> 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/retail-plan-page/order/prepare-retail-purchases.md). # Prepare retail purchases The retail plan's **Order** tab brings together the flowers and hard goods required by its products. Use **Summary** to compare requirements with existing purchase orders, and **Purchase Orders** to review orders associated with this plan. First check the [product quantities and ingredients](/reference/retail-plan-page/recipes/plan-product-quantities-and-ingredients.md). The Order tab uses those amounts to calculate what the plan needs.
Retail plan Order Summary showing aggregated flower quantities, buying groups, costs, vendor locations, and item selection controls.
## Read the Summary Open **Order** > **Summary**. Items are grouped by vendor location. **Unknown Location** means that an item does not have a selected vendor location. * **Qty.** is the number of individual units required by the plan's products. * **Group Qty.** is the number of buying groups, such as bunches, based on the item's planning price. * **Cost** is the planning cost for that quantity. * **Waste**, shown before orders exist, is the difference between the exact requirement and the amount in whole buying groups. For example, 20 products containing eight roses each require 160 stems. If the buying group contains 25 stems, seven groups provide 175 stems, leaving 15 more than the planned requirement. When linked purchase orders exist, **Planning** and **Ordered** show the comparison. **Need** is positive when more is still required, zero when the orders cover the requirement, or marked **extra** when ordered quantities exceed it. These values compare recorded orders with the plan; they do not count stock on hand or change a product's recipe. Select the arrow beside an item to see its sources. Compare the product quantities and ingredient amounts with the linked purchase-order quantities. If a warning indicates different group sizes, open **Price Group Quantity Mismatch** and review the planning and purchase-order prices before changing either one. ## Choose items and vendors 1. Select the checkbox beside each item to include. A vendor-heading checkbox selects that vendor's items; the table-header checkbox selects the displayed list. 2. To move selected items to another vendor, select **Change Vendor**. 3. Choose the destination vendor location in **Change Vendor for Selected Items**, then confirm with **Change Vendor**. 4. Recheck **Group Qty.** and **Cost**, because vendor pricing can change those calculations. Selecting a vendor heading does not itself assign that vendor. Editing requires access to change the plan. ## Create and review purchase orders Select **Order** for the items you intend to buy. If the selection spans vendor locations, choose the vendor for the order. In **Add New Order**, review **Order Number**, **Status**, **Order Date**, **Delivery Date**, vendor, notes, item quantities, and prices before selecting **Add Order**. The order appears under **Purchase Orders**. Return to **Summary** to compare its ordered quantities with the remaining **Need**. Creating the record does not send an order to the vendor or pay for it. Use the order's menu to edit it, its status control to record progress, and **Copy Order** to prepare information to share separately. [Edit order details and items](/reference/purchasing/orders/edit-order-details-and-items.md) explains the shared order editor. An order can combine this plan with other retail plans or events. If FlowerBuddy warns that this plan's view is incomplete, review that order on [Purchasing](/reference/purchasing.md), where all its associated plans and events can be considered together. ## Export or copy the plan Open **Export** or **Export Plan** above Summary. Choose **Download PDF**, **Download CSV**, **Copy Table**, or **Copy Table (Plain Text)**. Selected items limit the output; with no selection, the output includes displayed items with a positive planned quantity. Review the individual and group counts before sharing the file or pasted table. An export describes the plan. It does not create a purchase order, send information to a vendor, or add the download to **Saved Order Documents**.