The buyer's cart: review, notes, PO and send

Where to find it

At the top of the screen, in the Cart button, which shows in parentheses how many different products you have already added. On your phone, the cart is the strip at the bottom, with the total and View.

The page opens with the title New Quote. If you reopened a quote you had saved, the title is Edit Quote followed by its number.

What to review in the cart before sending

• The items: quantity, price and total of each line. The quantity can be changed right there.
• Discount breakdown: when there is a discount for your company, a green panel lists each discount applied and, when there is more than one, the Effective one.
• Payment Terms and Freight and Delivery: cards that open with a click on the title. Check the payment terms, the freight and the delivery address.
• Notes: the message to the supplier. See the section about it below.

Have the list in a file? The Import button, at the top, accepts Excel, HTML, PDF, image or text and puts the items in the cart.

Closed-box quantity in the cart

Some products are sold in packages with several units. When the line's quantity doesn't close the package, the multiple of N mark appears below it, with the number of units in the box.

⚠️ If the supplier requires closed boxes, sending is refused with Items with invalid quantity, followed by the code and the quantity that doesn't close the box. Adjust the quantity to a multiple and send again. When the supplier only warns, the mark appears and the order goes ahead normally.

Minimum order amount in the cart

Each of the supplier's stores may have a minimum amount per order. For the buyer, it always applies: an order below the store's minimum isn't sent.

• Buying from a single store: the warning comes when you click send: the screen refuses the sending, showing the order total and the store's minimum. Add items until you go past the minimum.
• Buying from several stores: each store appears in its own block, and the one below the minimum shows Below the minimum in its header with the amount and won't be sent.

Send when the purchase has more than one store

If the cart has items from different stores of the supplier, each store becomes a separate order. When you click Send for Approval, a window confirms the split: Send N orders?, saying into how many orders the purchase will be split.

• All stores above the minimum: the button is Send N orders, with the number of stores.
• Some store below the minimum: the title changes to Minimum order not reached. Each store below the minimum appears with the total, the minimum and the — will not be sent mark. The button sends only the others, and the items of the marked stores stay in the cart for you to complete later.
• No store reaches the minimum: only Cancel is left. Add items and try again.

After sending, the screen opens the purchase with the orders side by side, or the order itself, when only one was sent. See Purchase: when one order becomes several.

Notes: the message to the supplier

The Notes card starts closed; click the title to open it. The text box (Add notes (optional)...) accepts up to 1000 characters, and the counter below shows how much has been used.

What you write there goes along with the order and the seller reads it. Use it for what doesn't fit in another field: receiving hours, an internal reference, a precaution with the delivery.

What about the PO (purchase order) number?

The buyer's cart doesn't have its own field for your company's purchase order number. If that number needs to be on the order, write it in Notes (for example, "PO 4512") or give it to your seller.

Clear Quote: delete the whole cart

The Clear button, at the top of the page (on your phone, just the trash icon), opens the Clear Quote confirmation. It says how many items the cart has and warns that it will be deleted without leaving a record anywhere.

⚠️ It can't be undone. If you want to keep what you put together, use Save Quote first.

If you are working on a quote you had already saved, the confirmation is called Discard changes: it undoes only what changed since you opened it, and the items stay there.

Save Quote: keep it to send later

At the bottom, next to Send for Approval, is Save Quote. It turns the cart into a document with a number, which leaves the cart and stays in Quotes as a Draft. From there you reopen it and send it whenever you want.

The button only appears on a new cart. On a quote you reopened, the changes are saved by themselves.

Send for Approval

It's the main button at the bottom. It sends the order to the supplier, who checks price and availability before confirming: sending is not the same as closing.

With a single store, the screen shows Order … sent! with the number and opens the order. With several stores, it confirms how many orders were sent. See Order sent: what happens now.

When it goes wrong

"Add at least one product": the cart is empty, or only has items that weren't recognized in the catalog. Choose the products before sending.

"No item eligible for sending": none of the chosen stores had an item to send.

"Payment terms … are not valid for the total of this order": the chosen terms don't apply to that amount. Change them in Payment Terms or adjust the order.

An item disappeared after sending only some stores: it didn't disappear: it belongs to a store that stayed below the minimum and is still in the cart.