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FAQ and troubleshooting

What are the possible statuses for an order?

Based on the actions you perform such as creating an order, submitting an order, or updating an order, an order type can have one of the following statuses:

  • Created: A purchase order is in Created status when you save the Purchase Order without submitting it to the vendor.

    Note

    In the Created status, you can continue to add products that you want to procure.

    Example: Let’s say you are short of 50 bottles of Citrus Face Pack and 25 bottles of Peach Face Scrub. You create a purchase order and add 50 bottles of Citrus Face Pack and save the order. The order is created and the status of the order changes to Created. Later, you can open the same purchase order and add 25 bottles of Peach Face Scrub.

  • Raised: A purchase order is in Raised status when you save and submit the Purchase Order to vendors. In the Raised status, you can mark the purchase order as partially delivered or fully delivered based on the quantity you receive from the vendor.

    Note

    For every partial or full delivery you mark, Zenoti automatically updates the current stock.

    Example: Let’s say that you are short of 50 bottles of Citrus Face Pack. You create and submit the purchase order to the vendor. The order is submitted and the status of the order changes to Raised.

  • Updated: A purchase order is in Updated status when you accept partial delivery of an order, but you click Save instead of marking it as Partially Delivered.

    Example: Let’s say that you have raised a purchase order requesting 50 Papaya chapsticks for retail use. However, for some reason, your vendor was able to deliver only 30 chapsticks. Therefore, you update retail portion of purchase order with the received quantity and just save it. The order is updated and the status of the order changes to Updated.

  • Partially Delivered: A purchase order is in Partially Delivered status when you accept partial delivery of an order in two or more shipments.

    Example: Let’s say that you have raised a purchase order requesting 50 Papaya chapsticks for retail use. However, for some reason, your vendor was able to deliver only 30 chapsticks. Therefore, you update retail portion of purchase order with the received quantity and mark it as Partially Delivered. The order is updated and the status of the order changes to Partially Delivered.

  • Delivered: A purchase order is in Delivered status when you accept full delivery of the requested products.

    Example: Let’s say that you have raised a purchase order requesting 30 Mint chapsticks for retail use. Your vendor delivered total stock as requested. Therefore, you update the retail portion of purchase order with the received quantity and mark it as Fully Delivered. The order is updated and the status of the order changes to Delivered.

How can I manage and differentiate consumable and retail products in Zenoti?

Zenoti provides robust tools for categorizing and managing inventory, allowing businesses to track and differentiate between products used internally (consumables) and those sold to customers (retail products). This guide offers an overview, system behaviors, configuration instructions, and operational considerations for handling these product types.

Understanding consumable and retail product types

  • Consumable products: Items intended for internal use during services, such as shampoo used before a haircut or massage oils. These are not sold directly to customers.

  • Retail products: Items sold directly to customers, intended for their personal use outside the business environment.

System behavior and dual-category products

In Zenoti, products can be categorized as both consumable and retail. This dual classification has implications for how products are tracked and audited:

  • Products marked as both retail and consumable appear in both the retail audit and consumable audit sections of the system, with their values displayed accordingly. For instance, consumable values show up in the consumable audit screen, while retail values appear in the retail audit section.

  • Items may appear in the retail audit section because of this dual-classification status, even if they are consumables.

Configuring products in Zenoti

You can classify a product as consumable, retail, or both by following these steps in Zenoti:

  1. At the organization level, navigate to Master Data > Product > General Tab.

  2. Scroll down to find the checkboxes labeled Retail and Consumable.

  3. Select the appropriate options for the product.

  4. Choose Retail to make the product available for sale.

  5. Choose Consumable for products to be tracked as used internally.

  6. Select both options if the product serves both purposes.

Consumable products must have a non-zero quantity associated with the service to ensure proper usage tracking. Retail products can typically be linked to the POS (Point of Sale) without requiring usage tracking. If needed as part of a service, ensure the following configurations:

Disable the Allow product consumption entry in appointment book option. Associate the product under the Products tab within the service settings.

How can I manage inventory discrepancies and write off retail products in Zenoti?

Proper inventory management in Zenoti ensures product accuracy, prevents stock discrepancies, and supports smooth daily operations. Auditing helps verify actual stock against recorded quantities and maintain data accuracy.

  1. At the center level, navigate to Inventory > Audit .

  2. Enter the correct on-hand quantities for a product.

  3. Select Submit only above products.

  4. Click Submit Audit.

Reconciliation updates Zenoti to match physical stock levels.

  1. At the center level, navigate to Inventory > Retail/Consumable > Reconcile.

  2. Enter the reconciled on-hand quantity.

  3. Click Submit Reconcile.

Negative stock occurs when received stock doesn’t fully offset existing negative quantities.

  1. Conduct a physical stock check to confirm actual quantities.

  2. Update Zenoti using Audit and Reconcile.

  3. Ensure any saved audits are submitted to prevent incomplete updates.

Discarding or writing off removes unusable products.

  1. Update the quantity using Audit and Reconciliation.

  2. Enter clear Notes explaining the reason for discarding (for example, Discarded 3 units of Herbal Silky Shampoo due to damaged bottles).

When audits are reviewed later, these notes appear in the Audit History Report, helping auditors understand why changes were made.

How can I manage purchase orders in Zenoti effectively?

Effectively managing purchase orders in Zenoti involves understanding the various steps, configurations, and limitations related to creating, updating, and troubleshooting purchase orders.

  • At the center level, navigate to Inventory > Orders > Raise a Purchase Order. Add vendor details and item quantities. Review the order and save it as a draft or raise it. Centers can be restricted from raising orders if your admin enables Prevent center from raising purchase orders.

  • Warehouse or corporate teams can raise orders created by centers. Enable the Raise_Order permission at the org level and restrict centers if needed. Review pending orders under Procurement > Orders and raise them after verification.

  • Open the raised order, enter received quantities, add shipment details, and save. Click Partial Delivery to update stock and generate delivery history. Price-difference prompts appear if enabled by admins.

  • Open the order, adjust received quantities, add delivery details, and click Full Delivery. Stock updates instantly, and the order status changes to Delivered. Excess quantities are allowed only when enabled by admins.

  • Define at least one tax type to create a purchase order.

  • Purchase orders can only be created at the center level, not the organization level. To distribute stock across locations, set one center as a vendor and use it to supply items to other centers.

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