull up the order instantly — no need to search through the order list.

To scan, tap the Scan button on the mobile app's home screen and point the camera at the barcode. You'll jump straight to the order's detail page.

Yes. Open any order and click the ... menu in the top right corner. From there you can:

• Export to Excel — Download order data for reporting or accounting.
• Download PDF — Generate a clean copy of the purchase order or sales invoice.
• Send Email — Send the PO or sales invoice directly to your supplier or customer without leaving BoxHero.

Yes. You can personalize the layout and content of your purchase orders and sales invoices by adding or removing fields. Go to Settings > Orders and update your Print Layout and Custom Fields. You can also add a signature line in the footer for approvals and authorizations at the bottom of every order.

When you email a purchase order or sales invoice from BoxHero, it's always sent from BoxHero's system address, support@boxhero.io. Your own email is set as the reply-to address, so when your supplier or customer replies, their response lands straight in your inbox.