Mapping the process flowchart and documentation in an export house
AJIT KUMAR GUPTA
MAPPING THE PROCESS FLOWCHART AND
DOCUMENTATION IN AN EXPORT HOUSE
ORCHID OVERSEAS PVT. LTD.
An exporter manufacturer based in the capital of India with plants
based at both Delhi and the outskirts with a turnover of USD 100
Mr. Rajiv Bal(MD) who has an experience of more than 26 years in the
Mr. Rohit Bal, India’s ace haute couture designer, who’s also the Design
Director with Orchid Overseas.
One of the few exporters with extensive experience in servicing high
fashion wear in South Asia.
INTRODUCTION OF THE
Paul Smith USA
Paul Smith, UK
Paul Smith, Japan
“The vision of the Company is to become a leading
manufacturer and exporter of apparel by continuously
excelling in quality, service, and customer satisfaction using
the best technology, processes and people”
What role the different department play for completion of
the export order?
What are the different documents prepared & used for the
How important are these documents?
Export in simple words means selling goods abroad or Export refers
to outflow of goods and services and inflow of foreign exchange.
Each country has its own rules and regulations regarding the foreign
The documentation procedure depends on the type of goods, process
of manufacturing, type of industry and the country to which goods is
to be exported.
Trims & accessory store
A merchandiser is an interface between the buyer and the supplier
who has to ensure the quality of production and timely delivery.
Merchandising is a process through which products are planned,
developed, executed and presented to the buyers.
It includes directing and overseeing the development of product
line from start to finish.
To look for the appropriate market
To get the samples made according to the buyer’s specification
To estimate and quote the cost of the garment to the buyer and
negotiate with them
ROLE OF THE DEPARTMENT
Constant interaction with the buyer for the approval
To get the fabric and trims in-house for bulk production
Co-ordinating with the PPC and production
Strong negotiation skills
Attention to detail
Understanding of garment construction
Computer literacy with MS Office
Strong time management
KEY PERSONALATTRIBUTES OF A
Presentation from buyer/for buyer
PO Received (i.e. order approved)
Costing of the garment in bulk is calculated on the basis of quality of
material and their requirement in the garment.
Calculation of consumption of fabric and threads to produce one garment
Calculation of cost of fabric per garment
Calculation of cost of trims and threads
Poly bag cost
Cost of carton box
Sampling department is involved in making samples based on the
mutual agreement between the merchant and the buyer.
STAGES OF SAMPLING
Tack pack receive
Patterns are developed
Rough body submit
The fabric is sourced and brought to the company, they are stored in
the factory’s fabric storage area.
It is the responsibility of fabric stores department.
From fabric store the fabric is taken for inspection and then stored
in specific locations from where it is issued for cutting.
The Industrial Engineering department (IED) has a role to play in various
stages of garment production.
IED is involved in different departments like sampling, cutting, sewing,
The main functions of the Industrial Engineering Department are:
Type of machines & folders to be used in sewing is decided by IED to provide
maximum output in the minimum time.
Monitoring production & providing solutions
Stitching department is the most important department of any
garment manufacturing unit.
When a new style comes over; the various information like
operation breakdown, sewing details, critical operations etc. is
put up on the display board.
A sample of the garment is also put up in front of the sewing
line for any type of reference.
File pass from merchandising department to
Cutting of Fabric
Finishing (includes washing, Spotting, thread
cutting, Kaj button, etc)
An export trade transaction distinguishes itself from a domestic
trade transaction in more than one way.
One of the most significant variations between the two arises on
account of the much more intensive documentation work.
The documents mentioned in the pre & post shipment procedure
are discussed below:
Certificate of Origin
Shipping Bill/Bill of Entry
Bill of Lading
It is prepared by an exporter & sent to the importer for necessary
When the buyer is ready to purchase the goods, he will request
for an invoice.
An invoice is a fundamental document o prime importance.
It contains the name of the exporter, importer, and the consignee,
and the description of goods.
It is document required by certain countries.
This invoice is an important document, which needs to be
submitted for certification to the embassy of the country
It shows the details of goods contained in each parcel / shipment.
Considerably more detailed and informative than a standard domestic
It itemizes the material in each individual package and indicates the
type of package, such as a box, crate, drum or carton.
Importers in several countries require a certificate of origin without
which clearance to import is refused.
The certificate of origin states that the goods exported are originally
manufactured in the country whose name is mentioned in the
CERTIFICATE OF ORIGIN
Shipping bill is the main customs document, required by the
customs authorities for granting permission for the shipment of
Shipping bill is normally prepared in five copies:
Export promotion copy.
Port trust copy.
The organization is well organized and systematic.
The merchandiser is the connection or the key player between all the
Every department has their key roles well defined, and the supervisors
who keep track of who is working on what in the department.
Cutting head, stitching head, finishing supervisors and other heads are
the main people with whom a merchandiser deals.
The cutting process of samples is coordinated with cutting department.
The finishing process of samples is coordinated with finishing
department and there a worker is fixed who works for sampling as
well as production department.
The fabric and garment testing are done by SGS, an external testing
Embroidery work, pattern making by CAD, research and developmen
are done by 133 Unit and external source.
The merchandiser keeps the business running. They communicate
with the buyer, buying house and even with all the departments so
as to get the work done as per the deadlines.
It is always an advantage to know about different fabrics used,
the kinds of trims used for every buyer still there is fabric testing
department and trims departments which have complete details
A Merchandiser should have some knowledge about production
whether it could be cutting, stitching, washing or finishing,
maintain good relation with them, updated to latest designs and
trends in market
Even after being an automated export house major work was
done manually. The Prosuite system was employed still the
receiving and other acknowledgements were taken manually
which requires a lot of man power. This can be avoided and a lot
of cost can be saved.
Work flow & material flow is not standardized.
Quality checking & alteration making is not satisfactory.
Housekeeping can be improved a lot.
More care should be provided in operator safety.
Well qualified trained and committed professionals with a shared
Highly qualified Design team, Product development skills and a
Design Studio equipped with modern CAD systems.
High degree of adoption of advanced manufacturing technology IT
systems. All factories and offices are electronically linked to
facilitate all time access to information.
Webshttp://orchid overseas.com (Accessed 18st July, 2012)
Fibre2fashion.com, “the fascinating world of small people” an
overview of the Indian Kidswear Market.
Paul, Justin & Aserkar, Rajiv, Export Import Management, 2nd
Edition, Oxford University Press, 2008, Chapter – 2, pp. 17-29.