Square can create, email, edit and receive purchase orders, including partial deliveries. Start in Square Dashboard under inventory management and purchase orders. Access depends on your subscription, enabled advanced-inventory capabilities and team permissions.
This guide covers the native retail workflow and the operating checks that prevent a supplier order from becoming an incorrect stock balance. Square's current purchase-order instructions are the reference for account eligibility and changing menu labels.
Before the first order
Prepare the supplier contact, item variation, delivery location, quantity and price basis. Decide whether “one” means a case or a sellable unit. Square's current PO documentation supports whole-number ordering and receiving, with a maximum of 500 unique items per PO. A product requiring fractional quantities needs a deliberate unit convention or another supported workflow.
Example: six cases of four bottles represent 24 bottles. If the catalog tracks bottles, make the case conversion and cost basis clear before sending. Avoid discovering at receiving that the supplier interpreted the same quantity differently. Supplier item mapping explains the separate purchase and sell units.
Create and send the PO
In Square Dashboard, open Inventory management → Purchase orders, then create an order. Select the vendor and receiving location, add item variations, quantities and costs, review the expected delivery details, and save or send the order.
Square can email the PO to the vendor and provide a downloadable copy. Verify the address before sending and keep the order reference in subsequent messages. If the supplier uses a different ordering method, agree how the submitted order and Square record will stay aligned.