How to process customer orders for marine parts and accessories.

 

Step 1 – Confirm the Part Required

Before ordering:

• Confirm the make (brand) and model of the product.
• Identify the required part number
• If the exact part number is unknown, use supplier catalogues, portals, or contact the supplier for assistance.
• Confirm the quantity required.
• Advise the customer of the approximate price if available.

Step 2 – Complete the Marine Parts Order Form

Complete all customer details on the Marine Parts Order Form HERE

 

Step 3 – Quote or Order

Quote First

If the customer only wants pricing:

• Obtain pricing from the supplier.
• Contact the customer with the quote.
• Do not order any parts until the customer confirms they wish to proceed.

 

Order Parts

If the customer wishes to order immediately:

• Confirm the customer understands the Terms & Conditions.
• Obtain their signature on the order form.
• Collect the $20 non-refundable deposit.
• Record the receipt number on the form.

The deposit is credited towards the final purchase price.

 

Step 4 – Order the Parts

Once the deposit has been received:

• Order the parts through the appropriate supplier.
• Double-check:
• Part numbers
• Quantities
• Delivery address
• Tick Ordered from Supplier on the form.
• Record the date and time ordered.

 

Step 5 – File the Paperwork

Once ordered:

• Attach the deposit receipt BEHIND the Marine Parts Order Form.
  
• File the paperwork in the Marine Parts Orders folder until the order arrives.

This ensures any staff member can locate the order if the customer calls.

 

Step 6 – When the Parts Arrive

When the order is received:

• Check all parts against the supplier invoice.
• Confirm all ordered items have arrived.
• Tick Ready for Pickup.

If anything is missing or incorrect:

• Contact the supplier immediately before contacting the customer.

 

Step 7 – Contact the Customer

Notify the customer that their order is ready for collection.

Tick Customer Contacted (SMS) and record Date & Time

 

Step 8 – Customer Collection

When the customer collects their order:

1. Locate the Marine Parts Order Form.
2. Have the customer inspect the parts.
3. Obtain the customer's signature confirming receipt.
• Record: Date collected & Staff signature
4. Suspend the sale on the POS screen
5. Send customer to pay downstairs.
6. File the completed order form.

 

 

Important Notes

• A $20 deposit is required before parts are ordered.
• The deposit is credited towards the final purchase price.
• Deposits are non-refundable if the customer changes their mind, as they contribute towards freight, supplier and administration costs.
• Special order parts cannot be returned unless covered by supplier warranty or supplied in error.
• Customers should collect orders within 14 days of notification unless other arrangements have been approved. These conditions are set out on the Fishing Parts Order Form.

 

Keywords

marine parts, spare parts, BLA, JPW order