Business, Customer

Efficient order management: how to do it?



Both when opening a company, or when the company is already open, order management is fundamental and that every entrepreneur must give due attention.

In this article, we are going to detail the order management processes so that you understand the importance of this agenda and put it in your company’s day-to-day life and can have more profitability with excellence in your business.

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How to start a business

To start this conversation, if you have not yet opened your company, know that formalizing and registering it generates opportunities and gains for the business. In addition, the project is more likely to close partnerships, access credit lines, export and receive government subsidies.

It is more security for the investments made in the project, which will comply with federal and state laws. Informality is a risk for any entrepreneur…

Order management

Order management is the process of monitoring all phases of a purchase, whether for products or services that will be used in production or in the company’s day-to-day activities.

From placing the order until the product arrives in the consumer’s hands, there are a series of steps necessary for the process to work efficiently. It is the monitoring of this process that will guarantee the quality of the service.

Importance of order management

With the continual tightening of competition and the growing need to optimize resources — increasing the business’ profit margins — the professionals responsible for managing orders and purchasing are gaining more and more prominence.

A vital point for the operation of any company, order management is present in the entire chain of actions necessary for the customer to have a good shopping experience. In this sense, investing in operations optimization can be a great differential for your company.

Today, in general, the purchase of inputs and services with attractive conditions requires negotiation skills from the Purchasing team, as well as the organization and focus on results.

It is important that the Supply team has the analytical capacity and works transparently, meeting the expectations and needs of the company, suppliers and, of course, customers.

Through the concentrated effort established from the consistent objectives and goals, it is possible to extract benefits that guarantee the success of the operation.

Therefore, the importance of the area is unquestionable, as well as its direct impact on the organization’s broad results. By promoting more consistent negotiations and conquering more attractive purchase conditions, the company gains competitiveness and increases its profits.

Advantages of order management

There are many advantages that good order management can bring, including:

  • Access to reliable inventory information, updated in real time;
  • Greater control over the stages of the sales process, from the moment the consumer places the order until the product arrives in their hands;
  • Process automation, reducing the risk of errors and ensuring greater security in carrying out activities;
  • Increased productivity, due to the automation and centralization of information, so that it is easily accessible to all employees;
  • Considerable increase in customer satisfaction, optimizing your shopping experience and offering superior service.

How to manage orders in a qualified way?

By structuring the order management process based on needs and the market, it will be possible to gain in scale, in addition to integrating the production process with the supply chain.

We’ve created a small checklist that will be helpful in aligning your purchasing process. Check out:

Search suppliers

Don’t settle down. Always research current and new suppliers focusing on the best options for your company. Take into account:

  • price;
  • stock availability;
  • Trust level;
  • product quality;
  • returns;
  • Financial health.

Make planning

Study the industry to know when to buy more. Make a purchase planning based on market analysis and your company’s objectives.

Determine specific roles

Here, you need to have specific and qualified professionals to judge purchases and orders in an analytical way and aligned with the company’s strategies.

Control your stock

You need to know how much stock you have, to avoid being at a disadvantage with the competition. Effective purchase order management keeps tight control of your inventory.

Automate requests

To avoid order failures, automation is the solution. This way, you and your team reduce the risks of operations and also of dissatisfied customers, looking at delivery times and the absence of materials or products.

Rely on technology

Using technology in favor of your company is an activity that needs to be at the forefront.

Therefore, real-time management in the cloud allows you to monitor the delivery logistics, freight calculation, forecast deadlines and also costs of operations that involve the entire negotiation of goods.

Value for quality

The quality of your inputs will guarantee the quality of the products and services you will deliver to your customer. The quality of the production chain is always reflected in the final product, in quality, term and price.

Monitor results

To know what is actually working, monitor the changes implemented frequently and thus, you will have more control over the company’s results.

Increase your profits

With purchasing management, you can reduce expenses with wrong orders, late deliveries, suppliers that do not comply with the agreement, incorrect storage, limited inventories and even expired expiration dates. All influence the increase of your team’s productivity and business revenue.

Have reliable partners

Your company needs to trust the partners it has. Therefore, it is essential to sign a lasting contract, in which both parties have advantages. Follow the steps below to identify the best partners:

  • time to market;
  • processes management;
  • quality of the product provided;
  • Number of complaints and returns.

Don’t be afraid to change

We know that changes take time, and for the most part, they bring medium and long-term results.

Therefore, changing processes in the purchase order sector can be challenging, but remember the benefits and results that order management will bring to your company.

Optimize storage and operating costs

Storing products also influences order management. With that in mind, it’s important to know where each item is in stock and organize it according to their prices, outputs, ratings and other factors that are important to make it easy to find them when you need them.

The ERP (Enterprise Resource Planning) system is a software that integrates all company information and is the best recommendation for companies looking to unify everything in a single system, such as inventory, purchasing, sales, accounting, tax, operational and others.

Therefore, managing orders is essential to reduce both operational and sales costs, avoiding failures that generate losses and affect the credibility of your brand.

So, ready to set up efficient supply management? Right. Here’s one last tip. Make everything simple, don’t create complex processes, and be transparent with your suppliers and customers. This way you will have partners that will be aligned with your delivery, guaranteeing a quality product, with a fair price and in the time the customer needs.