> For the complete documentation index, see [llms.txt](https://www.boxhero.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://www.boxhero.io/docs/faq/inventory-and-transactions/orders.md).

# Orders

***

#### **What do the different order statuses mean?**

Each purchase or sales order moves through four statuses:

* **Draft** — Saved, but not confirmed. Doesn't affect your inventory or sales reports.
* **Ordered / Confirmed** — The order is finalized but items haven't been received or shipped yet. Counted in sales reports, but inventory isn't updated yet.
* **Partially Received / Partially Shipped** — Some items are in/out; inventory is updated for those quantities only.
* **Received / Shipped** — All items are in/out, and inventory is fully updated.

<figure><img src="/files/gyJpRl3XgOR2jWzmknGg" alt=""><figcaption></figcaption></figure>

{% hint style="success" %}
For the full breakdown of how each order status affects inventory and sales reports, see [Purchase & Sales](/docs/key-features/purchase-and-sales.md).
{% endhint %}

#### **What does "Stock In/Out items immediately" do?**

This checkbox appears at the bottom of the order creation screen. If you check it before saving the order, BoxHero creates the order *and* stocks the items in or out in a single step — the order is created with a <mark style="color:$primary;">`Received`</mark> or <mark style="color:$primary;">`Shipped`</mark> status right away. Leave it unchecked if you're creating the order ahead of time and will record receipt or shipment later.

<figure><img src="/files/D0sJsSlbhMVzEBg41mAd" alt=""><figcaption></figcaption></figure>

#### **How do I select a location in an order?**

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).

#### **Can I attach files or notes to an order?**

Yes. Every order includes a <mark style="color:$primary;">`Memo`</mark> field where you can add internal notes, payment terms, special packaging instructions, or supplier remarks. Memos also support file attachments and hashtags.

<figure><img src="/files/Fd3s0ipfi0h2ngXtwTSs" alt=""><figcaption></figcaption></figure>

#### **How do I add, edit, or delete tax and discount options?**

Manage tax and discount options under <mark style="color:$primary;">`Settings`</mark> > <mark style="color:$primary;">`Orders`</mark>. 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 <mark style="color:$primary;">`Apply to All`</mark> action.

#### **If I update an item’s pricing, will existing orders be affected?**

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.

#### **Can I record an order in a different currency than my team currency?**

Yes. Each order is stored in its own currency, while reports convert everything to your team's [display currency](/docs/settings/team.md#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.

<figure><img src="/files/X8HL49IdyX1iwwl0onUe" alt=""><figcaption></figcaption></figure>

#### **I updated an order, but the item quantity didn’t change. Why?**

If an order already has <mark style="color:$primary;">`Stock In`</mark> or <mark style="color:$primary;">`Stock Out`</mark> 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.

#### **How do I process a returned item?**

For sales returns, open the original sales order and click <mark style="color:$primary;">`+ Add Return`</mark>. Select the returned item, enter the quantity, choose the location where the item will be stocked back in, and tap <mark style="color:$primary;">`Stock In`</mark> to complete the return.

You can view all recorded returns under the <mark style="color:$primary;">`Returns`</mark> tab, or find the <mark style="color:$primary;">`Returned Items`</mark> entry inside the related sales order.

<figure><img src="/files/ntTuP642AzVIiipxbBK7" alt=""><figcaption></figcaption></figure>

#### **Why aren't returned items showing in my Sales Report?**

Returns appear in <mark style="color:$primary;">`Reports`</mark> > <mark style="color:$primary;">`Sales`</mark> based on the **return date**, not the original sale date. Make sure the return date falls within the date range you're viewing.

#### **Do inventory transactions show up in my Sales Report?**

No. <mark style="color:$primary;">`Reports`</mark> > <mark style="color:$primary;">`Sales`</mark> is calculated only from your purchase orders and sales orders. Stock changes you make directly through inventory transactions —<mark style="color:$primary;">`Stock In`</mark>, <mark style="color:$primary;">`Stock Out`</mark>, and <mark style="color:$primary;">`Adjust Stock`</mark> — aren't tied to an order, so they won't appear in your sales report.

#### How do I use the barcode in the top-right corner of an order?

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.

<figure><img src="/files/EJLjokKTRTPjVfhCZLUq" alt=""><figcaption></figcaption></figure>

To scan, tap the <mark style="color:$primary;">`Scan`</mark> 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.

<figure><img src="/files/P4oq8fFTuOmjfrYrp8ky" alt=""><figcaption></figcaption></figure>

#### **Can I export my order details?**

Yes. Open any order and click the <mark style="color:$primary;">`...`</mark> menu in the top right corner. From there you can:

* **Export to Excel** — Download order data for reporting or accounting.
* **Print 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.

#### **Can I send order emails from my own email address?**

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.

<figure><img src="/files/EMI3jcHru8ftqOAT7CX1" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
We send from a system address because emails sent from a personal address through a third-party service are far more likely to get flagged as spam.
{% endhint %}

#### **Can I customize my purchase orders and sales invoice?**

Yes. You can personalize the layout and content of your purchase orders and sales invoices by adding or removing fields. Go to <mark style="color:$primary;">`Settings`</mark> > <mark style="color:$primary;">`Orders`</mark> and update your <mark style="color:$primary;">`Print Layout`</mark> and <mark style="color:$primary;">`Custom Fields`</mark>.