Procurement managers get a deck that says one vendor will do yoga, tennis, golf and swim, and a scorecard with a single MOQ cell and a single lead-time cell. That file will fight the PO later. Here is how we ask buyers to file us, and how we file anyone else.
Legging, dress, skort and swim are not one MOQ.
Per style per colour. From 100 only as a library trial on the quote.
D26089-G4 is packaging and accessories, not an automatic garment claim.
Unit price follows a locked construction. A directory price is not our quote.
Split the scorecard by development, not by mood
Use separate rows even when the legal vendor is the same company. A row that works:
| Line | Cloth | What is different | Bulk clock after PPS |
|---|---|---|---|
| Yoga set | PowerForm™ or AirTouch™ | Bra and legging are two styles. Pale colour carries the opacity gate. | About 25–30 days on a stocked base |
| Tennis dress / skort | Usually PowerForm™ | Pleat, built-in short, ball pocket. White has a wash note. | About 25–30 days |
| Golf dress / skort | Same floor, often the same cloth family | Coverage and pocket use. Not a copy of the tennis marker. | About 25–30 days once the brief exists |
| Swim | AquaForm™ | Lining, hardware, wet opacity. Two-piece means two sample pieces. | Typically 30–40 days |
Golf does not get a third-factory row, and it does not get a zero-cost row. If the tennis pattern is being reused, the quote should say which measurements changed. If it does not say, assume the pattern work is still open.
Custom fabric is another row again: mill quantity is typically 500–1300 m per colour, and it is not cancelled by the garment MOQ.
Money lines that are allowed on the file
- Garment MOQ. Plan 150 pcs / style / colour. If the quote says from 100, the file should say which library block and which base qualified. Below 100, record the +15% and who approved feasibility.
- Samples. US$50–100 per garment piece, 7–9 working days after the brief is locked. Courier is extra and does not come back. Eligible library sample fees may credit on a confirmed bulk; that sentence belongs on the quote, not in a verbal aside.
- Payment. 30% after the PPS is signed. 70% after final inspection. Not 30% against a sketch because the ship window was announced internally.
- Incoterms. FOB Shenzhen unless DDP is written. DDP is a request, not the default.
- FOB unit. Ask for it when fabric, construction, trims and quantity are locked. Do not paste a unit price from a public directory into the scorecard and treat it as ours.
Paste the certificate number and the scope
Numbers we will put on a vendor pack, with the scope in the same cell:
- OEKO-TEX Standard 100 Class I — BJ015 235965 — TESTEX
- GRS 4.0 — D26089-G4 — Intertek — packaging and accessories. Garment fibre, if you need the claim, is a mill transaction certificate on that lot. Do not tick “full garment GRS” because the vendor holds a GRS licence.
- amfori BSCI — 156-026029-000 — TÜV Rheinland
- ISO 9001:2015 — U17Q2GZB006858R0S — GIC / UKAS
PDFs sit in the cert pack. If a buyer’s manual asks for a certificate we do not hold, the answer is that we do not hold it. A rewritten scope is worse than a gap.
Write the inspection protocol on the PO
Inline checks on the floor are at roughly 20%, 50% and 80% of the order. Final inspection follows the QC protocol the buyer puts on the PO, typically in the language of ISO 2859-1 / ANSI/ASQ Z1.4, with Critical, Major and Minor defined. We will not fill a scorecard with a two-number AQL we invented for the brochure. If your retail account needs a specific level, write it. Third-party inspectors can stand on the floor; say so in the file if your compliance team will send them.
Capacity context, so the monthly figure is not misread: about 200 people on the Dongguan floor and about 200,000 pieces a month installed. A 150-piece colourway is a development slot inside that, not a sign the plant is either tiny or idle.
The name on the PI is the vendor
The vendor of record is DONGGUAN ZIESHINE APPAREL CO.,LTD., 东莞市志尚时装有限公司, USCC 91441900MAEBFBD31K. If a proforma shows another English name, stop and ask. Trading desks are good at a cheaper first sentence and a different name on the invoice.
Pack to forward internally: deal sheet, company facts, buyer desk.