Summer internship project, Mapping the process flowchart and documentation in an export house

0 | P a g e
A Summer Internship Report
On
“MAPPING THE PROCESS FLOWCHART AND
DOCUMENTATION IN AN EXPORT HOUSE”
At
ORCHID OVERSEAS PVT.LTD.
Gurgaon, Haryana
By
Ajit Kumar Gupta
Batch – 2011-13
MASTER OF FASHION MANAGEMENT
Department of Fashion Management Studies
National Institute of Fashion Technology
Jodhpur

1 | P a g e
DECLARATION
I, AJIT KUMAR GUPTAhereby declare that the Internship Project Report entitled
“MAPPING THE PROCESS FLOWCHART AND DOCUMENTATION IN AN
EXPORT HOUSE” submitted towards, partial fulfillment of the Degree of Master of
Fashion Management is my original work and no part of the project has been copied from any
other reports or any other work carried by someone else which has been submitted for any
other degree/award. However, any material taken from any other published source has been
suitably referred and acknowledged at various places.
Name: Ajit Kumar Gupta
Roll Number: 2011101
Batch: MFM – 2011-13
Centre: Jodhpur
Date: 23th
August, 2012
Place: Jodhpur

2 | P a g e
. FIRM’S CERTIFICATE

3 | P a g e
CERTIFICATE BY THE FACULTY MENTOR REGARDING
COMPLETION OF WORK
This is to certify that the Internship Project entitled “MAPPING THE PROCESS
FLOWCHART AND DOCUMENTATION IN AN EXPORT HOUSE” submitted
towards the partial fulfillment of the Degree of Master of Fashion Management by AJIT
KUMAR GUPTA is his original work under my guidance and the results are based on the
research done by him.
(_________________________)
Mr. VIKAS KUMAR
Faculty Mentor
NIFT JODHPUR
Date: 23th
Aug, 2012
Place: Jodhpur

4 | P a g e
Acknowledgement
A project report seems to be an individual effort is in fact teamwork. Summer training at
Orchid Overseas Pvt.Ltd. was just like an opportunity to shake hand with the practical world
of business.
I am indebted to all those individuals who helped me in gaining knowledge & insight into
various aspects of mapping the process flowchart and documentation in an export house. The
source of learning have been one too many & a complete list of individual references would
become encyclopaedic.
I want to express my deepest gratitude to Mr.Rohit Kumar, Asst. Production Manager,
Orchid Overseas, without whose help this summer internship in orchid overseas would not
be possible.
I am grateful to Mr.AnuragShukla, Factory manager, Orchid Overseas, for sharing his experience
& knowledge & without whose help the project would not have got any shape.
My deepest appreciation also extends to Mr.VikasKumar, Project guide, Faculty NIFT-
Jodhpur, who critically reviewed my project report & provided suggestions.
I would like to thank Mr. Jabber Singh, Director NIFT-Jodhpur, for his constant support
& encouragement.
Finally, I would express my gratitude towards Mr.AnkurSaxena, Faculty NIFT-
Jodhpurfor facilitating my Summer Internship.
NAME: AJIT KUMAR GUPTA
ADDRESS: NIFT Campus,
Old Nagar Nigam Bldg, Sojati Gate,
Jodhpur – 342001
Master of Fashion Management
Date of submission: 23th
August, 2012

5 | P a g e
Table of Contents
Executive Summary .......................................................................................................6
Chapter 1
Introduction ....................................................................................................................7
Background of the problem task undertaken ...................................................................7
Project Objectives ............................................................................................................7
Rationale of the study .......................................................................................................8
Scope of the study ............................................................................................................8
Introduction of the company ............................................................................................9
Chapter 2
Methodology ...................................................................................................................17
Chapter 3
Objective of the project .................................................................................................19
What role the different department play for completion for the export order? ...............20
Close look of merchandising department..... ...................................................................41
What are the different documents prepared & used for the export? ...............................49
How important are these documents? ………………………………………………….
Organisational structure ………………………………………………………………..56
Bibliography ....................................................................................................................61
Annexure ..........................................................................................................................62
List of Illustrations
Figure 1: Layouts……………………………………....................................................12
Figure 2: Fabric Process Flow Chart ..............................................................................23
Figure 3: Garment Process Flow Chart ..........................................................................28

6 | P a g e
EXECUTIVE SUMMARY
This project is aimed at understanding mapping the process flowchart and documentation in
an export house. It begins with the introduction of the company i.e. company profile. This
part includes introduction of the company, its plant location, capacity, the client base & some
export figures giving idea of Exports at Orchid Overseas Pvt. Ltd.
Chapter 2 discusses the Methodology used for the data collection. Exploratory research is
used for data collection as is best suited for this fulfilling the project objective.
Next objective discusses a view of different departments working in synchronization in order
to process an export order. The role of each department is discussed in context of mapping
the process flowchart and documentation in an export house & what contribution they make
towards it.
Next objective gives a brief idea on the merchandisers & what role they play. They are the
one who interacts with the clients & update the company with client’s requirement. They act
as a liaison between the company & the client.
In the final objective a brief summary of all the export documents used at the Orchid
Overseas for legalizing an export order is given. Further the documents regarding pre & post
shipment procedure are discussed.
In the end Annexure are attached as supporting documents.

7 | P a g e
CHAPTER-1
Introduction
Background of the problem task undertaken
It is an opportunity to do the summer internship in Orchid Overseas Pvt. Ltd. which is a
manufacturer & exporter of Women’s Wear, Kids Wear &Men’s Wear garments. Project on
Export house is uncommon & that on an Apparel Export House is rare.
As we know, exporting is complex and challenging activity in today’s dynamic world
environment as it involves the performance of operations that determine existing and
potential demand in a market. Learning the step-by-step processes & procedures to be
followed in an export contract is a crucial activity in export procedure.
So, selecting a project on mapping the process flowchart and documentation in an export
house is an obvious & important decision.
Project Objectives
a) What role the different department play for completion of the export order?
b) Close look of merchandising department.
c) What are the different documents prepared & used for the export?
d) How important are these documents?
e) Organisational structure.
Rationale of the Study
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 trade. For the fulfilment of all the rules and regulations of
different countries an exporting company has to maintain and fulfil different documentation
requirements. 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. In
order to complete an order for garment, many activities like communication betweendifferent
departments, the process of outsourcing raw material, payment process, quality control,
packing and shipment of goods etc. are undertaken.

