Optimizing Inventory in Your
Distribution Business
Three steps to reduce unproductive stock
Epicor White Paper
Optimizing Inventory in Your Distribution Business
1
Introduction
If you’re like other distributors Epicor works with on a daily basis, you’re likely facing a barrage
of challenges—not the least of which is managing a complex inventory system. With products
from multiple vendors—thousands of SKUs to manage, track, replenish, and analyze—a lot of
distributors find themselves trapped in a cycle of manually updating data in spite of additional
technological tools at their disposal.
In order to stay operational, Epicor has found that distributors often have no choice but to
spend more time addressing daily issues than refining their inventory mix. Many still rely on
gut instinct instead of system data to get them through the day—in spite of time-consuming
manual processes.
Industry averages show that dead inventory accounts for anywhere from 10 percent to 30
percent of distributors’ inventory. Even using a conservative level of 10 percent, for every
$500,000 in inventory, it’s a good possibility that $50,000 is dead. Many companies regard this
issue as simply the nature of doing business, but carrying unprofitable inventory may be costing
you more than you think. There are other aspects to consider that add to the cost of carrying
inventory—including storage, labor, utilities, and insurance—that can range from 20 percent
to 30 percent of the cost of inventory. That’s another $10,000 eroding your bottom line on
products you’ll never sell. Additionally, you need to consider the impact on customer service of
potentially having the wrong product mix.
An important first step to better inventory management is to identify and reduce unproductive
stock instead of just examining dead or excess inventory. Unproductive stock can include dead
inventory, which is inventory that hasn’t sold in a certain number of months; dying inventory, or
inventory that is trending towards dead inventory; excess inventory, or having too much of an
item; and any other unprofitable items. These items typically do nothing to help the bottom line
and—in fact—can be hurting the bottom line. These items cost you in terms of customer service
hours, wasted space, and reduced cash flow. Reducing this type of stock and freeing up prime
warehouse space will help to reduce those hidden carrying costs and/or shift your inventory
investment to the right items. This white paper outlines the ways in which you may improve
your balance sheet and operations by reducing unproductive stock.
Reducing Unproductive Stocks
A solid inventory system backed by data that can help you easily identify your most and least
productive items—both in terms of profit and volume—is an integral part of your operations. If
you don’t have a ready-made way to identify these items, consider the following three:
1. Determine a metric to use
There are several metrics you can use to identify your unproductive items, including: turns, turn
and earn, or gross margin return on investment (GMROI)—just to name a few. The differences
between these options are illustrated as follows using the generic Item-X, with an annual sales
of $100,000, cost of goods sold (COGS) of $80,000, gross margin percentage of 20 percent,
and average inventory of $20,000.
“Turns” measures the number of times you sell or turn the average inventory. The calculation
is COGS divided by the average inventory over a given time period. Another way of looking at
turns is the number of opportunities you had at earning margin.
Optimizing Inventory in Your Distribution Business
2
For Item-X, with annual COGS of
$80,000 and average inventory of
$20,000, the number of turns is four—
80,000 Ă· 20,000 = 4. In other words,
there were four opportunities to earn
margin on the inventory investment.
While this information is valuable and
it allows you to compare items, it does
not take into consideration the margin
you actually earned. To factor in margin,
consider turn and earn or GMROI.
“Turn and earn” helps you balance
turns and gross margin. The calculation
is number of turns multiplied by the
gross margin percentage. Using Item-X
as an example, with turns of four and
the average gross margin of 20 percent,
the calculated turn and earn would be
0.80 (0.20 x 4 = 0.8). This metric takes
turns to another level, and enables you
to easily compare items with low turns
and high margin against items with high
turns and low margin.
GMROI is similar to turn and earn in that
it balances turns and gross margin, but
the formula is different. The calculation is
gross margin dollars divided by average
inventory. Using Item-X again, with gross
margin of $20,000—sales less COGS—
and average inventory of $20,000, the
calculated GMROI would be 1.
Both turn and earn and GMROI—
which factor in both turns and gross
margin—provide the most accurate
view of underperforming inventory
items. However, turns alone will also
allow you to identify underperforming
items. Ideally, you’ll have multiple metrics
available to analyze inventory, as two
items with the same low GMROI or
turn and earn can have wildly different
reasons for the low mark.
2. Identify underperforming
items
Now that you have a metric or metrics
in place, you can start identifying
underperforming items. This can be a
combination of science, art, and gut feeling,
as the definition of an underperforming item
is nebulous.
The easiest place to start is by looking for
dead stock, but the definition of what is
“dead” is always debatable. We would all
agree that dead stock is an item with zero
sales. The question is, what is the timeframe
for zero sales? Is it 3, 6, 9, or even 12
months? An easy way to avoid the debate is
to rank items by the time it’s been since the
last sale, and focus on items with the oldest
sale date. You may consider that items with
no sales in 12 months are completely dead,
while items with no sales in 6 months are
mostly dead.
The next step is to identify dying stock.
Dying stock is inventory that is still selling
but is trending towards dead inventory. It
is important to identify dying stock before
it becomes dead—otherwise, you could be
stuck with large amounts of stock that you
need to discount heavily or donate. The trick
is finding a dying item at the right time.
Typically, you’re looking for an item where the
metrics are trending down. The item’s turn
and earn could be satisfactory at present, but
you need to examine what it’s been in the
past. Additionally, you can look at the item’s
usage and identify any downward trends. You
might even go one step further and try to
determine the number of unique customers
buying the item. The fewer customers
purchasing the item, the more at risk the item
is to becoming completely dead.
