Order Management System

Order Management System Guide

Access Mintsoft is a cloud-based order management system designed from the ground up to streamline order processing for those in online retail and third-party logistics operations. Consolidate all orders from various online shopping platforms and channels and manage the full dispatch process from picking, packing, and shipping. Reduce errors, deliver a more responsive and consistent service, and grow your business today!

 

Key features of order management and information system

Explore some of the Order Management capabilities below and book a demo today. There are too many features to list so please get in touch if you would like to see more!

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What can an order management system do for your business? In this in-depth guide we will walk you through the world of Order Management and show you exactly how Mintsoft can streamline order processing for those in online retail and third-party logistics operations. Increase speed and efficiency, reduce costs and errors. It all adds up to happier customers, staff and bank managers. Let’s begin!

What Is Order Management?

Order management can be described as the process for the collection, processing and and fulfilment of orders that happens in the running of a business. It can include everything from capturing customer data, printing the labels, order routing, returns and in some cases the invoicing and payment – everything from an order being placed to a satisfactory resolution.

In the past, the order management process relied on enterprise resource planning and manually updating static spreadsheets. Nowadays, those processes are outdated and can’t support modern-day retailers and warehouses the same way they used to – they have become an ineffective solution. Even worse, the need for band-aid fixes between different systems and processes can lead to a lack of visibility, figures that don’t add up and headaches that need not be there.

In order to stay ahead of the competition, brands need to have solutions with enough flexibility to scale and meet the needs of your customers and industry. An efficient, reliable order management system is necessary in order to perform at the level that the market now expects.

An order management system (OMS) is able to ensure the automation and integration of the entire system in order to standardize every step of the order journey. E-commerce Order Management software is in place to enable operators to manage and track orders that come from various fulfilment points and arrive through distribution channels. They speed up automation for service providers and collect all the data they have in a single user-friendly interface. Brands are able to offer a consistent customer experience across diverse channels. 

Since E-commerce business and multichannel trading go hand in hand, order management systems have not only become indispensable but have become a new standard requirement if your business has ambition. 

Real-time data is an integral part of an effective, distributed order management system and making good use of it can be a competitive advantage. Data accessible via spreadsheets and the like is inadequate, outdated and often more time consuming and error prone than employing a more modern, integrated solution such as Mintsoft.

What does an order management system do?

Regardless of the size or nature of your business, an OMS must fulfil certain basic functions. How complex you need the OMS to be is completely dependent on the firm and the level at which it operates. B2B E-commerce for example may contain different nuances when compared to FMCG commerce. That’s why certain companies may need more comprehensive systems than others. The basic functions that all levels of OMS will share are as follows:

Tracking

The ability to track and monitor orders may be the most important basic function of an OMS. Once your E-commerce brand starts its growth, it will need a system in place to handle and collate orders.  

Functionally an OMS will allow a streamlined monitoring service for both customer and vendor. TO have regular updates on the progress of shipment for example can alleviate concerns and reduce customer queries.

OMS becomes even more vital when your firm is responsible for sales through multiple channels. Good OMS is able to track and record order details through your webstore, marketplaces, and all other platforms. Having one place to go to look for stock levels, order progress and customer details makes a huge difference when it comes to efficiency and productivity, with the added benefit of drastically reducing errors and increasing opportunities to cross-sell. 

It doesn’t have to be all about digital channels either. Some OMS will also record and handle orders that are placed via phone or in-store if needed. The details of all orders will become visible in one place. Communication between staff will increase meaning order statuses can be checked, relevant changes can be made, and the ability to reach out to customers if there are questions, delays or opportunities will become much easier. 

Inventory Management

When orders are placed and fulfilled for physical goods the stock levels (inventory) will change. If you are selling on multiple websites or have multiple clients sharing space in your warehouse, things can get tricky rather quickly. Inventory management is essential when a rapid flow of goods takes place in a pooled resource environment.

