How to file catalogues from potential suppliers efficiently

Have you ever kept a client or your boss waiting on the phone while you’ve searched the piles of papers on your desk for an important document? If you have, then your boss or your client may not have a good opinion of you, because in a key encounter, you’ve let them down.

And if it’s your job to help people, how much of other people’s time are you wasting if you can’t find the documents and papers you need, when you need them?

You owe it to yourself to file effectively, however boring this may seem. Imagine how much more impressive it would have been if – when asked – you’d smiled, accessed a well-organized filing system, immediately found the document, and quickly given the answer!

Managing Time

Even in the age of email and the internet, we still deal with many paper documents and files. There’s a flurry of data pouring in from all directions that we need to process and, usually, store to retrieve later. We want to be able to lay our hands on the information we need – at the right moment, when we need it – so it can be used for further analysis or report writing, or perhaps for creating a presentation.

All too often, though, we waste our own time (and often the time of other people) searching for data that’s actually sitting somewhere on our desk or in an office filing cabinet. This adds to our stress, and makes the task of putting the data to use more difficult than it ought to be. So we need to get more organized and efficient with our file management if we’re going to get our work done in a timely manner.

Managing Information Efficiently

When you receive a document from a co-worker, vendor, or customer, it’s tempting to “just put it away” in a pile on your desk or drawer for the time being. “Hmm. looks interesting, but I’ll take a closer look at this later, when I’ve got more time.” Sound familiar? After a while, many such documents build up, leading to a lot of clutter. It’s highly unlikely that you’ll ever find time to go back and get all of that information organized, especially considering that you’re usually under pressure with other things.

You can spend hours of precious time searching for documents that you’ve filed away somewhere, because it’s easy to forget where you put it – or even to forget that you have the document in the first place. So how can you go about simplifying your work? Get better at managing files.

Effective File Management

Effective filing boils down to this: store the information in folders – by category, and in a sequence that makes sense to you.

Here are some tips to help manage your files:

  • Avoid saving unnecessary documents – Don’t make a habit of saving everything that finds its way to you. Take a few seconds to glance through the content, and save a file only if it’s relevant to your work activity. Having too many unnecessary documents adds to clutter and makes it harder to find things in the future. Be selective about what you keep!
  • Follow a consistent method for naming your files and folders – For instance, divide a main folder into subfolders for customers, vendors, and co-workers. Give shortened names to identify what or who the folders relate to. What’s more, you can even give a different appearance or look to different categories of folders – this can make it easy to tell them apart at first glance.
  • Store related documents together, whatever their type – For example, store reports, letters, presentation notes, spreadsheets, and graphics related to a particular project in a single folder – rather than having one folder for presentations for all projects, another folder for spreadsheets for all projects, and so forth. This way, it’s much quicker to find documents for a particular project.
  • Separate ongoing work from completed work – Some people prefer to keep current or ongoing work on their desk until a job is completed. Then, once it’s done, they move it to the appropriate location, where files of the same category are stored. At periodic intervals (for example, weekly or every two weeks), move files you’re no longer working on to the folders where your completed work is stored.

Avoid overfilling folders – If you have a large number of files in one folder, or a large number of subfolders in a main folder, break them into smaller groups (subfolders or sub-subfolders). For instance, you can divide a folder called “Business Plan” into subfolders called “BP2008,” “BP2009,” and “BP2010.” Likewise, you can divide a folder for a client named Delta Traders into subfolders named “Delta Traders sales presentations” and “Delta Traders contracts.” The idea is to place every file into a logical folder or subfolder, rather than have one huge list of files.

Having said this, there is usually little point in creating a folder for fewer than about five documents.

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How to file catalogues from potential suppliers efficiently

An effective office filing systems is crucial for any business that handles invoices, receipts, and other records, whether on paper or digitally. Even for businesses that don’t deal with much paperwork, staying organized and efficient will help keep operations running smoothly.

