Promotional Merchandise - Multi-Supplier Kitting and Fulfilment

Confirm every component line in writing: product code, PMS colour reference, decoration method, artwork file version, quantity per kit, total quantity, recipient type, packaging spec, and dispatch method.

Identify the component with the longest combined lead time (production plus proof cycle). Set the kitting date from that line. All other lines must be ordered to arrive on or before that date.

One PO per supplier with in-hands date prominently stated. Separate POs for blank goods and decorator if different suppliers. Chase written acknowledgment within two working days.

Send artwork briefs to decorators immediately after POs are raised. Request correct proof type by decoration method. Set and enforce a written proof approval deadline with the customer.

Count every line against the PO. Check decoration against the approved proof. Photograph discrepancies and notify the supplier in writing the same day. Do not begin assembly until all lines pass inspection.

Log assembly labor at burdened rate ($0.50-$2.75 per kit depending on complexity, Productiv Mar 2026). If using a fulfilment partner, match their invoice to the PO before approving payment.

Verify every recipient address before dispatching. Flag residential addresses not quoted with a residential surcharge. Obtain tracking references and send to customer within one working day.

Match all supplier invoices against POs. Raise the customer invoice same day as dispatch confirmation with component lines, assembly charge, and freight as separate named line items.

A kit arrived at the customer with one defective component line because assembly started before all deliveries had been inspected, requiring a costly partial rework and reshipment.

Freight was quoted as a flat rate and the run included 140 residential addresses, resulting in $630 in unrecovered residential surcharges absorbed as an overhead cost.

The customer invoice was raised before all supplier invoices had been received, so the job margin was unknown at billing and two supplier costs arrived the following week at above-PO values.