Ordering and booking in deliveries

Updated on 2026-09-30

On this screen you prepare an order for your supplier and tick off what arrives. It is one list: a row starts as an order with status Besteld (ordered) and becomes a delivery as soon as the box is there. At the top are three tabs — Nog te leveren (still to be delivered), Geleverd (delivered) and Alles (everything); the screen opens on the first one.

Where do I find it?

Voorraad → Bestellen (Stock → Ordering).

The form

Delivery

The supplier is deliberately not required. Most salons book a "delivery without an order", with nothing but a label such as 20/08 or wella. If the field were required, you would no longer be able to open and save such a delivery.

Products

A list that starts out empty, with the Product toevoegen (add product) button. Per line:

The search field on Product also looks at the article number and the barcode, not only at the name, and it shows brand, name and size — otherwise the 100 ml bottle and the 250 ml one sit there as two identical lines. If you work with a scanner, or there is still a pack with an older barcode on the shelf, use Toevoegen of scannen (add or scan) at the top instead (see further down).

Preparing an order

At the top of the list is a single button: Bestelling klaarzetten (prepare an order). Inside it you choose what the order is based on. These are four routes to the same outcome: one delivery per supplier, with status Besteld (ordered), the quantities as lines and the product's purchase price. Products without a supplier go together into one order without supplier.

Whatever comes out, it is a proposal and not an order at the supplier: HairConnect proposes, you confirm. At that moment no mail is sent and nothing is ordered anywhere. You adjust the quantities, throw lines out, add your own, and then send the order yourself with Versturen naar leverancier (send to supplier) — see below. The message after preparing tells you straight away which orders cannot be sent because the supplier has no e-mail address. Set the status to Geleverd only when the boxes arrive — that is when stock is added.

Your supplier's deals are in that message straight away. If a tier is within reach — 1 more for the next tier of 10 — you read it before you open the order, with the supplier's name next to it. And if adding something pays off net, HairConnect asks right away whether you want to take it over; you pick one, or you pick Nu niet (not now). See Your supplier's promotions.

What was sold and used

HairConnect adds up, per product, what was sold and used in the salon over a period. You pick that period from a short list: the past seven days (the default), the past fourteen days, last week, Monday through Sunday, or the past thirty days. Last week is the week that has finished, even when you order on a Friday. Want something else, pick a period I choose myself and the two date fields appear.

If nothing was sold or used in that period, the screen says so and creates nothing. Colour never crosses the counter, so it only counts once you scan it out under Voorraad → Verbruik (Stock → Usage).

Topping up to the minimum stock

Every product below its minimum stock is topped up to that minimum. One bottle on the shelf against a minimum of four puts three on the order form.

Three things to know:

• A product without a minimum does not count. That number sits on the product record (Voorraad → Producten, field Minimumvoorraad). Left empty or set to zero, HairConnect does not know what the target is — and it does not invent one.
• Topping up means reaching, not exceeding. A product sitting exactly on its minimum gets no line. HairConnect has no maximum or target stock; if you always want more than the minimum on the shelf, set that higher number as the minimum.
• A negative stock counts as zero. A product at −3 with a minimum of 2 yields 2 items and not 5: no shelf holds minus three bottles. The message says for how many products this happened, and the note on the order repeats it. Count those products before you send — a figure below zero is a counting error, not a shortage.

Composing it yourself

This creates an empty order and takes you straight into it. You can pick a supplier along the way; you can also fill that in on the order itself. Filling it is done with Toevoegen of scannen, below.

From a note on paper

Do you write your order by hand on a piece of paper? Then you do not have to type it out again. Pick this route and you land on the screen Bestelling van papier (order from paper).

That screen also sits in the sidebar itself, under Voorraad → Briefje inscannen (Stock → Scan a note), right below Bestellen. So you do not have to go through the button above when you already know you have a note in your hand.

There are two ways in:

• Foto nemen (take a photo). Lay the note flat, with enough light, and make sure the whole list is in the picture. HairConnect reads what is written on it.
• Briefje intypen (type the note). Type your list the way it is written. This always works, also without an assistant.

From your phone

This screen is built for the phone: note in your hand, take a photo, done.

