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Page 1 Cost Entry for Owned (Related) Factories By MIS Department.

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Presentation on theme: "Page 1 Cost Entry for Owned (Related) Factories By MIS Department."— Presentation transcript:

1 Page 1 Cost Entry for Owned (Related) Factories By MIS Department

2 Page 2 Costing 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)Skip to Main Menu

3 Page 3 Glossary 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.

4 Page 4 Using 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)

5 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

6 Page 6 Click the check (or hit the Enter key) to proceed Welcome Click OK

7 Page 7 Enter your Company Number in the Company field If you dont 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

8 Page 8 Cost Entry Enter 99 to see orders from all Divisions that need to be costed Click Display Orders for All Accounts (F10 key)

9 Page 9 Display 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

10 Page 10 Display FGPOs Requiring Costs Right-click on the line of the PO you want to cost A menu appears. Select Update Cost

11 Page 11 The 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

12 Page 12 Cost 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

13 Page 13 Cost 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

14 Page 14 Cost 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

15 Page 15 Enter Fabric Description Click on a line and type the description Click OK to return to the cost sheet

16 Page 16 Cost Sheet Entry: The Cost Sheet To see the cost sheet by section with column headings, click Alternate Entry Mode

17 Page 17 Cost 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

18 Page 18 Cost 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.

19 Page 19 Cost 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.

20 Page 20 Cost 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 ($/m 2 ) to cost per square yard ($/yd 2 )

21 Page 21 Cost Sheet: US Fabric (skip) Do nothing on this screen. Continue to the next screen

22 Page 22 Cost Sheet: Factory Fabric If the Factory is supplying fabric or trim, enter the PX/YD and Utilization Per Piece

23 Page 23 Cost Sheet: Factory Pocketing Notice that the columns are now Unit Cost and Qty/Gmt (Quantity/Garment)

24 Page 24 Cost Sheet: Sewing Trim

25 Page 25 Cost Sheet: Finishing Trim

26 Page 26 Cost Sheet: Finishing Trim (continued)

27 Page 27 Cost Sheet: Total Trim You may click here to (re)calculate the costs Unit and Dozen totals appear here

28 Page 28 Cost Sheet: Embroidery

29 Page 29 Cost 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

30 Page 30 Cost Sheet: Labor & Overhead (continued) You may click here to (re)calculate the costs Unit and Dozen totals appear here

31 Page 31 Cost Sheet: Total Labor & Overhead You may click here to (re)calculate the costs

32 Page 32 Cost Sheet: Wash Section Enter only the Qty/Gmt in this column

33 Page 33 Cost Sheet: Dry Processes Enter only the Cost/Gmt in this column

34 Page 34 Cost Sheet: Factory Cost These values are calculated by the system when you click the Calculate button

35 Page 35 Cost Sheet: Profit / Quota Profit values are calculated by the system. Enter Quota and Freight cost per garment, if applicable

36 Page 36 Cost Sheet: Total FOB Rounding Var is a system field – do not enter any value You may click here to (re)calculate the Factory Cost

37 Page 37 Cost 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)

38 Page 38 Cost 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

39 Page 39 Cost 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

40 Page 40 Cost 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

41 Page 41 After 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 itsearch for the PO

42 Page 42 Checking the OPAs and Contracts The OPA (Order Placement Advice) shows the agent/sellers order to the factory, including the cost and order breakdown The OPA should have a header with the Vendors address (or Iron Wills 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 factorys name and address in the OPA Maintenance. This is a customs requirement.

43 Page 43 Documents Checklist

44 Page Documents Checklist

45 Page 45 OPA 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

46 Page 46 OPA 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

47 Page 47 OPA 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)

48 Page 48 Subcontractor Name and Address You may use all five of the lines for the sub- contractors 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 factorys name and address here. This is the last screen of OPA Maintenance.

49 Page 49 What 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 goodsprint labelsship 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 Coordinators instructions and Finalize it again – see Revising a Cost SheetRevising 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

50 Page 50 Appendix (click to jump to a section) Searching for a cost sheet by User PO # Revising a Cost Sheet Printing Approved OPAs and Contracts

51 Page 51 Searching 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

52 Page 52 Searching 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

53 Page 53 Select Division Double-click on a division, or single- click and click the icon

54 Page 54 Select Account Enter the Customer Account #: 3 for JRA Yucatan (Ditto) 7 for MKLEN 8 for all other factories

55 Page 55 Select by User PO Number Enter the User PO # here or click the icon to select from a list…

56 Page 56 Select 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

57 Page 57 Select by User PO Click OK (Enter key)

58 Page 58 Update Cost Right-click on the PO line to access the selection menu Select Update Cost to enter the cost sheet. Return to Cost Entry Cost Entry Note: When you finish revising a Rejected cost sheet, you must update the revision number. Continue with the next slide

59 Page 59 Revising a Cost Sheet When the cost is Rejected by NY, you need to return to the cost sheet and edit it (see Cost Entry)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

60 Page 60 Select 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

61 Page 61 Check Comments on Rejected Cost Click here to see comments and instructions entered by the Production Coordinator

62 Page 62 View/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

63 Page 63 Revising 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

64 Page 64 Finalize: 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

65 Page 65 Update Revision Reason Click the icon to select a Revision Reason

66 Page 66 Select Revision Reason Double-click on a row, or single-click and click the icon

67 Page 67 Update Revision Reason Click the Update button to submit You may change or add to the Description text CC Change Price (User Action)

68 Page 68 Printing 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 #searching for the Cost Sheet by User PO #

69 Page 69 Printing 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

70 Page 70 Printing Approved OPAs and Contract(s) Right-click on the PO line to access the selection menu Select OPA Print

71 Page 71 Printing 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

72 Page 72 Printing 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

73 Page 73 Printing Approved OPAs and Contract(s) Reports Submitted appears Click Return (F2)

74 Page 74 Printing Approved OPAs and Contract(s) Click OK to submit The popup remains – this time for Amendments (if you selected that option)

75 Page 75 Printing Approved OPAs and Contract(s) Reports Submitted appears Click Return (F2)

76 Page 76 Printing Approved OPAs and Contract(s) Reports Submitted appears on the main OPA print window Click Return (F2) to close the popup


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