Every Job has a Purchasing status that shows how far along its purchasing is, from nothing ordered to everything received. Hoops calculates it for you from the Job's items and the Purchase Orders (POs) they're on, and it's locked: you can't change it by hand. As you put items on Purchase Orders, order them, and receive them, the status moves with them.
Where to see it
You'll find the Purchasing status in two places:
the Purchasing column on the JobBoard;
the Purchasing status at the top of each Job.
Purchasing is not a customizable status column
The Purchasing column is calculated by Hoops and can't be edited. It's different from the status columns your team creates and updates by hand. For example, your JobBoard may also have a Stock column. Stock is a customizable status column that your team can set up and update. Any other column you've named something like "Goods Received" or "Purchasing To Do" is also one your team manages.
Because Purchasing is calculated, you can use it to trigger an automation, but an automation can't set it. See Use Purchasing Status in JobBoard Automations.
What each status means
Status | What it means |
NONE ON PO | The Job has items that need buying, and none of them are on a Purchase Order yet. |
PARTIALLY ON PO | Some items are on Purchase Orders, and some still need to be added to one. |
ALL ON PO | Every item is on a Purchase Order, and none have been ordered yet. |
PARTIALLY ORDERED | Every item is on a Purchase Order, and some have been ordered. |
ORDERED | Every item has been ordered, and none have been received. |
PARTIALLY RECEIVED | Every item has been ordered, and some have been received. |
RECEIVED | Every item has been received. |
NOT RECEIVED | Every relevant item has been marked Not Received. Nothing arrived. |
BACKORDER | At least one item is on backorder. |
NO PURCHASING | Nothing on the Job needs to be bought. |
BACKORDER comes first. After that, Hoops checks whether anything still needs to go on a Purchase Order, and then how far the items on Purchase Orders have progressed through ordering and receiving.
Items without a Vendor, and items you've marked as No Purchasing Needed, are left out of the calculation. See Order Later or Mark Items as No Purchasing Needed.
When part of an item goes back to the Queue
Hoops looks at purchasing item by item. When part of an item's quantity returns to the Purchasing Queue, that item still has an outstanding purchasing requirement, even if some of its quantity remains on a Purchase Order.
For example, you ordered 100 bags and 80 arrived. You choose to reorder the other 20, so they return to the Queue. The Job still has purchasing to do for that item, and this can affect the Job's overall Purchasing status until the 20 are on a Purchase Order. See Purchase Order Receiving Actions.
Mixed Jobs
A Job often has items from more than one Vendor, so the status reflects the least advanced part of the Job. For example, a Job needs blank garments from one Vendor and screen printing from another. The garments are on a Purchase Order, and the screen printing is still waiting in the Purchasing Queue. The Job shows PARTIALLY ON PO until the screen printing is on a Purchase Order too.
See the details on the Job's Purchasing tab
Open the Job and select its Purchasing tab to see what's behind the status, grouped by Vendor. The tab is the most precise view of where each item is.
The tab has these sections, which appear when they apply:
Needs to be added to a PO: items still waiting in the Queue. You can create Purchase Orders for this Job from here.
Needs to be Ordered: items on a Purchase Order that haven't been ordered yet.
Been Ordered, Waiting to Receive: items you've ordered and are waiting for.
On Backorder: items with an expected date.
Received and Not Received: items you've marked as received or not received. Items under Not Received are still on their Purchase Order. Items you chose to reorder go back to the Queue instead. See Reset the Ordering or Receiving Status of an Item if you marked one by mistake.
No Purchasing Needed: items you've taken out of purchasing. You can return them to the Queue from here.
Using the status
Because Purchasing is calculated, you can base your workflow on it. For example, you can move a Job to a production status when everything has been received. See Use Purchasing Status in JobBoard Automations.
A rule that runs when the status becomes RECEIVED only runs when something has been received. When every item is marked Not Received, the status is NOT RECEIVED, so it doesn't run. See Purchase Order Receiving Actions.
The Purchasing status on a Job is separate from a Purchase Order's own Status, the Vendor Status and the Accounting Status. See Understanding Purchase Order Status for how the four compare.
The Purchasing status is only available for Jobs in the Next Generation workflow.