SEG Artwork Changes: Reprints & Old-Stock Control

When artwork changes after a multi-store SEG campaign has been released, identify the affected store fixtures and quantities before issuing a new print file. Keep the old approval, the new authorization and the disposition of existing prints together so the team can close the change without losing its history or counting the same graphic twice.

This guide helps retail campaign managers, artwork coordinators and print buyers control a late artwork change. Its output is a completed change record linking each allocation, released revision, production stage and final quantity. Use the approved print-ready file review and replacement-graphic compatibility record as inputs to the change. Keep their references with the new authorization.

Illuminated framed display with marine artwork.

Locate the affected allocations before changing the release list

A graphic SKU identifies a print variant. An allocation identifies the store, fixture or display position that needs it, with its quantity and intended use. One approved SKU can serve several compatible allocations; a single store can need different templates or localized artwork. Search the released register for the changed artwork ID and variant, then confirm which allocation rows use that exact revision.

Keep the released list unchanged as the baseline. Record the change request, its scope and its owner in a separate revision. Check the approved export and template references for every affected row. If the affected store, variant or quantity cannot be identified, hold those rows and assign someone to resolve the missing reference before authorizing more printing.

Identify the affected rows and the controlled release
Record	Information to retain	Decision
Affected allocation	Store, fixture, graphic SKU, artwork variant, old revision and agreed unit.	Is this row affected by the requested edit?
Authorization	Original total, spare inclusion, released quantity and approval reference.	What demand was authorized before the change?
Current location	Dated physical counts at production, in transit and at the receiving store, linked to the allocation.	Where are the affected prints at the cut-off?
New release	New export/revision, template reference, approver, total including any spare subset and replacement subset.	What is authorized to print now?
Old-revision closure	Unprinted cancellation and approved disposition/count of every physical old print.	Has the superseded release been fully resolved?

Use a clear unit, such as individual finished graphics, throughout the change record. State whether spares are included in the authorized total or are additional. A useful convention is “authorized total, including the stated spare subset,” with a separate allocation showing where those spares go. Do not add that subset to the total a second time.

Keep artwork release state separate from production progress

Record the approval decision—working, awaiting review, approved for print or superseded—against the exact exported file. Keep physical progress in separate records. A superseded file may already have printed stock; marking the file obsolete does not identify or remove those physical prints. Likewise, receiving a parcel does not prove that its graphics were installed.

Ask the production and receiving owners for a dated count against the affected allocation IDs. Identify unprinted demand, printed items still at the production or packing point, items in transit and items already received. Use evidence appropriate to the stage, such as an identified production count, packing record, dispatch reference or receiving record. A quantity that cannot be located stays unresolved rather than being assigned to a convenient stage.

Use one current physical location and disposition per item at the agreed cut-off time. Keep cumulative events, such as printed, dispatched or received, separately. These events overlap: a received print has also been printed and usually dispatched. Adding their event totals would count the same physical print several times.

Authorize the new revision and resolve the old prints

Review the changed export against the actual approved template and content requirements. Record the new revision, approval reference, affected allocations and authorized quantity. A content change may require new layout or sample review; the existing file and fit owners should decide the relevant checks. Do not infer a universal bleed, resolution, silicone-edge allowance or acceptance tolerance.

For the old revision, distinguish unprinted quantities from physical prints. Cancel or otherwise resolve the unprinted release explicitly. For printed items, obtain an agreed disposition by location and quantity: for example, an expressly authorized retained use, rework, return or disposal. Do not assume that an updated filename recalls a parcel or authorizes staff to alter an installed print.

State whether the new authorization replaces the old demand or adds to it. Identify any reprints within the new total instead of creating an extra order line with no relationship to the authorization. Confirm the actual scope, cost and revised timing with BrandMate before making a production commitment. Keep unaffected allocations on their existing release only where the change owner has confirmed they are unaffected.

A completed fictional change with quantities that reconcile

Illustrative example only: the record labels and counts below are invented to show the arithmetic. They are not BrandMate model numbers, factory results or customer records. Every count is an individual finished graphic, and the entire affected group of store-fixture allocations changes from R02 to R03.

The original R02 authorization is 12 graphics in total: 10 for installation plus 2 spares, already included in the 12. At the change cut-off, 8 R02 graphics have been printed and 4 remain unprinted. Of the printed 8, 5 are at the production point and 3 have already been received at a store. None is installed.

Fictional record EX-01: all quantities are individual graphics; spares are included in each total
Record	Quantity and decision	Completed evidence in this fictional example
R02 original authorization	12 total = 10 installation + 2 spare. Eight printed; four unprinted.	Original allocation list and cut-off count; none installed.
R02 unprinted demand	4 cancelled before printing.	Cancellation linked to the superseded release.
R02 physical prints	8 disposed: 5 at production + 3 previously received at the store.	Approved disposition and completion count for each location; zero old stock remains.
R03 replacement authorization	12 total = 8 replacements for obsolete printed stock + 4 for previously unprinted demand. Includes 2 spares.	New approved export and allocation list; the replacement subset is not added again.
R03 final balance	12 printed and received; 10 installed + 2 spare.	Receiving and installation/spare records; zero other stock or unresolved items.

