Step 1: After the salesman communicates with the customer online and confirms the initial intention. Customers send samples and detailed data of processing by express delivery. At this time, the requirements of samples and related processing and production are reflected through the proofing application form. Then there are the samples and proofs signed by the business manager (the proofs should be copied and the originals should be kept by themselves). Go to the proofing room and sample.
Step 2: Express the samples to customers after they come out. Please be sure to ask the courier for the UPS number.
Step 3: The customer confirms the sample and sends it back, at the same time placing an order.
Step 4: Make a simple order to the technical department according to the returned samples. The order should be signed by the salesperson and the department manager. Leave the list and samples to the technical department. The production process is necessary.
Step 5: Then send the contract to the finance department for signature and the boss for signature. And together with the process flow of three samples, place a formal order. Orders should be made according to the contract, including quality requirements, packaging requirements, remarks and delivery date. Write clearly. After that, make 5 copies of the order and send them to production, quality control, finance, material control and shipment respectively. And sign the original. Keep the original order by yourself. Make 5 process flow sheets and send them to Finance-Technology Department-Material Control-Production-Quality Control. Leave the original in the technical department, and keep the copy for yourself.
Step 6: Copy two contracts and file the originals. Copies are sent to the boss's office and the chief financial officer respectively.
Step 7: even reflect the problems in the production process of the factory and communicate with the salesman. After the salesman communicates with the customer and reaches an agreement, the result is transmitted to the production workshop through the work contact form. Keep the original work contact form for yourself and send a copy.
Step 8: Contact the freight forwarder when express delivery. Make customs declaration documents. And send it to the courier agent in advance. If there is a problem in production, even if the goods are shipped, it is impossible to inform the forwarder in advance and let them make other shipping arrangements.
Step 9: If the goods are ready. Then the warehouse receipt or related documents sent by the freight forwarder will be handed over to the shipping department two days in advance. And send the delivery notice in triplicate to the production-quality control-delivery department. Leave it as it is.
Step 10: Even if the negotiation documents are prepared, the bill of lading sent by the freight forwarder is negotiated and paid. If it is a previous wire transfer, send a copy to the other party first for payment. The letter of credit will be handed over to the finance department to go to the bank to handle related matters.
Step 1 1: After returning the relevant documents such as the verification form, go to the financial department for settlement of foreign exchange, and go through the formalities of verification and tax refund.
All the above self-stored documents shall be managed in the order of contract and customer number.
Taking the clothing documentary as an example, the documentary process is as follows:
The general process is as follows: receiving customer instructions, analyzing product incoming materials, purchasing incoming materials, making samples (mainly going to the factory to understand the implementation of samples, whether the production process is suitable for customers' product requirements, and grasping the production progress to meet the delivery date), sending samples to customers for approval, and putting large goods into production. The production process is complicated and prone to mistakes. The processing factory will give you trouble, and the customers will give you trouble. Be mentally prepared.
First, the flow chart
1. First, the process sheet is processed and translated into Chinese.
2. Check with reference to previous years' process sheets (mainly referring to old customers) to study whether there are any new changes or mistakes, focusing on whether there are any special requirements. If the instructions in the process sheet are not clear, communicate with customers in time. If the customer does not understand, it can be handled according to the normal operation requirements of the order.
3. Check the process list item by item: (1) 1. Main materials, such as fabric variety, yarn count, structure, gram weight and color (pay special attention to special colors, such as hemp ash); (2) Accessories, including zippers (specifically YKK), ropes, buckles, eyelets, shoelaces, elastic bands, woven fabrics (whether dyeing is needed or not), flat knitting machine ribs, main labels, washing labels, hanging tags, decorative cards, etc.
4. According to the process sheet, carefully study the processing methods such as printing and embroidery, such as mercerizing, washing and tie-dyeing of fabrics (there is no detailed information about printing and embroidery in the HTP order, and even the printing color and printing size are not indicated at the time of initial proofing. Customers only have one requirement: good results. Although the customer gave this right to the factory, it also brought some difficulties to the factory. To guess the customer's mentality, take the initiative to innovate and design something. At this point, we should adapt to the customer's requirements as soon as possible.
