To reduce wholesale order errors, keep one confirmed record of the items, quantities, pack sizes, prices, delivery plan, and any later changes. Use that same record when the order is picked, checked, and handed over. This makes it easier for every person handling the order to work from the details the customer approved.
Confirm the wholesale order before picking
Record the customer's name and contact details, product codes or clear descriptions, units or case sizes, quantities, agreed prices, discounts, taxes, and delivery or collection instructions. Read the important details back to the customer before confirming the order. Do not assume “one box” or “one dozen” means the same thing to both sides.
If the customer changes an item, price, or quantity, update the order and get confirmation of the revision. Keep the earlier version or note the change so the packing team does not work from an outdated message or quotation.
Check what is packed against what was ordered
Use a separate count before closing the package:
- Match each picked item to the product code or description on the order.
- Count units using the agreed pack size and quantity.
- Check substitutions, partial fulfilment, and back-ordered items with the customer before dispatch.
- Compare the final package and delivery details with the confirmed order.
For collection, ask the recipient to confirm the name or order reference. For delivery, verify the address, contact number, and instructions with the person packing it. Confirm payment through your provider records before releasing goods when the order requires payment first.
Keep order status and handovers clear
Record whether an order is new, being prepared, ready, dispatched, or complete using the status options available to your business. Note who confirmed a change and tell the next person handling it. Avoid splitting updates between a quotation, chat thread, paper note, and packing list without one current record.
Review orders placed through your online store and record fulfilment progress. Check the items, payment status, and delivery details in your orders workspace before handover. Learn more about SokoWise Orders Management and quotations.