Step 3 of 20

SOP-OM-03 · Order Confirmation & Sign-Off

Scope

Scope: Covers the end-to-end order confirmation and sign-off process, from OC/PO validation through vendor confirmation, sample approval, BOM completion, CRM/SAP integration, and costing/margin approval.

Purpose: Ensures customer orders are accurately reviewed, confirmed, approved, and recorded before proceeding to production and downstream processes.

Owner: DMR owns and coordinates the Order Confirmation & Sign-Off process, including required cross-functional activities and approvals.

Applies to: Applies to DMR, MR, Quality, Finance, CEO/CFO, and relevant vendors/factories involved in Order Management and Pre-Production activities across CRM and SAP.

Related guidelines

• GL-OM-01 CP Management
• GL-OM-05 Product File Management

Process

1. DMR — Receive OC form from customer which may have different names depending on the client

   • The OC date must be recorded as the date on which both parties confirmed the order with the correct details, not the date the customer sent the form.
   • Orders must not be confirmed without a buyer-approved sample.
   • Orders must not be confirmed if physical copy of buyer approved buying sample is unavailable.
   • Orders must not be confirmed based solely on CADs.

2. DMR — Check Correct Date, Price, Lead time and all other details

   • If all information is correct continue to CRM Entry.

   • If all information is not correct ask amendment or do the amendment yourself.

   • This process repeats until correct OC receive.

   • OC forms must be completed and returned within 24 hours of receipt from the customer.

3. DMR — Upload OC form into CRM PDF/Excel etc

   • The OC date is the date both parties agreed on not the OC form received date.
   • If all information is correct and agreed upon, the order can proceed with OC forms before receiving actual Pos.
   • All confirmed orders must be entered in CRM within 2 working days (an order confirmed by buyer, factory and SpringNE counts as a confirmed order; there is no need to wait for the official order).
   • All official orders must be entered in SAP within 5 working days of receipt.

4. DMR — Set Order Status as 'Projection'

5. DMR — Check Correct Date, Price, Lead time and all other details and send OC Form to vendor

6. DMR — Share the Vendor, Customer, Quantity, Designer, Colour information via Teams in Product Review Channel

7. DMR — Agree with customer on master fabric reference at PO receive step and give all further base, bulk fabric approvals with this master sample

8. DMR — Follow up official PO to be received in 5 working days either by email in PDF, Excel etc. or download from customer systems

9. DMR — Check Date, Price, Quantity, Packing Details, Factory information on PO against OC (See GL-OM-01 CP Management — R2)

   • If all information is correct continue to CRM Entry.

   • If all information is not correct ask customer to amend.

   • This process repeats until correct PO receive.

   • Base fabric data sheet and test results should be reviewed and checked in advance to confirm the PO with vendor.

   • POs requiring correction (price, delivery date, etc.) must be formally amended within 2 working days.

10. DMR — Download, convert to word, edit and convert edited word to PDF for Vendor view

11. DMR — Upload Customer PO to Order > Documents in CRM (See GL-OM-05 Product File Management — R1)

    • Some customers send POs directly to vendor.

12. DMR — Upload Vendor PO to Product > Documents in CRM

13. DMR — Set order status to 'Open'

14. DMR — The system then automatically sends the SAP PO to vendors

15. DMR — Check that the order information has been transferred correctly to SAP within the scope of the CRM-SAP integration

16. DMR — Go to BOM Page in CRM and fill the fabric or yarn details, Print and/or component information, from fabric/yarn spec as sub-component

    • If this step is skipped, purchase orders remain as Projection in the CRM, which will delay both finance and quality control processing.

17. DMR — If the gross margin is equal to or above 5%, the costing can be approved automatically in SAP CS; no Director approval is required

18. DMR — If the gross margin is below 5%, the costing is sent by e-mail to the CEO for approval

19. DMR — If the gross margin is negative, the costing can only be approved by the Group CEO or CFO

Workflow

DMR — Receive OC form from customer which may have different names depending on the client

DMR — Check Correct Date, Price, Lead time and all other details

DMR — Upload OC form into CRM PDF/Excel etc

DMR — Set Order Status as 'Projection'

DMR — Check Correct Date, Price, Lead time and all other details and send OC Form to vendor

Tutorial

This training video supports the Order Confirmation & Sign-Off process. It does not replace the numbered steps.

Loading training video…

Loading video…

Exam

Exam for the Order Confirmation & Sign-Off process. Take it after you finish the process article, including the tutorial video.

Pass mark	Expected duration	Attempts
80%	About 10 minutes	1 (one attempt per person)

Pass mark 80%. 10 single-choice questions, one point each.

Your name and score are recorded and count towards the leaderboard. You have one attempt, so finish the article and the tutorial before you start.

Locked

Watch the tutorial video above to 100% to unlock the exam. The questions appear here once your progress is complete.

Changelog

Changelog

Date	Changed by	What changed
2026-10-01	Order Management	Exam moved from Microsoft Forms to this page; scores now count towards the leaderboard.
2026-09-30	Order Management	Added guideline references.
2026-09-21	Order Management	Published the Order Confirmation & Sign-Off exam and linked it to the tutorial.
2026-09-15	Order Management	Added related process references.
2026-09-11	Order Management	Article Added