Second, the price of nuclear power.
After carefully studying the completed list of works of art, arrange the nuclear price, that is, fill in the nuclear price list, which must be clear and serious, and those who pass the check bear the main responsibility; It is suggested that the merchandiser compile a list of fabrics, yarn count, weight and width of the factory, so that when encountering fabrics with the same nuclear price in the future, you can fill in the nuclear price list according to a fixed process, and it is best to have a price list for printing and embroidery.
1. Verify the yarn count, gram weight, width or fabric production difficulty required by customers on the process sheet, mainly through communication with the dyeing and finishing factory. After confirmation, make clear the relevant materials of the fabric, so that technicians can check the width and gram weight information of the fabric with the dyeing and finishing factory when accounting the materials, and pay attention to the comparison between the yarn count and gram weight of the fabric, which is convenient for accounting the materials.
2. The staff in the process room should calculate the process dose. At this time, it is necessary to explain the accessories in detail (especially, Baijia customers usually specify the manufacturers of accessories to further determine the price of accessories and avoid the price difference after the large goods are put into production), and ask customers which accessories belong to the types of printing and embroidery lines to avoid omissions. If customers have special requirements, they need special instructions.
3. The production workshop calculates the production capacity and processing fee according to the process sheet. Because the workshop is calculated according to the process sheet, many contents are just "on paper", so you can provide sample clothes as much as possible. For those on the process sheet or specially instructed by the customer, it is necessary to notify the production department in detail (preferably in writing) to make the accounting as accurate as possible.
4. Summarize information and calculate the price. Because the price inspector is used to checking the price according to the information he knows, when the customer has special requirements, he must give a clear explanation and make relevant reminders, such as the special requirements of the fabric (whether it is washed or not). ), strange accessories, the price of printing and embroidery and so on. All these must be written in detail and accurately on the nuclear price data or flow sheet for future reference.
5. When quoting, if the prices of some accessories and printing and embroidery are not clear, please indicate the prices of listed accessories and printing and embroidery. For example, hundreds of good orders often specify accessory factories, while orders from Jia Wei and Europe and the United States involve fabric testing and clothing testing (customers must pay attention to accessories, and if they are not clearly marked, the merchandiser will bear the main responsibility; All responsible persons must read the information on the nuclear price list clearly and know the information they handle; If you have any special requirements, you must tell the price clerk. I'm exhausted in making documents.
Thirdly, sample preparation.
Generally speaking, after quotation, if customers feel that the price is close to or acceptable, they will ask for samples (in principle, talk about the price first, then make samples; In principle, samples are not prepared for new customers, and sample preparation fees are charged). Main points for attention in sample preparation (the key to sample preparation is to ensure delivery and quality, so the materials we handle must be accurate and meet customer requirements, so as to ensure that the samples can be confirmed in time and avoid repeated rework):
(1) sample
1. Style sample: Generally speaking, the sample mainly depends on workmanship and can be replaced by fabric, but it must be properly matched when there is color matching, and the size and workmanship are completely in accordance with the customer's instructions and requirements.
2. Confirmation sample: As a confirmation sample, customers value the right color, neat accessories, printing and embroidery as required, especially the fabrics representing bulk goods. Generally speaking, the confirmation sample is for the designer, so it must be good, accurate and in line with the designer's taste. This work is very important. If it is not done well, it can be said that all previous efforts have been in vain, and everything has been in vain.
3. Samples before production: Generally speaking, after the fabric comes out, in order to ensure the accuracy of the bulk goods, samples are made for customers to see before cutting, which represents the level of the bulk goods and is also the customer's test for everyone. In order to facilitate production, the samples before production must meet all the requirements of customers for large goods to avoid production losses, and must be arranged quickly. For HTP orders, after the big goods come down, the pre-production samples of the big goods will be arranged, and the big goods will be produced after the pre-production samples are confirmed. HTP orders do not require printing or embroidery.
4. Advertising samples: Generally speaking, advertising samples are samples used by customers to expand publicity and increase sales after the order is confirmed and before the big goods are shipped. They are all the same color and code, and the appearance effect is good. They must play a facade role (advertising samples must be arranged in advance, not prepared nearby).
