When your Purchase Order is ready, you send it to your Vendor by email. The email includes a link where your Vendor can open the Purchase Order online.
Creating or saving a Purchase Order doesn't send it, and Hoops doesn't email your Vendor when you edit one. Nothing reaches your Vendor until you choose to send it.
Check what your Vendor will see
Before you send, look at the page your Vendor will open:
Go to Purchasing and select the Purchase Order number.
Select ACTIONS, then Preview.
This is the external, Vendor-facing page. Check the items, prices, shipping address, notes, and attachments. On it, DOWNLOAD PDF, LEAVE COMMENT, and ACCEPT let your Vendor download the Purchase Order, reply with a comment, and accept it. You can change these buttons. See Set Up Vendor Actions and Purchase Order Status Updates.
The VENDOR VIEW button on the Purchase Order is an internal presentation of it, without details like your Job numbers and item statuses. It's handy for your team, but it isn't a guarantee of exactly what your Vendor sees, so use Preview for your final check.
To change what's on the Purchase Order first, see Set the Shipping Address on a Purchase Order and Add Attachments to a Purchase Order and Add Notes to a Purchase Order. Notes you've hidden from your Vendor are intended to stay off this page.
Send the Purchase Order
Go to Purchasing and select the Purchase Order number.
Select ACTIONS, then Send.
In the Send Purchase Order window, check the To address. Hoops fills in the Vendor's email address.
Add a CC address if you want to copy someone else. The Reply To address is the Purchase Order owner's, so your Vendor's reply comes back to them.
Choose a Template, or edit the Subject and Body to write your own message.
Select Send.
You can also send while you're editing a Purchase Order. Select SAVE & SEND in the editor to save your changes and open the same window. See Create and Edit a Purchase Order.
The Send button stays unavailable until the message has some text in the Body.
What happens after you send
Your Vendor receives an email containing your message and a link to the Purchase Order.
Hoops updates the Vendor Status on the Purchase Order according to your settings. By default it becomes SENT TO VENDOR. See Set Up Vendor Actions and Purchase Order Status Updates.
You see a message confirming that the Purchase Order was sent.
You can find the Purchase Order and its Vendor Status on the Purchasing Board. See Understanding the Purchasing Board. Sending updates the Vendor Status only. The Purchase Order's Status follows your ordering and receiving. See Understanding Purchase Order Status.
Send a Purchase Order again
If you change a Purchase Order after you've sent it, your Vendor doesn't know. Hoops doesn't send it again when you edit it, so you need to send it again yourself to let your Vendor know about the changes. For example, if a customer increases a quantity and you update the Purchase Order, send it again so your Vendor has the latest version.
To resend, follow the same steps. Each time you send it, Hoops emails your Vendor again and updates the Vendor Status again if your settings say to.