Office filing systems come in all forms, from the simple cabinet drawer, to complex assortments of digital servers. In order to create a system that works for you, it's important to know what files are most important, who needs access, and how they can be retrieved easily and efficiently. Here are the key factors.

Why You Need a Filing System

Filing receipts and invoices properly is one of the most important things a small business can do for its financial health. A nonexistent or messy filing system can add days of extra effort at income tax time, and you don’t want to miss out on tax deductions because of missing receipts. If you are ever subject to an audit and unable to produce the required documents on time, your claims can be rejected and your tax return re-assessed.

Depending on your industry, you may need to keep records to be compliant with state or federal regulations, sometimes for years. Law offices are required to keep case files for three years. Accountants and tax prep businesses need to keep tax returns on record for seven years. Construction companies, medical offices, schools, and more all have hefty record-keeping responsibilities.

Most people aren't thinking about the labor they'll save when investing in filing systems, but by some accounts, the total amount of time companies spend searching for misplaced files amounts to six weeks per year.

If your business is fairly simple, your record-keeping may be limited to payroll and accounting, but you still need to be able to operate at your desk swiftly and easily.

5 Steps to Organize a Filing System

To get yourself and your business on the right track, follow five steps to make sure papers are easily accessible and easily identifiable.

Assess Personal and Office Habits

Think about which employees need access to files, where they work, and what makes sense based on their work stations. If you are creating a system for yourself, think about ergonomics, the flow of your workday, how you move around your office space, what you can reach from your desk, and what information you need regular access to versus info that can be archived long term. If you are creating a system for someone else, get their input—what works for one person won’t always work for another.

Decide on a Filing System

What your business does will determine whether you choose to file numerically, alphabetically, or some other way. For example, do you search for customer information by name or account number? Do you file paperwork by category, such as expenses, financial, marketing, etc.?

Space is not a major concern with digital systems, but for paper systems, it’s important to allow for growth when looking at filing cabinets; it’s advised to buy something to accommodate twice the number of files you have now. Broad subject categories will allow you to easily add new files as you grow and will eliminate the need to upgrade or reorganize your filing system regularly. Keeping it simple also will make it easier to integrate your paper and digital files as part of your overall document management system.

Calculate Storage Needs

If you have a large number of files that you access daily, they should be at your fingertips. Those accessed less frequently don't need to be at your workspace but may need to be close by. There may be a combination. Some files might be needed daily while others can be filed in long-term storage further away.

Don't overlook the importance of accessibility for employees or future employees who may have special mobility needs. Very tall cabinets, for instance, may be difficult for some employees to access safely and effectively.

Invest in a Good Labeling System

Being able to read file labels sounds obvious, but clarity in labeling will save time. Most companies that make labels provide templates that integrate with common word processing software. You may want to consider one of the small label-making systems that also can print out individual mailing labels. Items that perform double duty are usually a wise investment.

Purchase File Folders

User-friendly and durable folders are a smart investment. Colored hanging folders are easily available and easily recognizable. For example, if you put all of your client files in yellow hanging folders, financial information in blue folders, and marketing in red folders, you’ll save time when searching or filing with easily identifiable visual clues.

Going Paperless

Many businesses have already shifted to the paperless office, or close to it. With online, cloud-based storage systems, and digital transactions replacing cash, paperless may be the new normal.

Even government agencies are getting onboard. The IRS now accepts digital images or paper copies of scanned items including:

  • Cash receipts
  • Bank statements
  • Canceled checks
  • Pay stubs
  • Credit card statements

Digital records must be clear and legible. If not, the IRS may demand to see the original paper documents during an audit or routine request for documentation.

If you are still operating the old-fashioned way, but interested in going green, you can transition to paperless over time. There are many services and software applications that scan old expense receipts and store them with your other digital accounting information.

Frequently Asked Questions (FAQs)

How Do You Set Up an Electronic Filing System?