• The camera opens straight away. You do not have to take a picture first and then go looking for it; Foto nemen opens your phone's camera. On a computer nothing changes: there you get the usual file dialog and drag-and-drop works as before.
• More than one sheet is fine. Take them one after the other; they end up on a single note, in the order you took them. Eight at most per time.
• Find another one later, and you add it. On a note that is already on screen, Blaadje bijvoegen (add a sheet) appears. The lines already there stay put — including the products you pointed out yourself — and the new ones come below them.
• If the reading fails, you lose nothing. If one of the sheets could not be read, nothing is created and the message says which sheet it was. When adding, your note stays exactly as it was. The images are deleted in every case.
• The list reads vertically. On a narrow screen every line that was read appears as a block below the previous one, instead of a table you have to scroll sideways: what it said, with the quantity and the product below it, the state next to it, and the two buttons big enough to hit with a finger.

Write the way you are used to. HairConnect understands the way a hairdresser sets down a list:

Verf 5/09
Illum : 5/    6
        6/    6
        7/43  3

CT :    9/86  9

A heading with a colon applies to every line below it, until the next heading — so you do not have to repeat the brand for each shade. The quantity goes at the end of the line, with a space in front of it. The first line without a quantity is the title of your note, so the date you write at the top is not read as an order. Shades with slashes can stay exactly as they are: 5/, 7/43, 010/36, /97. The abbreviations KP, CT, SF, BP, CF and SP above a block are read as Koleston Perfect, Color Touch, Shinefinity and Blondor — so CT 7/0 becomes Color Touch, even if you also stock Koleston Perfect 7/0.

You then see every line that was read, with what it said and the product it is hooked to:

The quantity is adjusted with the + and − buttons next to the line. One tap, no dialog. At one the − button disappears: ordering zero does not exist, that is throwing the line away.

To throw a line away, use the bin next to it. One tap, no dialog: this deletes no salon data, only one read line, and what was on your note stays above the table. A notification tells you which line went.

If many lines make no sense at all — that happens with difficult handwriting — Onleesbare regels wissen (clear unreadable lines) at the top wipes them in one go. Only the lines where no product at all was found go; lines with a product and lines you still have to choose from stay. That button is only there when such lines exist.

If we read a shade wrongly, correct it with Regel bijwerken (update line): the product is then looked up again. The orders only come into being when you press Bestelling klaarzetten — and only with the lines marked Klaar. The others stay put; they do not disappear and they are not guessed.

What happens to your photo. It lands on our private disk, is sent on to the language model you set up under Instellingen → Koppelingen (Settings → Integrations), and is deleted on our side immediately afterwards — also when the reading fails. What is kept is the text you see on screen.

If the assistant is switched off, or runs on your own server with Ollama, then Foto nemen and Blaadje bijvoegen are not there: that model cannot read images. Nothing is sent either. Briefje intypen simply works, and everything after it is exactly the same.

Which route do I take?

Adding or scanning products

Every order carries Toevoegen of scannen (add or scan) at the top. Scan the barcode or type part of the name, give the quantity, and the product is on the order. If it was already there, the quantity goes up instead of a second line appearing.

Nothing is guessed. If your search term matches more than one product, HairConnect names them and keeps the window open so you can type more precisely; if it matches nothing, the screen says so with the code you typed. All barcodes of a product count, the older ones included — the pack carrying the previous code is precisely the one that would otherwise find nothing.

Quantities you had already changed but not yet saved are saved along before the new product is added. So you lose nothing, and you do not have to click Opslaan (save) after every line.

Sending to the supplier

Mail is the default route. A salon that set nothing sends its orders this way — at every supplier, integration or not. Which route is yours is chosen in Instellingen → Koppelingen; see How your order leaves.

On every row with status Besteld — and at the top of the edit page of such a delivery — there is Versturen naar leverancier (send to supplier), provided a supplier is attached. If that record has no e-mail address yet (Instellingen → Leveranciers (Settings → Suppliers)), the button does not disappear: it opens a window that says what is missing and where to fill the address in. The Verstuurd (sent) column then shows Geen e-mailadres bij de leverancier (no e-mail address at the supplier).

No order ever leaves without you clicking Versturen (send) in the confirmation window. That window shows beforehand exactly what leaves: the address, the lines with their quantities, and a box Opmerking voor de leverancier (remark for the supplier) where you can add something (please deliver before Thursday). Save changes to the quantities first: what the window shows is what the supplier gets.

Below it sits Zo komt hij bij de leverancier toe (this is how it reaches the supplier): the e-mail itself, exactly as it lands in their inbox. Not a mock-up — it is the same e-mail, simply not sent yet. So you see the greeting, your customer number, the lines and your footer before you click Send, instead of afterwards.

The mail goes out in the salon's house style and with the salon as sender; a reply from the supplier lands at the salon, at the address in Instellingen → Het salon. It contains the salon's name, the customer number at the supplier (if it is on the supplier record), the reference, per line the product with its article number and the quantity, and your remark. At the bottom are the salon's details as you filled them in at Instellingen → Het salon: name, street, postcode and town, phone and e-mail. Prices are not included.

