TRG Customer Order Process
A complete guide for creating, managing, and approving TRG Customer Orders and Change Orders, including required Product and Service sections, acceptance rules, and invoice triggers.
TRG ORDER STRUCTURE: PRODUCT & SERVICES SECTIONS
Internal Guidance for TRG Customer Orders & Change Orders
🔗 Quick Navigation
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⬇ Product Sections
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⬇ Services Sections
📦 TRG PRODUCTS
(Start every TRG Customer Order with the TRG PRODUCT FEES header.)
If Products are part of a larger project, use this section to provide a brief scope of work describing the overall objective and what the Product package includes. Keep this short and high-level—technical detail belongs in the line items or supporting documentation.
Example SOW (Scope of Work):
SOW: The Customer is upgrading their current badging system to the Veonics® Portal, including replacement printing hardware and a six-month supply of consumables. The Product section below includes all items required to process the Order and meet the TRG contractual requirements.
💲 TRG PRODUCT FEES
All product line items go under this header.
Include:
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Unit price
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Quantity
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Any discounting
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Bundled notes (if hardware includes accessories)
📑 TRG PRODUCT ACCEPTANCE
Contract Base Language
The Acceptance Terms dictated in the Acceptance Exhibit to the Agreement shall apply to the Products. In addition to the criteria set forth in the Acceptance Exhibit, the following additional acceptance criteria shall apply to the listed Products.
Internal Rules
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Always state in the section:
“Refer to the Acceptance Criteria field above.” -
The Acceptance Criteria free-form field holds the complete text.
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If more room is needed, place details in the Description area.
📘 SAMPLE PRODUCT ACCEPTANCE TERMS
Off-the-Shelf Hosted Software (Standard SaaS)
Acceptance Criteria:
Portal is deemed accepted upon completion of admin/user training and configuration enabling normal use, or 30 calendar days after system availability (login provisioning), whichever occurs first.
Automatic renewals are deemed accepted 45 business days before Renewal Date, unless Customer issues a written non-renewal notice.
Invoice Trigger:
Invoice upon completion of the first Customer discovery meeting, which authorizes Supplier to begin software setup and onboarding.
Automatic renewals invoice 45 business days before renewal using the original Order number. No new Order is required.
Cancellation/Retention:
Written rejection cancels the subscription. Printing is disabled, and Customer has 30 business days to export data/photos. After 30 days, all data is permanently deleted unless an earlier deletion is requested.
Hosted Software with Included Configuration Services
Use the SaaS acceptance/invoicing above.
Configuration typically includes:
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Org hierarchy setup
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Record property setup
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Card template creation
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Initial user enrollment + permissions setup
Use the Services section only when configuration is outside normal SaaS (complex card design, heavy field mapping, advanced multi-layer config).
Custom-Developed Software (Rare / Almost Never Used)
If ever required:
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A formal SOW must define the deliverables.
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Clearly separate:
• License (Product)
• Development Labor (Service)
Interfaces Example:
For each interface, define source/destination, protocols, schedule, format, and responsibilities. If none, state “None.”
Sample VCDB Interface Definitions
VCDB SFTP (Standard):
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Source: Customer’s HRIS
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Data destination: Veonics® Portal SQL (AWS RDS)
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Photo destination: Veonics® Portal (AWS S3)
VCDB API:
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Not currently supported — requires a future SOW.
🚚 TRG PRODUCT DELIVERY
Always state:
“Refer to the Estimated Delivery Date and Ship-To Address above.”
Delivery must follow TRG’s MSA requirements (FOB Destination).
💻 TRG ON-PREMISES-BASED SOFTWARE
Rare.
Use only when local hardware/software is installed onsite (e.g., encoder kits).
Include:
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Location
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Technical requirements
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Responsibility (Customer vs Supplier)
🧩 TRG SERVICES DESCRIPTION
Begin every service section with this header.
Use the Description field to provide a plain-language summary of the service scope.
Examples:
• “Portal onboarding and configuration for 2 locations”
• “VCDB integration setup and mapping”
• “Advanced badge template design project”
When to Use:
The TRG Services Description section is used only for professional services that fall outside of what is already included with any eXpress badging® (EB) product, subscription, or standard onboarding. Standard services already included with products — such as Portal discovery meetings, Portal configuration and training, customer support, printer technical support, or warranty support — do not belong in this section and must never be listed as a billable TRG service.
