Recurring purchase orders allows you to automate regular stock purchases to your suppliers based on a set schedule. This helps maintain consistent stock levels and reduce the need to manually create repeat purchase orders. 

If you only need scheduled order notifications instead of scheduled automated orders, refer to our article on setting up purchase order reminders. 

What’s in this guide?

Creating a recurring purchase order
Deleting a recurring purchase order
Frequently asked questions

Creating a recurring purchase order

Recurring purchase orders are created in Lightspeed Purchase and require an Advanced Purchase plan. You must also have your supplier details added in Lightspeed Restaurant before creating a recurring purchase order. 

To create a recurring purchase order:

1. Log in to Lightspeed Purchase using your Back Office credentials.
2. From the navigation menu, select Recurring orders > New recurring order. 
   
3. Select a supplier from the list.
4. If your products are assigned to a default supplier, the next screen displays the products linked to your selected supplier. Otherwise, you can manually locate products by selecting the category they belong to or by clicking the magnifying glass icon to manually search for a product.
5. Update the amount to order by editing the quantity field. Here, you can also see or modify the following:  
   • STOCK and PAR: The current stock and par levels display beneath each item. Stock levels update based on your inventory settings while par levels display only after you've set a quantity for each item. 
   • Order Number: This is the purchase order number, which is automatically generated by Lightspeed. 
   • Delivery date: The default date is the day after the order is placed. You can change this date by selecting the Delivery date field and choosing a new date from the calendar. 
   • Delivery note: This is where you can add additional instructions for the order. Notes for individual products can be added by selecting the item to access the Edit item section, then entering text in the Product note field. 
6. Click Schedule. 
   
7. In the Order screen, complete the following fields: 
   • Email to : Enter the email addresses of users who will receive copies of the recurring purchase order. The site owner is automatically included as a recipient of the order.
   • Name of order: Enter an order name for the recurring purchase order. 
   • Repeat on: Select the days of the week when the recurring order is sent. 
   • Send order at: Set the time for the order to be sent. 
   • Starts on: Set a start date for the recurring order by selecting a date from the calendar. 
   • Repeat every: Set how often the order is sent on your selected days. Options include sending it weekly, every 2 weeks, 3 weeks, or 4 weeks. A reminder is sent an hour before the automatic order is sent. 
8. Click Review order. 
   
9. Review and make sure all details are correct, then click Save. 
   

You can edit a recurring order by navigating to the Recurring orders page, then selecting the order to access the template. 

Deleting a recurring purchase order

If a recurring purchase order is no longer needed, you can delete the template to stop any future order drafts from being generated. 

To delete a recurring purchase order:

1. From the Lightspeed Purchase navigation menu, select Recurring orders.
2. Select the recurring order template to delete.
   
3. Click the ellipsis (...) icon. 
4. Click Delete template.
   

Frequently asked questions

What's next?