鑒于辦公用品的損耗總是比我們想象的快,訂購辦公用品就成為秘書或助理必要的功課。從商業(yè)角度來看,批量購買是最實惠(cost-effective)、最有效的方式。
訂購前,先要統(tǒng)計缺什么,什么型號,數(shù)量多少。
☉Are we out of staples again?
我們的訂書針又用完了嗎?
☉I’ve checked the supply cabinet.I think it’s time to make another order.
我剛檢查了文具柜,我想該再次訂購了。
☉There should be at least four reams of paper left before we need to call the vendor again.
在我們再次打電話叫供應商之前,我們至少應該還有4令紙。
☉What size of envelopes do you prefer?
您要什么規(guī)格的信封?
☉I need standard A4 size.
我要A4標準大小的。
☉Let me know if I can help you with anything.
如果我能幫點什么的話,盡管告訴我。
組織
專人專項定期檢查辦公用品的庫存(periodic inventories)情況,根據(jù)各項用品的損耗快慢,定期訂購。這樣既能避免重復訂購,也能保證及時供應。
☉What’s our inventory look like?
我們的庫存情況怎么樣?
☉Please prepare an inventory of our office supplies and have it on my desk by Monday.
請準備一份我們辦公用品的清單,并在周一放到我的辦公桌上。
☉Ordering office supplies is the responsibility of the secretarial staff.
訂購辦公用品是秘書人員的職責。
☉If you run out of office supplies or find our current supply lacking, please contact Jean Smith for requests and reorders.
如果你辦公用品用完了,或者發(fā)現(xiàn)供應短缺,請向吉恩·史密斯反映,要求重新訂購。
訂購方式
訂購辦公用品(placing orders)通常有兩種途徑:電話訂購或在線訂購。電話訂購的優(yōu)點是有相關聯(lián)絡人(personal contact)負責,熟悉訂購的種類。網(wǎng)絡訂購的好處是可以根據(jù)公司網(wǎng)頁(company website)選擇產(chǎn)品種類,及時了解庫存情況,掌握送貨進度。
☉I’d like to make an order for supplies.We need 50 reams of paper,10 boxes of legal sized self-adhesive envelopes,10 boxes of ball-point & nbsp;pens, and 5 boxes of paperclips.
我想訂購辦公用品。我們需要50令紙,10盒標準尺寸的不干膠信封,10盒圓珠筆和5盒夾紙曲別針。
☉How soon will we receive our shipment?
多久我們能收到貨?
☉Can you offer us any discounts?
你們能給我們打折嗎?
☉We need both A4 paper and new ribbon for the printers.
我們需要A4紙和新的打印機色帶。
標準
為了保證辦公用品的有效利用和管理,有必要對辦公用品的采購實行標準化和制度化的管理。例如,專人專項負責辦公用品供給保養(yǎng)(to maintain office supplies),根據(jù)實際使用情況提交一定時期內(nèi)的購買預算。一定時期內(nèi)(月、季度或年)購買次數(shù)和總額要有限定。和供應商簽訂供應合同(contracted office supply vendor)以獲取實惠的價格。同時,固定的供應商也能了解公司辦公用品的損耗情況,有針對性地提供服務。
☉Your monthly supply budget should not exceed$500.Please submit all receipts for office supply purchases to the Finance Department for reimbursement.
你們的月供應預算不應當超過500美元。請把所有購買辦公用品的發(fā)票遞交到財務部門報銷。
☉Company policy says we can not exceed 3 orders of business supplies per month.
公司的政策是一個月內(nèi)不能訂購辦公用品3次以上。
☉The maintenance on our copy machine is under contract, so pleasecontact our vendor for another toner cartridge.
