When a customer places an order, regardless of whether they are a new or established customer, it is important that you have a written record of the order and its stages of progression.
Receiving an Order – Always ask for a written order from your customers; preferably via email or an online system, or by fax or mail alternately, on the customer’s letterhead and with a purchase order number generated by their system. This is a good way to protect your business against the customer possibly denying the order when it comes time for their account to be paid.
Processing an Order – When the order has been filled, a written record should be kept with the original order stating what has been supplied and when. A packing slip, which can be included in a package if you are posting goods to the customer, is an efficient way of keeping this record. Alternately, an itemised list of the goods or services provided should be included on the customer’s invoice.
Proof of Delivery – This is particularly useful when posting, couriering or shipping goods to your customers. Certain postal services and all courier and shipping services will require a signature upon receipt of goods, which you can get a copy of for your business’s records.