Use this section only when the Customer requires work that goes beyond our standard product-included offerings. Examples include: complex card design projects requiring more than eight (8) business hours; integrations involving multiple source-of-truth databases; custom mapping or multi-layer field logic; non-standard data migration processes; creation of new custom functionality not currently available in the Veonics® Portal; or any other work requiring additional EB engineering, development, advanced configuration, mapping, migration, consulting, or extended labor beyond normal scope.
If a task requires additional labor, specialized effort, custom development, or materially exceeds standard configuration included with the product, it must be listed here as a TRG Service, priced accordingly, and may require a TRG Change Order if added after the original Order.
📋 TRG SERVICE DELIVERABLES
Deliverables define what “done” looks like.
Examples:
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Live Advanced SFTP integration job
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Advance card templates configured
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Admin training completed
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Customer data and photo clean up and matching imported
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Advanced Role/permission framework established
Keep deliverables concrete and testable.
🗓 TRG SERVICE PROJECT SCHEDULE
Document the expected timeline:
Example:
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“Start Date: 10 business days after receipt of required data.”
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“End Date: Within 45 days of Start Date with timely Customer participation.”
💼 TRG SERVICE FEES
All service line items go here.
Include:
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Fixed fee or hourly rate
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Units
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Statement indicating whether fee is subject to NTE
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If milestone billing applies, reference milestones here or in Deliverables
📝 TRG SERVICE ACCEPTANCE
Always state under the header:
“Refer to the Acceptance Criteria field above.”
Then use the free-form field to enter the correct model below.
📘 SAMPLE SERVICE ACCEPTANCE TERMS
Advanced Onboarding / Configuration
Acceptance Criteria:
Accepted upon completion of approved scope of work deliverables, or 10 business days after notice of completion if no written objection is received.
Invoice Trigger:
Invoice upon completion of onboarding deliverables. If milestone payments are approved in the SOW, the applicable invoices are issued as stated.
Advanced VCDB Integration Services
Acceptance Criteria:
Accepted upon commencement of integration setup (endpoint creation, mapping, environment setup), or 30 days after project start unless a deficiency is reported.
Invoice Trigger:
Invoice at commencement of integration setup, or 30 days from project start — whichever is earlier. If milestone payments are approved in the SOW, the applicable invoices are issued as stated.
Professional Services / Consulting
Acceptance Criteria:
Accepted upon completion of approved scope of work deliverables, or 10 business days after notice of completion if no written objection is received.
Invoice Trigger:
Invoice upon completion, unless milestone billing is defined.
🧾 TRG SERVICE MATERIALS & EXPENSES
This section is rarely used and should only appear when materials or expenses are required exclusively to support a professional service, not a product sale. Standard product materials (printers, cards, ribbons, accessories, etc.) must always be listed under TRG Products or TRG Product Fees, not here.
Use this section only when the Customer requires specialized, service-related materials or costs such as:
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RFID card consulting samples (e.g., providing multiple manufacturer card types for evaluation)
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Test hardware or software required to demonstrate a use case or validate system compatibility
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Specialized tools, utilities, or temporary test environments purchased to support a unique service engagement
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Procurement management fees, when EB must source unusual materials outside our standard supply chain
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Travel-related expenses, when pre-approved by the Customer and billed at actual cost in compliance with the Agreement
All items listed here must be:
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Directly tied to a professional service (not a product)
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Pre-approved by the Customer prior to work or purchase
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Billed at actual cost, unless a minor handling or procurement fee is disclosed and approved
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Itemized clearly in the TRG Customer Order or TRG Change Order
If the material or expense is related to a product purchase, it must be documented and invoiced under the Product section—not under Services.
Only used if expenses are billable.
Default: No expenses billed unless pre-approved.
Standard wording:
Reimbursable materials and expenses, if any, must be pre-approved in writing and billed at actual cost without markup.
🔒 TRG SERVICE MAX AMOUNT
Internal protection cap.
Standard wording:
TRG Service Max Amount (NTE): $________. Supplier will not exceed this amount without an approved TRG Change Order.
Last Edit Date11/28/2025