No need to mention that apparel merchandising is one of the
primary and essential activities in apparel manufacturing and apparel export
business. Hence garment manufacturers set up merchandising department. Factories
hire merchandisers to handle internal and external merchandising activities.
In this post I will be talking about standard
procedures (SOPs) of the merchandising department in readymade garment
production. Sometimes it is assumed that preparing SOP is a complex task and
need an expert to draft an SOP and need thorough analysis and approval before
implementation the in the system. This is true but partially. If everyone
thinks that way, nobody would come forward and prepare SOPs for their factory
departments and activities.
These SOPs are easier to understand and apply in
the factory. These SOPs were made for one small-size garment export house.
SOPs are shown for the following activities of
merchandising department:
- Preparation of bill of material (BOM)
- Time & Action Calendar
- Approval of Samples, fabric and trims
- Production File
- PP Meeting
Task-1: BOM Preparation
Revision: Original
Prepared on: 12/10/2021
Approved by: Salahuddin
Responsibility: Merchandisers
Standard operating procedure
- BOM to be prepared for all orders within two working
days after receiving PO from buyer
- BOM format to use as provided to merchandising
department (in a spreadsheet)
- Take approval on fabric consumption and trims
consumption from concerned person
- Add rate for all items and total amount in the BOM (if
data is available)
- After making BOM, it should be forwarded to sourcing
department (fabric and trims store) and PPC department
- If required, correction on BOM to be made by 1 day
- Fabric and trim store to be provided with final bill of
material
Task-2: TNA Calendar
preparation and circulation
Revision: Original
Prepared on: 12/10/2021
Approved by: Salahuddin
Responsibility: Merchandisers
Standard operating procedure
- Initiate TNA Calendar preparation after
receiving order confirmation
- First TNA Calendar to be submitted after one
day of order receiving
- Analyze style and identify processes to be done for the
style
- Discuss with PPC department about production process
capacity
- Prepare TNA Calendar based on process
capacity and order quantity
- Mail TNA Calendar to Management, PPC
department, Store and QA
- Update TNA Calendar daily basis and enter
actual date of completion of a particular task
- Initial Plan date should not be modified
- Modify TNA Calendar if required and circulate
modified TNA Calendar with concerned department.
Task-3: Production files
preparation
Revision: Original
Prepared on: 12/10/2021
Approved by: Salahuddin
Responsibility: Merchandisers
Standard Operating Procedure
1. Prepare production file prior to PP Meeting
2. Cover page of the production file to mark as
- Style #, Buyer name
- Order quantity,
- PP Meeting Date
- Ex-factory date
- Merchant’s Name who is handling particular
account
3. A Production file must include following items
- Production file check list
- Apparel Tech pack
- Purchase Order (PO)
- Approved Fabric Swatches (all color ways)
- Approved Trim card
- Approved print and Embroidery design for color and
artwork
- PP comments
- Buyer’s comment on samples, swatches and
approvals
- Special instruction for line supervisor/QA
- Approved production pattern
- PP Meeting comments (Minutes of the meeting)
- Copy of TNA Calendar (style wise)
- Packing Specification
4. Production file to be handed over to Production Team and
Quality Team at the time of PP meeting
5. Number of production files to be made to be decided by internal team
6. T&A calendar to be reviewed at the time of PP Meeting and if required
re-planning to be done
7. Responsibility of each task (process) to be discussed
Task-4: Approval of Bulk
fabric
Version: Original
Prepared on: 12/10/2021
Approved by: Salahuddin
Responsibility: Merchandisers
Standard Operating Procedure
- Receive fabric swatch card (3 sets) from fabric store
on receiving of bulk fabric. ( prior to PP meeting)
- Merchandiser need to provide approvals to each fabric
for Fabric quality, Shrinkage and spirality and Fabric Shade band
- In case bulk fabric approval to be taken from
buyer/buying house, merchant should do sample submission and follow up for
the approval
- One swatch card to be given to Store, One for
production file and one for merchandiser
- For rejected or Hold Fabric, decision to be taken by
Merchant
Task-5: Approval of BulkTrims
Version: Original
Prepared on: 12/10/2021
Approved by: Salahuddin
Responsibility: Merchandisers
Standard Operating Procedure
- Receive Trim card (3 sets) from trim store on receiving
of bulk trims (prior to PP Meeting).
- Merchant need to provide approvals to each fabric for
- (a) Trims quality, (b) Shrinkage and color fastness and (c) Shade
variation (DTM tapes, buttons)
- One Trim card to be given to Store, One for production
file and one for merchandiser
Task-6: Conducting PP
Meeting
Version: Original
Prepared on: 12/10/2021
Approved by: Salahuddin
Responsibility: Merchandiser
Standard Operating Procedure
1. Prior to PP Meeting prepare production file
2. Prior to PP meeting take approval on PP sample (sealed sample)
3. Intimate PP Meeting date one day in advance to all concerned department
heads/personnel
4. PP Meeting to be attained by
- Merchandiser
- Sampling team
- Fabric and Trim store, fabric checker
- Cutting team
- Production team
- PPC
- Quality Assurance
- Finishing and Packaging team
5. Minute of the meeting (MOM) to be prepared by QA (or any
other assigned person) and to be signed by all participants
6. Copy of the MOM to be filed in the production file
7. Revisit production planning of the style (order) and do necessary
modification of dates and processes if required
8. Responsible person for each task to be assigned in Style planning sheet