Fabric Sourcing Procedure for Export Orders

Fabric sourcing department research for available suppliers and shortlist some of them to work with for their fabrics.

Send fabric specification: 

Factory sends fabric sample or fabric specifications such as count and construction, GSM, weave structure and fabric width to the supplier.

Price negotiation and payment terms:
Fabric sourcing department requests for the best price quote from fabric supplier and negotiate for the best price. Negotiation is also done for delivery lead time. Once cost negotiation is done, factory confirm supplier for lap-dip development.

Lap-dip approval: 

Fabric supplier develops sample for multiple shades as per required colors and send to factory for approval of most appropriate shade. Factory merchant sends those lap-dips to buyers or buying agents for approval.

Raising fabric demand note:

Factory merchants calculate average fabric consumption and raise fabric demand note for the complete order. Fabric demand note is approved by authorized person and handed over to sourcing department for further processing.

Raise PO for bulk order: 

Factory sends purchase order (PO) to the fabric supplier. In some cases supplier ask for advanced payment (part of total invoice).

Received fabric delivery: 

Fabric supplier sends fabric to the factory fabric store in roll or than form.

Quality and quantity checking:

Once fabrics are received, factory checks for quantity and quality of the fabric whether those are as per requirement. Quality means fabric properties such as shrinkage, dimensional stability, fabric weaving and processing defects etc. In case there is variation factory intimate fabric supplier and send back for reprocessing if required. Or raise a debit note if fabric quality is poor than the quality ordered at the time of contract.

Fabric approval for bulk production: Fabrics passed in quality inspection and testing are stored for bulk cutting. For some apparel buyers finished fabric lots need to be approved from buyers.

Payment is sent to the fabric supplier: Factory releases final payment for the fabric supplier once fabric is found ok.

2. Greige Fabric Sourcing Procedure

To save money in processing (wet processing) medium and large size garment manufacturers (export houses) source greige fabric from mills or power looms instead of the finished fabric. They process greige fabric on their own. So, there is a small variation in fabric sourcing procedure than the procedure explained above.

From the development of fabric supplier to price negotiation are same as the above. Factory sources greige fabric instead of the finished fabric. So, prior to use fabric for garment production, fabrics are processed. Fabric sourcing department sends greige fabrics to dyeing mills for wet processing (scouring, bleaching, dyeing or printing). Lap-dip approval is done in prior to bulk dyeing. Once lap-dip is approved by the buyer, factory confirm for bulk dyeing. Finished fabrics are in-housed follow rests of the procedures as explained above. 

3. Yarn Dyed Fabric Sourcing Procedure

There is slight variation in sourcing procedures when garment factory sources yarn dyed fabrics. Instead of lap-dip factory develops bit loom for fabric design (weave of checks or stripes). Colours of the dyed yarns are approved in fabric. Rests of the procedures is the same as the above.

4. Knitted Fabric Sourcing Procedure

Also See: Different places for sourcing fabrics in India