8 | P a g e
Different departments work in synchronicity & various documents are prepared in the
process. Hence, a single mistake or lack of proper planning can lead to the rejection of
the whole order or increase the cost.
Today’s world is the global village in which each country is trading with other countries in
the form of export or import. This field has a great scope because today each company
whether it is small or big wants to engage in foreign trade.
So, it is very important to study the mapping the process flowchart and documents in an
export house. Hence, selecting this project is a judicious decision.
Scope of the Study
The aim of this project report is to unfold stepwise all complexities involved in the export
business right from receiving an export order to final realization of export proceeds. It gives a
detail idea of how different departments in an Apparel export house work in synchronization
so that an export order is processed.
This project would be helpful to fulfil many loopholes of manufacturing, processing and
analysing the export order as well as documentation.

9 | P a g e
Introduction of the Company
About 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 15 million.
 Dynamic and young management team headed by Mr. Rajiv Bal who has an
experience of more than 26 years in the apparel trade.
 Mr.RohitBal, India’s ace haute couture designer, who’s also the Design Director with
Orchid, initiated the change of focus from conventional manufacturing to proactive
design innovation and product development.
 Selective about clientele, Orchid has focused on developing capabilities to cater to the
high end market.
 One of the few exporters with extensive experience in servicing high fashion wears in
South Asia.
“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.”
Key Strengths
 Well qualified trained and committed professionals with a shared vision.
 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.

1 0 | P a g e
 Focus on quality
DETAILS OF ORCHID OVERSEAS PVT. LTD.
IEC Code number: 05588023396
AEPC Registration number: 01957
LOCATION OF THE PLANTS
The Company’s Plants are located at –
1. Garment manufacturing plant - Plot No.128, Phase-1, Gurgaon (India)
2. Garment manufacturing plant - Plot No.189, Phase-1, Gurgaon (India)
3. Garment manufacturing plant - Plot No. 61-D Phase-5, Gurgaon (India)
4. Washing & Finishing Department and Head Office – Plot No. 133, Phase-
1,Gurgaon(India)
All Locations are within 10 KM from New Delhi, and located within 1-2 km from each other.
Orchid Overseas Capacities
• No of Machines-740..
• Capacity-Approx.150000garments/month.
1) Has the ability and experience to design and execute ornamentation in fabric and garments
by hand/machine embroidery and printing.
2) Reliable and resourceful supply chain who have been partnering us for many years.
3) State of the art manufacturing facilities which are fully compliant.
4) Flexibility to handle smaller quantities at shorter lead time.
5) Rigorous internal quality systems have been the reason for the continuous patronage from
our customers.

1 1 | P a g e
Orchid Overseas Customers
Orchid’s high profile customers are not only happy but also satisfied which has earned them
recognition and unflattering loyalty from prominent buyers worldwide.
• Esprit, Germany .Esprit, Australia
• Esprit, New Zealand. Esprit USA
• Esprit, Canada. Next, UK
• Choice Discount Store UK. ASDA, UK
• Tesco, UK. Paul Smith USA
• Paul Smith, UK . Paul Smith, Japan
• Okaidi, France . Monoprix, France
• Mexx. MarcAurel
• Mark’o’Polo. Ishwar SA, France

1 2 | P a g e
LAYOUTS
Orchid Overseas Pvt. Ltd., Gurgaon unit is a huge organization and has various department,
located in a multi storey building. The building has four floors and a basement.
Different Departments are located on different floors. They are as follows:
Floor Departments
Basement The basement has the fabric store area, Trims & accessories store, fabric
inspection area, cutting and spreading area, ticketing and bundling
sections, IT department.
Ground Floor The ground floor has the Stitching department, Sampling area, & Quality
Department, Packing department, Pressing and Pantry.
First Floor The first floor has the Stitching department, Production department.
Second Floor The second floor has the Stitching department, &Quality Department.
Other departments like Industrial Engineering department, Computer aided design (CAD)
department, Documentation department & Computerized Embroidery department are located
at 128 & 133 Units. Works regarding that department are coordinated from 133unit.

1 7 | P a g e
Chapter-2
Methodology
Our primary objective of doing this project is to get the first-hand knowledge of functioning
of an export house. Since we are not comparing two different entities on the basis of their
financial results, rather we are learning the export procedure. Hence exploratory research
design is the need of the hour.
Further there are few reasons which made me to use Exploratory Qualitative research:
 It is not always desirable or possible to use fully structured or formal methods to obtain
information from respondents.
 People may be unable & unwilling to answer certain questions or unable to give truthful
answers.
 People may be unable to provide accurate answer to question that tap their sub
consciousness.
Thus, project research methodology is as follows:
 In Primary data,Qualitative research through In-Depth Interviews has been adopted.
For interviews non–structured open-ended questions were used.
 In Secondary data, both internal & external research was done. For internal research
Ready to use documents available with the organization were used. For external research
Internet website & published books were consulted.
Limitations of the Methodology
1. Concern about the validity: the issue arises from the fact that qualitative research does
not rely on tests for reliability & credibility that are external to data collection & analysis.
2. Labour intensive data collection: it can be extremely time consuming. Data collection is
the labour intensive process the researcher immerses himself or herself to build an
understanding of the organization, through contact with the employees, exposure to the norms
& familiarity with their practices.

1 8 | P a g e
3. Conclusion & interpretation of qualitative research: they are primarily communicated
in the form of case studies. The case study is written after an extensive process of data
collection through interviewing & participant observation.
4. Need for training in qualitative research: There is a need of training in qualitative
research methodology. Persons having low knowledge in this field don’t go for such
methodology.

1 9 | P a g e
Chapter-3
Objective of the project
a) What role the different department play for completion of the export order?
b) Close look of merchandising department?
c) What are the different documents prepared & used for the export?
d) How important are these documents?
e) Organisational structure.

2 0 | P a g e
DEPARTMENTS
MERCHANDISING DEPARTMENT
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.
A merchandiser is always careful to order the correct volumes and set the correct process to
maximize the retailer’s profit. Outside of head office merchandisers also liaise with store
managers and external suppliers and manufacturers.
Opportunities for merchandisers with structured career paths exist within high street retailers,
supermarkets, mail order companies, internet businesses, export houses and some suppliers.
In the export house the whole process of sampling is monitored by a merchandiser.
Merchandiser takes care of everything from ordering the correct fabric, trims, approvals from
buyers etc.
Key personal attributes of a merchandiser:
 Strong negotiation skills
 Attention to detail
 Excellent communication
 Understanding of garment construction
 Computer literacy with MS Office
 Strong time management
A team player is required to work closely with the warehouse/ shipping and quality control
departments to ensure garments meet quality standards relating to style, colour, and size and
delivery schedules.

