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PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PSA / ARX ERP Training Manual Version 1.0 9 Dec 2014 For more information, contact EDP

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Presentation on theme: "PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PSA / ARX ERP Training Manual Version 1.0 9 Dec 2014 For more information, contact EDP"— Presentation transcript:

1 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PSA / ARX ERP Training Manual Version 1.0 9 Dec 2014 For more information, contact EDP edp@kel.psagroupindia.in edp@kel.psagroupindia.in or Matt Wennersten +91 95000 35312

2 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Before you Begin Make sure you have a web browser, e.g. –Internet Explorer –Mozilla Firefox –Google Chrome installed on your computer. Turn off popup blocker for psagroupindia.in (or else you won’t be able to print) Javascript must be enabled –Tools…Settings

3 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Login via Web Browser Open http://www.psagroupindia.in/erp (Kelambakkam, Guindy, or Cuddalore)http://www.psagroupindia.in/erp Open http://www.psagroupindia.in/arx (MEPX)http://www.psagroupindia.in/arx Enter the username and password give to you by your administrator Click Log in!

4 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Logout or Edit Your Account When you’re finished, click Logout Change your password or email address using the Edit link in the My account menu option under the Logout button

5 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! General Features Use PSA ERP like any other web page –Control-F to Search any page –Click “Back” or use Backspace key to return to previous page

6 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! User Roles Each user account has an assigned role (GM, Sales, Shipping, Production, etc.) Your role determines which menus you see

7 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Merchandising

8 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Merchandiser Menu Use “Enquiry & Quote” to create new style quotes or manage existing quotes

9 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Enquiry Home Page: Manage Styles Click on an existing style to review it Create a new style using the form Merchandisers see only those buyers assigned to their user ID in the buyer database

10 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Enquiry – Quote Home: Manage Quotes Update the Enquiry details Edit an existing Quote Create a New Quote Create New Quote based on an existing quote (Copy a Quote)

11 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Edit Quote: Update Quote Details Use the form to update the Quote details, submit for approval, and add, edit, or delete line items

12 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Submit Quote: Electronic Approval When your quote is ready for review, click Submit For Approval –Quote becomes “read-only” and appears in the supervisor queue

13 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Active Quote List Use the Active Quote List menu to review all active (not yet shipped) quotes, with links to view or edit each quote and TNA –Use hyperlinks to sort by Buyer, Style, or Status

14 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Approved Quotes: Email & Send Once approved, use Generate Email to send a draft email of the quote details to your registered email Mark Quote as Sent once you have communicated the quote to the Buyer

15 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Quote Feedback: Accept or Reject Find the quote in the Active Quote List and mark as Cancelled, Rejected or Accepted based on Buyer feedback –Rejected: Create a new quote (copy) and resubmit for approval –Accepted: Draft Buyer PO and Supplier POs created automatically

16 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Review: Quote Process Create an Enquiry for each new style Create or copy an existing Quote Edit the Quote details and submit for Approval Once approved, email the Quote info to the Buyer and mark as Sent Mark the Quote as Accepted – BPO created automatically

17 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Buyer PO Details Use the Buyer PO Details menu to review all active (not yet shipped) POs, with links to view or edit –Use hyperlinks to sort by Buyer, Style, or BPO Number Use the “Enter a New PO” button to add additional POs

18 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Buyer PO: Adjust values as needed Edit PO Number, Payment Terms, etc. To adjust # of Pieces, edit the Drop

19 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Edit Drop: Date, Destination, Size Choose correct Ship To Address –If a Ship To address is missing, ask EDP to create a new buyer address record Adjust color size qty (total drop qty computed automatically)

20 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Review: Buyer PO Process Draft PO created automatically when Quote is marked as accepted Add additional BPOs using Buyer PO Details screen Update each PO with correct PO number, payment / shipping terms, and number of drops Edit / add color size breakup in each drop to set total quantity Update drop FOB date to forecast production date

21 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Purchasing Use Purchasing to review, edit, create, or cancel SPOs –(First, edit the draft Supplier POs automatically created when a Quote was accepted) –Use hyperlinks to sort by Buyer, Last Edit, or Status

