Operation Procedures

Operation Procedures

Inquiry

  • On receiving an inquiry(s) the merchandiser must prepare a checklist and immediately forward all information to1 factory from the approved factory list for pricing.
  • The merchandiser must make sure that the factory specializes in the item being priced and has worked with the client before.
  • Selection of supplier should be based on their previous performance, efficiency, delivery, etc.
  • If it is a new client then the merchandiser must discuss the inquiry(s) with the dept. head before sending out the inquiry(s).

Quoting Prices

  • Prices must be sent within 1-2 days of receiving the inquiry.
  • All enquires must be entered in to the new development sheet.
  • Based on the lowest price the merchandiser must order proto sample. Min. 2 pieces must be ordered. One sample for the customer and one office sample.
  • Before quoting any prices to the customer. The merchandiser should get all prices approved by the Head of Merchandising or Managing Director.
  • If renegotiation is required then involve the dept. head, Head of Merchandising and Managing Director so that the best prices are finalized with the factories.
  • Final quoted price must be updated on the new development sheet.

Proto Samples

  • Upon receipt of buyer’s specification, a thorough check should be conducted for precision. Obtain explanation from customer for anything considered vague.
  • Forward the specification sheets/Pattern to the selected supplier with all the explanation of specifications & technicalities on as & when received basis & update records.
  • Ensure timely availability of fabric.
  • Follow-up with the supplier to provide the sample latest within 2 days for local accessories & fabrics, in case of imported items maximum 12 days.
  • Upon receipt of the sample from the supplier thoroughly check the styling, measurement (if any), stitching, quality of the fabric, fabric construction/GSM, hand feel, washing standard, finishing of the sample & accessories if any & ensure compliance of the samples as per customer’s specifications.
  • The departmental head will give final approval.
  • At least 3 pieces of each sample should be developed. One for merchandisers, one for the customer & one for the suppliers for future references.
  • Prepare Proto Sample Checking Sheet & attach with the checklist (Format Attached).
  • Put duly filled sample card on the sample, format enclosed.
  • Forward the samples as & when received basis & advise customer accordingly with all the details of dispatch.
  • Follow with the customers for approvals/comments.
  • Once approved, advise supplier as well as Head of Quality Control.
  • Update Order Checklist, format enclosed.
  • Update the excel sheet accordingly, format enclosed.

Order Placement

  • Once an order is placed the merchandise manager should fill out a PO checklist.
  • All missing information with regards to the PO will be forwarded to the customer within 1 day of receiving the PO.
  • A complete PO package must be prepared and sent to the factory within 24 hours of receipt of order from customer with a copy of P.O. to Commercial Department.
  • Prepare a projected production plan & forward the same to the Head of Quality Control & to the related supplier. The schedule should comprise of expected dates for fabric Quality Check, ILC, IPC, MPC & FRI.
  • Prepare a projected sample plan & forward the same to the related supplier with a copy to the Head of department.
Operation Procedures

PO Package for Factory

A new PO package for the factory must include the following :

  • Original PO sheet.
  • Spec. Sketch and workman sheet.
  • Color print artwork, lab dip, original fabric swatch and original trim card.
  • Original sample (If available)

Within 1 day of receipt of a new order the merchandise manager must call for a pre-production internal meeting. The following people must attend this meeting :

  • Head of Operation.
  • Merchandise Manager.
  • Acct. Related Merchandiser.
  • Head of QA Dept.
  • QA Personal.
  • Internal QA Personal.

At the meeting the merchandiser will issue all information with regards to the order. This information includes :

  • PO sheet copy.
  • Spec sheet with all related information.
  • Lab dip card, print artwork, trims card, etc.
  • Original fabric swatch (If available)
  • Proto sample.

