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5 Common PO Mistakes
2025 is likely to be a time of reckoning for many brands. As market volatility rises, the winners will be those who move nimbly and adapt their supply chains to chaotic marketplaces. There is no room for the manual errors that plagued previous years.
Source: McKinsey & Company: The State of Fashion 2025
With that dramatic introduction, we’ve summarized common mistakes to avoid when managing purchasing and production.
1. Skipping internal PO Approvals
It’s tempting to skip internal reviews when you are in a rush, but this could be an issue if your orders are created and ready to be sent to suppliers. Without a proper "gatekeeper" in your workflow, budget-busting mistakes slide right into production.
Fix: Implement a strict sign-off rule. That includes a quick review to ensure the order is actually in phase and accurate before it leaves the building.
2. Incomplete PO Details
Garbage in, garbage out. If your PO lacks clear specs, size breakdowns, or delivery terms, you are practically asking for a production error. Confusion here causes the factory to produce the wrong item or ship late.
Fix: Standardize your PO template. Ensure every critical detail is filled in so there is zero room for interpretation. Use a supply chain order management system to increase standardisation and transparency.
3. Messy Record-Keeping
Managing orders via excel or scattered emails is a recipe for disaster. When you can’t quickly find a PO, you can’t validate shipments or audit your spending.
Fix: Create a single source of truth using smart tools specialised in PO management. Keep a digital paper trail so you can see the status of every order at a glance.
4. Ghosting on Follow-Ups
Many buyers make the mistake of sending a PO and then going silent. If you aren't checking in, you won't know about delays until it’s too late to fix them.
Fix: Assign someone to track open orders and set reminders for key dates. Regular communication with your vendor solves small problems before they kill the season.
5. Being Over-Optimistic on Lead Times
Placing orders late or assuming everything will go perfectly is a classic rookie mistake. In fact, a huge share of textile orders face delays because buyers miscalculate lead times.
Fix: Always plan your POs with lead time for shipping or eventual customs delays. It’s easier to adjust a well-planned schedule than to panic over a late one.
To conclude
Mastering your PO process is the key to delivering on time and on budget. It’s not just about paperwork: It’s about better planning and clearer communication. For a deeper look at how to run a smoother operation and catch every milestone check out: Transforming Collaboration in Production.
