How to Create and Receive Purchase Orders in Square

To create a purchase order in Square, choose the vendor, add the correct item variations and quantities, verify unit costs and delivery details, send or save the order, then receive only the quantities that physically arrived. Purchase-order features depend on the Square product and plan.

Create the purchase order

In Square Dashboard, go to Items & services > Inventory management > Purchase orders and select Create purchase order. Choose an existing vendor or create one, add catalog items, quantities, and costs, then review the destination location and expected delivery information. Square's official purchase-order guide contains current Dashboard and POS steps.

Review before sending

• Vendor legal or trading name and contact are correct.
• Ship-to location matches the receiving site.
• Every line uses the intended SKU and variation.
• Order quantity uses the correct pack or unit.
• Unit cost, discount, tax, shipping, and fees are handled consistently.
• Expected date reflects the supplier's commitment.
• Duplicate open orders have been checked.

Receive what arrived, not what was ordered

Open the purchase order from Inventory > Purchase orders and select Receive items. Use Receive in full only when every line and quantity arrived. Use partial receiving when products are missing, backordered, damaged, or substituted.

Count the delivery independently of the packing slip. Scan or match the vendor code to the correct Square variation, then record discrepancies before stock reaches the sales floor.

Handle extra costs consistently

Square's COGS documentation notes that optional fees such as shipping and handling can be included when a purchase order is received. Decide whether those costs form part of landed inventory cost and apply the policy consistently. Consult an accountant for financial-reporting treatment.

Reconcile the three records

Compare the purchase order, the physical receipt or receiving record, and the vendor invoice:

• Did the invoice bill only received quantities?
• Did prices match the order or an approved change?
• Were freight, discounts, taxes, and credits captured?
• Were damaged or missing items documented?
• Did the receipt update the correct location and SKU?

Importing purchase orders

Square also supports importing purchase orders from CSV or Excel in eligible workflows. Its import guide explains document upload and column mapping. Test a representative order before bulk use.

Purchase-order metrics worth tracking

• On-time delivery rate
• Quantity fill rate
• Price variance
• Receiving discrepancies
• Days from order to receipt
• Open and overdue purchase-order value

For the general operating model, see how to create a small-business purchase order and the inventory receiving checklist.

Where Stash fits

Square can handle the POS inventory action described above. Businesses that need a dedicated workflow for forecasting, purchasing, physical counts, ingredient-level tracking, or multi-location inventory can also connect Square with Stash for Square inventory management, which explains the combined workflow and when a dedicated inventory layer may make sense without replacing Square at checkout.

Frequently asked questions

Can Square create purchase orders?

Yes, in eligible Square inventory and retail workflows. Confirm the current plan and country availability.

Can I partially receive an order?

Yes. Square's purchase-order workflow supports partial receipt, which is preferable to recording stock that has not arrived.

Can I import a purchase order?

Square supports CSV and Excel purchase-order imports in the relevant product. Map and test columns carefully.

Does receiving a Square PO update stock?

Receiving records the delivered quantity into inventory. Verify the item variation, location, unit cost, and final history after receipt.

Related Square inventory guides

• How to Set Up Square Low-Stock Alerts
• Square Inventory Reports: What to Use and When
• How to Manage Square Inventory Across Multiple Locations

Last reviewed: August 8, 2026. Square menus, plan names, feature availability, and regional interfaces can change; confirm the current workflow in Square's official documentation.