developed by ADM Computers in Clothing

1
Demo Help Manual or Continuous presentation for
familiarisation 1. If you would like a
continuous demo, select Slide Show from
tool bar, then View Show. 2. To view any item
select Edit and then Find. Enter the item
you would like help on. Repeat for further
references of this item.
2
Contents 1. Introduction
Frame
4 2. Costing Sheets
Frame 15 3. Directory Client
Information Frame 53 4. Initialise
Colours, Currencies, Size Ranges, etc
Frame 59 5. Customer Sales Orders Enter,
Examine, Reports Frame 67 6. Material
Evaluations For Sales Orders Frame 86 7.
Dockets Enter, Examine, Receive, Reports
Frame 95 8. Material Stocks Frame
116 9. Material Orders Enter, Examine,
Receive, Reports Frame 132 10. Garment
Stocks Frame 141 11.Invoicing,
Despatching Frame 142 12.Critical
Path Frame 148 13.Accounts Frame 152
3
Welcome to G-MATE ---- The software package
specifically designed for the Clothing
Trade ---- The multi-award winning software
package for functionality, innovation and
advanced programming technology. ---- Developed
in Visual C (the most advanced Programming
Language) ---- Using Raima, reportedly the
fastest database in the world. ---- Displayed in
the large maximised screens
4
In 1999 G-MATE has been awarded two first
prizes 1. The Oxford Guardian Business
News Software of the Year 1999 Award 2. The
Northampton Journal For Innovation and
Functionality
5
G-MATE - HINTS FOR THIS DEMO This
demonstration is self running. You can sit back
and relax and let the computer guide you through
the functions of G-MATE whilst listening to some
music specially adapted for you by ADM. However
you can speed up the demo by clicking on the
right arrow at the bottom line of any
frame. This takes you to the next frame. Or you
can go back one frame. Simply click on the left
pointing arrow at the bottom line of
any frame. To stop the demonstration simply press
Escape.
6
The length of this demonstration will be about
one hour and 30 minutes depending as to whether
you speed it up or slow it down as it
progresses. There are 180 frames in total to be
viewed and the default time allowed is 30 seconds
per frame. Please take your time over this
demonstration as it can have enormous
implications on the way your business can
change. If at any stage you are bored with the
music, you can lower it down or switch it off.
7
Who are ADM Computers in Clothing Ltd ? Before we
proceed with a full demonstration of G-MATE it is
worth noting a few words about ADM Computers in
Clothing Ltd and its Development Philosophy. ADM
was formed in 1982 to develop Computer Software
for the Clothing Trade. ADM have since then kept
their tradition and have not diversified in other
areas simply because ADM believe that the
Clothing Trade is a very specialised field that
needs the full and committed efforts of all ADMs
development team - Computer Programmers and
Analysts. One of the reasons that we claim that
G-MATE, our Software that we developed with so
much dedication and affection, is the World
Leader in its type of Software for the Clothing
Trade, is the fact that we have never charged any
customers for requests to add further functions
to G-MATE. We always look at such requests with
keenness and treat our Customers as our
Consultants. Together we form a team. We believe
that G-MATE will never finish, because our
customers will always have new requests for
functions to help them even more.
8
Points of contact for ADM Address 50 Oakwood
Avenue, London N14 6QL United Kingdom Tel
(00 44) (0) 181 882 2281 Fax (00 44) (0)
181 882 4653 E-Mail sales_at_adm-computers.com We
b Site www.adm-computers.com
9
A few initial words about G-MATE G-MATE is an
integrated and comprehensive Computer Software
Package that caters for the requirements of a
Clothing Company. The nucleus of G-MATE is the
Costing Sheet. We shall see later why we have
designed it this way. G-MATE allows the user to
enter a Customer Order in different styles,
colours and sizes. This information is used to
create a Docket or Factory Order. This is the
normal route for wholesalers who do not use a
Costing Sheet. For those Companies that use a
Costing Sheet, it is advised that the Costing
Sheet is completed before proceeding to the
Docket. Issuing the Docket adjusts the material
stocks. When a Docket is completed, this is
received into Stock. The Despatch Note can then
be issued which allows the Invoice to be issued
from the Despatch Note data. Issuing a Despatch
Note reduces the Garment Stock. Issuing the
Invoice automatically updates the Sales Ledger
and the Nominal Ledger. Receiving money against
an Invoice updates the Cash Book. Banking
includes full Reconciliation. The Critical Path
together with other reports ensure that users are
fully aware of the progress of an Order and of
any delay problems.
