Order-to-Delivery Workflow

Purpose

This SOP outlines the step-by-step process for coordinating business card orders; including notifying designers for card creation, placing orders with vendors, ensuring timely delivery to clients, and updating billing records for chargeable cards in the PD_Billing system.

Responsibilities

This SOP involves:

Prerequisites / Requirements

List all requirements that must be fulfilled before carrying out this SOP. Examples include:

1. Completion of the Opening Business Cards Order SOP.
2. Business card order period has ended, and orders from clients have been collected.
3. Editing access into the Business Cards Order form.
4. Editing access into the BCRD_Order_Compile Excel file.
5. Access into the Business Cards Committee & MMM YY - Biz Card Order chat groups.
6. Access into the artwork folders: Marketing Activation Global, Marketing Activation Malaysia, & Lynch Pin Holdings.
7. Login details into the Excard accounts.

Procedure – Assigning Orders to Designers

1. Check the orders in the Form

You may check the orders (if any) by selecting the View responses button. If there are orders, there will be a number displayed on the View responses button.

2. Compile the orders

Segregate the received orders in the BCRD_Order_Compile file according to the relevant designers. Each designer team has its own sheet in the Excel file. Use the table below as a reference for assignment:

Please ensure the details below are filled exactly as per the orders in the form. Copy & paste where possible to minimize errors.

• Blue area → information for designers

• Orange area → information for HR Admin (you, if following this SOP)

Note: MAG and MAM require the same type of details; LPH requires slightly different details.

For Designers (MAG, MAM):

• Date: MMM-YY format (helps with sorting later)

• Name on Card

• Chinese Name: Only if applicable

• Company on Card: Full company name (copy & paste)

• Sub-Brand: Fill in as per order. If marked NA, leave as NA. Designers can confirm with the client if needed.

• Job Title

• Phone Number

• Email Address: Double-check for typos; sometimes clients enter the wrong domain

For Designers (LPH):

• Date: MMM-YY format

• Name on Card

• Chinese Name: Only if applicable

• Company on Card: Full company name

• Slogan/Tagline: Filled by the client in the order form

• Job Title

• Phone Number

• Email Address: Double-check for typos

For HR Admin:

• Order Quantity

• Billing Company

• Deliver To

• Status

3. Align with the Designers on the orders

Screenshot the relevant table. Tag the relevant designers for each order in the Business Card Committee group chat. Use the message template below to notify them:

Hello [@Designer's Name] there is X order so far:

 [insert screenshot of table]

Order file: BCRD_Order_Compile.xlsx

 Please prepare the final artwork by [Design deadline], thank you~

Below is a sample of how the notifications could look like:

Note: If a designer has no orders assigned, please notify them as well.

4. Prepare the group chat between Designers and Clients

Teams chat group for designers and clients: MMM YYYY - Biz Card Order

Update the month and year in the chat group’s name. Add the clients to the chat group.

This chat group is specifically created to facilitate communication between the designers, the HR Admin, and the clients. The topics discussed in this group typically include:

• Confirmation of the business card design and details.

• Updates on the order status and tentative delivery date.

• Confirmation on whether the clients have received their business cards.

5.1. Check the funds in the Excard accounts

The vendor responsible for printing the business cards is Excard.

We maintain three separate accounts with Excard:

To place orders for the business cards, ensure that the accounts have sufficient funds. The account balance can be checked at the top-right corner of the website.

If the account has insufficient funds, notify the Finance PIC to transfer the required amount into your bank account so that you can top up the Excard accounts. You may use the email template provided below.

Subject: Request for Excard Reload

Hello [Name],

I will be ordering cards for [Company] this week.

May I please request at least RM XXX for each account to reload?

You may transfer the funds to my bank account:
Bank Name: 
Recipient Name: 
Account No.: 

I will provide you with the reload invoice once the reloading is completed.

Thank you for your kind assistance!\

5.2. Reload the Excard account

1. 1. Hover your mouse over the top-right corner of the website and select Top Up.
      
      
      
   2. Enter the desired amount and select Proceed.
      
      
      
   3. Follow the on-screen instructions to complete the fund transfer.
   4. Obtain the proof of reload by clicking on the balance amount at the top-right corner of the website.
      
      
      
   5. Select Top-Up Status, and you should see your latest transaction in the table below. If the transaction does not appear, adjust the Date Reload filter. Click on the Transaction Number to download the transaction file.
      
      
      
   6. Notify the Finance PIC that the account has been reloaded and attach the proof of reload in the email for transparency. You may use the email template provided below.

Hello [Name],

I am writing this email to notify you that the funds for [Company]'s account has been received safely.

I have also made the reload to the account.

Please find the statement attached in this email.

Thank you.

6. Designers check with Clients on the card details

After the design has been completed, the designers must send the artwork file to the clients for their review (as shown in the image above). If the designers have not done so by the specified deadline, please remind them to do so in the Business Cards Committee chat group.

7. Finalizing cards artwork

The Designers typically save the final artwork in the following links:

• Marketing Activation Global

• Marketing Activation Malaysia

• Lynch Pin Holdings

These links are also included in a pinned message in the Business Cards Committee chat group. Click on the pinned message to access the links directly.

When the final artwork is ready, the Designers will notify the HR Admin. If the designers have not done so, please remind them to provide the notification.

Before placing the order, you must assist by checking whether the artwork is print-ready. To do this:

1. 1. Download the PDF files of the artwork.

   2. Open the files and attempt to highlight the texts.

   3. If the texts can be highlighted, it indicates that the file is not print-ready. It will appear as shown below.

In such cases, request the Designers to double-check the file and make the necessary corrections before proceeding with the order.

If you cannot highlight the text, it means the file is print-ready. In this case, clicking on the file will feel like clicking on an image, and dragging your mouse across the file will only create a selection box (as shown in the image below).

Please ensure that all text elements are checked. If even one text is missed, the business cards may be produced incorrectly and will need to be reordered.

8. Order the cards

Related Documents

List all other SOPs, forms, or glossary pages that relate to this process. Use a numbered format and include links so users can quickly access them. For example:

1. Glossary: Company Codes
2. SOP: Events: SO Confirmation > Participants Registration
3. etc.

Revision History

• Minor updates: Highlight the section that was updated, insert a comment describing the change, and update the Version's final date & time for the Initial SOP Creation row.
• Major updates: Add a new line to the table below & record the changes.