PSA / ARX ERP

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

2. 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) • Javascriptmust be enabled • Tools…Settings

3. 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!

4. 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. 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. User Roles • Each user account has an assigned role (GM, Sales, Shipping, Production, etc.) • Your role determines which menus you see

7. Merchandising

8. Merchandiser Menu • Use “Enquiry & Quote” to create new style quotes or manage existing quotes

9. 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. 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. Edit Quote: Update Quote Details • Use the form to update the Quote details, submit for approval, and add, edit, or delete line items

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

19. 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. 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. 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. 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. 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. 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. 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. 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. 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. Submit Supplier PO for Approval • Once the SPO is ready, submit for approval • SPO is read-only unless rejected by the supervisor

29. 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. 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. 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. 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. 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. 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. 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. Update TNA • Input dates as appropriate and save updated values • Status is re-calculated automatically on save

37. Generate MIS • TNA contains a link to automatically create a draft MIS • Click to download and edit in Excel

38. 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. 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. Stores

41. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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