Blank Custom Work Order Template

What is the Custom Work Order form used for?

The Custom Work Order form is designed to request printing services for various projects. It helps to ensure that all necessary information is collected to complete the printing order accurately and on time.

How should I fill out the Custom Work Order form?

Please type or print all information clearly. Provide details such as the department name, contact number, date needed, quantity, and specific project requirements. It’s important to avoid vague terms like “ASAP” for the date needed. The more detailed you are, the smoother the process will be.

What happens if I provide a customer file?

If you are providing a customer file, please make sure it is complete and in the correct format. The form allows you to specify that you will provide the file, which should be emailed to the designated printing department. This helps ensure that we can print your project as you envision it.

Are there any considerations for custom stocks?

Yes, if your order requires custom stock, the Ordering Department is responsible for payment. Ensure you review the stock options available and specify what you need clearly on the form to avoid any misunderstandings.

What should I do if there is an error with my order?

If there is an error with your order, you have 30 days to request a reprint. Make sure to keep your order confirmation handy for reference, as it will make requesting corrections easier.

What payment methods are accepted?

You can pay with cash, check, or through a departmental account. If paying through a departmental account, you must fill in the Workday Cost Center and, if applicable, the Grant ID. This ensures the billing process is handled correctly.

Can I make changes to an existing job?

Yes, you can request changes to a previous job. Make sure to specify that on the form and provide any relevant details. Keep in mind that after three proof notifications, the order will be charged a design fee.

What if I need variable data in my mailing?

You can indicate on the form if variable data is required for your mailing. This includes requesting numbered items or starting numbers. Clearly state the details to ensure accurate processing.

Who do I contact if I have questions about my order?

If you have questions, you can reach out via the contact information provided on the form. It's important to have your order details ready when you make your inquiry, as this will help expedite assistance.

How should I submit the Custom Work Order form?

The completed form should be submitted via email to the designated printing orders email address provided on the form. Make sure to confirm you have sent all attachments and that they are correctly formatted, ensuring prompt handling of your request.

1. Leaving the Invoice Number Blank: Always fill in the invoice number to ensure proper tracking of your order.

2. Not Specifying the Required Date: Clearly indicate the date you need the order. Avoid vague terms like "ASAP."

3. Incorrect Quantity Entries: Ensure that the quantity specified matches your needs to avoid shortages or overages.

4. Incomplete Contact Information: Provide your full name, email address, and phone number to facilitate communication.

5. Failing to Indicate Paper Color: Select a specific color from the options given. This will prevent misunderstandings during printing.

6. Omitting Artwork Details: Clearly identify if artwork is provided or needs adjustments. Attach any necessary files.

7. Neglecting to Detail Binding Options: Select a binding type. This is crucial for the finished look of your project.

8. Not Indicating the Number of Packages: Specify how many packages will be included in the order. This ensures accurate delivery.

9. Forgetting to Sign the Form: An authorized signature is required to confirm approval and completeness of the order.

10. Ignoring Terms and Conditions: Be sure to read any additional notes regarding charges and responsibilities for customer-provided items.

The Custom Work Order form serves as a fundamental document in the process of ordering printing services. However, it is often accompanied by various additional forms and documents that help streamline operations, clarify requests, and ensure better management of printing projects. Below is a list of these essential documents.

• Purchase Order (PO): This document authorizes a purchase transaction and provides details like the types of goods or services requested, their quantities, and the agreed prices. It serves as a legally binding agreement between the buyer and seller.
• Request for Quotation (RFQ): An RFQ solicits pricing for specific services or products. This document is often distributed to multiple vendors to compare costs and make informed purchasing decisions.
• Job Description Form: This form outlines the specifics of a printing job, including deadlines, special instructions, and quality standards. It helps ensure that all parties understand the requirements and expectations.
• Vendor Agreement: This is a contract between the ordering department and the printing service provider. It establishes the terms of service, pricing structures, and the delivery framework, providing clarity and protection for both parties.
• Proof Approval Form: Once a design is prepared, this form requires the customer to review and approve the proofs before final printing. It helps prevent costly errors and ensures customer satisfaction.
• Delivery Receipt: A document that confirms receipt of printed materials. It includes details about the items received and is signed by the person verifying the delivery, providing a record for both the printer and the client.
• Payment Authorization Form: This form allows for the authorized processing of payments. It typically includes billing information, payment methods, and necessary approvals, ensuring timely remuneration for services rendered.
• Change Order Form: If modifications to the original work order are necessary, this form details changes and any adjustments to costs or timelines. It helps keep all parties aligned regarding alterations to the scope of work.
• Customer Feedback Form: After the completion of a printing job, this form is used to gather customer insights regarding the quality of the work and the service provided. Feedback can be invaluable for improving future projects.

