Big Order from store, now what? Next step?

PMS Robin said:

Hi Members,

We've been an online store for over 4 years and now have a sales mgr selling to casinos. Just got a 2k order and wondering next step?
Do I submit for a PO and authorized signature?
Do I produce the order and send them a bill?
Does the rep need to inquire if bar codes are necessary?
I'm really looking for someone who can share the steps with me, so that the first big order we got can be fullfilled without looking like amatures (which we are for brick and morter...LOL)


Thanks in advance!!!

Robin

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You just got the order, so how did you get it? Did your sales manager just call you all excited or something?

When dealing with large business clients you do not have an order until they give you a P.O. and you do not do anything until you have a P.O. in writing.

The P.O. is a legal binding document that the buyer agrees to pay you x amount for a product or service. Without a P.O. you have no legal recourse if they fail to pay. The only other option other than a P.O. is pre-pay.

Make sure you fully understand the terms of the P.O. and when you can expect payment. Some companies take months to pay so you need to be able to carry the note for up to 6 months depending on the companies paying practices. When we used to accept P.O.'s we would always require a new customer to provide use with contact info for 5 existing suppliers to them and we would call them and find out if they were slow payers.

P.O. terms are also a two way street meaning you can specify that there will be extra charges if not paid after a specific amount of time. We would also offer a small discount if paid within 10 days and that seemed to work alot.

To answer the person who asked what a P.O. is. It is a Purchase Order.

We used to sell shirts to Hot Topic, so I know how dealing with a large retailer can be very stressful if yiu have never done it before.

Yes, you should get a PO but before that you need to establish what your terms are for payment. Someone like Hot Topic is big enough that they will dictate payment terms. The PO they give you needs to reflect those terms. If their standard payment terms seem a little long to you (like over 30 days) then you should ask if they have an early pay discount, like an extra 2% if they pay in 10 days.

Beyond that you need to get with their receiving and their purchasing department and ask how the goods should be packaged. Hot topic had us do something called pre-ticketing, which was to put their labels on the goods for them before they shipped.

Also, some large retailers want things boxed in a certain way, all styles, sizes and colors in a separate box and clearly labeled with sku numbers and the po number on them. Then, common for most retailers, boxes need to be numbered and then a master packing list sent in advance showing what box has what goods.

You will seem less like an amatuer by calling in advance and asking these questions than you will be simply sticking a hunch of shirts in a box and shipping them, or shipping them in a way that makes their life difficult.