It is estimated that smart supply chain automation can cut operating costs by up to 30 percent, while also trimming labour expenses and reducing errors.
If you are taking calls, checking emails, and reading messages just to take orders manually, you know how stressful it can get. When stock runs out and deliveries get delayed, it brings endless problems and slows down your business.
However, an order management system can greatly help in this regard. Implementing an OMS can help if you do it the right way. When you set it up properly, all your orders, stock, deliveries, invoices, and customer info work together in one place.
In this guide, you will learn what is centralised order management, how it works and five clear steps to implement an OMS so your operations become more streamlined and reliable
What Is an Order Management System (OMS)
A centralised OMS is a digital solution that brings all parts of the ordering process into one platform. Instead of checking multiple tools to handle different orders, you see every order in one dashboard. This is especially valuable for food and beverage businesses because daily orders often follow strict delivery cycles and pricing rules.
In a modern setup, customers use an order management system online to place their orders at any time. The platform then records the details and keeps your team informed.
Additionally, an OMS efficiently updates stocks and prepares delivery schedules automatically. Everything moves through a single source, so nothing is lost and overlooked.
This system removes a huge amount of manual work and makes your order handling less stressful. Similarly, it is also effective to manage higher-order volumes and you do not need to hire more managers to handle things.
Key Functions of an Order Management System
A good OMS is more than a place to view orders. It should support the full order-to-delivery process in a clear and structured way. If you are looking for an efficient system, make sure to check the system for the key features:
- Order capture: Captures customer orders accurately, whether placed online or entered internally.
- Automatic stock updates: Updates inventory levels instantly whenever an order is confirmed.
- Delivery scheduling: Enables smooth route planning and driver assignment for timely deliveries.
- Invoicing and payments: Generates invoices and tracks payments without adding extra manual steps.
- Customer history: Provides access to past orders, pricing records, and important customer notes.
- Reporting tools: Offers insights into sales trends and product movement.
True order management automation comes from these features. When these pieces work together, every part of the job becomes faster and easier for your team to manage.
Steps to Implement a Centralised Order Management System
Setting up the system does not need to be complicated. If you follow a clear sequence, you can avoid confusion later:
Step 1: Plan Your Needs
Start by listing what you want the system to solve. Different businesses have different needs. For example, some suppliers focus on reducing missed orders and improving invoicing but many others want a consistent way for customers to order without relying on phone calls.
Think about your key challenges, such as:
- · Delivery routes
- · Pricing variations
- · Stock levels
- · Customer ordering habits
Step 2: Design the Workflow
Next, map out how orders should move through your business. Decide how the incoming orders will be received, who will review them, and at what point they should turn into delivery tasks. This step is where you shape the ideal flow for your operations. A clear workflow helps avoid delays and makes sure the OMS works the way your business does.
Step 3: Set Up the System
Once the workflow is clear, you begin adding your information to the platform. This includes:
- Products
- Customer pricing
- Delivery zones
- Stock rules
- Order cut-off times
- Invoice settings
If your system allows it, you can customise delivery runs and assign drivers. At this point, the platform starts operating as a complete order and delivery management system instead of a simple digital record.
Step 4: Test the Setup
Once the system is configured, run a few test orders before going live. Check that stock updates correctly, routes are assigned as expected, and invoices appear without errors. Testing also helps your team get comfortable with the workflow. This short trial period gives you the confidence that everything is working as you wanted.
Step 5: Go Live
Finally, when testing goes well, you can switch your team and customers to the new system. It usually takes only a short time for customers to adjust, especially when the portal is simple to navigate.
During the first few days, monitor the dashboard closely. Respond quickly to questions and keep an eye on stock movements. You will soon notice that the system takes over the repetitive work, freeing up time for more important tasks.
How EasyVend Makes Order Management Easy
EasyVend is made for food and beverage suppliers who want to manage orders, deliveries, stock, and invoices in one system. Everything is organised in a single platform, so your team can work faster and avoid mistakes.
In our system, orders are captured automatically and stock levels update in real time. You always know what is available and can plan deliveries and supplies without guesswork. Moreover, drivers can use the MiniVend app to get routes and record deliveries.
Our platform also gives simple reports on sales, inventory, and customer activity to help you make better decisions and improve service. With EasyVend, order management becomes simple to set up and easy to use.
Conclusion
A Centralised Order Management setup helps you move away from scattered communication and slow manual processes. When everything runs through one organised system, your team gets more done with less effort. Customers receive better service and you gain the visibility needed to grow.
EasyVend makes this transition smooth by giving you a complete, ready-to-use solution built for food and beverage suppliers. Once you take the first step, our platform does the remaining part, helping you automate tasks and keep every part of the business running in sync.
