Manual purchase orders are still used in many stores, but the process often leads to mistakes. Walking the aisles and writing down items by hand can cause missed products, overstocking, and slow reorders. As inventory needs grow, this method becomes harder to manage.
A more efficient system can reduce errors and save time without removing control. Below, we explain how manual purchase orders work, where issues commonly occur, and how switching to a better process can improve accuracy and keep your shelves stocked.
What Are Manual Purchase Orders?
Manual purchase orders refer to the process of physically writing down what needs to be reordered and then entering that information later into a system or sending it to a vendor. This often means using a clipboard, walking up and down store aisles, and recording each product that’s running low.
This approach is still used by many retailers, especially small to mid-sized liquor stores or specialty shops. It’s simple, doesn’t require high-tech tools, and feels familiar.
But the drawbacks add up fast:
- Easy to misplace paper notes
- High chance of skipping over low-stock items
- Time wasted on data re-entry
- No live inventory checks or visibility
- Human error in SKU numbers or product names
How Manual Purchase Orders Work in Practice
The Traditional Way
Many store owners start by walking the sales floor with a printed sheet or notebook. They scan the shelves visually and write down what they need. Once the list is complete, they either call the distributor, hand over the sheet to a sales rep, or manually key it into a digital system. The problem isn’t just the extra steps, it’s the delay. A lot can change between the time you write something down and when the order is placed. If a product sells out in the meantime, you’re caught short.
The Updated Method with Cheers POS
We’ve worked with stores that still prefer a manual purchase order workflow, but we help make that workflow better. Instead of relying only on paper and memory, our system allows you to create purchase orders on the go using wireless scanners and laptops.
Here’s how it works:
- Pull up a new purchase order in our system
- Walk the store with a wireless scanner connected to your POS or laptop
- Scan items as you go, and each scan automatically adds the product to your order
- Review the list, make adjustments, and save it for future use
- Decide later what to buy based on sales, promotions, or upcoming demand
This process feels just like the old way, but you’re not stuck re-entering everything later. You’re cutting down errors and saving time with each pass through the store.
Benefits of Moving Beyond Traditional Manual Purchase Orders
Reduce Time and Mistakes
Our clients say the biggest improvement is how much faster everything becomes. Scanning products adds them directly into the system, so there’s no duplicate entry. This cuts down on typos and helps prevent missed items.
Use Real Hardware Designed for the Job
We provide reliable wireless scanners with long battery life and a strong range, covering up to 3,500 square feet. That means you can walk your entire store without worrying about losing connection or carrying bulky equipment.
Keep the Familiar Flow, But Eliminate the Friction
You don’t have to give up your current workflow. If walking the store helps you get a better feel for what’s needed, keep doing that. Our tools just make it smoother and more accurate. You can even mount a laptop on a rolling cart if your store is large. This keeps your process intact while adding the speed and reliability of Cheers POS.
Why Our System is a Smarter Way to Handle Manual Purchase Orders
We understand that store owners have different routines. Some like the hands-on approach, others prefer automation. Our goal is to make both easier. Whether you create purchase orders daily or weekly, our system helps you track what’s low, build orders in real-time, and avoid surprises.
You can still walk the floor and make your own decisions. The difference is that you’ll have better tools to support that process, and the peace of mind that comes with knowing your data is accurate.
Key Takeaways
- Manual purchase orders involve walking through the store and recording low-stock items by hand
- This process is prone to errors and delays, especially during busy periods
- Cheers POS supports the same workflow, but with scanning tools and digital tracking
- Our wireless hardware makes order creation smoother and more accurate
- You can keep the flow you’re used to while upgrading how the work gets done
Ready to make manual purchase orders faster and more reliably? Talk to our team at Cheers POS today and see how we can support your store’s workflow without slowing you down.
