Promotional Merchandise - Managing a Company Store Programme

Agree programme terms in writing: product catalog, decoration specs, pricing, invoicing cycle, fulfillment method, and client cost codes. Record in Zigaflow as a standing job or contract record.

Add each approved product to the Company Store with full decoration spec: PMS colour ref, decoration method, artwork version, and imprint position. Any post-launch change requires written client sign-off.

Create a job record for each incoming store order referencing the client programme, order number, delivery address, and required delivery date.

Raise a separate PO per supplier - blank goods and decorator separately - referencing job number, product code, decoration spec, and required despatch date.

For new products or changed specs only, send a pre-production proof for written programme manager sign-off before authorizing production. Skip for repeat unchanged orders.

Check production status at 50% of lead time. Confirm despatch date the day before. Receive goods against the PO with a delivery note count.

Ship to recipient per agreed method. Raise client invoice per agreed cycle (per order or monthly batch) referencing client PO number or cost code on every invoice.

Confirm all supplier PO costs are captured before invoicing. Sync to Xero, QuickBooks, or FreeAgent. Note any overruns or setup fee discrepancies for the quarterly programme review.

Orders arrive from multiple employees at different times and I have no consistent process - each one gets handled differently depending on who picks it up.

I spend hours reconciling what we ordered, what arrived, and what we billed the client at month end - there is always something that does not match.

Our client's store product specs drift over time because there is no single record of the approved artwork version and PMS colour refs after a rebrand.