Inventory and suppliers

7. Suppliers management

Your Suppliers tab keeps everyone you buy from in one place — suppliers on Suplery and suppliers you work with outside it. From here you can find a supplier, see their details and order history, message them, and keep your own records tidy. You'll find it under Inventory → Suppliers. Suplery suppliers vs external suppliers There are two kinds of supplier in your list: - Suplery suppliers are suppliers you buy from directly on Suplery — you browse their products, order, and message them all in one place. They appear in your list automatically once you've placed an order with them, and they're marked with the Suplery icon. - External suppliers are suppliers who aren't on Suplery. You add them yourself so you can keep their details and record the orders you place with them elsewhere. They have no icon. Why add your external suppliers Adding the suppliers you already work with off Suplery keeps everything in one tool: - One complete record of every purchase — on Suplery or off it. - Each supplier's order history and the last price you paid, ready when you need them. - A single place to understand your buying across all your suppliers, instead of digging through emails and spreadsheets. Add an external supplier 1. Click Add external supplier. 2. Enter the supplier's Company name — the only required field. Filling in the rest now makes life easier later. 3. Add any of the optional details: - Address and average delivery time. - Customer account ID — the ID this supplier uses to identify your business (a customer code, account number, or buyer ID). Suplery includes it on the purchase orders it sends them. - Contact info — name, phone numbers, email, website. - Notes — anything you want to remember about this supplier. 4. Click Create supplier. Their drawer opens, ready for you to create orders or invite them to Suplery. To change a detail later, open the supplier and edit the field you need. Find a supplier Your list shows every supplier — Suplery and external — with their status, contact person, and last order date. Searchby company name or contact-person name; results are listed alphabetically. The Show archived option appears once you have at least one archived supplier. What the status means The Status shows where your relationship with the supplier stands: - Active — you can order from them. - Waiting for approval — you've sent a connection request and the supplier hasn't responded yet. - Declined — the supplier turned your request down. - Blocked — the supplier, or Suplery, has blocked the connection. - Accepted invitation — you invited them and they accepted, but they haven't finished setting up yet, so you can't order from them yet. - Archived — you've set them aside. Open a supplier Click a supplier to open their details. Alongside their information you'll find tabs: - Orders — every order with this supplier, with date, status, and total. For external suppliers these are your external orders; for Suplery suppliers, your Suplery orders. The tab defaults to the last year, and you can change the range or search by order number. - Products (Suplery suppliers) — the products you've bought from them and the last price you paid, taken from your most recent order. For Suplery suppliers you'll also see the manager assigned to you and the products and series they carry, plus a View in shop button. Their direct contact details aren't shown — you reach them through Messages instead. Message a supplier For Suplery suppliers, the Messages tab holds your whole conversation and lets you write to them — to ask about a product, chase an order, or sort out a problem. Your conversations also gather under Messages in your account menu, with unread counts. External suppliers have no in-app messaging, since they're off Suplery — get in touch using the contact details you saved for them. To message a supplier about one specific order, you can also do it from the order itself — see Track & manage your orders. Invite a supplier to Suplery Work with a supplier who isn't on Suplery yet? Open them and click Invite to Suplery, then enter their email. They'll receive an invitation to join, after which you can order from them directly. - If that email already belongs to a supplier on Suplery, your invite becomes a connection request instead (see below). - If they accept but haven't finished setting up, they'll show as Accepted invitation until they're ready. Connect with a Suplery supplier Some suppliers like to approve you before you can order — a quick check that you're a professional buyer. When that's the case, you Send a connection request (you can add a short message). The status then moves from Waiting for approval to Connected, Declined, or Blocked. Once you're connected, you can order. Archive a supplier To tidy your list, open a supplier, click Action, and choose Send to archive (or Return from archive to bring them back). Archiving only hides the supplier — it doesn't touch your orders or products. Turn on Show archived to see archived suppliers again. FAQ 💬 Why can't I see a Suplery supplier's phone or email? Communication with Suplery suppliers stays on the platform — use the Messages tab on their page to reach them. 💬 Why can't I message an external supplier in Suplery? External suppliers aren't on Suplery, so there's no in-app chat — contact them with the details you saved. 💬 Why did a supplier appear in my list on its own? Suplery suppliers are added automatically once you've placed your first order with them. 💬 What's a Customer account ID? It's the ID a supplier uses to identify your business — a customer code, account number, or buyer ID. Suplery includes it on the purchase orders it sends them. 💬 Does archiving a supplier delete my orders? No. Archiving only hides the supplier from your list; your orders and products are untouched. Related articles - Inventory management - Track & manage your orders - Place an order - Browse & find products - Get started & verify your business

