Order Fulfillment

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Orders – VIP Processing

A VIP Order is any order with a total value of $500 or more. These are automatically flagged as VIP and often highlighted in red within the system.

Key Rules:

  • All items in a VIP order must be sent to the same vendor.
  • If the order includes mixed product types (e.g., shirts, embroidery, drinkware, etc.), it should be split by product type.
  • Only uniform product type orders (e.g., all shirts) qualify as valid VIP orders.

Verifying the Order

Before processing, verify that the order meets the VIP criteria.

Steps:

  1. Confirm Product Type
    • Ensure all items are the same type (e.g., all shirts).
    • No embroidery, drinkware, notebooks, or stickers should be included.
    • If all items are consistent → proceed to next step.
  2. Confirm Order Details
    • Open Xe (Inventory System).
    • Use Sync Item Details & Inventories to ensure the data is up to date before continuing.

Design Verification (SKU-Level Checks)

For each SKU in the order:

✅ Verify front and back design files are present and correct.

✅ Check color accuracy (e.g., all white if required).

✅ Confirm resolution — design should not appear pixelated or blurry.

✅ Ensure print placement names are accurate and consistently formatted.

Examples:

  • SKU 516345 – Front and Back Checked
    • Issue: Back design had black areas that should be white.
    • Solution: Apply layer correction using Affinity (see Workflow section).
  • SKU 3912 – Placement Mislabeled
    • Issue: Label showed “Back” instead of “Left Sleeve.”
    • Correction: Change to “Left Sleeve” (capitalize first letters).
    • Verify: Short sleeve print area should measure 12×12.
  • SKU 13990 – Front Only
    • Result: All white, correct placement, no issues found.

Fixing Design Issues (Affinity Workflow)

When minor design fixes are needed:

  1. Download the design file from the inventory system.
  2. Open the file in Affinity Designer with the black background grid enabled.
  3. Adjust Design:
    • Go to Layer Effects → Color Overlay.
    • Apply white (CMYK all 0) to remove unwanted black outlines or areas.
  4. Save Updated Design:
    • Rename with versioning, e.g., filename_v1 or filename_updated.
  5. Upload to Dropbox and copy the new shareable link.
  6. Replace the old design link in the inventory with the new one.
  7. Sync Inventory again to apply all changes.

. Final Checks Before Processing

Before sending to White Label, confirm the following:

  • 🧾 Colors & Sizes: Complete and accurate.
  • 💲 Pricing: Matches system values (auto-calculated).
  • 📦 Shipping Details: Verify address and any client notes.
  • 🏷️ Inventory Names: Proper capitalization and location format.
  • 👀 Preview: Re-run preview to confirm all updates and fixes are visible.

Sending VIP Orders to White Label

Once verified and finalized:

  1. Click Send to White Label.
  2. In the dropdown, choose VIP → WLM Team.
  3. Update the recipient to Jennifer (White Label contact).
  4. Review the auto-generated email preview.
  5. Click Send Email.

Important:
Only use this process for true VIP orders ($500+ and single vendor).

Notes & Reminders

  • VIP = $500+, single vendor only.
  • Review designs, sizes, colors, placement names, pricing, and shipping before sending.
  • Fix design issues using Affinity (layer correction, color overlay).
  • Always update design links and sync inventories after edits.
  • Send finalized VIP orders to White Label VIP Team (Jennifer) using the correct workflow.

Watch this quick walkthrough.