Vendor Calls and Emails

It’s extremely important that we maintain good relationships with our vendors. If we don’t, the next time we need a piece of jewelry or a watch for a customer, the vendors will be reluctant to send them on memo or even terms.

The most important part of maintaining good relationships is to stay in communication with the vendors. If a vendor calls about an invoice, take the call; don’t send it to voice mail. Sending the call to voice mail is ignoring the vendor and it upsets them. Even if you can only tell them that you will find out when we can pay the invoice, still take the call. If we have past due invoices, WE are in the wrong, and we should be polite and even apologetic if a vendor calls about a past due invoice.

The same thing goes if a vendor emails about an invoice. Respond to that email asap, and always on the same day (if we’re open). Find out when we can pay the invoice and then email that information.

Being busy is never a reason to ignore vendors. If you are actually helping another customer, or helping a salesperson who is helping a customer, or if you are on your lunch break, then have your supervisor take the call. Don’t send it to voice mail.

Finally, if you tell a vendor that you will call them back, make sure that you do call them back.