8. Inventory management

Inventory keeps your stock accurate — so you always know what you have, what you've used, and what to reorder. You'll find it under Inventory, where three tabs organize everything: Products, Stocktakes, and Suppliers. This article covers the Products tab, your stock. For the other two, see Stocktakes and Suppliers management. Your products list The Products tab lists every product you've bought. Each one reads as Brand · Series · Product · Qty × Units — so a pack shows in the name (for example, 10 × 0.3 ml) rather than being split into separate items. Alongside each product you'll see its In stock count, the Last purchase price, and the MSRP. To find a product: - Browse the category tree on the left — it shows only the categories you actually have products in. - Filter by brand, or search by product, brand, or series name. 💬 Some products are marked professional — they're meant for use in treatments, not resale. These show no retail price, and you can't sell them. Add products to your inventory There are two ways to get products into your inventory. Pick them from the catalog 1. On the Products tab, click Action → + Add products in inventory. 2. You'll see every Suplery product that isn't in your inventory yet. Search, or sort by brand and type, to find what you need. 3. Select the products. The header checkbox selects everything in the current results. 4. Click Add [X] products to inventory. Can't find a product? Use Couldn't find product at the bottom of the list to ask our content team to add it. Let an order add them for you Products are added to your inventory automatically when you receive an order — whether it's a Suplery order or an External orders order. No manual step needed. Keep your stock accurate Your In stock numbers should always match what's really on your shelves. They update on their own when you receive an order or run a stocktake — but when you need to adjust by hand: 1. Find the product and click + to add or – to remove. 2. Enter the quantity. 3. Pick a reason. 4. Save. The reasons available depend on which way you're adjusting: - Adding stock: Return or Other. - Removing stock: Internal use, Sell, Damaged, Expired, Lost, Returned to supplier, or Other. ⚠️ Without the Inventory role, you can only remove stock as Sell or Internal use, and add it back as Return. Professional products never have a Sell reason. The product panel Click any product to open its panel, where you'll find everything about it — name, image, ingredients, barcode, how-to-use directions, and its other characteristics — and where you can adjust stock too. It looks like the product view in the Shop, so your stock and the catalog feel like one place. You can't edit a product's information yourself; if something looks wrong, contact us and we'll fix it. 💡 Sets can be handled either way: keep or resell a set whole, or split it into its individual products when you use them up one at a time in treatments. Stock history Every product keeps a full history of its stock changes. Open the product and choose Stock history to see, for each change: the date, the reason (order, stocktake, sale, and so on), who made it, the quantity, the stock level afterwards, and the other products in that operation. Change the date range to focus on a period. The adjustments you'll see: | Adjustment | Effect | | -------------------- | ------ | | Order | + | | Return | + | | Stocktake | + / – | | Other | + / – | | Sale | – | | Internal use | – | | Damaged | – | | Expired | – | | Lost | – | | Returned to supplier | – | To change or cancel an adjustment, click it in the stock history and edit the date, type, or amount — or delete it — in the Edit adjustment panel. 💬 Seeing Upcoming instead of a date? That product is on an order you've placed but haven't received yet — a quick way to see what's on its way. Archive a product you no longer use 1. Open the product and click Action → Send to archive, then confirm. 2. To see archived products later, turn on Show archived in your list. 3. To bring one back, open it with Show archived on and click Action → Restore from archive. 💬 Archived with stock means a product you archived still appears because you have some left. You can keep using it, but you can't reorder it. Reduce its stock to zero to remove it from your list completely. Reordering and low-stock alerts Your list flags products that are at risk of running out so you can act before you hit zero. Low-stock alerts, demand forecasts, ready-made reorder carts, and scheduled orders are a feature in their own right — see Plan & schedule orders. Invite a product's supplier to Suplery If a product's supplier isn't on Suplery yet, open its panel and use Invite to Suplery to ask them to join, so you can order from them directly. More on this in Suppliers management. FAQ 💬 Why can't I sell a particular product? It's marked professional by the supplier — those are for use in treatments only, not resale. 💬 How do I change or delete a stock adjustment? Open the product's Stock history, click the adjustment, and edit or delete it in the Edit adjustment panel. 💬 Why does a product show "Upcoming"? It's on an order you've placed but haven't received yet. 💬 Why is the price or MSRP cell empty? For an external order you may not have entered an MSRP, and professional products show no retail price. Related articles - Stocktakes - Suppliers management - Order from the Shop - Plan & schedule orders - Reports - Barcode scanner