Electronic filing systems can be as simple as files in shared networks, like a Google drive or on sophisticated software or servers. The same best practices that apply for paper systems apply to electronic systems: establish naming conventions, a filing order (alphabetical, chronological, etc.), and a well-organized structure.

What Filing System Do You Use to Protect Confidentiality?

For paper filing systems, documents should be under lock and key, with personnel controls. Since digital files have more flexibility in sharing, copying, and editing, you’ll need to establish appropriate permissions levels and access. Depending on the stakes, your company may need private servers as opposed to cloud-based systems.

Choosing the right supplier for your business is vital. If your supplier isn’t reliable or doesn’t provide high-quality products, your company will struggle to deliver well-priced goods and services that meet your customers’ expectations.

So how do you choose the right supplier? Here are five key steps to ensuring you’re finding the best possible suppliers for your products, components, or raw materials.

How to choose the right supplier for your business

How to file catalogues from potential suppliers efficiently

1. Set your criteria

Create a list of criteria your supplier will need to meet in order to provide what you need. Here are a few things to consider:

  • Ideal lead time: How long you want to wait between placing a purchase order and receiving your goods
  • Maximum and minimum order quantity: Your parameters for how much you can order at a time
  • Dropshipping capabilities: The ability of your supplier to deliver quality products directly to your consumers
  • Quality assurance processes: The steps your vendor takes to ensure product quality
  • Payment terms and conditions: The ways and means by which you pay for your items
  • Return policy: The conditions that allow you or your consumer to return products
  • Communication standards: The responsiveness of your supplier and your ability to communicate past language barriers (especially important when working with overseas suppliers)

Setting the criteria in advance will enable you to evaluate potential suppliers on each of the listed items and ensure that you don’t overlook any important requirements.

At the same time, you may want to identify which of your criteria are flexible and which are must-haves. Suppliers in every industry operate a little differently, so there’s always the chance you won’t be able to find a supplier that perfectly checks every box. Just like with dating—knowing which traits are dealbreakers and which are expendable can help you quickly separate the wheat from the chaff.

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2. Browse your options

If you know the type of product you want to sell, you may want to hit a supplier directory (like Alibaba) to see which suppliers offer what you need. Use this time to evaluate your potential suppliers based on the following criteria:

  • Reputation: What are other business owners saying about this supplier? Is it a reputable supplier or will it steal your product ideas and undercut your business?
  • Business type: Depending on your business model, you may need to choose a wholesale supplier, a dropshipping supplier, or a private label manufacturer. Make sure you know which vendors are which.
  • Security: Good suppliers offer insurance and fraud protection. Avoid working with vendors that don’t protect your business.

When finding suppliers, it’s very important to check reviews from other businesses. This may give you a clearer idea of how a supplier will meet your expectations more than anything else.

3. Call for bids

Once you have a shortlist of legitimate wholesalers, dropshipping providers, or vendors you’re interested in working with, you can put out a call for bids. You may have to fill out a Request for Proposal (RFP) form or a Request for Quotation (RFQ) form, in which case, you should be sure to include all the details for the products or services, quantities, delivery dates, and quality standards you need.

During this process, you can also communicate with vendors about its processes and policies. We highly recommend asking about potential suppliers’ raw materials planning and sourcing. Try to suss out if the vendor uses any risky reordering practices or gets its materials from unreliable suppliers. This helps ensure you’re working with a vendor that has a reliable supply chain that won’t break down and cause product shortages on your end.

4. Evaluate bid submissions

Once you receive your bids, evaluate your options. Compare each supplier to see which ones best meet your budget needs and quality standards. You should also pay strict attention to pricing, as you don’t want to choose a supplier that charges too much for its goods and cuts into your profit margin.

At this stage, you should also do another check to ensure the validity of your supplier’s bid. If you’re working with a dropship supplier or a wholesaler, you can ensure its legitimacy by requesting a product sample and ISO compliance documentation. Legally, you’re still complicit in fraud if you wind up selling products that belong to another company—even if it was your supplier that stole someone else’s products.

