Delivery Information

Gallery Order and Delivering

Version 1-(18/11/2024)
 

Delivery Information please agree to OST shipping as specified in the product.
 

1. The purchased items will only be prepared for collection or shipping once full payment has been received by gallery.

2. Insurance, Packaging, Postage and Shipping costs, or any other ancillary costs are not included in the listed price.

3. Buyers are free to arrange their own shipping, in which case they must notify the specific gallery and provide the curator with full details for the arrangements to be made.

4. Special packaging can be arranged by gallery, upon request from the buyer.

5. Such special packaging will be quoted and charged in addition to other ancillary costs.

Purpose:

To define a detailed order management process for the Gallery, covering each stage from order placement to final completion, outlining responsibilities, notifications, and fund distribution to ensure seamless, secure transactions.
 

1. Order Placement and Initial Confirmation

   1. Step: An OST MEMBER places an order and completes the purchase on the OST Gallery platform.

   2. Action Required: The OST platform verifies payment, and funds are securely held in escrow within the OST Account.

   3. Start with the Stripe Payment Method

   4. Integrate Wise Payments once the API are available

   5. Direct payments with the correct Payment Reference could also be an option.

2. Order Notification

   1. Step: Once funds are verified and secured, the platform triggers notifications.

   2. Notifications Sent:

      1. Curator and Artist are notified (via email and dashboard) of the sale and that funds are securely held.

   3. Status Update:

      1. The item is marked as “Sold” on the gallery display and on the dashboards of both the curator and artist.

3. Curator Oversight Responsibilities

   1. Step: The curator reviews the order notification on their dashboard.

   2. Primary Responsibility: Oversight of the transaction and ensuring artist awareness.

   3. Actions Required:

      1. The curator additionally reminds the artist, as part of support services, to check the notifications and update the status of the order.

      2. The curator monitors the workflow for updates on the artist's progress and awaits notification of delivery acceptance by the buyer.

4. Artist’s Order Fulfilment Responsibilities

   1. Step: The artist logs into the Gallery Order Processing dashboard and reviews the email notifications to manage the order.

   2. Primary Responsibility: Completing the delivery preparation and arranging shipping.

   3. Actions Required

      1. Add the QR Code to the artwork as part of verification and tracking.

      2. Package the artwork securely.

      3. Coordinate with a courier service for delivery to the buyer.

      4. Upload delivery and courier documents as attachments on the platform, including any notification from the courier company confirming successful delivery. Add attachments process on the platform.

   4. Status Update: The artist updates the order status on the dashboard to indicate that the artwork is ready for dispatch and in transit.

5. Buyer Delivery and Acceptance Process

   1. Step: Upon delivery, the buyer is expected to confirm receipt with his PIN on login to the platform.

      1. Choice: Confirm delivery or reject delivery if its not the correct product.

   2. Primary Responsibility: Confirming the successful receipt of artwork.

   3. Actions Required:

      1. The buyer logs in and confirms acceptance of the delivered artwork.

      2. Once confirmed, the transaction status updates, releasing funds to both the gallery and the artist and the OST International Office to distribute 60/30/10 royalty and the 10 splits%

   4. Escrow Policy: All funds remain in escrow with OST until the sale is fully completed, ensuring buyer satisfaction and transaction security.

6. Curator’s Follow-Up for Unconfirmed Deliveries

7. If the buyer does not confirm delivery within the platform.

   1. Actions Required:

      1. The curator contacts the buyer via email, requesting confirmation of receipt.

      2. If no response is received, the transaction will be finalized based on courier documentation.

   2. Documentation Requirement: The artist must ensure all delivery and courier documentation is uploaded, as this will serve as proof of delivery should the buyer fail to confirm.

   3. Escrow Release: If, after a month, no buyer response is received, the transaction will be deemed complete, and funds will be distributed based on courier confirmation.

   4. Dashboard Tracking and Reporting

      1. The Dashboard provides real-time tracking for each order status, with clear visibility for the curator and artist on stages such as "Sold," "In Progress," "In Transit," and "Completed."

   5. Curator’s Role: The curator has an oversight role to monitor the artist’s actions and provide additional reminders if needed.

   6. Artist’s Role: The artist uses the dashboard for order updates and documentation upload, ensuring all delivery steps are recorded.

8. Roles and Responsibilities Summary

   1. Curator: Manages oversight, provides reminders, and ensures that transaction finalization processes are followed.

   2. Artist: Completes the order by preparing, shipping, and uploading required documents.

   3. Buyer: Confirms delivery to release funds from escrow.

9. This SOP outlines each party’s role, from initial order to final delivery, emphasizing documentation and platform updates for smooth operation and transparency. This process ensures secure transactions and timely resolution of each order.