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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.

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.

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 Sheet / App] 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.

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.

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.

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.

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).

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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