ShopWorks Data Entry Guide
Clean data entry = clean quotes = correct revenue tracking. For Nika Lao & Taneisha Clark.
STOP — Bad Habits to Break
1 Stop using separator labels as line items
What's wrong: Entering "Transfer", "EMB", "Embroidery", or "DTF" as line items with a blank part number. These aren't services — they're labels that confuse the system.
Real examples:
- Order #136554 (Cardinal Baths): "Transfer" entered as a line item separator
- Order #136557 (Cosco Fire): "Embroidery" and "Transfer" labels mixed as items
- Order #136479: "EMB" as a standalone item
Do this instead: Put placement/method notes in the ShopWorks Notes field at the bottom of the order.
2 Stop using person names as line item dividers
What's wrong: Entering "Michael Bunce - Tonal Logo" or "Chad Matthew - Tonal Logo" as line items with blank part numbers to group products by person.
Real example:
- Order #136556 (Cosco Fire #1): Multiple person-name dividers between product groups
Do this instead: Use a single note in the Notes field: "Michael: items 1-3, Chad: items 4-6".
3 Stop leaving Part Number blank on priced items
What's wrong: Entering a service description with a price but no part number. The system can't track revenue or classify the service correctly.
Real examples:
- Order #136562 (Fire Buffs): "Sew-on" at $12.50 with empty PN — should be
SEG - Order #136271: "Laser - Customer's Supplies" at $12.50 with empty PN
Do this instead: Every priced line item needs a part number. See the Service Code Reference below.
4 Stop using legacy/wrong service codes
What's wrong: Typing old codes or typos that the system has to guess about. The parser fixes 13 known typos automatically, but don't rely on it.
Real examples: "AONOGRAM" (typo), "EJB" (legacy), "SETUP FEE" (vague), "NAMES" (wrong)
Do this instead: Use the exact codes from the Service Code Reference. See the Alias Reference at the bottom for what the system auto-corrects.
5 Stop mixing decoration types on one order
What's wrong: Same ShopWorks order has both "Transfer" items and "Embroidery" items. The quote builder can only generate one type of quote per order.
Do this instead: Create separate ShopWorks orders — one per decoration method. If a customer needs embroidery AND transfers, that's two orders.
6 Stop entering AL when you mean Full Back
What's wrong: Using AL (Additional Logo) at $40-120/piece. AL is for small secondary logos ($7-10/pc). If the price is that high, it's a Full Back embroidery job.
Real examples:
- Order #136257 (Little Wheels QMA): AL at $120/pc — this is not an Additional Logo
- Order #136429 (CCNW Commercial): AL at $12.50 — likely a Full Back job
| What It Is | Part Number | Price Range |
|---|---|---|
| Small secondary logo | AL | $7-10/pc |
| Full back embroidery | DECG-FB | Stitch-count based |
7 Stop entering addresses with lowercase states or typos
What's wrong: "Wa" instead of "WA", "Antt:" instead of "Attn:". The tax lookup system needs a clean uppercase state code to determine the correct tax rate.
Do this instead: Always use 2-letter uppercase state codes (WA, OR, CA, AK). Spell "Attn:" correctly. Include the full 5-digit ZIP code.
START — Correct Practices
1 Always provide a Part Number for every priced line item
No exceptions. If a line item has a dollar amount, it needs a part number. Refer to the Service Code Reference below.
2 Use the Notes field for non-product information
The ShopWorks Notes field (bottom of the order) is for:
- Placement instructions ("Left Chest", "Back Logo")
- Person name groupings ("Michael: items 1-3")
- Method labels ("This section is Transfer")
- Special instructions ("Rush — need by Friday")
None of these should be line items.
3 Follow the address format
Company Name, Street Address, City, ST ZIP
- State: Always 2-letter uppercase (WA, OR, CA, AK — not "Wa")
- ZIP: Always 5-digit (or 5+4 with dash: 98402-1234)
- Attn: Spell it correctly if needed ("Attn: John Smith")
4 One decoration type per order
- Embroidery order → only embroidery items
- Transfer order → only transfer items
- DTG order → only DTG items
- If customer needs both → create two separate orders
5 Complete Design Numbers
Design #:XXXXX - [full description]
- Include the design name so the quote builder can display it
- Don't leave trailing dashes with no description
- Example:
Design #:39186 - Roadmen Car Club back logo
6 Correct size suffixes on part numbers
| Size | Suffix | Example |
|---|---|---|
| 2XL | _2X | PC54_2X |
| 3XL | _3X | PC54_3X |
| 4XL | _4X | PC54_4X |
| 5XL | _5X | — |
| 6XL | _6X | — |
| One size | _OSFA | CP90_OSFA |
Don't combine sizes:
_4/5X should be separate items for 4XL and 5XL.
Service Code Reference
Fixed-Price Services
| Service | Part Number | 2026 Price | Notes |
|---|---|---|---|
| Loading prices... | |||
For tier-based pricing (DECG, AL, stitch surcharges), see the
Service Price Cheat Sheet.
Pre-Submit Checklist
Check Before Saving Every Order
Alias Reference
Auto-Corrected Aliases
The parser auto-corrects these, but entering the correct code saves time and avoids warnings:
| What Reps Type | Parser Maps To | What You Should Type |
|---|---|---|
| AONOGRAM | MONOGRAM | Monogram |
| NNAME / NNAMES / NAME | Name/Number | Name/Number |
| NAMES | MONOGRAM | Monogram |
| EJB | FB | DECG-FB |
| FLAG | AL | AL |
| SETUP | GRT-50 | GRT-50 |
| SETUP FEE | DD | DD |
| DESIGN PREP | GRT-75 | GRT-75 |
| EXCESS STITCH | AS-GARM | AS-Garm |
| SEW / SEW-ON | SEG | SEG |
| COLOR CHG | COLOR CHANGE | (rare — ask Erik) |