1) ORDER INTAKE & REGISTRATION

• Receive inquiry/order details from buyer (PO/PI).

• Create a sales order record in the system with a unique order/SO ID.

• Log all critical details: style/design, quantities, sizes, target ship date, delivery destination, packaging, and shipping marks.

• Confirm payment terms (advance/balance/COD) and currency.

2) ORDER REVIEW (PRE-PRODUCTION CHECK)

• Verify technical data: tech pack, size specs, materials, color shades, quantities, branding, labeling, and packing instructions.

• Check design feasibility and technical risks (e.g., sublimation bleeding, specialty trims, embroidery density).

• Verify fabric/trims availability and lead times against the target delivery date (capacity planning).

• Issue Internal Confirmation/Technical Feasibility Report to sales/merchandising.

3) CUSTOMER CONFIRMATION (ORDER CONFIRMATION SHEET)

• Send formal Order Confirmation (OC) sheet to buyer containing:

  • Final style details, size breakdown, quantities, and pricing.

  • Approved colors & tech pack reference.

  • Agreed delivery date and shipping terms.

  • Payment milestone schedule.

• Start production only after written approval (email/approved PI/OC).

4) PRODUCTION PLANING

• Create production route card per style / work order.

• Schedule floor operations across available lines, planned start and finish dates.

• Generate Bill of Materials (BOM) and consumption sheet.

• Allocate internal resources (cutting tables, sewing operators, printing lines, QC staffing).

5) MATERIAL SOURCING & INBOUND QC

• Issue purchase orders to approved suppliers for fabric, trims, packaging.

• Conduct Inbound QC on all incoming raw materials:

  • Fabric roll test: GSM, width, color shade, shrinkage, hand feel.

  • Trims inspection: zippers, buttons, labels, elastic.

  • Supplier Certificate of Compliance (if required/test data).

6) SAMPLING & APPROVALS (IF REQUIRED)

• Make pre-production sample / Golden Sample (GS) or send pre-shipment sample (PSS).

• Submit sample to buyer for physical/visual sign-off.

• Lock in the "golden sample" as the final criteria for bulk production.

7) CUTTING / PRINTING / SUBLIMATION PREPARATION

• Marker making (efficient nesting to minimize fabric waste).

• Fabric spreading and layer checking.

• Cutting execution (die-click, knife cutting, or laser).

• Print/sublimation setup:

  • Heat press test for color accuracy.

  • Print head maintenance, color profile & settings.

  • Sorting cut panels and dispatch to sewing floor.

8) SEWING / ASSEMBLY

• Line supervisor layout & handling briefing to operators.

• Inline quality control (IQ):

  • Monitor specs, seam tension, stitch density.

  • Check alignment of prints, embroidery, and trims.

  • Needle policy enforcement.

• End-of-line sorting and 100% initial dimension check.

9) FINISHING

• Thread trimming, cleaning, and loose thread removal.

• Ironing, steam pressing, or shape setting (to required specs).

• Hangtag and price-tag attachment.

10) FINAL QC (AQL OR AGREED STANDARD)

• Inspection based on AQL 2.5/4.0 or custom standard (visual, measurement, functional check).

• Check:

  • Critical defects (holes, major stains, sizing failures).

  • Major defects (stitching skips, loose threads).

  • Minor defects (minor thread ends, creasing).

• Generate final inspection report.

11) PACKING & CARTONIZATION

• Polybag packing (with suffocation warning, sizing, and barcode label).

• Carton packing (assorted or solid sizing as per packing list).

• Carton sealing and strapping.

• Carton labeling: style, color, size breakdown, quantity, gross/net weight, destination.

12) DISPATCH PREPARATION

• Generate commercial shipping documents:

  • Commercial Invoice & Packing List.

  • Bill of Lading (B/L) or Airway Bill (AWB).

  • Certificate of Origin (if required).

• Coordinate with freight forwarder/courier for pickup/booking.

• Share shipment images/dispatch advice with buyer before final transit.

13) POST-DISPATCH FOLLOW-UP

• Track shipment transit and notify buyer of estimated arrival time.

• Handle claims/feedback/discrepancy with evidence (photos, QC report, packing list) to resolve issues swiftly and constructively.

• Close order file in ERP/records.

14) KEY CONTROL POINTS (MUST-HAVE)

• No production without an order approval/deposit.

• Inbound QC before raw materials issue to floor.

• Inline inspections at critical sewing milestones.

• Final AQL inspection before packing clearance.

15) SIMPLE ROLE & RESPONSIBILITY

• Merchandiser: Order intake, buyer communication.

• Production Manager: Planning, line monitoring, schedule tracking.

• Quality Control (QC): Inspection at incoming, sewing, finishing.

• Storekeeper: Material handling, issuing, inventory.

• Packaging/Dispatch: Carton packing, shipping documentation.