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Setting up recurring orders

Beta disclaimer: At this time, Advanced Inventory is available in public beta for Lightspeed customers in North America. If you meet this criterion and want to help test this feature, contact your Sales Account Manager or Lightspeed Support.

Recurring orders automate your regular purchases to ensure you always have the stock you need. When creating new recurring purchase orders, you can select the time and day that orders will be placed, how often orders are placed, and choose whether the recurring orders should have an end date or be ongoing. Orders will be sent automatically at the specified date and time, and you will receive an email reminder one hour before the order is emailed to the supplier.

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Table of contents

Creating recurring orders

Set up new recurring orders to have purchase orders automatically sent to your suppliers at regular intervals. Not only does this ensure your restaurant will have the essential stock that you need, but you'll also save time by not having to recreate the same order multiple times. 

  1. Log in to the Advanced Inventory module with your Lightspeed credentials.
  2. From the navigation menu, select Purchase > Recurring orders.
  3. Click New recurring order.
  4. Select an existing supplier or create a New supplier
  5. Add items to your purchase order. For detailed instructions on how to create purchase orders, visit Creating purchase orders.
  6. Click Schedule order.
  7. Enter an Order name.
  8. (Repeatable) Fill in the Email address with the email of the order recipients and hit Enter to add it. Note: The email of the current user will be included automatically.
  9. Set the Start date using the Calendar icon calendar-icon.png. If the recurring order will be temporary, uncheck Never ending (default) and set an End date.
  10. Set the Frequency of orders with steps 10a-10c.
    1. Select how often this order should be placed. Options include Every week, Every 2 weeks,  Every 3 weeks, and Every 4 weeks.
    2. Select the days of the week the order should be placed (you can select multiple).
    3. Using the drop-down, select the time (12-hour clock) the order will be sent, and set whether it should be AM or PM.
  11. Set Advance time for delivery to adjust the expected delivery date of the order (1 day is the default).
  12. (Optional) Include delivery instructions (e.g., “Leave delivery at side door”)
  13. Click Review recurring order to advance.
  14. After reviewing your order, click Save recurring order to finish.

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Editing recurring orders

See below for steps on how to edit recurring orders if it requires item updates or you need to make changes to the order details, frequency, and times.

  1. Log in to the Advanced Inventory module with your Lightspeed credentials.
  2. From the navigation menu, select Purchase > Recurring orders.
  3. Select the order from the list.
  4. To add more items, click the item name to add 1 unit to the order (repeat as needed), or enter the exact number of units in the QTY field beside its name.
  5. To edit items, follow steps 5a-5d. 
    1. Click an item that’s already been added to the order to open an Edit item window.
    2. Adjust the unit quantity by 1 using the + and - buttons, or type the exact number of units into the available field. 
    3. (Optional) Remove an item from the order by clicking Remove.
    4. Click Apply changes to finish.
  6. Click Schedule order to advance.
  7. Edit the Order details, Recurring order period, Frequency, and Delivery details as needed.
  8. Review recurring order.
  9. Select Save recurring order to finish applying changes.

Deleting recurring orders

If a recurring order has outlived its usefulness and needs to be removed, use the following steps to delete it:

  1. Log in to the Advanced Inventory module with your Lightspeed credentials.
  2. From the navigation menu, select Purchase > Recurring orders.
  3. Select the order from the list.
  4. Click the three dots​​ ••• on the top right to open Actions.
  5. Select Delete order template to finish and be taken to the home screen.

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