HE
Hourglass Essentials — CompanyStore.io
B2B Promotional Merchandising · Process Reference System · 2026
IT Solutions · roger@companystore.io
Core Process
Branch / Decision
Approval Gate
Parallel Track
Exception / Rejection
01 · Lead & Discovery
1.1Lead Entry & Initial Qualification Sales / ASM▶
Lead Sources
Inbound: referrals, website, trade shows
Outbound: account-based prospecting
Existing client repeat or upsell opportunity
Qualification (BANT)
Budget range confirmed
Decision-maker identified
Occasion and need established
Delivery timeline confirmed
Actions
Log in CRM (Zoho) with source tag
Assign ASM; first contact within 4 hours
Unqualified leads: move to nurture pipeline
1.2Discovery Call & Requirements Capture ASM▶
Information to Capture
Occasion / campaign objective
Target recipient profile
Product category preferences
Quantity range, budget per unit
Required delivery date
Brand assets: logo files, color codes
Delivery Configuration
Single bulk location
Multiple bulk locations
Individual recipient addresses (drop-ship)
Kit vs individual product
Packaging preferences
Output
Brief documented in CRM
Delivery type confirmed
Complexity assessed (single / multi-vendor)
Artwork assets received or requested
02 · Product Recommendation
2.1Product Curation & Excel Presentation Build ASM + Merchandising▶
Product Selection
3–8 options per category, varied price tiers
Validate lead times vs client deadline
Flag decoration method per product
Source from approved vendor list only
Excel Contains
Product image, name, description
Decoration method and MOQ
Unit price at estimated quantity
Lead time from order confirmation
Kit configuration options
2.2Excel Submitted; Client Reviews & Finalizes ASM → Client▶
Process
Email Excel with summary cover note
Client review SLA: 3 business days
Max 2 revision rounds before requote
Client Finalizes
Mark final products / kit config on Excel
Confirm quantity per item
Provide brand artwork files (AI / EPS / PDF)
⚠Pricing in Excel is indicative. Final quote issued after sample approval only.
03 · Sample & Approval
🔀 DecisionSample type required
Path A — Digital Mockup
Design team creates 2D/3D branded visualization
Shows placement, color, decoration method
Turnaround: 1–3 business days
Max 3 revision iterations
Suitable for catalog / standard products
Path B — Physical Sample
Vendor produces decorated unit with client artwork
Design team issues Production Artwork (PA)
Shipped to client for tactile evaluation
Turnaround: 5–15 business days
Required for high-value, custom shape, new vendor
3.1Sample / Artwork Approval Gate ✓ Client → ASM▶
Approval Criteria
Logo placement, size, alignment confirmed
Color accuracy vs brand guidelines
Decoration quality and finish accepted
Format
Written email or signed approval form
Artwork file version archived
No production order without written approval
✕Rejection: revise and re-submit. Max 2 re-sample cycles before senior escalation.
04 · Quotation & Purchase Orders
4.1Final Quotation Issuance ASM + Finance▶
Cost Build-Up
Product unit cost at confirmed quantity
Decoration / branding cost per unit
Kitting, packaging, warehousing, logistics
GST as applicable
Quote Document
Itemized line-by-line breakdown
Validity: 7 days from issue
Payment terms stated
Delivery timeline from PO date
Margin Check
Verify margin meets floor before issue
Discounts >12% require senior approval
4.2Client Purchase Order (PO) Received ✓ ASM + Finance▶
PO Validation
Line items match approved quotation exactly
Quantity per item matches quote
Delivery addresses listed and complete
Payment terms match agreed terms
GST details correct
Actions
Acknowledge to client within 4 hours
Collect advance payment if applicable
Convert quotation to Sales Order (SO)
⚠Discrepancy on PO vs Quote: hold all vendor orders until reconciled with client.
4.3Sales Order Creation & Internal Distribution Operations / ASM▶
SO Contents
SO number linked to client PO
Products: SKU, qty, specs, artwork ref
Delivery type and address(es)
Kitting instructions; production deadline
Distribution
Copy to: Operations, Warehouse, Design, Finance
Design: extract PA requirements
Operations: trigger vendor PO generation
Finance: set invoice milestone dates
05 · Vendor POs & Production
🔀 DecisionVendor sourcing configuration
Path A — Single Vendor
One PO to one vendor; single production timeline
Single GRN on receipt; lower coordination overhead
Path B — Multiple Vendors
Separate PO per vendor; each with own SLA
Ops tracks all POs against master delivery date
GRN raised per vendor delivery; kitting waits for all
5.1Vendor Purchase Order Issuance Operations▶
PO Contents
Vendor PO number (linked to client SO)
Product specs: item, color, size, material
Quantity; decoration method
PA attached if vendor decorates
Delivery-to address; required in-hand date
Decoration Routing
Option A: Vendor decorates in-house
Option B: Blank to 3rd-party decoration unit
Option C: Blank to warehouse; internal decoration
SLA
Vendor acknowledges PO within 24 hours
Production start date confirmed
Expected delivery date logged per PO
⟳ Parallel Tracks — Running simultaneously
Track A · Production Follow-Up (Operations)
01Confirm production start; log in tracker
02Mid-production check: request in-progress images
03Pre-shipment: verify qty, decoration quality, packaging
04Approve dispatch; collect vendor invoice + packing list
05Track inbound shipment; notify warehouse of ETA
Track B · Production Artwork Creation (Design)
01Receive brief from SO: product, method, placement
02Convert logo to print-ready format (vector, correct color mode)
03Create PA with bleed, print marks, size spec
04Internal QC: verify against approved sample
05Issue PA to vendor / decoration unit; archive version
06 · Decoration Routing
🔀 DecisionWho performs decoration
Option A — Vendor In-House
Vendor receives PA with PO; decorates and ships
Pre-shipment QC before goods leave vendor
Option B — 3rd Party Unit
Blank from vendor to decoration unit (separate PO)
Design sends PA direct; QC before dispatch to warehouse
Option C — In-House
Blank received at warehouse; internal decoration
Internal QC post-decoration before kitting
07 · Warehouse — GRN, QC & Kitting
7.1Goods Receipt Note (GRN) & Inbound Inspection Warehouse▶
GRN Process
Count quantity against vendor PO
Log GRN in WMS; link to SO
Separate GRN per vendor (multi-vendor orders)
QC Checks
Logo: position, size, alignment
Color accuracy vs approved sample
No smudge, peeling, misprint
Product defects and packaging condition
Exceptions
QC fail >2%: quarantine; raise vendor claim
Shortfall: notify Ops and ASM immediately
ASM notifies client of any delivery impact
7.2Kitting, Assembly & Packaging Warehouse▶
Assembly
Assemble per kitting instruction sheet
Verify correct component combination per kit SKU
Add inserts, cards, tissue, collateral
Packaging + Labeling
Client-specified packaging (gift box, mailer, polybag)
Include packing slip in each package
Apply shipping label per delivery config
⚠Multi-vendor orders: kitting begins ONLY after all GRNs complete and QC-cleared.
