How to Add Decorations and Artwork in Elite Core
After the product, variants, quantities, costs and customer pricing are entered, the next step is to add the required decoration and artwork.
A decoration record tells Elite Core what method will be used, where the decoration will be placed, which artwork applies, who will complete the work, whether it is internal or external, what it costs, what the customer will be charged, whether a proof is required and which production department may be involved.
Accurate decoration information may later be used on estimates, Sales Orders, Purchase Orders, proof requests, production records, work orders, shipping and fulfillment records, and invoices.
Warning: Incomplete decoration routing can prevent Purchase Orders or production records from being generated correctly.
Before you begin
Confirm that:
- The correct project and product are open
- Product variants and quantities are complete
- Supplier cost and customer product price are entered
- The decoration method and placement are known
- Artwork is available or its status is documented
- The decorator or production department is known
- The required date is realistic
- Setup or digitizing requirements are understood
- It is known whether decoration is included in the product price or charged separately
Do not guess at the decoration method, placement or routing.
Understanding decoration records
A decoration record represents one decoration applied to one product.
- Product: Performance Polo
- Method: Embroidery
- Placement: Left Chest
- Artwork: Customer Primary Logo
- Decorator: Elite Decoration Department
- Stitch count or run charge: As quoted
- Proof required: Yes
A single product can have more than one decoration, such as left-chest embroidery, a full-back screen print, a right-sleeve name and an inside-label print. Each location should normally be recorded separately so its placement, artwork, pricing and routing remain clear.
Understanding decoration methods
Common methods include embroidery, screen printing, direct-to-film transfer, direct-to-garment printing, heat transfer, laser engraving, pad printing, debossing, embossing, sublimation, vinyl, etching, full-colour digital print and custom award engraving.
The correct method depends on product material and shape, artwork, number of colours, quantity, durability, supplier capability, customer expectations and production timeline.
Do not select a method only because its name appears similar.
Step-by-step instructions
Step 1: Open the project
Open the Sales, Projects or Orders area. Search using the customer name, project name, project number or contact name. Confirm that the correct customer and project are open.
Step 2: Open the project cart
Open the area containing the products. Depending on the interface, it may be labelled Cart, Project Cart, Products, Order Items, Product Workspace or Edit Project.
Step 3: Open the product
Select the product that requires decoration. The action may be labelled Edit Product, Edit Item, Product Details, Configure Product or Decoration Details.
Step 4: Locate the decoration section
The section may be labelled Decoration, Decorations, Decoration Details, Artwork and Decoration, Imprint, Branding or Production Details.
Step 5: Add a decoration
Select Add Decoration, New Decoration, Add Imprint or the equivalent action.
Step 6: Select the decoration method
Choose the required method, such as embroidery, screen print, DTF, laser engraving, heat transfer or full-colour print. Confirm that it is suitable for both the product and artwork.
Step 7: Enter a clear decoration name
Use descriptions such as Left Chest Logo, Full Back Artwork, Right Sleeve Employee Name or Laser Engraving on Plate. Avoid vague labels such as “Logo,” “Print” or “Artwork.”
Step 8: Select the placement
Choose or enter the exact placement, such as Left Chest, Full Back, Cap Front, Right Sleeve, Tumbler Side, Award Plate or Inside Label.
Step 9: Enter dimensions when known
Enter confirmed dimensions such as 3.5 inches wide, 8 inches wide on back or 2 inches wide on sleeve. Dimensions may affect artwork preparation, stitch count, print size, cost and product suitability.
Step 10: Enter decoration colours
Record thread colours, ink colours, Pantone colours, full-colour process, black only, white only, metallic finish or tone-on-tone as applicable.
Product colour and decoration colour are different details and should not be confused.
Step 11: Assign the decorator
Select the internal or external decorator responsible for the work. This may be an Elite internal department, the product supplier, an external contract decorator, a custom-awards department or a specialty partner.
Selecting only a decoration method may not be enough. The decorator or production route must also be identified when required.
Step 12: Select the production department
For internal work, select the appropriate production department, such as Embroidery, Screen Printing, Awards, Laser Engraving, Heat Transfer, Production or Finishing.
Step 13: Enter decoration cost
Enter the internal or supplier cost. Confirm whether it is per unit, per location, per colour, per thousand stitches, a fixed charge, a setup charge or a digitizing charge.
Step 14: Enter customer decoration price
Enter the amount charged to the customer. It may be separate, included in the product price, based on quantity, stitch count, number of colours or number of locations.
Step 15: Review Include in Price behaviour
Select this option intentionally when decoration is included in the product price.
- Including decoration and also charging it separately can double-bill the customer
- Failing to include or separately charge it can reduce project margin
Step 16: Add setup or fixed charges
Add applicable digitizing, screen setup, film, embroidery tape, laser setup, art preparation, colour-change, personalization or rush charges. Confirm whether each charge is internal cost, customer charge, included, separate, one-time, per product or per decoration.
Step 17: Select or upload artwork
Choose the correct artwork from customer or project files. When artwork is unavailable, document its status, such as customer to supply artwork, artwork requested, existing logo on file, artwork requires cleanup, design service required or previous approved art to be reused.
Step 18: Set proof requirements
Indicate whether a proof is required before customer approval, purchasing, production or final decoration.
Step 19: Save the decoration
Select Save, Add Decoration, Update Decoration or the equivalent action.
Step 20: Reopen and verify
- Decoration method, name and placement were saved
- Dimensions and colours were saved
- Decorator and production department were saved
- Cost and customer price were saved
- Artwork is attached
- Proof requirement is saved
Selecting a decoration method
Confirm the product material and construction, supplier decoration options, artwork complexity, colour count, quantity, location, required durability and timeline.