Operation Procedures

Lab Dip / Print Strike Off

  • Follow up with our customer for lab dips if necessary.
  • Upon receipt of the lab dips from the customer, immediately send a replica to the supplier.
  • Follow-up with the supplier for prompt delivery of lab dips latest within 5 days.
  • Obtain maximum numbers of lab dips from the supplier’s minimum 3 per color.
  • Upon receipt of lab dips from the supplier, match lab dips against customer specifications via visual test or if required by the customer via lab test.
  • Receive Lab Dips Format Sheet from our Lab & attach with the checklist, format attached.
  • Head of department will give the final approval prior sending the samples to the buyers.
  • Forward the lab dips to the customer along with the lab test report on as & when received basis. Make sure the buyer receives the lab dibs as per their requirement.
  • Follow with the customers for approvals/comments.
  • On approval inform supplier.
  • Update Order Checklist, format enclosed.
  • Update the excel sheet accordingly, format enclosed.

Size Set Samples

  • Follow-up with the supplier for prompt delivery of Size Set options with actual fabric, maximum 4 days for local fabric & maximum 12 days for imported fabric.
  • Obtain 2 sets of samples of all sizes from the supplier. One for merchandisers & one for the customer.
  • Upon receipt of samples from the supplier, match these against customer specifications & comments.
  • Thoroughly check the styling, measurement (if any), stitching, quality of the fabric, fabric construction/GSM, hand feel, washing standard, finishing of the sample & accessories if any.
  • Prepare size set format sheet & attach with the checklist, format attached.
  • Head of department will give the final approval prior sending the samples to the buyers.
  • Forward the size set options to the customer’s on as & when received basis.
  • Ensure that buyer receives the samples as per their precise requirement.
  • Forward one or two pieces to the Head of Quality Control.
  • Follow with the customers for approvals/comments.
  • Upon receipt of approval advise supplier & Quality Control Head.
  • Update Order Checklist, format enclosed.
  • Update the excel sheet accordingly, format enclosed.
  • Obtain actual production schedule from the supplier. Make sure the schedule is in accordance with the shipment date.
Operation Procedures

Sample Accessories

  • Follow up with the customer for sample accessories, if required.
  • Upon receipt of buyer’s accessories, a thorough check should be conducted for precision. Obtain explanation from customer for anything considered vague.
  • Upon receipt of the accessories from the customer, forward the same to the supplier on as & when received basis.
  • Factories will be responsible for the selection of accessories supplier. We should forward no such recommendations to the factories.
  • Follow-up with the supplier and quality control for prompt delivery of accessories for local max 4 days for imported max 12 days.
  • Obtain 4 sets of samples of all accessories with at least 3 different options from the supplier. One for merchandisers, one for the customer, one for the quality control, & one for the suppliers for future references.
  • Upon receipt of samples from the supplier, match these against customer specifications.
  • Thoroughly check with the original/instructions received from the buyer, artwork, color, quality, sewing allowance, bar code, price tags etc.
  • Prepare accessories format sheet, format attached.
  • Head of department will give the final approval prior sending the samples to the buyers.
  • Prepare at least 2 synergies trim/accessories cards. One for buyer & one for merchandiser.
  • Forward the accessories to the customer’s on as & when received basis.
  • Ensure that buyer receives the samples as per their precise requirement.
  • Follow with the customers for approvals/comments.
  • After approval advise the supplier accordingly.
  • Update Order Checklist, format enclosed.
  • Update the excel sheet accordingly, format enclosed.

Operation Procedures

Dye Lots

  • Follow-up with the supplier and quality control for the delivery of dye lot.
  • Dye Lot should be available (6 X 6, for every roll) to the merchandisers at least 5 days before the start of actual production.
  • Upon receipt of samples from the supplier forward the same to lab for lab test & match these against customer specifications.
  • Thoroughly see the color standard, color fastness, shrinkage, GSM/construction, hang feel, fabric quality, knitting tension, Lycra etc.
  • Receive Dye Lot sample format sheet from lab, format attached.
  • Head of department will give the final approval prior sending the samples to the buyers.
  • Update Order Checklist, format enclosed.
  • Update the excel sheet accordingly, format enclosed.

