order follow-up.ppt

8/10/2019 Order Follow-up.ppt

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Tools & Techniques ofMerchandising - BIFT

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Order Follow-upTools & Techniques of MerchandisingBIFT

Robin Parry


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The Flow

Confirmation of price &delivery with customer

Receipt of PO Sheet

Open Order-File &Prepare T&A (Critical

Path)

Approval of Cost-SheetInformation to Planning

Give details to samplerooms for Fabric YYs

and to start on the fit

samples (Sample roomfile opened).

Do requirementsFabric & Trims

Give swatches for lab-

dips and countersamples

Ordering fabric & trimsGive samplerequirements to

suppliers

Receipts of P/Is (Fabric

& Trims)

Approvals (Fabric quality,lab-dips, trimsquality,

design, & colours)

1stFit samples (Ex &approval / comments

follow-up)

Fabric / Trim shipmentsex-origin & follow-up onfabric & trims sample

requirement for PPsamples, photo samples,

etc..

2ndFit samples (Ifrequired) or Pre-

production samples /Photo sample, etc..

Factory / Line Size-setreview

Pre-production meetingPilot Run

TOP ApprovalBulk Production

Pre-production sample approval.Preparing Tec-files for other

departments with final trim card.Embroidery / Print approval in Any.Fabric / Trim In-house & Inventory.

Packing sampleapproval

Bulk Wash Approval

Final Inspection& Shipment

Export Lc &Back to back Lcs

for suppliers

Documentation& ShipmentFollow-up


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Opening the Master File

Should be very neat

and tidy.

Should always dividein to cages (with

separators) for easy

reference.

Should always have a

file label with the

relevant details.

E.g.. for Cage separation

Reports

Sample follow-up

Buyer in-out Suppliers in-out

Order details

Fabric

Trim

Pos, PIs, & Requirements Lcs & Documents

Costings & Pre-bookingcorrespondence


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Suppliers Fabric

Trims

Sewing trims

Packing trims

o Imported

o Local

o Imported

o Local


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Fabric SuppliersConfirmation of delivery date and issue of

Performa-Invoice

Lab-dip approvals

Fabric quality approval

Wash standard approval

Fabric Shade-bands

Fabric sample requirementPre-shipment test reports

Bulk fabric shipment

Payments


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The Flow (Fabric)

Quality swatch &

Colours from buyer

Passing Quality swatch& Colours to fabric

suppliers

Tentative fabricbooking for reserveproduction space /

confirmation of deliverydate

Final booking (Colourwise) for PI w/ sample

requirement / PriceConfirmation

Lab-dips and qualityswatch from supplier

for approval

Lab-dips and qualityswatch sent to buyer

for approval

Deciding paymentterms (Opening BTB

Lcs)

Fabric bulk production Despatch of samplefabric requirement

Shade-bands (fromhead-ends) for approval

Fabric Shipment (Ex-origin)

Shade-bands approved. Pre-shipment inspection / test reports.

Fabric arrives at portClearance

Lab-dip / quality approvalor resubmission request

from buyer

Fabric In-houseInventory & Inspection


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Trim Suppliers

Confirmation of delivery date and issue

of Performa-Invoice

Color / Quality / Design approvals

Trim sample requirement

Pre-shipment test reports (If required)

Bulk shipments

Payments


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The Flow (Trims)

Samples, details, &

Colours from buyer

Passing details tosuppliers

Tentative booking oncritical items to reserve

space (If required)

Final booking (In detail)for PI w/ sample

requirement / Priceconfirmation

Colour / Quality /design samples for

approval fromsuppliers.

Approval samples sentto buyer

Deciding paymentterms (Opening BTB

Lcs)

Trim bulk production Despatch of samplerequirement

Samples from bulk forapproval / reference

Shipment (Ex-origin)

Pre-shipment test reports ifrequired.

Arrives at portClearance

Approval from buyer orRe-submission

In-houseInventory & Inspection


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Important

All approvalsBefore cut-date

FabricIn-house before cut-date

Sewing trimsIn-house before cut-date

- i.e. Thread, labels, zippers, etc..

Packing trimsIn-house before beforepacking starts

- i.e. Tags, tickets, poly-bags, hangers, cartons, etc..


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Trim Cards DetailsBuyer, Po no., Style, Quantity, Manufacturing

unit, Del date, etc..

FabricSwatch & thread (Color, Composition, &Consumption)

Pocketing / Contrast / Trimming

Swatch & Thread ifany (Color, Composition, & Consumption)

Lining (Woven / Fusible / Non-Fusible)

ButtonsButtons and attaching thread

Marketing

Labels & Tickets TrimsZippers, stoppers, cords, etc.. (Length per size,

width, etc..)

Extras & Comments


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Trim-card distribution

Department

Product Development

Stores

Quality

Cutting

Sewing Finishing

Commercial

Complete trim card

Complete trim card

Complete trim card

Only fabric, lining, etc..

Mainly with sewing trimsMainly with packing trims

Not required


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Tech Files Latest tech-spec

Copy of order sheet

Approved trim-card Approved wash standard

Sample comments / alterations

Special important comments / messages

Copy of T&A


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Tech-file distribution

Department

Product Development

Stores

Quality

Cutting

Sewing Finishing

Commercial

Complete file

Trim card & requirementsComplete file

Complete file

Complete fileComplete file

Not required


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Commercial

Should give:

Copy of Order Sheet

Copies of all Performa-invoices

Copies of all purchaseorders

Important details on

packing & shipping Copy of Export Lc /

details to trace.

Should get:

Copies of all BTB Lcs /

Status Copy of the original

export Lc

Import information /

Status (Vessel detailsetc..)

Export information /

Status


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Suppliers the that provides a

Service Printing

Embroidery

Appliqu Washing & blasting

Special hand work

** Above too have a flow, most importantly these are done on thegarment while the garment is on production, hence we should get allapprovals in hand before the cut-date.


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Remember

All requirements have to be doublechecked, since there is no room for

mistakes. Be extremely cautious when giving

information to relevant departments.

Should always do your best to execute theorder in the proper manner, since short-cuts and assumptions might be costly.