AQM Guideline Pakistan

AQM Guideline
Pakistan
Procedure

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History of revisions
Version Date Scope of revision Page
3.1 8/11/2017 Creation whole
3.2 8/12/2017 AQM application form with survey 5+6+12

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Summary
................................................................................................................................................................ 1
1. Introduction ................................................................................................................................... 4
2. Service order transmission .......................................................................................................... 5
3. General inspection procedure ..................................................................................................... 7
4. Reporting and issuance of certificate......................................................................................... 9
5. Ethics code .................................................................................................................................. 12

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1. Introduction

A. AQM Contacts

AQM Pakistan address is:

AQM
Shanghai Technology building, No.705 Yishan Road, Building B, Room 2001-2002, 200233 Shanghai –
CHINA

Email: booking@aqm-pakistan.com

B. AQM Services

DUPRO (During Production) on finished goods

FRI (Final Random Inspections) on finished goods.
Process audit
Social audit

The aim of this document is to explain in details all the procedures for the final random inspections
realized by AQM. It will bring efficiency in the realization of inspections in order to improve quality
performance for the factory. AQM service has the task to give a true and objective picture and evaluation
of the product quality.
Just after inspection, AQM controller and the responsible in the factory (or agent) will make a debriefing
about the results. Depending on customer requirements, a copy of number of defects, shades and
measurement tables will be signed and given to the factory.

During inspections, AQM will control all these criteria (according customer requirements):
• Workmanship defects
• Measurements defects
• Raw edge and colour (shades)
• Accessories / Labels / care labels
• Packaging
• Price tags and position
• Presence and accuracy of the barcode stickers on polybag.
• Shipping marks/packing list (new version)
• Hand feel
• Basic folding, paper sheets and size stickers
• Odours, washing effects, ironing
• Metal detector and needle book
• Easily tear off / broken plastic bag (to be indicated into the report)

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2. Service order transmission

A. Elements supplied by customer to AQM

• Order(s) to be inspected
• Supplier’s contacts (contact name – address – phone n° - email address)
• Reference sample by colour approved by customer
• Measurement chart – technical file
• Packing list

These elements will have to be sent by customer 5 days before AQM intervention.

NO INSPECTION IS AUTHORIZED WITHOUT BOLDED ABOVE ELEMENTS

B. Inspection planning

Customer sends the list of orders to be inspected to AQM.

AQM provides the guaranty to schedule interventions within the 3 next day maximum after receipt of
inspection request (a confirmation email has to be sent to AQM).
In case AQM is not able to perform an intervention at the requested dates, AQM will have to inform the
client and the supplier in urgency.
AQM cannot refuse to perform an inspection without any serious reason.

C. Organisation

Once AQM has received the inspection planning, AQM has to organize the interventions contacting
suppliers to inform them accordingly.
AQM organize the inspections by contacting the suppliers and asking:
- The best date for the inspection
- The exact place for inspection
- The exact quantities

Suppliers have to return an Application Form For Final Inspection 5 days before the inspection date
from 8:00 AM to 5:00 PM (between Monday and Friday) in order to provide the best schedule and not
delay the shipments. All these information must be written on application form document:
Insp Ref / Factory Agent / Insp (final, Order
CUSTOMER Week O/S# PRODUCT Color
Date Style Name Trading reinspection) Qty

For all inspection booking in factory, use this email address

Booking@aqm-pakistan.com

All these information will have to be communicated to client. If the following informations : control date
/ order n° / quantity (variation of ordered quantity according customer requirements) / shipment date /
inspection place…are different from the initial ones, so AQM has to immediately informed client and
wait for their agreement for intervention.

For any cancellation, an email must be sent. Inspection cancellation or postponement should be notified
to AQM with 1 working days (before 10:00am) advance notice.
After a cancellation the supplier will not have the priority on the schedule. In case of busy
Schedule, the next best inspection date could only be 3 days after.

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One person from the buying house has to be present in the factory during inspections in order to
exchange about the results, to sign the first report and to improve the global quality of the productions.

The supplier has to provide workers to help the controller to open and close cartons and polybags.
Supplier should comply with customer requirements shared to AQM.

D. Start time of inspection

Goods to inspect must be ready and packing list must be printed at 9am. AQM QC can start only if
goods are produced and packed with shipping mark stuck on cartons according % required by
customer.
If factory is not ready, QC can wait until 11 am. After 11 am if conditions of inspection are not met
according customer specification, if inspection cannot be started then inspection will be aborted,
In that case, QC will leave factory. A cancellation report will be full filed and sign by AQM QC and
Factory responsible.

