PO@ Inbox Guideline

 

This serves to provide guidance on how to efficiently and fairly manage the po@ & kps@ inbox.

Key Highlights:

• Assign to the proper person that is handling the job
• Unassign/take over any emails 
• Forward to other departments if necessary

How to Know Who To Assign Emails to:

• Promo Items/Hard Goods (Water bottles, Notebooks, etc)
• KPS - Soft Goods (Tshirts, kits, etc)
• Go to job page, under 'Kotis Tasks' hover over 'Work Order Sent', the OPS Team member will show 

  

 

When to Assign to Original Sender vs Handle

Assign to Original Sender:

• Proof approvals
• Any issues regarding job – stock, ship date, etc.
• If the work order confirmation has a discrepancy and does not align with what we originally sent, tag the original work order sender to clarify

When to Handle Yourself

• Tracking # sent – enter on job page then archive, no need to assign to the original work order sender
• Work order confirmation emails - you will need to double check that the pricing, quantities, ship date and ship to address is correct, then archive
• Newsletters, archive

When to Forward to Another Department

• Invoices - look at the invoice to see if it needs to be paid ASAP or just a copy. Either way, you will need to forward to accounting@kotisdesign.com, if it needs to be paid ASAP you will write in the body of the email that it needs to be paid asap, if not you may leave the body of the email blank and forward
• Credits - forward to accounting@ and credits@
• If the email is for soft goods (like t-shirts) is in the PO@ inbox, you will need to move it to KPS@ and vice versa

If you are unsure, reach out in the OPA Team chat to confirm or your direct manager