Order identity
Include a PO number, issue date, buyer and supplier contacts, style number, and product description.
What Should Be Included in a Custom Activewear Purchase Order?
ORDER CONFIRMATION
A purchase order should record the final requirements before bulk production.
A custom activewear purchase order should clearly define the commercial and production requirements agreed between the brand and manufacturer before bulk production begins.
Approved product details
Reference the approved Tech Pack or pre-production sample version, fabric, trims, branding, labels, and packaging.
Commercial terms
Confirm quantities, unit price, currency, payment terms, quality requirements, shipping terms, and delivery date.
Core PO checklist
- Quantity by style, color, and size
- Approved unit price and currency
- Fabric and trim references
- Approved Tech Pack or pre-production sample version
- Logo, label, and packaging requirements
- Delivery destination, shipping terms, payment terms, inspection requirements, and required shipment or delivery date
Where applicable, the PO should also reference agreed measurement tolerances, carton assortments, barcode requirements, special testing, and any approved quantity or delivery variations.
How Should Over-Delivery or Under-Delivery Be Agreed?
Agree any permitted quantity variation in writing before production. Specify whether it applies to the total order, each style, each color, or each size/SKU, and whether the limit is expressed as a percentage or a number of pieces.
- Define the ordered quantity against which any permitted variation is calculated.
- Confirm whether extra units require prior buyer approval and how approved extras will be priced and invoiced.
- Agree how shortages will be reported and handled, including any invoice adjustment, credit, refund, or replenishment arrangement and timing.
- State whether an excess in one size or color may offset a shortage in another. Do not assume that an overall tolerance allows missing required sizes or assortments.
- Record the agreed treatment in the PO or referenced order terms, and reconcile the final quantities with the packing list and invoice.
Permitted quantity variation does not change the agreed quality standard or authorize automatic billing for unordered units. The applicable limits and settlement method should be confirmed for the specific order.
Keep related documents aligned
A PO is different from a quotation: the quotation supports price evaluation, while the PO records the final order requirements for production. Where the order is governed by a separate contract or order confirmation, the PO should refer to that document and remain consistent with it.
The PO should match the latest approved product documents. If the Tech Pack, sample, packaging, pricing, or delivery requirements change after the PO is issued, the revision should be confirmed in writing before production continues.
At Call The STYLE, the PO can be reviewed together with the approved product specifications so that quantity, price, materials, branding, quality requirements, and delivery terms are aligned before bulk production.
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