22 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! FYI: Quote SPO List Once accepted, the Edit Quote screen will show all the SPOs associated with that Quote –Find SPO details in Edit Quote or Purchasing menu

23 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Edit Supplier PO Use the form to update SPO details, change supplier, etc. –Use buttons & links to Add, Del, or Move line items to different SPOs –When adding a new design code, you must specify the quote you are ordering against in order to track the quote materials budget

24 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Adjust Line Items Create design codes directly in the form –Use the supplier’s part number, e.g. H109A or, if no part number, use the description. –Use sensible codes like, LBSIZELABEL-WHITE as opposed to LBLOOOOOI –Use the edit link to get a form to lookup existing design codes Each line item can order materials for 1 or more quotes –Adjust the order & roundoff qty for each quote

25 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Consolidating / Moving Line Items If there are SPOs for the same buyer and supplier, the system will offer to auto-consolidate the first time you save If you want to change the supplier for a single line item, use the move link to put that line item on a different SPO

26 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Splitting Line Items For Label or Packing line items only, use the Split By Size Breakup button to automatically generate 1 new line item for each size in the Buyer PO drop –Consumption is adjusted automatically based on the proportion of that size Or you can split by adjusting the design code, SPO Cons, and Order Qty manually –The SPO Cons is used to determine how much of each design code the factory should request in order to produce the drop

27 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Edit SPO: Process PO Click Create Process PO to create a new Washing, Testing, Embroidery, Printing, or Treatment PO for the current design code –If you picked the wrong material, use the Change Link button to process a different design code

28 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Submit Supplier PO for Approval Once the SPO is ready, submit for approval –SPO is read-only unless rejected by the supervisor

29 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Purchasing: Manage SPOs Track the status of SPOs via Purchasing –Status will change to Approved or Rejected in the table –Use hyperlinks to review the approved SPO –As goods arrive in Store, SPO status will be automatically updated

30 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Print & Send Approved Supplier PO Once approved, the Print button is available –Print will open a new window with a PDF –If you need to change the SPO, cancel submission Once printed, click “Issue PO” to mark the PO as sent to supplier –Stores are automatically notified of an SPO when it is issued

31 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! View Pending Materials Pending Materials to be Ordered Menu shows all design codes for all accepted quotes that have not yet been printed and issued –Export as Excel CSV to prepare Draft BOM

32 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Edit SPO: Track Goods Received As Goods are received against issued SPOs, the Recvd Qty is automatically updated on the Edit SPO Screen –SPO Status in the Purchasing table changes from Issued to Partly Received to Fully Received –If a supplier has part delivered an SPO but cannot fulfill 100%, use the “Submit for Short Close” button to nominate the SPO for closing

33 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Review: Supplier PO Process Draft SPOs created automatically from accepted Quote line items Add additional SPOs using Purchasing screen Update each SPO with correct supplier, design codes, quantity, duty, VAT, etc. –Save SPO changes to recalculate total cost Submit for Approval Once approved, Print and Issue (Stores notified) Monitor the PO and goods received status via Purchasing or Edit Quote

34 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Orders in Hand Use the Orders in Hand menu to monitor all active drops and update TNAs –Use hyperlinks to View TNA, sort by Date, or edit Drop

35 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! TNA A TNA is automatically generated for all accepted Bulk quotes –Several dates are calculated automatically, e.g. Fabric Ordered Date –Use TNA menu option to review and update TNA

36 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Update TNA Input dates as appropriate and save updated values –Status is re-calculated automatically on save

37 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Generate MIS TNA contains a link to automatically create a draft MIS –Click to download and edit in Excel

38 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Completed Orders Once a drop has been shipped, it moves from the Orders in Hand menu to the Completed Orders menu, with reporting –Use hyperlinks to View TNA, sort by Date, or view Quote

39 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Recap: Merchandising Enquiry & Quote: Create and edit styles and quotes Buyer PO Details: Create and manage POs and Drops Purchasing: Create and manage SPOs Active Quote List: Review current quotes Orders in Hand: Review current drops TNA: Review and update TNA details Pending Materials to be Ordered: View unissued design codes for quotes and create draft BOM Completed Order List: view historical quote details

