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
- Add products and product lines
- Adjust and refine your order
- Review product line inventory data
For each product line in your cart, you can also 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
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)
- 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 (optional, but recommended)
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, with no login access to Happy Buyers required for them to view it so you can send to anyone!
The emailed order includes all order details with a linked product line order guide that shares your:-
- Suggested order
- Do not send list (if there are any discontinued products in the product line)
- Current live inventory (optional to include)
Product line order guide example:
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 can be manually updated to track and manage orders across various stages:
- Draft – Active cart (not yet finalized)
- Finalized – 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