2 1 | P a g e
FABRIC STORE
The Fabric store of Orchid Overseas Pvt. Ltd., Gurgaon, and all the necessary fabric is made
available when required. The main fabric store is in 128 unit. All the documentation and
formalities have been done by the 133 unit. When the fabric is sourced and brought to the
company, they are stored in the factory’s fabric storage area and it is the responsibility of
fabric stores department. From here, the fabric is taken for inspection and then stored in
specific locations from where it is issued for cutting. The fabric is stored lot-wise. Rolls of
fabric that are of similar shade are kept together.
Fabric Sourcing Department
The fabric sourcing department of Orchid Overseas Pvt. Ltd. is located in 133 unit of the
fabric is the responsibility of this department. The department is segregated buyer wise.
Some important point that is followed by fabric sourcing department:
 Before placing an order, the sourcing department analyses all the vendors and selects
the best one.
 Based on the lead times for procurement of fabrics, it is decided whether it is feasible
to complete the order on time or not.
 According to PCD, 40% fabric should be in house.
 The average lead time for fabric to be in house is 30 – 60 days.
Fabric Sourcing Region
 Automatic and Power Looms fabric sourcing region is Salem, Tirupur(Jerscy Fabric)
Ludhiana (Jerscy Fabric), Vardaman(Woven Fabric),&Bobay Rayon(Woven Fabric)
Etc.
 Mill Made fabric sourcing is from Arvind Mills & Vardhman.
 For GEORGE : Nominated Source
After the fabric sourcing department places order for fabric, the production fabric is received
by the fabric stores. The fabric always receives in lots. When the goods come in, supplier
invoice is received. It has the following details:

2 2 | P a g e
- PO number
- No of Lot
- Number of rolls, colour, length, width
The goods are then offloaded and stored in receiving location. The fabrics are then sent for
inspection after which they are stored in separate racks according to whether the fabric is
accepted or rejected. The rejected fabric is returned back to the supplier. The accepted fabric
is also stored in specific locations.
Workforce
 2 staff members
 3 checkers
 4 helpers

2 3 | P a g e
Process Flowchart of Fabric Store and Inspection Department
Buyer specifies fabric quality
and specifications
Approval of quality through Lap
dip, Strike offs or Bit Loom
Order the fabric
Start receiving fabric
in lots
Fabric uploaded from the
container
Fabric put on the receiving location
and updates the system
Fabric moved to the
inspection table
Cut 1 meter fabric from each lot for lab test
(shrinkage, colour fastness to crocking, count
construction, GSM. etc)
Send fabric swatch to merchant for
shade/colour standard and handfeel
approval
After getting approval on swatch, starts
fabric inspection as per 4 point system
(100% inspection)
Make audit report with over all
comments and send to the concerned
merchants
If fabric is
approved then
document it in
system in correct
location
Issue to cutting
from location
when required
and update in
system
If fabric is rejected
then segregate &
keep in the
rejected location
Rejected fabric
returned to
supplier for re-
process
Re-inspection for
all re-processed
fabric as per
above process
If fabric is
approved then
document it in
system in correct
location
Issue to cutting
from location
when required
and update in
system

2 4 | P a g e
TRIMS & ACCESSORY STORE
Trims & Accessory store of Orchid Overseas Pvt. Ltd. is not so huge but all the necessary
trims are made available when required from the 128 unit. The Trims & accessory store is
sometimes referred as Non-Fabric Store because it does not only store trims & accessories,
but also various requirements like stationary, machines, spare parts, grains, sugar, etc.
When need of items arises, it is communicated to the purchase department which places the
order and the goods are then received. Any of the accessories which fail to pass the quality
checking is returned to the supplier. Also in case excess trims & accessories are left over after
their requirement is fulfilled, they are disposed to suppliers or are sold at discounted prices.
Types of thread that are available are:
 100 Tex
 40 Tex
 25 Tex
 20 Tex
Types of Buttons available are:
 Polyester Button
 Plastic Button
 Pearl Button
 Polyester Pearl Button
 Coconut Button
 Snap Button
 Metal Snap Button
 Wooden Button
 Metal Button and etc

2 5 | P a g e
Workforce
 3 staff members
 2 helpers
Process Flowchart of the Trims & Accessory Store
Requirement sent by the
merchandiser is entered in
Microsoft dynamics & order is
placed.
checkers
Material received from supplier
Physical receipt/document
check/gate entry
Physical Movement of the
material to QC from Gate
and System updating
Physical check of the quality
and quantity preparation for
approval Send for approval to
merchant and for lab test
Reject/Pass material located in
designated place
Request for dispatch comes
from various sources
 Production Merchant
 Production Unit
 Sampling
 Miscellaneous
Issue challans raised on
request to order located unit /
Individual requirement
Taking out materials as
mentioned on challans
checking quantity / Items as
per challans and packing

2 6 | P a g e
LABORATORY TESTING DEPARTMENT
Orchid Overseas do not have Testing Laboratory in any of its unit and testing is done by the
outer firm named SGS Ltd.
 For Fabric Testing (FTP) & Garment Testing (GTP), fabric and garment are sent to
SGS.
 For measuring GSM, color fastness, rubbing fastness, Dimensional Stability,
stretchability and testing others properties of fabrics are test by SGS.
INDUSTRIAL ENGINEERING DEPARTMENT
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, finishing,
etc. Its responsibility is to monitor the performance of different departments through
techniques such as time studies, suggest methods of improvement (for example using a
specialized attachment), monitor production, suggest methods for improving productivity and
efficiency of different departments etc.
The main functions of the Industrial Engineering Department are:
 Target setting
 Line balancing
 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
The formulae used in calculation are:
 Productivity (per operator) = Output / No. of operators used
This department is located in 128unit. All the information is shared through mailing or Tele
calling. Industrial Engineering Department alsocalculates SAM.

2 7 | P a g e
CAD DEPARTMENT
This department is centralized for all the units at Orchid Overseas Pvt. Ltd., Gurgaon. There
are two sections of it in the 128 & 133unit:
 Embroidery Section: It makes the punch cards according to the design of
embroidery. This punch card is fed into a floppy which is inserted into the embroidery
machine for it to understand the design. It is located next to the embroidery
department.
 Pattern Making Section: Making the patterns using specification sheets, they are
graded upto the required number of sizes up & down and making the marker.
The software used in the CAD department is NEST.
The Machine used is:
 Plotter
 Scanner
COMPUTERIZED EMBORIDERY DEPARTMENT
This department is centralized for all the units at Orchid Overseas Pvt. Ltd., Gurgaon. The
process involved is:
 Pieces to be embroidered are first cut and ticketed in the and then they go for
embroidery in 128 unit.
 The design is punched into a floppy by the CAD department which is the loaded on
the computerized embroidery machine.
 For different types of patterns and different sizes of cut pieces, different sizes of
frames are set.
 Insertion of Sequence CD or thread setting is done.
 Running of Machine and then thread cutting is done.
 Finally, bundling, quality audit and sent back to 128 unit.
Thread used in embroidery may be of Polyester, sometimes rayon, and spun polyester.