40 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores

41 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Goods Receiving The Stores Receiving Dashboard lists all issued SPOs with pending deliveries When a delivery arrives, find the SPO in the dashboard and Create a GRN –Use hyperlinks to sort by Supplier, Date, and SPO#

42 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Create GRN New GRN screen lists all design codes from the SPO Fill in the supplied and passed qtys for each design code –Debit note qty automatically calculated when Supplied <> Passed Qty Add any additional GRN charges (e.g. unloading, courier) under Other Debit Note Charges, and update Debit Note remarks to explain Use “Create GRN” to generate a draft GRN

43 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Edit GRN GRNs are editable until Printed Update and “Save GRN Changes” until ready to print On Print, GRN is locked, passed qty added to inventory, and SPO status updated automatically Print GRN and Debit Notes for materials and other charges as needed –Print opens PDF in a new window – print as many times as necessary

44 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: List all GRNs by Date Use the List all GRNs menu to review all GRNs by month or find unprinted GRNs –Use Printed or Pending pull-down to filter GRNs to View or Edit

45 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Goods Receiving Additional GRNs can be created until the SPO is Fully received (all design codes qty in house) SPO’s Short closed by Merchandiser because the supplier is unable to deliver full qty are “Completed” but can still create GRNs –Click on the Completed PO Number if a new delivery arrives

46 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Status by Style Use the Store Status by Style menu to view all issued Supplier POs by style –Lists all design codes pending for delivery for a single style –Create GRNs by clicking on the appropriate PO Number when a new delivery arrives

47 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Adjust Printed GRN Once printed, GRN quantity is added to inventory and subtracted from SPO “On Order” qty Mistakes in printed GRNs can be corrected in GRN Adjustment –First, List all GRNs by Date –Open the GRN Adjustment sub-menu

48 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Adjust Printed GRN Click on the GRN to be corrected Enter the new Supplied & Passed Qty, with explanation for the correction in “Remarks” Update New Qty submits the adjustment for approval –Once approved, GRN and inventory updated automatically –That GRN cannot be adjusted again until supervisor approves or rejects (all pending adjustments must be cleared first) –Remember to reprint and notify accounting

49 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Review: GRN Process Issues SPOs appear automatically in the Receiving Dashboard –Design codes appear in Store Status By Style As shipments arrive, find the SPO and create GRN Update supplied & passed quantities to match the shipment When ready, Print the GRN (Inventory updated) –If the SPO is fully received, system marks it as completed If mistakes found later, adjust GRN from the GRN dashboard

50 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: GDNs Stores disburse materials when they are requested Use GDN Dashboard to view requests and create GDNs –Store GDNs for sampling, etc. –Factory requests for production materials

51 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Create Store GDN Use Create Store GDN to submit a materials request for approval –Enter the qty and reason for request (e.g. Shade Bands) –Submit for approval –Request will appear in GDN Dashboard

52 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: GDNs Factories will request materials for styles in production All requests appear in the GDN Dashboard for fulfillment –Click “Process Request” to create a GDN –Scroll down to view past GDNs and Materials Requests (MRs)

53 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Create GDN Enter the Qty for each design code based on request required qty and qty in inventory Update packages, serial number, and remarks Click Create GDN –If a request cannot be fulfilled, cancel the request and inform the factory why

54 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Update & Print GDN A GDN is not “official” until it is printed –Use Update GDN to save draft changes or Delete to cancel –Print Pick List generates a simple checklist for fetching materials from the warehouse Print GDN when ready to ship –Qty subtracted from inventory

55 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Manage GDNs GDNs appear in a list below the materials requests on the GDN Dashboard –Click View GDN to reprint or review details Materials Requests remain open until 100% materials issued on GDNs, cancelled, or short-closed by the factory –1 Materials Request ID can have multiple GDNs (multiple shipments)

