Help Topics NWCA

Order Entry Checklist

  1. 1

    Questions to Ask Customers before placing an order

    1. How many shirts are you needing and when?
    2. What are you using the shirts for?
    3. Do you have a budget?
    4. Do you have vector or high-resolution artwork?
      1. Could you email me your artwork?
      2. Size and location for embroidery and DTG?
      3. How many ink colors for screen-printing?
    Additional Qualifying Questions:
    1. Where was your last embroidery/printing company falling short?
      1. How can I improve this experience?
    2. What are your typical order quantities and frequency?
      1. You want to get an idea of what type of account you are dealing with and how far we are willing to go to secure this account.
  2. 2

    Checklist when Entering an Order

    1. Contact Information
      1. Verify the following info is correct in the customer profile page in shopworks
      2. Phone, Email, Address, Shipping Method (shipping address), Terms, Payment Method (50% down on ALL new orders, unless approved by Erik.
      3. Sales Tax: 2200 (Washington State Sales Tax), 2202 (Out of State Sales)_ we must be shipping the order out of state. 2203: Wholesale Sales (must have a WA State Reseller permit
      4. Salesperson: correct sales person on the account
      5. Type: Classification of the customer: Corporate, construction, contract, fire/police etc.
    2. Order Types
      1. When starting an order make sure you select the correct order type
      2. 1. Cap Order, 5 Digital Printing, 13 Screen print subcontract, 21 Custom Embroidery, 31 Inksoft, 41 ad specialties, 13 Screenprint subcontract, 42 DS Cap Embroidery, 22 DS Embroidery etc.
      3. You do not combine embellishment types on an order: i.e You don’t combine caps with flat good embroidery.
      4. Write separate orders when you have multiple logos. Do not put multiple logos on one order, this confuses the production department.
      5. Think about how we manufacture the items and write the order clear and clean so the production staff can understand.
    3. Due Dates:
      1. Be clear and upfront with the customer on due dates. We run 2 weeks from final approval of order and artwork. If we are working on new artwork be clear that the turn time starts after the artwork is approved.
      2. Drop Dead Dates: The drop-dead dates are for events that they MUST have on or before that date. If we are shipping the order you must calculate the time in transit to the address. Please let production know that is is a drop-dead date and keep on top of your order.
    4. PO Number:
      1. This is for the customer to reference the job. It can be a number or a name. Ask the customer for a PO number.
    5. Salesperson:
      1. This is the salesperson that has direct contact with the customer pertaining to this order.
    6. Order Created by:
      1. This is automatically generated by Shopworks by the person who originally entered the order.
    7. Company Location          
      1. 2: NW Custom Apparel: use this for 98% of orders
      2. 3: Decosource: contract customers
      3. 1: Northwest Embroidery: this is our previous company name. We don’t use this anymore. If it is checked, please uncheck it.
    8. Bill to Address:
      1. This is the address where we can send a bill to.
    9. Notes on Order:
      1. This is where all the staff puts the notes and updates on orders. Always time and name stamp it. The notes should be clear so that anybody looking at this order can figure out what is going on.
    10. Sales Status: New Employees
      1. This is for supervisor approval on new employee orders (90 Day probation)
      2. New employees must have their supervisor review the order for completeness before sending a customer an order approval.
      3. Once approved by the supervisor, the supervisor will change the status to 1. Supervisor approved. The supervisor will then take the order off HOLD.
    11. Green, Yellow and Red Status Lights
      1. As the order moves through production, each department will check off the status indicators: Approved, Art, Purchase, Sub Pur, Received, Produced, Shipped, Invoiced, Paid
    12. Design Tab
      1. All new and repeat orders MUST have a mockup by Sarann (embroidery checker) or Steve (artist)
      2. The embroidery checker and Steve will update the design tab with the correct design info.
    13. Line Item Tabs and Order entry:
      1. The part must be pulled from our parts database. Do not free type the part in there.
      2. Garment Colors: use the garment color by the supplier. Do not make up color names.
      3. Parts that don’t fit in the sizing matrix S-XXXL, please put that part in the S (first column) blank. The part number will indicate if it is XS or 4XL etc.
      4. Look at the part behavior on each line item: The product class defaults to Blank Products.
        1. Verify Product Source: Make sure the vendor is shown
        2. Production, Storage and Invoicing: (Make sure the button is clicked to Include on the invoice. 
      5. Make sure you have a quantity and price selected. Enter the price in the Manual Price Box. Make sure the calculated price is not checked. Setup Items MUST have a quantity selected. Verify that the sales totals of the line items are correct
      6. Verify you select UPDATE totals so the total order price is correct.
      7. Shipping Amount: this will be calculated at the time of shipment.
      8. Verify we have the correct sales tax code selected and sales tax appears on the order if taxable.
    14. Shipping TAB:
      1. Be sure to update the SHIPPING tab. If not it will delay the order once it gets to the shipping department.
        1. Customer Pickup, Fed Ex Ground, Priority Mail, Sales Rep Deliver etc.
    15. Notes Tab:
      1. This is where you can communicate with the different departments. Notes to production you can note special thread colors or placement. Notes to shipping: specify additional shipping info. Notes to accounting: discuss how they are paying, credit card terms etc. Notes to Receiving/Picking: the receiving clerk will read these.
     
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    Order Approvals

    • All orders MUST have order Approvals sent to the customer
    • Art Approvals will be provided by the embroidery checker and the artist (DTG and Screenprint)
    • Use the email utility in Shopworks to generate the order approval PDF and email using the stock emails.
    • Store your APPROVED orders in an email folder called APPROVALS. If the customer physically signs the approval, please file that in your office in a folder called APPROVALS. File by the order number. All approvals must be kept for 6 months.
  4. 4

    Orders on HOLD

    • Remove the order from Shopworks after 14 days if you don’t get a response from the customer. Please call and email the customer, just don’t assume they aren’t responding. Remember to print out the order, just in case they come later and want to place the order. We will honor that pricing for 30 days.
    • If we purchased the garments, we must IMMEDIATELY return them to the vendor. Sanmar gives us 30 days from time of purchase to return.
  5. 5

    Word Doc. Check list download

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