Buyer reports
Fabric inspection report format a buyer can read without calling you
Most rejections are not about the fabric. They are about a report that arrived late, in the wrong format, without photos, with the maths done by hand. Fabric Inspection Software produces the report at the frame, with that buyer's limit and report options, the roll map and the evidence attached.
Live sample reports come from our demo workspace: sample data, not a customer.
What a buyer-ready report contains
Every PDF, roll or lot, carries the same anatomy. Buyers' QA teams learn it once.
01
Roll header
Roll ID, PO, lot, shade, construction, GSM, supplier mill, inspection date, inspector and the buyer standard applied.
02
Defect table
Yard position, defect type, measured length, points awarded and a photo thumbnail for each entry, in the order they were logged.
03
Visual roll map
A 0–120 yd strip with every defect plotted and coloured by points, so the buyer and your cutter see where the damage is.
04
Result and verdict
Total points, points per 100 sq yd or per 100 sq m (the buyer's unit), the buyer limit and PASS / FAIL or First / Second quality.
05
Secondary tests
Shade group (visual or ΔE), GSM against the buyer tolerance, warp and weft shrinkage against the buyer maximum. Skew and odour fields are planned.
06
Sign-off and audit
Inspector name and finish time, signature lines for inspector, QC in charge and buyer QA, and an audit log behind every defect entry.
Sample roll report
Below is an illustrative report with sample data. To see the real output, open the live reports generated by the app from our demo workspace; they are labelled sample data. No form to fill, no email to give.
Sample data · illustrative layout · names, rolls and buyers are fictitious
| PO / Lot | 4471 / Lot 12 | Supplier mill | Sample Knit Mill, Tirupur |
|---|---|---|---|
| Construction | Navy single jersey, 180 GSM, 100 % cotton | Shade | B · within approved swatch |
| Length × width | 120 yd × 58 in (193.3 sq yd) | Inspected | 1 Oct 2026 · Inspector 1 |
Defect log
| Yard | Defect | Length | Points | Photo |
|---|---|---|---|---|
| 10 yd | Hole | ≤ 1 in | 2 | 📷 IMG_1150 |
| 25 yd | Slub | 4 in | 2 | 📷 IMG_1165 |
| 43 yd | Barre | 8 in | 3 | 📷 IMG_1183 |
| 61 yd | Hole | ≤ 1 in | 2 | 📷 IMG_1201 |
| 75 yd | Oil stain | 5 in | 2 | 📷 IMG_1215 |
| 86 yd | Slub | 7 in | 3 | 📷 IMG_1226 |
| 104 yd | Needle line | 1 yd run | 4 | 📷 IMG_1244 |
| Total | 18 pts | 7 defects · 4 pts/yd cap applied | ||
Roll map
Secondary tests
| Test | Result | Buyer tolerance | Status |
|---|---|---|---|
| Width (roll record) | 58.0 in | 58 in ordered | OK |
| GSM | 181 | 180 ± 5 % | OK |
| Shrinkage warp / weft | 3.2 % / 2.8 % | ≤ 5 % / ≤ 5 % | OK |
| Shade vs approved | Group B · ΔE 0.6 | Groups A–C · ΔE ≤ 1.0 | OK |
| Holes in roll | 2 | ≤ 4 per roll | OK |
Signature lines: Inspector · QC in charge · Merchandiser / buyer QA · Scan the QR on the roll label to open the roll record (login required).
Which quality standard and scoring method does the report use?
Every report is scored with the ASTM D5430 4-point system, then judged against the limits of the buyer standard picked at intake. The standard fixes how points are given; the buyer decides how many points a roll may carry.
| Defect length (any direction) | Points |
|---|---|
| Up to 3 in | 1 |
| Over 3 in, up to 6 in | 2 |
| Over 6 in, up to 9 in | 3 |
| Over 9 in | 4 |
| Holes and openings | By the buyer's hole rule: ≤ 1 in = 2 and larger = 4 (ASTM), every hole = 4, or by size |
| Any one linear yard | Maximum 4 points |
| Running defects (needle line, barre) | 4 points per yard they run |
Formula. Points per 100 sq yd = total points × 3600 ÷ (length in yards × width in inches). For buyers who work in metric, the report uses points per 100 sq m instead.
Per-buyer limits. Each buyer standard sets the roll limit, the lot average limit, the hole rule, the maximum points per yard, the running-defect length that rejects a roll, the maximum holes per roll, and GSM and shrinkage tolerances. A roll fails when its points per 100 exceed the roll limit, a running defect is longer than the reject length, or its holes exceed the maximum, and the report states the reason. The lot average is shown against its limit on the lot summary; GSM and shrinkage tests are marked pass or fail against their tolerances.
What it does not do. The app scores what the inspector logs; it does not find defects from camera images. Shade, GSM and shrinkage are reported beside the 4-point result, never converted into points.
Try the formula on your own roll with the free 4-point calculator, or read the 4-point system explained.