2 8 | P a g e
Frames are used for holding the garment from all sides firmly so as to prevent the fabric from
going down with the needle or accumulating into folds. They are of different sizes and
shapes. They may be:
 Circular
 Rectangular
Embroidery is analysed during sampling stage for the production friendliness & possible
sources off error. Changes are advised to production to make the production process error
free.
GARMENT MANUFACTURING FLOWCHART
File pass from merchandising department to
Production department
Production Starts
Cutting of Fabric
Stitching
Finishing (includes washing, Spotting,
thread cutting, Kaj button, etc
Packing
Audit
Order Shipping
File pass from merchandising department to
Production department
Production Starts
Cutting of Fabric
Stitching
Finishing (includes washing, Spotting,
thread cutting, Kaj button, etc
Packing

2 9 | P a g e
CUTTING DEPARTMENT
The cutting floor of Orchid Overseas Pvt. Ltd. has acquired a good amount of space. It is
located in the basement of the factory and includes the following department:
 Fabric Store
 Trim Store
 I.E Department
And also includes
 Spreading and Re Cutting Area
 Bundling and Ticketing Area
The cutting department of Orchid Overseas Pvt. Ltd, 128unit is not practicing the today’s
technology. Automated spreading facilities are not available here which leads to take a huge
amount of time in spreading the layers.
Machine Details:
 Straight Knife
 Scissor
 Fusing Machine (2nd
Floor)
 Sticker Gun
No Round Knife was available.
Workforce
 1 Cutting Manager
 1 Cutting in charge
 3 Cutting Master
 3 Cutting Operator
 2 Fusing In charge

3 0 | P a g e
 3 Ticketing Operator
 2 Bundling Operator
 10 Helpers
Total Workforce: 25
Process Flowchart
Fabric Issue from
Fabric Store
Layering of Fabric
Pattern set and Marking
Ticketing
Send for either Embroidery or
smocking or fusing, if required
Quality
Check
Bundling
Issue to Stitching Department
Washing, if required
and re-numbering after
washing
Re-cutting, if
required
Correction, if
required by
Cutting Master
File receive from Production Department and new pattern
from CAD (shrinkage considered)
Cutting of fabric

3 1 | P a g e
STITCHING DEPARTMENT
Stitching department is the most important department of any garment manufacturing unit.
This department is responsible for the conversion of cut panels into actual garments. Orchid
Overseas Pvt. Ltd. has 3 floors dedicated to the stitching department comprising of 12 lines
having 30-45 machines each.
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.
 Line is set as per line layout plan.
 Operations are assigned to the operators according to their skill set.
 Line in charge & supervisor give the direction to the operators about their respective
jobs.
 In line checkers and QC’s ensure that the quality coming out of each operation is as
per the quality specification.
Machinery Details
 Single Needle
 Double Needle
 Overlock Machine
 Bartack Machine
 Flat bed Machine
 Feed off machine: used for Hoisery
 Bartack Machine
 Button attaching
 Button Hole Machine
 Snap Button Machine

3 2 | P a g e
Most of the machines are of Juki &Goldstar.
Needles of sizes 6, 9, 11, 14, 16, 18, 21 are used.
Workforce
 3 Floor Manager
 8 Supervisor
 12 Line Incharge
 450 Operator
 15 Helper
 12 Inline Checker
 25 Final Checker
 3 Mechanic

3 3 | P a g e
Workflow of Stitching Department
Line is set as per the
plan
Bundles are allotted to the respective
individuals
Stitching Starts
OK
Received cutting from the Cutting Department along with
style file and patterns
Inline checkpoints places at
critical operations
Final checkpoints placed at the
end of line
Not OK
Alterations done
OK Not OK
Alterations donePcs dispatched to sewing
checkingtable after counting &
documenting no. of pcs
OK
Pcs counted & dispatched to
washing
Not OK
Alterations done

3 4 | P a g e
WASHING DEPARTMENT
Washing Department of Orchid Overseas Pvt. Ltd., Gurgaon is located at the second floor of
the 133 unit and is capable of imparting different finishes such as acid wash, softener wash,
enzyme wash, stone wash, bleaching and caustic wash.
A hand written challan is issued to the washing department by the stitching department while
sending the pieces for washing. The washing department issues a challan upon returning the
goods after washing.
The capacity of washing department is 750 kg/day.
Type of Washing
 Softener Was
 Enzyme Wash
 Stone Wash: This wash uses volcanic rock or pumice stones added during the
washing of products to act as an abradant.
 Acid Wash: Acid wash is done in a large rotating wooden cylinder coated with
solution of HYPO, Zinc and Calcium. It is not used anymore.
 Bata Wash
Importance of Washing
The Washing is done to test:
 Shrinkage
 Color Fastness
 Unwanted Material
 Softener Wash is used to check hand feel is checked whether garment wash are
similar to the garment buyer has sent

3 5 | P a g e
Some Chemicals used in Washing Department are:
 Amile: Remove Black stain
 Acetone: Removes Ink, Ball pen mark
 Ammonia: In neutralizing, it is used as a base
 Solvent: for removing oil turmeric and black stain.
 KB-300: Liquid soap used to remove stain.
 Hydrofluoric Acid: Removal of stai
KAJ BUTTON
After washing, the garment goes to Kaj Button area, where button holes and buttons are
attached. Area is located in the stitching department
Machinery Details:
 Button Attach Machine
 Snap Button Machine
FINISHING DEPARTMENT
The Finishing department of Orchid Overseas Pvt. Ltd., Gurgaon is located at the basement
& ground floor of the unit 133 along with Packing and Dispatch Department. The various
jobs done in the finishing department are:
 Thread Cutting
 Spotting
 Initial Checking
 Pressing
 Tagging
 Measurement Checking

3 6 | P a g e
 Final Checking
Equipment’s used in the finishing department are:
 Thread Cutter
 Steam Iron, Flat bed
 Sewing Machine
 Thread Clipper
 Measuring Tape
 Spotting Guns
 Clippers
 Tagging Gun
 Stickers
 Chemicals
Workforce:
 1 Floor Manager
 2 Supervisors
 70 Operators
 15 Helpers
 8 Inline and Final Checker
PACKING DEPARTMENT
The Packing department of 128 & 133 unit is located at ground floor near finishing
department. Shipments for all the units in Orchid Overseas are planned and controlled from
the 133 unit (office).

