ADVICE ON MANAGING SUPPLIER ORDERS

Follow these simple steps and be better prepared to handle any supplier order related issue that may arise. As with any challenge in business, being prepared in advance is key.

1. Note all requirements, in writing, on every order. Everything agreed relating to the order should be noted as the order is your evidence of what was agreed. Never agree anything that is not in writing. Such notes could include but are not limited to some of the following:
1. Back orders will not be accepted on this order.
2. Back orders will only be accepted if approved by the owner of the receiving business.
3. Free shipping applies regardless of supplier inability to supply.
4. The order is void if the prices on this order form are not the prices at the time of supply.
5. Sale or return has been agrees for the items on this order.
6. Goods not to be delivered before: [insert date].
7. Goods required to be delivered [insert date or month / week date target].
2. Sign and date every order form. 
3. Ask the supplier rep you are providing the order form to to sign it.
4. Take a copy of every order when you place the order. Do not wait for a copy of the order to be emailed to you. If necessary, photograph the order with your phone. If you have placed an order online, take a screen shot on your computer and print this.
5. File orders immediately by supplier following a consistent system. 
6. Stamp or sign orders as they are received, to enable you to easily identify orders not received. Place the order forms in a section on the supplier for received orders.

The goal with these steps is to provide you with easily accessible evidence of what you agreed when placing an order. While most orders and received without incident, those rare occasions when there are issues, following the advice here will make it easier for you.