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Page 1
Cost Entry for Owned (Related) Factories
By MIS Department
Page 2Costing of Finished Goods Purchase Orders
• Finished Goods Purchase Orders (FGPOs) are the orders Jordache places to the factories that produce the garments
• Costing of FGPOs to Related Factories is done in the Factories by the Costing Department
• Completed (Finalized) Cost Sheets are sent to NY for Approval
• You cannot print labels or ship out of the RLM system without an Approved Cost Sheet
• NOTE: Some of the following slides will have different screen colors (browns and blues), but the screens you will see will all have the blue colors.
(Skip to Main Menu)
Page 3Glossary of Training Terms
• The following terms will be used throughout this training program:– Field: A box on the screen into which you enter
information– Value: The information (data) being entered in the
field. Example: Division number, FGPO number– Icon: An image you may click to perform a function
such as select, submit or exit– (Single-)Click: Also “Select.” Hitting the left mouse
button once. This will activate an icon or select a row in a list of values
– Double-click: Hitting the left mouse button twice o the same part of the screen. Used only to select and return a value from a list.
Page 4Using the RLM System
• These are the primary RLM icons you will use:– Search: Located next to entry fields. Clicking this
icon brings up a pop-up window with a list of all possible values for the field (for example, the next to the Division field will show a list of all divisions) (Shift-F9 keys or F21 key)
– Select: Located on the Search pop-up windows. You may click on a line and click Select to return its value to the main screen
– OK (Submit): Located in the bottom right corner of each screen. Processes the information on screen and brings you to the next screen
– Return (Back): Located at the top of each screen. Click this icon to go back one screen (F2 key)
– Exit: Located at the top of each screen. Click this icon to return to the menu or close a pop-up (F3 key)
Page 5
Enter your User ID and
Password here
Note: User ID and Password are initially assigned by MIS. You will be prompted to change it the first time you login. The password field IS case-sensitive.
Sign On
Click OK
Page 6
Click the check (or hit the Enter key) to proceed
Welcome
Click OK
Page 7
Enter your Company Number in the Company
field
If you don’t enter a Company or enter the wrong number, you will receive this
error: Click OK
Select Application
Click the Costing System button in the
menu
Page 8Cost Entry
Enter “99” to see orders from all
Divisions that need to be costed
Click “Display Orders for All Accounts”
(F10 key)
Page 9Display FGPOs Requiring Costs
A list of all POs requiring costs appears. Costs that
have been finalized or approved are not visible
Click “Display All Orders” to view the
list including approved and finalized costs
Page 10Display FGPOs Requiring Costs
Right-click on the line of the PO you
want to cost
A menu appears. Select “Update
Cost”
Page 11The Cost Sheet: Description
• The cost sheet contains entry fields for various parts of the production process:– Fabric (Vendor/US/Factory)– Factory Pocketing– Sewing Trim– Finishing Trim– Embroidery– Labor & Overhead– Wash– Dry Processes – Profit / Quota– Totals and Variances
Page 12Cost Sheet Entry: The Cost Sheet
Click into a field to enter or change a value. All costs are entered in
USD
Make sure the header information
is correct – including the style
(left side)
Scroll down to continue entering
the cost
Page 13Cost Sheet Entry: Line Options
In this view you can use the last column to add or
edit lines
The “Opt” values are listed here: You
may also enter a line by typing the number “1” in the
last column
Page 14Cost Sheet Entry: Add Fabric Description
Enter “F” in the last column of the
Allowance line and hit the Enter key
You must enter the fabric description for the Vendor
(consigned) Fabric
Page 15Enter Fabric Description
Click on a line and type the description
Click OK to return to the cost sheet
Page 16Cost Sheet Entry: The Cost Sheet
To see the cost sheet by section
with column headings, click “Alternate Entry
Mode”
Page 17Cost Sheet: View Headings
At any time you may click this icon
to refresh the calculations
Hit the Back button (F2) to return to the original entry mode
Page 18Cost Sheet: View Headings
You may click into the field description
and edit it
Note: When you change the field description text it turns to all CAPITAL LETTERS so anyone who looks at it
can identify the changes.
Page 19Cost Sheet: Entering Values
Click the double arrow to scroll
down to the next section
You may enter values in the first and third columns. Update Allowance % only in Allowance rows. The
other fields are calculated by the system
Note: A field is editable if when you click inside, it turns yellow and the cursor appears.
