# Catalog Order Cycle v2.0

# Catalog Order Cycle v2.0 (Improved)

This page documents the improved workflow for catalog-based orders.  
It addresses key issues with **cashflow, production prioritization, QC, and shipment accuracy**.  
Use this as the **official SOP** for all catalog orders.  

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## Overview
1. Customer browses catalog (book or online) or showroom.  
2. Sales rep prepares quotation.  
3. Pro Forma Invoice issued (with estimated shipping).  
4. Customer pays deposit (min. 30%, smaller % only for long-trusted customers).  
5. Order list created → sent to Purchasing & Production Head.  
6. Production starts (prioritized by matrix).  
7. Internal QC + optional Customer QC.  
8. Packing in wooden crates.  
9. Final Commercial Invoice issued.  
10. Balance payment (before stuffing, or after vessel departure for trusted customers).  
11. Container stuffing & shipment.  

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## Sales & Quotation
- **Catalog**: Static (annual/seasonal). Website catalog under development.  
- **Custom Orders**: Tracked separately under *Custom Order System*.  
- **Quotation**: Prepared by Sales Rep.  
- **Shipping Cost**:  
  - FCL → **FOB pricing**.  
  - LCL → **per CBM using calculator tool** (not rough guess).  
  - Use the [CBM Calculator App](https://www.pier2pier.com/loadcalc/cargo) for all quotes.  
- **Extra Items (filler at stuffing)**:  
  - Offered from **ready-stock only**.  
  - Priced at **smaller or no discount** (improves margin).  
  - Added to **Final Invoice**, not Pro Forma.  

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## Order List & Production
- **Order List**:  
  - Tied to specific customer.  
  - Lists only **made-to-order items** (ready-stock excluded).  
  - Shared with:  
    - **Purchasing** → raw materials & outsourced supplier items.  
    - **Production Head** → in-house manufacturing & tracking.

- **Production Priority Matrix** (replaces first-come-first-serve):  
  1. Long lead-time items → start early if deposit covers raw material.  
  2. High-margin items → prioritized for profitability.  
  3. Easy/ready items → handled later, closer to stuffing.  

- **Production Tracking**:  
  - Per-item milestone status: *Started → In Supplier → Finishing → Done*.  
  - Tool: Google Sheet or AppSheet (no more pen & paper).  
  - Completion estimate recorded **per item**, not just per order list.  

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## Quality Control
- **Internal QC**:  
  - Formal **QC Checklist** per product type (cracks, finish, stability).  
  - Must be completed before customer QC.  
- **Customer QC**:  
  - Optional. Only some customers send inspectors.  
  - Sales must send **progress updates (bi-weekly or monthly)** with photos & % complete.  

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## Packing & Shipping
- **Packing**:  
  - Use **3–4 standard crate sizes** for most products.  
  - Build adhoc crates only for oversized/odd items.  
- **Documents**:  
  - Standard doc list available.  
  - Sales confirms customer-specific requirements.  
  - Shipping department acquires all docs.  
- **Invoices**:  
  - *Pro Forma Invoice* → deposit & initial confirmation.  
  - *Final Commercial Invoice* → includes filler items + actual freight.  

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## Payment Terms
- **Deposit**:  
  - Minimum 30%.  
  - Smaller % possible for long-trusted customers.  
  - Deposits are allocated **only for raw material purchases** (to secure cashflow).  

- **Balance Payment**:  
  - Default: before stuffing.  
  - Exception: for trusted customers, after vessel departure (still before BL release).  

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## Roles & Responsibilities
- **Sales Rep**  
  - Prepare quotation, confirm shipping method, update customer regularly.  
- **Purchasing**  
  - Order raw materials & supplier items.  
  - Must follow Purchasing SOP (backup person assigned).  
- **Production Head**  
  - Track per-item status & estimated completion.  
  - Report bottlenecks early.  
- **QC Staff**  
  - Complete internal QC checklist.  
- **Packing Team**  
  - Use standard crates when possible.  
- **Shipping Dept**  
  - Prepare shipment docs & coordinate container stuffing.  

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