There’s been a change in process, requiring the warehouse team to create any equipment orders required for an installation services project- this includes change orders and service-call replacements. This guide will show you how to complete that process involving the warehouse:
An Installation Services Project is Greenlit!.
Project Coordinator: The automations run in Slack, Knack, and ClickUp, showing the team that an installation project has been greenlit on our end.
Project Coordinator: Head over to the project's ClickUp Card in the “All the Logistics” column and open the Knack Project Dashboard to view the proposal under “Accepted Quotes.”
Project Coordinator: Create a PDF of the Approved Quote to post in your message to the warehouse, requesting they create an equipment order for this project. This message should include everything required for the warehouse to create the order, so be sure to include:
The address the equipment is meant to be shipped to (it’s posted in an automated message in the “Comments” section of the projects ClickUp card).
The point-of-contacts information- name, phone number, email address. This information appears on the project dashboard in Knack, i.e. check to make sure there aren’t notes designating a different POC or shipping information (i.e. product will ship to directly to a tech) in the ClickUp comments). The phone number and email address are occasionally used if UPS runs into delivery problems).
The assigned project manager.
A PDF of the approved proposal.
Warehouse Team: Comment on the message from the project coordinator in the thread using the “Eyes” emoji to signal starting on the equipment order. A “2.1 Proposal in Work” automation will fire, showing you’ve started.
Warehouse Team: Using the accepted proposal, create the equipment order in Shipedge.
Be sure to include the required electrical mounting boxes. They’re not listed on the approved proposal unless they are specialty or for a PTZ.
Include the reference number (same as the quote number) in ShipEdge. This will help trigger an automation that will send shipping confirmation and tracking information to the appropriate ClickUp project card (this also applies to the corresponding 3rd party subcontractor ClickUp project card, if applicable).
If any of the products from the approved proposal are on backorder, please let the team know in the Slack project thread.
Warehouse Team: Once you’ve completed the order in Shipedge, message the assigned project manager in the project thread, letting them know the order is ready for their review. NOTE: Be sure to include the order number in your message.
Project Manager: Head over to Shipedge and review the order based on the accepted proposal. Once you’ve taken a look and confirmed that the order matches the equipment listed on the proposal, you’ll click “Release Order” to have the warehouse package and ship the equipment.
Project Manager: In the ClickUp card, there will be a subtask created when the project is greenlit to “Review and Release Shipedge Equipment Order.” Make sure to mark that task as complete, as well as add a comment signaling you’ve reviewed/released.
Project Manager: When the order processes and equipment tracking is available, an automated message will appear in the “Comments” section of the Clickup card. Be sure to forward that to the appropriate installation partner.
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