After you place or record an order, it lives in the Orders tab — one order per supplier, Suplery and external alike, all followed and received the same way. (To build an order, see LINK Order from the Shop [to Order from the Shop] or LINK Create an order [to Create an order].)
Find your orders
Search by order number, name, or brand, and narrow the list with the filters at the top and a date range:
Open — in progress, not yet completed or cancelled (the default view).
Completed — delivered.
Cancelled — cancelled orders.
All — everything, Suplery and external.
Each row shows the order number and its status, the brand or supplier, the number of products, the total, and the date placed. External orders are marked "External order," and any drafts you've saved appear here too — open one to finish it in LINK Create an order [to Create an order].
💬 Don't see the Orders tab? If your account can't place orders, the tab is hidden — but you can still build a product list and hand it to whoever does the buying. See LINK Share product lists [to Share product lists].
Open an order
Click any order to see its details, across two tabs:
General — the order date, product total, estimated tax, supplier, delivery address, shipping, payment method, a status progress bar, and the full product list with each line's stock level, price, quantity, and amount.
Messages — a direct line to the supplier about this order (more below).
For an external order, the order number, date, and any amount adjustments show here as well, and you can edit them.
Follow the status
Every order moves along a progress bar:
Order placed (New) → Processing → Shipped → Delivered
Order placed (New) — sent to the supplier for review.
Processing — the supplier confirmed it and is preparing it; for a Suplery order, your card is charged at this point.
Shipped — on its way, with tracking available.
Delivered — arrived, and the products are added to your inventory.
💡 Why do my orders show different statuses right after placing? Some suppliers auto-approve orders (they jump to Processing), while others review each one first (they stay in New until confirmed).
You'll also see Cancelled orders, and any Draft you built but haven't placed.
Track your delivery
For Suplery orders, a tracking link appears in the order the moment the supplier ships, and Suplery follows it for you — the status moves to Delivered on its own.
For external orders, you can add a tracking number yourself: open the order and enter the number from your supplier's shipping confirmation. It's worth doing — once Suplery has the tracking number, it follows the delivery just like a Suplery order and adds the products to your inventory automatically when they arrive, so you never have to remember to mark it received. You also get to watch where the package is along the way.
Each supplier ships on its own, so if one order covered several suppliers, expect a separate delivery from each.
Receiving: from "on the way" to "on the shelf"
An order lives in two clear stages: placed (the products are on their way) and received (they've arrived and joined your stock). Keeping the two apart is what keeps your inventory honest — products you've ordered don't count as available until they're actually in your hands.
Suplery orders, and external orders with a tracking number, are received automatically on delivery. Suplery adds the products to your inventory and updates your stock history for you.
For an external order without a tracking number, mark it received yourself with Receive order productswhen it turns up.
💡 Until an order is received, it shows in each product's stock history, marked Upcoming — so you always know what's on the way. More in LINK Inventory management [to Inventory management].
Why two stages are worth it:
Your on-hand numbers stay accurate. A box in transit isn't stock you can use yet, so it doesn't inflate your counts — and you won't promise a client something that hasn't landed.
You can plan around what's coming. Incoming orders are visible as upcoming deliveries, so you know what's about to arrive and when to hold off reordering.
Receiving is a checkpoint. It's your moment to confirm a delivery matches the order before it changes your stock.
💡 Use case. You order a fast-selling toner on Monday and it arrives Thursday. All week your inventory shows what's really on the shelf — not the incoming box — so a Wednesday booking never counts stock you don't have yet. When it lands Thursday, receiving it tops you up.
💡 Use case. A supplier sends nine of the ten items on an external order. Because you receive it by hand, you catch the short delivery as you check the box in — instead of your stock quietly assuming all ten arrived.
Cancel, edit, and restore
Cancel. A Suplery order can be cancelled only before it ships (New or Processing); once shipped, wait for delivery and arrange a return with the supplier. An external order can be cancelled anytime — its products are removed from your inventory and the order moves to Cancelled.
Edit. A Suplery order can't be edited — if you need different products or quantities, cancel it (if unshipped) and place a new one. An external order can be edited from Action → Edit external order, including its products, quantities, prices, order number, and date; editing one you've already received adjusts your inventory to match.
Restore. A cancelled external order can be restored. If it had already been received, it returns to Ordered, so you'll receive it again when it arrives.
💡 Need the same order again? You can repeat any order to start a new one pre-filled with its products, then adjust and place it — see LINK Create an order [to Create an order].
Message your supplier
Every order has a Messages tab — a direct line to that supplier, with the whole conversation kept attached to the order. It's the simplest way to handle anything order-related without hunting through email or looking up a phone number: the supplier can see exactly which order you mean, and so can you when you look back weeks later. Just open the order, go to Messages, and send.
💡 Use case. A delivery's running late — open the order's Messages and ask the supplier for an update, right where the order details are.
💡 Use case. A jar arrived damaged — message the supplier from the order to arrange a replacement, and the whole thread stays tied to that order for reference.
Your central Messages inbox and connection requests (approval to order from certain suppliers) are covered in LINK Suppliers management [to Suppliers management].
Notifications
You'll be notified as each order is placed, paid, shipped, and delivered, so you can follow progress without living in the Orders tab.
FAQ
💬 Do I have to mark orders as received? No — Suplery orders and external orders with a tracking number receive themselves on delivery. You only receive by hand for an external order with no tracking number.
💬 How do I track an external order? Open it and add the tracking number from your supplier; Suplery then tracks it and receives it into inventory automatically on delivery.
💬 Can I change an order after placing it? A Suplery order can't be edited (cancel it before it ships and reorder); an external order can be edited anytime.
💬 My order was delivered — where are the products? They're added to your inventory automatically, and you'll see the change in the product's stock history.
💬 Where do I see an order that hasn't arrived yet? As an upcoming delivery in each product's stock history.
Related articles
LINK Order from the Shop [to Order from the Shop]
LINK Create an order [to Create an order]
LINK Inventory management [to Inventory management]
LINK Suppliers management [to Suppliers management]
LINK Plan & schedule orders [to Plan & schedule orders]
LINK Share product lists [to Share product lists]
LINK Reports [to Reports]