Bulk Swag Purchasing.

Sales Order to Purchase Order

Bulk swag (large, single-customer runs) is purchased through the Procurement Team Playbook (v1.0, owner Jonathan). A customer-approved Sales Order in the PerkUp Swag Platform is converted into a Purchase Order to the supplier. The PO lifecycle has eight stages:

1. SO notification — Slack + Linear alert when the customer approves.
2. Review & clarify against the PO Details Checklist (below).
3. Create & submit the PO within 24 hours — the SO# is always in the email subject line.
4. Vendor acknowledgement — follow up daily until confirmed.
5. Proof request & approval — supplier proof uploaded to the Swag Platform; CSM forwards to client.
6. Production & ship-date tracking.
7. Tracking & delivery — PC scope ends when tracking is uploaded and the warehouse is notified.
8. Invoice verification & payment.

PO details checklist

A PO cannot be created until the Sales Order and shipping info are complete. Capture all of:

• In-hands date; ship date / window (note if firm or flexible)
• Item name, item SKU, quantity, sizes
• Decoration method; logo size; colors / PMS codes
• Shipping address with contact first/last name + phone
• Special instructions

PO creation rules: when one supplier both supplies and decorates the garment, create a single PO with both line items and the note “(Supplier to Supply the Garments and Decorate).” If blanks are sourced elsewhere, create a separate PO for the blanks. Artwork uploaded to the SO must be AI (vector) format unless the Ops Manager says otherwise. Always CC operations@perkupapp.com on external emails.

Sample policy

• Sample fees typically $15–$300 (a digital proof is ~$50).
• Samples are often refundable once the bulk MOQ is met (MOQs seen at 300–1000+ units).
• Lead times: sample 7–10 days; bulk production 15–25 days.
• Mark a sample by putting “sample” in the cart name.

Follow-up cadence

The golden rule: never let a PO sit without an update for more than one business day.

• PO awaiting acknowledgement, proof requested, ship date requested, or tracking missing → daily.
• In production → check 2–3 days before the ship date.
• Ship date day → chase tracking the same day.

Paying suppliers

Pay in the invoice currency (Brex is multi-currency); upload to Brex with the SO# as the memo and tag Jonathan for approval; then update the Bulk Orders Payment Spreadsheet. Preferred methods, in order:

1. Credit card (no fee) — the default
2. Wire
3. ACH Push / Credit (safe)
4. Payment link

Terms vary by supplier — there is no single house standard. Three patterns recur:

• Charge-on-ship (card on file): the supplier bills PerkUp’s card when the order ships. Used by Topshelf, US Colorworks, Starline, Printful, and the new Digital On Demand (Net-15 or card).
• Net terms: some freight forwarders / logistics vendors extend 1–2 week net terms and don’t charge until goods arrive (seen on HeyCo HK→UK shipments).
• Prepayment invoice: some international vendors require a prepayment invoice before production (seen on new-hire-kit runs). Freight and duties/taxes are frequently billed separately after the order ships — expect a follow-on charge.

Vendor sourcing

• US sourcing: Sage / ESP, or Google Maps for local vendors.
• International: always ask for distributor / reseller pricing.
• Always request blind shipping.
• Shipping damage is the vendor’s responsibility — PerkUp uses the vendor’s shipping account, so don’t contact the carrier directly.
• Overrun / underrun tolerance is 5–10%.
• Q4 (Oct–Dec) runs longer; confirm vendor availability around year-end closures.