Salonized offers the perfect solution to streamline your inventory management. By centralising your supplier data and tracking stock levels in real-time, you can ensure you never run out of your best-selling items. Take a look at this article to discover how to place and process manual and automatic stock orders to save time, keep your shelves full, and maintain a seamless workflow for your business.
How do I set up a supplier?
Before you can order products, you need to have a supplier linked to your account. If you haven't added one yet, follow these steps to create one:
Navigate to the Products page by clicking the price tag icon in the left sidebar.
Go to the Suppliers tab.
Click Create supplier.
Enter the necessary details: email, address, postal code, and city.
Ensure your products are assigned to the correct supplier in their individual settings to manage orders seamlessly.
How do I create a manual stock order?
If you want to hand-pick which items to restock, you can create a manual order at any time. Here’s how:
Go to Products and select the Stock Orders tab.
Click the ‘New stock order’ button in the top right corner.
Select the correct Supplier from the dropdown menu.
A list of all products linked to that supplier will appear, showing your current, minimum, and maximum stock levels.
Select the products you wish to order on the left side.
Set the specific quantity you want to order for each item.
Click ‘Save as draft’ to finish it later, or ‘Place order’ to send it directly to your supplier.
After creating your new stock order in Salonized, the details of it will appear in full on the screen. Any additional notes or instructions about the order can be included on the right at the bottom of the screen, in the "notes" field. These notes will also be included with the printed PDF file of the order.
After the order has been checked (and corrected if necessary) it may be printed or saved by using the ‘Open PDF’ button which you will see on the right at the top of the screen. The order can also be e-mailed to your supplier.
How can I send a manual stock order to my supplier?
To send a manual stock order to your supplier:
Go to the page with the details of your new order
Click the ‘Send to supplier’ button located at the top right of the screen.
This will open a new screen where you can also manually enter the supplier's email address (if it has not already been added).
Add an email message manually. Alternatively, a standard message will be attached automatically (e.g., ‘Attached to this e-mail message, you will see the order number {{x}} for {{companyname-x}}}’.
The supplier will receive the stock order as a PDF file attached to the email.
To verify if and when an order was emailed to your supplier, check the Messages page.
Once the order has been delivered, you can process the order to automatically update your stock.
How do I place an automatic stock order?
Salonized can suggest exactly what you need based on your preferred inventory levels and help you place an automatic stock order. To use this feature, ensure you have enabled stock management for your products:
Go to Products
Click on New Product or Edit an existing one.
Tick the ‘manage stock order’ box.
Set your minimum, maximum and current stock levels.
Note: Make sure your product is assigned to the correct supplier.
When a product falls below its minimum level, Salonized calculates the precise quantity needed to reach your set maximum value. To place an automatic stock order:
Navigate to Products > Stock Orders tab.
Click the New Stock Order button and select your supplier.
Click the Create automatically button.
If you don't see the option to generate an automatic order, it is usually due to one of the following reasons:
No Supplier link: The products are not correctly linked to the supplier you selected.
Missing thresholds: Minimum stock levels have not been set for those products.
Stock levels okay: Your current stock is still above the minimum threshold.
Feature disabled: The stock management is turned off in your settings.
Review the auto-populated list to add extra products, remove items, or adjust quantity.
Click ‘Save as draft’ at the bottom right to finish it later, or select Place order if your list is ready.
How do I process a stock delivery?
Once you have received your products, follow these steps to book the order and update your inventory:
Navigate to Products > Stock Orders
Search for the relevant order, and click to open it.
On the details page, click Process in the top right corner to immediately update the stock for all products on the order.
A control panel/confirmation screen will appear, showing the quantity of each product ordered so you can check it against what you actually received.
If the numbers match the physical delivery, click Process again in the upper right corner.
If the received number does not match the order, enter the actual amount received in the first column to ensure the stock is updated correctly. If there is a difference, Salonized will ask if you want to Complete the order or Leave it open as a backorder.
Once you receive the remaining items, you can re-book those products to process the entire order and automatically update the stock for the backordered items.
What do the different order statuses mean?
You can track the lifecycle of your order using the following statuses:
Open: Draft orders that are saved but have not yet been placed.
Ordered: The order has been officially placed or sent to the supplier.
Complete: The order has been received, and your inventory levels have been processed/updated.
Paid: Payment to the supplier is marked as processed.
Note: Salonized tracks this for your records but does not execute the actual bank transfer.
Backorder: The order has only been partially delivered.
For more information on creating and managing product orders, contact our support team.
We will be happy to help you.