When you aren’t able to accurately measure inventory, effective warehouse management becomes difficult and a whole host of issues can crop up. 

The accepting of orders for products that you don’t have the adequate stock level to fulfil is known as overselling. This can lead to needing to cancel orders that have already been placed by customers. It’s quite unprofessional and if it happens regularly, how many customers will you lose?

Overstocking is the opposite problem whereby you do not want to be short on products and end up wasting valuable warehouse space and capital. By employing such guesswork it is quite likely you will be left with stock that goes to waste as often stock depreciates, spoils or is less in demand as time goes by.

While both the above concerns are easy to imagine, it is harder to imagine the positive effect that having accurate forecasting could do for your business. Without the correct global inventory stock level figures, it’s harder to understand customer order demand. With the numbers in front of you, you can have confidence to put more effort in to your seasonal ranges for example – or instead to prioritise your efforts elsewhere as the case may be.

An OMS will simplify your inventory tracking process. this will mean a more efficient use of resources, the ability to spot problems and opportunities and reduce errors and the lost time and money that goes with them.

Fulfilment

Fulfilment is getting the package from the warehouse to the customer. This usually involves finding the stock, packaging it, arranging for the best delivery options and attaching labels. You might be able to picture warehouse workers with mobile barcode scanners, documenting each step of the process. This is how the data is fed into an order management software system such as Mintsoft. Armed with this data, you will gain total oversight in to each of your orders. You will know how long they take to arrive, where problems are arising and help make lost packages a thing of the past. 

Returns

Nobody is thrilled with the idea of returns but an OMS makes it as painless as possible to deal with them in a way that reduces customer dissatisfaction and eliminates as much wasted time and and effort as possible on the part of the retailer or warehouse manager. Utilising a single software system, you can easily resend or refund with minimum disruption.

How does an order management system work?

An order management system is a digital way to manage the lifecycle of an order. It is able to track information and process each element through order entry, inventory fulfilment, sales and service. The aim of E-commerce order management systems is to deliver products to customers as quickly as possible. They monitor every item in their order from shipment to arrival at their front door, with any returns that might follow. 

Example Order fulfilment process

Each company differs in its approach to fulfilment. This approach may vary depending on the customer, location, return process and seller. Generally speaking though they will all follow a similar outline to that detailed below:

  1. A company receives a sales order from a customer. 
  2. The order is then entered into the company’s system and the order process begins.
  3. Customers will receive notification that their order has been accepted.
  4. Said order is shipped to the closest storage centre/warehouse.
  5. An employee will pick the order. 
  6. The order is prepared for shipping with shipping labels.
  7. The order is then shipped.
  8. The customer is notified of the delivery being shipped.
  9. The order completes its journey at the customer’s chosen delivery location. 

How Order Management Systems enable order fulfilment

OMs are designed to make compliance as efficient, cost-effective and automated as possible. You optimize every step of the order to reduce shipping costs. With increasing data quality, the collection and packaging of OMS becomes more efficient. 

Good operating software should be able to integrate with many of the leading e-commerce tools to adapt to the way your business is run. Most OMs are also able to streamline returns management and credit card processing.

Once an order leaves the warehouse, customers can track its progress until it reaches their door. This tracking is facilitated by OMS. Once an order has been delivered, OMS tracks it and integrates with 3PL, FBA and freight forwarders. When a customer buys an item, the system updates the account, generates an invoice and matches the delivery stickers.

Built for flexible growth

Typically, an E-commerce OMS is built with independent functions separated by individual tasks so each component has the information necessary to facilitate its own work in the overall function of the system. They are designed to interface and integrate smoothly with each other to create a smooth, seamless operation. 

These systems are designed to be scalable, along with plenty of options for freestanding modulus to be integrated into the existing system to provide additional capabilities and functionality. 

Because OMS is designed to act as a shared interference across the supply chain- from shipping and in-store processing to back-end manufacturing and customer capabilities- the interface used through the journey can change in order to fit the needs of its user, as do the capabilities that are attached. 

