The order is not finished when the last carton ships. It is finished when the store can show where every metre of fabric and every trim went. That is order reconciliation - and it is where hidden losses are found.
Issuing against requisitions
- Fabric is issued to cutting per cut plan (lay by lay or per day), by roll number, shade and length.
- Trims are issued to sewing and finishing per order quantity × consumption + agreed allowance.
- Every issue needs a requisition with order number, item, quantity and authorised signature.
- Extra issues (beyond plan) need a reason and a higher approval - they show where wastage happens.
Returning leftovers
After cutting or packing, unused material returns to the store with a return note:
- Full rolls and end bits (with length marked).
- Trims left after packing, counted by item.
- Tag every leftover with order, colour, quantity and date - untagged leftovers become dead stock.
Reconciliation at order closing
| Item | Formula / source |
|---|---|
| Booked | Consumption × order qty + allowance |
| Received | GRNs |
| Rejected | Inspection reports (replaced or claimed?) |
| Issued | Requisitions |
| Used | Cutting report (pieces × marker consumption) |
| Returned | Return notes |
| Balance in store | Received − rejected − issued + returned |
What to look for:
- Received less than booked → supplier short shipment; claim or adjust payment.
- Issued more than used → cutting wastage, re-cutting, or missing pieces.
- Large balance → over-booking; improve consumption accuracy next time.
- Trims short at packing → issue errors or under-booking; check BOM.
Tip: Do the reconciliation within two weeks after shipment while people remember what happened. Later, it becomes guesswork.
What to do with leftovers
- Offer to the buyer (some buyers take extra fabric or trims).
- Use in another order or for samples, with approval.
- Sell as stock-lot through an authorised process.
- Record the value lost - it is part of the order's real profit.
Key points
- Issue only against requisitions; approve extra issues separately.
- Tag and return every leftover.
- Reconcile booked, received, issued, used and returned for every order.
