---
title: Order building and management
description: Order management in Happy Buyers allows for centralized system for creating, tracking, sharing, and managing orders—giving purchasing teams a single source of truth across all vendors and ordering channels.
---

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1. [Knowledge Base](https://knowledge.happycabbage.me/?hsLang=en)
2. [Ordering](https://knowledge.happycabbage.me/ordering?hsLang=en)
3. [Building orders](https://knowledge.happycabbage.me/ordering?hsLang=en#building-orders)

September 28, 2026

# Order building and management

## Order management in Happy Buyers provides a centralized system for creating, tracking, sharing, and managing orders to give purchasing teams a single source of truth across all vendors and ordering channels.

### **Sending and saving orders on Happy Buyers allows you to:**

- Create a **centralized order record**
- Track orders across all channels
- Have order transparency for purchasing, operations, finance, and other internal teams

 

### **Creating an order**

##### Step 1: Build your cart

![kb-order-1-build](https://knowledge.happycabbage.me/hs-fs/hubfs/kb-order-1-build.png?width=670&height=439&name=kb-order-1-build.png)

- **Add low stock product lines and products to your cart** for the vendor you are ordering from 
    - Learn more on how we recommend ordering [here!](https://knowledge.happycabbage.me/how-to-order?hsLang=en)
- [Add custom line items](https://knowledge.happycabbage.me/custom-line-items?hsLang=en)to your cart to add products that you have not carried before
- [Adjust and refine your order](https://knowledge.happycabbage.me/refining-your-order?hsLang=en)
- **Review product line details** and, if needed, specify:

- - **# Strains to Order**: How many unique products you want (i.e. variety, assortment)
    - **Product Line Notes**: Add notes or instructions to be communicated to your brand or vendor on things like potency requirements, product preferences, or including display/sample units

 

##### Step 2: Review the order

![kb-order-2-rreview](https://knowledge.happycabbage.me/hs-fs/hubfs/kb-order-2-rreview.png?width=670&height=439&name=kb-order-2-rreview.png)

Before finalizing your order, you can: 

- Review the estimated cost and order summary by store(s) or by brand(s)
- Add high level **order notes** (e.g. instructions, shipping details, credit reminders)
- Preview exactly what vendors will receive in the order
- Export (PDF/CSV) from the Actions button (on order preview)

 

##### Step 3: Finalize the order (Save)

![kb-order-3-preview-order](https://knowledge.happycabbage.me/hs-fs/hubfs/kb-order-3-preview-order.png?width=670&height=439&name=kb-order-3-preview-order.png)

 When saving your order, you will:

- Convert the cart into a locked-in order
- Generate a unique order number
- Add an internal order description for search and organization
- Reset your cart so you can begin building your next order

##### Step 4: Send the order

After the PO is saved as an order, you can directly send the order via email. The recipient will receive a **secure link** (expires in 10 days) to your order. No login access to Happy Buyers is required for them to view it, so you can send your order to anyone!

 The emailed order includes all order details with a linked **product line order guide** that shares your**:**

- - **Send if available list** (your suggested order)
    - **Do not send list** (if there are any fully stocked or discontinued products in the product line)
    - **Current live inventory** (optional to include)

**Product line order guide example:**

**![kb-order-3-preview-order-PL](https://knowledge.happycabbage.me/hs-fs/hubfs/kb-order-3-preview-order-PL.png?width=670&height=439&name=kb-order-3-preview-order-PL.png)**

The purchase request email comes from Happy Buyers and CC's the sender along with any additional email address the sender added. This allows for easy communication tracking and encourages vendor engagement and direct reply.