Page 20Cost Sheet: Vendor Fabric
If Vendor is supplying the fabric, trim and/or
pocketing, enter the cost/yard and utilization per piece on this screen Note: You MUST convert all fabric
values from cost per square meter ($/m2) to cost per square yard ($/yd2)
Page 21Cost Sheet: US Fabric (skip)
Do nothing on this screen. Continue to the next screen
Page 22Cost Sheet: Factory Fabric
If the Factory is supplying fabric or trim, enter the
PX/YD and Utilization Per Piece
Page 23Cost Sheet: Factory Pocketing
Notice that the columns are now Unit Cost and
Qty/Gmt (Quantity/Garment)
Page 24Cost Sheet: Sewing Trim
Page 25Cost Sheet: Finishing Trim
Page 26Cost Sheet: Finishing Trim (continued)
Page 27Cost Sheet: Total Trim
You may click here to (re)calculate the
costs
Unit and Dozen totals appear here
Page 28Cost Sheet: Embroidery
Page 29Cost Sheet: Labor & Overhead
Labor is entered as a S.A.M. (Standard Allowable Minutes) Rate on a per unit
basis
The Labor Costs are calculated by
the system
Page 30Cost Sheet: Labor & Overhead (continued)
You may click here to (re)calculate the
costs
Unit and Dozen totals appear here
Page 31Cost Sheet: Total Labor & Overhead
You may click here to (re)calculate the
costs
Page 32Cost Sheet: Wash Section
Enter only the Qty/Gmt in this
column
Page 33Cost Sheet: Dry Processes
Enter only the Cost/Gmt in this
column
Page 34Cost Sheet: Factory Cost
These values are calculated by the system when you click the Calculate
button
Page 35Cost Sheet: Profit / Quota
Profit values are calculated by the
system. Enter Quota and Freight cost per
garment, if applicable
Page 36Cost Sheet: Total FOB
Rounding Var is a system field – do
not enter any value
You may click here to (re)calculate the
Factory Cost
Page 37Cost Sheet: Factory Cost
Click “Final” to finalize the cost
sheet and send it to NY for approval. Continue with the
next slide
To save your changes without sending to NY,
click the Exit button (F3 key)
Page 38Cost Sheet: Finalize
You may want to check “Print OPA
reports” to print the OPA and Contract
Check “Send Cost for Approval”
Click OK to submit
Page 39Cost Sheet: Print OPAs and Contract(s)
Click OK to submit
Check “Contract(s)”
Check “Order Placement Advice”
for OPA
You may change the number of copies of each document that
will print
Page 40Cost Sheet: Factory Cost
Click OK to submit
Note: The documents you print at this time have no dates on them and are NOT VALID until the cost sheet has been Approved by Jordache New York. DO NOT SEND THESE
COPIES OUT.
PCCRs and Amendments will not print until a
revision has been made to the Cost Sheet. You do not
need to check them
Page 41After Finalize: Cost Sheet Listing
After Finalizing, you will be returned to the list of cost sheets to be entered. The Cost Sheet you finalized will not
be on this list.
If you need to change the Cost Sheet after finalization, you must tell the Production Coordinator for that division to Reject the
Cost. You may then search for the PO and edit it
Page 42Checking the OPAs and Contracts
• The OPA (Order Placement Advice) shows the agent/seller’s order to the factory, including the cost and order breakdown
• The OPA should have a header with the Vendor’s address (or Iron Will’s address for 2005 FGPOs)
• If you do not see a header, please refer to the following slides
• If the FGPO is being sent to a subcontractor, you MUST enter the subcontracting factory’s name and address in the OPA Maintenance. This is a customs requirement.
Page 43Documents Checklist
Page 442005-2006 Documents Checklist
Page 45OPA Verbiage Maintenance
Right-click on the line of the PO for which you want to change the OPA
Verbiage
A menu appears. Select “OPA Maintenance”
Page 46OPA Verbiage Maintenance
Select “Duplicate
OPA Verbiage from another
PO”
Enter the Division and User PO #. Try to match the division and PO suffix (e.g., W, SN, UN) to the
PO you are costing
Page 47OPA Verbiage Maintenance
For a 2005 PO, you should have Iron Will
in the Agent Field. For a 2006 PO, you
should use the vendor (MG or Vendor) with the Factory address
You may enter the information
directly, or right-click and select
“Search/List Table” to select from a list
Click Update and Exit when finished. This will update all
the documents
Click Update and Next Screen to
view more verbiage items
(not usually needed)
Page 48Subcontractor Name and Address
You may use all five of the lines for
the sub-contractor’s name
and address
Click Update and Exit when finished. This will update all
the documents
If a subcontractor will be used for this PO, you MUST enter the subcontracting factory’s name
and address here. This is the last screen of OPA Maintenance.
