Planning repeat supply from the first order.

What to record from a first international order, and how to use it to set lead times, order cycles and briefs for the orders that follow.

A first order with a new supplier tells you things a specification sheet cannot: how long each stage really takes, how the goods are packed, which documents arrive and which need correcting. If that information is written down, the second order is easier to plan and the brief can be sharper. If it is not, the same questions come up again.

Record the first order in detail

Keep a short record of the first order while it is fresh. It should cover:

• exact product codes, variants and pack sizes;
• case, carton and pallet configuration, with weights and dimensions;
• the label versions and languages received;
• the documents that came with the shipment, and any that had to be corrected;
• the dates the order was confirmed, the goods were ready, shipped, arrived and cleared customs;
• the condition of the goods on arrival, including any shortage or damage;
• the remaining shelf life on arrival, for food, beverages and many FMCG products.

This record becomes the reference for later orders. If the next shipment differs, you can see where and raise it before it becomes a problem.

Break the lead time into stages

“Lead time” is often quoted as one number, but it is made of several stages:

1. sourcing or production, until the goods are ready to collect;
2. inland transport and export clearance in the country of shipment;
3. sea or air transit, including any transhipment;
4. import clearance, inspection where required, and delivery to your warehouse.

Measuring each stage shows where the time goes and which stage varies most. If production is steady but clearance at destination swings by two weeks, the buffer belongs at the destination end, and better documents may help more than an earlier order.

Use the first order to improve the next buying brief.

Set an ordering rhythm

Repeat supply works best on a predictable cycle. The basic test is simple: place the next order while the stock you hold, plus what is already on its way, still covers demand for the full lead time plus a safety margin.

As an illustration, a buyer who sells 400 cases a month and faces a ten-week lead time needs to reorder while there are still well over ten weeks of cover, including goods in transit. The safety margin should reflect how much demand and lead time actually varied, which is why the first-order record matters.

Share a forecast as well as orders

Suppliers plan production and purchasing ahead. A rolling forecast for the next three to six months, updated monthly, helps them plan for your volumes. Keep it clearly separate from firm orders, so that both sides know what is committed and what is an estimate.

Flag seasonal peaks early. Demand in many markets rises around religious festivals, holidays and the year end, and production and freight capacity can tighten at the same time.

Watch for product changes

Repeat orders can drift from the first one without anyone intending it. Ask to be told in advance about:

• changes to recipes, ingredients or formulations;
• new packaging, label designs or case counts;
• new model versions or specifications for electronics;
• a change of production site, which may affect origin and certificates.

For products with a limited shelf life, agree a minimum remaining shelf life on delivery and write it into the order.

Review after each order

A short review after each delivery keeps the arrangement on track. Note what changed, what caused any delay and what the brief should say next time. Over a few orders this gives both sides a realistic picture of lead times, quantities and documents, and makes it easier to agree longer-term arrangements.

If you are planning a first order with repeat supply in mind, include your expected volumes and order frequency in your enquiry, so the discussion with DMS can cover the arrangement as well as the first shipment.