5. Same color sample: This requires fewer customers and can be mastered flexibly. For HTP orders, customers require to make sales samples after the process sheet is issued, and similar or similar accessories that are difficult to find can be replaced. After the sample clothes are sent, the price and quotation will be arranged, and then the customer will confirm the opinion.
6. Sample washing: To ensure the washing size of ready-made clothes, we must shrink the fabric.
7. Ship samples: Most customers' ship samples should be included in bulk cargo. If the ship sample included in the bulk cargo charge is not included in the bulk cargo, the documentary should bear the main responsibility.
(2) Color samples
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2. Yarn pattern.
3. Cloth samples, such as hemp ash: If customers specify hemp ash number, they can communicate with customers to directly carry out mass production. If the customer has cloth samples, you can find some cloth samples with similar colors for the customer to confirm. When the color sample involves hemp ash or ash, the customer had better indicate the color number on the yarn card in Hua Fu or Jin Lan, which is convenient for the purchasing department to purchase yarn.
(3) Printing and embroidery patterns
First of all, it is required to use the correct color cloth and thread for proofing, especially embroidery. Embroidery thread must use the correct color. If you do have difficulties, you can communicate with customers and make flexible arrangements. Printing and embroidery materials must be accurate, such as color matching, patterns and so on. It is necessary to communicate with customers in time to shorten the confirmation cycle (the time for confirming samples for printing and embroidery: in principle, the confirmed samples should be handed over to the salesman within three days after the salesman handed over the printed and embroidered materials to the outsourcer, and the outsourcer should pay attention to confirming whether the colors of the samples are correct. In principle, the confirmed samples should be inspected before leaving the factory, and the merchandiser should also inspect the confirmed samples. Outsourcing personnel should summarize the printing and embroidery price information before and after outsourcing processing, so as to query similar processing business in the future.
(4) Accessories
Because our auxiliary materials development has certain limitations, we must arrange auxiliary materials as widely as possible. Such as peers, customers and other departments, especially the network query, the focus is on speed! ! When the auxiliary materials required by customers are really difficult, negotiate with customers in time. Accessories administrators should summarize the information such as the price of purchased accessories before and after, so as to facilitate the query when similar accessories appear in the future. For HTP orders, there are many and miscellaneous accessories, so special attention should be paid to dyeing problems, such as woven fabrics and herringbone belts. Although some parts are easy to find, they can't meet the minimum order quantity of the parts factory, and the manufacturers are unwilling to do it. In line with the fact that customers generally confirm the style of accessories on sales samples, we should consider finding some accessories that are easy to find when proofing, so as to reduce unnecessary troubles in mass production. The overall requirement of accessories is low price and good quality, so it is very necessary to summarize the information of various accessories factories extensively, and such accessories can be well documented in the future. Time for confirming samples of auxiliary materials: In principle, the salesman will send the confirmed samples to the customer for confirmation within three days after transmitting the information to the auxiliary materials administrator. 18 process of winning foreign trade documents
Four. Execution of the contract
After obtaining the customer's consent or signing a contract and confirming that the customer has executed the contract (such as opening a letter of credit, telegraphic transfer, advance payment, etc.). ), the letter of credit should be urged as soon as possible, and the settlement with advance payment should be urged in time, which is risky and usually applies to old customers. When issuing a production notice, the production notice must be as complete, complete and correct as possible, and after the instruction is issued, it is confirmed that the relevant departments have received the correct instruction within a reasonable time and have started to implement it. Ask the manufacturer for the production plan, supervise the implementation of production instructions in all links, and ensure their smooth progress. If the customer information hasn't arrived yet, we should communicate and mediate with relevant departments and customers in time to make the most reasonable production plan.
Verb (short for verb) confirmation
After signing the contract, confirmation is the most important thing for the person in charge. When arranging confirmation, we should master the following principles:
A) First, arrange the production plan and check the confirmation points. First of all, count the auxiliary materials, check whether the colors of the incoming materials are consistent, especially the main auxiliary materials, to ensure the smooth start of the safe production period.