Bulk Accessories

  • Follow-up with the supplier for the delivery of bulk accessories.
  • These accessories should be available to the merchandisers at least 5 days before the start of actual production.
  • Upon receipt match these against customer specifications.
  • Thoroughly check the accessories color & quality of trim against buyer’s comments.
  • Prepare Bulk Accessories format sheet, format attached.
  • Head of department will give the final approval prior sending the samples to the buyers.
  • Update Order Checklist, format enclosed.
  • Update the excel sheet accordingly, format enclosed.

Production

  • Once sampling is completed Head of concern Merchandiser forwards the order file to the Head of Quality Control along with the approved sample & a copy of projected production schedule. Make sure the file is forwarded at least 5 days before start of actual production.
  • A meeting should be conducted between the Head of Merchandising Department, Concern Merchandiser, Head of Quality Control & Quality Control Officer (Production) discussing all the details of order.
  • Obtain an instruction sheet covering all the required information from the quality control officer & approve.
  • Make sure any new comments are added into the instruction sheet.
  • Regular follow up should be made with the suppliers & Quality Control regarding the status of production.
  • Make sure the Quality Control Department conduct all the required inspections i.e. Fabric Quality Testing, ILC, IPC, MPC & FRI for every order. For large volumes make certain, there are more than 1 MPC being conducted by the quality control.
  • Obtain daily production status from Quality Control & forward the same to IT for updating the Web Site latest by 11:00 every morning.
  • Obtain reports of all the inspection conducted i.e. Fabric Quality Testing, ILC, IPC, MPC & FRI for every order from quality control & keep a copy for record.
  • Visit the supplier at least during one inspection.
  • Make sure that FRI is conducted at least 2 days before the shipment date.
  • Once FRI is OK, inform buyer.
  • Update Order Checklist, format enclosed.
  • Update the excel sheet accordingly, format enclosed.

Shipment / Salesman Samples

  • Inform Head of Quality Control for Shipment Sample.
  • Obtain 2 sets of shipment samples from the Quality Control Department of all sizes covering all colors or as specified by the Customer. One or two pieces to be provided to concerned Merchandiser & all remaining to Manager Administration. In case where buyer requires shipment samples receive one complete set from Quality Control.
  • Shipment samples should be available to the merchandisers the next day of FRI.
  • Upon receipt of samples, conduct a thorough check & match these against customer specifications.
  • Thoroughly check the getup, styling, stitching, fabric quality, fabric construction/GSM, hand feel, washing standard, finishing, & accessories.
  • Prepare Shipment sample format sheet.
  • Head of department will give the final approval.
  • Merchandiser’s are required to give in writing to QC Head with a copy to Head of Operations & their departmental head the name of our customers to whom we normally sent shipment sample.
  • If required, forward the shipment sample to the customer’s on as & when received basis.
  • Ensure that buyer receives the samples as per their precise requirement.
  • Forward one set of shipment samples to administration department.
  • Keep remaining samples in the department for future use & maintain a register.
  • Update Order Checklist, format enclosed.
  • Update the excel sheet accordingly, format enclosed.
Operation Procedures

Delivery and Commercial Department

Regular follow-up is essential to :

  • Ensure goods are handed over to the forwarder.
  • Ensure the forwarder books space/flight for timely delivery of goods.
  • Ensure staffing of goods is conducted.
  • Ensure the date of departure is as per the booking.
  • Obtain vessel/flight details from commercial department & advise buyer.
  • Receive acknowledgement of goods from buyer.
  • Update Order Checklist, format enclosed.
  • Update the excel sheet accordingly, format enclosed.

Documentation

Conduct regular follow up with commercial department & supplier for the timely delivery of all the below mentioned documents to the buyer :

  • Packing List
  • Commercial Invoice
  • GSP
  • Country of Origin Certificate
  • Annexure III for Mexico Shipment (must be obtained 1 month prior shipment)
  • Country of Origin Certificate attested from Argentinean Embassy in India for Argentina shipment (must be obtained 1 month prior shipment)
  • Bill of Lading/Master Airway Bill is sent from supplier’s bank to buyer’s bank only.
  • Inspection Certificate

All these documents are required to be sent to the buyer first via email or fax & then original via courier.

Receive acknowledgement of documents from buyer.