We know that businesses like yours face numerous challenges, from managing inventory to meeting customer demands. One common issue is handling special orders—requests for items not typically stocked. These orders can be a logistical headache, but they are invaluable for maintaining customer satisfaction.Windward System Five offers tools to simplify this process, helping businesses efficiently manage special orders and turn potential problems into opportunities for growth.
Understanding Special Orders
Special orders are essential for businesses that want to offer a personalized shopping experience. These orders allow customers to request specific items that may not be part of your regular inventory. Whether it’s a unique product variant, a custom-made item, or something temporarily out of stock, special orders show your commitment to customer satisfaction.
The Business Problem:
Managing special orders can be a significant challenge for many businesses. Here are some common reasons why businesses struggle with special orders:-
Complex Coordination: Special orders often require coordination with suppliers, which can be time-consuming and prone to errors. Ensuring that the right product is sourced and delivered on time can be a logistical nightmare.
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Inventory Management: Integrating special orders into the existing inventory system can be difficult. Businesses sometimes need to track these items separately, which can lead to discrepancies and inefficiencies.
3. Customer Communication: Keeping customers informed about the status of their special orders is crucial but challenging. Delays or lack of updates can lead to customer dissatisfaction and loss of trust.
4. Cost Management: Special orders can incur additional costs, such as expedited shipping or handling fees. Managing these costs while maintaining profitability is a delicate balance.
5. Supplier Reliability: Relying on external suppliers for special orders introduces a level of uncertainty. If a supplier fails to deliver on time or provides subpar products, it can negatively impact the business’s reputation.
The Software Solution:
Windward System Five offers a comprehensive solution for managing special orders. Here’s how it works:
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Order Placement: Businesses can order stock specifically for a customer, which is particularly useful for items not normally kept in stock or for ordering items in specific sizes, colors, or styles. When a special order is created, the parts on the purchase order are assigned to that customer’s specific work order line item. Once the purchase order is received, the special order is automatically filled.
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Supplier Coordination: System Five provides the ability to reserve regular stock quantity already on order. If regular stock is received that matches an outstanding special order, the user is notified during receiving and can opt to fill the outstanding special order.
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Inventory Management: System Five also has a feature for adding suggested or queued orders to an open purchase order. This can help you save on freight and get other orders prioritized with your suppliers along the way.
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4. Non-Stocking Parts: Special orders can also be used for non-stocking parts. Many service businesses use part numbers such as NPN (Non-Stock Part Number) or NSP (Non-Stock Part) to order, receive, and cost parts that they normally do not stock, or that they only use for their service department. System Five allows these parts to be used repeatedly to order and receive parts that will not have their own unique part number.
5. Automatic Updates: When a purchase order containing special order parts is received, System Five updates the quantity and the cost on the original work order automatically. Goods received on special order do not update the available inventory quantities; instead, the quantity is applied to the work order.
6. Stock Management: Sometimes customers change their mind, so if the need arises to modify a special order line on an invoice, System Five provides functionality to help keep your available stock counts correct. If the ordered column quantity on an invoice line is reduced below the special ordered value, System Five will ask for confirmation to move the special ordered stock into available stock.
Managing special orders is a complex but crucial aspect of maintaining high customer satisfaction and fostering business growth. With Windward Software you'll get a comprehensive solution that streamlines the entire process—from order placement and supplier coordination to inventory management and automatic updates.
By leveraging these tools, businesses can turn logistical challenges into opportunities for efficiency and enhanced customer service.
How To Get Started:
To discover how Windward Software's ERP can transform your special order management, book a live system demonstration today and take the first step toward improved operational efficiency and profitability.
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