Organize order fulfillment in this sequence: check stock, accept the order, pick the items, pack them, and hand them over. For every order, record the exact contents, quantity, agreed ready and handover times, and the employee responsible.
Keep a separate record of goods already allocated to orders. Before accepting the next order, check the available quantity; before handing it over, compare the parcel’s contents with the agreed list. Below is a process you can put in place in your store.
Record the set contents and the details of each order
For each set, prepare a specification—a list of components and the quantity of each. Write down product names or item codes so the employee can identify the required goods unambiguously. If color, size, or model matters, include it in the list.
Record the following details for each order. This is a working store template that you can keep in your own spreadsheet or on paper.
| What to record | What to check |
|---|---|
| Order number and customer contact details | Which order the parcel belongs to and whom to contact about changes |
| Set contents and number of sets | Names, variants, and required quantity of each component |
| Agreed ready time | When picking and checking must be completed |
| Handover time and method | When and where the customer will receive the order |
| Employee responsible | Who picks the order and checks it before handover |
| Quantity handed over and quantity not yet handed over | What has already been handed over and what remains to be fulfilled |
Confirm the contents with the customer before picking begins. If they change the quantity or a component, update the same record and recalculate the goods needed. Do not leave the employee with two different lists for one order.
Calculate available stock without reserving goods twice
First, check the actual availability of the components. When calculating stock available for new orders, exclude both the quantities already allocated to accepted orders and goods that are unavailable for sale.
To determine how many complete sets you can make, divide the available quantity of each component by the quantity of that component in one set. Take the smallest result and round it down to a whole number.
Illustrative example: notebooks and pens
Suppose the store has 18 notebooks and 9 pens available for sale. There are no other commitments for these goods. One set contains 2 notebooks and 1 pen. So, 18 ÷ 2 = 9 and 9 ÷ 1 = 9: this stock can make 9 complete sets.
Customers have already ordered 6 sets for handover. You need to set aside 12 notebooks and 6 pens for them. That leaves 6 notebooks and 3 pens available—enough for 3 more sets.
An additional order for 1 set increases the total ordered quantity to 7. Add only 2 notebooks and 1 pen to the reserve. Do not reserve the previous 6 sets again. After that, 4 notebooks and 2 pens remain available—enough for 2 sets. For the 7 ordered sets, set aside 14 notebooks and 7 pens in total.
Pick and pack using one list
Give the employee responsible the current order record. Suggested picking sequence:
- Pick the goods in the quantity needed for the entire order.
- Check component names, item codes, and variants against the record.
- Assemble the sets and check the number of components in each.
- Count the completed sets and compare the result with the ordered quantity.
- Check completeness against the packing list before closing the parcel.
A packing list is a list of the goods in the parcel. Use it to check that every item is included. Mark the parcel with the order number so you can find the corresponding record at handover.
For shipping, fill the empty spaces in the box with packing material: the contents should not shift around inside or fall out. If a component is missing, record the shortage and agree on a change to the contents or deadline with the customer before completing the order.
Check the order before handover
Tell the customer the order is ready after picking and checking are complete. In your message, state the order contents and quantity, the agreed collection date and time, and the handover address.
Before handover, match the parcel number to the order record and check the number of parcels. Record the quantity actually handed over. If the customer collects only part of the order, record the remainder separately and agree on the next handover.
At the end of the workday, review orders that have not been handed over. For each one, decide on the next action: finish picking, agree on a change, or contact the customer about collection. After a cancellation, first check the type and quantity of goods that can be returned to available stock, then make the corresponding change in the records.
Order reservations and readiness in Torgsoft
When reserving goods in Torgsoft, set the date by which the customer must collect the order in the «Дата закінчення» (End date) field. Use this date to monitor the agreed collection. Once the entered period expires, goods from the temporary warehouse are not automatically moved to the main warehouse. Review overdue orders separately.
On Torgsoft’s «Видача замовлень» (Order handover) form, if the customer is not ready to collect the entire order, you can hand over part and leave the rest in the previously selected warehouse. After a partial handover, compare the quantity actually handed over with the order record and note what the customer is to receive next time.
In the «Замовлення клієнта на виріб» (Customer order for a product) mode, fill in the ready date when the order is actually ready to be handed over to the customer. Do not use it as the promised picking deadline. Distinguish goods reservation from this mode in your work process; keep the agreed time and the employee responsible in the order record.
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