08 · Dispatch & Delivery
🔀 DecisionDelivery configuration
Option A — Bulk Single Location
All units consolidated; single AWB; freight carrier
Option B — Bulk Multi-Location
Split by location; one AWB per destination; tracking sheet to client
Option C — Individual Drop-Ship
Unique label per recipient; courier partner; AWB manifest
8.1Dispatch, Carrier Handover & Tracking Communication Warehouse / ASM▶
Pre-Dispatch
Final count vs SO verified
Labels verified; packing slips included
Dispatch
AWB/tracking numbers recorded against SO
WMS updated: inventory deducted; status = Dispatched
Client Communication
Tracking details emailed within 2 hours of dispatch
Multi-location: consolidated tracking sheet (Excel)
Proactively notify of any in-transit delays
8.2Proof of Delivery (POD) Confirmed ✓ Logistics / ASM▶
POD Collection
Collect signed POD from carrier portal
Archive POD against SO
Multi-location: POD per location before closing SO
✓POD confirmation is the trigger for invoice issuance. Do not invoice before POD is collected.
09 · Invoicing & Payment
9.1Invoice Generation, Submission & Collection Finance▶
Invoice Must Include
Invoice number, date, due date
Client PO number + SO reference
Itemized lines: description, qty, unit price, total
GST breakdown; grand total in INR
Bank details + payment terms
Follow-Up Schedule
50% of due date: payment reminder
Due date – 3 days: ASM proactive call
Due date + 7 days: escalate to management
On Payment Received
Match payment to invoice in Tally
Issue payment acknowledgement
Close AR; update CRM to Won + Closed
Archive all order documents
EXException — Returns & Replacements ASM + Ops + Warehouse▶
Triggers
Defective / damaged product received
Wrong item or quantity delivered
Decoration error not caught at QC
Resolution
Issue RMA; arrange reverse logistics
Replacement dispatched (vendor claim raised)
Credit note or partial refund issued
✓ Order Cycle Complete
Invoice settled · Documents archived · CRM closed · Vendor scorecard updated · Client satisfaction checked
11
Stage Groups · from lead to payment
●
Required Must be captured to proceed   Conditional Required in certain paths   Optional Adds value   ◀ PRODUCT Product-critical field added — must not be skipped
CRM
Primary system: Zoho CRM · Secondary: Vinculum WMS · Finance: Tally
S1 Lead & Discovery
CRMSales
▶
Lead Information
Lead Source
Referral / Web / Trade Show / Outbound / Repeat
EnumRequired
Date of Lead Entry
YYYY-MM-DD
DateRequired
Assigned ASM
Account Services Manager name
RefRequired
Lead Status
New / Contacted / Qualified / Disqualified
EnumRequired
Discovery Call Date
Date of first meaningful call
DateRequired
Client Information
Client Company Name
Legal entity name
StringRequired
Contact Name
Primary point of contact
StringRequired
Designation
Role / job title of contact
StringRequired
Email Address
Primary business email
EmailRequired
Phone Number
+Country code format
PhoneRequired
Finance / PO Contact
Person who issues POs and receives invoices
StringOptional
GST Number
Client GSTIN for invoicing
StringRequired
Requirement Overview
Occasion / Campaign Type
NJK / Gifting / Event / Recognition / Rebrand
EnumRequired
Recipient Type
Employee / Client / Event Attendee / Prospect
EnumRequired
Indicative Budget
Per unit or total INR
CurrencyRequired
Required Delivery Date
Hard deadline or target date
DateRequired
Estimated Quantity
Units (can be a range at this stage)
IntegerRequired
Delivery Type
Bulk-single / Bulk-multi / Individual drop-ship / Mixed
EnumRequired
Kit Required
Yes / No — multiple products in one package
BooleanRequired
Product Interest & Environmental Requirements
Product Category Interest
Apparel / Drinkware / Tech Accessories / Stationery / Bags / Lifestyle / Eco / Mixed — client's primary interest area
EnumRequired
Environmental / Sustainable Products Required
None / Preferred / Mandatory — if Mandatory, all recommended products must carry eco certification
EnumRequired
Client Sustainability Policy Reference
Document name or URL if client has a formal procurement sustainability policy — governs certification requirements
StringConditional
Fields: 22 System: Zoho CRM — Lead Module ℹAll S1 fields must be populated before Excel presentation is built
🔗 Cross-Functional Requests — ASM must raise ▶
To Dept.
