KT Engraving App Work Flow

Work flow:

  1. In Etsy, VA moves newly arrived engraving orders to from “New Orders” to “Engraving Orders” progress tab. This is for easier reference later on.
  2. In App, VA searches “Unshipped” and “Not ready” and “Engraved” orders from the past 3 months. Goes through each order to make it “Ready to Print”.  All engraved orders can be readied in App except for custom image orders.
  3. Case: Lost or Defect or Size replacement order – VA searches for the order in App by order ID, creates a spin-off order, edits the order if needed, marks the order as “Ready to Print”, and press “Save”.
  4. Case: Engraving add-on – For non-engraved ring order with an engraving-add-on order, VA searches for the order in App by order ID, edit the order by adding engraving info, mark the order as “Ready to Print”, and press “Save”. This order is now an engraving order, even though in App, its “Engraved” property is False. We know it’s an engraving order because its “Ready to Print” property is True. (Or do we create a spin-off order here instead? The advantage would be that the spin-off will have the “Engraved” property, and will always show up in the search result in #2.)
  5. Case: Custom image engraving order – In Illustrator, VA creates .ai files for the custom image orders, saves them to a shared folder (File/).
  6. Case: Not ready and has an order note – In App, if an order was “Ready to Print”, but Nicole or VA updated it to “Not Ready” and left an order note (e.g. OOS), then now is a time for VA to check if new info has come in to make this order “Ready to Print”.
  7. In App, if any “Unshipped” and “Not ready” and “Engraved” order (search result from #2) cannot be updated to “Ready to Print”, VA contacts the customer for alternatives.
  8. Now in App, when we search by “Ready to Print” and “Not Printed” and a date range of past 3 months, the search result is the complete list of orders to be engraved.
  9. In Chitchats, VA creates ship label for each engraved order and puts it in a ChitChats batch. (This is done by copying and pasting the addresses for each engraved order from Etsy and Shopify). VA also looks for any pending batch (not yet dropped off at Chitchats) to see if the orders can be added to the latest batch.
  10. For non-engraved-orders: In a Spreadsheet, VA creates a list of orders (in Etsy and Shopify) to be fulfilled by Nicole.
  11. For non-engraved-orders: In Chitchats, VA creates ship label for each non-engraved order (Etsy and Shopify) to be fulfilled by Nicole, and puts it in a second Chitchats batch
  12. In Chitchats, Nicole prints ship labels from both batches. Affix onto mailers.
  13. In App, Nicole searches for orders that are “Ready” and “Not Printed”. (Date range: Maybe maybe defaults to past 3 months?)
  14. Nicole picks the rings-to-be-engraved based on list in App.
  15. If a ring is OOS (out of stock), Nicole marks the ring order as “Not Ready” in App. She’ll also enter into the Notes field: “OOS”.
  16. In App, Nicole marks each order as “Printed” and she engraves each.
  17. Nicole packs all engraved rings.
  18. Based on Spreadsheet, Nicole picks and packs non-engraved rings, denote any OOS in spreadsheet.
  19. In Chitchats, for the two batches, engraved and non-engraved, Nicole confirms that they match exactly to the mailers that she is dropping off. If an order can’t be dropped off (e.g. OOS), she takes it out of the batch and puts it into a new batch.
  20. Nicole drops of the two batches at Chitchats, and within an hour their status at Chitchats will update from “Pending” to “Received”.
  21. In Chitchats, VA opens the latest “Received” batches. These are the shipped orders.
  22. In Etsy, VA goes to Engraving tab and marks orders as shipped (based on Chitchats received batch).
  23. In Shopify, VA searches orders with filter “Engraved” and marks them as shipped (based on Chitchats received batch).
  24. In Etsy and Shopify, VA marks non-engraved orders as shipped (based on Chitchats received batch).