10
Some features of G-MATE Costing Sheet - has been
described as the most comprehensive
anywhere Order Processing and Collation of small
Orders Material Evaluation for individual or a
group of Sales Orders Dockets - Delivery to
stocks, Debit Notes, Factory Payments, extensive
reports Material Orders - Multi Currency,
Delivery to Stocks, extensive reports Material
Stocks - Roll Lengths, Batch Numbers,
Composition, Width, Weight Garment Stocks -
Allocated and unallocated, 999 Warehouses (999
locations each) Despatching - adjusts garment
stocks Invoicing - based on numbers despatched,
linked to Accounts, extensive reports Critical
Path - With double date entry, no limit to
Critical Paths or Jobs Full Accounts - Sales
Ledger, Purchase ledger, Nominal Ledger, Cash Book
11
Some further features of G-MATE Photos and
Sketches Graphical Reports - Histograms, Pie
Charts, etc Bar Coding - work tickets, fabric
rolls, garments Speech Recognition Faxing of
Documents Auto Telephone Dialling E-Mailing Web
Site Access for promotion of your Products ODBC -
for linking to other external programs
12
IMPORTANT INFORMATION. PLEASE READ THIS
CAREFULLY During this demonstration, we may show
you some Functions that may not be relevant to
your Business. Please note that if you do not
normally use these functions, just ignore them
within G-MATE. G-MATE is like a radio. Most
radios allow you to tune into hundreds of
stations normally you tune into 2 or 3
stations. Please do not get the impression that
because of its comprehensive functionality,
G-MATE is a complex or difficult system to use.
On the contrary G-MATE is extremely simple to use
and extremely easy to learn to use. In 1989
G-MATE was awarded the First Prize as the most
user friendly Computer Software Package.
13
IMPORTANT - CONTINUED
To illustrate the fact that G-MATE can work with
very little input, it is enough to say that the
Costing Sheet Information entered for each style
by some Wholesalers is limited to the Style
number, a short description, and the buying and
selling prices. They enter no information on
materials, on making instructions, or any other
details so essential to some other
manufacturers. However, to obtain the best
possible information from the G-MATE reports,
that will provide the guidelines to enable you to
run your business smoothly, then you will have to
enter the relevant information at the various
screens.
14
THE COSTING SHEET We will start our
demonstration with the Costing Sheet as we have
made it the centre of the G-Mate system. Other
modules access information from the Costing
Sheet. All the other modules interface with the
costing sheet and share information that has been
entered in the Costing Sheet.
15
STYLE SPECIFICATION Every Style can be specified
by a number or by letters or a combination of
numbers and letters. This can be up to 12 digits
long. Furthermore a variation of 8 digits long
can also be used. A description of 20 characters
long also forms part of the Style
specification. Each Style can belong to any type
of garment as specified in the initial setting
up. For example a style can be specified as
Blouse,Skirt, etc. Each Style can also belong
to a Brand. Reports can group together Styles of
a particular Type and of a particular
Brand. Obviously when taking Orders the Style can
also be specified by any colour and size. It can
also be given a line number.
16
The next Menu displays a Costing Sheet of a
Style. The first part specifies the Style,
including the default Size range. The Year of
marketing the product is displayed as well as the
actual design date. The Season/s can be viewed
within the CN Code Menu together with other
relevant information. The grading value is used
to evaluate the true amount of material required
for any Order independent of the number of
garments and the size range for which the order
is taken. Thus if an Order is based on sizes
10,12,14 the costing will be different than if
the Order was based on sizes 10,12,14,16,18.
G-MATE uses the Grading value to interpret the
correct costing for all size ranges.
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18
G-MATE - HINTS FOR THIS DEMO This
demonstration is self running. You can sit back
and relax and let the computer guide you through
the functions of G-MATE whilst listening to some
music specially adapted for you by ADM. However
you can speed up the demo by clicking on the
right arrow at the bottom line of any
frame. This takes you to the next frame. Or you
can go back one frame. Simply click on the left
pointing arrow at the bottom line of any
frame. To stop the demonstration simply press
Escape.