Request / Document
When to Raise
Format
Operations
Delivery Feasibility Check
Verbal or email confirmation that the client's required delivery date is achievable given current vendor capacity and production lead times
Before committing a delivery date to the client on the discovery call
Email
Finance
New Client Credit Assessment
Request Finance to assess credit risk of new client before quote is issued — determines payment terms (advance / NET30 / prepaid)
For any new client where credit terms will be extended
Email
S2 Product Recommendation & Excel
MerchandisingASM
▶
Per Product Recommended
Product Name
Descriptive name as on vendor catalogue
StringRequired
Vendor Name
Supplying vendor
RefRequired
Vendor Product Code
Vendor's catalogue code / SKU
StringRequired
Product Category
Apparel / Drinkware / Tech / Stationery / Kit / Other
EnumRequired
Decoration Method
Screen print / Embroidery / Laser / UV / Pad print
EnumRequired
MOQ
Minimum order quantity per item
IntegerRequired
Unit Cost (at est. qty)
INR, includes decoration if applicable
CurrencyRequired
Selling Price (quoted)
INR per unit to client
CurrencyRequired
Vendor Lead Time
Days from PO to delivery at warehouse
IntegerRequired
Available Colors / Sizes
Options available at stated MOQ — document all variants client can select from
StringRequired
Confirmed Color / Size Breakdown
Final quantity split by variant — e.g. S:20, M:50, L:30; Navy:60, White:40
StringRequired
HSN Code
Harmonised System of Nomenclature code — mandatory for GST invoicing per product
StringRequired
Material / Composition
e.g. 100% cotton, recycled PET, bamboo composite — required for eco products and customs
StringRequired
Country of Origin
Vendor's manufacturing country — required for compliance and client reporting
StringRequired
Environmental / Eco Product
Yes / No — if Yes, certification fields below are mandatory
BooleanRequired
Eco Certification Type
GOTS / GRS (Global Recycled Standard) / FSC / OEKO-TEX / BCI / Other — one product can carry multiple
EnumConditional
Eco Certification Number
Vendor's certification reference — must be on vendor invoice and PO for compliance
StringConditional
Alternate Vendor (if primary unavailable)
Secondary vendor capable of supplying this product — populate at recommendation stage to prevent production delays
RefConditional
Kit Configuration (if applicable)
Kit Name
Descriptive kit label
StringConditional
Kit Components
List of products included in kit
ListConditional
Kit Unit Price (total)
Combined cost of all components
CurrencyConditional
Packaging Type
Gift box / Mailer box / Polybag / Carry bag
EnumConditional
Insert / Collateral Required
Card, brochure, tissue, ribbon
BooleanOptional
Excel Submission Tracking
Excel Sent Date
DateRequired
Client Response Date
DateRequired
Revision Round
1 / 2 / 3 — track iterations
IntegerRequired
Final Products Selected
List of approved product codes
ListRequired
Fields: 28System: Excel / Zoho CRM Opportunity
🔗 Cross-Functional Requests — ASM must raise ▶
To Dept.
Request / Document
When to Raise
Format
Operations
Vendor Pricing Enquiry (RFQ)
Provide product spec, category, estimated quantity, and required delivery date to Ops so they can obtain vendor pricing before Excel is built
Immediately after discovery call brief is complete
Email
Operations
Vendor Lead Time Confirmation
Ops to confirm vendor's production lead time per product at the estimated quantity — used to populate the Excel and validate delivery feasibility
Before Excel is issued to client
Email
Design
Product Image / Asset Request
Request rendered or high-res product images for products not already in the asset library, to use in the Excel presentation
Only if vendor has not supplied images and client-facing Excel requires visuals
Email
S3 Sample, Artwork & Approval
DesignASM
▶
Product Reference — One Record Per Product
Product Name
As per S2 — each PA and sample record must be anchored to a specific product, not the order
RefRequired
Vendor Product Code (S2 ref)
Links this PA/sample record back to the exact product code confirmed at S2
RefRequired
Eco Product
Yes / No — if Yes, verify that decoration method is compatible with eco certification requirements (e.g. GOTS restricts certain ink types)
BooleanRequired
Artwork & Brand Assets
Artwork File Received
Yes / No — Boolean
BooleanRequired
Artwork File Format
AI / EPS / PDF / PNG / JPEG
EnumRequired
Brand Color Codes
Pantone / HEX / CMYK codes provided
StringRequired
Logo Usage Rules
Minimum size, clear space, do-not-use guidelines
TextOptional
Decoration Placement
Left chest / Full back / Centre / Sleeve — per product
StringRequired
PA Version Number
Production Artwork version (v1, v2…)
StringRequired
Sample Process
Sample Type
Digital Mockup / Physical Sample
EnumRequired
Sample Requested Date
DateRequired
Sample Sent Date
DateRequired
Sample Cost
INR — chargeable or waived
CurrencyConditional
Sample Revision Round
1 / 2 / 3 — max 3 before escalation
IntegerRequired
Approval Record
Approval Status
Pending / Approved / Rejected
EnumRequired
Approved By (Name)
Client contact who approved
StringRequired
Approval Date
DateRequired
Approval Reference
Email thread ID or form reference number
StringRequired
Rejection Reason
If rejected — document reason in full
TextConditional
Fields: 19System: Design Archive + Zoho CRM✓No vendor PO issued without Approval Reference on file
🔗 Cross-Functional Requests — ASM must raise ▶
To Dept.
Request / Document
When to Raise
Format
Design
Artwork Brief Form
Mandatory brief to Design containing: product name, decoration method, placement position, logo file received (Y/N), brand colors, and mockup or PA required
As soon as client confirms product selection and provides artwork
Form / Email
Operations
Physical Sample Order Request
Request to Ops to coordinate with vendor for a decorated physical sample — include product spec, qty = 1, PA reference, and delivery address for sample
When physical sample path is chosen over digital mockup
Email
Finance
Sample Cost Approval
Request Finance sign-off if sample cost exceeds internal threshold; document whether sample cost is chargeable to client or absorbed
Before sample is ordered from vendor; only if cost exceeds threshold
Email
S4 Quotation, Client PO & Sales Order
FinanceASM
▶
Quotation
Quote Number
Sequential reference: QT-YYYYMMDD-####
IDRequired
Quote Date
DateRequired
Quote Validity Date
Expiry date (typically +7 days)
DateRequired
Quote Total (INR)
Pre-GST subtotal
CurrencyRequired
GST Amount
CurrencyRequired
Grand Total (INR)
CurrencyRequired
Margin % (internal)
DecimalRequired
Payment Terms
Advance % + balance on delivery / NET30
StringRequired
Delivery Timeline (stated)
X working days from PO date
IntegerRequired
Client Purchase Order
Client PO Number
StringRequired
PO Date
DateRequired
PO Value (INR)
CurrencyRequired
PO Matches Quote
Yes / No — discrepancy logged if No
BooleanRequired
Advance Amount (INR)
CurrencyConditional
Advance Received Date
DateConditional
Balance Due Amount
CurrencyRequired
Sales Order
SO Number
SO-YYYYMMDD-####
IDRequired
SO Date
DateRequired
Production Deadline
Back-calculated from delivery date
DateRequired
Delivery Address(es)
Full address per location — all confirmed
TextRequired
Kitting Instructions
Component list, packaging spec, labeling
TextConditional
SO Line Items — Per Product (repeat per SKU)
Product Name
As per S2 confirmed selection — one line per product in the order
RefRequired
Vendor Product Code / SKU
Vendor's catalogue code — carried from S2; identifies product on vendor PO
StringRequired
HSN Code
Mandatory on SO and invoice per Indian GST law — carried from S2
StringRequired
Confirmed Quantity
Total units ordered — inclusive of any buffer agreed with client
IntegerRequired
Color / Size Breakdown
Quantity per variant — must match kitting instruction and vendor PO exactly
StringRequired
Unit Selling Price (INR)
As quoted — used for invoice line value
CurrencyRequired
Line Total (INR)
Qty × Unit Price — pre-GST; must reconcile to Quote Total
CurrencyRequired
Assigned Vendor(s)
Primary vendor for this product; if split across two vendors, document both with quantity per vendor
RefRequired
Multi-Vendor Split
Yes / No — if Yes, document Vendor A qty and Vendor B qty. One vendor PO per vendor must be raised.