3 7 | P a g e
Types of Packing:
 Assorted Size/Solid Color
 Assorted Color/Assorted Size
 Single N: Buyer will specify how much quantity in a carton.
 Loose Packing: Bulk Packing
 Multi N: Packing depends on Vendor
 Multi Y: If only 1 garment packed in a carton.
Folding Types:
 Flat Packing
 Half fold
 Normal Folding
 Roll Packing
o Loose
o Normal
o Tight
 Collar Turning folding
 Crush folding
 Bundling folding
Key Points
 Packing is done country wise
 Maximum weight of each carton allowed is 15 kg.
 Garment are packed lot wise as mentioned by the buyer in PO
 Each country have different code

3 8 | P a g e
 Carton comes from a nominated source from the buyer.
 Sticker should be stick to the carton which contains the details style number, color
code, country code, fabric description etc
Records maintained by packing department are:
 Records of number of pieces received from finishing department along with their style
number, ratio etc.
 Records of pieces shipped along with date, quantity, ratio, mode of shipment, style no,
PO etc.
 Delivery schedules
There are various stickers or information that are put on the cartons. It consists of buyer’s
logo, carton no. style no. customer code, measurement of the carton, size ratio chart, weight
etc.
Every country has a different type of sticker. Thus stickers are put on the cartons depending
on to which country the order is going
Dispatch
It is responsible for all the in-coming and out-going material, to and from the company. It has
the basic work of receiving and issuing.
Some of the records maintained by this department on the on line system are:
 Dispatch receipt
 Dispatch issue
 Checklist
 Finishing pending
 Records
Packing department handover the goods to documentation department, this is located in
Faridabad unit.

3 9 | P a g e
Workforce
 1 Assistant
 1 Supervisors
 15 Operators
 5 Helpers
DOCUMENTATION DEPARTMENT
Documentation department of Orchid Overseas Pvt. Ltd., Gurgaon is centralized for all the
units is located in 133 unit. The entire data relating to this department is stored and backed up
in a computer system through EDI system. This department arranges document for shipping
the order on the date of shipment.
This department helps in custom clearance from the custom office following the rules made
by ministries of commerce and finance respectively.
Documents required for the shipment export
 Shipping Bill
 Custom Clearance
 Certificate of Origin of Goods
 Invoice duly signed
 Test certificate of goods
 Purchase Order
 Letter of Credit

4 0 | P a g e
QUALITY DEPARTMENT
Quality is of utmost importance and finishing is the stage where the whole of quality is being
taken into consideration. Here all the measurements are taken into account, the neatness as
well the fall of the garment is being checked, and if any sequins are being attached they have
to be carefully handled. Quality checked is AQL base. There are three types of audit:
 Measurement Audit: Measurement is checked.
 Visual Audit: Aesthetic look of the garment is checked.
 Packing Audit: Audit by the buyer.
As Orchid makes apparel for the kids, there are two most important prospects of quality
which needs to be undertaken:
 Every garment is passed through needle detection machine.
 If there is a snap button, then they must conduct a Snap Button Test which should
meet the limit of 6.0.
Quality department takes care of quality during garment manufacturing, the
flowchart is given below:
Garment Stitching
Inline Checking
Final Checking
Pre checking (100% check)
Finishing
Initial Checking (thread checking, Stain, overall stitch check etc)
Final Checking (overall look of the garment, Measurement etc)
Packing
Audit by buyer

4 1 | P a g e
MERCHANDISING DEPARTMENT (Close Look)
As we have already discussed earlier, a merchandiser is an interface between the buyer and
the supplier who has to ensure the quality of production and timely delivery. The function of
the merchandising department begins with the sourcing for the new order or the repeat order
and continues till the shipment deadline has met. Merchandisers act as mediators between the
export house and the buying house. They know what buyers want and what the company is
able to and willing to deliver. They are responsible for timely execution of the orders.
Role of the Department
 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
 Getting orders
 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
Activities of a Merchandiser
Merchandising activities include:
To get order&Order confirmation:
Buyer directly communicates with the merchandiser in order to place the order. Fixed buyers
are allotted to merchandisers and the communication is between the buyer and that particular
merchant. After the approval of the development samples, the order is confirmed by the
buyer. Merchandiser receives the PO sheet. Then he fixes up the PCD and delivery date with
the buyer.

4 2 | P a g e
Process Flowchart
Costing:
Costing of the garment in bulk is calculated on the basis of quality of material and their
requirement in the garment. It is one of the most important activities of the merchandiser. To
arrive at a perfect price to be quoted to the buyer, following points are taken into
consideration:
 Calculation of consumption of fabric (yields per yard) and threads to produce one
garment
 Calculation of cost of fabric per garment
 Calculation of cost of trims and threads
 Cut-make cost
 Poly bag cost
 Cost of carton box
Calculation of Average
 For Buyer: Average is found by Pattern Master only for Costing Purpose.
Presentation from buyer/for buyer
Development Sample
Range Planning
Confirm Costing
Confirm Delivery
PO Received (i.e. order approved)

4 3 | P a g e
 For Company: Average is found out by cutting department for production
purpose to determine how much fabric is used in production in making an
garment and difference between both average is net profit.
Sampling:
Merchandiser is involved in coordinating with the sampling department. Based on the mutual
agreement between the merchant and the buyer, sampling department is involved in making
samples. In every step of samples, buyer sends back comments along with the tech pack.
Sampling is the product development stage. This department makes samples on the basis of
specifications and requirements sent by the buyer.
Types of Sample
1. Buying/Development Sample: It is the reflection of the first techpack or design sheet
received from the buyer. The sample is sent to the buyer for the design approval.
Proto sample is made in the base size. Styling is important. The comments and second
tech pack is sent back referring changes in the sample
2. Fit sample: The comments are received regarding the shape, size and fullness. The
sample is checked for fit on body forms. It is made in exact fabric, though print
maybe different, since the drape and fit are to be checked.
3. Second fit sample: It is similar to the first fit sample made with a few changes
according to comments received from the buyer. Again a third or fourth fit sample
may be required to be made. After approval of fit sample, order is confirmed along
with all the specifications.
4. Pre-production/sealer sample: This sample is known as the bible of production. It is
done for the base size of any one colour and actual fabric and actual trims are used. If
this sample is approved and the buyer attached some tag to this sample to ensure the
approval.