E. Abortive inspection/late inspection

In the event of an abortive inspection visit, a fine + travelling fees (if any) will be charged to supplier.
This fine is full inspection price + travelling fees (if any).
In case products to inspect are not ready after 11 am, QC will leave factory and a new booking will have
to be made by supplier.
Nevertheless, supplier can subscribe to the late inspection service. The fees are EURO 50 x number of
hours of delay after 11 am.
The “Late inspection report” will be filled up before inspection, the delay and the amount to pay will be
written on it and it will be signed by supplier.
AQM Reserves the right to not propose this service according the time remaining

F. Late cancellation fees

Inspection cancellation or postponement should be notified to AQM with 1 working days (before
10:00am) advance notice. In case this agreement is not respected by supplier, a penalty will be charged
to supplier. This penalty is full inspection price + travelling fees (if any).

G. Extra hours

Inspections conduct after legal hour or during local day off will be charged twice the cost (extra fee at
supplier charge)

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3. General inspection procedure
A. Random sampling

1) Sample selection
The number of cartons that will be opened shall be equal to the square root of the total number of
cartons.
For the pieces to be controlled corresponding to the sampling size, inspector should pick up maximum
¼ of pieces per carton. Number of pieces per sizes inspected is determinate following the size
assortment of the order (%). The pieces should be picked up from top / middle and bottom of the carton.
Supplier has to provide workers to put off the polybag of inspected pieces, to fold and repack the
accepted pieces.

2) Level, AQL, Sampling

AQM use the norm ISO 2859, NF X 06-022, ex MI-STD 105E.
AQM use generally for sampling size and for AQL the specific customer requesting:

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The inspection can be performed only when 100 % of the production is already produced and 100%
packed for shipment (or according customer requirement)

Orders to inspect must be ready at inspector arrival. If it is not ready, inspector will wait maximum 1 hour
and/or until 11 am. After this time, inspection will be abortive. A new booking must be sent by supplier.

Inspections will be performed on production site or any other places specified by customer only
(forwarder warehouse).
IF THE ABOVE INSTRUCTIONS ARE NOT RESPECTED BY SUPPLIER, INSPECTOR WILL REFUSE TO
PERFORM INSPECTION. ABORTIVE INSPECTIONS FEES (PENALTY OF “Cost of inspection” +
travelling fees) WILL BE AT SUPPLIER’S CHARGE.

3) Identification of inspected pieces and opened cartons

All the inspected pieces have to be sealed (sticker on the front side of care label) and repacks in the
inspected cartons.
Indeed when the cartons have been inspected, inspectors give the accepted pieces to factory’s
workers who fold and repack the pieces in the initial cartons under the supervision of inspector.
The opened cartons will have to be sealed with AQM scotch tape or stamp and very easily identified.

B. Workmanship defects

After the inspection all the inspected pieces will have to be repacked in the initial export cartons (pieces
to put on the top of cartons). These cartons have to be closed with AQM tape or stamp. The number of
cartons opened for the inspection will have to be mentioned in the inspection report and on packing list.

1) Main defects
The basic rule is that, any difference with the approved sample is classified as a defect. The item is
entirely controlled (front, behind, inside, pockets…) according to defects classification defined between
customer and AQM.

 Critical defect: a critical defect is a styling defect, packaging defect or a defect which makes the
product dangerous for customers or makes it illegal according to European law. This kind of
defect can lead to the destruction of the product.
 Major defect : a major defect is a defect of appearance / resistance / comfort which makes the
product not sellable through our usual distribution channels (products with major defect won’t

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be bought by our customer).These defect is visible for customer or not visible but in that case
it can lead to the bad outfit or bad resistance of garment after fitting.
 Minor defect: a minor defect harms the attractive characteristics of the product but not the
comfort and / or the resistance .These defects are not really visible for customer.

2) Product conformity : colour, style, hand feel, accessories, fabric and washing
effect
Compare the conformity of production with the reference sample approved and provided by client.

3) Measurement
The measurements will be checked against the measurements chart provided by client (allowance if ½
size between measurement chart and product) on 10% of the total quantity of pieces inspected with a
minimum of 3 pieces per size.
The size mentioned on the size label has to correspond to the size mentioned on the hangtag label.

4) Assortment in cartons, labelling, packaging

Conformity or non conformity is given against customer specifications, technical file.
Labelling:
The composition label must correspond to the hangtag label
Packaging:
Conformity or non conformity is given against customer’s packaging conditions (folding/price labels
position/packaging of products…).
Customer requests inspector to check following points: cartons size / weight / thickness / way of
opening. All is mentioned in inspection report.
The inspector controls the packing according to the packing list and the technical file given by customer.

5) General aspect
AQM inspectors will have to pay attention on general aspect of product too (ironing, folding…).

