Customers change their minds. When the quantity on a Job goes up or down after you've started buying, what you need to do depends on one thing: is the item still in the Purchasing Queue, or is it already on a Purchase Order?
This article explains what Hoops updates for you, what you need to review yourself, and what to do in each case.
If the item is still in the Queue
Items that haven't been put on a Purchase Order always show the Job's current quantity. If the customer changes the quantity, there's nothing else to do:
Change the quantity on the Job and save.
Go to Purchasing and select PURCHASING QUEUE.
The Vendor's row shows the new quantity. If you already had the Queue open, reload it to see the change.
If the item is already on a Purchase Order
Once an item is on a Purchase Order, the Purchase Order has its own quantity. Hoops doesn't change the Purchase Order when the Job changes, so it's your job to review it. What you do depends on which way the quantity moved.
The Job quantity | What Hoops does | What you do |
Goes up | The extra quantity goes back into the Purchasing Queue. The existing Purchase Order stays as it is. | Create a Purchase Order from the Queue for the extra quantity. |
Goes down | Nothing. The Purchase Order keeps the original quantity, and nothing warns you. | Edit the Purchase Order to the lower quantity. |
When the quantity goes up
The extra items return to the Queue, so you don't need to add them to the original Purchase Order. When you open the Vendor's row in the Queue, the quantity is only the difference. For example, if you ordered 100 shirts and the customer now wants 120, the Queue shows 20.
Create a Purchase Order from the Queue as usual. See Create a Purchase Order from the Purchasing Queue.
When the quantity goes down
Hoops doesn't lower the Purchase Order for you, so it keeps showing the quantity you originally bought. For example, if you ordered 100 shirts and the customer now wants 80, the Purchase Order still says 100 until you change it. To correct it:
Go to Purchasing and select the Purchase Order number.
Select ACTIONS, then Edit.
Change the quantity to match the Job, then save.
When you lower a quantity on a Purchase Order, the units you removed return to the Queue so they aren't lost. If you don't want to buy them, use Order Later or No Purchasing Needed on them in the Queue. See Order Later or Mark Items as No Purchasing Needed.
If the quantity changes by a lot, you can also delete the Purchase Order and create a new one from the Queue. Only delete a Purchase Order that hasn't been sent to your Vendor.
If you've already sent the Purchase Order or ordered the items
⚠️ Important
Changes to a Job aren't automatically communicated to your Vendor. Hoops also doesn't update an invoice or bill you've already sent to your accounting system.
If the Purchase Order has already gone to your Vendor, tell them about the change first, and then update the Purchase Order so it matches what you agreed. If you edit a Purchase Order that was already sent, send it again.
A quick check when a quantity changes
Is the item still in the Queue? If so, there's nothing to do.
Is it on a Purchase Order? Compare the Purchase Order quantity to the Job quantity.
Is the Job quantity higher? Look for the extra items in the Queue.
Is it lower? Edit the Purchase Order.
Has the Purchase Order been sent? Let your Vendor know.