4 4 | P a g e
Buyer Tag
GEORGE Green Tag
NEXT Yellow Tag
5. GPT sample: These samples are made for garment testing for seam-slippage, tearing
strength, button pulling etc.
6. TOP (top of production) sample: It is the best sample from first of bulk production.
Sometimes TOP sample is also called shipment sample.
7. Salesman sample & Ad Sample: It is made for the buyer to find out the opinion of
the store owners whether the style would sell in the market or not, and the demand of
that product.
Stages of Sampling For Product Development
 Buyers sending his tech pack, defining the requirements. Pinned Sample might also be
received.
 Patterns are developed by the masters with necessary amendments in the pinned
sample.
 Fit samples are developed.
 By the time fit sample develop fabric color, thread runs, embroidery mocks, lace
mock etc are sent for approval.
 The necessary tests are done on the fabrics and trims.
 First fit after QA review and buying house QA review is sent to the buyer.
 If it gets approved well and good else 2nd
and 3rd
fits are made.
 Once the sample gets approved the Market adopt sample and the GPT samples are
developed.
 Also 3pcs cutting is sent to the production unit for checking production feasibility.
 After the three pieces report, comes sealers and size sets are developed.

4 5 | P a g e
 By the time we reach the sealers level the bulk fabric is sources, trims are sources, and
all these receive approvals. The garment test report is passed and other test reports are
passed.
 The costing gets finalized.
 Before the PPM occurs the complete working on the garment is done all the tests
should be passed.
Workforce of Sampling Department
 1 Pattern Master
 1 Tailor Master
 12 Operators
Workflow of Sampling Department
Sample Requisition sent by Merchandiser along with Fabric
& Trims
Patterns are made as per PO
Cutting
Stitching
Washing
Measurement Checking
Kaj Button
Finishing
Ironing
Packing

4 6 | P a g e
Preparing the time and action plan:
This is prepared by the merchant stating that all the different activities associated with the
order should be complete by the stipulated dates. It is like making sub goals to accomplish
the ultimate goal which is shipping of the order on the pre- decided date.
1. Preparing the bill of material: This enlists all the different materials required for
making the garment.
2. Execution: Merchandising department communicates with the buyer QA during the
production. He gets the approval of the quality or any changes in the garment.
3. Shipment of goods: According to delivery date the goods are shipped on time.
Documentation department is informed about the delivery date, the quantity etc. In
case of any delay, goods are sent through air on the company’s co

4 7 | P a g e
Workflow of Merchandising Department
Sample Requisition sent by
Merchandiser along with Fabric,
Trims & Pattern
Cutting
Stitching
Washing
Measurement Checking
Kaj Button
Finishing
Ironing
Packing
Sample Send to buyer
for approval
Presentation from buyer/for buyer
Development Sample
Range Planning
Confirm Costing
Confirm Delivery
Techpack& PO Received (i.e. order
approved)
Sample Approval Process
Send TNA Plan
Fabric Approval (Lab dip, Fabric Swatch)
Fabric Order
Trims Approval
Trims Order
Fabric/Trims Follow up
Fabric/Trims Inhouse
Fabric Process Test (FPT)
1st
fit
Sample
2nd
fit Sample
PP Sample
GPT Sample
Ad Sample,
Salesman Sample
Production begins
TOP Sample
Getting the pattern
made as per PO
Regular Tracking and
Update Buyer
Order Shipping

4 8 | P a g e
So the Role of a Merchandiser in an Export House is:
 To create market
 Understanding buyers’ requirements
 Develop new quality / design as per market feedback.
 Prepare samples according to sketches of styles.
 Create different ranges as per different current buyers as well as the targeted buyers.
 Sourcing of materials, fabrics
 Select the range
 Creating the Sample
 Ensuring timely delivery of samples.
 Managing the tailors and masters
 Making the paper pattern.
 Quality checking of material
 Prepare T & A Plan
 Taking buyers approvals
 Negotiation with buyer
 Procuring the orders
 Cross check samples at the pilot run, inline and midline and keep a track of day-to-
day production output based on the status given by the factory as well as the stationed
QCs
 WIP on daily basis
 Active involvement in all the company’s activities.
 Coordination between production and production planning department
 Dispatching the shipment
After shipment dispatching merchandiser is also responsible for buyer claims, profit and
subsequent orders. If buyer has any problem in quality of the product then it is the
responsibility of the merchandiser to resolve the problem with the buyer.

4 9 | P a g e
Export Documents
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:
1. Invoice:
It is prepared by an exporter & sent to the importer for necessary acceptance. When the buyer
is ready to purchase the goods, he will request for an invoice. Invoices are of 3 types:
a. Commercial invoice: It is a document issued by the seller of goods to the buyer
raising his claim for the value of goods described therein, it indicates description of
goods, quantity, value agreed per unit & total value to be paid. Normally, the invoice
is prepared first, & several other documents are then prepared by deriving information
from the invoice.
b. Consular invoice: It is certification by a consul or Government official covering an
international shipment of goods. It ensures that exporter’s trade papers are in order &
the goods being shipped do not violate any law or trade restrictions.
c. Customs invoice: It is an invoice made on specified format for the Custom officials
to determine the value etc. as prescribed by the authorities of the importing country.
2. Packing list:
It shows the details of goods contained in each parcel / shipment. Considerably more detailed
and informative than a standard domestic packing list, it itemizes the material in each
individual package and indicates the type of package, such as a box, crate, drum or carton.
Both commercial stationers and freight forwarders carry packing list forms.
3. Certificate of Inspection:
It is a type of document describing the condition of goods and confirming that they have been
inspected. It is required by some purchasers and countries in order to attest to the

5 0 | P a g e
specifications of the goods shipped. This is usually performed by a third party and often
obtained from independent testing organizations.
4. Certificate of Origin:
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. Certificate of origin
is required when:
 The goods produced in a particular country are subject to’ preferential tariff rates in the
foreign market at the time importation.
 The goods produced in a particular country are banned for import in the foreign market.
5. GSP:
It is Generalized System of Preference. It certifies that the goods being exported have
originated/ been manufactured in a particular country. It is mainly useful for taking advantage
of preferential duty concession, if available. It is applicable in countries forming European
Union.
6. IEC Certificate:
It is an Import-Export Code Certificate issued by DGFT, Ministry of Commerce,
Government of India. It is a 10 digit code number. No exports or imports will be effected
without the IEC code. It is mandatory for every exporter.
7. Wearing Apparel Sheet:
It is like a check list which gives the detail regarding the content & design of the garment
packed.
8. Bill of Lading:
The bill of lading is a document issued by the shipping company or its agent acknowledging
the receipt of goods on board the vessel, and undertaking to deliver the goods in the like order
and condition as received, to the consignee or his order, provided the freight and other

