Writing Up Jobs for Paper Printing with Selmans

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
TOT Prod Admin	Internal	Strokeone	Job Order for Invoicing Purposes

Order to Selmans instructing the Print

The instruction for Selmans to carry out the printing is recorded as a purchase order and emailed to them.

Note the following key information:-

(1) Supplier is Selmans Print.

(2) The owner company is the client whom requested the paper print service.

(3) Category : Select / Create a category that identifies the print.

(4) Invoice / PO references.

(5) A SKU is created to represent the item(s) that will be printed.

(6) Quantity Ordered ; Cost - this is the price that Selmans quoted for the print - it is not the price that the end client will be charged.

Client Order in Strokeone

A job order is created in Strokeone for the following purposes

- repository for paperwork / correspondence associated with the client order

- placeholder for artwork ; technical spec

- record to raise client invoice from

- allows fulfilment(s) to be booked against the order

Example Job order

Processes

Process - Art & Design with Quantity.
Note that no unit price is recorded

Art record

Art Charges are created to represent the full cost of the printing - this is the price that the customer will pay.

Processing

Delivery Receipt

When the printing is finished, Selmans will deliver to Goods In as per standard supplier

Goods in sign for, locate and check the delivery

Booking in

Goods in will also book in the physical items

Client Invoicing

Once the physical printing has occurred, the job order can be closed out and the corresponding invoice raised

Note: If there was any shortages/spoilage in the delivery from Selmans, the PO record would be adjusted to reflect the revised quantites. Similarly, the art charges would be adjusted to reflect the lower quantity

Client Invoice

Supplier Payment

Selmans present their sales invoice - which matches Strokeone PO

This is paid per accounts department standard bought ledger process flow.