9. Stocktakes

A stocktake is a physical count of your shelves. Instead of adding or removing items one at a time, it sets the actual quantity you have, correcting any gap between your records and reality. You'll find it under Inventory → Stocktakes, and it's fastest with the Barcode scanner. Why stocktakes matter There are two ways to think about a stocktake, depending on how you work: - As a check on your tracking. If you already adjust stock as you sell and use products, a regular stocktake is your safety net — it catches the small discrepancies that always creep in (a missed sale, a breakage no one logged) and resets your numbers to the truth. - As your tracking itself. If you don't log every sale and use, counting your shelves every week or two is how your inventory stays accurate. The stocktake does the work for you. Either way, accurate counts keep the value of your inventory right and help you avoid tying up cash in overstock or losing sales to understock. There's also a quiet bonus: the more regularly you take stock, the better Suplery can estimate how fast you use each product and predict what you'll need to reorder — so your counts feed straight into Plan & schedule orders. 💡 A good rhythm for most businesses is a stocktake every one to two weeks. Smaller places often manage monthly — but more often is better, both for accuracy and for the order predictions Suplery builds from your counts. 💡 You don't have to count everything at once. A partial stocktake — just one shelf, one brand, or your fastest-moving products — takes only minutes, so it's easy to fit in often. Counting in small, regular rounds keeps your busiest products accurate without ever blocking out time for a full count. Your stocktakes The Stocktakes tab lists every count — its name, who created it, its status, and its completed and last-updated dates. Search by name to find one. Because every stocktake stays in the list, you can see at a glance whether a colleague has already started one but not finished it. A stocktake moves through four statuses: - In progress — counting has begun. - Paused — on hold, ready to resume. - Completed — finished and applied to your stock. - Canceled — stopped or reversed; it doesn't affect your stock and stays as a record. Start a stocktake 1. Click Start new stocktake. 2. Keep the name Suplery fills in, or type your own. 3. Start counting. While you count, search across all products, uncounted, counted, and excluded items to keep your place. 💡 The date of a stocktake is its snapshot in time — it fixes exactly when these numbers were true. This matters most around deliveries: set the date just before an arrival to count without the new stock, or after it to include the new items. Two people counting a minute apart will still agree, because the date settles which moment counts. Count your stock 1. For each product, enter what you actually have in the Counted column. 2. An indicator shows how your count compares with what Suplery expected: - ✓ it matches - ↓ you have fewer than expected - ↑ you have more than expected 3. Keep going until you've counted everything you need. 💡 Your work saves automatically every time you make a change, as long as you're online — so you'll never lose a count. Counting goes much faster with a scanner: scan each item with the Barcode scanner and just enter the quantity. Pause and pick up later — click Pause in the top corner to stop, then open the paused stocktake and click Resume stocktake when you're ready. Count only some of your products You don't have to count everything. Just skip the products you're not counting — when you finish, Suplery offers to exclude them in one click, and their quantities stay exactly as they were. Handy for a quick count of a single shelf or one brand. When a product shows a warning Ideally nothing changes mid-count — but if a product is sold or used while you're counting, its number can shift. Suplery flags those products with a warning so you can give them a second look; the note beside it tells you whether stock ended up higher or lower than expected. To clear a warning, choose: - Keep set quantity — confirm the count you entered, or - Edit counted quantity — recount and enter it again. The warning disappears as soon as you edit the quantity. Complete your stocktake 1. Click Complete stocktake when you've finished counting. 2. If anything is still uncounted, Suplery asks what to do: - Exclude — leave those products' quantities untouched. - Set quantity to 0 — zero them out. - View — open the list of uncounted items first. 3. Click Complete stocktake again. If there are warnings, you can Review them one by one, or Keep set quantity and complete to accept your counts as they are. Your stocktake is saved at the moment you complete it, and the finished view shows its name, date, what was counted or excluded, and any discrepancies — so your stock now matches your shelves. Edit, cancel, or restore - Edit a completed stocktake — open it, click Edit stocktake, change what you need, and click Update stocktake. - Cancel a stocktake you've started — click Cancel. If you'd counted at least one item, it moves to the canceled list; if you'd counted nothing, it's simply deleted. - Cancel a completed stocktake — you can't undo it, but canceling erases its results and recalculates your stock as if it never happened. - Restore a canceled stocktake — click View canceled, find it, and click Restore stocktake. An unfinished one comes back as Paused so you can keep counting; a completed one is reapplied and adjusts your stock to its original count. ⚠️ Canceling or restoring a completed stocktake changes your stock levels — it's worth a second look before you confirm. FAQ 💬 How often should I do a stocktake? Every one to two weeks is a good target. Smaller businesses often do it monthly — but the more regularly you count, the more accurate your stock and the better Suplery can predict your reorders. 💬 Why does the stocktake date matter? It's the snapshot moment your count represents. Setting it around deliveries decides whether newly arrived stock is included. 💬 What do the arrows and checkmark mean? ✓ your count matches what was expected, ↓ you have fewer, ↑ you have more. 💬 Why does a product show a warning? Its stock changed while you were counting — review it, then keep or re-enter the quantity. 💬 What happens if I cancel a completed stocktake? Its results are erased and your stock is recalculated as if that count never happened. Related articles - Inventory management - Barcode scanner - Plan & schedule orders - Reports

