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Work Process Flow for Customer Orders

The document outlines the work process flow involving various forms used in a business setting, including Order Form, Artwork Form, Artwork Confirmation Form, Designer’s Incentive Claim Form, Pro-forma Invoice, Invoice, Official Receipt, and Sales Commission Form. Each form has specific steps for approval, filing, and record-keeping, ensuring proper tracking of customer orders and artwork production. The process emphasizes collaboration between departments and adherence to a structured filing system for efficient management of customer maintenance and financial documentation.

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jasonwee80
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34 views2 pages

Work Process Flow for Customer Orders

The document outlines the work process flow involving various forms used in a business setting, including Order Form, Artwork Form, Artwork Confirmation Form, Designer’s Incentive Claim Form, Pro-forma Invoice, Invoice, Official Receipt, and Sales Commission Form. Each form has specific steps for approval, filing, and record-keeping, ensuring proper tracking of customer orders and artwork production. The process emphasizes collaboration between departments and adherence to a structured filing system for efficient management of customer maintenance and financial documentation.

Uploaded by

jasonwee80
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

Work Process Flow

Forms at work:

1. Order Form
a. To be passed to Admin for recording purpose
i. To key/update customer database
b. To be filed into “Monthly” Customer Maintenance File
c. To be attached together with Artwork Form, Artwork Confirmation Form and pass to Accounts Dept
d. To be attached with (c.) and file in the Monthly Customer Maintenance File in Alphabetical Order

2. Artwork Form
a. To be passed to Mr. Gan (/or Jason/Tony if Gan not around) for distribution of work and approval
i. To be passed on to designated designers once approved
b. Designated designers to received Artwork Form and proceed to prepare artwork
i. Designer to record Date, Client, Size, Sales Person, Designer, and Work in Progress to Whiteboard
ii. To keep artwork form until completion of work
iii. To attach Artwork Form & Artwork Confirmation Form and seek approval from Gan once Artwork
Confirmation Form is approved by clients
iv. Pass to Admin together with Artwork Confirmation Form once approved by Gan
c. To be attached with Order Form, Artwork Confirmation Form & Designer’s Incentive Form and file in the
Monthly Customer Maintenance File in alphabetical order

3. Artwork Confirmation Form


a. To prepare Artwork Confirmation Form once artwork is completed
i. To seek Gan approval for design artwork
b. To pass on Artwork Confirmation Form to designated marketing letter tray to seek approval from Client
c. Once approved by Clients, attached Artwork Form & Artwork Confirmation Form together and seek Gan
Approval
d. Once approved by Gan, pass the documents to Admin
e. To be attached with Order Form, Artwork Form & Designer’s Incentive Form and file in the Monthly
Customer Maintenance File in alphabetical order

4. Designer’s Incentive Claim Form


a. To be filled in by Admin upon receiving Artwork Form & Artwork Confirmation Form in respective
designer’s claim form.
b. To be referred to Designers to check after volume closing
c. Once checked by Designers, to be pass to Gan for Approval
d. Photocopy and file inside Claims & Commission File (by Volume)
e. Total amount will be calculated on every volume closing

5. Pro-forma Invoice
a. To prepare once Order Form, Artwork Form & Artwork Confirmation Form is passed to accounts
b. To print 2 copies
c. To be passed on to Marketing together with sample books – Clients to be [Chop and Signed]
d. Once [Chop & Signed], to be file in the Invoice File till payment is received
i. Once payment is cleared from the bank, to be attached together with (a.)

6. Invoice
a. To be prepared once payment is cleared from the Bank
b. To be attached together with Official Receipt and pass on to Marketing – Clients
c. To be file in according to invoice number in the Invoice File

7. Official Receipt
a. To be issued together with Invoice and pass on to Marketing – Clients

8. Sales Commission Form


a. To be completed and submitted monthly by Marketing Executives before the 25 th of every month
b. To be passed to Accounts Dept upon completion
c. Only Invoiced amount before 25th of the month is accepted
d. To be verify by Accounts Department

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