How to Maintain Merchandising Files

By | September 18, 2015

How to Maintain Merchandising Files 

Noor Ahmed Raaz
B. Sc in Textile Engineer (CU)
Specialized in Apparel Manufacturing
Merchandiser, A.M.C.S Textile Ltd (AEPZ)


Merchandising Filing:

Some people think a filing is only record of document 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 be maintained document by official formality and the good merchandisers are always followed this document with failing systems in their workplace. During an export order execution a merchandiser should maintain a proper and clean file up. In this article I would like to discuss about merchandising files, filing system, file document type and at the end try to give some tips about easy file up.

Type of Merchandising File Document:

In a garment industry merchandising document is filed in a computer or in a steel cabinet. In an apparel industry, merchandising department handling most of the official document. In textile industry, there two types of document. There are

  1. Visual document
  2. Physical document

Visual Document:

The visual document is most important document for a merchandiser. The main document comes from directly from buyer which is called 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 sending from the buyer as soft copy which are filing up in a merchandiser PC. The merchandisers should proper file up soft document in their office computers or laptop. Now I will show up a merchandiser file up in the computer. Here, red circles are showing an order file up process.

Physical Document:

In the merchandising department, some files are recorded in their file cabinets which are known as Physical Document. 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 file are tagged with style, buyer name, Season, PO, date etc.

Importance Of Merchandising Filing:

  1. For future record.
  2. For smooth order execution.
  3. For production efficiency.
  4. For recognize records consistently.
  5. For recover records fast.
  6. For connect to the records lists.


The main purpose of merchandising filing is smooth handling an export order. So, always try to file up plan simple. There are some methods of filing such as Alphabetic, Numeric, Alpha-numeric, Chronologic, etc. The order records are arranged by dates, number, Alphabetic or Alpha-numeric. Using different folder or color top of the file which also makes filing system easier.

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