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Order Form

Purpose: A multi-faceted tool for gathering and utilizing information for each job.

Master List File Name: ORDERFRM or ORDRFRM2

Format: Single Page, 3 Part

The most important form in any shop is the order form. This is the form that starts everything happening, and if the information on this form is incomplete, this is the form that brings production to a halt, or is to blame when the goods are not what the customer wanted. Scott Ritter's number one rule about any form in your business is that "each form must function as a checklist, guiding and reminding the person filling the form of all the information that is needed." We feel that this form is a pretty good checklist, ready for you to add your own special needs to.

Use: When taking an order, this form reminds you to get both a "bill to" and "ship to" address for the customer, as well as contact person's name and phone number, purchase order number and purchase order date. Smaller boxes below the bill & ship to address boxes prompt the salesperson to identify herself, as well as post an estimated delivery date for the customers benefit. A "Rush" box can be checked as a flag for faster than normal delivery requests, and a box is provided for the terms of the agreement. Of course, the date of the order is important as well.

A "For company use only section" has been provided in this same section where the office can record information relating to the order placed with your supplier for the goods you will need to fill this order. You can indicate the Purchase Order (PO) you used in ordering these goods, the salesman (S) you placed your order with, the date you ordered these goods (OD), and the confirmation number (C) of your order, if any. Directly below this section is an area where the more important terms of this agreement can be listed. It is highly recommended that a complete description of all terms of this contract (because an order is a contract) be printed on the back of the form.

In the middle of the form is an area where the individual garments can be listed, along with sizes and prices. It contains fields for the total quantity of a particular garment, the stock number, brand and a description. For shops that do a lot of single color printing - like some sporting goods shops - an ink/thread color column is included. This is handy if the order involves several color changes on different colors of goods sharing the same design. The sizes column set was designed to be extremely flexible. You place a "C" for custom sizes - (Like ladies numbered-size bowling shirts), a "Y" for youth sizes, an "A" for Adult sizes or "X" for sizes 2XL on up in the size-type column. By noting which letter is in the size-type column, the following columns can represent sizes 2-4 through 18-20, Adult S-XL, 2XL through 6XL, or any custom noted size. Finally, columns for the price each and extended line totals are provided.

A design specifications section allows you to sketch details of the design required, and provides information for up to two printing or embroidered locations. A personalization section requests information about the type of personalization required, as well as a list of the individual names, numbers, or whatever. It is recommended that when you fill out the personalization section, keep the items in order by size - that way, it is less likely that the person performing the personalization process will personalize the wrong size garment.

Tips: When dealing with larger corporations, it's a good idea to have your DUNS (Dunn & Bradstreet account) number in the company information section.

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