A Step-by-Step Workflow for Creating Purchase Orders, Receiving Stock, and Maintaining Real-Time Inventory Sync with register #
Inventory accuracy starts with a well-run ordering and receiving process. In the register by ability business ecosystem, all ordering, receiving, and payment activity is initiated in QuickBooks Online, then automatically synced to register to reflect current inventory levels.
This guide walks through how to generate a Purchase Order (PO), receive items securely, manage receiving exceptions, and leverage register’s real-time visibility while also highlighting important distinctions between QuickBooks Online Plus and QuickBooks Online Advanced, especially when delegating tasks like receiving inventory without exposing sensitive data.
Why This Workflow Matters #
Using QuickBooks Online to manage purchasing and receiving ensures:
- Real-time inventory updates synced directly to register
- Reduced risk of stockouts and over-ordering
- Secure workflows with permission controls (QuickBooks Online Advanced only)
- Full audit trail of what was ordered, received, and paid for
Inventory levels can only be updated by receiving items into QuickBooks Online. register displays quantities but cannot modify them directly.
QuickBooks Online Advanced Role for Receiving Only #
In QuickBooks Online Advanced, custom roles allow you to delegate specific tasks securely.
When it comes to inventory receiving, QuickBooks Online Advanced offers three Bill-related roles:
- Create bills only
- Create and view bills
- Full bill management (create, view, pay, and manage)
The ideal role for allowing staff to receive inventory without deeper access is:
“Create bills only”
This role lets users:
- Open a Purchase Order
- Convert it to a bill to receive inventory
- Save the bill, which updates inventory quantities and triggers sync to register
But it does not allow them to:
- See reports
- Access vendor payment history
- View sensitive financial data
- Make or approve payments
This is the perfect permission set for warehouse staff, receivers, or frontline managers tasked with receiving shipments—but not overseeing payables or broader accounting.
10-Step Ordering & Receiving Workflow #
Use this 10-step workflow to streamline purchasing, manage staff roles securely, and ensure your register system is always up to date and accurate.
1. Log into QuickBooks Online
- Use an admin or purchasing role to access your company file.
- Navigate to Expenses > Vendors, or go to + New > Purchase Order.
2. Create the Purchase Order (PO)
- Select the correct vendor.
- Add item details including SKU, quantity, rate, and category.
- Click Save and Send to email the PO directly to the vendor.
3. Validate Item Details Before Sending PO
Before finalizing the order:
- Confirm each item’s SKU, description, and quantity are correct.
- Ensure inventory items are properly mapped to accounts in QBO.
- Double-check that item names and searchable field values are spelled clearly for POS use in register.
4. Assign the Right Roles for Receiving
- QuickBooks Online Plus: Roles are preset and not customizable which impacts how securely you can delegate receiving tasks without also providing access to sensitive financial data. The roles that support receiving are:
- Primary & Company Admin: Full access to financials and settings
- Standard User (limited access): access to POs and Bills vendor balances, past bills, cost fields (item cost, historical transactions, etc.)
- QuickBooks Online Advanced: Supports Custom Roles which is ideal for secure delegation.
Use the Create bills only role which allows receiving inventory (via POs) but no access to historical reports, vendor payments, item pricing, etc..
5. Receive Inventory by Converting PO to Bill
- Open the PO and click Copy to Bill.
- Input actual received quantities.
- For partial deliveries, enter the correct amount and leave the PO open.
- Remove any incorrect items from the bill before saving.
6. Save and Close the Bill
Saving the bill:
- Increases inventory in QuickBooks Online
- Creates a payable to the vendor
- Triggers real-time sync to register, updating quantities immediately
7. Handle Exceptions
- Shorted Items: Keep PO open and only bill received units.
- Wrong Items or Unordered Stock: Omit from bill; coordinate return.
- Returns or Damaged Goods: Issue a Vendor Credit to offset future bills.
8. Confirm register’s searchable field reflects the best smart search seat up
- Barcode (scanning)
- Number (e.g., “Aisle 3 – Bin 12”)
- Text (e.g., “Promo Endcap Only”) Confirm accurate stock count and field visibility.
9. Add to Quick Pick (Optional)
If the item is frequently sold:
- Go to register > Items
- Toggle Quick Pick Item in the item’s settings
- This places the item on the checkout screen for one-tap access
10. Monitor & Repeat
- Review open POs, bills, and inventory using QuickBooks Online reports.
- Reinforce this process as the standard for all staff receiving shipments.
- Regularly clean up old POs and verify correct vendor mapping.
Summary: Order & Receive Workflow Snapshot #
| Step | Action Summary |
| 1. Log into QuickBooks Online | Access vendor and product lists |
| 2. Create Purchase Order | Add item details, searchable fields, and send to vendor |
| 3. Validate Item Details | Confirm item mapping, SKUs, and clear descriptions |
| 4. Assign Roles (Plus vs. Adv) | Use QuickBooks Online Advanced’s “Create bills only” role for receivers |
| 5. Receive Items into Bill | Convert PO to bill and enter received quantities |
| 6. Save to Trigger Sync | Syncs inventory updates to register in real time |
| 7. Manage Exceptions | Handle shortages, wrong items, and returns cleanly |
| 8. Confirm searchable field | Assign a searchable field in register (barcode, number, or text) |
| 9. Add to Quick Pick (Optional) | Enable fast access to top-selling items |
| 10. Monitor and Repeat | Standardize and repeat for every order cycle |
Why It Matters: Features & Benefits Recap #
Centralized Vendor Workflow
QuickBooks captures orders, receipts, and payments—register shows real-time stock.
Controlled Access with QuickBooks Online Advanced
Create secure workflows for receiving staff with no access to financials.
Real-Time Inventory Visibility
No manual updates—every item received updates register instantly.
Flexible, Search-Optimized Inventory
Leverage barcode, aisle/bin, or tags to quickly locate items at checkout.
Error-Proof Receiving Process
Eliminates guesswork and ensures financial accuracy.
Final Thoughts #
A stable inventory process records the order and the receive/bill date and associated quantities. When you combine QuickBooks’ financial structure with register’s real-time performance, your systems are reconciled, your shelves are stocked, and your data is clean.
