My Vendor delivered less than I expected, or the delivery didn't arrive. What should I do?
When goods don't arrive as ordered, you tell Hoops what actually arrived and what you want to do about the rest. The choice decides whether the missing items stay on the Purchase Order (PO), go back to the Purchasing Queue to be ordered again, or are dropped. This article helps you choose. For the full definition of each receiving action, see Purchase Order Receiving Actions.
First: is it late, missing, or partly here?
These are three different situations:
Still expected. The Vendor is still shipping it and you haven't heard otherwise. Leave the items as Ordered. Don't use Not Received just because you're still waiting. Mark them Received when they arrive.
Confirmed missing. The delivery didn't arrive and you know it won't, or you want to deal with it now. Use Not Received.
Only some arrived. Use Partially Received.
Which action should I use?
What happened | What to do |
Everything arrived. | Mark the items as Received. |
Some arrived, and you need to buy the rest again. | Partially Received, then Reorder - Send Missing Items to the Queue. |
Some arrived, and the Vendor is still sending the rest on this order. | Partially Received, then Still Waiting - Leave Missing Items on this PO. |
Some arrived, and you don't need the rest. | Partially Received, then Mark Missing Items as No Purchase. |
Nothing arrived, and you want to order it again. | Not Received, then Reorder - Send Missing Items to the Queue. |
Nothing arrived, and the Vendor is still sending it on this order. | Leave the items Ordered until they arrive, or use Not Received, then Still Waiting - Leave Missing Items on this PO. |
Nothing arrived, and you don't need it. | Not Received, then Mark Missing Items as No Purchase. |
Where to record a delivery
You record deliveries in the Purchase Order's ACTIONS VIEW.
Go to Purchasing and select the Purchase Order number to open it.
Make sure ACTIONS VIEW is selected at the top of the Purchase Order.
Find the Status column on the right. Each row has three buttons: a blue one for ordering actions, a green one for receiving, and the ... button (More Actions).
Use the buttons on the row you want to work on. The buttons in the table heading apply to the whole Purchase Order, and the buttons on the rows below apply to a group, a product, or a single size and color line.
The green button marks the items on that row as Received in one step. For Partially Received and Not Received, select the ... button, which opens the menu of receiving actions.
Record a partial delivery
Go to Purchasing and select the Purchase Order number.
In ACTIONS VIEW, find the size and color line for the Job that arrived short.
Select the ... button (More Actions), then Partially Received.
Enter the Quantity Received. It starts as the full quantity, so change it to what arrived. Quantity Not Received updates for you.
Choose what happens to the missing items.
Select CONFIRM.
Partially Received is only available on a single size and color line for a Job with a quantity of more than 1. If you need to receive part of a larger group, work through the lines one at a time.
What each decision does
For example, you ordered 24 and 18 arrived.
Decision | On the Purchase Order | In the Purchasing Queue |
Reorder the missing quantity | The line is reduced to 18 and shows Received. | The 6 missing items appear in the Queue, ready for a new Purchase Order. |
Keep waiting (Still Waiting) | The line stays at 24 and shows Received 18. | Nothing. |
Stop purchasing the missing quantity (Mark Missing Items as No Purchase) | The line is reduced to 18 and shows Received. | Nothing. The 6 missing items are removed from purchasing. |
If you chose Still Waiting, mark the line Received when the rest arrives. If you stopped purchasing and change your mind, you can bring the items back from the No Purchasing Needed section of the Job's Purchasing tab. See Order Later or Mark Items as No Purchasing Needed.
When nothing arrives
Not Received works like Partially Received, without the quantity fields. Hoops counts the full quantity as not received and offers the same three decisions. You can use it on the whole Purchase Order, a group, a product, or a single line.
Select the ... button (More Actions), then Not Received.
Choose what happens to the items.
Select CONFIRM.
If every item on a Job is Not Received, the Job's Purchasing status reads NOT RECEIVED, and if every item on the Purchase Order is Not Received and still on it, the Purchase Order's Status reads NOT RECEIVED. See Understanding Purchase Order Status and Understanding Purchasing Status on Jobs.