Order Fulfillment

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Processing Orders

This guide outlines the complete workflow for processing customer orders from start to finish, covering both legacy (WordPress) and new (XE / Imprint Next) systems. It ensures consistent quality, correct file handling, and accurate synchronization across all platforms.

Tools Used

  • Order Desk → Main order management platform
  • WordPress (WooCommerce) → For legacy orders (Impact Merch / Church Shop)
  • XE (Imprint Next) → For new system orders and product design
  • Affinity Designer → Used for resizing or adjusting DTG designs
  • Dropbox → For saving and linking design files
  • Scalable Press → For embroidery digitization

Opening and Reviewing Orders

  1. In Order Desk, locate and open the order.
  2. Review customer details and check for any customer notes (top-right section).

  1. Review:
    • Item Name
    • SKU / Item Code
    • Ignore the blank section below SKU (system placeholder).
  2. Mark the order orange to indicate it’s In Progress.
  3. Copy the order number.
    • If it’s an “IM” order, remove the “IM” prefix when searching.

Retrieving Order Files

A. WordPress (Old System Orders)

  1. Go to WooCommerce → Orders (check if Impact Merch or Church Shop site).
  2. Paste the order number into the search bar and open the order.
  3. Download:
    • PNG (for design preview)
    • SVG (for resizing and export)
  4. Open Edit Design in a new tab to check design dimensions.

B. XE / Imprint Next (New System Orders)

  1. Log in to XE (Imprint Designer).
  2. Search by order number and open the order.
  3. Review available details:
    • PNG file
    • Print Method (DTG, Embroidery, etc.)
    • Print Side (Front / Back)
    • Dimensions
  4. Download PNG → Rename using SKU.
  5. Save file in Dropbox → Church Shop Designs.

Preparing the Design (Affinity Workflow)

(For orders that require resizing or adjustment — usually WordPress/old system orders)

  1. Open Affinity Designer → navigate to Product Design Templates.
  2. Select the correct template:
    • 4×4 Template – Stickers
    • 14×15 Template – DTG / Shirt designs
  3. Drag and drop the SVG file into the template.
  4. Press V (Transform Tool) → lock aspect ratio → resize based on template.
    • DTG (14×15): Set width to 14 inches
    • Stickers: Follow size from Edit Design
  5. Align to center and middle.
  6. Hide guides before export.
  7. Verify size and layout match Edit Design dimensions.

Exporting Design Files

  1. Export file as PNG (Ctrl + Shift + E on Windows).
  2. Use SKU as the filename.
  3. Save to:
    • Dropbox → Impact Merch Order Designs, or
    • Dropbox → Church Shop Designs (depending on client).
  4. Ensure the design resolution and colors are accurate.

Adding Item to Inventory

  1. In Order Desk, go to Inventory Items → Add Print on Demand.
  2. Fill in details:
    • Item Name & SKU: Copy from Order Desk.
    • Part Number: Keep only the product type (e.g., “DTG Shirt,” “Die Cut Sticker”).
    • Print URL:
      • Search Dropbox for the SKU file.
      • Right-click → Copy Dropbox Link.
      • Paste into the Print URL field.
  3. For DTG shirts → set Print Location: Full Front.
  4. For stickers → keep default dropdown settings.
  5. Click Add Item to save.

Syncing with Order Desk

  1. Return to the order in Order Desk.
  2. Scroll to bottom-right → click Sync Item Details with Inventory.
    • This updates the SKU, inventory location, and print URL.
  3. Review the synced data for accuracy.

Processing Embroidery Orders (Scalable Press)

  1. If the order includes embroidery items, process separately:
    • Select embroidery item → click Split Order.
    • A new order will be created (suffix “-S1”).
  2. Download PNG for embroidery design.
  3. In Scalable Press:
    • Upload the artwork → rename with Church name.
    • Select Thread Count (based on color count).
    • Choose Material (e.g., unstructured cap).
    • Input dimensions from Edit Design.
  4. Wait for digitization (~3 days). Once completed:
    • The DST file is generated.
    • Add design in Scalable → select Placement (e.g., Hat Front) → Save.
  5. Copy the Artwork ID.
  6. In Order Desk → Add Print on Demand → paste Artwork ID under Print URL.
    • No need to adjust location for embroidery.
  7. Save and Sync Item Details again.

Final Review

  1. Open the order in Order Desk.
  2. Change status from Orange → New once all checks are complete.
  3. Click the Print URL to open the design and verify:
    • Correct file and link
    • High resolution and color accuracy
    • Correct print placement (Front, Back, Hat Front, etc.)
  4. Ensure the correct folder (Impact Merch or Church Shop) was used.
  5. Confirm no duplicate sends never click “Send Order” twice.
  6. For rush or flagged orders, review customer notes and notify Clopress if prioritization is needed.

Notes & Reminders

  • Always check customer notes before processing.
  • Template size must match order specs (e.g., 4×4 sticker, 14×15 DTG).
  • Use SKU as the consistent filename for Dropbox uploads.
  • Sync inventory details before changing status to New.
  • Quality check every design (resolution, color, placement).
  • WordPress (Old) = Requires Affinity prep.
  • XE (New) = Direct PNG download (no Affinity needed).
  • DTG = Always use 14×15 template.
  • Embroidery = Handled via Scalable digitization.
  • Confirm all links, SKUs, and print locations before sending to printers.