Five Quick Tips for Streamlining Your Parts Ordering

Parts ordering can be a tricky thing, especially if you don’t have a consistent system between manufacturer and dealer already in place. Ineffective parts ordering can lead to all sorts of miscommunications, overcharges, incorrect bills, and even confused or upset dealers.

But while parts ordering may be complicated, the system that runs your parts ordering for you should make the entire process simple. We at DealersCircle have a handle on parts ordering, and we’d like to share some of our insights with you:

Tip #1: Make the parts easy to find—and order. If you want someone to order a part, then it logically follows that you’ll want to make finding that part as easy as possible on the person doing the ordering. DealersCircle offers configuration based on part numbers, quantities, prices, and manufacturing categories. This makes order selection and browsing much easier on the customer who’s actually doing the ordering and ultimately leads to a simpler ordering system altogether.

Tip #2: Allow dealers to submit notes. If your parts ordering system has no place to let dealers submit any custom information, then you’re either going to have to miss out on part of their order, or you’re going to have to get in touch with them through some other means. We find that the most efficient way to attach a custom note on an order is to allow the dealer to write in that note and submit it along with the order itself. This prevents miscommunication and ensures that the manufacturer knows about the special instructions as soon as the order is placed.

Tip #3: Set up email notifications. Have you ever noticed that when you buy something online, you expect an email receipt of some sort? Even a quick message that says “your order is being processed” is enough to make you feel like you actually matter to the company who’s taking your order. We recommend email notifications as part of the parts ordering process so that every party is continually “in the know” about what’s happening with the order—and what still needs to happen in order for the purchase to be fulfilled.

Tip #4: Allow two-way communication. You’d be surprised how many parts ordering processes do not allow for two-way communication. This makes it difficult on both the dealer and the manufacturer, because each party will scramble with phone calls to make sure that they’re talking to the right person on the other end. Cut through the miscommunication by allowing the manufacturer to adjust the part order and send it back to the dealer—not only will this ensure the communication is direct, but it will make sure that these edits are understood from the moment they’re made.

Tip #5: Document each order. Or, more accurately, let a solution like DealersCircle keep track of the entire history of each action, from the initial product order through the process fulfillment. Keeping tabs on each order is difficult without this step—but you’ll save a lot of time and money by allowing a system like DealersCircle handle it rather than doing it manually.


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