Once a Purchase Order (PO) exists, you use it to track two things: when you've ordered from your Vendor, and when the goods have arrived. In Hoops terms, ordering is the Bought it stage, and receiving is Got it. See How Purchasing Works in Hoops for the full picture.
Creating or sending a Purchase Order isn't the same as ordering. A new Purchase Order's items show Pending until you mark them as Ordered, and they stay Ordered until you mark them as Received. This article is a short overview of that sequence and where the controls are.
Open the Purchase Order
Go to Purchasing.
Select the Purchase Order number.
The Purchase Order opens with three view buttons above it.
View | What it's for |
ACTIONS VIEW | Working on the Purchase Order: marking items as ordered and received. This is the view you start in. |
VENDOR VIEW | An internal presentation of the Purchase Order for your team, without details like your Job numbers. To inspect the actual page your Vendor opens, select ACTIONS, then Preview. |
UNPACKING VIEW | Sorting goods by Job when they arrive. See Use the Purchase Order Unpacking View. |
Where the controls are
In ACTIONS VIEW, each line has a Status and three small buttons:
the blue button marks the item as Ordered;
the green button marks the item as Received;
the ... button opens More Actions, with Ordering Actions and Receiving Actions for when things don't go as planned.
The same three buttons appear at every level where an action is available: the whole Purchase Order (beside Actions at the top of the table), each group of items, each product, and each size and color line for a Job. Point to a button to see exactly what it will do.
The usual sequence
Place your order with the Vendor. Sending the Purchase Order doesn't change its items. They show Pending.
Mark the items as Ordered. Select the blue button at the level you want, and confirm. To mark everything at once, use the button at the top of the Purchase Order.
When the goods arrive, mark them as Received. Select the green button at the level that matches what arrived, and confirm.
Marking at a higher level only changes the items below it that haven't already been ordered or received, so it's safe to mark a whole Purchase Order after you've handled some lines.
Each time you mark items, Hoops updates the Purchase Order's status and the Purchasing status of the linked Jobs. To learn what the statuses mean, see Understanding Purchase Order Status and Understanding Purchasing Status on Jobs.
When things don't go to plan
Use the ... button for anything other than a straightforward order or delivery:
The Vendor can only supply part of an order. See Handle Backorders and Partially Available Stock, or the complete list of actions in Purchase Order Ordering Actions.
The goods arrive short or don't arrive. See Handle Partial or Missing Deliveries, or the complete list of actions in Purchase Order Receiving Actions.
You marked something by mistake. See Reset the Ordering or Receiving Status of an Item.