Promotional Merchandise - eCommerce Order Processing

Review the inbound web store or Shopify order. Confirm product reference, quantity, size and colour options, delivery address, and any artwork files attached. Flag missing information before proceeding.

Create a job linked to the eCommerce order. Record the customer, product spec, quantity, and required dispatch date. Attach artwork files to the job record.

Check the decoration method, artwork file format, and colour references against the product spec and brand guidelines on file. Resolve any issues before raising the supplier PO.

Raise a PO to the decorator or supplier with the confirmed spec: product reference, quantity, decoration method, approved artwork, and required in-hands date.

Monitor supplier progress against the expected completion date. Chase proactively if the order is approaching its window without a dispatch confirmation.

Receive the finished goods and check quantity, decoration quality, and product spec against the original order. Record any discrepancies before releasing to dispatch.

Pick, pack, and dispatch to the delivery address from the original order. Issue a delivery note and update the job status to dispatched.

Raise and send the invoice. For prepaid orders, confirm payment has cleared. For account customers, invoice on dispatch and sync to accounting software.

Web store orders arrive by email and are copied manually into our operations system - the process is slow and errors in artwork file references or delivery addresses get missed.

We have no live view of how many web store orders are in production versus ready to dispatch, so answering customer delivery queries means checking multiple places.

When a web store order includes a new artwork file, the approval check happens separately from the order - the two can get out of sync and delay dispatch.