When you expand a Vendor in the Purchasing Queue, Hoops builds one draft Purchase Order (PO) from everything queued for that Vendor across all of its Jobs. You decide what goes on the PO you're about to create in two ways:
Choose which Jobs to include. Use the Jobs panel to include whole Jobs.
Leave out individual items. Use the icons beside an item in the draft to hold it back or take it out of purchasing.
This article covers the first. For the second, see Order Later or Mark Items as No Purchasing Needed.
Choose the approach that fits your Vendor
You can put several Jobs on one PO, or create a separate PO for each Job. Both are good ways to buy. Choose the one that matches how you work with that Vendor.
| One PO for several Jobs | One PO for each Job |
Typical use | Apparel and blank goods, where the same Vendor supplies garments for many Jobs | Branded or decorated promotional products, where each Job has its own artwork and instructions |
What you do | Leave the Jobs you want checked and select CREATE PO | Check one Job, select CREATE PO, then repeat for the next Job |
What you get | One PO covering every checked Job | A separate PO for each Job |
Create one PO for several Jobs
Go to Purchasing and select PURCHASING QUEUE.
Expand the Vendor's row with the arrow at the left.
In the Jobs panel on the right, check the Jobs you want on this PO. All Jobs are checked by default, so to include every Job you don't need to change anything.
Review the draft, then select CREATE PO, or CREATE & EDIT PO if you want to open the PO in the editor straight away.
Hoops creates one PO that covers every checked Job. On the Purchasing Board, that PO appears as a single row with all of its Jobs listed in Job #. For example, a PO for Jobs 13, 14, 15, and 17 shows 13 14 15 17.
For details about the two buttons, see Create a Purchase Order from the Purchasing Queue.
Create a separate PO for each Job
Go to Purchasing, select PURCHASING QUEUE, and expand the Vendor's row.
In the Jobs panel, clear the check box at the top of the panel, next to Job #. This clears every Job at once.
Check the box next to the Job you want on this PO.
The draft updates to show only that Job.
Select CREATE PO, or CREATE & EDIT PO.
Hoops creates a PO for that Job only. The Vendor stays in the Queue with its remaining Jobs. To create the next PO, clear the top check box and choose the next Job.
For example, a Vendor has Jobs 13, 14, 15, 17, and 18 queued. You create a PO for Job 18, then another for Job 14. Jobs 13, 15, and 17 are still in the Queue, ready for their own POs or for one PO together.
On the Purchasing Board, each of these POs appears as its own row with a single Job number and that Job's customer.
Separate POs are useful for promotional products because each PO can then carry the details for just that Job, such as its artwork, instructions, and delivery destination.
Whole Jobs or individual items
It helps to keep these two controls apart:
| Jobs panel | Icons beside an item |
What it chooses | Whole Jobs | Individual items or product groups |
What it affects | Everything queued for this Vendor on that Job, including products, decoration, and setup charges | Only that item |
What happens to what you leave out | It stays in the Queue under the same Vendor | Order Later keeps it in the Queue. No Purchasing Needed takes it out of purchasing |
Use the Jobs panel when the question is "which Jobs should I buy for now?" Use the item icons when the question is "should I buy this particular item now, later, or not at all?" See Order Later or Mark Items as No Purchasing Needed for those decisions.
What stays in the Queue
Hoops only removes what's on the PO you create.
Jobs you left unchecked stay in the Queue under the same Vendor, with their items and quantities unchanged.
If you included every Job, the Vendor leaves the Queue.
Each PO is for one Vendor. To buy from several Vendors, create a PO for each one.
Good to know
At least one Job must be checked. If you clear every Job, the draft is empty and the CREATE PO buttons disappear until you check a Job.
One Job only. If a Vendor has only one Job in the Queue, its check box is checked and can't be changed.
Totals update straight away. The draft's Subtotal and Total recalculate every time you change a check box.
To combine the same product across the Jobs you've chosen, see Choose How Items Are Grouped When Creating Purchase Orders.