19
G-MATE - HINTS FOR THIS DEMO This
demonstration is self running. You can sit back
and relax and let the computer guide you through
the functions of G-MATE whilst listening to some
music specially adapted for you by ADM. However
you can speed up the demo by clicking on the
right arrow at the bottom line of any
frame. This takes you to the next frame. Or you
can go back one frame. Simply click on the left
pointing arrow at the bottom line of any
frame. To stop the demonstration simply press
Escape.
20
MATERIAL REQUIREMENTS The word Material in
G-MATE does not mean Fabric. In fact the word
material in G-MATE means all materials that are
used to make up a Garment, such as fabric,
lining, buttons, zips, labels, tickets, hangers,
etc. The second section of the Costing Sheet
displays a list of all the materials required to
make up one garment. As more than one type of
fabric may have to be used, the first column is
used to specify what each fabric is used for. For
example Contrast, Sleeves, Collar, etc. To
select such an item from a list simply double
click (or use F7) in this column. A number can
also be entered to select. These numbers are
displayed in the pop up menu (F7).
21
Material Requirements - Continued The second
column in this section displays the type of
material used, such as Fabric, Lining, Buttons,
Zips, etc. When entering this information, the
user can double click (or use F7) in this column
and a drop down menu displays all the options. A
number can also be used to select the Type of
material required. If one, two or three letters
corresponding to the Type are entered in the
Column before double clicking, then the search
starts with those letters entered. If the user
wants to enter a new type of material from this
drop down menu, the user can do so by selecting
the button Enter New. The third Column displays
the Code of the Material used. This Code can be
selected by double clicking (or F7). If a new
Code needs to be entered, the user can do this.
Because of the large number of Codes that may be
available for such materials, the selection
process can be done through the use of ?. For
example ?KP? will list all the materials whose
second and third character in the Code are KP.
22
Material Requirements - Continued The drop down
menu containing the material information displays
not just the Code and description of the material
concerned, but also in which warehouse and
location it is normally stored. It also displays
the price as well as the present physical stock,
the amount on order and the amount
allocated. Double clicking on one of the
materials displayed, a new menu appears which
provides the information concerning the
Properties of the material as shown on the
following slides. The user could also look at
the Construction details of the Fabric as well as
the Costing Sheet of the concerned fabric if such
requirements exist. Obviously for users not
concerned with such details, the data
corresponding to these options would not have
been entered and the menus would not contain any
detail when activated. In G-MATE you only use
what you need- not more.
23
Material Requirements - Continued If we try to
enter a Code which has not been previously used,
G-MATE warns us that this Code does not exist and
asks us if we would like to enter it. If we say
that we would like to enter it, a menu appears
which allows us to enter the relevant information
concerning this mew material. All the information
entered at this stage is passed onto its stock
card which is created simultaneously. From within
this menu you can, if you wish, enter all the
details that are used within the stock card, or
some of these details can be entered at a later
stage. Note that if the colour of this new
material is new, you can also enter the new
colour from the same menu. You even have the
facility of entering a new supplier (with all the
supplier details, if available) from this menu,
if the supplier of this material had not been
entered previously in the suppliers directory.
24
Material Requirements - Continued The entry of a
new material from within the Costing Sheet is
very important, as some companies actually create
their initial Stock Card information at the time
of creating the Costing Sheet for a new
style. However the fact that you can enter so
much new information from within one G-MATE menu
is probably unique. To elaborate further on this
issue please note that you are in the Costing
Sheet menu probably entering the information on a
new style. Whilst in this menu you decide to
enter a new code for say a new fabric. Whilst
entering the new code for the fabric you may have
to enter a new colour number for this fabric
(G-MATE allows you to do this). You then realise
that the supplier of this fabric is new to the
system. G-MATE allows you to enter this new
supplier with as much information as you may have
in hand at the time. Whilst entering this fabric
you may want to enter full information on this
fabric such as composition, width, weight, etc.
You can do all this - and still you are in the
Costing Sheet menu. You dont have to come out of
it. This we believe is unique in Computer
Software Development.