56 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Review: GDN Process Factory or Stores create a Materials Request (MR) –Stores request samples, etc. using Create Store GDN Requests appear automatically in the GDN Dashboard –Create GDN against the request When ready, Print the GDN (Inventory updated) –If the MR is fully received, system marks it as completed If mistakes are made, the Factory will create a dispute record when receiving

57 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Receive Excess Materials When production is complete, a factory may return excess materials (EMR) to stores –EMRs will appear in the Receive Excess Materials Dashboard Click the link to Process –Enter the quantity received from factory –Print to issue the EMR and update inventory

58 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Excess Materials Disputes EMRs are “official” only when printed –Use Update to save draft EMRs –Print to issue the EMR and update inventory If the qty received at Store is different from the qty listed by the factory, a “dispute” record is automatically created for resolution by a supervisor –Inventory auto-adjusted when supervisor resolves dispute

59 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Stock Summary Inventory is updated as GRNs are printed (or adjusted) Use Stock Summary menu to review Inventory –Filter by Line Item Type (Fabric, Label, etc.)

60 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Inventory Adjustment If the Stock Summary is incorrect (e.g. stock has been damaged, stolen, or misplaced), use Inventory Adjustment to submit changes –First, view Stock Summary –Open the Inventory Adjustment sub-menu

61 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Inventory Adjustment Filter by item type and find the appropriate design code –Enter in the correct Actual Quantity, with reason for change –Submit updated values OR –Add a new design code if not listed, with appropriate description

62 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Inventory Audit ERP automatically takes a daily “snapshot” of inventory –All design codes on file are written to a reports table Inventory reports can be exported in Inventory Audit –First, view Stock Summary –Open the Inventory Audit sub-menu –Click Export to Excel CSV

63 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Inventory Audit Open the Inventory Report in Excel and sort as needed –Qty in Store 30 days prev is from Inventory snapshot taken 30 days ago –GRN Qty last 30 days is how much new qty has been received since –GDN Qty last 30 days is how much qty disbursed since –EMR Qty last 30 days is how much has been returned as excess by factories –Inv Adj Qty last 30 days is how much have been added or lost in stores –Net change is sum added minus sum disbursed/lost in last 30 days Checksum should be zero, (qty in inventory now minus the change in the last 30 days minus qty in inventory 30 days back = 0). –If no snapshot was taken 30 days previously, inventory 30 days will be zero, so ignore the checksums.

64 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Stores: Stock Sweeper As production is finished and EMRs are received, the system automatically “sweeps” dead stock –Checks to see which drops are still in production –Marks all design codes used by those drops as “Live” –Moves Live Stock from all other design codes to Dead Stock Before After

65 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Review: Inventory Process New Design Codes are added to Inventory when SPOs are issued –SPO appears in GRN Stores Receiving Dashboard –As GRNs are printed, received qty subtracted from On Order and added to Live Stock Factories request materials; MRs appear in GDN Dashboard –As GDNs are printed, qty reduced from Live Stock (or Dead Stock if Live Stock is 0) As production finishes, factories return materials on EMRs –As EMRs are printed, qty added to Live Stock –Live Stock swept to Dead Stock If Stores notice any errors in inventory, submits inventory adjustment for approval –As adjustments are approved, qty changed Use Stock Summary to review inventory –Inventory audit takes an automatic snapshot of that day’s inventory

66 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Recap: Stores Receiving Dashboard: Create and edit GRNs for supplier deliveries Stock Summary: Review & manage inventory List all GRNs by Date: Review GRNs by month GDN Dashboard: Create and edit GDNs for disbursing Store Status by Style: Review inbound SPOs style wise Create Store GDN: Request materials for sampling, sale, etc. Receive Excess Materials: Receive goods returned by factories

67 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Production & QA (Factories)

68 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Production Dashboard The Factory Production Dashboard lists all pending drops –Note: Styles may have multiple drops; drops appear for forecast factory as soon as they are entered by the Merchandisers Hourly, review the dashboard and update drop status –Use filters to find styles or sort by by Merchandiser, Date, or Buyer –Use hyperlink to update status

