Fill Out Your Custom Work Order Form

What is the purpose of the Custom Work Order form?

The Custom Work Order form is designed to streamline the ordering process for various printing services. It collects essential information such as the type of printing required, specific dimensions, quantities, and any special instructions. This ensures that all necessary details are provided to the printing department, which helps expedite the order and reduce potential errors.

How do I fill out the Custom Work Order form correctly?

To fill out the Custom Work Order form accurately, begin by typing or printing all required information clearly. Make sure to specify the ordering department, contact phone extension, and the date needed. Pay attention to details like the number of pages, quantity, and any specific paper stock or color preferences. If you have artwork or files to provide, indicate that clearly on the form. It's important to avoid vague terms such as “ASAP” and provide precise deadlines to ensure timely processing.

What should I do if an error occurs with my order?

If you notice an error in your order, you have 30 days to request a reprint after receiving the goods. Make sure to communicate any discrepancies promptly. For ordering issues not caused by printing mistakes, additional charges may apply. Always keep a record of your orders and confirmations to facilitate any necessary adjustments.

What are the payment methods for using the Custom Work Order form?

The payment options available include cash, check, or departmental accounts. If you are using a departmental account, you must provide the Workday Cost Center information. In cases where a grant is involved, both the Workday Cost Center and Grant ID are required. Make sure to get approval from the grantholder before submission to ensure your order will be processed smoothly.

Filling out the Custom Work Order form accurately is essential to ensure smooth processing of your request. However, many people make mistakes that can delay their order. Awareness of these common errors can save you time and effort.

One frequent mistake is submitting "ASAP" as the needed date. Instead, it's best to provide a specific date. The department requires this information to prioritize and plan their workload effectively. Ambiguity can lead to misunderstandings and postponed deliveries.

Another common error arises when filling out the phone number and extension fields. If these details are missing or incorrect, it can hinder communication regarding your order. Make sure that you double-check this information to ensure that the right person is contacted when issues or inquiries arise.

Additionally, many users neglect to specify the quantity of items needed. The form provides space for this vital detail, and it's crucial to fill it out. Failing to do so may result in receiving an incorrect amount of materials or delays in processing your order.

Another mistake is not providing complete artwork details. Users often assume that just mentioning “artwork provided” is enough. It’s essential to attach or indicate any necessary files clearly. Lack of documentation can lead to confusion about the final product expected.

Also, some people overlook the payment method section. It’s important to indicate whether you’re paying by check, cash, or using a departmental account. Missing this detail can cause processing delays and lead to billing issues later.

Finally, failure to obtain the necessary authorization from the grantholder is often overlooked. This important step is required if grant funding is involved. Incomplete approvals can result in rejected orders and frustration.

By being mindful of these common mistakes, you can make the Custom Work Order submission process smoother and more efficient. Careful attention to detail helps ensure that you receive the products you need in a timely manner.

When you submit a Custom Work Order form for printing services, several other documents may accompany your request to ensure a smooth process. Each of these documents serves a specific purpose and helps clarify the details of your printing project. Here’s a brief overview of some commonly used forms and documents that often go hand-in-hand with a Custom Work Order.

• Request for Proposal (RFP): This document outlines the specific requirements for a project and invites vendors to submit proposals. It helps ensure that all parties have a clear understanding of the project scope.
• Design Proof: A sample of the suggested design is created before the final product is printed. It allows for necessary adjustments or corrections prior to proceeding with the order.
• Purchase Order (PO): This document serves as a formal agreement between a buyer and a seller, indicating the types and quantities of products requested, along with the agreed-upon prices.
• Billing Information Form: This form collects necessary financial information, including payment methods and account numbers, ensuring proper billing for services rendered.
• Delivery Instructions: This document provides specific directives regarding how and when the printed materials should be delivered, ensuring they arrive on time and at the correct location.
• Quality Assurance Checklist: This checklist verifies that every aspect of the order meets the specified quality standards before the work is finalized and delivered.
• Change Order Form: Should you need to alter details after the initial order is placed, this form records the changes and adjustments to avoid confusion later on.

Using these documents in conjunction with the Custom Work Order form can enhance communication and streamline the printing process. It's important to ensure that each form is filled out accurately and submitted in a timely manner to facilitate efficient service.

• Purchase Order: Similar to the Custom Work Order form, a Purchase Order outlines the specifics of a request for goods or services. It includes details such as the quantity, description, and agreed-upon price. Both documents serve as formal requests to suppliers and help in tracking orders and managing budgets.

• Service Agreement: This document formalizes the terms of service between a provider and a client. It includes expectations, deliverables, and payment terms, much like the Custom Work Order, which defines the scope of the printing job and the associated costs.

• Invoice: An invoice is similar in that it details the services rendered and the amount due. It reflects the transactions that occur post-service delivery, whereas the Custom Work Order is created before the service, specifying what is to be done and the costs involved.

• Job Ticket: Often used in the print industry, a Job Ticket provides instructions and specifications for a particular job. It is akin to the Custom Work Order in that both ensure that all necessary information about the project is clearly communicated to the responsible team members.

When filling out the Custom Work Order form, it is essential to follow specific guidelines to ensure the process runs smoothly. Here’s a list of things to do and avoid.

• Do type or print all information clearly to prevent any misunderstandings.
• Do specify the exact number of pages and the required quantity without using “ASAP.”
• Do provide a detailed description of the project, including the artwork and any special requirements.
• Do check that all necessary contact information is complete, including email and phone numbers.
• Do have the grant holder approve the work order before submission if using grant funding.

• Don't leave blanks in the order form. Complete every section to avoid delays.
• Don't forget to attach any required samples if indicated, especially for reprints or custom designs.
• Don't overlook the need for the correct cost center and account IDs when submitting departmental orders.
• Don't assume that your order will be processed without confirming it has been submitted correctly.
• Don't use unapproved materials or stock without prior confirmation from the ordering department.

When it comes to the Custom Work Order form, several misconceptions can lead to confusion. Understanding these can help ensure that the process runs smoothly.

• All required fields must be filled out completely. Many assume that only the fields marked with an asterisk are mandatory. However, it is essential to provide as much information as possible to avoid delays or issues with the order.
• Submitting the order is a one-step process. Some people believe that once they submit the form, their job is done. In reality, there may be additional steps to confirm details or provide proof before the order is finalized.
• Emailing the form is sufficient for all orders. While emailing the form is an option, some orders require physical submission or specific approvals. It's important to check if a physical copy is also necessary.
• A reprint can be requested anytime. Many believe they can ask for a reprint whenever they notice an error. In fact, there is a 30-day window for requesting reprints, and this should be noted carefully.
• Custom stock can be ordered without prior approval. Some individuals think they can simply select custom stock on the form. However, this requires approval from the Ordering Department, ensuring proper payment handling.

When using the Custom Work Order form, several essential points should be considered for a smooth and efficient process. Understanding these takeaways can minimize confusion and ensure clarity in your printing order.

• Complete All Required Sections: Each section must be filled out completely. Omitting information, especially regarding quantities and specific details, can lead to delays or errors in your order.
• Specify Deadline Needs: Clearly indicate the date the order is needed. Avoid using vague terms like "ASAP." This helps the printing department prioritize tasks effectively.
• Accountability for Provided Materials: If you are providing any materials for the printing job, take responsibility for their accuracy and quality. The department cannot be held liable for issues resulting from customer-provided items.
• Approval and Notifications: Ensure that a designated person has approved the order before submitting it. If you request any changes, keep in mind that after three proof notifications, design fees may be applied.