Once you choose a bid, communicate with your supplier to negotiate contract terms. Make sure your contract guarantees you favorable pricing that protects your profit margin. If you’re nervous about whether the contract is on the up-and-up, you can always consult a lawyer to help you parse through the legalese.

You can also sign a short-term contract as a form of trial run. That way, if things don’t work out with your supplier, you can cut ties before it does too much damage to your business.

In the Volvo Group, we deliver logistics services with world class operational excellence in an efficient and sustainable way, thereby reducing costs, disruption and environmental impact.

Through constant development and improvement of our logistics solutions, we aim to make sure that we deliver world class logistics services. This includes:

  • Making sure that material is supplied to the production facilities, that appropriate packaging is developed and available and that products are distributed to dealers, body-builders, and end customers.
  • Making sure that management of material, warehousing and distribution ensures the global availability of aftermarket parts to dealers and end customers at the right time, the right place and the right cost.
  • Acting in close co-operation with other Group units globally to efficiently develop and deliver services and products with the right quality, delivery time and cost within the agreed budget.
  • Taking care of customs handling and logistics risk management for the Volvo Group.

Volvo Group packaging system

The Volvo Group packaging system is a fully managed range of packaging which mainly supports the Volvo production environment. In specific cases, the Volvo system also supports packaging flows which contribute to lowering the Total Cost of Ownership for Volvo.

Packaging Efficiency

Having good packaging that protects your goods is, of course, an obvious requirement. But it is also extremely important that the packaging is optimized for every stage of your production process, and that the packaging system supports lean production. Available load capacity must be utilized efficiently, empty runs minimized and maintenance handled correctly.

Regardless of whether you choose our standardized packaging systems or an individual tailored solution, we make sure your goods are transported trouble-free, economically, safely and with the lowest possible environmental impact.

Packaging management

Our packaging systems are truly global, which means we can serve all production facilities around the world. You can easily follow the packaging flow and gain full control of your packaging materials through our web based management system.

Risk management documents for consignee

Risk management has developed a set of guidelines to support How to file a transport claim for loss and damage occurred during transportation.

These guidelines are aimed towards the party on risk as per the sale/purchase incoterm of the cargo.

There is a general guideline applicable for all, and in addition more detailed guideline aimed as further support for each business area/unit.

Claims filed are handled in accordance with Volvo Group marine cargo insurance terms & conditions.

Expand your distribution network and grow your business through thousands of trusted online retailers. Dropship with Syncee and push your products in stores now.

How to file catalogues from potential suppliers efficiently

How to file catalogues from potential suppliers efficiently

Join Syncee’s growing suppliers

SIMPLE ONBOARDING

Register And Start To Sell In Minutes

Once you are listed on Syncee Marketplace, merchants can find your products, and you can sell in the US, EU, AU, and globally.

The onboarding is quick and easy. Get new clients in a short time, receive more orders, and grow your business efficiently.

How to file catalogues from potential suppliers efficiently

SUPPLIER DASHBOARD AND BRAND PROFILE

Control Your Business

You can check your orders, sales analytics and retailer partner list on your dashboard. Customize your pricing and shipping rules the way you wish them to be.

AUTOMATIC PRODUCT SYNC

Keep Your Listing Up To Date

Syncee automatically synchronizes product data so your retailers will always see the latest status of your products.

No need for continuous manual updates: Syncee will manage everything for you.

How to file catalogues from potential suppliers efficiently

AUTOMATIC ORDER SYNC

Sync Orders and Get Paid

Set the Auto Order option to receive revenue after your sales automatically. Retailers can use PayPal and credit cards to pay you the amount after orders.

With automatic order synchronization, you will receive the order details along with the revenue.

APPROVAL OR PRIVATE LISTING

Build Your Online Retailer Network

With the approval listing feature, you can decide which retailer can sell your products. If you are looking for specific retailers, then this feature is perfect for you.