10. Barcode scanner

Suplery's barcode scanner turns your phone into an inventory tool. Point your camera at a product's barcode and Suplery recognizes it instantly — so you can record a sale, log in-salon use, adjust stock, add items to an order, check off a delivery, or run a stocktake without ever searching or typing. 💡 The scanner uses your phone's camera, so it's a mobile feature. It can technically run in a desktop browser, but holding products up to a webcam is awkward — use your phone. 📲 Get the Suplery app: Download on the App Store · Get it on Google Play Why scan Scanning replaces the slowest part of inventory work — finding the right product in a list and typing numbers. Instead, you point and shoot: - It's fast. A scan takes a second; finding each product by hand takes far longer, item after item. - It's accurate. You act on the exact product in your hand, so there are no wrong-product or wrong-count mix-ups. - It's hands-on. Walk your shelves with your phone and update stock right where it sits. The payoff is biggest for the jobs that touch lots of products at once — stocktakes, building orders, and receiving deliveries — where scanning turns an afternoon into a few minutes. Open the scanner On your phone, open Inventory and use the buttons along the bottom: - Sell or Use — opens the scanner right away. - Adjust — pick a reason first, then tap Continue to barcode scan. The Sell, Use, and Adjust scanner screens are identical apart from the heading, so it always works the same way. Pick a reason (Adjust) When you tap Adjust, choose why the stock is changing before you scan: - Removing stock: Sale, Internal use, Damaged, Expired, Lost, Returned to supplier, Other. - Adding stock: Return, Other. These are the same reasons used everywhere in inventory — see Inventory management. Scan a product 1. Point your camera at the barcode and line it up inside the ↓ Place barcode here ↓ frame. 2. Suplery reads it automatically and the product appears on screen. 3. Scan it again to add another, or use + / – to set the quantity. The scanner screen also has a flash toggle, a camera switch, settings, help, and close. If your phone has more than one camera, the back camera usually scans best. Count a stocktake by scanning This is where the scanner earns its keep. A stocktake means going through your shelves and confirming how much of each product you actually have — and doing that by hand, searching for every item and typing each number, is slow and easy to get wrong. With the scanner it's a different job entirely: 1. Start a stocktake (Inventory → Stocktakes → Start new stocktake). 2. Walk your shelves and scan each product as you reach it — every scan adds it to your count. 3. Scan a product again for each extra unit, or set the number with + / –. 4. Complete the stocktake when you're done. Because you're scanning what's physically in front of you, you count faster, you don't lose your place, and you don't mistype — what would take an afternoon by hand takes a few minutes. For the full stocktake flow (warnings, partial counts, completing), see Stocktakes. 💡 Counting just one shelf or one brand? Scan only those products — when you finish, Suplery offers to leave everything else untouched. Build an order by scanning Restocking straight from the shelf? While creating an order you can scan products to add them, instead of searching the catalog — handy when you're standing in your stockroom and can see exactly what's running low. More on ordering in Order from the Shop. Check off a delivery When an order arrives, scan the items as you unpack to check them against what you ordered and receive them into your stock — a quick way to confirm the box matches the paperwork before anything goes on the shelf. See Manage your orders. When a barcode won't scan Tap Can't scan the barcode? for quick fixes: - Keep the whole barcode inside the frame, both edges included. - Pull back a little if it looks too large or blurry. - Hold steady for a moment — shakes make scanning harder in low light. - Improve the lighting and avoid glare on glossy packaging. - Aim at the black bars, not the product text. Still no luck? Tap Search product manually. When a product isn't recognized If a barcode isn't in Suplery, nothing registers on screen. Open the scanner logs to see everything you've scanned and whether it matched — a Product not found entry means that barcode isn't in Suplery's catalog yet. Use manual search to add the product instead. Find a product by hand From Search product manually, type a barcode number or product name, pick the product from the list, and it joins your scan list so you can keep going. Useful when the barcode's gone — for example, it was on packaging you've already thrown out. Advanced scanner settings The defaults handle most barcodes. For stubborn ones — small, curved, or on shiny packaging — tap the gear icon to fine-tune detection (for example, a smaller Patch Size or a higher Resolution), then Apply & Restart. Reset returns everything to defaults. Tips for best results - Use manufacturer barcodes — store price-stickers and custom labels won't match. - Check the box before you bin packaging — the barcode is often on the box, not the bottle. - Good light and a steady hand make most scans instant; use the flash in dim rooms. FAQ 💬 Can I scan on a desktop? The scanner is built for mobile, since it needs a camera. It can technically run in a desktop browser, but holding products up to a webcam is impractical — use your phone. 💬 Why won't my barcode scan? Keep the whole barcode in the frame, steady and well-lit, and aim at the bars rather than the text. Tap Can't scan the barcode? for tips, or search for the product by hand. 💬 A barcode isn't recognized — what now? It's probably not in Suplery's catalog yet. Check the scanner logs for a Product not found entry, then use manual search to find the product by name. 💬 Can I use the scanner for stocktakes? Yes — it's the fastest way to count. Start a stocktake and scan your shelves; each scan adds to the count. Related articles - Inventory management - Stocktakes - Order from the Shop - Manage your orders 📲 Get the app: Download on the App Store · Get it on Google Play