B) Supervise the production plan, and make sure that all relevant instructions to ensure the smooth production are handed over to the heads of relevant departments in written or physical form, and are seriously implemented. Such as correct process sheets, samples, printing and embroidery patterns, customers' final confirmation opinions or modification opinions should be conveyed in time, various problems in production should be supervised and fed back, and problems in production should be communicated with customers in time.
C) Check all incoming materials, which is consistent with the customer's confirmation.
D) Pay attention to customer changes, such as fabric color and contract quantity. If there is any change, inform the production department as soon as possible to reduce unnecessary losses.
VI. Contract Tracking
During the execution of the contract, it is necessary to fill in the documents and forms on time, report the production progress to customers in time, collect information in time, arrange orders to avoid omissions, communicate with customers and production departments in time, deal with emergencies in time, such as reporting, negotiate with customers for extension, and coordinate relevant departments to take remedial measures.
When the delivery date is approaching, if there is anything that hinders the smooth implementation of the contract in the production process, the customer must be informed in advance; When sewing, printing, embroidery, etc. In the production process of bulk goods, customers must be informed in time (and samples should be sent to customers at the same time) to take relevant remedial measures.
For the smooth production of bulk commodities, we should first go to the factory in time to see the daily production situation. For customers who are slow to confirm or can't provide some information in time, in addition to communication, they should also fax them in writing or inform them of the production progress, and remind them that the delivery date may be affected. At the same time, it is necessary to investigate the possible problems in the production process and summarize the situation in time, especially the auxiliary materials.
The quality control supervisor will inspect the products together with the quality controller before the bulk goods are delivered, and issue an inspection report (put forward rectification suggestions and preventive measures for the problems found); When customers come to our company for inspection, the quality control supervisor or quality controller should accompany the customers for inspection and make records.
VII. Shipment
Arrange delivery in time according to the contract and the final result of negotiation with customers (there may be more than one customer of HTP, and he will have different requirements for box labels, bar codes and packaging bags, which need to be paid attention to and distributed to the workshop in writing).
1. Inform the relevant departments of the delivery time, quantity and arrival time in time (arrange the delivery in time according to the arrival notice time; If delivery cannot be guaranteed, negotiate with the shipping company or customers).
2. Booking space and customs declaration.
3. Handle internal delivery procedures.
4. Generally, the ship samples and related matters will be sent to customers one week before the delivery of large goods. Some documents are missing. What should I do?
Eight, the issuance of invoices and payment recovery
The voucher clerk of the international business department is responsible for issuing export products invoices and filling out the relevant forms for issuing export invoices; The accountant of the international business department is responsible for issuing domestic product invoices, and the merchandiser is responsible for filling in and issuing domestic product invoices. Documentary is responsible for the recovery of domestic payment, urging customers to deal with it in time and speeding up our capital turnover. For the payment settlement of export products, if the letter of credit is settled, the documentary will urge the customer to open the letter of credit for our company in time, and the documentary will be responsible for reviewing the contents of the letter of credit; If the settlement is made by telegraphic transfer, customers should be urged to pay in time after delivery to avoid bad debt losses.
IX. Reimbursement
For the procurement and processing business that our department is responsible for, it is necessary to check with the manufacturer in time, and after confirming that the business is correct, let the other party issue a special VAT invoice that meets the requirements of our department and reimburse it in time according to the relevant documents of our company.
Expense reimbursement: Travel expenses should be reimbursed in time after returning from business trip, specifically according to company documents; Reimbursement of other expenses should be carried out in the month when the expenses occur, so as to avoid cross-month reimbursement of expenses and affect the profit accounting of the company and departments.
Ten, data sorting and archiving
All personnel in this department should timely sort out and file all the materials they are responsible for, keep the desktop clean and tidy, put the materials in an orderly manner, and timely sort them out and distribute them to personal filing cabinets, so as to keep the overall beauty and practicality of the materials, and don't leave them anywhere; Office supplies in public places should be sorted out in time, such as personal data, samples and sample cloth. It is not allowed to be placed at will. If anyone is found to have misplaced it, the responsible person will be punished.
XI。 Related forms of product after-sales service invoice.