Elite Core is the central system used to manage customer projects from the initial request through purchasing, production, shipping and invoicing.
Instead of entering the same information into several disconnected systems, Elite Core keeps the customer, products, pricing, artwork, approvals, purchase orders and financial documents connected to one project.
This guide explains the basic Elite Core workflow and the main areas new users should understand before creating their first project.
The basic Elite Core workflow
Most projects follow this general process:
- Create or select a customer.
- Create a new project.
- Add products and services to the project.
- Enter quantities, costs and customer pricing.
- Add decoration information and artwork.
- Generate an estimate or presentation.
- Convert the approved project into a Sales Order.
- Generate Purchase Orders and manage proofs.
- Track production and shipping.
- Create the final invoice and complete the project.
Not every project will use every step. For example, a simple undecorated product order may not require artwork or proof approval. However, the same general project structure is used throughout Elite Core.
Customers and projects
A customer is the company, organization or individual purchasing from Elite.
A project is the specific sales opportunity or order being completed for that customer.
One customer may have many different projects. For example, the same customer could have separate projects for:
- An employee apparel program
- A golf tournament
- A recognition event
- A promotional product campaign
- A recurring uniform order
Keeping each request in its own project makes it easier to track products, documents, communication, purchasing and financial activity.
The project workspace
The project workspace is where the working order is assembled.
Depending on your role and the project stage, the workspace may include:
- Customer and contact information
- Project name and important dates
- Assigned sales or operations representatives
- Products and product variants
- Quantities and pricing
- Supplier information
- Decorations and artwork
- Other services and charges
- Shipping information
- Estimates and Sales Orders
- Purchase Orders
- Proofs
- Invoices
- Notes and uploaded files
Information entered during the early stages of the project is reused when Elite Core generates customer and supplier documents.
Review product descriptions, quantities, pricing, addresses, artwork and dates before generating final documents.
Important
Estimates and presentations
An estimate is a customer-facing document showing the proposed products, quantities and pricing.
Presentations may be used when the customer needs to review product choices before making a final selection.
Creating an estimate does not automatically mean the customer has approved the order. The project remains in the sales process until the correct approval or conversion step is completed.
Sales Orders
A Sales Order records what the customer has approved.
Before approving or generating a Sales Order, confirm that:
- The correct customer is selected
- Product quantities are final
- Customer pricing is correct
- Decoration details are complete
- Artwork requirements are understood
- Shipping information is available
- Required dates are realistic
- Payment terms are correct
Changes made after a Sales Order has been approved may require the Sales Order and related documents to be regenerated.
Purchase Orders and proofs
Purchase Orders communicate purchasing or production requirements to suppliers and internal departments.
A project can create more than one Purchase Order. For example, a decorated apparel order may require:
- One Purchase Order for the blank garments
- One Purchase Order for an internal or external decorator
- Additional Purchase Orders for services or other suppliers
Proofs are used to confirm artwork, placement, colours and production details before production begins.
Depending on the project, proofs may require internal review, customer approval or both.
Production and shipping
Once the necessary approvals are complete, work can move into production.
Production teams use Elite Core to track the status of work and the steps required to complete it.
Shipping records are used to track where items are being delivered and whether the expected quantities have been received or shipped.
Always verify the shipping destination and shipping method before documents are finalized.
Invoices and finance
Invoices are generated from the approved project and Sales Order information.
Some customers may require a deposit before work proceeds. Others may be invoiced after the order has been completed.
Payment terms and finance requirements can vary by customer. Do not change customer terms or manually mark an invoice as paid unless your role permits it.
Important working habits
Review before generating documents
Generated documents capture information from the project. Confirm the project is accurate before creating an estimate, Sales Order, Purchase Order or invoice.
Regenerate documents after meaningful changes
If products, quantities, prices, decorations or shipping details change, related documents may need to be regenerated.
Do not create duplicate customers
Search for the customer before creating a new customer record. Duplicate records divide the customer’s projects, contacts, addresses and history.
Keep notes on the project
Record important customer instructions, deadlines and decisions in the project rather than relying only on external messages.
Use the correct status
Statuses help other departments understand whether a project is still being quoted, has been approved, is in production or is complete.
Where to begin
New users should read the following guides next:
- How to Create a Customer in Elite Core
- How to Create a Project in Elite Core
- How to Add Products to a Project
- How to Add Decorations and Artwork
- How to Generate an Estimate
