Use notes to tell your Vendor what the item list can't, such as "Left chest logo, 3.5 inches wide, white ink on the navy tees" or "Fold each shirt and bag in sets of 10." You can also keep notes that are only for your own team.
There are three ways to add notes to a Purchase Order. Choose the one that matches where the note belongs.
What you want to do | Where to add it |
Add a note next to a particular item | An item note, added from the item toolbar |
Give the Vendor instructions for the whole order | The Notes section of Vendor & Notes |
Carry a note over from the Quote or Job | Include in Purchase Order on the note in the Quote or Job |
To attach files such as artwork, see Add Attachments to a Purchase Order. Notes about a specific file are added there.
Open the Purchase Order in the editor
Go to Purchasing and select the Purchase Order number.
Select ACTIONS, then Edit.
Add a note to an item
In the preview on the left, select the item.
In the row of small icons below the item, select the Notes icon (a sticky note). A note is added under the item.
Type your note in Description. You can format the text.
Choose whether the Vendor sees it using Show to Vendor.
Save the Purchase Order.
Show to Vendor is on for a new note, so your Vendor will see it. Turn it off for notes that are only for your team.
Add notes for the whole order
In the preview, select the Vendor details at the top of the document.
In Vendor & Notes, find Notes and type your note in the text box.
Save the Purchase Order.
The Show Notes switch controls whether these order-wide notes appear on the Purchase Order. It does not affect item notes.
Keep a note internal
To keep a note off the page your Vendor sees, turn Show to Vendor off on that item note. In the editor, Hoops marks these notes with the message "This note will not be shown to the vendor," so you can tell which ones are internal. They stay visible to your team in Hoops.
Carry a note over from the Quote or Job
A note you wrote while quoting can go straight onto the Purchase Order.
On the note in the Quote or Job, turn on Include in Purchase Order.
Choose the Vendor the note is for. This decides which Purchase Orders include it.
The note is added when the Purchase Order is created from the Job.
Check what your Vendor will see
Select ACTIONS, then Preview to see the Vendor-facing page, including the notes you've chosen to share. Use this for a final check before you send.
VENDOR VIEW is an internal presentation of the Purchase Order. It's useful for your team, but it isn't an exact copy of the page your Vendor opens, so don't rely on it to check which notes are hidden.
For orders where a decorator receives blank garments, decoration instructions usually belong in notes. See Create Purchase Orders for Outsourced Decoration. When you're ready, see Send a Purchase Order to a Vendor.