Sending Promotional Materials to Production

After receiving the confirmation from Customer on the final items, their quantities and designs, Promo Specialist will send a task to the Design Specialist, asking them to make sure to lock the designs (if it was not done before).

Once designs are locked, Design Specialist will inform Promo Specialist in a task and then Promo Specialist needs to ask Administrative Specialist to cross check the sent locked AI files to the vendor with the confirmed mockups in .jpeg file to make sure everything is 100% accurate and correct. The vendor must sent back the .jpeg with how they see the received locked file.

Once everything is confirmed, Promo Specialist will send a task to Administrative Specialist, asking them to send items to production. The task should include the following information:

1. What items should be purchased
2. Quantity of each item
3. Where the locked files are saved

Note that Promo Specialist should always include this sentence in the task: PLEASE ASK THE VENDORS TO PROVIDE SCREENSHOTS BEFORE THEY PRODUCE ANYTHING!

Promo Specialist is to proceed with PROMO 10 Milestone.

Administrative Specialist will update the vendor list in case a new vendor was chosen or any information from the existing vendor has been changed :

https://support.advacarepharma.com/standard-operating-procedures/marketing-dept/sops/updating-vendor-contacts

No payment to any external Vendor will be approved without the Contact created in ERP.

Administrative Specialist sends a task to Accounting Dept. Person requesting a transfer for purchasing the item(s):

Once Accounting Dept. completes the transfer, Administrative Specialist will receive the following task:

After Administrative Specialist places orders, Promo Specialist will expect to receive screenshots from vendors and then crosscheck the screenshots with the confirmed mockups in jpeg file. And if there are mistakes, Promo Specialist needs to ask Administrative Specialist to inform vendors of what needs to be revised. Once Promo Specialist confirms everything, Administrative Specialist can inform vendors to start the production. Administrative Specialist is to fill out PROMO 10, 11, 12 Milestones.

It is important to:

1. Confirm with vendors that all received locked files are received exactly as our mockups.
2. The printing will have good quality (especially if the fonts are small).
3. Upload the dates on when the promo items will be completed and when they will be received in the PROMO Milestones. This information is crucial for managing the shipment of items as it aligns with the products shipment most of the time.