--- title: Use a Job as a Shared To Order List description: Create one ongoing job so your whole team can request supplies, see what is already requested, and avoid ordering the same items twice. --- [Skip to content](https://help.sortly.com/sb/shared-order-list-with-a-job#main-content) English Show submenu for translations ![logo-1](https://help.sortly.com/hs-fs/hubfs/Imported%20sitepage%20images/logo-1.png?width=200&height=75&name=logo-1.png) Open main navigation Close main navigation - English Show submenu for translations Looking for answers? Start here. - There are no suggestions because the search field is empty. 1. [Sortly Help Center](https://help.sortly.com/sb?hsLang=en) 2. [Jobs](https://help.sortly.com/sb/jobs?hsLang=en) # Use a Job as a Shared To Order List Give your whole team one place to ask for supplies and see what has already been requested, so nobody orders the same thing twice. You do this with one ongoing job that works as a shared To Order list. This article walks you through setting up the job, requesting supplies, checking the list before you add to it, and clearing items once they are ordered. Free Advanced Ultra Premium Enterprise In this article 1. [How the shared list works](https://help.sortly.com/sb/shared-order-list-with-a-job#how-it-works) 2. [Who can add items](https://help.sortly.com/sb/shared-order-list-with-a-job#who-can-add) 3. [Set up the list](https://help.sortly.com/sb/shared-order-list-with-a-job#set-up) 4. [Request a supply](https://help.sortly.com/sb/shared-order-list-with-a-job#request) 5. [Check the list before you request](https://help.sortly.com/sb/shared-order-list-with-a-job#check-first) 6. [After something is ordered](https://help.sortly.com/sb/shared-order-list-with-a-job#after-ordering) 7. [Frequently asked questions](https://help.sortly.com/sb/shared-order-list-with-a-job#faq) ### How the shared list works A job normally holds the items for one piece of work. Here, you keep one job open all the time and use it as a running list of supplies to order. Every request is an item on that job, so anyone on the team can open it and see what is already there. For example, a plumbing company keeps a job called To Order / Purchase Requests. When a technician finds the van is low on copper fittings, they add the fittings to the job. When the office manager sits down to place orders, they open the job and see every request in one place. ⚠️ Leave this job open. Once a job is Completed, no one can edit it. An open job also counts toward the active jobs your plan includes, as described in [How Jobs Work](https://help.sortly.com/sb/how-jobs-work?hsLang=en). --- ### Who can add items Owners and Admins can add items to any job. Everyone else can only add to jobs they created or were added to, so each person on your team needs to be a member of this job. Role Can add items to Owner Any job. Admin Any job. Team Member Jobs they created or were added to. Custom RolePremiumEnterprise Jobs they created or were added to. Limited Access SeatEnterprise Jobs they created or were added to. --- ### Set up the list You only do this once. For more on creating jobs, see [Create a Job](https://help.sortly.com/sb/create-job?hsLang=en). 1 Create one ongoing job and name it something your team will recognize, such as To Order / Purchase Requests. You can create a job from the Jobs page on web or mobile. 2 Add your staff as members of the job. Open the job details and add each person in the Members field. Owners, Admins, and whoever created the job can edit members. See [Add Members to a Job](https://help.sortly.com/sb/adding-job-members?hsLang=en) for more. --- ### Request a supply Any member of the job can do this on web or mobile. Add the item you need to the job, along with how many. 1 Open the job, then select Add from inventory. On mobile, select the red + button on the job page instead. If the job has no items yet on mobile, select Add from inventory. ![The To Order / Purchase Requests job page with the Add from inventory button in the Job work center header circled](https://help.sortly.com/hubfs/Knowledge%20Base%20Import/shared-order-list-with-a-job1.png) 2 Choose the item and enter a quantity in the Required column to say how many you need, then add it to the job. Required is optional and you can update it later. Without it, Sortly can’t show whether your stock covers the need. ![Add from inventory window with 40 Gal Water Heater selected, a Required quantity of 1 entered, and the Add 1 item button](https://help.sortly.com/hubfs/Knowledge%20Base%20Import/shared-order-list-with-a-job2.png) For step-by-step instructions on web and mobile, see [Add Planned Items to a Job](https://help.sortly.com/sb/adding-planned-items?hsLang=en). ⚠️ The item must already be in your inventory. You can’t type in a new item from the job. --- ### Check the list before you request Before you request anything, open the job and look at what is already there. The Job work center lists every item on the job with its Required quantity. ![Job work center listing the items already on the To Order job, with their Required quantities and stock status](https://help.sortly.com/hubfs/Knowledge%20Base%20Import/shared-order-list-with-a-job3.png) When you select Add from inventory, items that are already on the job are greyed out and labeled On this list. They can’t be added twice. ![Add from inventory window with two items greyed out and labeled On this list](https://help.sortly.com/hubfs/Knowledge%20Base%20Import/shared-order-list-with-a-job4.png) If the item you need is already on the list, change its Required quantity instead of adding it again. Open the row menu on the item and select Change required quantity. --- ### After something is ordered Once an item has been ordered, update its quantity or remove it from the job. This keeps the list showing only what still needs to be ordered. For example, when the office manager orders the copper fittings, they remove the fittings from the job, and the next technician who checks the list sees that they are no longer waiting. --- ### Frequently asked questions Can staff add brand-new items from the job? No. Items must already exist in your inventory to be added to a job. If the item is not in your inventory yet, [add it first](https://help.sortly.com/sb/adding-new-items?hsLang=en), then add it to the job. Does adding an item to the job reserve stock? No. Adding an item does not reserve stock or take anything out of inventory. It only records that the item is needed. Why is an item greyed out? The item is already on the job. Items that are already there show as On this list and can’t be added twice. Change the Required quantity on the job instead. Will the To Order job show up on the Restock list? Yes. Jobs in Draft, Planning, or In progress feed the Restock list as job shortages, so items on your To Order job can show up there. A job in Draft moves to Planning when the first items are added. The Restock list is available on Ultra, Premium, and Enterprise plans, on web only. See [Restock List Overview](https://help.sortly.com/sb/restock-list-overview?hsLang=en) for how job shortages are counted. Can I do this from my phone? Yes. Open the job in the Sortly mobile app and select the red + button to add items. [![Sortly-logo-Red-rgb-1](https://help.sortly.com/hs-fs/hubfs/Sortly-logo-Red-rgb-1.png?width=150&height=57&name=Sortly-logo-Red-rgb-1.png "Sortly-logo-Red-rgb-1")](https://www.sortly.com) Copyright © 2026, Sortly Inc.