Purchase Lists

Purchase Lists in the customer portal allows you to save frequently ordered items for quick reordering and manage multiple shopping lists.

Overview

Purchase Lists enable you to:

• Create custom lists
• Save favorite products
• Quick reorder items
• Share lists with team
• Manage multiple lists
• Import/export lists

Accessing Purchase Lists

Navigate to Purchase Lists from the portal main menu, or access from the Shop section.

List Overview

Viewing Lists

Purchase Lists

My Lists:
┌────────────────────────────────────────────────────────────────┐
│ List Name            │ Items │ Last Ordered │ Created    │     │
├────────────────────────────────────────────────────────────────┤
│ Monthly Supplies     │ 12    │ Jan 15, 2026│ Oct 5, 2025│ ★   │
│ Project Alpha        │ 8     │ Jan 10, 2026│ Nov 12, 2025│    │
│ Safety Equipment     │ 15    │ Dec 20, 2025│ Aug 3, 2025│     │
│ IT Hardware          │ 6     │ Nov 28, 2025│ Sep 15, 2025│    │
│ Office Basics        │ 20    │ Jan 5, 2026 │ Jul 1, 2025│     │
└────────────────────────────────────────────────────────────────┘

Shared With Me:
┌────────────────────────────────────────────────────────────────┐
│ List Name            │ Items │ Owner        │ Shared          │
├────────────────────────────────────────────────────────────────┤
│ Team Supplies        │ 25    │ Jane Doe    │ Jan 8, 2026     │
│ Warehouse Stock      │ 45    │ Bob Smith   │ Dec 1, 2025     │
└────────────────────────────────────────────────────────────────┘

[+ Create New List]

Creating Lists

New List

1. Click Create New List
2. Enter list name
3. Add description (optional)
4. Set visibility
5. Save list

Create List Form

Create Purchase List

List Name: [________________________]

Description (optional):
[                                                           ]

Visibility:
○ Private (only you can see)
○ Shared (selected team members)
○ Company-wide (all portal users)

Settings:
[ ] Set as default list
[ ] Enable auto-reorder reminders

[Cancel] [Create List]

Managing List Items

Viewing List Contents

Purchase List: Monthly Supplies ★

Last Ordered: January 15, 2026
Created: October 5, 2025
Items: 12 products

┌────────────────────────────────────────────────────────────┐
│ Product          │ SKU         │ Qty │ Price   │ Available │
├────────────────────────────────────────────────────────────┤
│ Printer Paper    │ PPR-LTR-001 │ 10  │ $45.99  │ In Stock  │
│ Ink Cartridges   │ INK-BLK-001 │ 5   │ $89.99  │ In Stock  │
│ Pens (Box)       │ PEN-BLU-001 │ 3   │ $12.99  │ In Stock  │
│ Sticky Notes     │ STK-YLW-001 │ 10  │ $8.99   │ In Stock  │
│ Folders          │ FLD-MNL-001 │ 5   │ $15.99  │ Low Stock │
│ Stapler          │ STP-STD-001 │ 2   │ $24.99  │ In Stock  │
├────────────────────────────────────────────────────────────┤
│ List Total (at current prices):            │ $789.35     │
└────────────────────────────────────────────────────────────┘

[Edit List] [Add All to Cart] [Quick Reorder]

Adding Items to List

From Shop:

1. Browse or search products
2. Click Add to List on product
3. Select target list
4. Set default quantity

From List:

1. Open list
2. Click Add Items
3. Search products
4. Set quantities
5. Save

Add Items Form

Add Items to List: Monthly Supplies

Search Products: [_________________________] [Search]

Search Results:
┌────────────────────────────────────────────────────────────┐
│ [+] │ Highlighters (Pack)│ HGL-AST-001 │ $7.99  │ In Stock │
│ [+] │ Binder Clips       │ BND-MED-001 │ $5.99  │ In Stock │
│ [+] │ Correction Tape    │ COR-WHT-001 │ $4.99  │ In Stock │
└────────────────────────────────────────────────────────────┘

Selected Items:
┌────────────────────────────────────────────────────────────┐
│ Product              │ Default Qty │ Notes                 │
├────────────────────────────────────────────────────────────┤
│ Highlighters (Pack)  │ [5]        │ [________________]    │
│ Binder Clips         │ [10]       │ [________________]    │
└────────────────────────────────────────────────────────────┘

[Cancel] [Add to List]

Editing Item Quantities

Edit List Items

┌────────────────────────────────────────────────────────────┐
│ Product          │ Current Qty │ New Qty │ Notes          │
├────────────────────────────────────────────────────────────┤
│ Printer Paper    │ 10          │ [10]    │ [Monthly need] │
│ Ink Cartridges   │ 5           │ [5]     │ [Black only]   │
│ Pens (Box)       │ 3           │ [5]     │ [Increased]    │
│ [Remove] Stapler │ 2           │ [0]     │ [Have enough]  │
└────────────────────────────────────────────────────────────┘

[Cancel] [Save Changes]

Quick Reorder

Reorder from List

Quick Reorder: Monthly Supplies

Review Items:
┌────────────────────────────────────────────────────────────┐
│ [x] │ Printer Paper    │ 10  │ $45.99  │ $459.90 │ ✓     │
│ [x] │ Ink Cartridges   │ 5   │ $89.99  │ $449.95 │ ✓     │
│ [x] │ Pens (Box)       │ 3   │ $12.99  │ $38.97  │ ✓     │
│ [x] │ Sticky Notes     │ 10  │ $8.99   │ $89.90  │ ✓     │
│ [ ] │ Folders          │ 5   │ $15.99  │ -       │ Low   │
│ [x] │ Stapler          │ 2   │ $24.99  │ $49.98  │ ✓     │
└────────────────────────────────────────────────────────────┘

