Last Updated on July 8, 2026
Introduction
In the context of garment business, merchandising is one of the important sections where merchandisers have to pay an important role for marketing and production department simultaneously. A complete bulk-order handover usually works best when the tech pack, approved sample, target cost, delivery window, and testing requirements are all frozen before the order is accepted. Considering the importance of merchandising department and to carry out merchandising activities swiftly, merchandising manager should make a decent process flowchart by which anyone can do their task very smartly.
As per job nature of apparel industry merchandiser is the key person whose main challenge is to carry out the orders perfectly after fixing costing and pricing. If the buyer changes fit, fabric, or delivery terms after confirmation, the order risk moves quickly from costing into delay and rework. So you can easily recognize how much important role merchandiser has to play in the garment industry.
Important Factors Before Taking an Order
A merchandiser has to consider following important factors before taking an order:
- Communication
- Consumption
- Costing
- Negotiation
- Planning
- Production
- Dispatch
If any one of these seven areas is weak, the order usually slips later at sourcing, approval, or shipment.
Merchandiser Working Process Flow at a Glance
Let’s watch a Merchandiser working Process Flow Chart at a glance:
In this article, I am trying to deliver you a clear lesson, “How to execute a bulk order in garment industry?” You will get a sound idea of a merchandiser daily work practice in Apparel Industry. The safest way to execute a bulk order is to control the critical path, especially sample approval, fabric lead time, trims, and final inspection.
Job Responsibilities and Working Process of a Merchandiser in Garment Industry
Today I will try to show you gist responsibilities of a merchandiser in Garment Industry to carry out a bulk order.
Bulk Order Received from Buyer
As per general rule buyer first, seek quotation from the different factory to place bulk order through the merchandiser with Details about the product. Before confirming the quotation, the merchandiser should also check MOQ, color count, size ratio, testing needs, and whether the factory has line capacity for the target delivery window. Usually, they provide reference sample or spec sheet for review. Merchandiser has to examine the product first physically to make sure that the factory is capable of doing the order or not then inform the buyer after fixing costing and pricing. Merchandiser will prepare BOM sheet at this stage.
Preparation stage
Buyer may request for copy sample once merchandiser confirms that they are capable to carry out the bulk order. Any deviation from the reference sample should be captured in writing before moving to the copy sample approval. In this stage, merchandiser takes step to make a copy sample by available materials for buyer meeting.
Price Negotiation
Once buyer get copy sample from merchandiser and if it meets buyer expectation then he may request to sit together and start for price negotiation.
Order confirmation
Once price negotiation has done buyer will issue Purchase order to factory by mentioning order quantity, color assortment, size background, product specification, delivery date etc. At this stage, it is also smart to recheck payment terms, shipment terms, and any penalty clauses so the production plan matches the contract.
Planning
Once receive bulk order merchandiser has to send it to planning to insert into plan board and should inform buyer that factory can keep buyer requested delivery date or not. Then fix a suitable delivery date based on planning and material suppliers lead time information. During fixation of delivery date should count international and cultural holidays. A simple critical path with approved dates for sampling, fabric in-house, trims in-house, pre-production approval, and inspection usually prevents last-minute surprises.
Maintain T&A Chart
Merchandiser should make a time and action plan to execute the order. T&A Chart should exist total time frame from order received to dispatch. Sometime merchandiser has to share this TNA chart with the buyer to let them total scenario. One more thing, success rate to carry out a bulk mostly depends upon the effective follow up of the TNA chart. A live T&A chart is more useful than a static one, because any delay in fabric, approval, or inspection should be reflected immediately.
Development Stage
In this stage, merchandiser has to take preparation to provide all required samples such as Proto Sample, Fit sample, Salesman sample, Size-set sample etc. according to Buyer’s requirement. Merchandiser should take special care during sample development for smooth production. Meantime merchandiser should develop all actual fabric & accessories as per buyer requirement and submit these for approval. If buyer comments are not closed before bulk start, the same issue often repeats in production.
Request for Issuing L/C
At this stage, merchandiser should request the buyer to issue L/C for raw-material purchasing. For import orders, the LC wording should match the PO, especially quantity tolerance, shipment dates, and required documents.
Fabric Booking
Once buyer confirms lab dip, merchandiser should place fabric order to supplier according to consumption based required quantity. To avoid shade or shrinkage problems, merchandisers should confirm fabric construction, GSM, shrinkage allowance, and approved shade bands before booking the full bulk.
Accessories Booking
At the same time merchandiser has to book all other trims & accessories as per requirement for bulk production simultaneously.
Send Swatch Board and Trim Card for Approval
Before step into bulk production Merchandiser has to make trims card and swatch board. Then send it to buyer to obtain final approval. Buyer should have the right to know which materials are using for a particular item. This is also the time to lock color standards and trimming references with the buyer, because later changes create avoidable delays.
