Every Purchase Order (PO) has a Status that tells you where it's up to: not ordered yet, partly ordered, waiting on a backorder, partly received, or finished. Hoops works out the Status for you from the items on that Purchase Order, and you can't change it by hand.
You can see the Status in the Status column of the Purchasing Board, and at the top of each Purchase Order.
The statuses
Status | What it means |
CREATED | None of the items have been ordered yet, or the Purchase Order has no items left. Every new Purchase Order starts here. |
PARTIALLY ORDERED | Some items have been marked as ordered, and some haven't. |
ORDERED | Every item has been ordered, and none have been received. |
BACKORDER | At least one ordered item is on Supplier Backorder with an expected delivery date. |
PARTIALLY RECEIVED | Every item has been ordered, and some, but not all, have been received. |
RECEIVED | Every item has been received. |
NOT RECEIVED | Every item has been marked Not Received. |
How Hoops chooses the status
Hoops looks at all the items on the Purchase Order together.
BACKORDER takes priority. While any ordered item is still on Supplier Backorder with an expected delivery date, the Purchase Order shows BACKORDER, even if the other items have been received. The backorder ends when you receive the item or reset it.
Otherwise, the status follows progress. It moves from CREATED to PARTIALLY ORDERED to ORDERED, then to PARTIALLY RECEIVED and finally RECEIVED.
NOT RECEIVED only appears when every item on the Purchase Order has been marked Not Received.
For example, a Purchase Order with three items:
Where the items are up to | Status |
None ordered | CREATED |
Two ordered, one not | PARTIALLY ORDERED |
All three ordered | ORDERED |
All ordered, one received | PARTIALLY RECEIVED |
All ordered, one on Supplier Backorder with an expected date | BACKORDER |
All three received | RECEIVED |
All three marked Not Received | NOT RECEIVED |
All ordered, one marked Not Received | ORDERED |
An item marked Not Received counts as ordered but not received. If other items have been received, the Purchase Order shows PARTIALLY RECEIVED, not NOT RECEIVED. See Purchase Order Receiving Actions.
Only the items on the Purchase Order count. Notes and the blank garments shown for reference on a decorator's Purchase Order are left out, and so are items that have been removed from the Purchase Order. If you remove every item, the Status goes back to CREATED and Hoops offers to delete the empty Purchase Order.
The status updates when you work on the items
You don't set the status yourself. It changes when you use the ordering and receiving actions on the items. See Ordering and Receiving Purchase Orders.
Not every backorder action puts the Purchase Order on BACKORDER:
Supplier Backorder with an expected date keeps the item on the Purchase Order, so the Purchase Order shows BACKORDER.
Remove and Backorder returns the unavailable quantity to the Purchasing Queue. The Purchase Order itself doesn't go on BACKORDER, because its status follows the items that are left on it.
Four statuses that track different things
Purchase Order Status is one of four statuses you'll see across Purchasing. They answer different questions, and each is updated in its own way.
Status type | What it tracks |
Purchase Order Status | Ordering and receiving progress for the items on a particular Purchase Order. |
Vendor Status | Communication and acknowledgment between your business and its Vendor. |
Job Purchasing Status | Overall purchasing progress across a Job's items and Vendors. |
Accounting Status | Whether a Purchase Order has been sent or synchronized with your connected accounting system. |
Purchase Order Status (this article) is calculated from the items and can't be changed by hand.
Vendor Status, such as SENT TO VENDOR or ACCEPTED BY VENDOR, follows your communication with the Vendor. Hoops can set it automatically when you send the Purchase Order or your Vendor accepts it. See Set Up Vendor Actions and Purchase Order Status Updates.
Job Purchasing Status covers all of a Job's purchasing, including items that aren't on a Purchase Order yet. See Understanding Purchasing Status on Jobs.
Accounting Status shows where things are with your connected accounting system. See Understanding Accounting Status.