5 1 | P a g e
charges as specified in the bill have been duly paid. It is also a document of title to the goods
and as such, is freely transferable by endorsement and delivery.
9. Airway Bill:
An airway bill, also called an air consignment note, is a receipt issued by an airline for the
carriage of goods. As each shipping company has its own bill of lading, so each airline has its
own airway bill. Airway Bill or Air Consignment Note is not treated as a document of title
and is not issued in negotiable form.
10. Mate’s Receipt:
Mate's receipt is a receipt issued by the Commanding Officer of the ship when the cargo is
loaded on the ship. The mate's receipt is a prima facie evidence that goods are loaded in the
vessel. The mate's receipt is first handed over to the Port Trust Authorities. After making
payment of all port dues, the exporter or his agent collects the mate's receipt from the Port
Trust Authorities. The mate's receipt is freely transferable. It must be handed over to the
shipping company in order to get the bill of lading. Bill of lading is prepared on the basis of
the mate's receipt.
11. Shipping Bill:
Shipping bill is the main customs document, required by the customs authorities for granting
permission for the shipment of goods. The cargo is moved inside the dock area only after the
shipping bill is duly stamped, i.e. certified by the customs. Shipping bill is normally prepared
in five copies:
 Customs copy.
 Drawback copy.
 Export promotion copy.
 Port trust copy.
 Exporter's copy.
12. Letter of Credit:
This method of payment has become the most popular form in recent times; it is more
secured as company to other methods of payment (other than advance payment).

5 2 | P a g e
A letter of credit can be defined as “an undertaking by importer’s bank stating that payment
will be made to the exporter if the required documents are presented to the bank within the
variety of the L/C”.
Contents of a Letter Of Credit
A letter of credit is an important instrument in realizing the payment against exports. So,
needless to mention that the letter of credit when established by the importer must contain all
necessary details which should take care of the interest of Importer as well as Exporter. Let
us see shat a letter of credit should contain in the interest of the exporter. This is only an
illustrative list.
 Name and address of the bank establishing the letter of credit
 letter of credit number and date
 The letter of credit is irrevocable
 Date of expiry and place of expiry
 Value of the credit
 Product details to be shipped
 Port of loading and discharge
 Mode of transport
 Final date of shipment
 Details of goods to be exported like description of the product, quantity, unit rate,
terms of shipment like CIF, FOB etc.
 Type of packing
 Documents to be submitted to the bank upon shipment
 Tolerance level for both quantity and value
 If L/C is restricted for negotiation
 Reimbursement clause
Terms of Shipments – Incoterms
The INCOTERMS (International Commercial Terms) is a universally recognized set of
definition of international trade terms, such as FOB, CFR & CIF, developed by the
International Chamber of Commerce (ICC) in Paris, France. It defines the trade contract
responsibilities and liabilities between buyer and seller. It is invaluable and a cost-saving
tool. The exporter and the importer need not undergo a lengthy negotiation about the
conditions of each transaction. Once they have agreed on a commercial terms like FOB, they

5 3 | P a g e
can sell and buy at FOB without discussing who will be responsible for the freight, cargo
insurance and other costs and risks.
The purpose of Incoterms is to provide a set of international rules for the interpretation of the
most commonly used trade terms in foreign trade. Thus, the uncertainties of different
interpretations of such terms in different countries can be avoided or at least reduced to a
considerable degree. The scope of Incoterms is limited to matters relating to the rights and
obligations of the parties to the contract of sale with respect to the delivery of goods.
Incoterms deal with the number of identified obligations imposed on the parties and the
distribution of risk between the parties.
More Clarification on Incoterms
EXW (At the named place)
Ex Works: Ex means from. Works means factory, mill or warehouse, which are the seller’s
premises. EXW applies to goods available only at the seller’s premises. Buyer is responsible
for loading the goods on truck or container at the seller’s premises and for the subsequent
costs and risks. In practice, it is not uncommon that the seller loads the goods on truck or
container at the seller’s premises without charging loading fee. The term EXW is commonly
used between the manufacturer (seller) and export-trader (buyer), and the export-trader resells
on other trade terms to the foreign buyers. Some manufacturers may use the term Ex Factory,
which means the same as Ex Works.
FCA (At the named point of departure)
Free Carrier: The delivery of goods on truck, rail car or container at the specified point
(depot) of departure, which is usually the sellers premises, or a named railroad station or a
named cargo terminal or into the custody of the carrier, at seller’s expense. The point (depot)
at origin may or may not be a customs clearance centre. Buyer is responsible for the main
carriage/freight, cargo insurance and other costs and risks.
In the air shipment, technically speaking, goods placed in the custody of an air carrier are
considered as delivery on board the plane. In practice, many importers and exporters still use
the term FOB in the air shipment.

5 4 | P a g e
FAS (At the named port of origin)
Free Alongside Ship: Goods are placed in the dock shed or at the side of the ship, on the dock
or lighter, within reach of its loading equipment so that they can be loaded aboard the ship, at
seller’s expense. Buyer is responsible for the loading fee, main carriage/freight, cargo
insurance, and other costs and risks In the export quotation, indicate the port of
origin(loading)after the acronym FAS, for example FAS New York and FAS Bremen. The
FAS term is popular in the break-bulk shipments and with the importing countries using their
own vessels.
FOB (At the named port of origin)
Free on Board: The delivery of goods on the board the vessel at the named port of origin
(Loading) at seller’s expense. Buyer is responsible for the main carriage/freight, cargo
insurance and other costs and risks. In the export quotation, indicate the port of origin
(loading) after the acronym FOB, for example FOB Vancouver and FOB Shanghai.
Under the rules of the INCOTERMS 1990, the term FOB is used for ocean freight only.
However, in practice, many importers and exporters still use the term FOB in the air freight.
In North America, the term FOB has other applications. Many buyers and sellers in Canada
and the USA dealing on the open account and consignment basis are accustomed to using the
shipping terms FOB Origin and FOB destination.
FOB Origin means the buyer is responsible for the freight and other costs and risks. FOB
Destination means the seller is responsible for the freight and other costs and risks until the
goods are delivered to the buyer’s premises which may include the import custom clearance
and payment of import customs duties and taxes at the buyer’s country, depending on the
agreement between the buyer and seller. In international trade, avoid using the shipping terms
FOB Origin and FOB Destination, which are not part of the INCOTERMS (International
Commercial Terms).
CFR (At the named port of destination)
Cost and Freight: The delivery of goods to the named port of destination (discharge) at the
seller’s expenses. Buyer is responsible for the cargo insurance and other costs and risks. The
term CFR was formerly written as C&F. Many importers and exporters worldwide still use
the term C&F.

