Sometimes you don't want everything in a Vendor's draft on the Purchase Order (PO) you're about to create. Hoops gives you two ways to leave items off, and they mean different things:
Order Later: you still need to buy the item, but not on the PO you're preparing now. It stays in the Purchasing Queue, available for a future PO.
No Purchasing Needed: you don't need to buy the item at all. Hoops removes it from your outstanding purchasing requirements until you return it to purchasing.
Choose the right option
| Order Later | No Purchasing Needed |
What it means | You still need to buy this, just not on this PO | You don't need to buy this at all |
Typical use | The Vendor is out of stock right now, or you want to order it on a later PO | You have the stock on hand, you're decorating in house, or the item is bought some other way |
Stays in the Queue? | Yes, ready for a future PO | No, until you return it to purchasing |
How to undo it | Select Order Now | Return it from the Job's Purchasing tab |
How long it lasts | Only while you prepare this PO. It isn't saved | Until you return it to purchasing |
Examples
The Vendor can't supply an item yet. A Vendor has embroidered tote bags, camera bags, and tees queued, but the camera bags are out of stock. Send the camera bags to Order Later and create the PO for the totes and tees. The camera bags stay in the Queue for the next PO.
You already have the stock. A Job needs 100 black tees and you have all 100 on the shelf. Mark that line as No Purchasing Needed, so it no longer appears as something you have to buy.
You decorate in house. A Job includes embroidery you'll do yourself, so there's nothing to order from an outside decorator. Mark that decoration as No Purchasing Needed.
Hold items back with Order Later
Go to Purchasing, select PURCHASING QUEUE, and expand the Vendor's row.
In the draft, find the product group or line you want to hold back. Select the Order Later icon at the right. Hover over an icon to check its name.
The items move to an Order Later section below the draft, with the note "These items will remain in the Queue and won't be added to this Purchase Order." The draft's Subtotal and Total update to match.
Select CREATE PO or CREATE & EDIT PO to create the PO for everything that's left. See Create a Purchase Order from the Purchasing Queue.
The items you held back stay in the Queue, ready for another PO. To put them back on the current PO instead, select Order Now beside them in the Order Later section.
Order Later is temporary. It only applies to the Purchase Order you're preparing now. If you close and reopen the Queue before creating the PO, the held-back items are included in the draft again.
If you send every item to Order Later, the draft is empty and the CREATE PO buttons disappear until you return an item.
Remove items from purchasing with No Purchasing Needed
In the Vendor's draft, select the No Purchasing Needed icon beside the group or line.
Hoops saves the change to the Job and shows a confirmation, for example Updated Job #18. The items leave the draft.
The items are no longer part of purchasing, and they don't reappear in the Queue unless you return them.
Find items marked No Purchasing Needed
Open the Job and select the Purchasing tab.
Look for the No Purchasing Needed section. Items are grouped by Vendor. Expand a Vendor to see them.
Return items to purchasing
On the Job's Purchasing tab, expand the Vendor in the No Purchasing Needed section.
Select the icon at the top of the group, or beside a single line. Its tooltip reads Return to Queue for Purchasing.
Hoops saves the change and the items move to Needs to be added to a PO. They are in the Queue again, with the Vendor.
Things to know
Whole groups or single lines. The icons at a group header apply to everything in the group. The icons beside a line apply to that line.
Decorations. Decorations and their setup costs have their own icons. Hover over an icon to see what it will do.
Decoration quantities are handled separately. If you mark some or all of a product as No Purchasing Needed, the quantity of its decorations stays the same. For example, if you need 100 shirts and 100 prints, and you find 50 shirts in your stock room, you still need 100 prints. Change a decoration's quantity yourself if the Job needs fewer.
Items with no Vendor. If an item has no Vendor assigned, you can hold it back with Order Later, but not mark it as No Purchasing Needed.
Deleting a Purchase Order returns its items to the Queue.
To choose whole Jobs rather than individual items, see Choose Which Jobs and Items to Include on a Purchase Order. If a Vendor can only supply part of an order after the PO exists, see Purchase Order Ordering Actions.