Proofing procedures

From Customer Business Rules

Current revision

Traveler comes out of the printer in 8 pages, pull 1st 4 off, put together, next 4 pages are a duplicate of the first 4. 1st page, write C on the top, use as a control, 2nd sheet w/scan bars goes in the trash, 3rd sheet is the 2nd pull ticket,4th is for shipping. These go with the 1st 4 pages. Before proceeding, look at first page of traveler to see what stamps and/or flags are needed. Flags are used for the following:pink is UPS ground, blue is UPS blue, red is UPS red, orange is UPS 3 day(saver), yellow is for Truck,Old Dominion, SAIA, UPS freight,Fedex Freight Priority, Fedex Freight Economy, USPS, Priority Mail, AIT, Express Mail, Ocean Freight,Magic Transport, other carriers as noted. Stamps are as follows:

NO PRODUCTION WITHOUT CUSTOMER SERVICE APPROVAL is for orders with an email or fax proof.
PROOF is for orders with a pre-production proof; note:the difference between a pre pro and a spec sample 
 is this: when the customer sends a whole order for 50, 100, 500,etc pcs and wants one piece 
 imprinted and sent for approval, this is a pre-pro. A spec sample is an order for only 1 or 2 pcs
 that will be imprinted and sent to the customer for a possible future order.
LASER ENGRAVING orders with laser engraving or LE as the imprint method.
SUBCONTRACT STAMPS-GREEN AND RED-check the warehouse list and stamp with which color corresponds to the
 item on the list.
OUTSIDE CONTRACT this is for an OVERSEAS order-a customer order produced in China
RETURN-RERUN  this is for REDO orders
DEBOSS orders with deboss or DB as the imprint method
MUST SHOW ART TO CUSTOMER SERVICE use when CS has put a note on the purchaser order to show the art to
 them before proceeding
HIGH $ ORDER to be put on the traveler when the order is $8000 or more

All stamps and flags go at the top of the traveler under the warehouse number except for "show art, proof, redo, high $, and email/fax proofs". After putting stamps and flags on the traveler as needed, you need to check in email to see if there are any changes or updates that need to be made to the order before it is proofed. After checking email, you will go to the DOCUMENT LOCATOR program to start the proofing process. Search for the order in document locator using the order number, except for 4imprint orders, which are saved under the po number. Open it by left clicking twice on the correct order. Once the purchase order is open for you, slowly check off everything on the traveler, starting with the Bill to account, also called the "jobber". Make sure the customer name matches what is on the traveler. The address and city may vary as many of our customers have multiple offices but if the state does not match up bring to Stacie to verify.

Always make sure the cust PO# is correct on the traveler. This is very important as customer service sometimes enters this number incorrectly when the order is received and this can cause the order to be duplicated if it is entered again with the correct number. Proceed through the purchase order, checking off everything on the traveler, moving top to bottom. Make sure to scroll through all pages attached with the purchase order, as there may be important information contained within that is pertinent to the order.

If there is conflicting information, such as the item color is listed as black on the first page of the po but on the second page that has the art, it says item color blue, or if something just doesn't make sense, for instance po is requesting a white imprint on a white item, you will email customer service to clarify. But before emailing them, check off everything else on the order so when you get an answer from them, you can just acknowledge the order and send it on. To find out who to email, go to the main AS400 screen, hit 1 enter,then put the order number on the line that says "OUR ORDER NUMBER", hit enter, then at the next screen you will hit F12 twice. at the customer notes screen hit F6 and look for the line that says "ORDER HEADER CREATED", the name BELOW that is who you are going to email. Start a new email, click the TO button, that will bring up the company directory, put in the first letter of the person's last name and hit enter when it is highlighted. The order number needs to be typed in the subject line. Your email doesn't need to be lengthy, just short and to the point. For example, "Purchase order states white imprint on white item". "Please advise". and send it. When you receive an answer back, if changes are required, bring the traveler to Stacie.

• • IT IS VERY IMPORTANT TO UNDERSTAND THAT MOST OF THE TIME THE PROOFER WILL BE THE LAST PERSON TO LOOK AT THE PURCHASE ORDER SO ANYTHING ON THAT PURCHASE ORDER THAT IS PERTINENT TO THE ORDER MUST BE ON THE TRAVELER** This includes information on packaging and shipping. Many customers are very picky about how their orders are shipped and if not done correctly, they can charge us back a fee or the order might get refused at delivery.