 

### **Order statuses**

**![order-statuses](https://knowledge.happycabbage.me/hs-fs/hubfs/order-statuses.png?width=670&height=42&name=order-statuses.png)**

Order statuses can be manually updated to track and manage orders across various stages:

- **Draft** – Active cart (not yet finalized)
- **Ready to send** – Order ready for submission
- **Submitted** – Order sent or placed (in-flight)
- **Received** – Inventory received and verified

 

### **What your order includes**

When vendors open the order sent from Happy Buyers:

- They see a structured, interactive order view
- They can access: 
    - Order notes
    - Product line details and notes
    - Requested units and number of cases
    - Requested number of strains for product lines
    - Live inventory insights on the product line order guides

This helps vendors fulfill orders accurately and avoid sending unwanted or duplicate products.

 

### **Managing orders**

##### Actions Available

- Send (and resend) orders
- Update order status
- Edit order description
- Copy products to cart
- Export (PDF/CSV)
- Archive orders

##### Copy products to cart to:

- Copy a previous order into a new cart
- Reuse all cart quantities 
    - NOTE: Units to order, # strains needed, and unit cost will all be copied over exactly as they were in order. Click the blue reset button to re-calculate or reset to live quantities.
- Copy order notes to cart (optional)
- Make adjustments before resubmitting

### **Flexible workflows**

Order management is designed to support a variety of workflows for retailers and teams of different sizes, and accomodate varying use cases for your particular organization.

Users can:

- Send orders directly via Happy Buyers
- Create and save orders to use as reference when placing orders externally (e.g. marketplaces), then manually update the order status
- Share orders internally for review
- Export orders for offline processes
- Use as audit trails for purchasing, receiving, and accounting

 

- [Getting started](https://knowledge.happycabbage.me/getting-started?hsLang=en#main-content)

    - [AI + Happy Buyers](https://knowledge.happycabbage.me/getting-started?hsLang=en#ai-happy-buyers)
- [Key workflows](https://knowledge.happycabbage.me/key-workflows?hsLang=en#main-content)

    - [Quicklinks](https://knowledge.happycabbage.me/key-workflows?hsLang=en#quicklinks)
- [Ordering](https://knowledge.happycabbage.me/ordering?hsLang=en#main-content)

    - [Overview](https://knowledge.happycabbage.me/ordering?hsLang=en#overview)
    - [Building orders](https://knowledge.happycabbage.me/ordering?hsLang=en#building-orders)
    - [Product lines](https://knowledge.happycabbage.me/ordering?hsLang=en#product-lines)
    - [Individual SKUs](https://knowledge.happycabbage.me/ordering?hsLang=en#individual-skus)
    - [Order management](https://knowledge.happycabbage.me/ordering?hsLang=en#order-management)
- [Product lines](https://knowledge.happycabbage.me/product-lines?hsLang=en#main-content)

    - [Overview](https://knowledge.happycabbage.me/product-lines?hsLang=en#overview)
    - [Creation and editing](https://knowledge.happycabbage.me/product-lines?hsLang=en#creation-and-editing)
    - [Order settings](https://knowledge.happycabbage.me/product-lines?hsLang=en#order-settings)
    - [Ordering](https://knowledge.happycabbage.me/product-lines?hsLang=en#ordering)
- [Reports](https://knowledge.happycabbage.me/reports?hsLang=en#main-content)

    - [Automated reports](https://knowledge.happycabbage.me/reports?hsLang=en#automated-reports)
    - [Inventory health](https://knowledge.happycabbage.me/reports?hsLang=en#inventory-health)
    - [KPI reports](https://knowledge.happycabbage.me/reports?hsLang=en#kpi-reports)
- [Org settings](https://knowledge.happycabbage.me/org-settings?hsLang=en)
- [FAQs](https://knowledge.happycabbage.me/faqs?hsLang=en)
- [POS integrations](https://knowledge.happycabbage.me/pos-integrations?hsLang=en)
- [Customer referral program](https://knowledge.happycabbage.me/customer-referral-program?hsLang=en)
- [Data security and compliance](https://knowledge.happycabbage.me/data-security-and-compliance?hsLang=en)

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