Suppliers

Updated on 2026-09-12

Where do I find it?

Instellingen → Leveranciers (Settings → Suppliers).

The form

One section, Leverancier (supplier).

The list

Leverancier (supplier, with the customer number underneath), E-mail and Telefoon (phone) — both with a copy button —, Producten (products) and Leveringen (deliveries) — the counts attached to this supplier.

If there is nothing yet: Nog geen leveranciers — Voeg de groothandel toe waar je bestelt, dan kan je leveringen inboeken op de voorraad. (No suppliers yet — Add the wholesaler you order from, then you can book deliveries into stock.)

The papers of a wholesaler

Open a record with Bewerken (edit). Below the form sits Documenten (documents): this is where you keep what has been agreed on paper with this wholesaler — the signed contract, the general terms, a price list. They are then where you look for them, with the supplier itself, and no longer in a mailbox from August.

Click Document toevoegen (add a document):

The list shows the name with the note underneath, the type, the end date and the size of the file. Openen (open) fetches the file; Bewerken (edit) and Verwijderen (delete) sit next to it.

If there is nothing yet: Nog geen documenten — Zet hier het getekende contract en de handelsvoorwaarden van deze groothandel. Dan hoef je ze niet meer terug te zoeken in je mailbox op de dag dat er discussie is. (No documents yet — Put the signed contract and the general terms of this wholesaler here. Then you no longer have to dig them out of your mailbox on the day there is a discussion.)

An empty end date does not mean "expired"

A contract without an agreed end date runs on. Geldig tot en met then stays empty and the list shows geen einde (no end) — not a date nobody ever agreed to. Only fill that date in if it is in the contract.

The file stays private

What you upload here lands on the protected disk of the server, not in a public folder. So there is no fixed web address of your contract that you could forward: whoever wants to read it has to be signed in to the back office of this salon and fetch it with Openen (open). If your accountant needs the contract, open it and send the file along yourself.

Merging two supplier records

If you are coming from Optios, there are almost certainly duplicates. That follows from the way the import works: of an old delivery, Optios only still knows the name of the supplier, so that name becomes a record. That is how Wella and Wella best end up side by side without anyone asking for it. At the first salon that made the move there were four records for the same wholesaler.

On the row of the record you want rid of, click Samenvoegen met een andere fiche (merge with another record) — or open it with Bewerken (edit), where the button is at the top as well — and pick the record that has to stay. The record you are standing on is the one that disappears.

The window first shows what moves across:

• the products attached to this record, archived ones included;
• the brands that have this record as their supplier — the products of those brands follow along;
• the deliveries, those of previous years included;
• the documents of the record — contract, terms and price lists move along.

The history moves along with it. A delivery from 2023 at Wella is afterwards a delivery at Wella best, and that is how it appears in your reports too. That is the intention — it is the same wholesaler — but it does rewrite what was on your screen at the time. The dates, the lines and the quantities of those deliveries do not change.

This cannot be undone. There is no bin: the record is gone. What it carried does stay in the log, under Leveranciersfiches samengevoegd (supplier records merged) — its name, its e-mail address, its customer number, and how many products, brands and deliveries moved. Enough to recreate it by hand if you have to.

Three things to know:

• The details of the vanished record do not move along. The e-mail, the copy address, the customer number and the note of the record that stays remain as they were. Check them after merging — the e-mail address above all, because that is where your order goes.
• The Wella connection is updated for you. If you had pointed at the disappearing record under Koppelingen (connections), the record that stays takes its place. Without that, the products that just moved would fall outside your Wella order.
• If you import the Optios export again later, the merge holds. HairConnect remembers that the number and the name of the removed record belong to this record: the duplicate does not come back, and this record's details are not overwritten with whatever the old record carried at Optios. If you changed an e-mail address or a phone number here and that same field also changed at Optios in the meantime, your value stays and the case appears under Opkuisvoorstellen (clean-up suggestions) with both values side by side.

Three or four duplicates? Then you simply do it a few times in a row: each time one record into the record that stays.

Attaching a supplier to a product

You do that on the product itself: Voorraad → Producten, section Voorraad (stock), field Leverancier (supplier). After that you can filter the product list by brand and category to put your order form together.

With the assistant

If you name a supplier to the assistant, the order goes to them: zet 2 dozen folie op de bestelling bij Coiffure Pro puts the product on the open order at that supplier, or creates one. De bestelling van Coiffure Pro is toegekomen receives their outstanding order. If a supplier has several open orders, the assistant asks which one, with their reference. See Booking deliveries.

Removing a supplier record

There is a bin next to every row, and the same button sits at the top of the edit page. A record with nothing attached — no product, no delivery, no brand, no document and no promotion — disappears for good: a supplier record cannot be archived or restored.

If something is attached, the window opens and says why nothing happens, with the figures. Use Samenvoegen (merge) instead, to let the record be absorbed by another one: everything moves along, including the brands that pointed at this record.