MESSENGER

Chat With Your Retailers Directly

Thousand of retailers brows Syncee Marketplace day-by-day from the US, EU, AU, and globally. Once they find you and wish to cooperate with you, you can be in constant contact with them via the Syncee Messenger.

Benefits of selling your products to Syncee retailers

Benefits of the Syncee dropshipping app for suppliers

100% Free

No setup fees, no commission fees, no hidden fees at all! Register and your products will be available to retailers.

Easy way to sell your products

Syncee integrates seamlessly with top e-commerce platforms allowing automatic product import as well as order sync.

Thousands of new potential reseller

Syncee has over 65,000 retailers to sell your products online. It’s like you have thousands of contracted sales managers.

Gaining worldwide awareness

Your product and business can gain a more significant reputation in the US, EU, AU and globally.

Available Integrations

Start earning in 3 simple steps

Upload products

Upload your products to Syncee and start selling your products to trusted retailers.

Publish products

Publish your selected products on Syncee, and you’ll have full control over which products you would like to sell online.

Fulfill orders

Fulfill your orders and get your payments after your sell.

Frequently Asked Questions

It’s entirely free and we do not take any commission. All you have to do is register in the Syncee for Suppliers app, and our colleagues will review your request.

There are more ways of how you can list your products:

  • direct integration from your online store (from Shopify, Jumpseller, ShopRenter, Ecwid, BigCommerce, Wix or WooCommerce platforms)
  • using a product data feed file
  • manual upload

You need to have your physical inventory and quality, unique products so you can be listed in Syncee Marketplace. You also need to be a reliable company with a short lead time. Syncee prioritizes suppliers located in the USA, Europe, and Australia, but we are open to all suppliers globally who fit our requirements.

Notice to all suppliers visiting a Kennametal location

Visitors and Suppliers are limited to business-critical visitors only and all visitors must adhere to the Kennametal COVID protocols which includes maintaining social distance while onsite (6ft/2m). All visitors must complete the visitor safety checklist and supply a copy to your location contact. Based on the responses, there is a possibility that you may not be granted entry if there is a risk identified on the checklist. Please review the guidelines provided and inform your Kennametal contact if you have any questions or concerns.

Welcome to Kennametal’s Supplier Information Page

This information is designed to acquaint potential and existing suppliers with our company, culture, and supply chain objectives and directives.

As a global company, Kennametal requires suppliers who have global capabilities and are reliable in cost, supply, service and quality. Kennametal’s commitment to integrity extends to its diverse and worldwide supply base. All of Kennametal’s suppliers are expected to conduct their business with a high degree of integrity and in a responsible manner as set forth in the Kennametal Principles of Supplier Conduct. Suppliers are also expected to be familiar with the business practices of their suppliers and sub-contractors and ensure they abide by the same guidelines.

Working collaboratively with our suppliers, we strive to address all aspects of cost reduction, waste elimination, and efficiency improvement in this challenging global environment. Potential suppliers are invited to register on our Ariba network, view our Principles of Supplier Conduct and read through our Terms and Conditions for purchase.

Kennametal continues to expand our existing partnership with SAP to include numerous SAP Ariba modules to support automation of Source to Pay process. Most notably:

For competitive bids, we require the use of Ariba e-Sourcing to drive a fair, transparent and truly competitive process.

To transact business with suppliers, we are fully committed to the Ariba Network as our Procure to Pay electronic solution (leveraging Full Enablement and Light Account). We believe the Ariba Network provides value to both Kennametal and our suppliers to realize a more effective and efficient means of conducting business as we transact various documents such as Purchase Orders, Order Acknowledgements, Invoices and more.

how to write an email asking for information

How to file catalogues from potential suppliers efficientlyBy : www.slideshare.web

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In some instances, the title will not be identified, depart it blank. If you can not discover the best title via the World wide web lookup, make contact with the business. It is not sufficient to know only the names of people. If you do not know the title of the individual who will be the mailing deal with, contact the business and request.

