Quote Guidance

Who should I contact?

For printed products (flyers, brochures, stationary etc.) the University has one approved supplier:

SF Taylor: warwickorders@sftaylor.com | 0161 429 7200
(Vendor 10055898: SF Taylor Chetham House Ltd. T/A)

For promotional merchandise and corporate gifts (pens, mugs, hoodies etc.) the University currently has three approved suppliers:

Graphic Arts: ian.jenkin@graphicartsgroup.co.uk | 024 7667 3415
(Vendor 1001415: Graphic Arts Coventry)
Allwag Promotions: ehillman@allwag.co.uk | 020 3904 5589
Hambleside Merchandise: orders@hambleside-merchandise.co.uk | 023 9235 4960

When asking for quotes, clearly define your project requirements. This could include:

Tendering process

An 'approved' supplier is defined as a supplier who has been successful in a University, consortium or national tender exercise for a particular service or a specific range of items. All ongoing University business for those services or items should be contracted to the 'approved' supplier. It is important to note that suppliers that are not under contract are not to be used under any circumstance. For more information, visit the Procurement website.

For promotional merchandise

Specific product specification and requirements
Product colour and size
Attached logos or web addresses
For clothing, size breakdown

For printed materials

Size and dimensions
Preferred paper type and weight
Finishing options needed
Colour specifications (see the Brand Portal)

Ordering process

Under the new system, there is a five-step process which will be undertaken in direct communication with your supplier, resulting in a transparent ordering journey from start to finish. Allow 5 - 7 working days after approval of artwork for printed orders and 2 - 3 weeks for promotional goods. Last-minute orders are highly unlikely to be fulfilled.

1. Enquiry 2. Order

Raise a purchase order with your department using the supplier reference for the selected quote.
Cost codes cannot be used with external suppliers.
Provide the supplier with a PO number, artwork as well as any other documents they need, such as a spreadsheet for a mail-merge.
Training for SAP is available on the SAP Purchase To Pay Courses.

3. Proof 4. Print 5. Delivery

The person placing the order should be available to sign the delivery note when the delivery has been made.
Ensure your delivery address is accessible for couriers and your department has the capacity to store your order.
If your department is staffed irregularly, request tracking or nominated day delivery from the supplier.

If you require assistance and further information on how to place orders with the approved suppliers, contact Print Procurement Manager, Craig Colledge: craig.j.colledge@warwick.ac.uk or Account Coordinator Joey Davey: joey.davey@warwick.ac.uk who will be able to provide guidance and advice.