Inventory monitoring helps keep vital supplies on hand

by Maria G. Hoover

SBJ Contributing Writer

Area office suppliers have different views on the best way for companies to manage their office supply stock. David Sifford, owner and president of Sifford Office Products and Contract Interiors, said the best method depends a lot on the size of the company.

"If it's just a four- or five-person office, then obviously, there's just going to be one person in charge of supplies," he said.

However, Sifford said he thinks it's best for companies of all sizes to have just one person in charge of ordering and tracking usage of office supplies, and added that his company makes it easy for multiple location businesses to order their supplies together.

"We have what's called 'wrap and label.' People call in with a requisition number or a contact name, and when supplies are delivered, they're all labeled with that requisition number or contact name so there's no question where the order goes to," he said.

Sifford said this system can be helpful when supplies for all sites are shipped to one location and the person in charge of supplies sends them out to the appropriate branches, but he said the proceedure goes back to having that one person responsible for handling the supplies.

Sifford said his company also offers inventory assistance to customers. He said he and his salespeople visit clients every week, and some clients ask for help checking supply stock. He said not all customers take advantage of the the service, but inventory assistance can do more, sometimes, than just make sure companies have the supplies they need.

"I might have ideas that may save them money ... kind of like, why drive a Cadillac when a Volkswagen would do the job? If a product could do the same thing as another for half the price, why not do that?" he said.

Dave Fite is one of the owners and the managing partner of Stepping Stones Office Supply Distributors. He said his company, which offers strictly commercial distribution and not retail sales, also does regular client visits. He added that his salespeople will look at customers' supply stock, and Stepping Stones runs usage reports for customers. The company also tries to maintain inventory levels in its warehouse to suit customer needs.

"One thing we've done is if there's an item we know someone regularly uses, we try to keep it in our warehouse for them, so if they do run out in a crunch, we can get it right to them," he said.

Fite said economically, he thinks there is one way of managing office supplies that works best.

"For the most part, the more centrally located supplies are, it's a better deal for the company, because the company can keep better track of supplies and ordering," he said. "It may not be the quickest way to get supplies, but it's better for economical tracking."

When it comes to stocking the office supply room, "It's not necessary to maintain a big stock of everyday nonessentials, but it is for 'life-support supplies' those things always need to be kept on inventory," Fite said.

He added that companies should always reorder necessary supplies when the last ones are taken off the shelf to be used.

Randy Baker, who manages the supply department of Office Concepts of Missouri, agreed with Fite, especially in reference to supplies such as toner, paper and ink cartridges.

"Call when you put the last one in, otherwise, you could be down for some time," Baker said.

Steven Moore, president and chief executive officer of Office Concepts, said the company doesn't deal with everyday supplies.

"Basically, we cater our business to digital copiers, facsimiles and computers, and we also offer paper," he said.

Moore said having one person in charge of ordering supplies is best for some companies, but not all of them.

"It's better to have one person, most times, if it's a company with normal 8-to-5 or 7-to-5 workdays. But for multiple shifts outside the normal 40-hour work week, then whoever puts the last one in should call," he said.

Baker agreed. "When there's more than one person changing toner or cartridges, like a school office with four secretaries, or the hospital emergency room where something gets changed at 2 in the morning and later shifts don't know about it, that's where there's a problem," he said.

Moore noted that for companies worried about costs in particular, those associated with making copies may want to consider a service contract, such as the Platinum Service Contract offered by his firm. Under the contract, companies are charged for the number of copies they make during a month. Toner, parts, service and travel time are included in the contract, and the client pays for the paper.

"What makes that plan so good is that instead of waiting till they run out because the boss doesn't want to spend the money because it's a per copy cost, we make sure they won't run out." He said the contract benefits his company also, by helping Baker with inventory control.

Though all three companies have different ideas about how office supply stock should be handled, one thing they have in common is that they try to make it easy for customers to get what they need.

Moore said Office Concepts offers 24-hour ordering via voice mail, and he said Baker has opened opportunities with several vendors that enable the company to get any supplies they don't have on hand quickly, for quick shipment to clients.

Sifford said his company offers free delivery service as well as a free supply catalog with more than 25,000 items in it. He said if customers order any item in the catalog by 4 p.m., it's delivered the next day.

"Customers can call us and just tell us what they want. They don't have to have a number they can find it if they want to, but it's our job to look it up. I want to make it easy enough for my customers to pick up the phone and get their ordering done in a matter of minutes, and it's the same way with returns," he said.

Sifford added that his company doesn't have order quotas clients are required to use if someone needs five rolls of tape and it comes 12 to a package, the client can still order just five.

Fite said Stepping Stones has a computerized ordering system for customers' convenience. He also said the inventory maintained at Stepping Stones is based on customers' usage, which is important, especially for clients who stay with the company over a longer period of time.