Job Order Workflow Procedure

Purpose. Defines how a job moves from enquiry to quote, order, drawing approval, production, dispatch, installation and handover, and which record is created at each step.

1.Enquiry and quote

Design and Estimating records every enquiry in the job order register as a quote with the customer, product type and source. A site measure or showroom consultation is booked, drawings and a specification are prepared, and the estimator costs the job from the cutting list and hardware schedule using the current rate tables. The quote is issued from the quote template and tracked until accepted or lost.

2.Order and job pack

When a customer accepts a quote and pays the deposit, the estimator converts the quote into a job order and issues a job order number. The job pack must contain the signed quote, approved drawings, cutting list, hardware and finish schedule, site details and any special handling notes. The job order status is set to Confirmed.

• Signed quote or purchase order
• Approved drawings with revision number
• Cutting list and hardware schedule
• Finish and colour selections signed by the customer
• Site access and delivery notes

3.Production scheduling

The Cabinet Shop Supervisor, Upholstery Team Leader and Glazing Supervisor review confirmed job orders at the Monday production meeting and allocate them to the weekly schedule. Materials must be requisitioned from stores at least three working days before the scheduled start. The job order status moves to In production when work starts.

4.Inspection and release

Each department completes its inspection checklist and the supervisor signs the job pack before the job moves to the next department or to dispatch. Glass and Glazing must record the toughening batch and label check for every safety glass panel. Any defect found is logged against the job order record as a nonconformance with the job number.

5.Dispatch and installation

Stores and Dispatch picks and packs the job against the job pack, records the pack date and loads the truck for the scheduled installation. The installation crew completes the site induction, installs to the drawings, and completes the handover checklist with the customer or builder. Photographs of the finished work are uploaded to the job order.

6.Handover and invoicing

When the handover checklist is signed the job order status is set to Complete and Administration issues the final invoice. Any outstanding items are recorded as a call-back in the installations system and scheduled within five working days. The job pack is archived for seven years.