> For the complete documentation index, see [llms.txt](https://help.flowerbuddy.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.flowerbuddy.co/reference/event-page/order/purchase-orders.md).

# Purchase Orders

**Purchase Orders** records what you plan to buy for the event. Each order can keep its vendor, order number, order date, delivery date, linked events, notes, flowers, hard goods, prices, quantities, status, and **Order Total** together.

The status describes the order's state in FlowerBuddy. Changing a status does not send the order to a vendor or update a vendor's system.

## Create an order from event needs

After you select event needs, **Add New Order** brings the vendor, dates, notes, quantities, and prices together for review before you save the purchase order.

<div data-with-frame="true"><figure><img src="https://2616748322-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtdSEPutB4SrRwwUMOIx%2Fuploads%2Fgit-blob-111a6da77c129df138ed76a22a913983dc2a92dd%2F03-add-order-dialog.jpg?alt=media" alt="FlowerBuddy Add New Order dialog showing order and delivery dates, vendor and notes fields, populated flower and hard-good lines with group quantities and prices, the Order Total, and the Add Order control." width="370"><figcaption></figcaption></figure></div>

1. Open the event and select **Order** > **Summary**.
2. Select the items to include. Leave every row clear to use all rows currently displayed.
3. Select **Order**. The button includes the selection count when items are selected.
4. If more than one vendor is available, choose the vendor location. Select **Add Vendor** only when the required vendor is not listed.
5. In **Add New Order**, review the event, vendor, flowers, hard goods, quantities, and prices.
6. Set **Order Date**, **Delivery Date**, and **Notes**.
7. Select **Add Order**.

The new order starts in **draft** status. The other available statuses are **submitted**, **confirmed**, and **received**. If you select **Cancel** while the creation dialog is open, FlowerBuddy removes the incomplete draft rather than saving it for later.

## Manage details, quantities, and prices

Open the order card menu and select **Edit**. In **Edit Order**, you can update **Order Number**, **Status**, **Order Date**, **Delivery Date**, **Vendor**, and **Notes**. Text fields save when you leave them. Dates, status, and vendor save when you choose a value. You can also select **Add Notes** on the card and leave the field to save a note.

Changing the vendor while the order is in **draft** status can also change the order-item vendor and matching prices. Review each line's **Price Ea.** and the **Order Total** afterward.

Each line shows **Group Qty.**, calculated **Qty.**, and **Price Ea.** Change **Group Qty.** with the plus or minus control or enter a value directly. FlowerBuddy recalculates the individual quantity and the **Order Total**. Select the price control to open **Edit Order Item Price**, then review **Order Item Pricing** and **Core Data Item Prices** for the vendor. If the line has no price, the order can show **Price not set** and the total cannot represent a complete cost.

To add a flower or hard good, use the matching **Flower** or **Hard Good** control. To remove a line, select its delete control, review **Confirm Remove Item**, and select **Remove Item**. The line disappears and the order total and event Summary values recalculate.

## Review discrepancies

The warning icon beside an item opens **Price Group Quantity Mismatch** when the planning price assumes a different quantity per group from one or more purchase orders. Compare the **Planning price** with each order price, vendor, delivery date, and quantity per group. If the plan should use a different group size, select **Edit Cost** on Summary. If the purchase order should use a different price or group size, edit that order line. Recheck **Group Qty.**, **Qty.**, **Need**, and **Order Total** after either action.

If Summary warns that multi-event order data may be incomplete or inaccurate, use **Manage Orders For This Event** and review the full shared order in **Purchasing** before changing it.

## Copy or delete an order

On the order card or in **Edit Order**, select **Export**. Choose **Copy Order** for a formatted table or **Copy Order (Plain Text)** for plain-text lines with group and unit counts. FlowerBuddy confirms the action with **Order Copied**.

To delete an order, open its menu, select **Delete**, review **Confirm Delete Order**, and select **Delete Order**. Deleting removes the order and its order-specific item prices. It also changes the ordered quantity and **Need** values in Summary. Before deleting, check whether another linked event depends on the order.

## Manage a multi-event order

When an order is linked to multiple events, its line items are read-only on the event page. Select **Manage Order** to open the **Create & Manage Orders** tab on the **Purchasing** page. Review and change the shared order there with all of its linked events.