A useful reorder record helps you repeat the right item at the right time without assuming that last month’s demand or availability still applies. Keep design, variant and quantity separate. Two pieces with similar names may not be interchangeable for customers who want a particular colour or character.
Begin with a physical count and a defined sales period. Note whether a promotion, local event or unusually busy weekend affected the figures. A recent spike may be worth discussing, but it is not automatically the new normal for your shop.
Separate a repeat from a change
If you want the same design in another colour, a different size or different packaging, describe that as a requested change. Send the previous order reference as background, then list what should stay the same and what should be reconsidered. This avoids treating an old quote as authorization for a different job.
What if a product has not sold?
Before adding more, examine its visibility, price information, fit with the audience and remaining seasonal relevance. Those observations may lead you to adjust the display or buy another design. They do not prove that a larger order would improve demand.
Should a small shop keep a stock buffer?
A buffer is a business decision, not a universal quantity. Consider the uncertainty of your own sales, the supplier’s current proposal, the cost of carrying stock and the effect of being temporarily unavailable. Record your reasoning so you can revise it after the next selling period.
Finally, distinguish a submitted reorder inquiry from an accepted order and a confirmed arrival. Keep each status in your records so you do not sell inventory you cannot yet fulfill.
Keep cancelled or revised incoming orders visible in the record. Removing them without explanation can make the next buyer mistake an old expected arrival for stock that is still on its way.
Use your own sales to plan a reorder
A reorder should reflect what has sold, what is still available to sell and how long the next delivery may take. Count each design and variant separately: a total stock figure can hide that one item is nearly gone while others remain.
| Field | Why it matters |
|---|---|
| SKU and variant | Identifies exactly what to repeat |
| Saleable units now | Excludes damaged or reserved pieces |
| Recent sales and time period | Shows your observed pace, not a forecasted guarantee |
| Confirmed incoming units | Avoids counting the same need twice |
| Quoted replenishment interval | Connects stock to the time you must cover |
As a planning method, compare your expected sales during the quoted interval with saleable stock and confirmed arrivals. Any extra buffer is your inventory decision, based on uncertainty and cash available. Recheck after a promotion or seasonal change rather than assuming the old pace continues.
Request a reorder quote with the prior order reference and current specifications. Confirm minimums, variants and timing again; a previous order is a useful record, not a permanent availability promise.
Download the bilingual landed-cost and reorder worksheet (PDF).