A line without an article number goes along all the same, with its name: a mail is read by a human. If some of your lines carry a number and others do not, the window names the latter under Gaat mee zonder artikelnummer (goes along without an article number). In the Wella basket such lines really do drop out — that is the difference between the two routes, and that is why each window says it in its own way.

Which server the mail leaves by. If you configured your own mail server at Instellingen → Koppelingen, it goes out through that. For the supplier, nothing changes about what he reads: the mail keeps your salon's styling, with your salon as sender.

If no mail can leave, nothing leaves — and nowhere does it say the order was sent. With no mail server set up yet, the window says so before you click: you read Er is nog geen mailserver ingesteld along with the way there (Instellingen → Koppelingen → Mailserver), and there is no Versturen button. The order stays exactly as it was, the Verstuurd column stays empty and no line appears in the log. The preview Zo komt hij bij de leverancier toe does keep working: you can look at the mail while you are still setting the server up.

After sending, the Verstuurd column fills with date, time and address, and a line appears in the log (Bestelling verstuurd). Sending again is possible — after a correction, for instance — but the window then warns Al verstuurd op … naar … (already sent on … to …), and the supplier receives a second mail.

Ordering from Wella

If the Wella integration is switched on (Instellingen → Koppelingen), Koppelen met de Wella-catalogus (Link to the Wella catalogue) at the top of Voorraad → Producten links your product records to the shop's article numbers. HairConnect searches on the barcode and only links when a second characteristic — the brand or the size — confirms the hit; anything ambiguous stays unlinked and appears with its reason in the Wella column (filter Nog niet gekoppeld aan Wella). Once an article number is stored it stays, even if the barcode changes later; you can enter or clear it on the product record itself.

In Instellingen → Koppelingen you point out which supplier records are Wella. There may be more than one: if you keep a separate record per brand because you send a separate order for it, tick them all. Every record keeps its own order — HairConnect merges nothing. The linking run does cover all the records you ticked at once, so you fetch the article numbers in a single pass. A record you do not tick stays out of it entirely: no article numbers, no basket, no csv. The same screen also holds the address of your Wella shop — for Belgium https://be.wella.professionalstore.com. That is where the button below opens a tab; leave it as it is unless you order in another country.

An open order for one of those records then has three routes to Wella: mail, the basket and the csv. The route you chose at Instellingen → Koppelingen comes first, as the main button; the other two sit beside it or under Andere manieren (other ways), the three-dot button on that same row. They never disappear — if one stalls, you take the other. At a supplier that is not Wella there is only one route, and mail simply stays first.

Zet in mijn Wella-mand (Put in my Wella basket) shows what is going into your basket and puts one button underneath it: Open mijn Wella-mand (Open my Wella basket). A tab opens on your Wella shop, and your shopping basket fills itself there. Bottom right in that tab a small HairConnect panel follows along: how many lines are in already, and per line what went wrong if anything did — not enough stock, for instance. You place the order yourself, at Wella. HairConnect puts the articles in your basket and stops there; your Wella password is never involved and your Wella session stays in your own browser.

If you are not signed in to Wella in that tab yet, the small panel says so straight away: Je bent niet aangemeld bij de Wella-webshop (you are not signed in to the Wella shop). Nothing goes into your basket then — the extension does not knock on Wella's door without knowing on whose behalf. Sign in to that shop and then click Ik ben aangemeld — vul mijn mand (I am signed in — fill my basket) in the panel. Nothing is lost: your order stays ready in HairConnect.

Csv voor Wella order upload downloads the same order as a two-column file, article number and quantity, for My account → Order upload in the shop. That is the safety net: it always works, because it is built into Wella's own screen. Both buttons leave a line in the audit log. Fill in Kopie naar (copy to) on the supplier record and your sales rep, for instance, receives the same order e-mail in copy, article numbers included.

The Chrome extension, installed once

Filling the basket happens in your own browser, and HairConnect needs a small helper for that: a Chrome extension. As long as it is not in the Chrome Web Store, you install it by hand. That is once; after that, ordering from Wella is one click. If the Zet in mijn Wella-mand window shows you this explanation instead of a button, it is not installed yet.

1. In that window, click Download de uitbreiding (Download the extension) and unpack the zip file. You get a folder hairconnect-wella. Put it somewhere it can stay — your Documents folder, for instance. Do not move or delete it afterwards: Chrome reads the extension from that folder every time.
2. Type chrome://extensions in your address bar and press Enter.
3. Switch on Developer mode top right, click Load unpacked top left, and choose that folder.