- Embroidery may not suit very small text
- Laser engraving depends on product material
- Screen printing may require colour-separated artwork
- Full-colour transfer may be better for complex artwork
- Supplier-decorated products may be limited to supplier-supported methods
Consult purchasing or production when uncertain.
Entering placement details
A placement should describe exactly where the decoration goes. Clear examples include left chest centred below the shoulder seam, full back centred, front of cap, right sleeve above the cuff, side one of tumbler or centre of award plate.
Placement may also require orientation, maximum size, distance from a seam, product side or a customer-specific preference.
Assigning a decorator or production department
Decorator
The supplier, department or partner performing the decoration.
Production Department
The internal department responsible for completing or managing the work.
Routing may require a decorator, decoration charge, production department, internal or external route and supplier source. Incomplete routing may prevent later Purchase Order or production generation.
Entering decoration costs and customer pricing
Distinguish between decoration cost, customer price, fixed charge, setup charge, included-in-price decoration and per-unit run charge.
- Quantity: 50
- Embroidery cost: $6.00 per unit
- Customer price: $10.00 per unit
- Digitizing cost: $35.00 fixed
- Customer digitizing charge: $50.00 fixed
Pricing may change based on quantity, colour count, stitch count, decoration size, product material, number of locations, personalization and rush service. Review the full project margin after decoration is added.
Uploading and selecting artwork
Artwork may be stored in customer files, project files, product files, decoration files, previous projects or proof records. Choose the correct version.
Use clear file names such as Customer-Primary-Logo-PMS-186.ai, Left-Chest-Embroidery-Approved.pdf or Award-Plate-Engraving-2026.eps.
Common formats include AI, EPS, PDF, SVG, PNG and JPG. Vector artwork is normally preferred for many methods, but production requirements vary.
Do not assume that a low-resolution image is production-ready.
Understanding proofs
A proof shows how the artwork is expected to appear before production. It may confirm artwork, placement, size, colours, product, personalization and decoration method.
Proof stages may include internal review, customer review, revision requested, approved, rejected and ready for production.
An estimate or Sales Order approval does not always mean the decoration proof is approved. Record proof approval in the appropriate workflow.
Adding multiple decorations
Every location should normally be added as a separate decoration.
- Decoration 1: Left chest embroidery using the customer logo and internal embroidery department
- Decoration 2: Full-back DTF print using event artwork and an external decorator
- Decoration 3: Right-sleeve employee name with a personalization charge
Separate records make pricing, artwork, routing and proofing clearer.
Reviewing decoration routing
Before generating Purchase Orders or sending work to production, confirm the method, name, placement, artwork, decorator, production department, supplier, charge, cost, customer price, Include in Price setting and proof requirement.
What happens next
- Add setup charges
- Add shipping and other services
- Review the full project
- Confirm customer pricing and margin
- Generate and send an estimate
- Convert the approved project into a Sales Order
- Generate Purchase Orders
- Manage proof approval
The next Knowledge Base guide will cover setup charges, shipping and other services.
Common problems
The decoration method does not appear
Confirm the correct product, search for an alternate name, check instance settings, confirm availability for the product and ask an administrator or production lead to review the available methods.
The decorator cannot be selected
Confirm the decorator exists, the supplier is active, the internal or external route is correct, and the correct instance is open.
The production department is missing
Internal decoration may require a configured production department. Do not leave internal routing incomplete.
The artwork is missing
Search customer and project files, review previous projects, request artwork, record that artwork is pending and avoid using an unapproved version.
The wrong artwork was attached
Remove or replace it before proofing or production.
The decoration price is zero
Zero may be valid only when decoration is intentionally free, included in the product price or covered by an internal no-charge arrangement. Do not use zero as a placeholder.
The decoration is charged twice
Review the customer decoration price, Include in Price setting, setup charges, other services and product customer price.
The decoration is missing from the estimate
Confirm it was saved, included in the document, fully priced and followed by estimate regeneration.
The proof shows the wrong artwork or placement
Review the decoration record and request a corrected proof. Do not approve an incorrect proof.
Purchase Order generation reports missing decorator routing
Confirm the decorator, internal production department, decoration charge, saved decoration record, supplier routing and current Sales Order or Purchase Order snapshot.
The decoration exists in the cart but not on generated documents
Generated documents may preserve an earlier snapshot. Regenerate the affected document when appropriate.
The user cannot edit the decoration
Confirm the correct instance, role permission, editable project status, downstream document restrictions and whether production has already begun.
Best practices
- Use clear decoration names and exact placements
- Confirm product suitability
- Assign the correct decorator and production department
- Use approved artwork and clear file names
- Record dimensions and colours
- Review cost and customer price
- Confirm whether decoration is included or separate
- Add each location separately
- Require proofs when appropriate
- Reopen the decoration after saving
- Regenerate documents after approved changes
- Do not begin production without required proof approval
Decoration and artwork checklist
- ☐ Correct project and product are open
- ☐ Variants and quantities are complete
- ☐ Decoration method and clear name are entered
- ☐ Placement, dimensions and colours were reviewed
- ☐ Correct decorator and production department are assigned
- ☐ Supplier routing is correct
- ☐ Decoration cost and customer price are entered
- ☐ Include in Price was reviewed
- ☐ Setup charges were added
- ☐ Correct artwork and version are attached
- ☐ Proof requirement is selected
- ☐ Decoration was saved and reopened
- ☐ Multiple locations were entered separately
- ☐ Generated documents will be regenerated if required