我們復印機的保養(yǎng)合同依然在有效期內(nèi),所以請聯(lián)系銷售商為我們再提供一個硒鼓。
總結(jié)為了避免突如其來的“彈盡糧絕”,或者沒有必要的浪費和無效利用,對于辦公用品的需求應當做到早調(diào)查、早預算、早安排;與固定的供應商簽訂合同;定期檢查、定期訂購。
Words 單詞表ball-point pen圓珠筆
copy machine復印機
copy paper復印紙
correction fluid修正液
correction tape修正膠帶
double-sided tape雙面膠帶
dry-erase pens可擦寫白板筆
duct tape膠帶
envelope信封
eraser橡皮
fax machine傳真機
fax paper傳真紙
felt-tip pen氈尖筆
file cabinet文件柜
hanging file folder懸掛式文件夾
highlighter pen熒光筆
invisible tape透明膠帶
legal pad記事本
writing pad信紙
marker標簽
masking tape封口膠帶
memo pad便條簿
notebook筆記本
paper clips夾紙區(qū)別針
pencil鉛筆
post-it flag報事貼
post-it note便利貼
printer cartridge打印機墨盒
printer打印機
ring binder活頁夾
scissor剪刀
staple訂書針
stapler訂書機
toner cartridge硒鼓
Phrases 短語表be in a state……在……情況之下
be out of stock沒有存貨
get on the ball 機靈些,機敏些
give(sb)a deal給(某人)待遇
實景對話1A:Are we out of staples again?
B:I've checked the supply cabinet. I think it's time to make another order.
A:We can't make another order so soon……Company policy says we can not exceed 3 orders of business supplies per month. Plus, there should be at least four reams of paper left before we need to call the vendor again.How many are there now?
B:Just two, I think.
A:Well, that's no good. What's the rest of the inventory look like?
B:I don't know, but we need both A4 paper and new ribbon for the printers. And the copy machine is out of toner again.
A:The maintenance on our copy machine is under contract, so that means we have to contact our vendor for another toner cartridge.
B:So our copier doesn't work, we're out of paper for the fax machine, and we're almost out of copy paper. Didn't anyone make any orders?
A:Ordering office supplies is the responsibility of the secretarial staff. Maybe we should ask them.
B:Good idea. They'd better get on the ball and make a call to our office supplier. In the state we're in, it's a wonder that anyone is getting any work done around here!
A:我們的訂書針又用完了嗎?
B:我剛檢查了文具柜,我想該再次訂購了。
A:我們不能這么快又訂購……公司的政策是一個月內(nèi)不能訂購辦公用品超過三次。此外,在我們再次打電話叫供應商之前,我們至少應該還有4令紙。我們現(xiàn)在還有多少?
B:我想只有2令。
A:那可不太妙。剩下的庫存情況怎么樣?
B:我不知道,但是我們需要A4紙和新的打印機色帶。而且復印機的墨粉又用完了。
A:我們復印機的保養(yǎng)合同依然在有效期內(nèi),那意味著我們得聯(lián)系銷售商為我們再提供一個硒鼓。
B:復印機不運轉(zhuǎn),傳真紙用完了,而且復印紙也快用完了。就沒有人去訂購嗎?
A:訂購辦公用品是秘書人員的職責,也許我們應當找他們。
B:好主意。他們最好快點打電話給供貨商。照目前情況來看,誰要是能把工作做完才真的是奇跡呢!
實景對話2A:I'd like to make an order for supplies. We need 50 reams of paper,10
boxes of legal sized self-adhesive envelopes,10 boxes of ball-point pens, and a 5 boxes of paperclips.
B:You wanted legal sized self-adhesive envelopes?And what size of paper do you prefer?
A:Yes, that's correct. I need standard A4 size.
B:I'm sorry. The self-adhesive envelopes are currently out of stock.I have regular legal sized envelopes, will that be okay?
A:I suppose. How soon will we receive our shipment?
B:It should arrive within five to ten business days.
A:Can you offer us any discounts?
B:We are having a discount on fax machine paper. Normally they run five dollars per roll, I can give you a deal for three dollars.
A:Okay, we'll take 5 rolls of fax paper while we're at it.
B:Okay, I've got your order.
A:我想訂購辦公用品。我們需要50令紙,10盒標準尺寸的不干膠信封,10盒圓珠筆和5盒夾紙曲別針。
B:您想要的是標準尺寸不干膠信封嗎?還有您要多大尺寸的紙?
A:對,沒錯。我要標準的A4紙。
B:對不起,標準尺寸不干膠信封目前沒有存貨了。我有普通標準信封,行嗎?
A:可以。多久我們能收到貨?
B:應該在5到10個工作日內(nèi)。
A:你們能給我們打折嗎?
B:在傳真紙上我們可以給折扣。通常是5美元一卷,我給您3美元一卷。
A:好的,按照這個折扣我們要5卷。
B:好的,我已經(jīng)做好了您的訂單。