BooleanRequired
Eco Product
Yes / No — if Yes, eco certification number must appear on vendor PO and be verified at GRN
BooleanRequired
Fields: 31System: Zoho CRM + Tally + WMS
🔗 Cross-Functional Requests — ASM must raise ▶
To Dept.
Request / Document
When to Raise
Format
Operations
Order Capacity Confirmation
Confirm that vendor capacity and warehouse capacity can absorb this order at the required quantity and timeline before quote is finalised
Before final quote is issued to client
Email
Finance
Proforma Invoice for Advance
Request Finance to issue a proforma invoice for the advance amount so client can process payment before production begins
Immediately after client PO is received and advance terms apply
Document
ASM → All
Sales Order Distribution
Formal SO distributed to Operations (vendor POs), Warehouse (kitting prep and inbound ETA), Design (PA brief), Finance (invoice milestone dates) simultaneously on SO creation
Same day as SO is created — no team should begin without a copy
Email
Warehouse
Packaging Material Request
Confirm packaging stock availability (gift boxes, mailers, polybags, inserts) and raise procurement request if stock is insufficient for the order volume
At SO creation — do not wait until goods arrive
Email
S5 Vendor Purchase Orders
Operations
▶
Per Vendor PO
Vendor PO Number
VPO-YYYYMMDD-#### — unique per vendor
IDRequired
Linked SO Number
RefRequired
Vendor Name
RefRequired
Vendor Contact Name
StringRequired
Vendor Contact Phone / Email
StringRequired
Products in this PO
Item name, SKU, quantity, color, size
ListRequired
HSN Code per Product Line
Must appear on vendor PO for each product — required for GST and tax compliance
StringRequired
Color / Size Breakdown per Line
Quantity per variant on this PO — must match the SO line item breakdown exactly
StringRequired
Eco Certification Number (on PO)
Vendor's certification reference — must be printed on vendor PO and reflected on vendor invoice for GOTS / GRS / FSC compliance
StringConditional
Buffer Quantity Ordered
Units ordered above confirmed SO quantity — document excess to track against GRN and avoid billing disputes
IntegerRequired
Decoration Method
EnumRequired
Decoration Responsibility
Vendor / 3rd Party Unit / In-House
EnumRequired
PA Sent to Vendor
Yes / No + PA version number
BooleanRequired
PA Sent Date
DateRequired
Vendor PO Acknowledged Date
DateRequired
Production Start Date (confirmed)
DateRequired
Expected In-Hand Date
Date goods must arrive at warehouse
DateRequired
Vendor PO Value (INR)
CurrencyRequired
Deliver-To Address
Warehouse / Decoration Unit address
TextRequired
Production Tracking
Mid-Production Check Date
DateRequired
Mid-Production Image Received
BooleanRequired
Pre-Shipment Inspection Date
DateRequired
Pre-Shipment Pass / Fail
EnumRequired
Vendor Dispatch Date
DateRequired
Inbound Tracking Number
StringRequired
Vendor Invoice Number
StringRequired
Vendor Invoice Amount
CurrencyRequired
Status
Placed / In Production / Shipped / Received / Rejected
EnumRequired
Fields: 29System: Operations Tracker + Zoho CRM⚠One row per vendor PO — multiple rows for multi-vendor orders
🔗 Cross-Functional Requests — ASM must raise ▶
To Dept.
Request / Document
When to Raise
Format
Operations
Vendor PO Issuance Request
Formal trigger to Ops to raise vendor POs — include SO number, linked product list per vendor, quantities, decoration routing decision, and required in-hand date at warehouse
Day after SO creation; after advance is collected if applicable
Email
Design
Production Artwork (PA) Request
Formal PA brief per product: product name, decoration method, placement, print dimensions, color mode (Pantone / CMYK), approved artwork file version, and who receives the PA (vendor / decoration unit)
Simultaneously with vendor PO request — PA must be ready when vendor starts
Form / Email
Operations
Decoration Routing Instruction
Written confirmation of which decoration route applies per product: vendor in-house / 3rd party decoration unit / in-house warehouse. Specifies PA recipient and separate PO if 3rd party unit is used.