Possibly the e-mails of folks you know and deliver by e-mail are in numerous methods. Your e-mail is almost certainly not from them, so you have to make the fees nearly zero. You will commence the e mail by declaring. You comprehend that the initial e mail has been dismissed. If this is the initial e mail, it also needs really low-cost queries. From time to time, the easiest e mail will get the very best solution.

At times you have to merge a number of requests in an e mail. For e mail to function, it need to have a certain objective. In addition, we frequently deliver e-mails when the very best answer is to select up the cellphone and make a fast contact. In the main activities recording computer software, you will be capable to manage the look of your e mail and what it includes. Immediate e mail is a lot more efficient since it will give you a immediate response. An efficient e-mail need to have a contact to motion. A far better method is to deliver a information to stick to what occurred.

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Purchasing processes via SupplyOn Sourcing: as simple as possible, as complex as needed

What good is a sourcing tool that basically covers all conceivable purchasing processes but is nevertheless so complicated that not all buyers use it? A tool that requires so much training that even trained buyers soon forget how to operate it? The answer is: not much. Only if such a tool is adopted company-wide can purchasing processes be standardized, purchasing compliance guidelines be respected and a purchasing organization’s efficiency be improved. That’s why SupplyOn’s motto is: as simple as possible, as complex as needed. A global plant construction company has found a tool in SupplyOn Sourcing which covers precisely the required functions, and is reaping the rewards as it is rolled out globally.

Challenges

A global plant construction company wanted to standardize and optimize its purchasing processes group-wide by introducing a sourcing tool. The processes in question were defined by head office and were then to be rolled out across the global purchasing organization. The aim was to carry out all request processes (Requests for Information, Proposal and Quotation) via one central system in order to make the purchasing organization more efficient and transparent.

Various different sourcing tools were tested, but did not deliver the required result, firstly because they were so complicated to handle that many buyers could not and did not want to use them, and secondly because important functions were missing and complex requests could not be represented properly. For example, files larger than 10 MB could not be added and a request with various items could not be uploaded as an Excel file. However, both are essential in plant construction since it is mostly complex parts that are requested, which are based on extensive drawings and parts lists. Back-end integration would have been feasible in theory, but would have involved so much work and money that the company decided against it.

As a result, the tool was used by just a handful of employees and hence the aim of having group-wide standardized purchasing processes was not achieved.

The SupplyOn Solution

In line with the motto “as simple as possible, as complex as needed”, requests for quotations on SupplyOn Sourcing are reduced down to the essentials, are clearly laid out and easy to generate. Individual templates can be provided for different types of requests with relative ease, for example a template with a simple structure for requests for indirect materials or a template with a parts list structure for requests for production materials. The templates are clear but contain all the fields required for the type of request in question.

As there are virtually no restrictions in terms of file attachments, even very extensive construction diagrams can be attached to requests. Parts lists, etc. can be easily uploaded from an Excel file.

The back-end integration option further simplifies the buyers’ work as master data and documents can be automatically copied from internal systems. Integration is very attractive for the plant construction company because a large proportion of the requested components relate to diagrams and are customer-specific.

Project details

A one-month Proof of Concept phase was followed by a three-day workshop in which SupplyOn and selected buyers worked on three templates for the request types “direct materials”, “indirect materials” and “transport services“. Process know-how and knowledge of other best practice projects also came into play here. SupplyOn’s straightforward recommendation was therefore to reduce complexity to a minimum in order to generate simple, manageable templates.

Subsequently, technical implementation was carried out in North America and China in just six weeks. Speed was of the essence, since the contract with the provider of the previous system was about to expire, and possible since SupplyOn was able to support the rollout with its own local offices.

The next step involves further plants in Europe and South America and later on India. Eventually, all 200 buyers will handle their requests for quotations via SupplyOn Sourcing in the future. In parallel with the global implementation, SupplyOn is working on developing a back-end interface, via which master data and technical drawings can be transferred automatically from the internal SAP system. This will also simplify and speed up the generation of requests for quotations.