Wholesale Coordination
Agreeing a product and a price is the short part. Quantities, case units, supplier timing and paperwork still have to line up before anything ships. That is the work we take off your desk.
What coordination covers
Most problems in wholesale are not sourcing problems. They are a case unit nobody confirmed, a quantity that was never actually available, or an invoice that reached customs in the wrong name. Coordination is the habit of settling those before they cost you a shipment.
We turn a list of products into an order a supplier can actually pick, pack and ship without a second round of questions.
Before anything is committed, the line detail is checked against what the destination market and your customers expect.
Someone stays on the supplier through the whole order, so a slipping date reaches you while you can still do something about it.
The paperwork is assembled with the order rather than chased after it, and it stays available in your account.
Before coordination starts
Coordination picks up once there is something to order. If you are at the earlier stage and need the product found and verified first, that is handled on the sourcing side.
How an order runs
The same sequence runs on every order, whether it is a single line or a mixed consignment. You are asked to decide at two points only: when the order is structured, and when it is confirmed.
Nothing moves without your confirmation. If availability, packaging or timing changes after you have approved an order, it comes back to you before it is acted on.
We restate what you asked for in writing: products, quantities, destination market and the date you need the goods by. Anything ambiguous gets settled here rather than three weeks later.
Quantities are matched to case units and minimums, lines that cannot be filled in full are flagged, and the consignment is built so it travels as one shipment instead of several.
Availability and readiness are confirmed with the supplier against the structured order, not against the original enquiry. Where a line has moved, you get the alternative and the reason.
The commercial invoice, packing list and any category paperwork are drawn up from the confirmed order, with your company details exactly as they need to appear at the destination.
Once the goods are ready and the order is settled, the consignment moves to shipping with the documents attached. The order record in your account carries the status from there.
Before an order is confirmed
These are run on every order, in the window between the structured order and your confirmation. If any of them comes back unclear, you hear about it then, not after the goods are on a truck.
Every line is confirmed as physically available in the quantity ordered, not projected from a stock list that was accurate last month.
Inner and outer case quantities are confirmed so the order you approve is the order the warehouse can pick without rounding it for you.
Label content is checked against the destination market, since what is acceptable in one region is not automatically acceptable in another.
For cosmetics and fragrance lines, remaining shelf life is confirmed before the order is settled rather than discovered on arrival.
The supplier gives a date the goods will be ready to leave, and that date is what the rest of the order is planned against.
Your registered company name, address and reference are checked against the paperwork, because a mismatch there is what holds goods at a border.
A check that fails is not quietly worked around. You are told what came back short, what the options are, and what each one does to the timeline. The order waits for your answer.
See the full order processBy order type
A first order, a repeat and a mixed consignment do not need the same attention in the same places. What changes is where the time goes.
A first order carries setup work the later ones do not. Your company details, delivery address and invoicing information are recorded once and reused, so the second order starts from a known position.
Expect more questions than usual at this stage. It is deliberate: the detail collected here is what makes every following order shorter.
On a repeat, the supplier is known, the specification is on file and your details are set. What is left is availability and timing, which is why repeat orders move faster than the first one.
Tell us the expected frequency. A line you reorder every quarter can be planned with the supplier instead of re-quoted from scratch each time.
Buying across categories usually means several suppliers with different readiness dates. Coordination here is mostly sequencing: bringing the lines together so they leave as one consignment rather than three part shipments with three sets of costs.
Where one line would hold up the rest, you are asked whether to wait or split, before anything is booked.
Staying informed
Coordination is only useful if what we know reaches you. Three places carry the state of an order, and they say the same thing.
Every order has a record in your wholesale account with its current stage, the confirmed lines and the totals. It updates as the order moves.
Confirmations, document notifications and status changes arrive by email, so the people on your side who do not log in still know where things stand.
Invoices and order paperwork stay attached to the order rather than living in one person's inbox. You can pull them again whenever accounting asks.
Questions do not get handed around. The same contact stays with your orders, which is what makes the second call shorter than the first and stops you explaining your business again every time.
Coordination FAQ
Six questions specific to running an order. Accounts, payment and delivery are covered on the main FAQ page.
It replaces time rather than adding it. The checks happen while the supplier is confirming availability, which is dead time anyway. What it does remove is the week you would otherwise lose to a wrong case quantity or an invoice that has to be reissued.
You are told which line is short and by how much, with the options: wait for the balance, take what is available now, or replace the line with something comparable. Nothing is substituted on your behalf.
Up to the point the goods are picked and the documents are issued, ask and we will tell you what is still possible. After that a change usually means a separate order, since altering a consignment mid preparation costs more than it saves.
We do, from the confirmed order: commercial invoice, packing list and the product information the category calls for. If your side or your customs broker needs the documents in a particular form, tell us before the order is confirmed rather than after.
Usually yes, where the lines are ready in the same window and the route allows it. Consolidating is normally cheaper than several part shipments. Where one line would hold up the rest, you decide whether to wait or split.
Yes, before an order can be confirmed. We supply businesses rather than consumers, so the account application is where the trading details are established. It is worth starting it in parallel with your first enquiry rather than after it.
Next step
Send the product list, the quantities you have in mind and the destination. You get back a structured order with the parts that need a decision marked clearly.
