Streamlining procurement, ready to scale
The Challenge
As a successful, growing business, The Equine Warehouse found that managing suppliers, stock, and purchase orders became increasingly complex. Traditional tools, like spreadsheets and email, had once served them well, but were no longer efficient at scale.
To sustain their momentum, the team recognised the need to rethink their approach to inventory and procurement. They needed a platform that could deliver speed, accuracy, and visibility, without introducing friction.
Their priority was clear: invest in a more scalable solution that could support their expanding operational needs while maintaining control and flexibility.
The Solution
To future-proof their operations and unlock a more efficient way of working, The Equine Warehouse fully migrated to Venditan Commerce. This unified supplier, stock, and purchase order management.
Supplier records were consolidated into a single, accessible platform, allowing for faster and more informed procurement decisions.
Products were directly linked to their suppliers, providing clear purchasing options.
A dynamic supplier view replaced fragmented tracking methods, giving the team instant access to primary and backup suppliers for quicker sourcing.
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Stock checks were automated, giving full visibility of inventory thresholds across all locations.
Stock Level Settings helped maintain optimal inventory levels, avoiding both overstocking and stockouts.
Warehouse Mapping enabled precise stock location tracking, reducing the time spent locating items.
Handheld scanners recorded stock movements in real-time, creating an accurate picture of inventory at every stage.
With real-time stock data, The Equine Warehouse adopted a more proactive approach to procurement, anticipating needs rather than reacting to shortages.
The Supplier Replenishment Tool analysed live stock levels and recommended optimal reorder quantities based on demand.
Purchase orders could be generated automatically, reducing admin time and increasing accuracy. This provided tighter control over procurement costs and improved overall margin management.
The Success
By bringing procurement and warehouse management into a single system, The Equine Warehouse gained a faster, smarter, and more scalable way of working.
Procurement, supplier management, and stock control now all sit within one platform. Purchase orders are created directly in Venditan Commerce using live inventory and supplier data, allowing for faster, more informed decisions.
Automated recommendations reduce the reliance on instinct or historical patterns, and every action is recorded in the system for full traceability.
Stock records are now updated as movements occur, rather than after the fact. Handheld scanners ensure that every transfer, receipt, or dispatch is logged instantly.
Combined with Warehouse Mapping, this provides a complete picture of stock across all locations, reducing time spent searching and improving accuracy across the supply chain.
The result is tighter control, better availability, and fewer surprises.
Key Success Drivers
Venditan Commerce’s advanced, unified tools were instrumental in optimising The Equine Warehouse’s procurement strategy, as well as their ongoing warehouse and stock control processes.
Supplier Links & Stock Level Settings
The Supplier Links feature connects two key data points within the platform:
- Individual products
- Their associated suppliers
When setting up these links, users can also input cost prices and lead times for each supplier.
Stock Level Settings allow minimum and maximum stock levels to be defined for each product, and can be diversified per location e.g. different stores or warehouses.
These settings can be configured to update automatically based on sales throughput and seasonal trends.
This creates a comprehensive view of products, suppliers, pricing, stock availability, and performance against predefined stock thresholds.
Supplier Replenishment Tool
The Supplier Replenishment Tool is one of Venditan Commerce’s purchase order generation methods and played a key role in The Equine Warehouse’s digital transformation of their procurement process.
It allows users to analyse stock levels for a filtered subset of products by supplier and provides clear replenishment recommendations based on Stock Level Settings.
Additionally, the tool factors in supplier credit limits, automatically flagging any purchase orders that exceed the set threshold.
Stock Handling & Warehouse Mapping
Accurate procurement relies on precise, real-time data, and Venditan Commerce ensures this by maintaining data integrity at every stage. Handheld scanners enable users to initiate and track stock movements, whether receiving deliveries, transferring items, or dispatching orders, with every movement instantly recorded within the system.
Warehouse mapping supports the structuring of storage locations, including stores and bins, allowing staff to efficiently put away, locate, and move stock as needed.
This ensures that stock records remain accurate at all times, providing a reliable foundation for procurement decisions based on real-time availability.
Business Impact
The shift to Venditan Commerce provided long-term strategic advantages for The Equine Warehouse.
Prepared for growth
The Equine Warehouse now operates on a system that scales with them, proactively managing inventory, procurement, and supplier performance with the help of live data.
The team can handle larger stock volumes without needing to expand headcount, giving them headroom to grow without overstretching resources.
Reduced operational overhead
By digitising key processes such as replenishment analysis and purchase order creation, the business has reduced manual workload significantly. This has freed up time for higher-value activity such as forecasting, pricing strategy, and supplier negotiation.
It has also lowered the risk of human error, improved auditability, and removed the friction of working across disconnected tools.
Enhanced supplier relationships
With a clearer view of demand and tighter purchasing workflows, The Equine Warehouse has been able to engage suppliers with more confidence. Lead times are better accounted for, orders are more accurate, and purchasing cycles are more predictable.
This improves trust, helps control margins, and ensures that stock availability remains in line with trading needs, without overcommitting capital unnecessarily.
We can help you
Spend less and achieve more with Venditan Commerce. It combines best-in-class modules and intelligent management systems, powering your growth and managing every aspect of your online and physical operations from a single point of control.
