This is where Need it becomes Bought it. When you're ready to buy, you turn a Vendor's queued items into a Purchase Order (PO) from the Purchasing Queue. You choose a Vendor, check what's included, and select a button. Hoops creates the PO for you, so you don't have to build it by hand.
Creating a PO doesn't send it to your Vendor and doesn't mark anything as ordered. It simply creates the document you'll send and track.
Create a Purchase Order
Go to Purchasing and select PURCHASING QUEUE.
Find the Vendor you want to buy from and expand its row with the arrow at the left.
Hoops builds a draft Purchase Order from everything currently queued for that Vendor, across all of its Jobs.
Review the draft. Check the items, quantities, and the Subtotal and Total at the bottom.
Select CREATE PO or CREATE & EDIT PO at the top right of the Vendor row.
Hoops shows Saved Purchase Order # followed by the new PO number. The Purchase Order now exists, with a status of CREATED.
Before you create the PO, you can adjust what's on it:
To buy for only some of the Vendor's Jobs, or one PO per Job, see Choose Which Jobs and Items to Include on a Purchase Order.
To combine the same product across Jobs into one line, see Choose How Items Are Grouped When Creating Purchase Orders.
If the Vendor you expect isn't in the Queue, or you want to buy for a particular set of Jobs, see Set Up and Filter the Purchasing Queue.
Choose between Create PO and Create & Edit PO
Both buttons create the same Purchase Order immediately. They only differ in where you end up.
| CREATE PO | CREATE & EDIT PO |
Where you end up | Back in the Purchasing Queue | The Edit Purchase Order page for the new PO |
Use it when | The draft is ready to go and you'll deal with the PO later | You want to add details, such as a deadline or reference, before sending |
CREATE & EDIT PO doesn't create a preview. The Purchase Order is already saved when the editor opens, so leaving the editor without saving doesn't delete it. You can find it on the Purchasing Board at any time.
What leaves the Queue
After you create a Purchase Order, the items on it leave the Queue because they're now on a PO.
If you included every Job, the Vendor disappears from the Queue.
If you left some Jobs out, the Vendor stays in the Queue with only the remaining Jobs. For example, if a Vendor had five Jobs and you create a PO for four, the fifth Job's items stay queued, ready for their own Purchase Order.
Each Purchase Order is for one Vendor. If you need to buy from several Vendors, create a Purchase Order for each one.
Find your Purchase Order on the Board
Created Purchase Orders appear on the Purchasing Board, which is the main Purchasing page behind the Queue. From there you send the Purchase Order, mark items as ordered, and record what arrives.
Close the Queue, or select Purchasing in the left menu.
Find the PO by its PO #, Vendor, or Job #.
A Purchase Order that covers several Jobs appears as one row, with all of its Jobs listed in Job #.
To learn more about working with the Board, see Understanding the Purchasing Board.