1. WorkSpace Solutions
Typical Project Cycle and Process Flow
Updated: September 23, 2004
1) Sales interacts with the Customer
2) Sales submits the Project to Design along with the Design Support Worksheet
3) Design reviews with the Sales Manager for pricing and strategy purposes
4) Sales Manager obtains special pricing and installation quotes
5) Design prepares and returns to sales some or all of the following:
A. Giza Drawings
B. Product Specifications
C. Quotations
D. Finish / Fabric Boards
6) Sales makes customer presentations and closes the order
7) Sales puts the order in the To Be Ordered Tray. If the order is to be placed it must
include:
A. Signed Quotation (complete with Fabrics & Finishes),
B. The customer’s Purchase Order (if applicable)
C. Copy of the Deposit Check
D. Floor Plans
E. Copy of the Installer’s Quote (if applicable)
F. Accurate “Ship To” information including:
I. Contact Person’s Name
II. Contact’s Phone Number
III. Address for Delivery
If the submitted order is incomplete, the paperwork will be returned to the sales
person for clarification & resubmission by the Salesperson.
8) Order Entry:
A. Electronic Order Entry:
I. Design creates Purchase Order
II. Design electronically places order to manufacturers
OR
B. Manual Order Entry:
I. Design creates Purchase Order in QuickBooks System
II. Office Manager faxes PO’s to manufacturers
1

2. 9) Office Manager makes copies of the Purchase Orders and files the paperwork in
both the customer order file and vendor purchase order files.
10) If the order is utilizing an outside installer, Office Manager is to inform the Sales
Manager.
11) Office Manager receives the acknowledgements and checks them against the
original vendor purchase orders to confirm:
A. Quantities are accurate
B. Style numbers are accurate
C. Finishes and Fabrics are correct
D. Pricing is correct
E. “Ship to” address is correct
12) If the Office Manager determines that errors exist, they are responsible for
reviewing with design and correcting these errors with the manufacturers in a
timely manner.
13) Office Manager makes copies of the acknowledgements and re-files the
paperwork in both the vendor and customer files.
For Rutgers / Materials Handling Orders Only #1:
After receiving acknowledgement for Rutgers orders, Office Manager mails
Materials Handling a package consisting of: the form letter, WSS Quote, Rutgers
PO, the Floor Plan, the Acknowledgement and a Punch List.
14) Office Manager enters expected ship date on Open Order Form & distributes.
15) Product Receipt:
A. WorkSpace Solutions Warehouse:
I. Receiving confirms all the product is received per the packing slip
and is damage free
II. Receiving paperwork is put in receiving tray
16) Office Manager:
A. Matches the receiving paperwork with the customer order paperwork and
confirms through the Sales Manager that the order is to be delivered
B. Office Manager & Sales Manager schedule Delivery and Installation with
the Customer
17) Office Manager and Sales Manager create daily / weekly Delivery & Installation
Schedule. Office Manager to distribute as required.
18) The day of Delivery the Installation Manager / Installer asks the Office Manager
to create 2 current copies of the invoice. The Installation Manager / Installer then
creates:
2

3. A. Bill of Lading
B. Punch List
19) Installation Manager / Project Manager is responsible for having the delivery
paperwork (Bill of Lading & Punch List) approved by the customer. Should any
problem exist, Installation / Project Manager is responsible for clearly indicating
the parts and / or pieces needed to correct the problem.
For Rutgers / Materials Handling Orders Only #2:
On the day of delivery the Installation Manager / Installer is to bring the Bill of
Lading, a copy of the Packing List and the Circle Sheet.
20) Office Manager reviews paperwork to confirm order is complete, if not, advises
Design and the Salesperson of the Punch List items to be corrected
21) After order completion Office Manager compiles all of the paperwork and
confirms invoice status.
22) If the order has not yet been invoiced, the Office Manager will create and send
invoice to the customer.
23) Office Manager will then file Invoice with paperwork in the (customer) to be paid
file.
3