How to Order T-Shirts and Garments for Screen Printing From Vendors Like SanMar, AlphaBroder and S&S

How to Order T-Shirts and Garments for Screen Printing From Vendors Like SanMar, AlphaBroder and S&S


– So when we place orders, there’s a couple
rules that we follow in order to make the
receiving a little bit easier. The first is you don’t
place multiple orders in the same cart for invoices
that have the same garment, manufacturer, color, and style. What I mean by that is
if you have two invoices for the same customer or
even different customer that says like Gildan
5000, black shirt. You don’t put those into the
same order when we’re ordering them from our vendor
because that makes it difficult to receive. When the receiving
person gets that order, they’re gonna have to take
that stack of black shirts, they’re gonna have to count
them and separate them. We wanna put all those orders, including separate
orders, ideally, in the vendor’s
shopping carts and place those orders separately
as long as they meet the minimum threshold for
the free vendor shipping. That way the vendor
will sort them for us before they even
get to our facility. What is okay is having
different garment colors or styles in the same box
because they’re typically very easy to receive, you know it’s easy
for the person to say, this is a yellow shirt,
this goes with job one. This is a blue shirt,
it goes with job two. Very simple when you
pull the garments out, much less simple when it’s
same color, same style, exact same shirt, very
difficult for the person to figure out whats
going on with it. Okay, so we’ve decided we’re
gonna order these from here, we’re gonna click Add To Order. The way that I do ordering
is that I try and make it as easy as
possible to receive and that’s how I think of it, and so the easiest possible
way to receive an order in is have one invoice in the box, that means all the
garments in that box are for that specific invoice, it’ll just have one
job number on it. Then as you add more jobs, because we do wanna
make sure we meet our free shipping requirement, which is typically 200 dollars, it makes it a little
bit more complex because then you have to
start sorting the garments out from that job, right, so typically you want the
minimum number of orders in one shipment as possible so long as you can make
the minimum shipping on all your orders that
you’re placing for the day. So we have smaller orders,
we’ll group them together. Either we’ll group
them with a big order, or we’ll just group them
together to get free shipping, I mean, you know it’s
part of you have to because if you have to pay
for shipping on an order, that’s maybe 10% on top of
what your garments cost, which is just a margin killer, like you’re gonna mess up
your numbers, you know. It’s better to hold the jobs and wait ’til you
have more orders or whatever, I personally
don’t order them unless like we’re really slow for
some reason and I just need to get that job done. I typically will wait on it. So this one down here
that we’re looking at, this is like a
super complex order with tons of styles on it. As I’m looking at it I see
that one or two of these styles need to come from
a different vendor. This is a pretty
straight forward one. This is an Apparel Source
order, let’s just punch that in. It’s gonna copy
this style number and paste it in the search box. So, more important stuff
about placing your orders. The most common error that
happens when placing your order are keying issues, and
what’s a keying issue, it means that you
punch the number in the wrong box when
you’re placing the order. The reason for keying issues
is because some garments come in small through large or
small through extra large,, some garments come in extra
small through extra large, some garments come through
in extra extra small through extra large, which
makes it confusing for the user, which is me, to enter it in, because sometimes you’re
expecting the box to be here but it’s over here,
whatever, whatever right? The other common thing that
happens is that the garment quite didn’t get
keyed in correctly but they get keyed in for
the incorrect color for that garments style or
the incorrect style itself gets keyed in so
you wanna make sure that you’re careful
when you order because returning
garment’s a pain in the ass and also it’s gonna
cost you money, typically like 20% restock fee, and return shipping, so double checking during
the ordering process is really, really important to sure your order
quality is good, so you don’t waste time,
you don’t waste money on the back end. As I go through these invoices, like I actually use my
finger on the screen, I’m like eight smalls, right, and then in the invoicing
system I’m also double checking this is the color number,
this is the small column. I’m starting with eight
and I can key them in. You make enough mistakes
and you pay for them and then eventually
you get careful. Fun times so this vendor, they’re out of a specific size
of the hoodie that I need, so I’m not sure exactly
what we’re gonna do yet but I’m gonna maybe call them
and see what the options are. All right, we just got off
the phone with the vendor. They said they’re gonna check
with Cotton Heritage about the back order and see if
they have an ETA for when they might have those garments, and also in parallel,
what I’m gonna do is I’m gonna email the customer and let them know that
they’re back ordered, on this item and see if we
can move those to double Xs, into the other color
that they’re ordering. Maybe they’ll be
flexible about it. Okay, so let me do that,
let me email this guy. This is important to note, too. When we email the customer
