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3 Types of Samples

Before we ship goods, we send 3 different samples to the customer. Each sample has a different job.

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1. Approval Sample

What is it?

The first sample you make. Send it to the customer. They check if they like the design.

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When to make it

  • Before production starts
  • When you have a new design
  • When customer asks for something new

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What customer checks

  • Design looks correct
  • Materials are good
  • Size and fit is right
  • Colour matches

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In the system

  1. Go to Samples
  2. Create new sample
  3. Label says “APPROVAL SAMPLE”
Important: Do NOT start production until customer approves this sample!

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2. Production Sample

What is it?

A sample from the production line. Shows customer that factory is making goods correctly.

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When to make it

  • After customer approves the first sample
  • After you create a production order
  • When production starts

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What customer checks

  • Production quality is same as approval sample
  • No defects
  • Stitching is correct
  • Materials match

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In the system

  1. Go to Production Orders
  2. Label says “PRODUCTION SAMPLE”
This is like a “test” - if there is a problem, fix it before making all the goods.

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3. Shipment Sample

What is it?

A sample from the finished goods. Pick from the boxes before shipping. Shows customer the final quality.

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When to make it

  • After production is complete
  • Before you ship the goods
  • Pick from finished boxes

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What customer checks

  • Final quality is good
  • Packing is correct
  • Labels are correct
  • Ready to sell

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In the system

  1. Go to Exports
  2. Select Shipment Sample category
Keep 3 copies at factory - 1 for customer, 1 for office, 1 for if there is any problem later.

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Quick Reference

Sample TypeWhenWhy
ApprovalBefore productionCustomer says “yes, make it”
ProductionDuring productionCheck factory is making correctly
ShipmentBefore shippingFinal check before sending

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Common Questions

  1. Find the problem
  2. Fix it
  3. Make new sample
  4. Send again
  5. Wait for approval
Do NOT continue production until approved.
Keep 3 samples:
  • 1 for customer
  • 1 for factory office
  • 1 for backup (if customer complains later)
No. Always make production sample. If you skip, you may have big problems later.

Creating Samples

How to make a new sample

Sample to Production

Move sample to production order