Creating Job For Printing Subbed to Selman

Background & Rationale

TOT has leased part of its warehouse space to a Lithographic / Digital Paper Printers.

This provides TOT with the capabilities of offering its clients paper print services with the manufacture / supply aspect handled by the tenant company.

The current suggested model to capture orders placed for this flow would be.

Enquiry Quotation

Sending Party	Receiving Party	Mechanism	Action
Client	TOT Prod Admin	Email	Enquiry for Paper Printing Price. Includes Artwork as needed
TOT Prod Admin	Selman	Email	Relays Client Print Request and associated Artwork for Quotation
Selman	TOT Prod Admin	Email	Provide quotation for Print Job
TOT Prod Admin	Client	Email	Create & Send Quotation to client based on Selman Quote plus margin *
Client	TOT Prod Admin	Email	Acceptance or Rejection of Quote

Client acceptance

Does client have account terms with TOT ?

If not:-

Sending Party	Receiving Party	Mechanism	Action
TOT Prod Admin	Client	Email / Phone	Request payment for Print Job

TOT Prod Admin	TOT accounts	Email	Notify to await receipt from client
TOT Accounts	TOT Prod Admin	Email	Confirmation of payment receipt

Once payment received / or if ordering client has terms

Sending Party	Receiving Party	Mechanism	Action
TOT Prod Admin	Selman	Strokeone / Email	Create and send PO representing client order

Creation of Purchase Order

Dept: Prod Admin; PO Type: Lithographic / paper print.
Why ? - Just will segregate these out.

PO Detail Record

#	Details
1	Supplier Company: Selmans
2	Owner Company: TOT Shirts
3	Owner PO number - could use this for ultimate client order ID
4	There is no ultimate client field - and using Owner is not valid. Suggestion to use the Notes field to record this. Additionally, correspondence could be kept in the Documents Tab / containers
5	New SKU to represent the Goods ordered / which selmans will print
6	Description
7	Quantity Ordered
8	Unit Cost - this is the unit cost quote by Selman - Note it is not the price the ultimate client should be charged.

Communication of Purchase Order

PO gets marked as Sent and communicated to Selmans

Example boiler plate email

Actual Purchase Order PDF

Expected SKU

Delivery of Printed Goods

Sending Party	Receiving Party	Mechanism	Action
Selman	TOT Goods In	Physical	Delivery of Printed Order

Processing of Received Goods

Goods in receive the printed items, locate and inform the ordering department

Sending Party	Receiving Party	Mechanism	Action
TOT Goods In	TOT Prod Admin	PO Email	Notify Prod admin physical print is in

Booking In Received Printed Goods

As Production Administration will be raising the invoice for the PO, proposal is that they check / book in the received goods

** That needs finalising, so discuss with DC **

Booking in process

If partial delivery - use Part Book In

If a partial delivery - there needs to be an assessment

Are the remaining items going to be produced / delivered by Selman

- If yes, then await the remainder of delivery and book in upon receipt

- if no (and the short qty is small amount) - amend the PO to reduce the Qty ordered

Creation of Invoice

When the Quantity Outstanding is zero for all lines on the PO, the button Create Invoice from PO becomes enabled

Click Create Invoice from PO to create an unsaved invoice

The following data needs to be manually populated

#	Details
1	Client Company and Contact - the original client
2	Date
3	Customer PO and reference
4	Unit Price - this is the unit price that was quoted to the client. It should be more than the unit cost Selmans quoted for the job

Finalising the Invoice

Once the above fields have been populated use Complete Invoice

This sets the invoice status to sent

The invoice will be downloaded overnight into the accounts package and emailed to the client for settlement

PO Accounting

Selmans present their sales invoice

Matches Strokeone PO

existing flow

Despatch

This is distinct from the PO object

Fulfilment could be created once PO marked as sent - with deliver amounts allocated vs expected in on PO

Despatch charges therefore on separate invoice - ?? is this an issue