Receiving and reordering belong in the same stock record. If missing, damaged or transferred units are counted as sales, the next buying decision starts from the wrong information. Keep the order reference, design and variant attached to each movement.
The checklists below help you separate sell-through from other changes and prepare a clear replenishment or issue report. They do not create a supplier return policy or a standard delivery guarantee. Use the actual agreement for claims and new quotes for changed quantities or dates; your record should show both what happened and what was confirmed next.
Base a reorder on what happened in your store
Before reordering, separate sales from other stock movements. A unit transferred to another location, given away or written off is not a sale. Record opening stock, receipts, units sold, transfers, returns and remaining sellable stock by design and variant.
Use a stated observation period. A convention weekend, a holiday display and an ordinary month are not interchangeable. If you changed the display or price, note that too. This context helps you decide whether a result is repeatable or tied to one event.
Illustrative count: a shop receives 20 units and sells 5 during its review period, with no other movements. It has sold 25% of that receipt and has 15 units left. That does not establish how fast the next 20 would sell, or how many should be reordered.
For the next request, list exact designs and colours, desired quantities, current remaining stock and the date you need replenishment. Confirm the new order’s availability, minimum and timing rather than assuming the original terms or mix still apply. Multi-location retailers should note which branch needs which units.
Submit a replenishment inquiry with the prior quote or order reference. Keep the approved new order separate from your internal sales forecast so a planning estimate is not mistaken for a supplier commitment.
Inspect a delivery before it becomes sellable stock
Use the approved order as the receiving checklist. Compare item references, variants and quantities with what arrived, then distinguish a missing item from a damaged one or an unexpected substitution. Keep a record of who inspected the shipment and when.
Where a problem is visible, retain the packaging and take clear photographs of the parcel, packing and affected product. Avoid repairing or disposing of a disputed piece before asking what information the supplier needs. Set it aside from sellable stock so it is not accidentally offered to a customer.
- Record the order or quote reference and delivery date.
- List the affected item and quantity, using the supplier reference.
- Describe the observed issue without assuming its cause.
- Ask which claim procedure, time limit and available resolution apply to your order.
Do not assume a standard damage allowance, automatic refund or return of unsold goods. Those terms must come from the actual agreement. Likewise, keep a replacement request separate from an ordinary replenishment order so quantities are not counted twice.
Report a delivery issue with its order reference. Once the outcome is agreed, update both your stock record and any related reorder plan. This prevents a disputed unit from distorting the apparent sales performance of the design.