How often should a client's product range be reviewed?

Most distributors run formal range reviews annually, typically tied to the client's fiscal year or budget cycle. However, ranges often need interim updates when key products are discontinued, supplier pricing changes materially, or the client rebrands. Building a trigger-based review into the account management process is more reliable than waiting for the client to request one.

What should a range review record include?

A range review record should capture the current live range, order volume per line over the review period, any products flagged for removal, proposed replacements with supplier pricing and lead times, and the client's approved decoration specs for any new items. Keeping this on file protects both the distributor and the client if questions arise about spec or pricing at a later date.

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Promotional Merchandise - Managing a Client Product Range Review

Old lines out. New lines approved. Range accurate.

Step by step

Range AuditInventory

Pull the client's current live product range and identify ordered versus inactive lines over the past 12 months.

Supplier ReviewPurchase Orders

Check for pricing changes, stock availability issues, or discontinuation notices from existing suppliers.

RFQs for ReplacementsRFQs

Raise RFQs to suppliers for proposed replacement and new products, capturing pricing, lead times, and spec details.

Client ApprovalQuotes

Share supplier quotes and samples with the client and record formal sign-off on each approved new line.

System UpdateInventory

Add approved new products with confirmed pricing, decoration specs, and supplier details; inactivate discontinued lines.

Range ConfirmationMentions

Confirm the updated range in writing with the client and schedule the next review date.

What this workflow solves

New products get agreed with the client verbally but never properly set up in the system, leading to manual pricing and spec errors on the first order placed against them.

Discontinued items stay active and get quoted after they have been superseded, creating awkward conversations when availability or pricing has changed since the original spec.

Sample approval happens informally over email with no clear sign-off record, leaving the distributor exposed if the client later disputes the spec or PMS colour match.

Frequently asked questions

Modules used

RFQs Inventory Quotes Purchase Orders Mentions

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