Merchandising Files

It is the most important task for a merchandiser to maintain a complete and clear file for each order. A standard merchandising file should contain following items:

1. Check list
2. Cost breakdown
3. Master LC
4. PI, BTB LC
5. Technical sheet including measurement sheet
6. PO (Purchase/Production Order) sheet with color and size break down
7. Sample comments sheets (sample approval & comments received from buyer)
8. Fabric color/shade approval (Labdip/fabric swatches/mail).
9. Approved trim card (approved sample of trims such as main label, care label, hang tag, zipper, button, lace, sewing thread, etc.)
10. Approved embroidery/print strike off (if any)
11. Printed copy of important mails received from and sent to buyer
12. Copy of fabric, yarn & accessories' work order
13. Inventory reports
14. Minutes of the pre-production meeting
15. Printed copy of Time and Action plan prepared by production planning department
16. Packing List

Documents, trim cards should be punched with punching machine to file those in a ring binder. Small poly pouch can be used to put trims that cannot be stapled. Need to insert separator marking related docs so that one can easily find those.

Finally file should be labelled with Buyer Name, Style/Order Number, LC Number, Order Quantity, Ex-factory date etc.