Next, you can look for items with excess
inventory. On one hand, you could argue that
as long as an item is selling, having too much
of it isn’t a problem. However, considering
you have limited inventory dollars and space,
too much of Item-Y could mean too little of
Item-Z. Also, like dead stock, the merit of
excess inventory is debatable—exactly how
much is too much of an item? It can depend
on your purchasing process and whether you
use static purchasing methods—like min./
max.—or dynamic purchasing methods—like
order point, economy order quantity (EOQ),
line point, etc. The trick is to determine the
metric that makes sense for your business
and avoids creating more work. For instance,
some people treat excess stock as any on-
hand-balance greater than the order point
or minimum. The problem with this method,
however, is that every time you eliminate that
excess, you fall below order point or minimum
and repurchase the item. A better method
would be to look for inventory that is greater
than maximum, or order point + EOQ, or
line point.
Lastly, you can look at any other unproductive
items—items that aren’t dead, dying, or
simply have excess inventory. Many times
these are items with low margin that result in
low turn and earn or GMROI. The low margin
could be completely justified. Maybe it’s a
commodity item sold by many competitors
that requires a low margin. Maybe it’s an
item that’s important to a product line or
another product—where not having the
item in stock would have a negative impact
on sales of other items or customer service.
Sometimes, you’ll find it’s a new item where
the price was set too low initially and never
adjusted. In any case, while these items can
be the lowest priority for your examination
of underperforming items, they should be
periodically reviewed to identify outliers.
3. Identify methods to “fix”
underperforming items
Once you have identified the
underperforming items, you can start working
towards fixing those items. How you fix those
items will depend on many factors—including
whether the item is dead, dying, overstock, or
just unprofitable.
The best solution with dead stock is to get
rid of it as soon as possible. It’s typical for
distributors to run a marketing campaign and/
or promotion for dead stock that includes
deep discounts. This can be done via a list of
promotional items that sales can query from
your order entry program, via your website, or
About Epicor
Epicor Software Corporation drives business growth. We provide flexible, industry-specific software designed to fit the precise needs of our
manufacturing, distribution, retail, and service industry customers. More than 45 years of experience with our customers’ unique business
processes and operational requirements are built into every solution—in the cloud or on premises. With this deep understanding of your
industry, Epicor solutions dramatically improve performance and profitability while easing complexity so you can focus on growth. For more
information, connect with Epicor or visit www.epicor.com.
Contact us today [email protected] www.epicor.com
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Optimizing Inventory in Your Distribution Business
even eBay. Another method is to market
these items to customers who have
purchased them in the past via emails
or outbound phone calls. While this is
more work, it can be more effective—if
a customer bought it once, maybe
they’ll buy it again. If these methods
don’t work, many distributors resort to
donating the items to take the tax break.
Once you have dealt with dead stock,
you can move on to dying stock.
Identifying and addressing a dying
item before the entire customer base
has moved on to another product is
important. As long as there are enough
customers still buying the item, you can
move it out before it becomes dead.
Similar to dead stock, a marketing or
promotional campaign can be very
effective in selling these items.
Like dead and dying items, marketing
campaigns and outbound calling are
great ways to unload excess stock. Keep
in mind that you need to determine why
you have too much of these items to
help prevent the situation from repeating
itself. In some instances, the excess may
have resulted from purchasing too much of
these items to meet vendor minimums in spite
of declining customer demand. For instance,
when trying to meet vendor minimums,
buyers sometimes buy extra of A-Items. This
can result in huge overstocks on top items
after just a few purchasing cycles. Ideally, you
should look at purchasing as a point in time
instead of an order point—the point in time
you need to purchase an item. When trying to
meet vendor minimums, instead of thinking
of buying more of certain items, think instead
about your buying needs for tomorrow, the
next day, or next week. Determine what items
will be at order point or minimum in the near
future that you can buy early.
Lastly, you can focus on other unproductive
items. As previously mentioned, these items
often have low gross margin that pulls down
the turn and earn and GMROI calculations.
For these items, you need to understand if the
low margin is appropriate or not. If the former,
it’s best to find a way to identify this item in
the system to prevent it from consuming your
time in future analysis. If the latter, a best
practice is to examine and potentially change
the item’s pricing structure.
Software That Enables
Success—and Inventory
Optimization
In today’s highly competitive marketplace,
it’s important for you to optimize your
inventory and hone your operations. Inventory
management software from Epicor allows you
to minimize excess or obsolete inventory and
improve cash flow while capturing inventory
changes that allow you to make more
accurate purchasing decisions.
You need a business system that supports the
unique processes of a wholesale distributor,
and no other software provider can support
your needs like Epicor. For more than 45
years, Epicor software solutions have enabled
distributors to master their inventory with
advanced demand forecasting, lot billing and
traceability tools, and more.
Visit www.epicor.com/distribution to learn
how Epicor ERP solutions can help you grow,
thrive, and compete in the ever-changing
distribution landscape.
Three steps to reduce unproductive stock
With products from multiple vendors—thousands of SKUs to manage, track, replenish, and analyze—a lot of distributors find themselves trapped in a cycle of manually updating data in spite of additional technological tools at their disposal. Distributors often have no choice but to spend more time addressing daily issues than refining their inventory mix. Many still rely on gut instinct instead of system data to get them through the day—in spite of time-consuming manual processes.
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