69 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Update Production Status Edit factory, PPM Date, Tech Pack, Qty cut, etc. –Click “Update production” when complete

70 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Update Production Status Production & materials status recomputed automatically each update –Note: QA Approval is managed separately

71 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! QA: Update Approval Status QA manager must login and mark each drop as QA approved –Click on “Mark as Approved” to approve each drop –Creates a production tracking update with QA Approval –Note: Sample quotes are approved automatically

72 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Daily Production Report Daily Production Report summarizes updates for the day –Use Export as XLS to view or print an Excel copy of the report

73 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Request Materials Dashboard Factory must request materials in order to produce a drop Find the drop in the Request Materials dashboard –Use the hyperlink to create a request –Note: Materials are requested by drop, not by style

74 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Create Materials Request (MR) MR shows all design codes ordered for style plus dead stock –If materials not 100% in-house, only dead stock can be requested –Key in desired qty of each design code and Create New Request –Note: Total qty = 105% of drop qty x SPO Consumption

75 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Receive Materials MR shows up automatically in Factory and Stores dashboard Stores issues GDN and ships materials directly –GDN appears in Request Materials dashboard when printed On receipt, find the GDN and click to process –MR stays “open” until Fully Received at factory, cancelled, or closed by Factory

76 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Receive GDN Update the GDN with qty actually received at factory Save and Print Factory Receiving Receipt (FRR) when ready –Once printed, FRR cannot be modified –Use cancel to start over If qty accepted at Factory <> GDN qty, a “dispute” record is created automatically, to be resolved by supervisor –MR status adjusted automatically: Partly Shipped, Fully Shipped, Partly Received, Fully Received (Complete), In Dispute, Cancelled, or Short Closed

77 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Receive Materials Use Request Materials Dashboard to request materials and process GDNs until all materials are at factory –Some requests may ship on multiple GDNs Materials status automatically updated as GDNs are updated

78 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Overage Approval Factory can request more material at any time (e.g. overage) –Create new material requests for a drop as per normal > 105% of design code cons flagged for supervisor approval –Request appears in dashboard as “Pending Approval” until approved

79 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Short Close MRs If stores are unable to supply the requested quantity, Factory can “Short Close” the MR –Find the partly fulfilled MR in the dashboard –Click on the View MR link –Click the Short close button to cancel remaining balance of the MR

80 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Review MRs All fulfilled MRs are listed at the bottom of the Request Materials Dashboard –Click View MR or FRR links to review details of each item

81 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Short Close Materials (SPOs) If suppliers are unable to provide 100% of bulk materials ordered, Request Materials dashboard will be locked! –To request materials and produce the order with < 100% of materials, use Override Materials for Production Menu –SPOs for the style will be marked as complete and materials 100%

82 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Production Complete Marking a drop “Packing List sent” in Production Tracking makes it complete –Carefully input final stats & number of cartons as no further updates possible –Draft Invoice and Excess Materials Return created automatically

83 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Production Complete Drop moved to Completed section of dashboard –If this is the last drop, find the completed record and Generate Draft OCR XLS

84 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Generate Draft OCR Generate Draft OCR XLS creates an Excel file for the style’s drops –Update in Excel, print, and take signatures as per current process

85 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Excess Materials Return (EMR) Once production is complete, use Excess Materials Dashboard to return unused materials to Stores –Find the drop in the EMR dashboard –Click hyperlink to create an EMR record

86 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Factory: Excess Materials Return (EMR) Once production is complete, use Excess Materials Dashboard to return unused materials to Stores –If there is no material to return for this drop, click on Print with all qtys zero; the EMR will vanish from the list –To return materials, update the qtys to return, and hit Print. –Only design codes requested for the drop will appear on the draft EMR Once printed, the EMR appears in the Stores EMR list –If a mistake is made, Stores will generate a “dispute” when receiving

87 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Recap: Production Factory Production: Update PPM, Cut Qty, Stitch Qty, etc. hourly Request Materials: Ask Stores to send materials on GDNs for drops Excess Materials: Generate EMRs to return materials to Stores Daily Production Report: Review summary of today’s production Override Materials: Mark partially fulfilled SPOs as closed in order to begin production with “short” materials QA: QA Manager marks drops as Approved

