Managing Tile Samples Effectively with Inventory Software

Tile samples are a crucial tool for tile shops. They allow customers to see, feel, and visualize how a tile will look in their space, significantly influencing purchasing decisions. However, effectively managing a collection of samples – knowing what you have, where it is, and when it's been lent out – can be a surprising challenge. Without a proper system, samples can get lost, become outdated, or lead to confusion, impacting both sales and inventory accuracy.

The Challenges of Manual Sample Management

Relying on manual methods like spreadsheets or sign-out sheets for managing tile samples presents several difficulties:

Lack of Visibility

It's hard to get a quick overview of which samples are available in the showroom, which are lent out, and to whom.

Lost or Unreturned Samples

Without a tracking system, samples can easily go missing or not be returned by customers or designers.

Inaccurate Inventory Counts

Samples taken from stock for display or lending are often not accurately deducted from inventory counts, leading to discrepancies.

Difficulty Tracking Popular Samples

Identifying which samples are most frequently requested or lent out is difficult without a centralized tracking system.

Outdated Samples

Keeping track of sample versions and ensuring outdated samples are removed from the showroom is challenging manually.

How Inventory Software Helps Manage Samples

While not all inventory software has dedicated "sample management" modules, many offer features that can be adapted to effectively track and manage tile samples:

1. Treat Samples as a Separate Inventory Category

Create a specific category in your inventory system for "Samples." This allows you to track them separately from your sellable inventory.

2. Assign Unique IDs or Barcodes to Samples

Give each sample or sample board a unique ID or barcode. Use your inventory software's tracking capabilities to manage these items.

3. Record Sample Movements

Use the software to record when a sample is moved from the main inventory to the showroom, lent out to a customer (linking it to their customer profile), or returned.

4. Track Sample Status

Utilize custom fields or status options in the software to indicate if a sample is "In Showroom," "Lent Out," "Returned," or "Retired."

5. Set Return Dates and Reminders

If lending samples, use the software to record the expected return date and set reminders for follow-up.

6. Deduct Samples from Sellable Stock

When a tile is used for a sample board, ensure it's properly deducted from your sellable inventory to maintain accurate stock levels.

7. Report on Sample Activity

Generate reports on which samples are most frequently lent out, which customers have samples, and the status of your sample collection. This data can inform purchasing and sample strategy.

8. Manage Sample Versions

If a tile is updated or discontinued, use the software to track sample versions and ensure outdated samples are removed from circulation.

Conclusion

Effective tile sample management is crucial for supporting sales and maintaining an organized showroom. By adapting the capabilities of your inventory management software to track samples, Canadian tile shops can gain better visibility, reduce losses, streamline the lending process, and ensure their sample collection is a valuable asset rather than a source of frustration and inaccuracy.

Interested in improving your tile sample management? Learn how InterSource can help.