Receiving actions let you tell Hoops what arrived from your Vendor. When everything arrives, you mark the items as Received. When only part arrives, or nothing arrives, you choose what Hoops should do about the missing items.
This article is the reference for every receiving action: where it's available and what it does to the Purchase Order (PO), the Purchasing Queue, and statuses. For help deciding what to do about a short or missing delivery, see Handle Partial or Missing Deliveries.
Find the receiving 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 Receiving Actions are in the lower part of the menu. You can also select the green button beside the ... button to mark items as Received in one step.
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 Received | Yes | Yes | Yes | Yes |
Not Received | Yes | Yes | Yes | Yes |
Partially Received | No | No | No | Yes (when the quantity is more than 1) |
When you use an action on a whole Purchase Order, a group, or a product, it applies to every item beneath it that hasn't been received yet.
Mark Received
Use Mark Received when the items have arrived in full. The items change to Received, the quantity received is the quantity you ordered, and the Purchasing status of linked Jobs updates.
If you select Mark Received on a line where only part of the quantity was ordered, for example after Supplier Backorder, Hoops opens the Partially Received dialog with the quantity you ordered filled in, so the rest is never dropped without a choice.
Not Received
Use Not Received when a delivery didn't arrive at all. Hoops counts the full quantity as not received, then asks what you want to do about the items. It offers the same three choices as Partially Received, without the quantity fields.
Select Not Received.
Choose what happens to the items.
Select CONFIRM.
Partially Received
Use Partially Received when only some of a line arrived.
Enter the Quantity Received. It starts as the full quantity, so change it to the amount that arrived. Quantity Not Received updates for you.
Choose what happens to the missing items.
Select CONFIRM.
The three choices for missing items
Both Not Received and Partially Received ask what should happen to the missing quantity. For example, you ordered 24 and 18 arrived:
Choice | On the Purchase Order | In the Purchasing Queue |
Reorder - Send Missing Items to the Queue (the default for Partially Received) | Reduced to the quantity received, and the line shows Received. | The missing quantity, ready for a new Purchase Order. |
Still Waiting - Leave Missing Items on this PO | The full quantity stays, and the line shows how many you've received so far, for example Received 18. | Nothing. |
Mark Missing Items as No Purchase | Reduced to the quantity received, and the line shows Received. | Nothing. The missing items are removed from purchasing and listed in the No Purchasing Needed section of the Job's Purchasing tab. |
Choose Reorder when you need to buy the missing items again.
Choose Still Waiting when the Vendor is still sending them on this order. Mark the line Received when the rest arrives.
Choose Mark Missing Items as No Purchase when you no longer need them. You can bring them back later. See Order Later or Mark Items as No Purchasing Needed.
With Not Received, the whole quantity is the missing quantity, so Reorder returns all of it to the Queue and Mark Missing Items as No Purchase removes all of it.
What changes after you receive items
On the Purchase Order
The item's status chip changes, for example to Received.
The Purchase Order's Status updates. It becomes PARTIALLY RECEIVED or RECEIVED, depending on what's been received, and NOT RECEIVED when you leave the items on the Purchase Order and every item is Not Received. See Understanding Purchase Order Status.
On the Job
The Job has its own Purchasing status, separate from the Purchase Order's Status. It updates as items are received. If every item on a Job is Not Received, the Job's Purchasing status reads NOT RECEIVED. On the Job's Purchasing tab, items still on the Purchase Order are listed under Not Received, and items you reordered appear in the Queue again. See Understanding Purchasing Status on Jobs.
Correcting a mistake
If you choose the wrong action, you can correct it. See Reset the Ordering or Receiving Status of an Item.