Business supplies and services: Inventory software for promotional product suppliers
Inventory software for promotional product suppliers that tracks blank items, packaging and stored customer stock separately, so it is clear what is free for a new order.
Where stock drifts for promotional product suppliers.
Many promotional product suppliers order blank items per job from the wholesaler, but also keep their own stock of popular items, leftovers from earlier orders and packaging materials. On top of that they store printed items for customers who call them off in batches. All of it sits in the same warehouse and often not in the same system. A salesperson promises fast delivery based on what they saw on the shelf, while those boxes are already earmarked for another order. Leftovers in an odd colour sit there for years. And with customer stock nobody knows how much is left until the customer rings to ask.
Inventory software for promotional product suppliers
Example- 1
Distinguish types of stock
DoneEvery warehouse location gets a type: own blank stock, blanks for a specific order, printed customer stock or packaging.
- 2
Reserve on approval
In progressAs soon as a quote is approved, the software reserves the blank items needed from own stock or flags that they must be ordered.
- 3
Call-offs and actual counts
NextFor customer stock each call-off records how many units go to which address, so the customer can see their balance.
From receipt to use.
Distinguish types of stock
Every warehouse location gets a type: own blank stock, blanks for a specific order, printed customer stock or packaging. On arrival the warehouse operator scans the box and links it to that type. Last season's leftover pens are then never counted together with the batch that arrived today for an order.
Reserve on approval
As soon as a quote is approved, the software reserves the blank items needed from own stock or flags that they must be ordered. Reserved units no longer show as available to another salesperson. If an order falls through, the reservation is released and the stock can be used again.
Call-offs and actual counts
For customer stock each call-off records how many units go to which address, so the customer can see their balance. The warehouse counts each location periodically, and differences are booked with a reason: misprint, damage or a miscount on arrival. That keeps the figure on screen credible.
Alongside your purchasing and suppliers.
Blank items are bought through wholesaler ordering portals or order confirmations, and the wholesalers remain the owners of their own stock indications. The inventory software only tracks what is physically in your own warehouse. Orders come from the order system, and a scanner or phone in the warehouse handles goods in and goods out. Storage charges for customer stock are passed on to invoicing, so they are not forgotten.
Own stock or everything per order
Ordering everything per job keeps the warehouse empty, but makes you dependent on the wholesaler's lead time. Holding your own stock of popular items enables fast delivery, but ties up cash and space. The software helps you choose by showing which items are often requested in a rush and which sit unused for a long time after purchase.
Store customer stock or deliver at once
Storing stock for call-off is a service customers value, but it takes space, admin and an agreement on how long you store and what it costs. Delivering everything at once is simpler, but the customer then needs room of their own. Agree upfront what happens to stock that is not called off for a long time.
Keep or write off leftovers
Leftover blank items can come in handy for a small order later, but are often in a colour nobody asks for. Keeping them with a clear location and age makes them findable for sales. Writing them off after an agreed period, or offering them as a discounted batch, stops the warehouse from silting up.
Which stock we record.
From the start, stock distinguishes own stock, order specific items, customer stock and packaging, with reservation on approval and scanning on receipt and issue. Together we replay an ordinary week, and the moment a wholesaler delivers less than ordered. Call offs through the portal, storage costs on the invoice and alerts for leftover batches that have sat untouched on the racking for a long time can be enabled later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan customers see how much stock they still have with us?
Yes, if the customer portal is connected. The customer sees the balance per item and a list of earlier call-offs with address and date. A new call-off can be placed through the portal, after which the warehouse receives a pick list. Nobody has to email to ask what is left.
What happens if a wholesaler delivers fewer than ordered?
On arrival the warehouse scans what actually comes in. The difference shows up on the order, and the planner and salesperson are alerted. They decide whether the order waits for the remainder, is topped up from own stock or is delivered in parts.
Do we track packaging materials too?
You can, and it is useful for orders with individual packaging such as gift boxes or single-unit bags. If packaging is reserved per order, you notice sooner that boxes are running low. For ordinary shipping cartons a simple minimum level with an alert is usually enough.
Do we have to count the whole warehouse first?
Not necessarily. You can start with the locations used most and add the rest step by step during quieter moments. Anything not yet counted is flagged as uncertain, so a salesperson does not base a delivery promise on it.
What often connects to this.
- Digital job cards for promotional product suppliersDigital job cards for promotional product suppliers that give the printer the approved proof, ink colours and run checks, and report anything that goes wrong straight back.
- Website for promotional product suppliersA website for promotional product suppliers that shows, item by item, which print areas, techniques and materials are available, so every enquiry starts from what can actually be done.
- Enquiry form for promotional product suppliersAn enquiry form for promotional product suppliers that collects item choice, logo file, quantity and delivery date in one go, so the salesperson can judge straight away what is feasible.
Know what is really there.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Inventory software for promotional product suppliers: blank items, packaging and stored customer stock tracked separately, reserved per order.
- Distinguish types of stock
- Reserve on approval
- Call-offs and actual counts