Promotional items should be expected to arrive in the office within 3-10 days from when the order is placed. The exact dates are added by Administrative Specialist in the PROMO Milestones and taken from vendors information.
Most of the time the promotional materials will be sent to the office. However, sometimes there is not enough time for delivering the promotional materials to the office first. So in order to catch the shipment of the order, it has to be sent directly to the warehouse of loading. In this case, if the deadline is not met for the promotional materials to be ready and delivered to the office, Promo Specialist will inform Account Manager to coordinate the delivery to the warehouse and load them into the container. Generally we should avoid this scenario.
When everything has arrived to the office, Promo Specialist will need to conduct QA by checking the items and write down the following information on the carton:
Customer code - SOXXX - Item name - Quantity
Administrative Specialist will take photos of each item and then save them in the server: Google Drive (Z:)>>Shared drive>>AdvaCare Marketing Control>>Promotional Distributor Material>>customer code>>order number>>Finished products
When the promotional items arrive, most likely they will not arrive at the same time as they are from different Vendors. For large items, it is best to fill out the PROMO SHIPPING LIST for Logistics. For this, the following should be completed:
- Description: name of the promotional item
- QTY: number of items per carton/bag
- TOTAL GROSS WEIGHT: each item will be weighed by the weight machine and recorded her
- DIMENSIONS: Length x Width x Height
For smaller items that can be combined with other items, these items still need to be listed and weighed as per above even though they will be packed in a carton together. But this can be done when the promo is ready to be sent to the warehouse for shipment.
Note: Promo Specialist is responsible for conducting QA by checking the received materials, making sure that they are exactly what we sent for production, the promo is of good quality and matches with the set designs. If any mistakes/quality problem/printing problem are there, Promo Specialist will inform the Sales Department via a task on the problem to make a decision.
If the printed promo has a mistake/bad printing quality, Promo Specialist is not only to decide if the produced promo materials can be sent to customer, but also revise the mockups to eliminate the mistake from being repeated in the future.
Proceed to fill PROMO 13 milestone.