Streamlined for synergy

OMS is the heart and lifeblood of your operational platforms 

It is centralized and orchestrates processes from various systems to guarantee fulfilment and improved customer order experiences. 

A great OMS will ceaselessly monitor the different systems and channels in order to create seamless communication between systems and improve workflow. In essence, OMS is designed to drastically reduce the margin of error and improve efficiency. 

When an order has been cancelled by customers or retailers, inventory quantities change, or customer’s orders are eligible for drop-shipping from nearby fulfilment centres, the OMS knows immediately. 

Employees are only able to see what is directly in front of them, while an order management system is able to connect and communicate real-time data between each system to reduce errors and make sure no mistakes are made.

It links data together from carriers, drop-ship locations, suppliers, and more to make sure every member in your supply chain is interfacing efficiently and effectively. 

OMS will possess intelligent shipping, inventory management and be able to optimize fulfilment practices so that the company is able to get the orders shipped cheaper and faster. Overall, order management systems will reduce costs all across the board. 

Improved customer satisfaction/ experience

The unique design of order management systems not only provides additional capabilities to internal teams but is integral in creating an exceptional customer experience.

The high demand for personalized order orchestration from customers is not decreasing, and companies have discovered that order management software is able to drastically improve order to fulfilment cycles. 

Its most important feature on the customer’s side is that it will allow customers to track their order status and they will receive updates as to its processing.

Transparency into the shipping and fulfilment process means customers are now able to know when their package is being received, shipped, and delivered as well as any issues or delays that may crop up during these processes. 

If issues do arise with an order, customer support can now be integrated into the OMS which will allow support agents to access cart and order history. If for example, a customer is having issues with completing their order, customer service agents are able to manually go into their cart to solve the issue. If a customer then has questions about the order and calls in, the system is able to communicate the most likely reason they have called to support agents. 

The system is also able to intelligently source orders, meaning that orders can be shipped from the closest fulfilment centre saving on shipping costs and increasing delivery times. It also enables drop-shipping as an option, for stock that is not internally stored can be shipped directly to customers when needed. 

These are some of the capabilities OMS is able to provide but in order to stay ahead it’s important to continually upgrade and improve systems, and provide services that will put you above your competitors.

What is the best Order management system to use?

Every company is different and there are many software solutions available, so the quickest way to find out which is the best for your business is simply to get on a quick call with one of our experts. They will quickly identify your particular needs and if Mintsoft is the right choice to address them.

Companies without OMS in place can struggle to cope once they begin to scale their operations. Order processing can start to break down, data entry takes longer, and critical errors start to pop up more frequently. It’s at this point where businesses should consider looking for an order management system – software specifically designed to centralize order processes across every sales channel and fulfilment centre. This will help to automate the workflow and help control the customers experience. Mintsoft can be a fantastic opportunity for your company to help you manage your growth and automate your processes. 

Mintsoft is a cloud-based order management software system that has been designed from the ground up in order to help you streamline your order processing for those in online retail and 3PL. It’s a great solution to integrate all your orders from various online shopping platforms and multiple sales channels and manage the full dispatch process from picking, packing and shipping. Get in touch and we will show you why we think Mintsoft is the best!

See the system for yourself

Book a demo today and see it in action

Bulk Order Printing

Save time logging into multiple channels or looking through emails from your customers’ orders. Access Mintsoft puts all your orders together, no matter what source they come from so you can easily print them and dispatch quickly.

Print in Batches

Easily print batches of orders in one go

Custom Filtering

Need to get certain orders out the door first? Simply filter by courier, order channel or warehouse and hit print.

Mobile Barcode Picking

Moving away from paper-based picking to using our mobile barcode scanning app is easier than you think. Increase picking accuracy, speed up operations and save on paper.

100% Pick Accuracy

The system will guide you through the picking process, validating that the correct items have been picked and providing clear warnings for wrong items.

