We at PICS began working with Calloway’s Nursery in 2023 to help them overcome complex inventory management challenges caused by seasonal demand spikes and inconsistent inventory accuracy. Calloway’s operates 28 stores across Texas and needed a more reliable, precise, and efficient process for managing inventory counts, particularly during their 16-week spring season when sales volume and inventory turnover are at their peak. By leveraging our advanced technology, experienced teams, and streamlined processes, our outsourced inventory management services delivered immediate improvements in accuracy, speed, and overall operational control.
Inventory Management Challenges
Calloway’s faces significant inventory challenges during the spring season when order volume, deliveries, and in-store sales increase dramatically. During this period, buyers place high-volume purchase orders, but receiving practices at the store level often become misaligned with the orders. Stores may not receive purchase orders on time or may process deliveries inconsistently, leading to inaccurate on-hand counts.
To keep buyers informed and correct discrepancies, Calloway’s store teams performed frequent cycle counts on fast-turning products. While these counts helped correct errors, they also created reporting inconsistencies that affected accounting and inventory valuations.
By the end of the season, Calloway’s needed accurate data to reconcile their books and prepare for the next cycle. They had historically relied on external inventory providers for mid-year and year-end inventories, but the lack of reliable partners made it difficult to maintain confidence in the numbers. Accurate inventory audits were critical for financial reporting, operational planning, and understanding true shrink levels at both the category and item levels.
Why Calloway’s Chose PICS
Calloway’s previously worked with another inventory provider, but the quality of service deteriorated over time. Stores often faced incomplete teams arriving late, inexperienced counters, and limited scheduling flexibility. Additionally, reporting processes were slow, requiring paper-based printouts and manual audits to verify accuracy. The delays increased operational inefficiencies and extended the time required to finalize accurate counts.
When Calloway’s began searching for a new partner, they had a tight, three-month deadline to find a solution before their June 2023 mid-year inventory. PICS stepped in and delivered a seamless transition by developing customized processes, reporting requirements, and technical integrations in record time.
Our internal IT team collaborated closely with Calloway’s to build import and export tools that integrated directly into their ERP system, ensuring fast, accurate reconciliation of on-hand quantities. With PICS, Calloway’s was able to “true up” inventory data across all locations and begin their next planning cycle with clean, reliable information.
Advanced Technology and Experienced Teams
One of the key differentiators for PICS was our technology. Instead of relying on paper-based printouts, our teams use tablet-driven inventory systems, allowing auditors to input corrections directly into the data in real time. Calloway’s store leaders could view progress live, eliminating delays and reducing the need for manual recounts.
This real-time visibility sped up every step of the process, from section-level reviews to certifying completed counts. Calloway’s internal auditors were able to validate more areas, more thoroughly, without the inefficiencies caused by outdated reporting methods.
Another factor that set PICS apart was the consistency and professionalism of our field teams. Calloway’s noted the difference immediately. They saw familiar faces returning to their stores, counters who understood their processes, and team members who worked collaboratively with store leadership. Our trained, experienced auditors ensured accuracy and professionalism at every step, creating a smooth experience for both corporate teams and in-store staff.
Results and Ongoing Partnership
Since transitioning to PICS, Calloway’s has seen measurable improvements in inventory accuracy, operational efficiency, and overall confidence in their reported numbers. Our integrated systems, experienced teams, and tailored processes allowed Calloway’s to complete mid-year and year-end inventories faster, with fewer errors and less disruption to store operations.
By providing Calloway’s with accurate, timely, and actionable inventory data, we’ve helped them improve financial reporting, reduce shrink, and enhance operational decision-making. Our ability to deliver a customized solution while maintaining flexibility and responsiveness has built a strong foundation for a long-term partnership. For outsourced inventory management services, contact us today!