Before any vendor PO is raised — decoration route must be locked
Email
Warehouse
Inbound Delivery Schedule
Notify Warehouse of expected delivery dates per vendor so they can allocate space, schedule QC staff, and flag any bay or timing conflicts
As soon as vendor acknowledges PO and confirms production timeline
Email
S6 Warehouse — GRN, QC & Kitting
WarehouseWMS
▶
Goods Receipt Note
GRN Number
GRN-YYYYMMDD-####
IDRequired
GRN Date
DateRequired
Linked Vendor PO
RefRequired
Linked SO
RefRequired
Product Name
Exact product name as on vendor PO and SO — mandatory anchor for GRN; raise a separate GRN line per product if a single delivery contains multiple products
RefRequired
Vendor Product Code / SKU
Must match vendor PO — used to verify correct product was delivered
StringRequired
Color / Size Breakdown Received
Units per variant as received — must be reconciled against the SO color/size breakdown; discrepancies to be flagged immediately
StringRequired
Quantity Ordered
IntegerRequired
Quantity Received
IntegerRequired
Shortfall / Excess Units
IntegerRequired
Damaged Units on Receipt
IntegerRequired
Quality Control
QC Pass / Fail
EnumRequired
QC Defect Count
IntegerRequired
QC Defect Rate (%)
DecimalRequired
Defect Type
Logo error / Damage / Wrong color / Wrong product
EnumConditional
QC Performed By
StringRequired
Quarantine Units
IntegerConditional
Eco Certification Verified at GRN
For eco products: confirm certification label / tag is present on goods as per PO requirement — Yes / No / N/A
EnumConditional
Kitting & Dispatch Prep
Kitting Start Date
DateRequired
Kitting Complete Date
DateRequired
Total Kits / Packages Prepared
IntegerRequired
Packing Slip Generated
BooleanRequired
Labels Applied & Verified
BooleanRequired
Fields: 25System: Vinculum WMS
🔗 Cross-Functional Requests — raised at this stage ▶
Direction
Request / Document
When to Raise
Format
ASM → WH
Kitting Instruction Sheet
Formal document issued by ASM to Warehouse detailing: kit components per SKU, component quantities, assembly sequence, packaging type, insert contents, packing slip template, and label placement
Before the first vendor delivery arrives — Warehouse cannot kit without this
Document
WH → ASM
QC Exception Report
Raised by Warehouse when inbound QC defect rate exceeds 2% — includes batch photos, defect type, count, and recommendation (quarantine / rework / return to vendor)
Immediately upon detecting a QC failure on inbound goods
Report
WH → Ops
Shortfall Notification
Formal notification to Operations when quantity received is less than PO quantity — Ops must then contact vendor and assess impact on delivery timeline
Same day as GRN if shortfall is detected
Email
Ops → Vendor
Vendor Claim / Rejection Notice
Formal claim raised against vendor when QC failure is confirmed — references GRN number, defect count, photographic evidence, and states whether replacement or credit note is required
After QC Exception Report is confirmed by ASM
Document
S7 Dispatch, Tracking & Delivery
LogisticsASM
▶
Product Manifest — Per Consignment
Product Name(s) in Consignment
List of all products packed in this consignment — must match the packing slip; used to resolve delivery disputes
ListRequired
Quantity per Product in Consignment
Units of each product dispatched in this shipment — reconcile against SO and GRN before dispatch
StringRequired
Total Units Dispatched (all products)
Aggregate across all products in this dispatch; must match kitting completion count
IntegerRequired
Shipment Details
Dispatch Date
DateRequired
Carrier / Courier Name
StringRequired
Shipping Mode
Surface / Air / Courier
EnumRequired
Total Packages Dispatched
IntegerRequired
AWB / Tracking Numbers
One per consignment / location
ListRequired
Destination Address(es)
As per SO — one per AWB
TextRequired
Expected Delivery Date
DateRequired
Tracking Shared with Client
BooleanRequired
Tracking Shared Date
DateRequired
Proof of Delivery
POD Received
BooleanRequired
POD Date
Per location for multi-location
DateRequired
POD Collected By
Name at delivery location
StringRequired
Delivery Exception
None / Wrong Address / Refused / Damaged / Lost
EnumRequired
Exception Resolution
TextConditional
Return-to-Warehouse Units
Undeliverable drop-ship returns
IntegerConditional
Fields: 18System: WMS + CRM + Carrier Portal✓All PODs confirmed = Invoice trigger
🔗 Cross-Functional Requests — raised at this stage ▶
Direction
Request / Document
When to Raise
Format
ASM → WH
Dispatch Authorization
Written authorization from ASM to Warehouse confirming: kitting is complete, all QC passed, final count verified, and goods are cleared for carrier handover
After kitting completion is confirmed — do not dispatch without this
Email
ASM → WH
Address Data File (Drop-Ship)
Complete recipient address list in standardised format: Name, Address Line 1, Address Line 2, City, State, PIN, Phone — one row per recipient, validated before submission
Before kitting begins for individual drop-ship orders
Excel
Ops → Carrier
Carrier Booking Request
Booking raised with logistics carrier — includes shipment dimensions, weight, number of packages, pickup address, delivery address(es), service type, and requested pickup time
1–2 days before planned dispatch date
Portal / Email
WH → Finance
POD Confirmation to Finance
Formal notification from Warehouse / Logistics to Finance confirming all PODs are collected and the invoice generation trigger has been met
Immediately after all PODs are received and archived against SO
Email
S8 Invoicing & Accounts Receivable
FinanceTally
▶
Invoice Line Items — Per Product (statutory GST requirement)
Product Name / Description
As per SO — each product is a separate line on the invoice; mandatory under GST Act
RefRequired
HSN Code
Per product line — carried from SO; mandatory on every GST invoice in India
StringRequired
Quantity Invoiced
Must match quantity dispatched and POD-confirmed — not SO quantity if partial delivery occurred
IntegerRequired
Unit Rate (INR)
As per SO line item — must match quoted and PO-confirmed price
CurrencyRequired
GST Rate per Line (%)
Applicable rate per HSN code — 5%, 12%, 18%, or 28%; can differ per product in a multi-product order
DecimalRequired
Line Total excl. GST (INR)
Qty × Unit Rate — must reconcile to SO line total
CurrencyRequired
Invoice Details
Invoice Number
INV-YYYYMMDD-####
IDRequired
Invoice Date
DateRequired
Linked PO Number
