When we do purchase orders they’re always backed up by the estimates supplied by the supplier and our price request sheets that include measurements, drawings, details and style numbers so the supplier can give us an accurate price. If your PO is not clear, with attached samples and checked and rechecked, you run the risk of being stuck with a piece of furniture that has been produced wrong and which you will own, which ultimately reduces your profit. In our office it’s a policy that the associate working on the project has to have both the office manager and myself read every purchase order before it goes out. Three sets of eyes are better than one.
The PO’s are numbered with the name of the client, the date we need the furniture ready and then they’re filed per room – alphabetically by supplier name, with the estimate and the price request included. So this way, it’s easy to check if there are any problems. As we check on delivery, or if there are any problems, it all gets written on the PO so that there is always an updated status, including date, name of person and comment.
This has worked for me for years and I know there is a big move towards digitalizing everything, but I just feel that there’s nothing to beat an actual piece of paper with the sample attached to it. What works for you?
Crossing Boundaries
Learning to See
Lifting the Curtain on Design
God's Love We Deliver
Publicolor
Remember Haiti
Facebook
Twitter
VW Home by Vicente Wolf
www.vicentewolf.com
#1 by The Designer Insider on January 18, 2010 - 10:59 pm
Vicente,
I was glad to read that I am not the only one that still needs some “hands on” with the paperwork. I would not know how to digitize everything without losing control! I love your books and blog. Thanks for all the great advice!
Tina
#2 by dana kaplan on January 19, 2010 - 1:19 am
Vincente, do you sell you DR tables in your store? Each one is more beautiful than the next……
#3 by Vicente on January 19, 2010 - 11:59 am
Dana – thanks for the compliment. You can contact Trudi at VW Home (212-244-5008) to talk about the tables. Often my tables are custom designed for clients, but we do have some great pieces in the showroom.
#4 by daniel hale on January 24, 2010 - 8:26 pm
I cannot encourage designers enough to spend the time up front on PO’s. When we work with other designers on a custom piece it is best that the PO accompanies the sketch and refers to it. Also the Po should restate the dimensions and describe the piece in as much detail as possible. Have the samples with it and or make reference to it. Have any cost info on there too. Allowance for specified hardware in case changes are made it will be clear how much to deduct or add. Lastly spend the time to look at the sketch and check the dimensions. Those extra few minutes up front can prevent a world of pain that can occur when it turns out that something was not thought through. Thanks, daniel
#5 by Laura Bohn on March 4, 2010 - 5:00 pm
Hi Vincente,
We write our purchase orders in a similar method in terms of gathering information. We find that filing the orders numerically in a client’s designated binder is easy for follow up. We use spreadsheets to track and comment on Purchase Orders so it gives the ability for all employees to check on status. We have a consolidation facility that gives us updates as soon as items are received. Thanks for sharing your ideas. We enjoy your blog
#6 by AbbeyK on March 16, 2010 - 5:21 am
I tried going digital, but I couldn’t make it work. I went back to all paper. Would love to hear if others have made it work.
I know of a designer who recently was ordered by a judge to pay when upholstery came in 1″ off what was spec’d on the proposal. It fit in the house, but the client said it was not what was ordered. One of my vendors told me about this. Stuffing varies, so I now write “all dimensions are approximate” on my customer proposals for upholstery and explain that dimensions are close but if they take a tape measure out, they may find it’s not exact due to differences in stuffing.
My sister who is a litigator says there is a lot of gray area esp if you don’t catch an error from a vendor confirmation when it differs from your PO. If you order it correctly, but the vendor enters it incorectly and sends you paperwork with the wrong specs on it on the confirmation…. Which is the controlling document? We all know the good vendors will work with you, but legally do they have to? That’s a good question.
Perhaps this varies state to state but it’s another thing to consider.
Like you, I’ve become obsessed with checking re-checking. Ultimately it’s about 2 things: getting the client what they wanted without losing money.
#7 by Vicente on April 1, 2010 - 11:28 am
AbbeyK: The client that sued was a pig. The judge was a schmuck and the client was looking to get the designer. There’s always one of those in the crowd. I certainly know places where an inch would matter, but in a sofa, I don’t think so.