16. Reports

Running a salon, it's easy to lose track of money on the shelf — products that don't sell, stock that expires, running out mid-service, overbuying, or a supplier quietly eating more of your budget than you realised. Reports turn your inventory and ordering history into plain answers, so you can spot these before they cost you. At a glance you can see where your cash is tied up, what you're wasting, what's about to run out, and how much you're spending and with whom — then drill in whenever a number looks off. Reports read the data you already keep, so the more up to date your stock and stocktakes are, the sharper they get (see Inventory management and Stocktakes). Where to find reports Reports live inside Inventory: open the Reports tab, then use the selector to switch between the Products, Movements, and Suppliers reports. It's not a separate menu — it sits right alongside your inventory. The shape of every report All three reports are built the same way, so once you know one you know them all. Top to bottom: 1. Period — choose Week, Last week, Month, Last month, 90 days, or Custom. Pick it once and it stays applied across all three reports, and every number compares to the previous period of the same length. 2. Headline numbers (KPIs) — about five key figures, each with a small change indicator showing how much it moved since last period. 3. Daily chart — one trend for the period. 4. "Pay attention to" (Health) — short lists of things worth a look, most important first. 5. Table — the full detail, which you can search, sort, filter, and regroup. How to read each part - Headline numbers & change indicators. Each shows the figure plus "vs previous period." - The chart. When you see an area and bars together, that's two different measures on one chart (for example, stock value as an area and daily usage as bars). - "Pay attention to" lists. Each row is a signal with a count and a one-line rule. Click a row to open the full list of affected products in a side drawer (on desktop) or a bottom sheet (on mobile), with a couple of helpful columns. - The table & pivots. Switch how rows are grouped — for example by product, brand, or category — search within that grouping, filter columns by number, and tap a product row to jump straight to its stock history. - What you might see. A brand-new account shows empty sections with a short note; if you haven't entered purchase prices yet, every money figure reads $0 until you add them; and while data loads you'll see placeholder skeletons. 💡 Not sure what a number means? Tap any headline figure for a plain-language explanation of what it is and where to look next. Ask a question, find the answer Reports are built to answer real questions about your business, so the easiest way to use them is to start from what you want to know — not from a number. A quick playbook: | What you want to know | Where to look | | ----------------------------------------------- | ----------------------------------------------------------------------------------------------------------- | | Where's my cash tied up? | Products → Cash in slow movers; "pay attention to" → No movement, Overstock | | Am I about to run out of anything? | Products → To order urgently and Out of stock now; Median stock coveragefor the overall picture | | What am I losing to waste? | Movements → Total waste; "pay attention to" → Lost in stocktakes; Products table → Waste $ | | How much am I spending — and is it creeping up? | Products or Suppliers → Spendings / Total spendings, and its change indicator | | Which supplier dominates my budget? | Suppliers → Top supplier share; "pay attention to" → More than 50% of spend | | Are my stock counts trustworthy? | Products → Data confidence | | Who on my team moved stock? | Movements table → the User grouping | | Is a supplier slow, or gone quiet? | Suppliers → "pay attention to" → Slow-delivery suppliers, No orders over 90 days | 💡 How to ask well. Pick the period that matches your question, read the change indicator to see the trend, then click into a "pay attention to" list or the table to see exactly which products or suppliers are behind the number. Every headline has detail behind it — follow it. Use case. "My spend jumped last month." Set the period to Last month, check how Spendings moved, then open the Suppliers table sorted by spend to see which supplier and which orders drove it. The three reports and their numbers Three rules run through every figure. Money is what you paid — your purchase price, never retail; a product with no price recorded shows as $0 in a headline number, or – in a table cell. Spend counts when an order is placed, not when it arrives — cancelled orders don't count, and refunds are subtracted. And stock means what's on hand, not what's on the way. Products — what you hold, use, and spend Best for the health of your stock: slow movers, things about to run out, overstock, and urgent reorders. - Inventory value, $ — The value of everything on your shelves right now: each product's on-hand quantity times what you paid for it, added up. Products in negative stock pull the total down, archived products that still have stock are counted, and stock that's only on the way isn't. It's a snapshot at the end of the period you've chosen. - Spendings, $ — How much you spent placing orders in the period — the product value of the orders you placed, at the price you actually paid. Both Suplery and external orders count, and it lines up with the Bought $ column in the table. - Median stock coverage, days — The typical number of days your current stock will last. Suplery works out how long each product will last at its recent usage, then takes the middle value across your products. Using the middle rather than the average stops one extreme item — say, months of disinfectant — from throwing the headline off. - Data confidence, days — How fresh your counts are: the number of days since your last completed stocktake. It's shown as a green, amber, or red status so you can tell at a glance whether a fresh count is overdue. Think of it as the honesty check on every other number. - Cash in slow movers, $ — Money tied up in products that barely move. Suplery looks at your recent sales and in-salon use, finds the products that hardly shift, and adds up their stock value — a good place to look when you want to free up cash. Movements — everything that moved in or out Best for understanding flow and loss. It replaces separate orders and stocktakes reports — filter by movement type to get those views. - Total in — The number of units that came into stock during the period: everything received from orders, returned by clients, or added by a positive stocktake correction. - Total out — The number of units that left stock during the period: sold, used internally, written off, or returned to a supplier. - Total waste, $ — The value of what you wrote off: products lost, damaged, or expired, plus anything a stocktake found missing. Products you sent back to a supplier aren't waste — they went back, they weren't lost. - Total used, $ — The value of everything used in the salon rather than sold — your back-bar and in-service product. - Number of items sold — The number of units sold in the period. It counts units, not sales, so one sale of five units counts as five. Suppliers — who you order from, and how much Best for spend concentration, delivery speed, and suppliers who've gone quiet. - Total number of orders — How many orders you placed in the period. - Total spendings, $ — Your total order spend in the period — the same figure as Products → Spendings, seen from the supplier side. - Number of active suppliers — How many suppliers you had activity with: anyone you placed, received, or returned an order with during the period. - Top supplier share, % — How much of your spend goes to your single biggest supplier. A high number means a lot is riding on one supplier. - Number of order days — The number of separate days on which you placed an order — a quick read on how often you order. Lots of order days can be a sign of frequent small top-ups. FAQ 💬 Where do I find reports? In Inventory → the Reports tab, then switch between the Products, Movements, and Suppliers reports. 💬 Why are all my money numbers $0? You haven't entered purchase prices yet. Reports value everything at what you paid, so add your purchase prices and the money figures fill in. 💬 Why doesn't Spendings match what actually arrived? Spendings counts an order when it's placed, not when it's delivered. What physically arrived shows up in the Movements report. 💬 Is the red or green arrow good or bad? Neither — the change indicator is neutral grey. It only shows how much a number moved, so you can decide what's good or bad for your salon. 💬 Does the period reset when I switch reports? No — the period is shared. Pick it once and all three reports use it until you change it. 💬 What's "Cash in slow movers"? The total value of stock that barely sells or gets used — money sitting on your shelves that isn't really working. A good place to start when you want to free up cash. 💬 Can I see who did what? Yes — in the Movements table, group by User to see who drove stock activity in the period. Related articles - Inventory management - Stocktakes - Manage your orders - Plan & schedule orders - Suppliers management

