External orders let you seamlessly manage inventory from suppliers you work with outside Suplery. It ensures a complete and accurate record of your stock for better inventory accounting. In simpler terms, you can track all incoming products, regardless of where they come from.
How to find my external orders
External orders are displayed in the orders tab and marked “External order”. Use the search bar in the top left corner to find specific orders by:
Order name
Brand name included in the order
Refine your search by setting a date range in the top right corner (optional).
Can't find an external order you created?
The Orders tab might have a date filter set to only show recent orders. If your external order was created for a future date, it won't be displayed with the current settings. Try to adjust the date range filter.
How to create new external order
There are two ways to create a new external order:
From Inventory tab: click Create new order.
From Orders tab: click New Order.
Both methods open the same window for creating an external order. Next steps:
Select Create external order.
Fill in the required details (we'll break these down further).
External order number
While a tracking number helps you organize and manage your order efficiently, it's not mandatory — the system will automatically generate one for you if you leave the field blank.
External order supplier
Choose an external supplier that is already added to the program, create a new one by clicking Add new supplier, or leave this field empty — it is not required.
External order date
The order date lets you record the actual date the order was placed, even if you're entering it later. “Today” is selected by default, but you can choose any past or future date for accurate record-keeping. It will help you easily find the order later when searching by date.
How to add products to external order
Now it's time to add the items you're ordering! You can choose from two options: the products you already have listed in your inventory, or search for new products in Suplery database.
Add products from inventory
Click + Add products from inventory.
Browse by brand or use the search bar to find the items quickly.
Enter the quantity you want to order in the Quantity column (use the +/- buttons for adjustments).
Click Add X products to order — X being the number of items.
Your chosen products will be added to the order list.
Add other products
You can add items to your order even if they are not already on your inventory list — there are many products available to order through the Suplery database. Simply include these products in your order, and they will be added to your inventory list upon receipt automatically. No double work!
Click Create new order and then Create a new external order.
You can also add other products to the order if needed. Just find them using the Add other products option and check the boxes next to the items you want. Enter the quantities you're ordering and click Add X products to the order.
How to complete external order
After you have added all the additional products to your order, double-check your order list. Adjust quantities or remove any unnecessary items.
Enter the price for one unit of each item. It allows to calculate the total order amount.
If needed, Add amount adjustments to the overall order total.
Click Create external order to place your order.
Apply external order total amount adjustments
When you order from places like Amazon (external orders), Suplery can't track the exact amount for shipping, taxes, or discounts. This means the total order amount in Suplery might be different from what you actually paid. To fix this, we have an Add amount adjustments button.
Click this button to add the extra costs (shipping, taxes) or discounts manually.
Just enter the amount and click Apply adjustments. This will update the order total in Suplery to match what you paid.
Done! You have created a new order, it will appear in the list!
I've created an external order, what's next
You can see all your orders in a list, along with their status: pending, completed, or canceled. Orders won't affect your inventory until you mark them as “received.”
How to receive products into inventory
Find the order you want to receive in the list.
Click on the order to open the details.
Click Receive order products to add the items to your inventory. This will also update your product stock history.
How to edit external order
Find the order in the list and click on it.
Click the Action button
and choose Edit external order.Make your changes and click Update external order.
Editing a received order adjusts your inventory levels to match the changes.
How to cancel external order
Find the order you want to cancel in the list.
Click on the order to open it.
Click the Action button
and select Cancel order. Confirm the cancellation.
The products and their quantity are removed from your inventory (as listed in the order) and the order is moved to the Canceled section.
Can I restore canceled external order?
Yes, you can bring canceled orders back! Just note: if order was already received, it will go back to Ordered status. This means you'll need to “receive” it again to update your inventory.