Selected Items: 5 of 6
Subtotal: $1,088.70

⚠️ 1 item has low stock availability

[Add Selected to Cart] [Proceed to Checkout]

Reorder History

Reorder History: Monthly Supplies

┌────────────────────────────────────────────────────────────┐
│ Date         │ Order        │ Items │ Total    │ Status    │
├────────────────────────────────────────────────────────────┤
│ Jan 15, 2026│ SO-2026-0015│ 12    │ $789.35  │ Delivered │
│ Dec 15, 2025│ SO-2025-0198│ 12    │ $785.40  │ Delivered │
│ Nov 15, 2025│ SO-2025-0167│ 11    │ $745.50  │ Delivered │
│ Oct 15, 2025│ SO-2025-0145│ 12    │ $789.35  │ Delivered │
└────────────────────────────────────────────────────────────┘

Average Monthly Spend: $777.40

Sharing Lists

Share Settings

Share List: Monthly Supplies

Current Sharing: Private

Share With:
[ ] Entire company
[ ] Selected users:

    Search users: [_____________________]

    Selected:
    ├─ Jane Doe ([email protected]) [Remove]
    ├─ Bob Smith ([email protected]) [Remove]
    └─ [+ Add User]

Permissions:
○ View only - can see list and reorder
○ Edit - can modify items and quantities
○ Full access - can edit and share with others

[Cancel] [Save Sharing Settings]

Shared List Actions

Permission	Can View	Can Order	Can Edit	Can Share
View	Yes	Yes	No	No
Edit	Yes	Yes	Yes	No
Full	Yes	Yes	Yes	Yes

List Templates

Using Templates

List Templates

Company Templates:
┌────────────────────────────────────────────────────────────┐
│ Template Name        │ Items │ Description                 │
├────────────────────────────────────────────────────────────┤
│ New Employee Setup   │ 15    │ Standard equipment bundle   │
│ Office Starter       │ 25    │ Basic office supplies       │
│ Safety Kit           │ 12    │ Required safety equipment   │
│ IT Basics            │ 8     │ Computer accessories        │
└────────────────────────────────────────────────────────────┘

[Use Template] [View Items]

Creating from Template

1. Select template
2. Click Use Template
3. Name your list
4. Customize items
5. Save list

Import/Export

Export List

Export Purchase List

List: Monthly Supplies

Export Format:
○ CSV (spreadsheet compatible)
○ Excel (.xlsx)
○ PDF (printable format)

Include:
[x] Product names
[x] SKU numbers
[x] Default quantities
[x] Current prices
[ ] Notes

[Cancel] [Export]

Import List

Import Purchase List

Upload File:
[Choose File] or drag and drop

Supported Formats:
├─ CSV (.csv)
├─ Excel (.xlsx)
└─ Text (.txt) - one SKU per line

Required Columns:
├─ SKU (required)
├─ Quantity (optional, default: 1)
└─ Notes (optional)

Sample Format:
SKU,Quantity,Notes
PPR-LTR-001,10,Monthly order
INK-BLK-001,5,Black ink only

[Cancel] [Upload and Preview]

Auto-Reorder

Setting Up Auto-Reorder

Auto-Reorder Settings: Monthly Supplies

Enable Auto-Reorder: [x]

Frequency:
○ Weekly (every [Monday ▼])
○ Monthly (day [15 ▼] of month)
○ Custom interval ([30] days)

Options:
[ ] Only reorder if all items in stock
[x] Skip out-of-stock items
[ ] Substitute with alternatives

Budget Limit: $[_______] per order
(Leave blank for no limit)

Notifications:
[x] Email before ordering (2 days prior)
[x] Email order confirmation
[ ] Require approval before ordering

[Cancel] [Save Auto-Reorder Settings]

List Analytics

Usage Statistics

List Analytics: Monthly Supplies

Usage Summary:
├─ Times Ordered: 12
├─ Total Spent: $9,328.20
├─ Average Order: $777.35
└─ Most Ordered: Printer Paper (120 units)

Item Frequency:
┌────────────────────────────────────────────────────────────┐
│ Product          │ Orders │ Total Qty │ Total Spent       │
├────────────────────────────────────────────────────────────┤
│ Printer Paper    │ 12     │ 120       │ $5,518.80         │
│ Ink Cartridges   │ 12     │ 60        │ $5,399.40         │
│ Pens (Box)       │ 10     │ 30        │ $389.70           │
└────────────────────────────────────────────────────────────┘

Price Changes:
├─ Printer Paper: +2.5% since first order
├─ Ink Cartridges: No change
└─ Pens: -5% (on promotion)

Best Practices

Organizing Lists

• Create lists by purpose/project
• Use clear, descriptive names
• Keep lists focused and manageable
• Archive old lists

Managing Items

• Update quantities regularly
• Remove discontinued items
• Add notes for context
• Review before reordering

Sharing

• Share with relevant team members
• Use appropriate permissions
• Review shared list access
• Keep sensitive lists private

Troubleshooting

Common Issues

Product not available

• Check stock status
• Look for alternatives
• Contact sales rep
• Remove from list

Cannot edit shared list

• Check your permissions
• Contact list owner
• Request edit access
• Create your own copy

Import failed

• Verify file format
• Check required columns
• Validate SKU numbers
• Try smaller file

Auto-reorder not working

• Verify settings enabled
• Check payment method
• Review approval settings
• Contact support

Related Documentation

Learn about the Shop to browse products and add items to your lists.