PromoStandards Core Services — Distributor Workflow Overview

PromoStandards is a set of XML/SOAP-based standards designed to standardize communication between distributors and suppliers in the promotional products industry. Each service focuses on a specific business capability, and together they form an end‑to‑end integration lifecycle.

High-Level Distributor Workflow

From a distributor’s perspective, the lifecycle typically looks like this:

1. Build and maintain a product catalog
   • Import product data, pricing, and media from suppliers
2. Keep availability accurate
   • Frequently update inventory levels
3. Place orders with suppliers
   • Submit purchase orders
4. Track fulfillment
   • Receive order status updates
5. Notify customers of shipment
   • Receive shipping confirmations and tracking numbers

Each PromoStandards service maps directly to one or more of these steps.

1. Product / Pricing / Media Import

Services:

• Product Data (Product)
• Pricing & Configuration (PPC)
• Media Content (MED)

Main Goal

To allow distributors to build and maintain a searchable, sellable product catalog using standardized supplier data.

What It Provides

• Product Data

  • Product names, descriptions, categories
  • Attributes like sizes, colors, materials
  • Supplier SKUs and product identifiers

• Pricing & Configuration (PPC)

  • Base pricing tiers
  • Decoration methods and locations
  • Upcharges, setup fees, and run charges
  • Minimum quantities and quantity breaks

• Media Content

  • Product images (blank and decorated)
  • ArtTemplates, virtual samples, and supporting assets
  • Image metadata (angle, color, resolution, part relationships)

Distributor Value

• Creates a single internal catalog across many suppliers
• Enables search, merchandising, and quoting
• Reduces manual data entry and supplier-by-supplier differences

Position in Workflow

Foundation layer — everything else depends on accurate product, pricing, and media data.

2. Inventory Availability

Service:

• Inventory Availability (INV)

Main Goal

To provide near real-time stock availability so distributors can sell with confidence.

What It Provides

• Inventory levels by:
  • SKU / part
  • Color
  • Size
  • Warehouse / location
• Optional future availability or backorder indicators

Distributor Value

• Prevents overselling
• Enables accurate delivery expectations
• Critical for ecommerce storefronts and automation

Typical Usage Pattern

• Polled on a schedule (every few hours or daily depending on the supplier)
• Queried just-in-time during checkout or quoting

Position in Workflow

Operational accuracy layer — keeps the catalog sellable and trustworthy.

3. Purchase Order Submission

Service:

• Purchase Order (PO)

Main Goal

To allow distributors to electronically place orders with suppliers in a standardized format.

What It Provides

• Order header information
  • Distributor info
  • Supplier info
  • Order dates and references
• Line items
  • Products and quantities
  • Decoration details
• Shipping information
  • Ship-to addresses
  • Shipping methods
• Artwork references or attachments (depending on implementation)

Distributor Value

• Eliminates manual order entry (email, fax, portals)
• Enables straight-through processing
• Scales order volume without increasing staff

Position in Workflow

Transaction execution layer — converts a sale into a supplier order.

4. Order Status Updates

Service:

• Order Status (ORDSTAT)

Main Goal

To provide visibility into the lifecycle of an order after submission.

What It Provides

• Order-level and line-level status updates
• Common statuses include:
  • Received
  • In production
  • Backordered
  • Shipped
  • Cancelled
• Estimated ship dates and revisions

Distributor Value

• Reduces “where is my order?” inquiries
• Enables proactive customer communication
• Supports internal exception handling

Typical Usage Pattern

• Polled on a schedule
• Sometimes triggered by supplier-side updates

Position in Workflow

Fulfillment visibility layer — tracks progress from order to shipment.

5. Order Shipment Notification

Service:

• Order Shipment Notification (OSN)

Main Goal

To notify distributors when an order (or part of an order) has shipped.

What It Provides

• Shipment confirmation
• Carrier and service
• Tracking numbers
• Ship dates
• Partial shipment details (split shipments)

Distributor Value

• Enables automated customer notifications
• Allows tracking links to be surfaced in portals
• Feeds accounting, invoicing, and CRM systems

Relationship to Order Status

• OSN is often the final milestone after ORDSTAT
• Some suppliers rely more heavily on OSN than detailed status polling

Position in Workflow

Customer fulfillment layer — closes the loop from supplier to end customer.

End-to-End Workflow Summary

1. Import Catalog
   • Product Data + Pricing + Media build the catalog
2. Maintain Accuracy
   • Inventory Availability keeps listings trustworthy
3. Execute Sale
   • Purchase Order submits the order to the supplier
4. Monitor Progress
   • Order Status tracks production and changes
5. Complete Fulfillment
   • Order Shipment Notification confirms delivery

Together, these services form a modular but complete integration contract between distributors and suppliers.

Key Insight

PromoStandards is not a single API — it is a workflow language for the promotional products industry.

Distributors who implement all services gain:

• Operational scale
• Fewer manual touchpoints
• Better customer experience
• Stronger supplier relationships

Suppliers who implement them well become:

• Easier to do business with
• More attractive to high-volume distributors
• Better positioned for automation-driven growth