The last thing on an order to proof is the pricing. This is where we get the bulk of our mistakes and credits so it is very important that proofers make sure pricing is correct before it is sent out of order entry. The following are rules to follow on pricing: NOTE: These rules do not apply to 4Imprint orders. They have special pricing and as long as the traveler matches the purchase order, it's okay.

Pricing:

1. Customers are priced one of two ways, common or eqp. Common pricing means that for whatever quantity of an item the customer is ordering, their pricing is under the column adhering to that quantity. But, if the item is on special or flyer pricing, as long as they order the minimum for that special, they get the cheapest price.

Eqp means End Quantity or End Column pricing, meaning that no matter what quantity the customer orders they receive the lowest (end column) price.

2. To see what pricing a customer gets, go to AS400, #13, tab over, put the order number in, hit enter, then look in the upper right hand corner where it says "PRICE AS".

3. If instead of saying Common or Eqp, it has the account number, that means the customer has information in Bizrules. THE MOST IMPORTANT THING TO REMEMBER WITH PRICING IS THAT IF THE PURCHASE ORDER HAS LOWER PRICING THAN WHAT IS ON THE TRAVELER, IT IS NECESSARY TO CLARIFY WHAT PRICING THE CUSTOMER SHOULD GET. IT IS THE RESPONSIBILITY OF ORDER ENTRY TO CHECK ON THIS WHEN THE ORDER IS ENTERED, BUT SOMETIMES THEY DON'T DO IT.

Now, as far as checking prices: If there is no pricing at all on the purchase order, you need to check the website/bizrules to make sure pricing is correct. If the pricing on the purchase order matches exactly to the traveler, you can proceed as is. Now, if there are extra setups and/or run charges for second, third,etc. locations and or second,third etc. imprint colors and these charges are not on the purchase order, you will need to send an email to customer service to add these extra charges to the purchase order. THIS IS VERY IMPORTANT! DO NOT OVERLOOK THIS! If there ends up being a credit on the order and you didn't verify w/customer service and have them add the extra pricing to the purchase order, the credit will be on you. Now,if there is no pricing at all on the purchase order, i.e.no item price/no setup charges, then you can proceed with the extra charges without notifying customer service. WHEN TO CHECK IN BIZRULES: If the pricing on the purchase order/traveler does not match what is on the website, then check Bizrules. First, look up the account using the Bill to: number on the traveler by putting that number in the "SEARCH" box on the main page. If it comes up with nothing found, that customer is not in Bizrules. If there is still a question on the pricing, look for a quote on the purchase order or email customer service.

Anything that does not match between the purchase order and the traveler needs to be checked. If anything has been entered incorrectly, such as the item color, imprint color, ship method, etc. this is considered an error. First, we want to check AS400 to see if it has already been fixed as our outsource order entry companies all do quality control on the orders after they are finished. If it has been fixed, correct or reprint the traveler as needed.

The following changes require the traveler to be reprinted:

changes to the item color or the item number, item quantity changes,adding or removing a PRODUCT PROOF, changing the warehouse, and sometimes adding or removing imprint locations, generally if it goes from one imprint location to 2, or vice versa. Also if the imprint method is changing, i.e. silk screen to Laser Engrave, or debossing. If you are not sure, PLEASE ASK! For any changes to ship address, dates, ship method, imprint colors, pricing, there is no need to reprint the traveler but it is very important that adjustments are made to the paperwork as that is what the factory sees when it is time to produce the order.

When you have an order that is not correctly entered, you will send an error on it. To do this, go to the acknowledgement screen in AS400, this is 22 enter, 15 enter. Put the order number in (starting with 2 zeros), the cursor will move to the short line underneath, to send an error, hit 2, a menu comes up, choose the corresponding number or 10 for miscellaneous, if necessary type instructions on the line, then hit enter, then Y if finished. This sends an email to the responsible party to notify them of the error. They will either accept it or dispute it. If disputed you will receive an email with their dispute. It can be either accepted or rejected depending on their explanation. When first starting, if you get a dispute please let Stacie know and she will take a look to see if it is valid or not. Otherwise, check the order every hour or so to see if it is corrected. When it is, either make the changes on the traveler or have it reprinted by Stacie , then you will go back to the same screen, 22 enter, 15 enter, put the order in again but with a "1" this time and the order is ready to go to production or back to customer service as needed.

