With Salonkee, you can create a purchase order as a PDF, which you can then print or email to your product supplier. As soon as your salon receives the order, you can use this purchase order to update your stock in just a few clicks. A real time-saver!
This feature is available in the Plus and Business packages and in the new SMART and PRO packages. If these features are not active in your account and you are interested, feel free to contact us! 😀
Before you start
To use this feature, first complete the following steps:
Make sure the feature is active in your Salonkee account (you can check this by going to "Products": you should see the "Orders" menu on the left). If it isn't, please contact your Salonkee account manager;
Second, set up your suppliers. It's easy: go to "Products", then click "Suppliers" on the left. On this page, add all the product suppliers you work with by clicking the "+" at the top right of the page.
Third, link your products to their supplier. To do this, go to the "Product index", open each product file one by one and select the right "Supplier" in the field just below the brand.
There is a fourth step, but it isn't required to use the orders feature. You can also set a "Minimum" and a "Maximum" stock level for each of your products. The "Minimum" is the lowest stock level you always want to have in your salon, and the "Maximum" is the stock level you don't want to exceed. These settings make the feature even more useful (see below).
How to create a product purchase order
Once you have completed the steps above, follow these steps:
In "Products", click "Orders" on the left;
This is the page where you manage your purchase orders;
To create a new purchase order, click the "+" at the top right of the page;
Select the supplier you want to prepare an order for and click "Confirm";
The aim is now very simple: move the products offered by this supplier (on the left) to your purchase order (on the right). You have several options:
Please note: if a product supplied by this supplier isn't in the list, the supplier hasn't been assigned to that product. See the "Before you start" section for more information.
1 - Click the box at the very top of the window to select all products (Important: if you click once, only products below their minimum level are selected. If you click twice, all products are selected);
2 - Same principle as the first box, but here you can select by group (again: click once to select those below their minimum, twice to select all products in the group);
You can also select products one by one (from different groups if you like).
3 - Then click "Add to order" to add all selected products to your purchase order (on the right);
Please note that if a minimum and maximum have been set for a product, the quantity the system suggests when you add it to your purchase order is the difference between the maximum and its current stock (you can change it if needed).
4 - You can also add a product directly to the purchase order by clicking the arrow to the right of the product;
5 - Use the filter here to filter by brand;
6 - Search for a product by name if the list is too long;
7 - Only if you have set "Minimum" and "Maximum" levels, you can use the magic wand, which adds all products below their "Minimum" to your purchase order. The quantity to order is the difference between the current stock and the maximum (you can change it if needed);
8 - Follow the order details here;
9 - Add a note to your order if needed;
10 - Save your purchase order if you need to stop before finishing it (it stays available as a draft). You can pick up the order again later;
11 - Click "Continue" (twice) to finish creating your purchase order.
Please note that once products have been added to your purchase order, you can:
1 - Change the purchase price (if it differs from the purchase price set in the product index);
2 - Change the quantity by clicking "+" and "-";
3 - Remove the product from the purchase order by clicking "x".
All that's left is to export the purchase order as a PDF (so you can print it or email it to your contact person):
Go back to "Orders";
You will find your newly created order on this page;
Please note that your order can have 3 different statuses: "Draft" if it was saved without being finished, "In progress" if the purchase order has been created and the order is on its way, or "Validated" if the order has been received and the stock has been updated (see below for more information).
Click the eye icon to the right of the order to open it;
Then simply click "Export" at the top right and choose "PDF".
This video shows the feature in action:
To delete a purchase order, open it and click the red bin at the bottom left.
How to update your stock after receiving an order
As soon as your order arrives at your salon, follow these steps to update your stock in a few clicks:
In "Products", under "Orders", open the order by clicking the eye icon to its right;
Check that the quantities are correct. If not, adjust them here using the "+" and "-" buttons;
Finally, click "Add order to stock" to add all the products in the order to your stock!
The order status changes to validated and your stock is updated. Quick and easy!
Here is a demonstration video:
For your information, if you want to add a new delivery to your stock without using this feature, read the article "How do I remove or add product stock from the Salonkee calendar?". Here is the explanatory video:
Or, if you don't have a scanner, read the article "How do I adjust product stock (without a scanner) with Salonkee?":
Any questions? Contact our support team via the chat in Salonkee Pro, or email us at support@salonkee.lu (Luxembourg), support@salonkee.ch (Switzerland), support@salonkee.de (Germany), support@salonkee.be (Belgium) or support@salonkee.nl (Netherlands).
Your Salonkee Team