88 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Shipping

89 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Shipping: Booking Drops Use Booking Dashboard to update booking status Login, find drops, click “Mark as Booked” –Use the pull-down menu to filter by style –Date button is clicked is saved as Drop Booking date automatically

90 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Shipping: Invoice Dashboard Use Invoice Dashboard to prepare and print Invoices Draft invoices show up automatically when production is complete –Use the pull-down menu to filter by style –Click on the hyperlink to update the invoice

91 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Shipping: Edit Invoice Update Invoice details using the form –Key any additional details in the Additional Info box –Update Invoice to save

92 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Shipping: Edit Invoice Drop details appear at the bottom of the form –Update carton details and description –Use the “Move” button to consolidate invoices (put multiple drops onto 1 invoice - Other draft invoices for the same buyer appear in a list) PSA ERP Training Manual 1.0 – Your Custom Garment Solution!

93 Shipping: Edit Invoice Use Preview Printed Invoice to check draft details Submit for approval when ready

94 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Shipping: Manage Invoices Review Invoice status in the Invoice Dashboard –Once Approved, click on the Invoice to Print & Send –Update rejected Invoices and resubmit for approval

95 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Shipping: Edit Invoices Print Invoice generates a Final Invoice number and PDF Use Reopen Invoice to make further changes –(Must resubmit for approval)

96 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Shipping: Edit Invoice Invoices are not “official” until Marked As Sent –Once printed, click Mark as Sent button to issue

97 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Shipping: Payment Dashboard Use Invoice Payment Dashboard to mark issued Invoices as paid Sent invoices show up automatically when issued –Use hyperlinks to sort by Date, Value, Buyer, or Invoice Number –Click on “Update” to input payment details

98 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Shipping: Update Payment Key in Paid Date, Amount, Exchange Rate, and bank details –Once saved, details cannot be adjusted

99 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Recap: Shipping Booking Dashboard: Mark drops as booked for shipping Invoice Dashboard: Update, Manage, Print, and Issue invoices Invoice Payment: Update issued invoices with payment details

100 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor Only accessible to GM role

101 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: Pending Quotes Quotes submitted for approval appear in the Pending Quotes –Locked for editing until approved or rejected –Click on the Quote to review it

102 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: Review Quote Review quote details –Use buttons to Approve, Reject, or Download as Excel

103 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: Pending SPOs SPOS submitted for approval appear in the Pending SPOs –Locked for editing until approved or rejected –Click on the SPO to review it –Scroll down to see total budget for each active style and review linked SPOs

104 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: Review SPO Review SPO details –Use buttons to Approve or Reject –Cancel Submission returns the quote for editing to Merchandiser (same as Reject)

105 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: Pending MRs MRs for > 105% of consumption and Store MRs (sale of stock, samples, etc.) appear in the Pending MRs dashboard –Locked for editing until approved –Click on the MR to review

106 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: Review MR Review MR details –Use buttons to Approve or Cancel –Approve allows Stores to issue the materials –Cancelling a request permanently closes the request – Stores or Factory must make a new request

107 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: Pending Invoices Invoices submitted for approval appear in the Shipping Invoice Approval –Locked for editing until approved or rejected –Click on the Invoice to review it

108 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: Review Invoices Review Invoice details –Use buttons to Print Preview, Approve, Reject or Cancel –Cancelling permanently closes the invoice – drop cannot be shipped

109 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: GRN Adjustments Mistakes on printed GRNs appear in GRN Adjustment Approval –Review printed Supplier Qty & Passed Qty vs. Corrected (New) Supplier Qty and Pass Qty –Check the box of each adjustment to approve or reject –Click Approve or Reject (GRN and inventory automatically adjusted on Approve)

110 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: Inv Adjustments Stock Take changes to Inventory in the warehouse appear in Review Inventory Adjustments –Review Old vs New qty, UoM, rate, etc. –Check the appropriate “Reason” box and click Approve or Reject (inventory automatically adjusted on Approve)