Raw-Materials In-House
Merchandiser should maintain a shipping states in this stage and input suppliers dispatch information to make sure that all raw materials are in-house as per requirements. Merchandiser should keep concern to arrange all materials in time to catch the targeted production line. Any shortage in fabric, trims, labels, or packing materials should be flagged immediately, because production lines cannot absorb missing items without losing efficiency.
Arrange PP Meeting
Once receive all actual materials then proceed to make PP sample before going to step into bulk production. Merchandiser can make PP sample early if he can collect all actual sample material from the supplier. Once buyer approved PP sample then merchandiser has to organize PP meeting to insert into the production line. This meeting has to arrange by merchandiser with all relevant documents, mail commutation print copy, approved PP sample, additional mock-up if exist which help smooth production. The meeting works best when buyer comments, approved specs, machine settings, and workmanship standards are shared with the production team in one place.
Production Follow-up
Continuous follow up is a common task for merchandisers to coordinate among the production unit. Follow up means strong monitor, intention, control and high attention to finding problems & work simultaneously to get a better solution. Merchandiser should keep connection with production related people such as production manager, Technician, quality manager to make smooth bulk production as well as good quality. A merchandiser should also track rework, alter records, and line balancing, not only output quantity.
Collect Production Sample
Merchandiser has to collect Top Sample, Shipping Sample from production line and take initiative to send those samples to buyer on priority basis. These samples are important proof that the bulk order is matching the approved standard. Beside this merchandiser has to collect Lab Test Sample from production line to do Lab test from 3rd party if required to ensure that product doesn’t exist any harmful elements for human being.
Collect daily production and Quality report
Merchandiser has to send work in progress (WIP) report to buyer each day. Thus, they have to collect daily production and quality report from the concern department regularly. If the WIP shows a bottleneck, the merchandiser should escalate it the same day rather than waiting for the weekly review.
Ensure inline, pre-final and Final Inspection
Offer inline Inspection at the beginning of bulk production. Mid of the bulk production offer pre-final Inspection and once complete bulk production ensure final inspection date by communicating with buyer’s representative. Inspection timing should follow the actual production reality, not only the calendar date.
Prepare all the documents for Shipment
Please forward shipping information to commercial team to make ex-factory. Then commercial team will prepare shipping document from concern government office based on your given information and forward it to forwarder for booking. Forwarder will provide them depot information once get buyer clearance where they will deliver the goods. Once final inspection done through buyer quality or buyer nominates 3rd party quality then they will provide a green signal to commercial team to make ex-factory. Before ex-factory, the shipping team should verify carton marks, HS code, PO number, and buyer-specific document wording to avoid bank or customs disputes.
Send shipping documents to Buyers
Once done ex-factory commercial team will hand over all shipping documents to L/C issuing bank to collect payment from buyer.
Collect Payment
Once L/C issuing bank receives all shipping document including commercial invoice, packing list, Bill of Loading, Country of Origin, GSP certificate etc. then they will take the necessary step to collect payment. Under ICC UCP 600 (Article 14), the issuing bank usually has up to 5 banking days to examine a compliant document set, and the actual receipt of funds depends on the LC terms.
Conclusion
Bulk order execution works best when merchandising, sourcing, production, quality, and commercial teams stay aligned from sample approval to shipment.
Frequently Asked Questions (FAQs)
Q1. What is the bulk order process in garment industry?
Ans: It starts with quotation, sample approval, costing, and purchase order confirmation. After that, the merchandiser books materials, follows production, arranges inspection, and manages shipment documents. Each step should be tracked in a TNA chart to keep the order on time.
Q2. What is a TNA chart in garment merchandising?
Ans: TNA means Time and Action. It is a timeline that tracks every activity from order receipt to shipment, such as sample approval, fabric in-house, PP meeting, inspection, and dispatch. A live TNA chart helps the team react quickly when one activity slips.
Q3. What documents are needed for a garment bulk order?
Ans: A bulk order usually needs the tech pack, approved sample, BOM, purchase order, lab approvals, and buyer-specific shipping instructions. For export orders, the LC wording should also match the PO and document list.
Q4. What is PP meeting in garment industry?
Ans: PP means Pre-Production. A PP meeting confirms that the approved sample, materials, machine settings, and workmanship standards are ready before bulk production starts. It is the best time to close any final doubts before the line goes live.
Q5. How long does garment export payment take under LC?
Ans: Under ICC UCP 600, the issuing bank usually has up to 5 banking days to examine a compliant document set. Actual payment timing depends on whether the LC is at sight or deferred, and whether the documents are discrepancy-free.