RefRequired
Linked SO Number
RefRequired
Subtotal (INR)
CurrencyRequired
GST Type
CGST+SGST (intra-state) / IGST (inter-state)
EnumRequired
GST Amount
CurrencyRequired
Advance Deducted
Amount from advance payment if applicable
CurrencyConditional
Net Payable (INR)
CurrencyRequired
Payment Due Date
DateRequired
Invoice Sent Date
DateRequired
Invoice Receipt Confirmed
BooleanRequired
Payment & Closure
Payment Received Date
DateRequired
Payment Amount (INR)
CurrencyRequired
Payment Reference / UTR
StringRequired
Payment Method
NEFT / RTGS / Cheque / Razorpay
EnumRequired
Outstanding Amount
CurrencyRequired
Dispute Raised
BooleanRequired
Dispute Reason
TextConditional
Credit Note Issued
BooleanConditional
Credit Note Amount
CurrencyConditional
Order Status
Open / Partially Paid / Paid / Overdue / Closed
EnumRequired
Fields: 28System: Tally + Zoho CRM
🔗 Cross-Functional Requests — raised at this stage ▶
Direction
Request / Document
When to Raise
Format
ASM → Finance
Invoice Generation Request
Formal trigger from ASM to Finance to generate and issue the client invoice — includes SO number, confirmed delivery date, POD reference, advance amount to deduct, and client billing contact
Immediately after POD confirmation is received from Warehouse
Email
ASM → Finance
Credit Note Request
Request Finance to issue a credit note against an invoice — states the invoice number, reason (quantity shortfall / defective goods / client dispute), and the credit amount to be applied
Upon confirmed return, QC failure post-delivery, or accepted client dispute
Email
Finance → ASM
Overdue Escalation Notice
Finance notifies ASM and senior management when payment is overdue by 7+ days — ASM must then make direct contact with client and document the outcome in CRM
Payment due date + 7 days with no receipt
Email
Ops → Vendor
Vendor Payment Request
Once client payment is confirmed and reconciled, Ops or Finance triggers vendor payment against the vendor invoice — only after client payment is received to protect cash flow
After client payment is confirmed and matched in Tally
Document
Planning Template — How to use
Each stage card below shows: What to plan before starting, What to watch out for during execution, a Execution checklist (click to check off), Risk register with mitigation, and Timing benchmarks. Checklists are interactive — click items to mark complete. Progress resets on refresh.
STAGE 01ASM / Sales
Lead & Discovery
Checklist progress0%
🗓 What to Plan ▶
›Prepare discovery call agenda before the call — do not improvise
›Have the brief template ready to fill during the call
›Research client company before call: industry, size, known campaigns
›Identify whether the opportunity is kit, single product, or mixed
›Set expectation with client for Excel delivery timeline at end of call
⚠ Watch Out For ▶
›Decision-maker not on the call — always confirm who approves the PO
›Delivery date too tight — back-calculate feasibility before committing
›Budget too low for requirement — flag early, don't proceed on assumption
›Missing artwork — no AI/EPS file means no production; request immediately
›Delivery addresses incomplete for multi-location or individual drop-ship
✓ Execution Checklist ▶
✓
Lead logged in CRM with source tag
✓
ASM assigned; first contact within 4 hours
✓
Discovery call scheduled and conducted
✓
Full brief captured: occasion, qty, budget, deadline, delivery type
✓
Decision-maker and finance contact identified
✓
Artwork / logo files requested from client
✓
Delivery feasibility confirmed internally before committing
✓
Brief saved to CRM opportunity
⏱ Timing Benchmarks ▶
First contact from lead≤ 4 hrs
Discovery call to Excel delivery2–3 days
Client Excel review SLA3 days
🔗 Requests to Raise ▶
Operations
Delivery Feasibility Check
Before committing delivery date to client — email Ops with required date and estimated quantity
Finance
New Client Credit Assessment
For new clients where credit terms will be extended — raise before quote is issued
STAGE 02Design + ASM
Sample & Artwork Approval
Checklist progress0%
🗓 What to Plan ▶
›Decide digital vs physical sample before briefing Design — do not leave this ambiguous
›For physical samples: account for lead time in overall project timeline
›Confirm brand guidelines from client before Design starts — avoid rework
›Establish client's approval contact upfront — not the buyer, the brand approver
›Set maximum revision rounds with client in the first communication
⚠ Watch Out For ▶
›Verbal approval only — always get written confirmation before proceeding
›Client delays on approval eating into production window
›Artwork file in wrong format (JPEG / low-res PNG) — unusable for production
›Color shift between digital mockup and physical sample — manage expectations early
›Scope creep: client changing product after sample approval invalidates the quote
✓ Execution Checklist ▶
✓
Artwork files received in vector format (AI / EPS / PDF)
✓
Brand colors confirmed: Pantone / CMYK / HEX
✓
Decoration placement specified per product
✓
Sample type decided and communicated to client
✓
Design brief issued to Design team with full spec
✓
Sample / mockup delivered to client on time
✓
Written approval received and archived with version number
✓
Approved PA filed and linked to SO
🔴 Risk Register ▶
HIGHClient takes 7+ days to approve sample
Mitigation: Set a written approval deadline in the sample email. Escalate to senior ASM after 3 days of silence.
HIGHArtwork provided in unusable format
Mitigation: Specify required format on first contact. Do not start production artwork until vector file received.
MEDProduct changed after sample approval
Mitigation: Treat as new requirement; issue revised quote. Do not absorb re-sample cost internally without authorization.
⏱ Timing Benchmarks ▶
Digital mockup turnaround1–3 days
Physical sample production5–15 days
Client approval SLA2–3 days
Max revision rounds3 rounds
🔗 Requests to Raise ▶
Design
Artwork Brief Form
Mandatory — product, method, placement, artwork file version, color codes. Raise as soon as client confirms selection and provides artwork files.
Operations
Physical Sample Order Request
If physical sample path chosen — include product spec, PA reference, delivery address. Ops coordinates with vendor.
Finance
Sample Cost Approval
If sample cost exceeds internal threshold — document chargeable vs absorbed decision before ordering.
