Formkitheader.jpg (17180 bytes)

Standard Operating Procedure Form

Purpose: To facilitate the creation of S.O.P. pages for an employee handbook.

Master List File Name: SOPFORM

Format: Single Page, 1 Part

One of the most important facilitators of proper education in the workplace is the SOP. The SOP - Standard Operating Procedure - is a form that describes in detail the processes and requirements of a particular task. SOP's are kept in binders at proper locations for supervisors to use in training and for employees to have easy reference to. Large companies might have all SOP binders relevant to embroidery machine operation located at each machine in the shop, or SOP binders relevant to reclaiming at a desk in the reclaiming room. The key is easy availability for instant reference to any person doing the job. Many employee handbooks will even include an SOP section containing the most common or general SOP topics.

The following is an example of an SOP for the picker in a small shop to count in the contents of an order received by a supplier:

Standard Operating Procedure

Subject: Counting in an order
Date: 11/21/96 - TFN  
- (TFN means 'til further notice)
Department: Shipping / Receiving

Materials Required: Carton Cutter, Empty Boxes, Tape

When a box arrives in the shipping and receiving area from UPS, a semi-trailer or other carrier, it must be opened and counted within 24 hours of receipt. Preferably, at the same time and within the same timeframe, the individual orders from those parcels should be grouped and made ready for the production personnel. All items must be reconciled to the packing list and, if applicable, the purchase order for this shipment.

Do not trust the shipper to have correctly packed our orders. Shortages, shipping incorrect styles, and other mistakes happen frequently.

Established procedure is as follows:

1. Identify the carton which contains the packing list. If this box was not labeled as such by the shipper, then open all cartons and search for the packing list before removing the contents of any box.

Note: When opening a carton, remember that the garments are often packed such that they make intimate contact with the area you wish to cut, therefore, when opening a carton you should:

A. Cut the tape strap at each end (edge) of the top flaps of the box.

B. Start a short cut of two or three inches from either edge of the strap on the top of the box toward the center.

C. Attempt to open the box by tearing the tape along the incision you created.

D. If the tape refuses to tear, lift up on the top flaps of the box to create a space between the garments and the box flaps. Carefully cut the tape, inserting the blade of the knife no further than 1/8" into the tape.

2. Remove the contents of the box, one item or group at a time, checking the item against the manifest or packing list. Cross the item off the list as each grouping is completed. If multiple boxes or groups of items will be required to fulfill the amount on the packing list, use tallies to indicate completion of the groups’ portion of the total. Remember to check size, color and style of each item, as many items look alike when shipped.

3. Once all items are checked in, Mark a large, prominent "OK" on the front page of the packing list if all items are correctly received as stated, with your signature below the "OK". If the packing list does not match the goods received, or the packing list matches the shipment, but not the purchase order, present all paperwork with a written explanation of what is incorrect to your supervisor. Your explanation should point out which item(s) color(s) and size(s) are at fault.

4. Once you have OK’d the shipment, or - in the event of a problem, once your supervisor has instructed you to continue - sort the garments out to individual printing/embroidery orders that the garments belong to as follows:

A. For small shipments, spread the goods out on a large table, sorted by style first, then color, then size. For larger shipments where this is not feasible, spread the contents of each box of the shipment, one box at a time, out on a large table, sorted by style first, then color, then size.

B. Search the assigned printing/embroidery orders for items that match the goods currently on the table.

C. When a matching printing/embroidery order is found, assign a box or bag of adequate size to accommodate the printing/embroidery order, and set the box and printing/embroidery order paperwork together.

D. Fill the box with items that the printing/embroidery order calls for, checking each item off on the paperwork as the item is filled, or using a tally system to indicate the portion of that item filled.

E. If all the goods available from the table have been sorted to this printing/embroidery order, and the order is still not filled, set the printing/embroidery order box aside with it’s paperwork, and sort any remaining items to their prospective printing/embroidery orders in a similar manner. Once the table is empty, repeat steps A through E with the next container in the shipment until all goods are sorted to printing/embroidery orders.

F. When all the goods on a particular printing/embroidery order are filled, mark the pick list for that order as "OK" and initial or sign as requested. Close the box or bag. Place the box or bag in the area reserved for orders ready to print. Tape the copy of the finished printing/embroidery order and pick list to the side of the box which will be seen when the box is stacked.

G. If the entire shipment has been sorted out, and printing/embroidery orders remain partially filled, record which styles, colors and sizes of goods have not been filled for each printing/embroidery order remaining and present this list to your supervisor. Close the incomplete boxes or bags, tape the printing/embroidery order paperwork and pick list to the outside as you would if the printing/embroidery order were filled, but do not deliver the bag or boxes to the area reserved for orders ready to print. If any printing/embroidery orders remain completely unfilled, do not tape them to bags or boxes, return them to your supervisor.

Back to Index Page