Last updated: Dec 10, 2025, 10:26 AM
You can access the Purchasing & Receiving page by navigating to Retail > Purchasing > Purchasing & Receiving in Toast Web. The Purchasing & Receiving page is where you can view, create, and manage your purchase orders (POs), or receive via invoice if desired.
For full access to the features on the Purchasing & Receiving page, you'll need the 4.5 Edit Full Menu permission. Employees who need to receive new inventory but who will not create or edit items in Toast will need the 5.2 Inventory and Quantity permission. To learn more about permissions, check out our Permissions Reference Guide.
To create a purchase order for Toast Retail:
Invoice adjustments, including discounts, taxes, and fees, can be applied to an entire purchase order or to specific items. Adjustments give your POs a level of precision at the same level as your supplier invoices. This means better cost accuracy, more transparency, and easier tracking for your business.
Adjustments can be made before ordering, during receiving, or after receiving. You can also add taxes, discounts, or fees to past received invoices and POs.
To add an item-level adjustment on a PO, follow these steps or watch the video overview below:
Apply item-level discounts, taxes, and fees to a purchase order.
To add an adjustment to the entire PO, follow these steps or watch the video overview below:
To make changes to a purchase order, select it from the table on the Purchasing & Receiving page to open up the PO details.
Once you’ve created a purchase order draft, you’ll see the following options for exporting or sending your PO to your supplier.
After a PO is ordered (either by sending an email or selecting the Mark as ordered button), you’ll have the ability to select the printer icon at the top of the page to print barcode labels for the items that you’ve ordered, if needed.
Once a PO has been paid, you can select the Paid? checkbox for that PO on the Purchasing & Receiving page. This does not connect with other accounting systems at this time, but is available for your own records to track which orders still require payment to be made.
When you’re ready to receive your inventory from your supplier, there are several ways you can receive against a PO in Toast Retail:
When you receive against a PO, if you make changes to any quantity (for example, if you ended up ordering a higher quantity of a certain item), the total amount on the PO will be updated to match what you actually received. Any other item-level changes you make to cost or price on a PO will be saved to that item for reporting purposes (like your COGS: cost of goods sold).
If something has changed and you will not be receiving a quantity of an item, you can use the receiving workflow from the Purchasing & Receiving page and select Never from the Receiving status drop-down for that line on the PO.
If your business doesn’t need to create or manage POs in Toast Retail, you can also receive inventory via invoice by selecting the Receive via invoice button at the top of the Purchasing & Receiving page, next to the Create PO button.
On the invoice page, you can select a supplier, enter an invoice number and invoice notes, and add the items that you are receiving.
Toast Retail also gives you the ability to import invoices directly from supplier portals. With invoice imports, you can avoid manual invoice entry and quickly and accurately receive inventory quantities and their associated costs into Toast Retail. To learn more, see .
Frequently Asked Questions - Purchasing and Receiving With Toast Retail
When a PO is in received state, the items on it can no longer be edited from the PO itself. Instead, select the item from your item library to open the item details page.
In the Inventory section, select Adjust to increase or decrease the number of items you have on hand.
To adjust the cost of an item that was received, select See all next to the Recent inventory history that appears in the same section of the item details page. Select the pencil icon for the line you wish to adjust, and a pop-up window will appear where you can edit the Cost for the item.
If the item was archived by accident, see for detailed instructions.
When receiving items that use a category group shared price (e.g. all sandwiches in the group are set to $5.00), do not change the base price of the item(s) from the invoice or PO. Doing so will override the category group shared price setting and change the base price for that item alone. If you wish to update the price for all items in the group, navigate to the group within a menu editor in Toast Web and adjust the category group price directly.
At this time, you can only add taxes/discounts/fees to the whole past PO or invoice (not on the item level).
When you edit an old PO or invoice to add a tax, discount, or fee, the landed cost will be calculated using the distribution method that you select (item total cost, item quantity, equally per item).
No, Toast Retail does not currently have automatic invoice capture (with or without xtraCHEF). You can manually create purchase orders and invoices in the Toast Retail module, or use the invoice import feature.
Apply discounts, taxes, and fees to entire purchase orders.
Both item-level and whole-PO adjustments will update your landed cost to reflect the cost per unit after all discounts/taxes/fees. If you make an item-level adjustment, the total cost for that item will show in blue text, with the number of item-level adjustments displayed on the bottom.
Note that the base cost of the item, not the landed cost, will be displayed on the item details page and the Item Library. Landed cost will be shown on the invoice or PO and the inventory history record.