Two shows, a tote bag of order forms
You came back from the trade fairs with a stack of orders. Some suppliers gave you a carbon copy, some emailed a confirmation, one took the order on an iPad and said the pro forma would follow. Delivery dates range from 'next month' to 'October for Christmas'. Two suppliers want payment before they ship.
In September a pallet arrives from a supplier you had forgotten ordering from, and you have no idea where the stock is going to go. Meanwhile, a delivery you were counting on for a window display has not come, and you are not sure when it was promised.
Orders are placed in many places and recorded in none
Buying for an independent shop happens at shows, by email, through supplier websites and via sales agents who visit the shop. Each supplier has its own paperwork and terms.
- Order confirmations arrive in different formats and places.
- Delivery windows are given as months, not dates.
- Pro forma suppliers need paying before they ship, and chase you if you do not.
- Your total spend is only clear once invoices arrive.
- There is no single view of what is due each week, so the stockroom fills up unexpectedly.
What an untracked order book costs
Cash is the main risk. Committing too much at shows, and only seeing the total when invoices arrive, squeezes cash flow in exactly the months before your busiest trading. Pro forma orders not paid in time ship late or not at all.
There is also the practical side. Deliveries that arrive unexpectedly clog the stockroom, and late deliveries for displays or seasonal events leave gaps on the shop floor.
How we build an order book for trade show buying
- At the show or later, you photograph each order form or forward the confirmation email, and the supplier, lines, quantities, value and delivery window are read into the order book.
- Each order records payment terms, such as pro forma or account, and any deposit paid.
- Delivery windows become expected weeks, and a delivery calendar shows what is due and roughly how much stock that means.
- Pro forma orders are flagged when payment is due, so they are not held up.
- A budget view shows what you have committed by month and by category against what you planned, as you buy, not after.
- When a delivery arrives, it is matched to the order, and anything missing or late is listed for you to chase.
| Question | Today | With the order book |
|---|---|---|
| What have we ordered for Christmas? | Look through the tote bag | Listed by supplier and category |
| What is arriving next week? | Not sure | Delivery calendar |
| Which suppliers need paying first? | When they chase | Pro forma flags |
| How much have we committed? | When invoices arrive | Budget view, updated as you buy |
Reading order forms automatically works well on clear, printed forms. Handwritten forms are read where legible and flagged where not, so you check them rather than trust a guess.
Buying season with an order book
At each show you can see how much you have already committed and what is left in the budget before placing another order. Back at the shop, you know what is arriving each week and can plan the stockroom and displays around it. Pro formas are paid in time, and late deliveries are chased while there is still time to find an alternative.
When the invoices arrive, they are checked against orders you already have on record.
Signs your trade show orders need this
- You come back from shows with a pile of order forms.
- You have been surprised by a delivery you had forgotten.
- Pro forma orders have been delayed because payment was late.
- You only know your total spend when invoices arrive.
- You chase late deliveries only when you notice a gap on the shelves.