Most of the garment export house has a common story at the time of shipment offering. Buyer quality inspector waits at quality inspection room for full shipment offer. People in the finishing and packing department try hard to complete finishing and packing full order. Few people are busy in counting total packed pieces and to be packed pieces. But their count doesn't match with total cut quantity. Even packing department doesn't get pieces in all sizes as per ordered size ratio. People then rush to all departments - stitching, washing, repair section, meeting room, merchandiser’s cabin to search missing garments. Shipment has to go on time. So they offer shipment for inspection whatever quantity they had packed. Many pieces are still missing. At that time they decided that they will find out all missing pieces after shipment. But very few factories do that after shipment reconciliation of the cut pieces.
This happen because of no department keeps record of the received quantity from previous process and sent pieces to the next process. And those who note down all transactions do not tally with the order quantity – how much they are supposed to get or how many pieces they have to send to next department. They don’t bother to check if they don’t sending all received quantity and where they lose those pieces.
In principle, factory must keep detail record of each and every piece. Because, when they sale a piece they earn money from it. And lot of cost is involved making a piece – from raw material to processing costs.
Factories those are facing this problem; I will suggest them to implement a simple format “Order Tracking Sheet (OTS)” that will help to keep record of each and every piece. Later this format will help company to reconcile fabric as well as garments.
Following steps must be followed religiously by each department as mentioned in the following paragraphs. Job responsibility may vary according to the company organization structure.
- Merchants: First, merchant will create an order tracking sheet (OTS) and give it to production department with the production file. They have to enter only style name, color wise quantity break up of each size.
- Planning department: At time of giving cutting plan or style cut ratio, OTS will be given to cutting department, OTS must be filled with to-be-cut quantity against order quantity.
- Cutting department: They have to fill OTS according to pieces they cut and give to production department (sewing line). For multiple transaction cutting department will take signature of production department against the transaction quantity. At time of completion of style OTS will be handed over to Production department.
- Production department: Production department has to check whether they have received cut quantity as per written in OTS or not. Like cutting department, when sewing department sends stitched garments to finishing (or washing), they have to write how many quantity they are giving to the following department. If they lose any pieces they have write comment for lost pieces or sample pieces.
- Finishing department: Finishing department has to check received quantity from sewing line. Whatever pieces finishing department received, they have to tally those pieces with actual order quantity with color wise and size wise. If they received short quantity they may demand for balance quantity at this time instead of searching for pieces during shipment packing.
In this method factory can keep record of each and every pieces. Even they lose some pieces in the processing they have record of those pieces, whether pieces are send to buying house for approval, pieces get damaged in sewing line etc.
|Order Tracking Sheet format. Click on image to view in full size.|
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