about the shortage, we actually also copy our
help desk ticketing system so that there’s a help desk
ticket to track that so we can follow up proactively
with the customer. We don’t do everything
through email, that’s how things get lost
so anytime that you have a shortage, you have
a customer issue, anything with the orders, login the help desk
as well by copying the help desk email
so that way somebody can follow up on it. Just finished my
email to the customer. It’s copied to my
support help desk. It just says really basic, hey the carbon gray hoodie’s
out of stock in XXL, I’m asking the
vendor for an ETA, if it’s gonna be a while
can we move those hoodies into the other color
that you’re ordering? Cool, I’m gonna send that
to him and either I’ll get a yes or I’ll get a no. Okay, so I just entered
all my Sanmar orders in but they’re kind of inexpensive
garments which means that I’m way far from hitting
my minimum shipping threshold, there’s only 95 bucks
worth of stuff in here, so I’m gonna have to get
creative and find some orders I can try and move in there so I can hit my shipping threshold. I moved the garments from
Broder into Sanmar so I can meet my free shipping. What I’m also gonna do is I’m
gonna reorganize my windows on my desktop and
drag that invoice over to the Sanmar order
so I know it’s with the Sanmar orders now, so they’re all grouped, I have all my four
Sanmar orders together in the same cluster. Cool, I got the first
three orders down. I’m just gonna place them. They’re in their little
minimum groupings, and then we’ll work on
the next two orders. Okay, we’re gonna
enter the PO here, the PO numbers that we enter into the vendor system
are also the same as the Printavo work orders, that makes it very
easy for us to read the PO number on the
box and then look it up in our Printavo system
and figure out which
Printavo invoice that shipment is for. Oh yeah and Broder
is a tricky one. We’re gonna click Verify. And then you have to
click Place Order. So Broder requires
a two step process, you click it and
you click it again. If you don’t click it twice, you get stuck on this
screen that looks like a check out confirmation, your
order isn’t gonna get shipped, five days later you’re
gonna be like, hey, where’s my order, oh yeah, it didn’t get shipped
’cause you didn’t click it. So I went through the entire
checkout process for Broder. At the top they give me all
of this invoice information, order information, I’m
actually gonna copy that. I’m gonna put it into
the production notes
on my work order here, this will mark
it out for Broder. And click Save. And then I’m gonna change the
status to the Approve status, to Screen Printing Approved,
Order, Accepts, Review. Adding the information into
your invoice is super important for two reasons,
specifically in receiving. If there’s an issue with
the order for some reason, then then receiving person,
they can very quickly and easily see what
order was this from? Which vendor was this from,
which order was this from, now I can tell you about
the issue that I’m having with this order or I
can get on the phone and call that vendor and
find more information out about that order
or they can look up the order information themselves
on the online interface. The other reason that
it might be important is that if you have multiple
jobs in the same shipment, if you pull back one PO
number from that shipment, when you do the search, you’ll actually pull out all
the jobs from that shipment if you enter the order
information into your invoices. So this job is done,
we’ve ordered it. We’ve updated the job
status so that everyone else who works here knows that
this has been ordered. Now we also entered the
ordering information into the productions notes. This is good, we can
close it out, done. So because I skipped a step
and the step that I skipped was that I didn’t
check the garment, style, color, quantities
that were entered, from my invoice, into
the ordering system, so whenever you enter them you
always have to double check before you check out,
that everything’s correct. I think I forgot because
I’m talking to you. So I’m gonna double
check them now and you have to double
check them quickly because if there is an issue
with the order, you have to call them before
they send it to warehouse, so we’ll give that five minutes. So we have Comfort
Colors, Comfort Colors, C717, C717, colors yam,
that matches on both sides, and then 10 small, 10 medium,
10 large, 10 extra large. Yep okay so I did
order it correctly. I just wanted to make
sure before they ship it, or before they start picking
it because if you miss it and they start doing
it, you got a problem. Okay so we’re going
over to Sanmar. We have four orders for Sanmar. And I’m gonna check each one. The manufacturer,
the style number, the description, the color, and the quantities that
are entered for each size, and verify that
each one is correct before I move to the next step. So we have 3200, 3200,
gray, emerald, tribe wind, yep, dark canvas, and one
small, six medium, 15 XLs, and five doubles,
that’s correct. 5000B, in the sky, we’re
checking column, small, and we have 30, that’s correct. We have kelly green, we
just need to add six larges. That’s correct, for KP 55. And we have Gildan 5000, sky, two small, three
medium, two large. Okay that’s great, beautiful. If you notice we have four
orders in this shipment, which is like a little
bit large but you know it’s only 289 so we met our
minimum shipping threshold, and we’re just gonna send it. So I just keyed in the four
invoice numbers into Sanmar from our Printavo, the vendors have a
limitation on the number of characters they can display