STAGE 03ASM + Finance
Quotation & Client PO
Checklist progress0%
🗓 What to Plan ▶
›Confirm final vendor costs and lead times before building quote — not before client finalizes product selection on the Excel
›Back-calculate production and kitting timelines from client delivery date
›Confirm GST applicability and correct GSTIN for client
›Define payment terms before quote is sent — do not negotiate post-PO
›Get margin sign-off internally before quote is issued
⚠ Watch Out For ▶
›Client PO value different from quote — do not proceed; reconcile first
›Client PO missing delivery address(es) — cannot raise vendor PO without this
›Quote validity expired before PO received — must requote if prices changed
›Advance not collected before production starts on credit-risk clients
›Quantity on PO higher than quoted — check vendor capacity before accepting
✓ Execution Checklist ▶
✓
Margin verified and within floor threshold
✓
Delivery timeline back-calculated and feasible
✓
Quote issued with 7-day validity
✓
Client PO received and validated against quote
✓
Advance collected (if applicable)
✓
Sales Order created and distributed to all teams
✓
Production deadline set on SO
🔴 Risk Register ▶
HIGHPO value does not match quote
Mitigation: Do not raise any vendor POs. Contact client finance same day. Document discrepancy in CRM.
HIGHVendor costs increase after quote issued
Mitigation: Lock vendor prices in writing at quote stage. Absorb only within margin; requote if below floor.
MEDClient PO delayed beyond quote validity
Mitigation: Follow up at day 5 of 7-day window. If expired, re-confirm vendor prices before reissuing.
⏱ Timing Benchmarks ▶
Quote validity window7 days
PO acknowledgement to client≤ 4 hrs
SO creation after PO receiptSame day
Vendor POs raised after SONext day
🔗 Requests to Raise ▶
Operations
Order Capacity Confirmation
Before final quote is issued — confirm vendor and warehouse capacity can absorb this order at stated quantity and timeline.
Finance
Proforma Invoice for Advance
Raised immediately after client PO received if advance payment terms apply.
ASM → All
Sales Order Distribution
SO emailed to Operations, Warehouse, Design, Finance simultaneously on the day of SO creation. No team should begin without it.
Warehouse
Packaging Material Request
Confirm packaging stock at SO creation — raise procurement if insufficient. Do not wait until goods arrive.
STAGE 04Operations + Design
Vendor POs & Production
Checklist progress0%
🗓 What to Plan ▶
›Map all products to vendors before raising a single PO — know the full vendor list
›Identify critical path: which vendor has the longest lead time — plan around them
›Confirm decoration routing per product before PO is issued
›Create a production tracker with milestone dates per vendor PO
›Brief Design team on all PA requirements simultaneously — run in parallel
›Order a buffer quantity (3–5%) for high-risk items prone to decoration rejects
⚠ Watch Out For ▶
›Vendor does not acknowledge PO within 24 hours — escalate immediately
›Production artwork not issued before vendor starts — causes decoration errors
›One slow vendor blocking kitting for the entire order
›Vendor outsources to sub-vendor without notification — quality risk
›Public holidays at vendor location — always check against production calendar
›PA rejected by decoration unit — adds 1–3 days of delay
✓ Execution Checklist ▶
✓
All vendor POs issued with full spec and delivery-to address
✓
All vendors acknowledged POs within 24 hours
✓
Production start dates confirmed per vendor
✓
PA issued to all relevant parties (vendor / decoration unit)
✓
Production tracker created with dates per vendor
✓
Mid-production images requested and reviewed
✓
Pre-shipment inspection completed per vendor
✓
Dispatch approved and inbound tracking numbers received
✓
Warehouse notified of expected delivery dates per vendor
🔴 Risk Register ▶
HIGHOne vendor delays; blocks entire kitting
Mitigation: Begin kitting with available goods. Identify if partial delivery to client is acceptable. Inform client immediately.
HIGHPre-shipment inspection fails
Mitigation: Reject the batch. Vendor produces replacement. Escalate to client on timeline impact. Raise vendor claim.
MEDRaw material stockout at vendor
Mitigation: Maintain alternative vendor list per category. Switch vendor if within acceptable lead time.
LOWPA rejected by vendor / decoration unit
Mitigation: Design team issues revised PA within 24 hours. Ensure PA format aligns with vendor's tech requirements.
⏱ Timing Benchmarks ▶
Vendor PO acknowledgement≤ 24 hrs
PA issued to vendor / decoration unitSame day as PO
Typical vendor production time7–21 days
Pre-shipment inspection2 days before dispatch
🔗 Requests to Raise ▶
Operations
Vendor PO Issuance Request
Trigger to Ops day after SO creation — include SO number, product list per vendor, quantities, decoration routing, and required in-hand date.
Design
Production Artwork (PA) Request
PA brief per product — simultaneously with vendor PO request. Must be ready when vendor starts production.
Operations
Decoration Routing Instruction
Written lock on which route (vendor / 3rd party / in-house) applies per product — must be issued before any vendor PO is raised.
Warehouse
Inbound Delivery Schedule
Notify Warehouse of expected vendor delivery dates as soon as vendor confirms production timeline.
STAGE 05Warehouse
Warehouse, GRN & Kitting
Checklist progress0%
🗓 What to Plan ▶
›Share expected delivery dates per vendor with warehouse team at vendor PO stage
›Prepare kitting instruction sheet before first vendor delivery arrives
›Allocate warehouse space and staff capacity for kitting volume
›Confirm all packaging materials are in stock before kitting begins
›For individual drop-ship: prepare address label file in advance
›Schedule QC staff for inbound inspection on expected delivery days
⚠ Watch Out For ▶
›Starting kitting before all vendors have delivered — leads to incomplete kits
›QC defect rate above 2% — batch must be quarantined; do not kit
›Address label errors for individual drop-ship — verify every label before packing
›Wrong product variant kitted (wrong color / size) — kit audit after assembly
›Packaging material out of stock — order must be confirmed at SO creation
✓ Execution Checklist ▶
✓
Kitting instruction sheet issued to warehouse before deliveries begin
✓
GRN raised per vendor delivery in WMS
✓
All vendor deliveries received and GRN'd before kitting starts
✓
QC pass confirmed on all inbound batches
✓
Kits assembled per instruction; component count verified
✓
Packing slips inserted in each package
✓
Shipping labels applied and verified (no duplicates, no blanks)
✓
Final count matches SO quantity before handover to carrier
🔴 Risk Register ▶
HIGHQC fails on a critical product batch
Mitigation: Quarantine batch; notify Operations and ASM immediately. Client communicated within 2 hours.