Page 49What Happens Next
• If you finalized the cost sheet, the Production Coordinator in NY will review and either Approve or Reject it– If Approved, the Factory can print labels and
ship the goods– If Rejected, the cost sheet will appear in your Orders
List with the status “Cost Rejected” – you must revise the cost per the Coordinator’s instructions and Finalize it again – see Revising a Cost Sheet
• If you did not Finalize the cost sheet, it will remain in your list of orders with the status “Cost In Work” until you go back to it and Finalize it
Page 50Appendix
(click to jump to a section)
• Searching for a cost sheet by User PO #
• Revising a Cost Sheet
• Printing Approved OPAs and Contracts
Page 51Searching for a Cost Sheet by User PO #
• You may want to search for a Cost Sheet by User PO Number if:– You entered a cost but need to change/finalize– The cost was Rejected by NY– You want to print the OPA and Contracts of an
Approved Cost Sheet
Page 52Searching for a Cost Sheet by User PO #
To search for a specific FGPO,
enter the Division Number, or click
the icon to select a Division
Page 53Select Division
Double-click on a division, or single-click and click the
icon
Page 54Select Account
Enter the Customer Account #:
3 for JRA Yucatan (Ditto)7 for MKLEN8 for all other factories
Page 55Select by User PO Number
Enter the User PO # here or click the
icon to select from a list…
Page 56Select by User PO
Select the PO from the list or…
…type in the User PO # and hit the
Enter key to search the list.
Double-click on a row, or single-click
and click the icon
Page 57Select by User PO
Click OK(Enter key)
Page 58Update Cost
Right-click on the PO line to access
the selection menu
Select Update Cost to enter the cost sheet. Return to
Cost Entry
Note: When you finish revising a Rejected cost sheet, you must update the revision number. Continue with the next slide
Page 59Revising a Cost Sheet
• When the cost is Rejected by NY, you need to return to the cost sheet and edit it (see Cost Entry)
• Once you have finished, you must finalize again, and update the revision number (see next slides)
• The revision number appears on OPAs and Contracts, and generates PCCRs and Amendments to contracts, so it is important for having a full set of documents
• Note: The revision number may also change if NY changes the PO.
• Note: The starting revision number for all Cost Sheets is 000, and the first revision is 001
Page 60Select Rejected PO
Note: A red PO # means that comments have been entered by
Production
Right-click on the line of the PO line
Select “Update Cost”
Page 61Check Comments on Rejected Cost
Click here to see comments and
instructions entered by the Production
Coordinator
Page 62View/Add Comments
You may add your own comments or questions by clicking on an empty
line and typing
Comments will contain instructions for editing the cost from your
Production Coordinator
Click OK to update the comments
Click Return to go back to the
Cost Sheet
Page 63Revising a Cost Sheet
Click “Final” to finalize the cost
sheet and send it to NY for approval
If the Cost Sheet is Rejected, you must update the Revision Number
Page 64Finalize: Increase Revision Number
You may want to check “Print OPA
reports” to print the OPA and Contract
Check “Send Cost for Approval”
Click OK to submit
To increase the PO and OPA/Contract revision numbers, you must click this
box
Page 65Update Revision Reason
Click the icon to select a Revision
Reason
Page 66Select Revision Reason
Double-click on a row, or single-click
and click the icon
Page 67Update Revision Reason
Click the Update button to submit
You may change or add to the Description
text
CC
Change Price (User Action)
Page 68Printing Approved OPAs and Contracts
• Once NY has Approved the Cost Sheet, you should print the OPA and Contract(s) (as well as the PCCR and Amendment(s), if applicable)
• The Factory/Vendor contract should be signed by the Factory Manager and sent to the Vendor
• Start by searching for the Cost Sheet by User PO #
Page 69Printing Approved OPAs and Contract(s)
Note: You will not see the cost sheet line when searching by User PO #, as it has been already been submitted to
NY and Approved.
Click “Display All Orders” to show the cost sheet
Page 70Printing Approved OPAs and Contract(s)
Right-click on the PO line to access
the selection menu
Select OPA Print
Page 71Printing Approved OPAs and Contract(s)
Click OK to submit
Check all the boxes (in case
there have been revisions)
You may change the number of copies of each document that
will print
Page 72Printing Approved OPAs and Contract(s)
Click OK to submit
Note: POs issued in 2006 and following will not have the
Agent/Vendor Contract option
The popup changes to display contract options
Page 73Printing Approved OPAs and Contract(s)
“Reports Submitted”
appears
Click Return (F2)
Page 74Printing Approved OPAs and Contract(s)
Click OK to submit
The popup remains – this time for Amendments (if you selected that
option)
Page 75Printing Approved OPAs and Contract(s)
“Reports Submitted”
appears
Click Return (F2)
Page 76Printing Approved OPAs and Contract(s)
“Reports Submitted” appears on
the main OPA print window Click Return
(F2) to close the popup