111 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: Resolve GDN/FRR Disputes Dispute = difference in shipped qty on GDN and received qty at factory –Update the GDN and FRR qty as appropriate –Check the appropriate “Reason” box and click Resolve (inventory automatically adjusted on Resolve)

112 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Supervisor: Resolve EMR Disputes Dispute = difference in returned qty from factory and received qty at Store –Change the Factory and Store qty as needed. –Check the appropriate “Reason” box and click Resolve (inventory automatically adjusted on Resolve)

113 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Recap: Supervisor Pending Quotes: Approve / reject new quotes for buyers Pending SPOs: Approve / reject new Supplier POs Pending MRs: Approve materials requests from store or from factory > 105% of consumption Shipping Invoice: Approve draft invoices for printing GRN Adjustment: Approve corrections to GRN mistakes Inv Adjustment: Approve changes in inventory in Stores GDN/FRR Disputes: Resolve discrepancies b/w Store & Factory EMR Disputes: Resolve discrepancies b/w Store & Factory

114 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! Reports OCR Report: Financials from Quote to Invoice for all accepted quotes in the system, with links to Quote details and Excel export Production Planning: Cut, Stitch, Button, etc. counts by style for all days in the planned TNA production calendar Planned Monthly Shipments vs Actual: List of drops by month showing FOB vs Actual Shipped Date and value with Excel export Planned Shipment vs Actual Summary: Pieces shipped by month and drops shipped / missed with variance and Excel export Supplier PO List: All supplier POs in the system by number, INR value, and style, split by Active (Open) and Inactive (Complete), with link to view SPO and Excel export Inventory Report: List of all design codes in inventory with changes over the last 30 days and Excel export Active Drop List: List of all unshipped drops with Production & TNA Status & link to view TNA plus Excel export Inventory Change Report: Net change month-on-month in Store qty for each design code Buyer PO List: List of all Buyer POs in the system, split by Active and Inactive, with links to view BPO

115 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PSA ERP Data Flow Diagrams

116 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PS Apparels ERP Data Flow 1 – Enquiry to Quote Enquiry comes in from Buyer Create / Edit Enquiry Create & Edit Quote Submit Quote for Approval Approved? Edit Quote Email Quote to Buyer Yes No Roles: Merchandising Supervisor

117 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PS Apparels ERP Data Flow 2 – Buyer PO to Supplier PO Buyer accepts quote Mark Quote as Accepted Auto- Generate Supplier POs Edit / Consolidate Get Best Price on SPOs Submit SPO for Approval Approved? Yes No Buyer rejects or cancels quote Cancel / Reject Quote Review & Update Buyer PO # and Drop Details Issue PO to Supplier Auto-Create Provisional BPO, Drop, & Production & TNA Records Print SPO as PDF Roles: Merchandising Supervisor

118 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PS Apparels ERP Data Flow 3 – Goods Receiving Materials delivered to Store by Supplier Inspect Goods & Determine Passed Qty Review & Print GRN & Debit Notes as PDF Auto-Update SPOs & Inventory Statement Auto-Update SPOs & Inventory Statement Review List of issued and un-Fulfilled Supplier POs Create GRN & Debit Note Roles: Stores

119 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PS Apparels ERP Data Flow 4 – Merchandiser Reviews Active Styles In Process Merchandiser reviews Status of ordered materials in the Supplier PO dashboard Or Quote Dashboard Merchandiser reviews Status of ordered materials in the Supplier PO dashboard Or Quote Dashboard Yes Check with Sampling Department Daily PPS & Trims Approved 100% Matls In-House? PPS & Trims Approved 100% Matls In-House? Generate MIS Buyer Review & update TNA Is Bulk? Yes No Chase Suppliers Materials on-track? Materials on-track? Merchandiser reviews each Active Drop No Update Buyer with status at appropriate frequency Roles: Merchandiser

