Cost Entry for Non-Owned Factories By MIS Department
Page 2 Costing Workflow
Page 3 Costing of Finished Goods Purchase Orders FGPOs are the orders Jordache places to the factories that produce the garments Costing of FGPOs to Outside Contractors (non- Related Factories) located in Hong Kong is done by JIL (Company 89) Costing of all other FGPOs to Outside Contractors (non-Related Factories) is done by MG Macao (Company 20) NOTE: Some of the slides may have different color screens. All the screens you will see on RLM are in the BLUE color scheme (Skip to Main Menu)Skip to Main Menu
Page 4 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.
Page 5 Using the Cypress Creek System These are the primary 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 6 Enter your User ID and Password here Note: User ID and Password are assigned by MIS. The fields are NOT case-sensitive. Sign On
Page 7 Click the check (or hit the Enter key) to proceed Welcome
Page 8 Enter “20” in the Company field, or “89” if the factory is in Hong Kong If you don’t enter a Company or enter the wrong number, you will receive this error: Click OK Select Application Enter the application number for the menu or click the correct button in the menu at left
Page 9 Cost Entry Enter the Division Number, or click the icon to select a Division Enter “99” to see orders from all Divisions that need to be costed
Page 10 Cost Entry: Select Division Double-click on a division, or single- click and click the icon
Page 11 Cost Entry: Select Account Enter the Customer Account #, or click the icon to select from a list… If selecting, click on the appropriate arrow button to enter the Customer information you have Account numbers are: 1 for Jordache 3 for Ditto 9 for Directions Studio
Page 12 Cost Entry: Select Account by Name Select the Account from the list or… …type in the first letter(s) of the Account name and hit the Enter key to search the list. Double-click on a name, or single- click and click the icon
Page 13 Cost Entry: Select by User PO Number To search by User PO #, Enter the User PO # here or click the icon to select from a list…
Page 14 Cost Entry: 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
Page 15 Cost Entry: Display Orders To see all orders, click “Display Orders for All Accounts” without making any entries
Page 16 Display FGPOs Requiring Costs A list of all orders requiring costs appears. Costs that have been approved are not visible Click “Display All Orders” to view the list including approved and rejected orders
Page 17 Display FGPOs Requiring Costs Right-click on the line of the order you want to cost A menu appears. Select “Update Cost”
Page 18 The Cost Sheet: Description The cost sheet contains entry fields to allow for the costing of various parts of the production process, as well as to identify information required to import the goods to the United States The sections are as follows: –Exchange Rate –Fabric –Pocketing –Cut and Make –Sewing Trim –Embroidery & PR Finishing Trim –Hanger Charge –Quota # –Ex. Trim Freight –Totals and Variances
Page 19 Cost Sheet Entry: The Cost Sheet Click into a field to enter or change a value Make sure the header information is correct Scroll down to continue entering the cost
Page 20 Cost Sheet Entry: The Cost Sheet In this view you can use the “Opt” column to add or edit lines The “Opt” values are listed here: There is also F to duplicate a line
Page 21 Cost Sheet Entry: The Cost Sheet To see the cost sheet by section with column headings, click “Alternate Entry Mode”
Page 22 Cost Sheet: View Headings At any time you may click this icon to refresh the calculations Change the exchange rate if necessary Hit the Back button (F2) to return to the original entry mode
Page 23 Cost Sheet: Fabric Click the double arrow to scroll down to the next section You may enter values in the first and second columns. Update Allowance % only in Allowance rows. Cost/Gmt and Cost/Dz are calculated by the system
Page 24 Cost Sheet: Pocketing
Page 25 Cost Sheet: Cut and Make Enter the Cost per Dozen for only ONE type of cut and make
Page 26 Cost Sheet: Sewing Trim
Page 27 Cost Sheet: Embroidery/Finishing
Page 28 Cost Sheet: Total Trim
Page 29 Cost Sheet: Hanger Charge
Page 30 Cost Sheet: Factory Cost Rounding Var is a system field – do not enter any value Click here to (re)calculate the Factory Cost
Page 31 Cost Sheet: Quota
Page 32 Cost Sheet: Air Freight
Page 33 Cost Sheet: Factory Cost Click “Final” to finalize the cost sheet and send it to NY for approval
Page 34 Cost Sheet: Total FOB
Page 35 Default Vendor Markups For your information, the default markups are as follows: MGO/MGM – 10% MG for DS – 5% MKLEN (AIHL) – 17% JIL – 0% KMS Designs – 0% Note that you may edit the markups if necessary and approved by your manager.
Page 36 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
Page 37 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
Page 38 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
Page 39 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
Page 40 Checking 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
Page Documents Checklist
Page 42 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”
Page 43 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
Page 44 OPA Verbiage Maintenance For a 2005 PO, you should have Iron Will in the Agent Field. For a 2006 PO, you should use MG/JIL/AIHL 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 45 What Happens Next If you finalized the cost sheet, the Production Coordinator in NY will review and either Approve or Reject it –If Approved, costing is finished –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 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
Page 46 Appendix (click to jump to a section) Searching for a cost sheet by User PO # Revising a Cost Sheet Printing Approved OPAs and Contracts
Page 47 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
Page 48 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
Page 49 Select Division Double-click on a division, or single- click and click the icon
Page 50 Select Account Enter the Customer Account #: 1 for Jordache 3 for Ditto 9 for Directions Studio Enter the User PO # here or click the icon to select from a list…
Page 51 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
Page 52 Select by User PO Click OK (Enter key)
Page 53 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
Page 54 Cost Sheet Inquiry Once the cost sheet has been finalized, searching for it will automatically bring you to this Inquiry screen – you cannot edit the cost here If you need to change the cost, you must contact NY and have the cost sheet Rejected
Page 55 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
Page 56 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”
Page 57 Check Comments on Rejected Cost Click here to see comments and instructions entered by the Production Coordinator
Page 58 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
Page 59 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
Page 60 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
Page 61 Update Revision Reason Click the icon to select a Revision Reason
Page 62 Select Revision Reason Double-click on a row, or single-click and click the icon
Page 63 Update Revision Reason Click the Update button to submit You may change or add to the Description text CC Change Price (User Action)
Page 64 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 Vendor Manager and sent to the Factory Start by searching for the Cost Sheet by User PO #searching for the Cost Sheet by User PO #
Page 65 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
Page 66 Printing Approved OPAs and Contract(s) Right-click on the PO line to access the selection menu Select OPA Print
Page 67 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
Page 68 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
Page 69 Printing Approved OPAs and Contract(s) “Reports Submitted” appears Click Return (F2)
Page 70 Printing Approved OPAs and Contract(s) Click OK to submit The popup remains – this time for Amendments (if you selected that option)
Page 71 Printing Approved OPAs and Contract(s) “Reports Submitted” appears Click Return (F2)
Page 72 Printing Approved OPAs and Contract(s) “Reports Submitted” appears on the main OPA print window Click Return (F2) to close the popup