Promotional Merchandise - Inventory Replenishment and Stock Management

Configure each product line with a minimum stock level and reorder point. Record supplier lead times so triggers fire early enough to receive stock before the minimum is breached.

Monitor live stock against thresholds. When a product reaches its reorder point, generate a draft purchase order against the preferred supplier for that product line.

Review the draft PO, confirm quantities and agreed pricing, and raise formally. For decorated goods, attach the approved artwork file at PO stage to avoid decorator delays.

When goods arrive, receive against the purchase order and update inventory. Check delivery matches the PO specification - quantity, decoration, sizing, and colourway.

Confirm to the client that their stock is replenished - particularly for company store programmes and call-off accounts. Reduces inbound enquiries and builds account confidence.

Fulfill any queued or backlogged orders from the newly received stock. Update the order record with fulfilled quantities and confirm despatch to the client.

Stock levels are tracked in spreadsheets that fall out of sync with actual warehouse quantities, leading to overselling or expensive emergency orders from suppliers.

Reorder decisions are reactive rather than planned, so rush supplier orders at full price are the norm instead of the exception.

Clients running branded merchandise programmes have no visibility of their stock position, leading to calls and emails chasing updates before key events or campaign launches.