psa / arx erp

PSA ERP Training Manual 1.0 – Your Custom Garment Solution!

PSA / ARX ERP

Training ManualVersion 1.0 9 Dec 2014

For more information, contact EDP [email protected]

or Matt Wennersten +91 95000 35312

mailto:[email protected]




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


Login via Web Browser• Open http://www.psagroupindia.in/erp

(Kelambakkam, Guindy, or Cuddalore) • Open http://www.psagroupindia.in/arx (MEPX) • Enter the username and password give to

you by your administrator• Click Log in!

http://www.psagroupindia.in/erp

http://www.psagroupindia.in/arx


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


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


User Roles• Each user account has an assigned role

(GM, Sales, Shipping, Production, etc.)• Your role determines which menus you see


Merchandising


Merchandiser Menu• Use “Enquiry & Quote” to create new style

quotes or manage existing quotes


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


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)


Edit Quote: Update Quote Details• Use the form to update the Quote details, submit

for approval, and add, edit, or delete line items


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


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


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


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


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


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


Buyer PO: Adjust values as needed• Edit PO Number, Payment Terms, etc.• To adjust # of Pieces, edit the Drop


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)


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


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


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


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


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


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


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


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


Submit Supplier PO for Approval• Once the SPO is ready, submit for approval

– SPO is read-only unless rejected by the supervisor


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


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


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


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


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


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


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


Update TNA• Input dates as appropriate and save updated

values– Status is re-calculated automatically on save


Generate MIS• TNA contains a link to automatically create a draft

MIS– Click to download and edit in Excel


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


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


Stores


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#


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


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


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


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


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


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


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


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


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


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


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)


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


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


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)


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


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


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


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.)


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


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


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


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.


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


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


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


Production & QA (Factories)


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


Factory: Update Production Status• Edit factory, PPM Date, Tech Pack, Qty cut, etc.

– Click “Update production” when complete


Factory: Update Production Status• Production & materials status recomputed automatically each

update– Note: QA Approval is managed separately


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


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


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


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


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


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


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


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


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


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


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%


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


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


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


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


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


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


Shipping


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


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


Shipping: Edit Invoice• Update Invoice details using the form

– Key any additional details in the Additional Info box– Update Invoice to save


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)



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


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


Shipping: Edit Invoices• Print Invoice generates a Final Invoice number

and PDF• Use Reopen Invoice to make further changes

– (Must resubmit for approval)


Shipping: Edit Invoice• Invoices are not “official” until Marked As Sent

– Once printed, click Mark as Sent button to issue


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


Shipping: Update Payment• Key in Paid Date, Amount, Exchange Rate, and bank

details– Once saved, details cannot be adjusted


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


Supervisor

Only accessible to GM

role


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


Supervisor: Review Quote• Review quote details

– Use buttons to Approve, Reject, or Download as Excel


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


Supervisor: Review SPO • Review SPO details

– Use buttons to Approve or Reject– Cancel Submission returns the quote for editing to

Merchandiser (same as Reject)


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


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


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


Supervisor: Review Invoices• Review Invoice details

– Use buttons to Print Preview, Approve, Reject or Cancel– Cancelling permanently closes the invoice – drop cannot be

shipped


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)


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)


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)


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)


Recap: SupervisorPending 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


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


PSA ERP Data Flow Diagrams


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


PS Apparels ERP Data Flow 2 – Buyer PO to Supplier POBuyer

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


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 &

InventoryStatement

Review List of issued and un-

Fulfilled Supplier POs

Create GRN &

Debit Note

Roles: • Stores


PS Apparels ERP Data Flow 4 – Merchandiser Reviews Active Styles In Process

Merchandiser reviews Status

of ordered materials in the

Supplier PO dashboardOr Quote

Dashboard

Yes

Check with

Sampling Departme

nt

Daily

PPS & Trims Approved

100% Matls In-House?

Generate MIS

Buyer

Review & update TNA

Is Bulk? Yes

No

Chase Suppliers

Materials on-track?

Merchandiser reviews each Active Drop

No Update Buyer with status at appropriate frequency

Roles: • Merchandiser


PS Apparels ERP Data Flow 5 – Factory Materials Request

NoYes

Review Materials Status & Update

Production Details for each active

Style (in Queue to produce)

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?

Yes

Size Set & Ready for QA

Approval?

Get Factory QA to

Approve

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/Et

c.)

offline

Roles: • Production• QA


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 beFulfilled?

Check Inventory & assemble Materials for

Request

Cancel Request & Inform Factory

Create GDN

Matl Request Status Auto-

Updated

offlineCreate

Stock Adjustme

nt

Stock Take

Print GDN as

PDF

Roles: • Stores


PS Apparels ERP Data Flow 7a – Receive MatlsMaterials 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

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?)

MR Complete?

Redirect to View MR

Short Close

(Update MR qty = GDN qty)

Wait for next GDN

No No

Yes

Roles: • Production• Supervisor


PS Apparels ERP Data Flow 7b – ProductionConsume Materials received

Packing List Ready?

Yes

NoCut, 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”

Roles: • Production


PS Apparels ERP Data Flow 8 – Shipping & InvoicingPacking List Sent

Prepare Other

Shipping Documenta

tion

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?)

Yes

No

Buyer

offline

Last Drop for Style

Yes

Consolidate with other ready

drops for this buyer address?

Review OCR

Report

Yes

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

Roles: • Shipping• Supervisor


PS Apparels ERP Data Flow 9 – Excess Material ReturnsStore receivesexcess

materials

Lookup Excess Matls in Printed Queue

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

Manager reviews

dispute record and submits resolution

Auto-create

Dispute Record

No

Roles: • Stores• Supervisor


PSA / ARX ERP

Training ManualVersion 1.0 9 Dec 2014

For more information, contact EDP [email protected]

or Matt Wennersten +91 95000 35312




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