Inventory management

Inventory keeps your stock accurate — so you always know what you have, what you've used, and what to reorder. You'll find it under Inventory, where three tabs organize everything: Products, Stocktakes, and Suppliers. This article covers the Products tab, your stock. For the other two, see Stocktakes and Suppliers management. Your products list The Products tab lists every product you've bought. Each one reads as Brand · Series · Product · Qty × Units — so a pack shows in the name (for example, 10 × 0.3 ml) rather than being split into separate items. Alongside each product you'll see its In stock count, the Last purchase price, and the MSRP. To find a product: - Browse the category tree on the left — it shows only the categories you actually have products in. - Filter by brand, or search by product, brand, or series name. 💬 Some products are marked professional — they're meant for use in treatments, not resale. These show no retail price, and you can't sell them. Add products to your inventory There are two ways to get products into your inventory. Pick them from the catalog 1. On the Products tab, click Action → + Add products in inventory. 2. You'll see every Suplery product that isn't in your inventory yet. Search, or sort by brand and type, to find what you need. 3. Select the products. The header checkbox selects everything in the current results. 4. Click Add [X] products to inventory. Can't find a product? Use Couldn't find product at the bottom of the list to ask our content team to add it. Let an order add them for you Products are added to your inventory automatically when you receive an order — whether it's a Suplery order or an External orders order. No manual step needed. Keep your stock accurate Your In stock numbers should always match what's really on your shelves. They update on their own when you receive an order or run a stocktake — but when you need to adjust by hand: 1. Find the product and click + to add or – to remove. 2. Enter the quantity. 3. Pick a reason. 4. Save. The reasons available depend on which way you're adjusting: - Adding stock: Return or Other. - Removing stock: Internal use, Sell, Damaged, Expired, Lost, Returned to supplier, or Other. ⚠️ Without the Inventory role, you can only remove stock as Sell or Internal use, and add it back as Return. Professional products never have a Sell reason. The product panel Click any product to open its panel, where you'll find everything about it — name, image, ingredients, barcode, how-to-use directions, and its other characteristics — and where you can adjust stock too. It looks like the product view in the Shop, so your stock and the catalog feel like one place. You can't edit a product's information yourself; if something looks wrong, contact us and we'll fix it. 💡 Sets can be handled either way: keep or resell a set whole, or split it into its individual products when you use them up one at a time in treatments. Stock history Every product keeps a full history of its stock changes. Open the product and choose Stock history to see, for each change: the date, the reason (order, stocktake, sale, and so on), who made it, the quantity, the stock level afterwards, and the other products in that operation. Change the date range to focus on a period. The adjustments you'll see: | Adjustment | Effect | | -------------------- | ------ | | Order | + | | Return | + | | Stocktake | + / – | | Other | + / – | | Sale | – | | Internal use | – | | Damaged | – | | Expired | – | | Lost | – | | Returned to supplier | – | To change or cancel an adjustment, click it in the stock history and edit the date, type, or amount — or delete it — in the Edit adjustment panel. 💬 Seeing Upcoming instead of a date? That product is on an order you've placed but haven't received yet — a quick way to see what's on its way. Archive a product you no longer use 1. Open the product and click Action → Send to archive, then confirm. 2. To see archived products later, turn on Show archived in your list. 3. To bring one back, open it with Show archived on and click Action → Restore from archive. 💬 Archived with stock means a product you archived still appears because you have some left. You can keep using it, but you can't reorder it. Reduce its stock to zero to remove it from your list completely. Reordering and low-stock alerts Your list flags products that are at risk of running out so you can act before you hit zero. Low-stock alerts, demand forecasts, ready-made reorder carts, and scheduled orders are a feature in their own right — see Plan & schedule orders. Invite a product's supplier to Suplery If a product's supplier isn't on Suplery yet, open its panel and use Invite to Suplery to ask them to join, so you can order from them directly. More on this in Suppliers management. FAQ 💬 Why can't I sell a particular product? It's marked professional by the supplier — those are for use in treatments only, not resale. 💬 How do I change or delete a stock adjustment? Open the product's Stock history, click the adjustment, and edit or delete it in the Edit adjustment panel. 💬 Why does a product show "Upcoming"? It's on an order you've placed but haven't received yet. 💬 Why is the price or MSRP cell empty? For an external order you may not have entered an MSRP, and professional products show no retail price. Related articles - Stocktakes - Suppliers management - Order from the Shop - Plan & schedule orders - Reports - Barcode scanner

