Information Required Executing an Order

1. Purchase order (P0)

A purchase order is a buyer generated document. When it is accepted by seller it becomes a contractual agreement. Sellers receive P.O. from buyer and signed back it. An apparel P0 may contain following information-

1.  Buyer and sellers address

2.  Department, season

3.  P.O number, date of issue, date of shipment

4.  Mode of payment, Inco-terms

5.  Item name, style number, order qty, unit price

6.  Color, size and ratio

7.  Packing, shipping, and billing details

8.  Sample procedures

9.  Special information if any

2. Style specification/ Tech Pack

Style specifications represent buyer’s expectations for apparel ordered. During the technical design phase, designers, merchandisers, and product managers are involved in developing style specification. Style specifications are the communication tool for fabric sourcing, development of production pattern, and material handling in spreading, cutting, sewing, and finishing. Style specifications also identify and describe materials, garment dimension, assembly methods, finishing, and desired quality level. Style speciation includes following specification sheets;

1.  Material specification

Material specification identifies vendor, fiber content, fabric name and code, color code, fabric finishes. Swatch may be included for quick verification of fabric and color.

2.  Size specification

Size specifications identify critical measurement for each size of the style and the methods of measurement. These specifications are based on final fit measurement and dimension changes established in grading. Size specifications are used by quality control to verify the dimensions of finished garments and ensure production consistency and quality.

3.  Structural design specification

Structural style specifications include technical drawing of the style, garment component, and trims. Specific dimension or descriptions that will assist with the trim placement, components assembly, and decorative stitching usually included.

4.  Sewing and finishing specifications

Sewing specifications relate to sewing operations. This usually includes stitch and seam type, equipment and procedures.

5.  Floor ready specification

Floor ready means that garment will arrive at the store ready for display. Floor ready specifications include packing instruction such as folding technique, size, and type of bag, hanger style, types of tickets including bar-code and prices and their placement. If vendor do not meet the specifications the retailer take chargeback when the bill are paid.

Complete style specifications are sent to potential contractors as a bid package. Contractor use the bid package as a basis of estimating necessary plant capacity, technology, and cost estimation. Depending on where the contractor is located and the requirements of buyer, the contractor responds with Inco-terms. The buyer and contractor then negotiate the price in relation to the product specification. Sometimes specification are modified to reduce the cost or to accommodate equipment limitation.