Set Up Vendor Actions and Purchase Order Status Updates

You can let your Vendors acknowledge a Purchase Order with a click, and keep your team informed without chasing anyone. When you send a Purchase Order, your Vendor opens it on a page with buttons such as DOWNLOAD PDF and ACCEPT. Hoops can update the Vendor Status on your Purchase Order automatically when it's created, when you send it, and when your Vendor accepts it.

This article shows you how to choose the buttons your Vendor sees and how to set the Vendor Status updates.

Open the Actions settings

Go to Purchasing and select the Purchase Order number.
Select ACTIONS, then Edit.
In the preview, select the row of buttons at the top of the document.

The Actions settings open on the right.

Choose the buttons your Vendor sees

Under Vendor Actions, you'll see the four buttons your Vendor can have.

Button	What your Vendor can do
DOWNLOAD PDF	Download the Purchase Order as a PDF.
DOWNLOAD ATTACHMENTS	Download the files attached to the Purchase Order. This button only shows when the Purchase Order has attachments.
LEAVE COMMENT	Write a comment on the Purchase Order. The comment is added to the Purchase Order's comments in Hoops.
ACCEPT	Tell you they've accepted the Purchase Order. Hoops emails the Purchase Order's owner to let them know.

The Vendor Actions settings in the Purchase Order editor

For each button you can:

turn the Enable switch off to hide it from your Vendor;
choose a Color;
change the Button Text, for example to rename ACCEPT to CONFIRM ORDER.

All four buttons are on by default. To see the buttons as your Vendor sees them, use ACTIONS, then Preview. See Send a Purchase Order to a Vendor.

Update the Vendor Status automatically

Under Purchase Order Status, choose what Hoops should set at three moments.

When	Default
On PO Creation: when you first save the Purchase Order	Vendor Status is set to CREATED.
On PO Send: each time you send the Purchase Order	Vendor Status is set to SENT TO VENDOR.
When Vendor Clicks ACCEPT: when your Vendor selects the accept button	Vendor Status is set to ACCEPTED BY VENDOR.

The Purchase Order Status settings for On PO Creation, On PO Send and When Vendor Clicks Accept

For each one, the first drop-down chooses which status field to update, and the second chooses the status. Select the x to clear a drop-down if you don't want Hoops to change anything at that moment.

On PO Send runs every time you send the Purchase Order, so sending it again can trigger the same update again.

Vendor Status is not the same as Status

On the Purchasing Board, the Vendor Status column shows where the Purchase Order is up to with your Vendor: created, sent, or accepted. This is the only status these settings change.

The separate Status column follows what happens to the items as you order and receive them. See Understanding Purchase Order Status. To act on purchasing progress in JobBoard, see Use Purchasing Status in JobBoard Automations.

Use your settings on future Purchase Orders

Changes in Actions apply to the Purchase Order you're editing. To use the same settings on future Purchase Orders, select Save as Default in the message that appears at the bottom of the settings.

This changes the default for your whole company, but only for Purchase Orders created from then on. Purchase Orders you've already created keep their settings.