Batch Order Printing

Whether you prefer to use paper or our mobile app - create batches easily and quickly for straight-forward picking.

Create Picking Batches

Create batches of orders to pick - either paper based or via the mobile app.

Make custom batches

You can filter in multiple ways to create batches to suit your workflow. Select & group orders by Zone, Courier, Client, Single Item and more.

Customised Paperwork

Dispatch Emails

Automatically send dispatch emails from yours or your clients domains.

Dispatch Notes

Boost brand visibility by creating dispatch notes incorporating details such as company logos.

Packing instructions

Record per client or product packaging instructions such as 'use the blue packing tape with logos on' or 'extra bubble wrap'

Filter, search and view order history

System-wide filtering

3PLs can apply client level filters so that all areas of the system show information for just that client.

Search and history

Need to find information from an old order? No problem - you can simply search and retrieve the historic information you require.

Intelligent Order Process Flow

Our clear and concise order processing workflow is intuitive and easy to understand.

View order progress

Easily track progress of outstanding orders.

Monitor activity in real-time

See updates as orders are received all the way though to shipments being dispatched.

In Summary

Whether you are a warehouse or retailer looking to streamline your processes, you need a modern OMS in order to stay competitive in the current climate. Customers and partners at every stage of the process now expect more, faster and with less errors than ever before. Mintsoft thrive at managing this complexity and responsibility at speed and in a way that is both easy for you to manage and efficient with your time. In fact, the benefits your business receives from effective OMS so greatly outweigh the costs that if you are on this page and considering your options then please get in touch with us today. We are eager and able to help in so many ways, why hesitate. Contact us today and we will show you how simple and effective it can be!

 

Order Management Frequently Asked Questions

Order management covers all processes and tasks involved in fulfilling a customer’s order; from the moment an order is placed, all the way through to when the order is on its way. Although this can differ by companies and their specific needs, there are 3 general main steps involved with order management – placement, fulfilment and inventory management.

An order management system – otherwise known as an OMS – helps to keep all tasks and processes involved with receiving an order, manageable. An OMS will automate many tasks throughout the order process and are used by 3PLs and online retailers to enhance efficiency by improving accuracy of orders. An OMS will help with back-office tasks such as email updates, tracking information, and delivery status alerts, freeing time to focus on other areas of the business.

Online retailers and 3PLs should consider adopting an OMS if they are looking to upscale their business as it will save them time – and money – in the long run. Another reason for implementing an OMS is if you have multiple stores, warehouses, sales channels and websites or marketplaces, as an order management solution will bring them all together into one place. As business grows, you can add customisation and extensions to make your OMS do what you need it to do as you scale. 

Once you have identified the need for an OMS, it’s time to look into which one you should be investing in. Mintsoft is built and supported by industry experts from E-commerce, logistics and warehouse management, and so is continually developed with our client’s needs in mind. Integration capabilities are another aspect to consider – does the OMS allow you to work alongside systems that you already use? Mintsoft allows you to integrate with 175+ marketplaces, shopping carts, accounting systems and couriers on one centralised platform. This means shipping, financials and customer experience is easy to manage.

Consumers are likely to stop buying from a company if they are offered a poor customer experience. Luckily, an Order Management System makes it easier to keep on top of orders and keep your customers in the loop by automating tracking updates, enhancing customer experience.

An Order Management System also helps you to stay in control during peak shopping periods, such as pay day, Black Friday, or even a rainy summer’s day. Omnichannel inventory management is made easy using an OMS as you can automatically sync inventory levels. This makes overselling easily avoidable.

An Order Management System is essentially a one-stop shop for all your order related needs. An OMS platform consolidates orders from your sales channels into one place and allows you to integrate with other systems. By implementing an Order Management System, you also remove the need to log into multiple platforms, saving time and providing easier collaboration with integrations such as couriers, accounting systems, marketplaces and inventory systems. Order Management systems help to streamline operations as they speed up order processing by automating time consuming tasks.

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