on their shipping labels, so typically you’ll
only see three of the PO numbers displayed. That’s not an issue if you
entered the invoice information from Sanmar into your
production notes. The reason for that being
is that when you search just one of those invoice numbers
that referenced in Printavo, Printavo will actually pull
back all four of the jobs in the search function
and show you them because all the invoices
have that job number on it, in the notes, so that’s
a really good reason to enter all of your
Printavo invoice numbers into the PO box. We’re gonna click Submit. The one other thing here
is you can see we’re set for net payment, Net Terms, if you have Met Terms we
almost always wanna go on Net Terms, unless I tell you otherwise. So make sure that Net
Terms is selected. We don’t wanna pay
through credit card if we have Net Terms set up. One thing to note about the
order that I’m working on now, it actually has, already has
Sanmar order information on it, we wanna keep the
order information that’s already there and just
add a new record underneath it because we’re ordering more
pieces for the same order, so we wanna still maintain
the original information and add the new
information to it. And again we’re just
updating the job status. So that everybody
knows they’re ordered, these are done, we’re
gonna close that window. Okay, and we got two
more orders here, that are, that we can work on. So I’m keying in this
one order and I noticed the vendor doesn’t have extra
smalls so I’m gonna check with a different vendors, see if they have
an extra smalls in. And, and the other vendor
does have extra smalls so I’m gonna have to figure out who I wanna order these
from blah, blah, blah. The reason that you wanna, don’t always wanna
split your orders is because there’s these things
called dye lot variations, that means that the shirt
colors can be different depending in where it was
dyed at, when it was dyed, blah blah blah. If you order from
different places, you increase the likelihood
of having a variation whereas all the shirts
theoretically that are in one warehouse,
theoretically should be from the same dye lot. Not always true but
we’ll reduce that risk. The two jobs I
saved for the last, I did it intentionally. One has Next Level shirts, the
other has Next Level shirts and Bella Canvas, those two brands, we can get
them from multiple vendors that have overlaps
within those two brands, so I save them together
intentionally so that if there’s
any stock issues, if there’s better pricing
in vendor or the other, we can kind of move
things around within that, those two jobs, to order
them and also still meet our minimum shipping quantity, so that’s what I’m
doing right now, is I’m kind of just cross
checking the two vendors, which one has the better pricing which has the styles,
the colors I need, and then just moving
them back and forth. I know I’m gonna
have two orders, one order each from
two different vendors, that’ll have the garments
for both of these jobs and then we’ll get them. Okay, so for these two orders, which have a bunch of different
style numbers on them. I’m done keying them in, and they’re on two
different vendor websites and there’s like 10
different styles, so I wanna be super careful that I’m ordering
the correct things. I’ve got everything correct, I got everything
there correctly right, I don’t wanna screw it up. Instead of just winging
it like I would do for a simple order, where I can just check it
on the computer screen, it’s only one or two styles, I’m actually gonna print
all of the invoices or the checkout page
from the vendor website, I’m also gonna print my
invoices out of Printavo, I’m gonna manually check
them with a pen and paper to make it a little
easier for me. So I got my two vendor invoices and I also have my two
invoices out of Printavo. What I’m gonna do is I’m
gonna go through line by line. The invoices in Printavo, make sure that each style
number is on the invoice and that the quantities
for each size are entered correctly as well, so the first one is 3600. We got 3600 here, it’s in
black, right, it’s in black. For some reason the quantity’s
36, 2X, so small is four. Four, eight, so
I’m switching back and forth through invoices here. So like 1/2 these garments
were from this invoice and 1/2 these garments are
from this other invoice. That’s why it’s important
to have them printed out. It just makes it way,
way easier to go back and forth versus doing, trying
to do it on a computer screen which leaves more
room for error. So we went through
all the invoices and the vendor checkout
pages that were printed. As you can see they’re
all highlighted, that’s a a good thing. We didn’t miss anything, we double checked our work. Double checking our
work is very important. The other thing is we
went through every page of the vendor invoice here. They’re all highlighted,
everything’s on
here highlighted. What does that mean? That means that everything
that’s entered into the checkout page is
accurate and correct and it matches all the invoices, everything on the invoices
is in the vendor checkout, to be ordered, we’re good to go. So we’re just gonna
place the order, update the invoices,
update the status. All done, all of our
orders are entered. We’re good to go. One thing I’m gonna do is I’m
gonna back to this screen so you can see it and, I forgot to update
the job status. And now everything that needed
to be ordered is updated and it actually
falls off the list. Cool so that’s why we keep all
of our job statuses updated, so we have accurate real
time lists of things that need to be ordered.

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