A supplier delay becomes a customer problem when your store promises delivery using stock you do not have. A simple reorder sheet helps you see the risk before orders pile up. It will not predict every delay, but it makes the assumptions visible.
Track the full lead time
Measure the days between placing an accepted order and having inspected, sellable stock ready. Include production, dispatch, transit and your receiving check. A supplier promising dispatch in seven days is not promising usable stock in seven days.
For each order, record the promised and actual dates. After several orders, compare the range rather than relying only on the fastest delivery. Separate customised orders from ready-stock orders because their lead times may be very different.
Use a basic reorder point
Reorder point = average daily demand × replenishment lead time + safety stock. Safety stock is a buffer for uncertainty, not a fixed percentage that fits every business.
Suppose your fictional store sells three units a day, replenishment takes ten days and you choose a twelve-unit buffer. The reorder point is (3 × 10) + 12 = 42 units. This is an illustrative planning model; a new store without sales history should start with cautious assumptions and update them as evidence arrives.
Compare that threshold with your inventory position: usable stock plus confirmed incoming units, less units already committed to orders. Do not count damaged units as usable stock or an unconfirmed supplier promise as incoming stock.
Reorder point is not reorder quantity
The threshold tells you when to review a purchase. The quantity still depends on expected demand, cash available, shelf life, storage and minimum order size. Automatically ordering a large batch whenever stock crosses the threshold can leave you with excess inventory.
A weekly stock review
- Count available units by variant; total stock can hide a sold-out popular size.
- Check committed orders and customer returns awaiting inspection.
- Confirm incoming quantities and realistic arrival dates.
- Flag items below their reorder point.
- Review whether a promotion or seasonal change makes the recent average misleading.
- Update customer-facing availability if stock cannot support the current promise.
When a delay happens
Ask the supplier for the specific outstanding step and a revised date. Assess whether partial delivery helps without adding unreasonable freight. Tell affected customers what changed and explain their available options under your policy. Avoid replacing a product or variant without the customer's agreement.
Keep an alternative supplier qualified for important products where practical, but test its samples before an emergency. A rushed replacement can turn a delivery delay into a quality issue.
Next action: calculate one reorder point for your most frequently sold item and review it weekly. For the underlying formula, see Shopify's reorder point guide.
Related practical guides
For a broader beginner sequence covering research, store setup and operations, explore the Leviative Ecommerce Roadmap. It is an educational guide, not a supplier directory or a guarantee of results.