In this guide 6 sections
Put five things in order before moving off paper. You need each contract’s items and rates, one size chart per school and the camp name lists. Then list job workers, fabric lots and how exchanges work. GullySystem adapts its Manufacturing Production Management Software for uniform contracts. A supplier serving two schools can stay on a spreadsheet.
Write down every contract as it was awarded
Each school or company contract has its own designs, fabrics, house colours, items and rates. Write these down from the award letter and the approved sample. Do not rely on last year’s file.
Note how each contract is paid. Some schools sell through your counter, where parents pay directly. Others are billed in one invoice at the end, sometimes against an advance.
Fix one size chart for each school
A size called 28 at one school may not match a 28 at the next. Give every contract its own size chart, named the way the camp team will write it. Mixed charts are where a whole section gets cut wrong.
Ask the school for a class-wise student list before the camp. Most school software can export one. Sizes are then entered against names, and a missing section shows before the camp packs up.
- Size chart per school or company
- Items per student, such as shirt, skirt, pinafore or blazer
- Class-wise or department-wise name list
- Sizes checked against the list on camp day
List your job workers and fabric lots
Write down every job worker you send cutting or stitching to, with what each one handles. Material should leave on a challan and come back counted against it.
Fabric is bought in lots, and two lots can differ in shade. Record which lot was cut for which class. When a late joiner needs a shirt, the right lot can be found.
Agree how ready sets will be counted
Bundles come back from several places at once. Counting them on the floor by shouting does not produce a number anyone trusts. Decide in advance how sets are counted and by whom.
Count against the size list, class by class and item by item. The gap between ordered and ready should be visible before delivery day, not on it.
- Ready sets by class, size and item
- Pieces still with each job worker
- Shortfall listed before delivery day
- Badges and piping checked against the sample
Settle counter exchanges, then choose your timing
Size swaps and extra pieces arrive for weeks after the rush. Decide how exchanges are recorded so stock by school and size stays correct. Late joiners and logo embroidery follow the same route.
Make the move after a season, not in May. The size charts and contract notes you prepare now are useful even on paper.
Supplying only two schools? A careful spreadsheet may carry you through.
Uniform contract readiness checklist
A checklist giving each contract its own row: items and rates, size chart, name list, job workers, fabric lots and payment terms. Tick each one as it is written down. Contracts with blank rows are where the season will go wrong.
Open a blank worksheet to printQuestions owners ask
Is software excessive if we supply only two schools?
Probably. A well-built spreadsheet can carry two schools through a season. The checklist here still helps.
Can the system match fabric shades between lots?
No. Shade is judged by eye. What it does is record which lot was cut for which class, so a repeat order can be cut from the same one.
Can contract invoices go straight into Tally?
Not in the standard set-up. Sales and stock figures can be read inside the system, and an export to Tally is quoted separately once your accountant fixes the ledger heads.
Is the system built from scratch for uniforms?
Not all of it. Work orders, job cards and job work already exist in the manufacturing system, and counter stock by size exists in the clothing store system. Contracts, camps and class-wise sets are added on top.