How to Create and Receive Product Orders

Creating a New Order

1. Access the Ordering System:

   • Go to Inventory > Ordering.
   • Select your supplier from the dropdown menu.
   • Click New in the bottom left-hand corner.

2. Select Order Type:

   • Choose the appropriate order type (e.g., retail, professional, or both).
   • The system will pre-populate quantities based on your product’s minimum stock levels.

1. Adjust Quantities:

   • To modify quantities:
     • Click the desired product’s quantity column and type the preferred amount.
   • To remove an item:
     • Select the line and press Delete on your keyboard.

2. Apply Discounts:

   • Individual Item Discount: Double-click the discount column, enter the percentage or fixed amount, and press Done.
   • Order-Wide Discount: Click Order Discount, input the total discount, and press Done.

3. Add Notes:

   • Include notes for the supplier (e.g., special requests, promotions, or gift bag inquiries).

4. Add Additional Products:

   • Use the Add button at the bottom left to include more items.
   • Sort the product list by supplier, company, or product line as needed.

5. Finalize the Order:

   • Verify quantities, discounts, and freight charges.
   • Press Order to place the order:
     • Choose Yes to email or No to print.
   • The system generates a PDF order confirmation, including supplier details, salon details, and notes.

Receiving an Order

1. Navigate to Orders:

   • Go to Stock > Ordering and select the Outstanding category.
   • Identify the order by date or total price.

2. Begin Receive Process:

   • Select the order and input the supplier's invoice number at the top right.
     
     

3. Verify Quantities:

   • Check received quantities against the order:
     • If an item is out of stock, update the quantity to zero.
     • Decide whether to place the item on backorder (press Yes) or omit it (No).

4. Confirm Discounts and Freight:

   • Ensure the discount and freight charges match the invoice.
   • Review the total cost for accuracy.

5. Special Notes and Backorders:

   • Notes added earlier (e.g., Sarah waiting for a makeup remover) serve as reminders during receipt.
   • For backordered items, follow supplier-specific policies.

6. Complete the Order:

   • Press Receive and confirm the invoice.
   • The system updates your product levels automatically.

Key Tips for Efficient Ordering

• Pre-Population Saves Time: Use pre-filled quantities based on minimum stock levels to reduce manual input.
• Leverage Notes: Communicate effectively with suppliers by including clear notes in your order.
• Organize Your Product List: Utilize sorting options (e.g., by company or line) for easier navigation.
• Backorder Management: Check supplier policies on backorders to avoid delays.