5 5 | P a g e
CIF (At named port of destination)
Cost, Insurance and Freight: The cargo insurance and delivery of goods to the named port of
destination (discharge) at the seller’s expense. Buyer is responsible for the import customs
clearance and other costs and risks.
In the export quotation, indicate the port of destination (discharge) after the acronym CIF, for
example CIF Pusan and CIF Singapore. Under the rules of the INCOTERMS 1990, the term
CIFI is used for ocean freight only. However, in practice, many importers and exporters still
use the term CIF in the air freight.
CPT (At the named place of destination)
Carriage Paid To: The delivery of goods to the named port of destination (discharge) at the
seller’s expenses. Buyer assumes the cargo insurance, import custom clearance, payment of
custom duties and taxes, and other costs and risks. In the export quotation, indicate the port of
destination (discharge) after the acronym CPT, for example CPT Los Angeles and CPT
Osaka.
CIP (At the named place of destination)
Carriage and Insurance Paid To: The delivery of goods and the cargo insurance to the named
place of destination (discharge) at seller’s expense. Buyer assumes the importer customs
clearance, payment of customs duties and taxes, and other costs and risks.
DAF (At the names point at frontier)
Delivered at Frontier: The delivery of goods at the specified point at the frontier on seller’s
expense. Buyer is responsible for the import custom clearance, payment of custom duties and
taxes, and other costs and risks.
DES (At named port of destination)
Delivered Ex Ship: The delivery of goods on board the vessel at the named port of destination
(discharge) at sellers expense. Buyer assumes the unloading free, import customs clearance,
payment of customs duties and taxes, cargo insurance, and other costs and risks.

5 6 | P a g e
DEQ (At the named port of destination)
Delivered Ex Quay: The delivery of goods to the Quay (the port) at the destination on the
buyers expense. Seller is responsible for the importer customs clearance, payment of customs
duties and taxes, at the buyers end. Buyer assumes the cargo insurance and other costs and
risks.
DDU (At the named point of destination)
Delivered Duty Unpaid: The delivery of goods and the cargo insurance to the final point of
destination, which are often the project site or buyers premises at sellers expense. Buyer
assumes the import customs clearance, payment of customs duties and taxes. The seller may
opt not to insure the goods at his/her own risks.
DDP (At the named point of destination)
Delivered Duty Paid: The seller is responsible for most of the expenses which include the
cargo insurance, import custom clearance, and payment of custom duties, and taxes at the
buyers end, and the delivery of goods to the final point of destination, which is often the
project site or buyers premise. The seller may opt not to insure the goods at his/her own risk.
“E”-term, “F”-term, “C”-term & “D”-term: Incoterms 2000, like its immediate predecessor,
groups the term in four categories denoted by the first letter in the three-letter abbreviation.
 Under the “E”-TERM (EXW), the seller only makes the goods available to the buyer
at the seller’s own premises. It is the only one of that category.
 Under the “F”-TERM (FCA, FAS, &FOB), the seller is called upon to deliver the
goods to a carrier appointed by the buyer.
 Under the “C”-TERM (CFR, CIF, CPT, & CIP), the seller has to contract for carriage,
but without assuming the risk of loss or damage to the goods or additional cost due to
events occurring after shipment or discharge.
 Under the “D”-TERM (DAF, DEQ, DES, DDU & DDP), the seller has to bear all
costs and risks needed to bring the goods to the place of destination.
All terms list the seller’s and buyer’s obligations. The respective obligations of both parties
have been grouped under up to 10 headings where each heading on the seller’s side “mirrors”
the equivalent position of the buyer. Examples are Delivery, Transfer of risks, and Division
of costs. This layout helps the user to compare the party’s respective obligations under each
Incoterms.

5 7 | P a g e
ORGANIZATIONAL STRUCTURE
RAJIV
BAL(MD)
CAN.NAI
R (SM)
R.S.MIS
HRA(M
A)
LALIT
(Q.A.M)
S.GANESH(
CEO)
ROHIT
SINGHAL
(GM)
PAWAN(
HR)
SUREND
ER(P&A.
O)
SARVA
DA
(A.O)
VIJAY
(QA)
KUNADE
L.LAL(AO
)
PRADE
EP(SE)
MAHESH(A
S)
RAMESH(
F.M)
SUPRIYA(
M.M)
WASHIF
(S.M)
MANOJ(A
S)
ISHA(DES
GENER)
BHUPES
H(AO)
TRIPTI(D
ESIGNER
)I
ATUL(S
UPERWI
SER)
ABHIJIT(
A.F.I)
RAJVINDE
R(S.M)
PRONA
V(QA)
GULAB(
CASHIER
)
GOPAL(
AO)
RAJIND
ER(P&A
.O)

5 8 | P a g e
FINDINGS
1. The organization is well organized and systematic.
2. The merchandiser is the connection or the key player between all the departments.
3. Every department has their key roles well defined, and the supervisors who keep track
of who is working on what in the department.
4. Cutting head, stitching head, finishing supervisors and other heads are the main
people with whom a merchandiser deals.
5. The cutting process of samples is coordinated with cutting department.
6. There exists a supervisor over every group of 14 tailors and a supervisor over all the 2
stitching lines.
7. 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.
8. The fabric and garment testing are done by SGS, an external testing laboratory.
9. Embroidery work, pattern making by CAD, research and development are done by
133 Unit.

5 9 | P a g e
CONCLUSION
1. 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.
2. 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 about them.
3. There are merchandiser’s team which includes Senior Merchant and Asst. Merchant
and Trainee Merchant which makes the work more systematically and organized.
4. 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.

6 0 | P a g e
SUGGESTIONS
1. 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.
2. Work flow & material flow is not standardized.
3. Quality checking & alteration making is not satisfactory.
4. Housekeeping can be improved a lot.
5. More care should be provided in operator safety

6 1 | P a g e
Bibliography
REFERENCES
 Webshttp://orchid overseas.com (Accessed 18st
July, 2012)
 Fibre2fashion.com, “the fascinating world of small people” an overview of the Indian
Kidswear Market.
 Reference book
Paul, Justin &Aserkar, Rajiv, Export Import Management, 2nd Edition, Oxford
University Press, 2008, Chapter – 2, pp. 17-29.

Summer internship project, Mapping the process flowchart and documentation in an export house

More Related Content

What's hot (20)

Similar to Summer internship project, Mapping the process flowchart and documentation in an export house (20)

Recently uploaded (20)

Summer internship project, Mapping the process flowchart and documentation in an export house