Then reload HairConnect and click Zet in mijn Wella-mand again; the button is there now.

Chrome asks for that developer mode because the extension does not come from its store. It may only look at two places — hairconnect.be and your Wella shop — and it does nothing there until you press the button. It never orders anything. If Chrome later tells you that developer-mode extensions have been switched off, simply switch it back on at chrome://extensions; nothing is lost.

If the extension is not working for a moment, the csv route is still there: download the file and upload it at My account → Order upload in the shop.

With the assistant

If the assistant is on, all of this also works with a sentence, whichever screen you are on.

Ordering. Bestel 6 flessen Olaplex nr. 3 or zet 2 dozen folie op de bestelling bij Coiffure Pro. The proposal shows which order the product goes on: the open order at that supplier if there is one not yet sent (if the product is already on it, the quantity goes up), otherwise a new one with status Ordered. No e-mail leaves; the proposal says you choose Send to supplier yourself afterwards. If the product has no supplier on its record, the assistant asks who to order from.

The whole order proposal. Zet de bestelling Wella klaar op basis van wat vorige week verbruikt is or bestel wat we deze maand verbruikt hebben does in one sentence what Bestelling klaarzetten above does along its first route, with the same sum: everything sold and used during that period, per supplier. Name a supplier and it stays with that one order. The proposal shows the period in full, how many items across how many products, and the first twelve names; after confirming you land on this list to check the quantities. Say no period and the assistant asks for one — she never picks one herself.

Receiving. De bestelling van Coiffure Pro is toegekomen or de bestelling met referentie 4472 is binnen sets that order to Delivered; the proposal shows the stock per product from old to new. If that supplier has several open orders, the assistant asks which one. We hebben 5 flessen Olaplex nr. 3 ontvangen books a delivery without an order, delivered straight away; if that product is also on an open order, the proposal says so and that order stays on Ordered.

The stock only goes onto the shelf on Confirm, along the same path as when you switch the status on the form. If the till sells a bottle in the meantime, or a colleague receives the same order in the meantime, the proposal lapses instead of counting twice.

The list

The newest orders at the top.

Filters: Leverancier (supplier) and Status.

If there is nothing yet: Nog geen leveringen — Boek een levering in om de voorraad en de inkoopprijzen te laten kloppen. (No deliveries yet — Book in a delivery to get the stock and the purchase prices right.)

Historical deliveries from Optios

The deliveries that came along with the import are accounting, not a stock source. The current stock level came separately with the product export and is today's level; if eight-year-old deliveries were added on top of that, your stock would double.

Many of those imported deliveries have no supplier in Optios: the salon booked them as "delivery without order" with only a label such as 16/09.

A Wella Company delivery is split per line here

Wella Company supplies more than one line — at the first salon Wella (colour, care, System) and Sebastian — through the same representative, and in Optios that came in as one delivery. You do order them separately, and HairConnect has a supplier record per line. That is why such a delivery shows up here as two deliveries: each product's lines with the supplier of its brand (the Leverancier (supplier) field on the brand, see Brands).

• The delivery from Optios keeps the supplier it had, and if it has none, the one with the most lines. The lines of the other line go on a split-off delivery with the same reference, status and dates. In the list, afgesplitst (split off) appears under the reference.
• No line is lost and no amount or quantity changes: a line only moves to another delivery. Together the two add up exactly to what Optios shows.
• A line from a brand without a supplier — or from a brand that does not belong to Wella — stays where it was.
• This only happens between the supplier records you selected in the Wella integration, and only for deliveries that come from Optios. An order you prepare here yourself is already created per supplier.
• A new Optios round recognises the delivery and splits it again; it is not imported a second time and no clean-up suggestion appears. If you change a line or the delivery from Optios yourself, your change wins, as with any other delivery. The reference, status and dates of the split-off delivery always follow those of the delivery from Optios: set that one to Geleverd (delivered) and the split-off follows.
• A split-off delivery is accounting, just like the delivery from Optios itself: it does not add stock.

This way every overview per supplier counts the Sebastian bottles under Sebastian, and the Wella price list derives the right supplier from your deliveries for your order suggestion.

Frequently asked questions

Why is there so much "Geen leverancier" in my list? Because the salon usually books without an order, and because most imported deliveries carried none. Searching can therefore also be done on the reference.

Can I receive a delivery partially? There is one status per delivery. Split it into two deliveries if you want to track them separately.