page 1 cost entry for owned (related) factories by mis department

Cost Entry for Owned (Related) Factories

By MIS Department

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)

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.

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)

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

Click the check (or hit the Enter key) to proceed

Welcome

Click OK

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

Cost Entry

Enter “99” to see orders from all

Divisions that need to be costed

Click “Display Orders for All Accounts”

(F10 key)

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

Display FGPOs Requiring Costs

Right-click on the line of the PO you

want to cost

A menu appears. Select “Update

Cost”

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

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

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

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

Enter Fabric Description

Click on a line and type the description

Click OK to return to the cost sheet

Cost Sheet Entry: The Cost Sheet

To see the cost sheet by section

with column headings, click “Alternate Entry

Mode”

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

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.

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.

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 ($/m2) to cost per square yard ($/yd2)

Cost Sheet: US Fabric (skip)

Do nothing on this screen. Continue to the next screen

Cost Sheet: Factory Fabric

If the Factory is supplying fabric or trim, enter the

PX/YD and Utilization Per Piece

Cost Sheet: Factory Pocketing

Notice that the columns are now Unit Cost and

Qty/Gmt (Quantity/Garment)

Cost Sheet: Sewing Trim

Cost Sheet: Finishing Trim

Cost Sheet: Finishing Trim (continued)

Cost Sheet: Total Trim

You may click here to (re)calculate the

costs

Unit and Dozen totals appear here

Cost Sheet: Embroidery

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

Cost Sheet: Labor & Overhead (continued)


costs

Unit and Dozen totals appear here

Cost Sheet: Total Labor & Overhead


costs

Cost Sheet: Wash Section

Enter only the Qty/Gmt in this

column

Cost Sheet: Dry Processes

Enter only the Cost/Gmt in this

column

Cost Sheet: Factory Cost

These values are calculated by the system when you click the Calculate

button

Cost Sheet: Profit / Quota

Profit values are calculated by the

system. Enter Quota and Freight cost per

garment, if applicable

Cost Sheet: Total FOB

Rounding Var is a system field – do

not enter any value


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)

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

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


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

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 it

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

• 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.

Documents Checklist

2005-2006 Documents Checklist

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”


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


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)

Subcontractor 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.

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 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

Appendix

(click to jump to a section)

• Searching for a cost sheet by User PO #

• Revising a Cost Sheet

• Printing Approved OPAs and Contracts

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

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

Select Division

Double-click on a division, or single-click and click the

icon

Select Account

Enter the Customer Account #:

3 for JRA Yucatan (Ditto)7 for MKLEN8 for all other factories

Select by User PO Number

Enter the User PO # here or click the

icon to select from a list…

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

Select by User PO

Click OK(Enter key)

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

Note: When you finish revising a Rejected cost sheet, you must update the revision number. Continue with the next slide

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)

• 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

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”

Check Comments on Rejected Cost

Click here to see comments and

instructions entered by the Production

Coordinator

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

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

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

Update Revision Reason

Click the icon to select a Revision

Reason

Select Revision Reason

Double-click on a row, or single-click

and click the icon

Update Revision Reason

Click the Update button to submit

You may change or add to the Description

text

CC

Change Price (User Action)

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 #

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


Right-click on the PO line to access

the selection menu

Select OPA Print


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


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


“Reports Submitted”

appears

Click Return (F2)


Click OK to submit

The popup remains – this time for Amendments (if you selected that

option)


“Reports Submitted”

appears

Click Return (F2)


“Reports Submitted” appears on

the main OPA print window Click Return

(F2) to close the popup

page 1 cost entry for owned (related) factories by mis department

Documents

ok slide

screen return

visible click

update cost slide

cost entry

main menu slide

main screen ok

mis department slide