Following the order placement we manage the entire follow-up from our offices in Milan, organizing and expediting the production, payments of goods, consolidation, delivery, shipping and export procedures.
As our clients’ partners in Europe we guarantee timely and cost effective solutions to their expanding business needs.
In addition to these punctual means of communication, we can provide easy, up-to-date and global online access of all relative documentation via a client-password protected extranet (www.vibitalia.com).
- Order confirmations from suppliers verifying and validating them in detail against the placed Proposal of Order, to ensure they reflect the correct articles, amounts, prices and agreed terms and conditions. We liase with suppliers to solve any issues at an early stage
- We produce a unique Proforma Invoice for our client’s consolidated purchases for specific delivery seasons, sent to our client via email and available for easy access on our extranet’s dedicated and client-password-protected area. We constantly monitor our suppliers and this proforma is continually and automatically updated (with relative notifications to the client) with any change of the original merchandise orders
- We instruct all the suppliers as to how to process any sample dispatches and order deliveries down to the last detail.
- We keep daily contact with all suppliers, to make sure they are complying correctly with the instructions and delivery deadlines. We act swiftly to resolve any and all issues by leveraging close management relations
- We update our clients constantly with progress reports on the status of the production, delivery and shipment of the goods
- Where requested, we evaluate possibilities of consolidating ready goods from all suppliers, by analyzing the list of deliverable items and the potential of their sale (analysis of any pairings with other items not yet ready to deliver; analysis of seasonal needs of the client and current merchandising)
- We determine the most efficient, timely and cost-effective means of consolidation, packaging, delivery and shipment of each order
- We check the merchandise and shipping documents (invoices, packing lists, B/L), solving any discrepancies with suppliers, air/sea freight carrier agents and all other actors involved in advance of shipment
- We prepare all export and legalized documentation, making sure that the goods successfully exit their country of origin with all the required documents, complying with our client country's customs' regulations, to ensure quick and trouble-free customs clearance
- We provide our clients with a unique invoice and packing list for the consolidated goods shipment – significantly simplifying their accounting, management, payment procedures, customs clearance and logistics. We make sure these documents include and respect all and any agreed details to satisfy our client’s specific requirements.
- We handle all the payment procedures on our clients’ behalf, whether through a global L/C opened in our name or through open payments – for significant reduction of client time in paperwork and bank expenses. We then divert payments to the individual suppliers whether through single L/Cs or advance bank transfers.
- We provide comprehensive logistical solutions for retrieving the goods, consolidating and warehousing in key locations (Milan, London) and all state of the art value added services including picking & packing, labeling, quantity, quality and eligibility, special documentations, assembly, cargo inspections on departure, loading and storage.