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

# Orders

> Answers to common questions on purchase orders, sales orders, returns, and invoice customization in BoxHero's Purchases & Sales feature.

---

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

Each purchase or sales order moves through four statuses:

**Purchase Order (PO) Status**

- `Draft` — Saved, but not yet sent to the supplier
- `Ordered` — Placed with the supplier; awaiting delivery
- `Partially Received` — Some items received, others still pending
- `Received` — All items received

**Sales Order (SO) Status**

- `Draft` — Saved, but not yet confirmed
- `Confirmed` — Confirmed; awaiting shipment
- `Partially Shipped` — Some items shipped, others still pending
- `Shipped` — All items shipped

![](https://assets.boxhero.io/docs/images/f6dcb18acd8d3b4a86fd03b5260c668a6e3498abf5b5006e50224bdecd44eaf6-1200x732.jpg)

> **Tip**
>
> For the full breakdown of how each order status affects inventory and sales reports, see [Purchase & Sales](https://www.boxhero.io/docs/key-features/purchase-and-sales.md).

#### What does "Stock In / Stock Out items now" do?

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.

![](https://assets.boxhero.io/docs/images/171c0511078c8030ad5aefb8ea494dec5f2f4682a989af817ad1991bdabcafd5-1200x732.jpg)

> **Tip**
>
> Leave it unchecked if you're creating the order ahead of time and will record the receipt or shipment later.

#### 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 `Memo` field where you can add internal notes, payment terms, special packaging instructions, or supplier remarks. Memos also support file attachments and hashtags.

![](https://assets.boxhero.io/docs/images/e7d9103cf297237cd1bc6e6b1187eb59bd00e846e55baac0d958e0b3fe6f8e00-1642x603.jpg)

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

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 to All` 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](https://www.boxhero.io/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.

![](https://assets.boxhero.io/docs/images/57fa4b465bcd92044a7b6ccb028cd377a852c03b4c6cf3efbe6f15bad1488675-2330x928.jpg)

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

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.

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

For sales returns, open the original sales order and click `+ Add 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.

![](https://assets.boxhero.io/docs/images/cfe00cd0645bb0d5ef8f7a20115893b679e41ce6d9b8aa32c6fec91e27330f6b-1600x977.png)

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

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.

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

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.

#### 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.

![](https://assets.boxhero.io/docs/images/fbbe0fec83390732bf31bef45a0af87ff7ac6fbc93b342781d0ca4b3d32585d9-1837x1242.jpg)

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.

![](https://assets.boxhero.io/docs/images/bdeafb1da4fe2becf58a8c0d7e017f4cc267ef21d019981d59c233fa01cb73e9-1477x931.png)

#### Can I export my order details?

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.
- **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 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 `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.

![Manage all order settings in BoxHero's Print Layout.](https://assets.boxhero.io/docs/images/adfb8db9346760515150fa8a82ed68136576427799c487cc80f121491e0a0abb-2800x1832.jpg)

Manage all order settings in BoxHero's [Print Layout](https://www.boxhero.io/docs/key-features/purchase-and-sales.md#a.-print-layout).

#### Can I send orders 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.

![](https://assets.boxhero.io/docs/images/1cd5c1da6058eb05d7546993ee7b47e63088ebac11391c92b09a65076aed5794-2040x965.jpg)

> **Note**
>
> 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.