Keeping track of our product orders and inventory is a key part of maintaining smooth salon operations. Receptionists are responsible for both updating received shipments and occasionally creating new orders when something urgent is needed.
When estheticians receive a delivery at the salon:
Video + Message
They’ll post a video in the Products Received Marco Polo chat showing the item(s) received.
They’ll then send a follow up text in Marco Polo with:
The product name
The quantity
The location it was received at
Receptionist Tasks
Open MangoMint > Apps > Purchase Orders
In the top-right corner, select the correct location
Click Options > Change Status to Open > Apply
This will show all open purchase orders
Find the Matching PO
Start with the oldest open purchase order
Most deliveries are from Amazon, so check each Amazon PO in order until you find the matching one
Mark the Products Received
Click the purchase order
Find the product
Under Quantity, you’ll see how many were ordered
Under Received, enter how many were actually received
Example: If 2 boxes were ordered and only 1 arrived, enter "1"
Click Save in the top-right
Click the X to exit that purchase order
Follow Up
Go back to the Products Received Marco Polo and reply to the esthetician to confirm that it’s been updated in MangoMint
If you notice discrepancies or can’t find a PO match, bring it to the Inventory with Jess Marco Polo chat (do not post this in the Products Received chat)
Closing a Completed PO
When a PO shows all items received, click the three dots in the top-right of that PO and select Close
Sometimes we need to place emergency orders for tracked items. If you need to do this:
Place the Order
Go to Amazon and place the order immediately
Create the Purchase Order in MangoMint
Go to Apps > Purchase Orders > New Purchase Order
Choose the correct location
Under Supplier, select Amazon
Click Create
Add the Product
Click Add Single Product
Search for the exact item
If the item is not tracked in MangoMint, no PO is needed
Enter the quantity and save the PO
This step ensures that inventory stays accurate when the product arrives.
Once per week:
Go to Purchase Orders > Filter to Open POs
Review all older open orders
If it’s an Amazon order:
Check Amazon for tracking info or delivery confirmation
Look at the delivery photo to see where it was dropped off
If the delivery photo shows it’s already arrived:
Ask the estheticians how many of that item they currently have in stock
This is especially important if a Sunday inventory count has happened since delivery
Sundays are when estheticians recount inventory and update quantities
If you change the received count in MangoMint after Sunday, you might double-count it
If it’s already been added to stock manually, you can close the PO without marking it received
Communicate any discrepancies in the Inventory with Jess Marco Polo
On Mondays, you’ll work with Luis, who does the storage runs for SF.
Create a Purchase Order
Go to MangoMint > Apps > Purchase Orders
Click New Purchase Order
Under Select Location, choose either Bush Street or Divisadero
Under Supplier, select Storage
Click Create
Add Products
Click Add Multiple Products
Select Use Desired Quantity
Click Add Products
A list will auto-fill with all products that are currently low at that location
Save and Send
Click Save
Click Download at the top of the PO
This will open in a browser tab
Take a screenshot
Send the screenshot to Luis via text or chat so he knows what to pull and deliver
You can complete this task on your phone if it's easier.