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Material Requirements - Continued The column
following the price of the material concerns the
quantity of the material required for one garment
- the costing. The product of the costing and the
price is shown in the last column as the cost for
that material. The total cost of all the material
requirements is displayed on the first line of
the lower section of the Costing Sheet as Total
Material Cost. Some users include within the
material list other items such as transport and
other similar costs that concern individual
garments. The items included in the material list
as non-stock items, can be highlighted in
grey-brown colour in the colour column. By
specifying these as non-stock items, G-MATE will
not try to adjust the stock levels when issuing a
docket. This marking can be done by double
clicking the Non Stock button.
28
Material Requirements - Continued If we double
click (or press F7) over the supplier name we get
the Directory information for that supplier as
shown in the next menu. This gives us full
information for that supplier including telephone
number, contact people etc. We do this if we
need to discuss something with the supplier. If
we asked the supplier for a better price, we can
enter the new price under the price column and we
can immediately see the effect on the final
selling price or on the profit margin. Notice
that by doing this, the original price on the
stock card is not changed, as this might only be
an enquiry. If however, the supplier were to
offer us a wider fabric compared to the standard
width, we can investigate the effects of this
width on our price and profit margin. To do this,
we double click on the Width button. This
brings up the present cloth width and enables us
to enter the proposed cloth width.
29
Material Requirements - Continued Within the
colour column you will notice that some items
are highlighted in Yellow. This indicates that
the particular item that has been highlighted is
a dyed to match (activated by the DTM button)
item, i.e. the colour of this item always matches
the colour of the main fabric. This is a very
important aspect, as G-MATE will automatically
evaluate material requirements (before or during
the issuing of the docket) based on this
criterion. The user does not have to make
allowances after taking an order in say 6
colours, for the fact that the lining for
example for each colour is the same colour as
that of the main fabric. G-MATE however goes even
further than this. For some styles, only one
colour is used for the main fabric but use a
contrast or embroidery or some other aspect of
the garment to specify the colour of the garment.
For example a blouse may use white fabric as the
main fabric but have a pocket in different
colours. The colour of the garment can then be
specified by the pocket colour.
30
Material Requirements - Continued This
specification of the Garment colour by a
secondary fabric rather than by the primary
fabric has to be taken into consideration by the
docket module as well as the materials evaluation
module before the docket. The full details of
such a requirement can be entered by double
clicking on the Combinations button. This menu
allows the user not only to specify the main
colour of the garment, but also allows the user
to specify any other choice of trimmings if the
first choice is out of stock. This will become
apparent through the studying of the
Combinations Menu.
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32
A NEW LOGISTICAL APPROACH Through G-MATE, you
are given the option of utilising a new
Logistical approach in running your Business
which can greatly improve efficiency and
productivity. For example, by adopting the
Costing Sheet as the Nucleus of information that
can be used by later Modules such as Order
Processing, Dockets, Despatching, etc., the user
has got the option of entering on the Costing
Sheet information such as for example the
instructions or notes that have to appear on the
docket at a later stage. The notes are also
available within the Orders Module including the
Reports. The significance of entering the
information on the Costing Sheet is that this can
be done at any time after the completion of the
design, and anyway months or at least weeks
before the issuing of the docket. This means that
such information is not entered under pressure.
It is well known that many dockets are issued
whilst the lorry is being loaded. The chances of
making mistakes under pressure are much higher
than when not under pressure.
33
A New Logistical Approach - Continued There are
other added advantages of using the Costing Sheet
as the Centre of information. There may be
repeats of the same Style. Some Companies do this
as a matter of routine. Some others dont. But
even those that dont normally have repeats, do
occasionally get repeats. There is no reason as
to why a user has to enter the information every
time a docket is issued. Furthermore the
instructions are frequently the same or similar
for a number of Styles. All the user has to do,
is to copy over the instructions or notes from
the other Style and then modify them if
necessary. This normally takes seconds rather
than minutes, and furthermore reduces the
possibility of errors. Thus the emphasis is
shifting from the Docket to the Costing Sheet.