The buyer standards library
A mill does not have one standard; it has one per buyer. One wants 40 points per 100 sq yd and a hole scored at 4. Another wants 28, in square metres, with a lot average under 20. A third sends a four-page manual with its own layout. In Fabric Inspection Software each buyer is set up once: limit, unit, hole rule, running-defect reject length, lot average rule and report options (logo, photos, roll map, language). The inspector only picks the buyer at intake. Pass/fail and the report follow that buyer automatically.
The PASS or FAIL recorded when a roll is finished stays on the roll, and each debit note keeps the points and limit it was drafted with. Shared report links show the current buyer standard, so if you change a limit mid-season, save the PDF at shipment as your record of what was sent.
| Buyer (example) | Roll limit | Unit | Hole rule | Lot avg |
|---|---|---|---|---|
| Buyer A, kidswear | 40 | 100 sq yd | ≤ 1 in = 2, else 4 | ≤ 25 |
| Denim house, EU | 28 | 100 sq yd | any hole = 4 | ≤ 20 |
| US knitwear brand | 20 | 100 sq yd | any hole = 4 | ≤ 15 |
| Home textiles, greige | 10 | 100 sq m | any hole = 4 | — |
| Linear-yard buyer (64 in) | 50 / 100 linear yd | entered as 28.1 / 100 sq yd | ≤ 1 in = 2, else 4 | — |
Example limits for illustration; use your buyer's manual
The roll map on the cutting table
The same map that goes to the buyer is one scan away at the cutting table: the roll's QR label opens the roll record with its map (login required). A cutter planning a lay sees that roll R-1142 is clean from 0 to 40 yards and again from 50 to 100, and plans the marker around the barre at 43 and the needle line at 104. Fewer rejected panels, less wastage, and no need to re-inspect the roll before cutting.
Export to Excel and ERP
Rolls export to CSV with fixed columns that open in Excel, so the office can keep its sheets with a one-time lookup template. A REST API exposes rolls, lots and buyers for an ERP; Busy or Tally take the CSV through their own import, as there is no direct connector. Buying houses get expiring read-only report links today; a buyer-facing portal on the Group plan is planned.
From failed roll to debit note
When a roll fails the buyer limit, Fabric Inspection Software drafts a claim to the supplying mill from the same record. The draft carries the mill invoice reference, roll ID, points per 100 sq yd against the agreed limit, the photos and the roll map. The QC head adds the deduction (failed yards × rate), and the mill gets a read-only link to the note and its evidence, sent by email or WhatsApp once your messaging channel is connected, or pasted into your own message. The claim register tracks draft, sent, accepted, disputed and settled notes per mill and feeds the mill scorecard. Read the full process in our guide on raising a debit note to a fabric mill.
Debit note draft · DN-0231
To: Sample Knit Mill · Invoice SKM/2241 · Roll R-1156
Result: 46.2 pts / 100 sq yd vs agreed ≤ 40 · 6 photos · roll map attached
Claim: 118 yd × ₹18 = ₹2,124 · draft
Sample dataWant the format without the software? Our guide on the fabric inspection report format for export buyers lists every field and the order buyers expect, and the 4-point calculator does the maths for a single roll. Plans with the buyer standards library start on the Exporter plan.
Frequently asked questions
Can the report follow my buyer's own format?
Mostly. Each buyer in the library has its own report options (logo, photos, roll map, report language), unit (sq yd or sq m), hole rule and limit. Pick the buyer at intake and the report and pass/fail follow it. Fully custom layouts are set up on request. The Unit plan holds one buyer standard; Exporter holds unlimited.
Can I share a report without sending a file?
Yes. Every roll, lot and PO report has a read-only link you can send on WhatsApp or email. Links expire after the number of days you set (1 to 365, 30 by default) or when you expire them, and the buyer sees the roll map, photos and results in a browser.
Is there a real sample report I can open?
Yes. The sample roll report and lot summary linked on this page are live reports from our demo workspace, labelled sample data. Each has a printable version that opens the browser's print dialog, so you can save it as PDF and compare it with your current format.
Which scoring method does the report use?
The ASTM D5430 4-point system: 1 point up to 3 in, 2 points for 3–6 in, 3 points for 6–9 in, 4 points over 9 in, at most 4 points per linear yard. Points per 100 sq yd = points × 3600 ÷ (yards × width in inches). The pass limit, hole rule, running-defect length and lot average come from the buyer standard you choose.
What goes into a lot summary?
All rolls in the lot or PO with points per 100 sq yd each, the lot average, first and second quality split, total yards passed and failed, shade groups, GSM and shrinkage range, inspector names and dates.
Does the debit note need the buyer report?
No. The claim to the mill uses the same roll record: roll ID, mill invoice reference, failed points, photos and roll map. You add the deduction value and send it. Buyer reports and mill claims are separate documents from one inspection.
See the report on your own roll
Book a factory demo in Tirupur, Surat or Ludhiana. We inspect two of your rolls against your buyer's limit and send you the PDF before we leave.