If the order is correct and ready to go to production or back to customer service,you will acknowledge it. To do this, enter 22 on the main as400 screen, then 15 enter. Put the sales order on the first line, then a 1 on the second line, and hit enter.

• • If the traveler states to "return traveler to ...", after acknowledging, go to 15 in AS400, enter the order number, and log to "10".

Then the traveler goes in whichever basket, customer service or sales, depending on where that person works. There is a list at your cubicle of all people in sales, if the name is not on that list, put it in the customer service basket. Otherwise, it will be sent to art with a couple of exceptions. Orders for items #5826, #5816 and #5812,if the imprint method is EMBROIDERY, these orders will go to Dean after proofing. DO NOT SEND TO ART! After acknowledging, log in AS400(15) to 62 and put in the bin marked DEAN/FRANK on the cubicle by the door. If the imprint method is DOME or WRAP, those travelers will go to art. The other orders that go in this bin are Overseas orders(OUTSIDE contract). DO NOT SEND TO ART! After ack, log to 25 and put in the same bin by the door also.

Note: orders over $1000 total need to be proofed by 2 people, orders over $10,000 need to be proofed by 3 people. If you are the 1st or 2nd proofer in either of these cases and you are going to be giving the order to someone else to proof, you are not going to ack the order. Go to 15 in AS400, log to 04, paperclip the traveler(do not put in a bag) and give to the person. They will ack it when finished, this way if something is wrong, it will get fixed before the customer gets the acknowledgement. We do not want to send an ack to our customer that has the incorrect information on it. . Once the order is proofed, ack, and ready to leave this department, it is placed in a sleeve, also called a traveler. Sleeves are categorized as such:

BLACK TRIM:ALL 4IMPRINT ORDERS GO IN THESE, EVEN IF THEY ARE A RUSH OR HAVE A PRODUCT PROOF
ORANGE TRIM:STAPLES ORDERS GO IN THESE, INCLUDING RUSH ORDERS. PRODUCT PROOF ORDERS FOR STAPLES 
 DO GO IN THE YELLOW TRIM BAG.
YELLOW TRIM:ORDERS WITH A PRE-PRODUCTION PROOF GO IN THESE, UNLESS IT IS A 4IMPRINT.
BLUE TRIM:ORDERS CONSIDERED A RUSH, WHICH MEANS THEY HAVE A TOP NOTE SAYING 2 OR 3 DAY RUSH OR IF THEY 
  ARE SHIPPING THE SAME DAY.
GREEN TRIM:ORDERS NOTED AS "FOB TORONTO".
ALL OTHER ORDERS GO IN THE PLAIN CLEAR SLEEVES.

Miscellaneous notes: If an order is for warehouse 30 or 99, you will need to print a packing slip. At the main as400 menu, type 22 enter, then 1 enter, put the order number and hit enter. The packing slip will print automatically. THIS GOES FOR ALL ORDERS FOR THESE 2 WAREHOUSES.

If an order is being split up and shipping to more than one place, i.e. 50 pcs to one address, 50 pcs to another, this is called a multi destination and the addresses MUST BE ENTERED WHEN THE ORDER IS PROOFED,even if it has a product proof. To enter a multi destination shipper:Main AS400 screen, 19 enter, 10 enter, F4 to add. Put in all the addresses necessary just as you would write up an envelope. On the short line to the right of the secondary address line, you will enter the ship method IF it varies from destination to destination. Next to that, you will put the quantities of which color is going to that destination IF the po specifies, i.e. 50 red, 50 blue. On the short line to the right of the zip code, put the country code(if it is shipping outside the U.S.) and to the right of that, put the quantity going to each destination. When they are entered, hit enter to accept, then F3 to exit. At the next screen, make sure they are all entered, then F9 to print the sheet. To print multi dest. shippers:

Main AS400 screen, 20 enter, 900 enter, 8 enter, TR space space, then page down to find your name. Put a "6" on the line and hit enter.

To make changes to an order:

Main AS400 screen, #13, tab over one time, put the order number in and hit enter.