120 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PS Apparels ERP Data Flow 5 – Factory Materials Request No Yes Review Materials Status & Update Production Details for each active Style (in Queue to produce) Need to Request Materials? Need to Request Materials? Auto-create new tracking record with revised status Request Materials from received Supplier matls and/or Dead Stock Review Inventory Details via Production Tracking Sales Sample or Bulk QA Approved & 100% Matls In House? Sales Sample or Bulk QA Approved & 100% Matls In House? Yes Size Set & Ready for QA Approval? Size Set & Ready for QA Approval? Get Factory QA to Approve Bulk QA Approved & 100% Matls In House? Bulk QA Approved & 100% Matls In House? Yes No Request Materials from available Dead Stock only Hourly Get Materials from local Factory Store Produce Style (Cut/Stitch/Etc.) offline Roles: Production QA

121 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PS Apparels ERP Data Flow 6 – Stores Materials Issuance Ship to Factory Yes No Select and View Materials Request from pending list Hourly Request can be Fulfilled? Request can be Fulfilled? Check Inventory & assemble Materials for Request Cancel Request & Inform Factory Create GDN Matl Request Status Auto- Updated offline Create Stock Adjustment Stock Take Print GDN as PDF Roles: Stores

122 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PS Apparels ERP Data Flow 7a – Receive Matls Materials received from store Find GDN in list & Create Factory Receiving Record (FRR) Inspect Goods & Submit FRR Qtys Print FRR Does FRR qty match GDN qty Does FRR qty match GDN qty Manager reviews dispute record and submits resolution Auto-create Dispute Record Adjust Qty in “Ready Stock” No Update MR Status Does MR need to be short closed? (i.e. part fulfilled is OK?) Does MR need to be short closed? (i.e. part fulfilled is OK?) MR Complete? MR Complete? Redirect to View MR Short Close (Update MR qty = GDN qty) Wait for next GDN No Yes Roles: Production Supervisor

123 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PS Apparels ERP Data Flow 7b – Production Consume Materials received Packing List Ready? Packing List Ready? Yes No Cut, Stitch, Button, etc. Update each active Drop’s Production Status w/ Latest Qtys Auto-update new tracking record with revised status Mark Drop as List Sent (removes Drop from Production Tracking List) Auto-Create Draft Excess Materials Return Record Send Packing List to Shipping Auto-Create Draft Invoice Update & Print Excess Materials Return as PDF Ship to Store Scan Active Styles Sweep Dead DC Qty to “Dead Stock” Scan Active Styles Sweep Dead DC Qty to “Dead Stock” Roles: Production

124 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PS Apparels ERP Data Flow 8 – Shipping & Invoicing Packing List Sent Prepare Other Shipping Documentation Check & Confirm Packed Cartons Print Invoice as PDF Ship to Customer Lookup Draft Invoice In Pending List Update Invoice Info & Submit for Approval (incl. Freight Charges) Approved? (Freight Charges OK?) Approved? (Freight Charges OK?) Ye s No Buyer offline Last Drop for Style Last Drop for Style Ye s Consolidate with other ready drops for this buyer address? Consolidate with other ready drops for this buyer address? Review OCR Report Ye s No Move drops to other invoice and cancel draft invoice record Lookup Pending Drops not yet Booked Mark Drop as Booked Book for Shipping Close to 15 days out Close to 15 days out Roles: Shipping Supervisor

125 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PS Apparels ERP Data Flow 9 – Excess Material Returns Store receives excess materials Store receives excess materials Lookup Excess Matls in Printed Queue Scan Active Styles Sweep Dead DC Qty to “Dead Stock” Scan Active Styles Sweep Dead DC Qty to “Dead Stock” Inspect Matls and update Passed Qty Mark Matls Return as Received Adjust Qty in “Ready Stock” Review Inventory Report Does Returned Qty match Passed Qty Does Returned Qty match Passed Qty Manager reviews dispute record and submits resolution Auto-create Dispute Record No Roles: Stores Supervisor

126 PSA ERP Training Manual 1.0 – Your Custom Garment Solution! PSA / ARX ERP Training Manual Version 1.0 9 Dec 2014 For more information, contact EDP edp@kel.psagroupindia.in edp@kel.psagroupindia.in or Matt Wennersten +91 95000 35312


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