Suppliers management

Suppliers tab simplifies your supplier management. It allows you to quickly find the supplier you are looking for, view supplier information, order history, and, if necessary, start communication. Suplery suppliers vs external suppliers There are two distinct categories to accommodate your purchasing needs: Suplery suppliers and external suppliers. What’s the difference? - Suplery suppliers. These are suppliers you can directly purchase from within the Suplery. This offers the convenience of browsing products, making purchases, and communicating with the supplier all in one platform. - External suppliers. These are suppliers who are not available on the marketplace. You can still add them to Suplery to manage your inventory and orders effectively. This option allows you to keep track of all your orders in one tool, even for suppliers outside the marketplace. Suplery also allows you to create order lists for external suppliers and upload them as files for easy ordering. How to work with external suppliers You'll see all your external suppliers in one list with Suplery suppliers. These suppliers won't have a special mark next to their name (unlike the Suplery suppliers). You can search for a supplier by their company name or the name of a specific contact person within the company. Search results will be displayed alphabetically, making it easy to find the supplier you're looking for. Here's what you can do with external suppliers in this system: - Easily add new external suppliers and keep their contact details up-to-date. - Take notes for internal reference and manage a history of your orders with each supplier. - Invite external suppliers to Suplery marketplace for a more collaborative and easy working experience. We understand the importance of your privacy. The information you provide is used solely by yourself. We will not contact your suppliers based on this data. How to create new external supplier 1. To create a new external supplier, click Create external supplier. 2. Fill out the supplier's data. Name and address are required, and filling in all the details is recommended for easier management later. 3. Click Create Supplier. How to create new external supplier How to edit external supplier 1. Find the supplier you want to edit and click on its name in the supplier list. 2. Look for an edit button next to each detail you want to change (e.g., name, address, phone number). Click edit button for that specific detail. 3. Update the information in the field that became editable. 4. Save your changes: - For most fields, simply press Enter on your keyboard to save the change. - For notes, you need to press Ctrl + Enter to save. How to archive and restore external supplier Need to hide a supplier you no longer work with? You can easily archive them. Archived suppliers are hidden from the main list until Show archived checkbox isn’t checked. You won't see the Show archived checkbox until you have at least one archived supplier. Once you do, you can use the checkbox to view all archived suppliers in the list. Here's how to archive and restore suppliers: 1. Find the supplier and click on their name in the supplier list. 2. Click on Action button . 3. Depending on the supplier's current status, you'll see either Send to archive or Return from archive. 4. Click to perform the action. What happens to my orders and products when I archive external supplier? It doesn't affect your orders or products at all. Archiving a supplier just hides them from your main list and supplier field in external order. Suppliers and orders The suppliers page helps you see and easily track your orders from a supplier. How to find orders from a given supplier 1. Click on the supplier's name in the supplier list. 2. Look for Orders tab and click on it. 3. You'll see a list of all orders placed with the supplier. It will include details like order date and status. You can search this list for a specific order or browse through it to find what you need. How to find orders from a given supplier

