Purchasing in Hoops follows one simple idea: Need it → Bought it → Got it.
Hoops works out what you need from your Jobs. You place the order so you've bought it. When the goods arrive, you record that you've got it, and Hoops keeps track of anything still outstanding.
This article walks through the three stages and shows which screen to use at each one. Each stage has its own articles with the details.
Stage | The question | Where you work |
Need it | What do I still need to buy? | Purchasing Queue, or a Job's Purchasing tab |
Bought it | Which Purchase Orders have I created, and have I ordered them? | Purchasing Board |
Got it | What has arrived, and what's still to come? | The Purchase Order, on the Purchasing Board |
Your SalesDoc and Job names may be different depending on your organization's Hoops settings.
Need it
Purchasing starts with a Job. When you've sold something to your customer, convert the SalesDoc to a Job. The Job brings across the products, decorations, and costs you sold.
Hoops then works out what you need to buy. Every product, decoration, or additional cost on a Job that has a Vendor and isn't on a Purchase Order yet becomes a purchasing requirement. You don't add them yourself.
Those requirements collect in the Purchasing Queue, grouped by Vendor across all of your Jobs. An item in the Queue has not been ordered. It's a reminder that something still needs buying. To learn more, see Understanding the Purchasing Queue.
Bought it
When you're ready to buy, you create a Purchase Order for a Vendor. You can do this in two ways:
From the Purchasing Queue, for one or more Jobs. The Queue is the place to buy for several Jobs at once. For example, if five Jobs need items from the same Vendor, one Purchase Order can cover all five. See Create a Purchase Order from the Purchasing Queue and Choose Which Jobs and Items to Include on a Purchase Order.
From a single Job. If you only need to buy for one Job, open the Job and go to its Purchasing tab. Under Needs to be added to a PO, you'll see that Job's requirements grouped by Vendor, and you can create Purchase Orders for just that Job.
Creating a Purchase Order and ordering are separate steps. Once the Purchase Order exists, the items have left the Queue and you manage it on the Purchasing Board. When you've placed the order with your Vendor, you mark the items as ordered. See Understanding the Purchasing Board and Ordering and Receiving Purchase Orders.
Got it
When goods arrive, open the Purchase Order and mark the items as received. If a delivery is short, you can record what arrived, and Hoops keeps track of the quantities still outstanding. Hoops uses these steps to update the Purchase Order's status. To learn what each status means, see Understanding Purchase Order Status.
Two screens, two jobs
The Queue and the Board both sit under Purchasing in the left-hand menu, and they answer different questions.
Screen | The question it answers | Where to find it |
Purchasing Queue | What do I still need to buy? | Purchasing > PURCHASING QUEUE |
Purchasing Board | Which Purchase Orders have I created, and where are they up to? | Purchasing |
Selecting Purchasing in the left-hand menu opens the Purchasing Board. It lists one row per Purchase Order. Like SalesBoard and JobBoard, you can save views, filter, and choose which columns to show. For an introduction to Boards in general, see How Boards Work in Hoops.
The PURCHASING QUEUE button at the top right takes you to the Queue.