Ordering actions let you tell Hoops what happened when you placed your order with a Vendor. Most of the time you'll select Mark Ordered. When the Vendor can't supply everything straight away, the other actions let you keep the item on the Purchase Order (PO), return it to the Purchasing Queue, or remove it from purchasing.
This article is the reference for every ordering action: where it's available and exactly what it does to the Purchase Order, the quantity ordered, the Queue, and dates. To decide which action fits your situation, see Handle Backorders and Partially Available Stock. For a summary of ordering and receiving, see Ordering and Receiving Purchase Orders.
Find the ordering actions
Go to Purchasing and select the Purchase Order number.
In ACTIONS VIEW, find the level you want to work on: the whole Purchase Order, a group, a product, or a single size and color line for a Job.
Select the ... button (More Actions) at that level.
The Ordering Actions are at the top of the menu.
Ordering actions are only available while an item is still Pending. After an item is ordered, the ordering actions are hidden behind Show next to Ordering Actions, and the menu offers Reset to Pending and Reset to Ordered instead. See Reset the Ordering or Receiving Status of an Item.
Where each action is available
In the screenshot, the outlines show each level of the Purchase Order in ACTIONS VIEW:
Purple: the whole Purchase Order. These are the Actions buttons at the top of the document.
Orange: a group. This is the heading row of one block of products.
Pink: a product. This is the product row inside the group.
Blue: a size and color line for one Job. These are the rows beneath the product.
Each level has its own buttons on the right. The ... button (More Actions) at that level opens the menu for the items beneath it.
The table shows which levels offer each action.
Action | Whole Purchase Order | Group | Product | Size and color line for one Job |
Mark Ordered | Yes | Yes | Yes | Yes |
Partial Order | No | No | No | Yes (when the quantity is more than 1) |
Supplier Backorder | Yes | Yes | Yes | Yes |
Remove and Backorder | No | Yes | Yes | Yes |
Remove from PO | No | Yes | Yes | Yes |
When you use an action on a whole Purchase Order, a group, or a product, it applies to every item beneath it that is still Pending. Supplier Backorder, Partial Order, and Remove and Backorder are for products and size and color lines. Decoration and setup cost lines offer only Mark Ordered and Remove from PO.
What each action does
For a line of 24, with 16 ordered now:
Action | On the Purchase Order | Quantity marked Ordered | Returned to the Queue | Marked No Purchase | Date recorded |
Mark Ordered | Whole quantity stays | All | None | None | None |
Partial Order, send to Queue | Reduced to 16 | 16 | 8 | None | None |
Partial Order, no purchase | Reduced to 16 | 16 | None | 8 | None |
Supplier Backorder | Stays at 24 | 16 | None | None | Expected Delivery Date (optional) |
Remove and Backorder | Reduced to 16 | 16 | 8 | None | Expected Availability Date (optional), on the returned 8 |
Remove from PO | Item removed | None | All 24 | None | None |
The sections below explain each action.
Mark Ordered
Use Mark Ordered when the Vendor has accepted the whole order. The items change to Ordered and the Purchasing status of linked Jobs updates. You can also select the blue button beside the ... button for the same result.
Partial Order
Use Partial Order when the Vendor can supply only some of one line.
Enter the Quantity Ordered. It starts as the full quantity, so change it to the amount the Vendor can supply. Quantity Not Ordered updates for you.
Choose what happens to the rest.
Select CONFIRM.
Send Unordered Items to the Queue (the default) returns them to the Purchasing Queue so you can order them later. The Purchase Order is updated to include only the quantity ordered.
Mark Unordered Items as No Purchase removes them from the Purchase Order and doesn't return them to the Queue. They're listed in the No Purchasing Needed section of the Job's Purchasing tab. See Order Later or Mark Items as No Purchasing Needed.
The quantity you ordered is marked Ordered. If you've already sent the Purchase Order to your accounting package, Hoops updates it there as well.
Supplier Backorder
Use Supplier Backorder when the Vendor has accepted the order and will deliver the rest later on this same Purchase Order. Everything stays on the Purchase Order and the quantity you order now is marked Ordered.
Quantity Ordered Now starts as the full quantity.
Quantity on Backorder shows what your Vendor is yet to deliver.
Expected Delivery Date records when you expect it.
Select CONFIRM BACKORDER. The line keeps its full quantity on the Purchase Order. For example, with 1,000 on the line, 800 ordered now and 200 on backorder, the line still shows 1,000.
The date decides how the item looks:
What you did | Item status |
Entered an Expected Delivery Date | Backordered, with a red calendar icon beside the quantity |
Left the date blank and ordered the full quantity | Ordered |
Left the date blank and reduced Quantity Ordered Now (for example, 8 of 12) | Ordered 8 |
While any item is Backordered, the Purchase Order's status is BACKORDER. Point to the red calendar icon to see Quantity Required, Quantity Ordered, Quantity Outstanding and the expected date. Point to the Backordered status to see the Expected Date.
Two things to know:
Entering
0in Quantity Ordered Now still orders the full quantity. To return quantity to the Queue instead, use Remove and Backorder.On a whole Purchase Order, a group, or a product, there are no quantity boxes. The Expected Delivery Date applies to every item that isn't ordered yet, and items already Ordered or Backordered keep their own status and date.
When a backordered line arrives, Mark Received opens the Partially Received dialog with the quantity you ordered now (800 in the example) filled in as Quantity Received, and Quantity Not Received showing 200. You then choose what happens to the 200: reorder them, keep waiting, or mark them as no purchase, so Hoops never drops them without a choice. See Purchase Order Receiving Actions.
Remove and Backorder
Use Remove and Backorder when you can't buy the full quantity from this Vendor now and you want the rest back in the Queue.
Quantity Ordered Now is what stays on this Purchase Order, marked Ordered. It starts as the full quantity, so if you confirm without changing it, nothing is returned.
Quantity Returned to Queue is what goes back to the Queue.
Expected Availability Date is optional. It's recorded against the items that return to the Queue. Choose the date from the calendar.
Enter 0 in Quantity Ordered Now to remove the whole line. Select REMOVE AND BACKORDER.
At the group or product level there are no quantity boxes. Every pending item is removed and returned with the one date.
⚠️ Note
Expected Delivery Date (Supplier Backorder) is when the Vendor will deliver on this Purchase Order. Expected Availability Date (Remove and Backorder) is when the Vendor expects to have stock for a later order.
Remove from PO
Use Remove from PO to take an item off the Purchase Order and return it to the Queue. The whole item goes back, and there's no date. Select REMOVE to confirm.
What returns to the Queue
Quantity that returns to the Queue shows only the amount still to buy, not the original Job quantity. In the example, the Queue shows 8, not 24. When you create a new Purchase Order from the Queue, only the returned quantity is added. See Understanding the Purchasing Queue.
The collapsed Vendor row in the Queue is labeled Estimated Total Units and Estimated Value. Expand the Vendor to see the actual quantity.