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The Maintenance Management Blog

June 09, 2022

Stockroom Challenges - Part V

Image: a collection of fittingsCongratulations! You made it to the fifth and last part of this award-winning series. What awards have been earned? Stop by my office and I'll show you.

Anyway, this week wraps up with a list of stockroom challenges that can be avoided before inventory is stored. There are a few purchasing problems that may occur, but the solution to them is a simple one. (If you've been following along for the past four weeks, you'll already know the answer.)

Scenario 1

A. Many stores offer discounts for bulk purchases. Other beneficial discounts may come from good relations with an owner. You're a frequent patron, so you may receive a special price.

B. Ever had a manager fill in the order form after the product has been received? Does it look suspicious?

C. You and your spouse have set a budget, but one or both tend to 'cheat' and buy routine items with the regular account or with extra petty cash you've saved.

D. There's an emergency repair in the middle of the night. Are you able to call a store for a needed item? Maybe, if you haven't developed…

E. …Bad relations with those from whom you purchase. Do you have issues with unreliable or shady owners? Your order has been delayed, maybe forgotten? Do you pay one price this time and another next for the same order?

Scenario 2

Your maintenance department relies on multiple vendors for parts and supplies.

Any chance for discounts or special terms?

Do you have a worker who completes a purchase order after the fact?

Is someone buying items off the books?

Does your facility have issues with vendors? Do they deliver on time? Are prices changing seemingly at random times?

Can you see how these might make for a future mess in the stockroom?


For home repairs and relations with vendors, I think good communications from the outset is key. Start with good relations and some of the issues may be sorted out before they occur.

Don't worry about the store owner filling out an order for after deliveries. He may have anticipated your need or else has become familiar with your orders.

Good communications may avoid a hang-up at midnight when you need that vital emergency part.

After establishing a good relationship, there is nothing wrong with discounts.

If you've run into problems with a store, find the reason. Was it a supply chain issue out of the owner's control that delayed shipment? Did prices up the line increase? If the problem is something out of his hands, you could be okay. If you discover the issue comes from apathy or laziness on his part, well, live and learn, right? Find another store to fulfill your needs.

As for the dipping into other accounts to pay for everyday items...again, communications is the answer. You and your spouse have to agree to stick to the budget, to leave saved money alone, and figure out how the routine expenses are paid.

Using a CMMS for purchases in your maintenance department is the logical and sensible solution.

No more filling out paper or spreadsheet order forms after receiving items or paying for them out of pocket. Everything is through the system, including invoice reconciliation.

With a CMMS, you'll have a list of vendors with as much contact information as you want. Input those discounts and special terms. One way to negotiate some deals is to create a list of several items regularly purchased from the same vendor—blanket purchase orders. This saves time when creating purchase orders. Just transfer over the needed items. Then, contact the vendor and explain that you'll be buying a bulk order. Could they offer a sweet deal?

Maybe an emergency buy won't be a problem because you've developed good relations. Call them to inform them you've sent a purchase order and discuss arrangements for faster deliveries. (Then review previous parts on how to avoid running out of stock.)

One of the ways to maintain good working relations with your vendors is to use the CMMS to monitor on time delivery. Check those reports to see if there are price discrepancies. Is there a reason for the change?

Are there other features or report filters you're needing? Can your CMMS vendor deliver? Is the company always improving and innovating, and willing to customize for you? It should.

Mapcon Technologies does. Call 800-223-4791 and speak with our support staff.

What? You want MAPCON to start your truck in the morning? I suppose you could ask, but don't you have a remote starter for that?

Anyway, thank you for reading. I hope I've provided some solutions for your home workshop as well as your workplace stock challenges. Please check in next week for another exciting topic. What will it cover? I'm waiting to see, also. Join me, will you?


Stephen Brayton

About the Author – Stephen Brayton


Stephen L. Brayton is a Marketing Associate at Mapcon Technologies, Inc. He graduated from Iowa Wesleyan College with a degree in Communications. His background includes radio, hospitality, martial arts, and print media. He has authored several published books (fiction), and his short stories have been included in numerous anthologies. With his joining the Mapcon team, he ventures in a new and exciting direction with his writing and marketing. He’ll bring a unique perspective in presenting the Mapcon system to prospective companies, as well as our current valued clients.


Filed under: challenges; invtentory; stockroom; maintenance — Stephen Brayton on June 09, 2022