Objective

To effectively manage and facilitate special orders requested by technicians. This involves coordinating the submission, approval (if necessary), ordering, monitoring, and scheduling of additional items, materials, or office supplies needed for specific jobs. The primary goal is to ensure that all requests are handled promptly, accurately, and efficiently, from initial submission to final delivery and job scheduling.

Special Order Form 

The Special Order Form is submitted by technicians to request additional items, materials, or office supplies necessary for a specific job that were not included in the initial quotation. A form needs to be filled out and submitted for approval and documentation purposes. 

Procedure

1. This process is triggered when a Technician or any member of the team fills out the Special Order form - https://form.jotform.com/232157894895070

Items Below $250.00

1. Ordering Process:
   • When an order for items below 250 is submitted via JotForm, it triggers a task in Asana for Kelly to review the order. Depending on the ordered material or item, monitoring might be needed or we can proceed to Label printing. Sometimes materials are bought in stores and do not require an ETA. 
2. Place Order Form Completion:
   • If an order has not been placed yet, Kelly is to fill out the Place Order Form - https://form.jotform.com/241262509016449 in the sub-task. The Jotform link in the sub-task is prefilled with the information from the Special Order form. If changes are needed, feel free to edit the pre populated information in the form. Upon submission of the Place Order Form, an automated email will be sent to the designated vendor. The vendor is required to complete the Order Details form to trigger Step 3. A sub-task will be created for Mike to monitor the order.
3. Monitoring Delivery:
   • After the vendor fills out the form on the automated email (asking them to enter Quote #, Total Cost, Invoice PDF), a task is created in Asana to monitor the delivery of the order.
4. Label Printing:
   • While waiting for delivery, Mike monitors the order status and can print labels as needed.
5. Checking Order Completion:
   • Upon delivery, the team checks if the order is complete. If all items are present, mark the column on the parent task “Order Received = Yes”. This will move the task to the completed section. If there’s a job involved, a sub-task will be created for Kelly to schedule the job on Jobber. 

Items above $250.00

1. Approval Process:
   • Orders for items above 250 require approval. Once the JotForm is filled out, it creates a new task in Asana for Kelly to review the order.
2. Customer Quotation:
   • Upon customer approval and full payment, the order is placed using the "Place Order" form. Place Order Form: https://form.jotform.com/241262509016449
3. Place Order Form Completion:
   • Upon submission of the Place Order Form, an automated email will be sent to the designated vendor. The Jotform link in the sub-task is prefilled with the information from the Special Order form. If changes are needed, feel free to edit the pre populated information in the form. Upon submission of the Place Order Form, an automated email will be sent to the designated vendor. The vendor is required to complete the Order Details form to trigger Step 3. A sub-task will be created for Mike to monitor the order.
4. Monitoring Delivery:
   • A task is created in Asana to monitor the delivery of the order, with Mike responsible for watching the delivery date and printing labels as needed.
5. Checking Completion and Handling Missing Items:
   • Upon receipt of the order, Mike will check for missing items. If any item is missing, Mike creates a sub-task for Kelly to send an email to the Vendor in order to follow up the missing items.
6. Label Printing and Task Completion:

If there are no missing items, Mike prints and puts the label on the items, placing them on the Member Team shelves. Mark column on the parent task “Order Received = Yes”. This will move the task to the completed section. If there’s a job involved, a sub-task will be created for Kelly to schedule the job on Jobber.

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