Promotional merchandise - onboarding a new decorator supplier

Step by step

1. Define Decoration RequirementeForms

   Document the technique, substrate, typical order volumes, turnaround expectations, and colour accuracy requirements such as PMS colour matching.

2. Source Candidate DecoratorsLeads

   Draw on trade referrals and industry directories to identify candidates. Request a capability statement covering equipment, capacity, techniques, and trade pricing.

3. Issue Test Brief and Request Strike-offRFQs

   Send a representative artwork file and ask candidates to produce a sample on the target substrate. A strike-off on the production material gives an accurate quality read.

4. Evaluate Sample QualityeForms

   Assess colour accuracy, registration, coverage, stitching density (embroidery), finish quality, and any deviations from the specification before progressing.

5. Negotiate Rates and Confirm TermsRFQs

   Agree per-unit pricing at representative volumes, setup fees, run charges, MOQ, turnaround time, and overrun/underrun allowance. Obtain trade terms in writing.

6. Set Up Supplier RecordPurchase Orders

   Enter agreed rates, decoration methods, lead times, contact details, trade terms, and compliance documentation into the business management system.

7. Place Pilot OrderPurchase Orders

   Place the new decorator on a low-risk live client order where quality issues can be managed without damaging a key account.

8. Review and Confirm ApprovalDelivery Notes

   Assess turnaround, quality against the approved sample, invoicing accuracy, and communication. Confirm to the approved decorator list if all criteria are met.