Best Practices for Ordering & Receiving

Written By Ascend knowledge base (Administrator)

Updated at October 30th, 2024

Maintaining good ordering procedures provides the foundation for a healthy Ascend system. This process ensures:

  • Product information (e.g., UPC/EAN, description, size, color) is correct.
  • Orders are not duplicated.
  • Margins are calculated correctly.
  • Reorder levels are adjusted as required.
  • Redundant products are not ordered.
  • The store does not have excessive inventory.
  • Only necessary products are ordered, reducing the need for "clearance" sales.
  • Customers receive special orders quickly.

Overall Best Practices

Placing orders

Build all orders in Ascend before they are placed with the vendor/suppliers. Article: Ordering - Create a Vendor Order (purchase order). This process ensures:

  • You’re accurately tracking order status.
  • You maintain a record of what was ordered.
  • Customer Special Orders are being tracked through Ascend.
  • Receiving Accuracy
    • Creating Orders in Ascend when they are placed, ensures order accuracy at time of receiving.
      • Categorization
      • Cost/MSRP Updates
      • Case Qty items set correctly
  • You’re not ordering unnecessary products (e.g. if the product is already on a previous order).
  • Data trending is accurate (e.g. how quickly orders from a specific vendor/supplier are received).
  • You’re accounting for items’ reorder (mix/max) values.
  • For integrated vendors/suppliers, submit all orders through Ascend.
    1. Ordering - Trek integration in Vendor Orders (purchase orders)
    2. Ordering - Quality Bicycle Products (QBP) integration 
  • For non-integrated vendors/suppliers, be sure to accurately record the date and method in which the order was submitted.
    • While not integrated, when you place an order on JBI (J & B Importers) B2B, you can download your order in the formatted needed to import into the Ascend Purchase Order screen.
    • If you are unfamiliar with how to Import Products into a Purchase Order, check out our article, Ordering - Create a Vendor Order (purchase order).

Receiving orders

Continuing the framework started with ordering, maintaining good receiving procedures promotes inventory accuracy. This process ensures:

  • Product information in Ascend (e.g., UPC/EAN, case quantity division) matches the product itself.
  • Products are accurately labeled with:
    1. A UPC/EAN to scan during a sale or inventory count.
    2. Pricing information for customers.
  • Accurate quantities on hand can be advertised to customers.
  • Margins are calculated accurately.
  • Inventory dollar values are accurate.
  • Customers with special orders are notified as soon as it comes in.
  • Products are not sold into negative quantities.
  • You have historical information for data trending (e.g., how often orders are improperly filled, special order turnaround times).
  • Serial numbers are tracked as soon as they enter the store.

Receiving - Vendor Orders (purchase orders) promptly to accurately reflect inventory levels and ensure products aren’t “lost”. Since an order may be received in multiple shipments, orders can be received in multiple sessions. An order remains open until all products are received or removed when unavailable.

  • Verify Costs vs. Pack slip
    • Comparing the costs on your Purchase Order with the vendor’s packing slip is an excellent method to prevent receiving errors. There might have been an extra discount applied to the products, or the vendor could have updated the product costs after the order was placed.
  • Split and scan all order items individually. 
    • This ensures products aren’t miscounted and you received the correct quantities and products from the vendor/supplier.
  • Record all serial numbers at the time of receiving.
    • This ensures you can accurately track every serialized item in your store (e.g. if a bike is stolen). Article: Serialization 
  • Transfer Products (multi-store retailers)
  • Try the Receiving Wizard. Article: Receiving - Check in multiple Trek orders with the Receiving Wizard.

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