Full Outsource (Old Method)

Full Outsource (Old Method)

 


 

The following procedure outlines how to use the ‘Full Outsource’ module in PrintIQ.
All this is managed from ‘Full Outsource’ under ‘Custom’ in the ‘Quoting’ section.


Select “Custom’:


 

 

Select ‘Full Outsource’:

 


 


The ‘Custom Quote’ screen will show:

 


 


In this first stage we will send off quote requests to various suppliers.


Type a description of the job.


Enter the various quantities you need priced.


Select supplier/suppliers whom you would like to request a quote from:

 


You have two ways to select a supplier:

 

  • You can group suppliers by ‘Operation’ such as ‘Binder’ or ‘Printer’ to make selection easier. All groups will be available under the ‘Operations’ tab.
  • You can view a list of all suppliers from the ‘Suppliers’ tab.

 

You will now see the two suppliers listed:

 


 

  • The fields circled in GREEN are for the supplier to fill out. You could fill them out yourself if you already have the pricing details supplied over the phone for example. You could enter the pricing per qty, under reference you could enter their quote number and a note saying ‘Price supplied via phone’.

 

Click ‘Create Outsource’.


You will now see additional buttons showing at the bottom of the screen:

 


 


Add Artwork. Upload artwork in PDF format if required:

 


 

 

Add Supporting Documents. Any supporting documents such as packing slips can be added here:

 


 

 

The artwork & supporting documents are now attached – you can now send the email request.

 


 

 

Confirmation of request:

 



The job will appear on the Production Board under the Outsource Requests:

 


 


You can see a ‘progress bar’ of where the request is at on the right of the screen:

 


 


 

 

The supplier will receive and email similar to the example below. They can click on the link supplied. This will take them into IQ where they can enter their quote details:


When the supplier clicks on link in the email they are taken to the Request portal:

 


 

From here the supplier can enter the pricing per qty, a reference number, and notes and they can attach a copy of their quote.

 


Once the supplier has clicked the link in the email, the status will automatically be updated in IQ:

 


 

 

The supplier will enter the pricing information and attach a quote:


 

 

With the quote attached, they then click ‘Submit Quote’:

 


The will see the below confirmation message:

 



 

 

On the outsource production board, the status bar will be updated as below:

 


 


 


Once both requests have been submitted by the supplier they will show as completed on the ‘Outsource Request’ board:

 


 


You can then go back into the quote and select the supplier that has won the quote:

 


 

 

Click on the winning to continue the quote:


 

 

The pricing details will now be added to the quote. Add any margin required and click ‘Proceed’ to continue:

 


Confirm Freight and add any additional information and proceed:

 


 


The quote is now ready to be emailed off to the customer:

 



ONCE THE QUOTE BECOMES A JOB:

 

On the ‘All Jobs’ board, click on the eyeglass to view 'Job details'.

 


 


From within the job you will see an ‘Outsource’ section. Here you can check the price, delivery address, add dates and purchase order instructions. Once all information is entered, click ‘Create Purchase Order’:

 


 

You will now see a confirmation that the purchase order has been created and emailed to the supplier.

 


 

 

In the job you can click on ‘View Purchase Orders’. From here you can view/print the purchase order:


 

 

You can click on ‘Supplier Portal’ to go to the portal screen the supplier uses to retrieve the job information:

 


 

The supplier will receive and email:

 


 

 

Sample of email:

 


 


The supplier will see the below portal. This provides them with all the job information they require. All files and job details are shown as well as a copy of the purchase order.


As the supplier produces the job, they can update the ‘Job Completed’ and ‘Job Dispatched’ fields.

 


 

‘Outsource’ purchase orders board:


When a PO is created and emailed to the supplier, it will show on the Outsource orders board:

 


 

 

Once the job is ready to be sent to the supplier, dispatch will change the status of the order to ‘Awaiting Goods’:

 


 


 

 

Once the goods have arrived back to the factory, they will first click the ‘Job Details’ option. This will open the job details screen in a new tab. 

 


 


Dispatch will update the order to ‘Awaiting Invoice’:

 


 


 

 

In the ‘Job Details’ screen, if the job is ready to dispatch, they will update the 'Job Status' to ‘Finished Production’:

 


 

 

The job will now show on the dispatch board:

 


 

From the dispatch board list they can print box labels or change the dispatch status:

 


 

 

They can click the eyeglass to go into the job details and view the dispatch information at the foot of the screen. Here they can also see and update dispatch information:

 


 


BACK TO THE PURCHASE ORDER:

From here Accounts take over and link the supplier invoice to the purchase order once they receive the suppliers invoice.

 


 

 

They enter the supplier invoice information and save the invoice:

 


 

 

This will now update the order to complete:

 


 

 


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