Hi, I recently switched from a 20 year old POS to Shopify and am having a hard time entering purchase orders without a lot of confusion.
I enter purchase orders from the paper invoices that come with my shipments. But when I add products to the PO, they are never in the same order as my physical invoice and I have to go back and forth so many times trying to make sure I get all of the info in correctly (I have invoices with up to 50 different products).
Am I missing something or is this just how I have to enter invoices now? I don’t want to pay for another app or start using Stocky since it will be gone soon. Thank you in advance for any ideas!
Hey @accjh try this one
search & add products one by one in the same order as your paper invoice - tedious but accurate
use the search bar in your PO quickly find each item as you go down your invoice line by line
export the PO to CSV , reorder rows to match your invoice in excel / sheets then verify from them
if this method is work then don’t forget to like and mark as solution on it
A couple of things that can help without paying for anything. First, instead of searching and adding products one at a time, sort your paper invoices isn’t always possible, so flip it the other way: enter products into the PO in whatever order Shopify gives you, then do one final reconciliation pass at the end matching quantities, rather than trying to keep both in sync as you go. Less back and forth. Second, if your supplier can send the invoice as a CSV or Excel file (many can, just ask), you can use Shopify’s CSV import for purchase orders or restructure it to bulk add, way faster than manual entry for 50 line items.
The other realistic angle: ask your suppliers to sort their invoices by SKU or alphabetically by product name if they’re able to, since Shopify’s product search pulls up items predictably that way, which reduces the hunting. Some suppliers will accommodate that.
Hope that helps! If it did, a Like and Marking it as Solution goes a long way and helps others find the fix faster too.