Promotional Merchandise - Print on Demand Programme Management

Create the client programme with approved product catalogue, locked artwork files, agreed pricing, minimum order rules, and delivery lead time commitments. Confirm the order channel feeding into the programme.

Check each incoming order against the approved product list and confirm the artwork variant matches the approved master file. Flag any order outside the programme parameters to the client before progressing.

Create a purchase order for the order or batch with the product specification, approved artwork reference, quantity, delivery address, and required completion date. Confirm supplier acknowledgment and achievable turnaround.

Monitor supplier progress against the confirmed delivery date. When goods arrive, check quantity and quality against the purchase order, record a delivery note, and flag any shortfall or quality issue immediately.

Confirm the delivery address from the original order and arrange dispatch. For drop-shipped orders, confirm the shipping notification from the supplier and update the job record accordingly.

Bill the client per order, weekly batch, or monthly summary as agreed. Match invoice lines to originating orders for easy client reconciliation and monitor payment against agreed terms.

Artwork files are not locked to approved masters, so individual orders drift from the client's brand guidelines without anyone noticing until print is already complete.

Individual orders are billed one at a time with no consolidated programme view, making it impossible to see total margin or catch billing gaps until the month-end reconciliation reveals them.

Supplier turnaround commitments are agreed verbally and not tracked in any system, so missed delivery dates only surface when the end recipient chases the distributor directly.