Stocktakes

A stocktake is a physical count of your shelves. Instead of adding or removing items one at a time, it sets the actual quantity you have, correcting any gap between your records and reality. You'll find it under Inventory → Stocktakes, and it's fastest with the Barcode scanner. Why stocktakes matter There are two ways to think about a stocktake, depending on how you work: - As a check on your tracking. If you already adjust stock as you sell and use products, a regular stocktake is your safety net — it catches the small discrepancies that always creep in (a missed sale, a breakage no one logged) and resets your numbers to the truth. - As your tracking itself. If you don't log every sale and use, counting your shelves every week or two is how your inventory stays accurate. The stocktake does the work for you. Either way, accurate counts keep the value of your inventory right and help you avoid tying up cash in overstock or losing sales to understock. There's also a quiet bonus: the more regularly you take stock, the better Suplery can estimate how fast you use each product and predict what you'll need to reorder — so your counts feed straight into Plan & schedule orders. 💡 A good rhythm for most businesses is a stocktake every one to two weeks. Smaller places often manage monthly — but more often is better, both for accuracy and for the order predictions Suplery builds from your counts. You don't have to count everything at once. A partial stocktake — just one shelf, one brand, or your fastest-moving products — takes only minutes, so it's easy to fit in often. Counting in small, regular rounds keeps your busiest products accurate without ever blocking out time for a full count. Your stocktakes The Stocktakes tab lists every count — its name, who created it, its status, and its completed and last-updated dates. Search by name to find one. Because every stocktake stays in the list, you can see at a glance whether a colleague has already started one but not finished it. A stocktake moves through four statuses: - In progress — counting has begun. - Paused — on hold, ready to resume. - Completed — finished and applied to your stock. - Canceled — stopped or reversed; it doesn't affect your stock and stays as a record. Start a stocktake 1. Click Start new stocktake. 2. Keep the name Suplery fills in, or type your own. 3. Start counting. While you count, search across all products, uncounted, counted, and excluded items to keep your place. 💡 The date of a stocktake is its snapshot in time — it fixes exactly when these numbers were true. This matters most around deliveries: set the date just before an arrival to count without the new stock, or after it to include the new items. Two people counting a minute apart will still agree, because the date settles which moment counts. Count your stock 1. For each product, enter what you actually have in the Counted column. 2. An indicator shows how your count compares with what Suplery expected: - ✓ it matches - ↓ you have fewer than expected - ↑ you have more than expected 3. Keep going until you've counted everything you need. 💡 Your work saves automatically every time you make a change, as long as you're online — so you'll never lose a count. Counting goes much faster with a scanner: scan each item with the Barcode scanner and just enter the quantity. Pause and pick up later — click Pause in the top corner to stop, then open the paused stocktake and click Resume stocktake when you're ready. Count only some of your products You don't have to count everything. Just skip the products you're not counting — when you finish, Suplery offers to exclude them in one click, and their quantities stay exactly as they were. Handy for a quick count of a single shelf or one brand. When a product shows a warning Ideally nothing changes mid-count — but if a product is sold or used while you're counting, its number can shift. Suplery flags those products with a warning so you can give them a second look; the note beside it tells you whether stock ended up higher or lower than expected. To clear a warning, choose: - Keep set quantity — confirm the count you entered, or - Edit counted quantity — recount and enter it again. The warning disappears as soon as you edit the quantity. Complete your stocktake 1. Click Complete stocktake when you've finished counting. 2. If anything is still uncounted, Suplery asks what to do: - Exclude — leave those products' quantities untouched. - Set quantity to 0 — zero them out. - View — open the list of uncounted items first. 3. Click Complete stocktake again. If there are warnings, you can Reviewthem one by one, or Keep set quantity and complete to accept your counts as they are. Your stocktake is saved at the moment you complete it, and the finished view shows its name, date, what was counted or excluded, and any discrepancies — so your stock now matches your shelves. Edit, cancel, or restore - Edit a completed stocktake — open it, click Edit stocktake, change what you need, and click Update stocktake. - Cancel a stocktake you've started — click Cancel. If you'd counted at least one item, it moves to the canceled list; if you'd counted nothing, it's simply deleted. - Cancel a completed stocktake — you can't undo it, but canceling erases its results and recalculates your stock as if it never happened. - Restore a canceled stocktake — click View canceled, find it, and click Restore stocktake. An unfinished one comes back as Paused so you can keep counting; a completed one is reapplied and adjusts your stock to its original count. ⚠️ Canceling or restoring a completed stocktake changes your stock levels — it's worth a second look before you confirm. FAQ 💬 How often should I do a stocktake? Every one to two weeks is a good target. Smaller businesses often do it monthly — but the more regularly you count, the more accurate your stock and the better Suplery can predict your reorders. 💬 Why does the stocktake date matter? It's the snapshot moment your count represents. Setting it around deliveries decides whether newly arrived stock is included. 💬 What do the arrows and checkmark mean? ✓ your count matches what was expected, ↓ you have fewer, ↑ you have more. 💬 Why does a product show a warning? Its stock changed while you were counting — review it, then keep or re-enter the quantity. 💬 What happens if I cancel a completed stocktake? Its results are erased and your stock is recalculated as if that count never happened. Related articles - Inventory management - Barcode scanner - Plan & schedule orders - Reports