C. Defective sampes

During inspection, all the defective pieces will have a number. The controller has to take photos of each
defect for the report. If it is necessary, the controller will seal the pieces and send it to customer.

Defective pieces have to be separated from the bulk. Supplier can replace these defective pieces by
corrects ones; with being inspected by AQM. In that case, the inspector will mention on each carton
and on the packing list the added pieces.

If there are several defects within a same piece, inspector has to report only 1 defect, the most important
one.

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4. Reporting and issuance of certificate
A. Reporting

Findings have to be reported within 24 hours after the inspection by email to the customer.
Copy of the report must be send to the supplier too.
AQM cannot be responsible for any delay due to:
 Missing document, wrong packing
 Wash test sample not received on time
 Unexpected reason as Flood, electricity cut down

1) Addendums
The following copies of documents have to be enclosed to the inspection report:

 Bar codes
 Composition label
 Hangtag label
 main label
 Photos of products
 Photo of metal detector machine
 Photos of the way to take measures for the ones found beyond tolerances

Digital photos have to be sent with inspection report.

2) Measurement findings
On the measurement findings chart, inspector will note the differences found between measurements
specification and measurement found by inspector. The deviations will have to be identified in bold on
the chart: maximum tolerance ½ sizes (except tolerance given by technical file).
Inspector will have to take and send photos of the way of how he takes measures for the ones found
beyond tolerances.

3) Packaging findings
The inspector has to verify and report all the packaging steps as following:
 Type and size of cartons
 Shipping marks
 Number of pieces per carton
 Individual packing and size labelling
 Position of labels on item ad stickers
 Folding of items…

Moreover inspector has to check and report additional informations on cartons: size, weight, thickness,
and way of opening. These informations have to be reported under Observations on the packaging
report.

4) Inspection conditions
In case the inspection conditions would be extremely bad, AQM could refuse to perform inspection in a
professional interest.
Supplier needs to provide the minimum of below points in order for AQM to be able to perform
inspection:
- Good lighting
- Tables and chairs
- Electricity plugs

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Besides AQM QC need to able to access all the cartons easily in order to count them and pick them
randomly.
In case these above conditions are not met AQM may decide to cancel the inspection.

5) Inspection conclusion
If AQL standards failed: Inspector will conclude “FAIL” or “RESERVATION” on the report. But customer
will make the final decision based on the inspection results. Client will inform supplier and AQM about
his final decision: if the goods should be sorted out, repaired or if order is cancelled.
If AQL standards passed: Inspector will conclude “PASS” on the report. But customer will make the final
decision based on the inspection results. Client will inform supplier and AQM about his final decision.
The goods will be shipped out ONLY on Quality department agreement and after shipment approval
from buyer.

B. Re-inspection

On receipt of inspection results, client may ask a re-inspection at supplier’s charge (same pricing than
client’s one). The re-inspection fees are requested to be paid prior the intervention.
Client will inform supplier about the sorting out instructions. ONLY customer can decide if a re-
inspection is requested or not.
AQM will intervene a second time once supplier has proceeded to the sorting out of defective pieces as
per client’s instructions.

Re-inspection date booking procedure shall be the same than the inspection one.
If the supplier has not paid the AQM invoice 30 days after the re-inspection, customer can decide to
stop the payment of its own invoice to this supplier.

C. AQM certificate and OK shipment

1) AQM certificate
After receipt of inspection report, customer has to give their instructions to AQM and supplier (accepted,
refused or re-inspection).

Only customer can decide the acceptance or the reject of an inspection. Inspection certificate will only
be issued by AQM after confirmation from client. AQM will receive the confirmation of certificate
issuance by email. AQM will issue the certificate within the 24 hours after receipt of client’s agreement.

2) OK shipment
The goods cannot be shipped out without the client’s final decision send by email. AQM has not any
decision power in the deliverance of the OK shipment. Supplier HAS TO wait for customer decision to
ship the goods or not.

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5. Ethics code
No AQM controller is allowed to accept any kind of gift or favour (money, present...).

No AQM controller shall have an interest (personal, professional) in a supplier.

If the factory tries to give present or to influence an AQM controller, this one has to mention it to the
team manager and to the AQM office.
Customer’s factories and suppliers of AQM are committed to respecting the company's code of ethics

 AQM application form with survey

A per our continuous improvement policy, and as factories, suppliers are a key stakeholder of AQM
services, their feedback are important for AQM to offer a premium service. AQM has added a survey
sheet within the application form file in order to complete this questionnaire, within 3 to 5 minutes.

On the Application form, just click on the tab “AQM survey”:

Please to return this survey to the following email: ethics@aqm-hk.com

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