MEDQuantity shortfall affects kitting
Mitigation: Assess if partial delivery is viable. Confirm with ASM and client before proceeding.
MEDPackaging material not in stock
Mitigation: Order packaging at SO creation stage. Do not wait until goods arrive.
⏱ Timing Benchmarks ▶
GRN to QC completionSame day
Kitting (standard order)1–2 days
Kitting (large / complex kit)2–5 days
QC fail escalation response≤ 2 hrs
🔗 Requests to Raise ▶
ASM → WH
Kitting Instruction Sheet
Issued before first vendor delivery. Components per SKU, assembly sequence, packaging type, insert list, packing slip template, label placement.
WH → ASM
QC Exception Report
Raised by Warehouse when defect rate exceeds 2% — batch photos, defect type, count, recommendation. ASM must respond within 2 hours.
WH → Ops
Shortfall Notification
Same day as GRN if quantity received is less than PO quantity. Ops contacts vendor and assesses delivery impact.
Ops → Vendor
Vendor Claim / Rejection Notice
Raised after QC failure is confirmed — references GRN number, defect count, photographic evidence, and states replacement or credit note required.
STAGE 06Logistics + ASM
Dispatch & Delivery
Checklist progress0%
🗓 What to Plan ▶
›Select carrier at SO creation — do not leave to last minute
›For drop-ship: collect all recipient addresses before dispatch; validate format
›For multi-location: prepare consolidated tracking sheet template in advance
›Communicate expected delivery window to client before dispatch
›Identify if client has delivery restrictions (building access, dock hours, signature required)
⚠ Watch Out For ▶
›Wrong address on label — verify all labels before carrier pickup
›Carrier rejects oversized or overweight packages — check dimensions in advance
›Tracking not shared within 2 hours of dispatch — client SLA breach
›POD not collected before invoice is issued — process violation
›Public holidays at delivery location — add buffer day to ETA
✓ Execution Checklist ▶
✓
Final count vs SO confirmed before carrier pickup
✓
All AWB / tracking numbers recorded against SO in WMS
✓
WMS inventory deducted; status updated to Dispatched
✓
Tracking communicated to client within 2 hours
✓
In-transit monitoring active; exceptions flagged immediately
✓
POD collected per location / consignment
✓
POD archived against SO
🔴 Risk Register ▶
HIGHShipment lost or severely delayed in transit
Mitigation: File carrier claim immediately. Assess replacement options. Client informed same day.
HIGHPackage arrives damaged at client
Mitigation: Collect photographic evidence from client. Raise carrier claim. Initiate replacement or credit note process.
MEDUndeliverable addresses in drop-ship
Mitigation: Return-to-warehouse protocol. Contact client for correct address. Re-dispatch within 48 hours.
⏱ Timing Benchmarks ▶
Tracking shared after dispatch≤ 2 hrs
Metro delivery (surface)1–3 days
Non-metro / tier-2 delivery3–7 days
POD collection after deliverySame / next day
🔗 Requests to Raise ▶
ASM → WH
Dispatch Authorization
Written clearance after kitting is confirmed complete and QC passed. Warehouse cannot hand over to carrier without this.
ASM → WH
Address Data File (Drop-Ship)
Validated Excel file — Name, Address 1, Address 2, City, State, PIN, Phone. One row per recipient. Submit before kitting begins.
Ops → Carrier
Carrier Booking Request
Raised 1–2 days before planned dispatch — dimensions, weight, package count, pickup address, destinations, service type.
WH → Finance
POD Confirmation to Finance
Formal trigger to Finance after all PODs are collected — this activates the invoice generation process.
STAGE 07Finance
Invoicing & Payment Collection
Checklist progress0%
🗓 What to Plan ▶
›Set invoice milestone dates on SO at creation — know the due date before dispatch
›Confirm client finance contact and preferred invoice format before delivery
›For multi-location orders: decide if single invoice or one per location
›Confirm GSTIN, billing address, and HSN codes before invoice generation
›Schedule payment follow-up dates in calendar at invoice issuance
⚠ Watch Out For ▶
›Invoice issued before POD is confirmed — process violation; cannot be legally disputed if challenged
›Wrong GSTIN or billing entity on invoice — rejected by client finance; causes delay
›Advance deduction missed on final invoice — overstates payable
›Client disputes quantity or line items — always cross-check invoice against SO
›Payment past due with no follow-up — AR aging increases
✓ Execution Checklist ▶
✓
All PODs confirmed before invoice generated
✓
Invoice cross-checked against SO line items and quantities
✓
Advance amount deducted correctly on invoice
✓
GST type correct: CGST+SGST / IGST per client location
✓
Invoice sent to client finance + CC to ASM
✓
Invoice receipt confirmed from client within 48 hours
✓
Payment follow-up schedule set in calendar
✓
Payment received, matched, and logged in Tally
✓
CRM opportunity closed; documents archived
🔴 Risk Register ▶
HIGHPayment overdue by 7+ days
Mitigation: Escalate to senior management. Issue formal overdue notice with late payment clause. Hold new orders from client until resolved.
HIGHClient disputes invoice post-delivery
Mitigation: Cross-reference PO, SO, and POD. Resolve factual errors with credit note. Escalate to Finance Head for disputes over ₹50,000.
MEDInvoice sent to wrong contact
Mitigation: Always confirm finance contact at PO stage. Reissue immediately. Payment clock resets from confirmed receipt date.
⏱ Timing Benchmarks ▶
Invoice issued after PODSame day
Client confirms invoice receipt≤ 48 hrs
First payment reminder50% of due window
Escalation if unpaidDue date + 7 days
🔗 Requests to Raise ▶
ASM → Finance
Invoice Generation Request
Trigger to Finance immediately after POD confirmation — include SO number, POD reference, advance to deduct, and client billing contact.
ASM → Finance
Credit Note Request
Raised on confirmed return, post-delivery QC failure, or accepted client dispute — state invoice number, reason, and credit amount.
Finance → ASM
Overdue Escalation Notice
Finance alerts ASM + management at due date + 7 days. ASM must make direct client contact and log outcome in CRM.
Ops → Vendor
Vendor Payment Request
Triggered only after client payment is confirmed and reconciled in Tally — protects cash flow.
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