These documents work in concert with the Custom Work Order form to create a comprehensive framework for managing printing projects effectively. Each plays a critical role in ensuring that the ordering, production, and delivery processes are smooth and well-documented.

The Custom Work Order form shares similarities with a Purchase Order (PO), which is a document used to request goods or services. Much like the Custom Work Order, a PO outlines specific details such as quantity, type of product, and the cost involved. A purchase order is initiated by the buyer and serves as an official confirmation of the requested items, mirroring the function of the Custom Work Order in documenting printing requests. Both documents also include spaces for relevant approvals and the desired delivery timeline, making them essential tools for managing business transactions efficiently.

An additional document that resembles the Custom Work Order is the Service Agreement. This agreement outlines the terms and conditions under which services will be provided, just as the Custom Work Order specifies the requirements for a printing job. Both documents define the scope of work, ensuring that all parties understand the deliverables and associated costs. Specific details, such as deadlines and payment terms, are highlighted in both, reinforcing the importance of clear communication and expectation management in service transactions.

The Custom Work Order is also similar to a Production Schedule, which outlines the timeline and tasks associated with completing a project. Much like the Custom Work Order, a Production Schedule lists specific requirements and project milestones that guide the completion of tasks. Both documents are utilized to ensure that all elements of a project are tracked and fulfilled on time, making them critical for maintaining workflow efficiency and accountability within a business setting.

Finally, the Custom Work Order bears resemblance to a Client Work Authorization form. This document serves to get a client’s permission before work commences, mirroring the authorizing aspect present in the Custom Work Order. Both documents include essential details, such as contact information and project specifications, ensuring that everyone involved has a clear understanding of the work to be performed. The inclusion of signatures in both serves as proof of consent and establishes a professional agreement between the parties involved, reinforcing trust and responsibility in the service provided.

When filling out the Custom Work Order form, there are important guidelines to follow. Here are ten things to keep in mind:

• Do type or print all information clearly to avoid misunderstandings.
• Don't use vague terms like “ASAP”; provide a specific date needed.
• Do double-check the quantity, ensuring it matches your needs.
• Don't forget to include your Workday Cost Center and Account ID when necessary.
• Do specify the details of the order such as the number of pages and types of paper.
• Don't assume attached samples will be recognized; clearly mention if samples are provided.
• Do communicate any changes to previous jobs or new specifications in detail.
• Don't neglect to fill out the contact information completely; provide an email and phone number.
• Do acknowledge any additional costs for extra work or design fees.
• Don't forget to obtain necessary approvals from the grant holder if applicable.

The Custom Work Order form is essential for ensuring that printing jobs meet specific requirements. However, several misconceptions often arise that may lead to confusion. Let's clarify these misunderstandings:

• 1. Custom Work Orders are only for large businesses. Many believe such forms are exclusive to big companies. In fact, they can benefit any organization needing printing services, no matter the size.
• 2. Submitting a Custom Work Order is too complicated. While the form has various sections, it’s designed for user-friendliness. Filling it out systematically makes it manageable.
• 3. Only experienced staff can complete the form correctly. This is not true. With clear instructions, anyone can complete it effectively, regardless of their expertise.
• 4. The order will always be accurate as long as the form is filled out. Accuracy depends on providing complete and precise information. Missing details may lead to errors.
• 5. You can use “ASAP” when indicating the date needed. It’s important to provide a specific date rather than using vague terms like “ASAP.” This helps prioritize the job accurately.
• 6. Custom stock is always available. Custom stock requires the ordering department to accept financial responsibility. Always verify availability before submitting your order.
• 7. Once submitted, changes to the order cannot be made. You can request changes, but it’s recommended to do so promptly to avoid complications.
• 8. You cannot request a reprint for mistakes. If the order is incorrect, you have 30 days to request a reprint, ensuring that you receive what you intended.
• 9. There are no fees associated with additional work required. Be aware that any extra work needed for printing is charged at the standard rate.
• 10. Personal checks are the only acceptable payment method. Both checks/cash and departmental accounts are acceptable, providing flexibility in payment options.

Understanding these misconceptions can lead to a smoother ordering experience. Always take the time to read through instructions and ask questions if you feel uncertain.

Key Takeaways for the Custom Work Order Form

• Complete all fields accurately; errors or missing information can delay processing.
• Provide a clear description of the order including quantity, size, and type of paper.
• Understand the timeline; do not use "ASAP" for the needed date, specify an exact date instead.
• Include all required signatures; approval from the grantholder is necessary for grant-funded orders.
• Confirm contact details to ensure notifications are sent to the correct person when the order is ready.