Your Vendor needs the right artwork to produce the right thing. Artwork reaches a Purchase Order from the Job: approved proofs are attached for you, and files you attach yourself.
This article explains how the Job and the Purchase Order connect, and how to check and change the attachments on the Purchase Order. It links to the articles that cover the Job side step by step.
What reaches the Purchase Order, and how
On the Job | How it reaches the Purchase Order |
An approved proof linked to an item | Attached automatically when the Purchase Order is created |
A proof that is awaiting approval | Not attached. It is listed in the editor so you can attach it yourself |
A proof that isn't linked to any item | Not attached. It is listed in the editor so you can attach it yourself |
A file on the Job's Files tab | Not attached. Tick it in the editor |
Get your artwork ready on the Job
Do these on the Job, before you create the Purchase Order.
Upload each proof and link it to the items it is for. See Upload Proofs and Link Them to Job Items.
Get each proof approved. A proof is approved when your customer approves it in the Proof Portal, or when you choose Approve from the proof's menu on the Proofs tab. To send proofs to your customer, see Upload and Send Proofs for Approval. To see what happens when they respond, see What Happens When a Customer Approves or Rejects a Proof?
Add any other artwork or instructions as Job files. See Add Files to Jobs. To reuse a customer's earlier files and proofs, see Reuse Files and Proofs Across SalesDocs and Jobs.
Where a linked proof goes
What you link a proof to decides which Purchase Order items it is attached to:
A proof linked to a product, such as "5001 - STAPLE TEE", is attached to that product and to its decoration.
A proof linked only to a decoration, such as "Embroidery Small Logo", is attached to that decoration only.
A proof linked to nothing isn't attached to anything.
Create the Purchase Order
Create the Purchase Order as normal. See Create a Purchase Order from the Purchasing Queue.
When the Purchase Order is created, Hoops attaches each approved proof to the items it is linked to.
This happens once, when the Purchase Order is created. If you approve a proof after that, it isn't added to the existing Purchase Order. Attach it yourself in the editor.
Add or change attachments in the editor
On the Purchase Order, select ACTIONS, then Edit.
In the preview, select the item.
In the toolbox, find Files & Attachments and select View All Attachments.
The toolbox has two lists:
Linked Files & Proofs shows every file and proof on the Purchase Order's Jobs. If the Purchase Order covers several Jobs, use the Job # buttons to choose which Jobs you see.
Uploaded Files & Attachments shows files you have uploaded to this Purchase Order.
Tick the box beside a file to attach it to the selected item. Clear the box to remove it from that item. Other items keep their own attachments. Then save the Purchase Order.
Upload a file to the Purchase Order
There are two ways to upload a file that isn't on the Job:
Drag it onto the item in the preview. The file is uploaded and attached to that item.
Drag it into the upload area in the toolbox, or click the area to choose it. Then tick the file to attach it.
A file you upload in the toolbox but don't tick isn't kept when you save.
Add a note to a file
When a file is ticked, a box appears beside it. Use it to tell your Vendor how to use the file, such as where a logo goes or which colors to use.
If the file came from the Job's Files tab, the box starts with the file's Description. You can change it. Changing it on the Purchase Order doesn't change the Description on the Job.
For notes about the order itself, or notes only for your team, see Add Notes to a Purchase Order.
Check what your Vendor will see
On the Purchase Order, select ACTIONS, then Preview.
Each attachment appears under its item with a thumbnail, a download icon, its filename and any notes. It is labeled Attached file or Attached proof. Your Vendor also gets a DOWNLOAD ATTACHMENTS button.
When you're ready, see Send a Purchase Order to a Vendor. To change other details first, see Create and Edit a Purchase Order.
Good to know
Approve and link first. Approve each proof, and link it to the right items, before you create the Purchase Order.
Check proofs you attach yourself. The editor lists proofs that are still awaiting approval, with no status shown. If you tick one, your Vendor sees it as an Attached proof. Check the proof's status on the Job first.
Late changes need a manual step. A proof approved after the Purchase Order was created isn't added. Tick it in the editor.
Tick uploaded files. Only ticked files stay on the Purchase Order.