How to Maintain Merchandising Files in the Textile Industry: Best Practices
Noor Ahmed Raaz
Specialized in Apparel Manufacturing
Owner and Editor in Chief Textile Merchandising
Asst. Prof., Department of Textile Engineering
Atish Dipankar University of Science & Technology
Email: textilemerchandising1@gmail.com
Merchandising Filing:
Some people think filing is only a record of documents in their file cabinets. But the filing is a structure of document record in files for future quotation. This process of filing, which helps in smooth handling of file is called filing system. In an export order buyer must maintain documents by official formality, and the good merchandisers always follow this document with failing systems in their workplace. During an export order execution, a merchandiser should maintain a proper and clean file. In this article I would like to discuss merchandising files, filing systems, file document types and at the end try to give some tips about easy filing.
Type of Merchandising File Document:
In the garment industry, the merchandising document is filed in a computer or in a steel cabinet. In the apparel industry, the merchandising department handles most of the official documents. In the export industry, there are two types of documents. There are
- Visual document
- Physical document
Visual Document:
The visual document is the most important document for a merchandiser. The main document comes directly from the buyer, which is called a Purchase Order (PO). The visual document is such as PO, Pro forma Invoice (PI), Letter of Credit (L/C), Back to back (BTB), Fabric booking list, Critical path, costing, consumption, etc. This is sent from the buyer as a soft copy, which is filed in a merchandiser PC. The merchandisers should properly file soft documents in their office computers or laptops. Now I will show up a merchandiser file up in the computer. Here, red circles show an order file up process.
Physical Document:
In the merchandising department, some files are recorded in their file cabinets, which are known as Physical Documents. This physical document is such as trim card, sward card, lap dip approval, Fabric approval, Inventory reports, Minutes of negotiations meeting etc. which are punched with punching machine for filing. Finally, physical document files are tagged with style, buyer name, Season, PO, data, etc.
Importance Of Merchandising Filing:
- For future reference.
- For smooth order execution.
- For production efficiency.
- For recognize records consistently.
- To recover records fast.
- For connecting to the records lists.
Calculation:
The main purpose of merchandising filing is smooth handling of an export order. So, always try to file up a simple plan. There are some methods of filing such as Alphabetic, Numeric, Alpha-numeric, chronological, etc. The order records are arranged by date, number, Alphabetic or Alpha-numeric. Using different folders or colors on top of the file also makes the filing system easier.
Mohammad Noor Nabi, known by his author name Noor Ahmed Raaz, is a PhD Fellow at Bangladesh University of Textiles (BUTEX) and the Founder & Editor of Textile Merchandising. He is also an Assistant Professor and Chairman of the Textile Engineering Department at a renowned university in Dhaka, Bangladesh. His research focuses on textile innovation and sustainability. Awarded the Research & Development Fellowship twice from the Ministry of Science & Technology in Bangladesh, Noor Ahmed Raaz is dedicated to advancing textile engineering through education, research, and industry collaboration. For inquiries or collaborations, contact Noor Ahmed Raaz via email at textilemerchandising1@gmail.com or WhatsApp at +8801673758271.
Dear sir, I am a trainee merchandiser of a buying house. I am a full fresh in garments sector. I know nothing about it. how to i improve myself? Please sir give me some suggestion and guideline about it.