BUYER GUIDE
Custom Bag Purchase Order and Specification Reconciliation Guide
A purchase order can show the right total while the specification, artwork, sample, labels or packing instruction still describe a different product version.
Create one approved production baseline before materials are committed
The buyer and manufacturer should reconcile the commercial order with the latest technical documents. Every style, color and version needs a traceable link between the purchase order, specification, approved sample, artwork, testing scope and packing instruction.
Set the document hierarchy and revision status
List the controlling purchase order, specification, bill of materials or material list, dimensional drawing, artwork, sample approval, test plan and packing instruction. Mark the current revision and approval date for each document.
Define which record governs when two documents disagree. Do not let an undated email, old sample photo or filename silently override the approved specification.
Reconcile SKUs, quantities and product construction
Match every style, color, size and version in the purchase order to a unique SKU or project code. Reconcile quantities and totals before production release.
Confirm dimensions, materials, lining, reinforcements, closures, handles, compartments and tolerances against the approved sample and written specification. Record any permitted manufacturing range rather than relying on visual memory.
Reconcile branding, evidence and packing scope
Verify final artwork files, color references, decoration method, placement, labels, tags and buyer authorization. Confirm required tests, documents and claim wording for the destination market and selected materials.
Link individual packing, inserts, barcode data, inner packs, carton assortment and shipping marks to each SKU. State which third-party contents or services are excluded from the manufacturing scope.
Close open issues and issue a production release
Use a dated open-issue list showing the owner and required decision for every unresolved point. Production release should identify the approved document set and any written deviations.
If the buyer changes materials, artwork, quantities, testing or packing after release, issue a new revision and review the effect on feasibility, sampling, cost and timing before implementation.
BUYER FAQ
Questions to settle before production or shipment release.
Which document should control if the PO and specification disagree?
The buyer and manufacturer should define a written document hierarchy and resolve the conflict before production release.
Can an approved physical sample replace the written specification?
The sample is an important reference, but dimensions, materials, artwork, testing and packing should also be recorded in controlled documents.
Who approves final artwork and label data?
The buyer should provide or approve authoritative artwork, text, codes and brand-use permission before production.
What happens when a change is requested after release?
Create a dated revision, identify affected materials and work, then reconfirm feasibility, sampling, timing and commercial impact before proceeding.
Connect the decision to supplier and approval control
Assign an accountable owner and written approval evidence to every reconciled document and open issue.
Use the supplier onboarding checklist →
Build the approval responsibility matrix →
Keep the component list on a controlled revision
Reconcile the released BOM with the purchase order, specification, artwork, packing and approved exceptions.
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