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details are important in order entry

Order Entry – It’s All in the Details

When processing a high volume of customer orders, it is not uncommon to go on autopilot. But autopilot is the exact opposite of what is needed when it comes to delivering a high-quality service to your client. Recognizing errors, and – more importantly – preventing errors from happening down the line, is essential. Here are a couple of tips to ensure that your order entry process runs smoothly, while keeping your customer – and everyone in the supply chain – happy.

Pick up the phone!

If you think there is a mistake or that something is unclear, it is essential to pick up the phone and call the customer or vendor in question. If, for example, you have an order for five items, but you know that this customer ordered four of the same item last month, it can’t hurt to make sure they didn’t make a mistake by reordering too soon. By picking up the phone, you are potentially avoiding problems down the line (with returned merchandise, etc.). You are also showing your customer that you have their best interest in mind. Don’t be afraid of communication, and follow your gut.

Communication

Speaking of communication, it should be crystal clear between you and your client. If you provide an estimated arrival date to your customer based on information you have received from a vendor, make sure your customer is aware that dates can shift. Being open about where your information is coming from (i.e. vendors, suppliers, etc.) can avoid issues later on. If your customer knows that you are being transparent and are passing information on to them as you receive it, you will earn their trust and confidence.

Pay attention to detail

When inputting invoice numbers, store numbers, and other details, anything entered improperly will absolutely result in a problem later. To avoid having to go back and spend more time to fix an issue, it is best to pay attention right from the start. To do that, maintain your source documents (like purchase orders from the customer) and address any discrepancies prior to processing the order. Being detail-oriented definitely has its perks. A few (hopefully obvious) things to double-check:

  • That the purchase order is made out to the correct company
  • That the Ship To location and terms are correct
  • That the customer provided a valid PO number
  • That what is being ordered is something your company actually provides
  • That pricing is correct
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I have a foreign-based client who has been in the U.S. market for a few years, but was struggling with their sales agent relationship. MI's unique IBI program allowed this client to bring order processing and marketing in-house, without having to add staff. Now the business is in a better position to penetrate the U.S. market. I will definitely refer future clients to the MI team.
Joseph J. SantanielloAttorney, Shumaker Attorneys at Law
Starting as the new HR Manager for FITT USA's plant in Indiana was a massive undertaking, so having the MI team on call, with so much knowledge about the USA Enterprise, and how HR integrated with the rest of the company was POWERFUL. They seamlessly continued with payroll while we focused on staffing up and were a big help with our ADP Workforce Now implementation. For any foreign company building a manufacturing presence in the U.S., you absolutely need MI on your side.
Sheri WoodwardHR Plant Manager
MI provided knowledge, clarity and support on all of the things that were required for us to set up in the USA. It would have been a much longer and more costly process without them and many things would have been missed or problematic. Melissa and her supporting team were invaluable in getting us started. I'm happy to recommend them and their International Business Incubator service.
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We regularly refer our clients to Management inSites for assistance with setting up their U.S. business, and we work with MI to provide visa support for foreign-owned U.S. companies. They have a wealth of expertise and knowledge of multiple industries, business best practices, and practical experience that makes working with them easy, and sets companies up for success.
Meredith W. BarnettePartner, Garfinkel Immigration Law Firm
When our biggest client required EDI for order processing, we knew we were in a tough spot. As a new company in the U.S., our team just wasn't equipped to handle such a technical implementation. That's where Management inSites became an absolute lifesaver. Their team became our 'in-house' experts, managing the entire project to ensure we met our client's needs. They created manuals for our team, handled the SPS Commerce integration, and tracked down every technical answer we needed. They made the whole implementation a huge success, and their support was just as vital when we started selling to more customers and switched accounting systems. We honestly don't know how we would've managed without them.
Dave EglintonPresident, FITT USA
Working with a foreign subsidiary is very different from working with one whose parent company is in the U.S. The questions you need to ask are different, and the process itself can be drastically more complicated. We enjoy partnering with MI because they know about all of those pitfalls and can help companies grow without making the classic mistakes.
Doug MitchellInsurance Advisor, Lowry Insurance
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We have worked with MI across several clients. We find that we are able to get answers and process tax returns faster when MI is involved. MI's experience and knowledge of the US makes them a great partner for companies entering and navigating the U.S. market.
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I have been referring clients to MI for over ten years because their services are tailored to foreign companies and meet the operational needs my clients previously struggled with. Plus, MI’s end of year financial packets are professional, making my firm’s tax services easier.
Elizabeth P. MurphyTax Partner, Dixon Hughes Goodman LLP
The support we’ve had from MI during our first year in the U.S. has been invaluable…[It] ensured that we were able to hit the ground running and focus on building revenues as quickly as possible.
Hugh FreerPresident, MasterMover, Inc.
As a family-owned and operated business, it was important that the team we worked within the U.S. understood our needs and worked for our company as if it was their own. Management inSites has been that and more.
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With Management inSites, we knew we were in great hands. Their internationally-minded consultants and professional team supported us at every step along the way. MI gave us the start we needed.
Stefano CazzanigaCEO, LC America
From helping with business plan writing to hiring personnel and looking for a showroom, MI’s IBI service has taken the burden off us so we can focus on sales and really penetrate the U.S. market.
Giuseppe BacciCEO, Bacci America
MI’s consultants optimized our U.S. entry strategy by directing us to form a joint venture with a complementary product offering to achieve the economy of scale needed to support our U.S. operations.
Luigi FabriFormer Managing Director, Comi Condor, S.p.A.

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