How to send a revision and export an order

Once a supplier has told you what they can supply and you have typed it into the Revised column, the revision goes back to them in writing. Sending it, downloading the order, closing it short and cancelling it all live in the ⋯ menu beside Receive shipment on an order's page in What are suppliers and purchase orders? (Buying › Purchase orders).

Before you start

• To send a revision, close or cancel an order, or reopen one, you need the same two rows in Settings › Permissions as for writing an order: Change stock, receiving and store settings and Edit purchase orders and the buying calendar. See How to write a purchase order.
• To download an order, you only need to be able to open it. Someone with view access still gets the ⋯ menu, holding the two downloads.
• The order needs at least one product.

How do you send a revision?

1. Fill in Revised for every line, per How to add products and choose your columns.
2. Press ⋯, then Send revision.
3. Read the dialog, and add a Message to vendor if you want one.
4. Press Send to followed by the vendor's name, such as Send to Kaimen Knitwear.

The email carries the order as a PDF and a CSV, named after the PO number.

What does the dialog show before it goes?

The To row names the supplier and the address it goes to: the supplier's Sales contact, or else its primary contact, or else another contact, counting only contacts with an email.

With no contact email, it uses the vendor email. With no address at all, the row reads No email on file with Add vendor email.

The Attached row names the two files. The Change row shows the order's original total and the revised total, and how many lines are confirmed, such as 12 of 12 lines confirmed.

Read that money line: it is the last check before the supplier has it in writing. When the order has a discount, fees or tax, a line under it says the subtotal comes first and then those costs.

The From row shows the name the supplier will see, built from your name and your company's. Beneath it, Replies go to shows your own email address, so the supplier's answer comes back to you.

What price does the supplier see?

The unit cost agreed on this order: the one you typed, or the one the order was imported with. Your Shopify cost never goes to a supplier.

A line with no agreed cost goes out with the cost left empty and stays out of the total. The dialog warns you how many lines that applies to, so you can fill them in first.

Why is Send greyed out?

Most often because some lines have no confirmed quantity. The dialog says how many, and that sending now would tell the supplier to cancel them.

A blank Revised box would reach the supplier as zero, and zero reads as "cancel this line". Fill in every revised quantity, including the lines that stay the same, then send.

Send revision is also greyed on an order with no products.

What happens to a line you revised to zero?

It leaves the order once the revision is sent. The supplier has been told, so the product no longer sits in the table for whoever receives the goods.

The order's Activity records that lines were cancelled. Totals do not change, because those lines were contributing nothing.

To see them again, open Customize columns (the icon at the left of the Product heading) and tick Show cancelled lines under Revisions. Changing a cancelled line's Revised number puts it back on the order.

How do you close an order that will never complete?

Press ⋯, then Close short. It appears once the order is partly received, and writes off whatever is still outstanding in Tideswell only, without changing Shopify stock.

The order moves to your finished stage, Closed by default. Reopen, in the same menu, puts it back in the stage it was in before. When to close short and when to revise a line instead is in How to handle a backorder.

How do you cancel an order?

Press ⋯, then Cancel order, then Yes, cancel order. Press Keep order to leave it as it is.

Cancel order appears only while nothing is received against the order. Once goods are in, close it short instead.

A cancelled order:

• shows Cancelled at the top of its page and moves to your Cancelled stage,
• leaves your open, late and on-order lists,
• does not count against the supplier's delivery record,
• keeps its products, activity and delivery history.

Shopify stock does not change. Reopen in the same menu undoes the cancel and puts the order back in the stage it was in before.

What if you received the wrong order?

You cannot delete an order once a delivery was recorded against it, even a voided one. The delivery is the record of the stock that went into Shopify and came back out.

1. Void each delivery on the order, per How to receive a delivery.
2. Raise the correct order and receive it.
3. On the wrong order, press ⋯, then Cancel order.

How do you download an order?

Press ⋯, then Download PDF or Download CSV. They are the same two documents the supplier receives with a revision.

Use the PDF for anything that goes to a person and the CSV for anything that goes into a spreadsheet.

What is Create editorial for?

It turns the order's products into a planned item on a project, so what you have bought can become what you plan to promote.

Press ⋯, then Create editorial and choose the project, or + New project. The title, Target date and write-up start filled in from the order and its products, so change what you need and press Create editorial.

The planned item can then be scheduled and promoted into real tasks. See How to plan what goes out and when.

Where is the order's history?

In the Memory panel at the foot of the order. Decisions & outcomes records why you placed the order and whether it did what you expected. Activity holds comments and every change.

Recording the decision at the time costs a minute and is the only way the answer exists later. See What are decisions and track records?.

To hear when somebody comments on the order, go to Following in the Properties panel and press Not following, so it reads Following comments.

Your workspace may use its own words for purchase orders and suppliers; Settings › Terminology shows both.