The approved change cancels the 4 unprinted R02 graphics. The 8 obsolete printed R02 graphics are disposed of with approval and recorded closure: 5 at the production point and 3 at the receiving store. In this completed example, no R02 graphic remains in stock or unresolved.

The new R03 authorization is 12 total, including 2 spares. Within those 12, 8 replace the obsolete printed graphics and 4 fulfill the original demand that had not been printed. The replacement count describes the reason for 8 of the new prints; it is not an additional quantity. All 12 R03 graphics are printed and received. The final record shows 10 installed and 2 held as the designated spares.

Reconcile receipt events separately from current balances

At closure, compare the original authorization, cancellation, new authorization and final dispositions at the same cut-off time. Use mutually exclusive current balances—installed, available spare, other usable stock, held or unresolved—where they apply. An item must occupy only one current balance. Retired items that have left stock through documented disposal remain in the historical disposition record.

Each equation uses the same affected allocation group and closure cut-off
Check	Equation	Meaning
Original authorization	12 = 8 actually printed + 4 cancelled unprinted.	Cancelled unprinted demand is not physical stock.
New authorization	12 = 8 replacement prints + 4 previously unprinted demand.	The eight replacements are a subset of the new total.
All physical prints	20 = 8 R02 disposed + 10 R03 installed + 2 R03 spare.	Final mutually exclusive dispositions account for every print manufactured.
Cumulative store receipts	15 = 3 R02 received + 12 R03 received.	A historical event total, including the three later disposed of at the store.
Current store balance	12 = 15 received minus 3 disposed at store = 10 installed + 2 spare.	Do not add receipt events to current balances. Five other old prints never reached the store.

For this example, total manufactured graphics are 20 = 8 R02 + 12 R03. Their final accounting is 20 = 8 disposed + 10 installed + 2 spare, with no other stock or unresolved quantity. Current usable graphics are 12 = 10 installed + 2 spare, matching the replacement authorization.

Cumulative store receipts are 15 = 3 R02 received earlier + 12 R03 received later. The earlier 3 remain receipt events even after their disposal. Current store graphics are 12 = 15 received − 3 disposed at the store. The other 5 obsolete graphics were disposed of at the production point and never appear in store receipts. The received total of 15 must not be added to the installed and spare balances.

If the arithmetic does not reconcile, check the affected rows, units, spare convention and cut-off time first. Then investigate duplicate receipts, unrecorded returns, outstanding transit or an item assigned to more than one current balance. Retain a named unresolved quantity until evidence closes it; do not change the authorized total merely to force the numbers to match.

Close the change with the receiving and reorder owners

Give each affected store a location sheet identifying its fixture, current artwork revision and expected quantity. Compare the parcel labels and visible graphic identity with the new release list. Where a kit uses several parcels, preserve their relationship. Ask a reviewer to follow one allocation from the new approval to its parcel and receiving record; a disagreement returns that allocation for correction.

Record who accepted each disposition, the supporting count or record, and its completion date. Archive the old export and release alongside the replacement authorization. Restrict the current print pack to the new approved export, while keeping history available for review. Graphic changes follow the actual model instructions and site access procedures; electrical or structural service belongs to appropriately qualified personnel.

For later reorders, identify the installed artwork revision and its matching frame/template. State whether the request replaces a damaged current graphic, replenishes an approved spare or introduces new campaign content. Check any changed material, finishing or template through the appropriate compatibility and file-approval process. A familiar campaign name is not enough to identify the correct current print.

Send BrandMate the affected rows and the decision needed

For a campaign change inquiry, send the affected store/fixture list, current approved artwork and template references, quantities by revision and known production stage. Include the requested new artwork, spare convention, destination, needed date and proposed disposition questions. Email [email protected] with unconfirmed size or specification details so the actual print, sample, packing and commercial scope can be discussed for the project.

The BrandMate LED SEG Light Box range, Quality Control and Warehouse & Logistics pages provide related context. Confirm which identification, count and packing records can be supplied for the order; this example does not establish an existing software integration, labeling capability, MOQ, sample availability or delivery time.

Does superseding a file cancel printed stock?

No. Record the physical quantity, location and agreed disposition separately. Close the superseded print allocation only after that disposition is evidenced and the remaining demand is authorized.

Are reprints added to the new authorization?

State the convention explicitly. In the example, the new total is 12 and already includes 8 replacement prints; adding another 8 would overstate the authorization. A genuinely additional quantity requires its own approved allocation.

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