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35
IT IS IMPORTANT TO NOTE THAT AS MENTIONED
PREVIOUSLY, G-MATE CAN OPERATE WITH VERY LITTLE
INPUT This demonstration is aimed to show the
numerous functions available within G-MATE. Not
many users use all these functions. But unless
we show them all in a demo, we will fail in our
effort to show the enormous number of functions
available to those that need them. G-MATE IS
EXTREMELY SIMPLE TO USE!
36
Financial aspects of the Costing Sheet The lower
part of the Costing Sheet Menu displays the total
material cost followed by the cost of making and
then by the overheads and contingency. The total
of these 4 items is the Total Manufacturing Cost.
Adding the Profit Margin to this gives us the
Selling Price. G-MATE allows the user to modify
either the Selling Price or the Profit Margin
(either the percentage value or the absolute) to
achieve the required result. Thus one could set a
standard percentage Profit Margin as a default,
but then later modify the Selling Price to see
the corresponding Profit Margin. This is very
common in a session with a large customer
especially those that insist in working from an
open Costing Sheet. The last item that is
manually selected is displayed with a yellow
boundary. This means that should any other values
change, e.g. the making price, then the value in
the yellow boundary does not change. The other
values change to suit this fixed value.
37
Financial Aspects - Continued G-MATE allows the
entry of three more prices that can be viewed
later in the Orders Processing module. These
Prices are labelled as Large, Medium and Small.
The user can interpret these in any way desired.
For example it could refer to Large, Small and
Medium Sizes of Garment or to Large, Medium and
Small size of Client (potential Sales). The value
of these items can be seen in any other Currency.
By double clicking on the Currency Button, a user
can select any Currency to display the
corresponding values. As shown in the following
menu, the Currency menu provides details of the
buying and selling rates and the date and time
that they were last changed. The user can at this
stage change the rates to reflect the latest
market prices (assuming that the users pass word
allows such changes).
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39
Other Functions relating to the Costing Sheet One
of the buttons at the bottom of the Costing Sheet
Menu, is described as Composite. This is a menu
that allows the specification of a Style as a
composite of a number of other Styles. This is
used for example in the case of a suit where the
Style number relates to the suit, but the suit
itself is made up of say a jacket, a trouser, a
waist coat, a tie, a handkerchief, etc. This
allows the receiving of an Order and the issuing
of an Invoice in one Style but the making through
a docket to be in a number of separate styles,
each one corresponding to the separate items
making up the suite. This is specially useful to
Uniform Manufacturers where one could for example
specify a Style LUFTHANSA, Variation PILOT
and within the composite menu to specify the
various items making up a pilots uniform, e,g. 4
jackets, 6 trousers, 12 shirts, 4 ties, 2 caps,
12 vests, 12 pants, 12 pairs of socks, 12
handkerchiefs, etc. Note that G-MATE also offers
the facility of the address of individual pilots
(for customer Lufthansa, delivery address
Berlin Office, subset of the delivery address
the list of individual pilots).
40
Other Costing Sheet Functions - Continued The CN
Code button brings up a menu which allows the
entry of the CN Code for VAT Intrastat
evaluations. The Reference field can be used to
enter similar information for other Trading
Alliances such as the North America Trade
Federation, etc. The Flags are used to enter
information such as for example the Commodity
Code which is used for specifying the garment
code when sending dockets from within the
European Union to be made in Countries outside
the European Union. Also specified in this menu
are the Seasons for which this Style is normally
aimed for. A user can flag one or more Seasons
for any Style.
41
Other Costing Sheet Functions - Continued By
double clicking the Operations button we get a
list of operations appropriate to this style. If
for example, the garment is made overseas typical
operations would be unpacking, quality control,
pressing, hanging, bagging, etc. If however the
garment is made in our own factory the operations
might be fabric laying, marking, cutting, sewing
front, sleeves, collars.button holes,
overlocking, pressing, quality control, etc This
information is passed over to the relevant module
for producing the bar coded work tickets. For
many users the operations are not relevant and
the Operations button is never called.
42
Other Costing Sheet Functions- Continued Double
clicking on the Copy From button allows the
information from an existing style to be copied
onto a new style. This is an extremely useful
function as it reduces the amount of time to
enter the information into G-MATE by a phenomenal
amount. The copy function is a very common
function within G-MATE in other modules as well.
For example you can copy over an existing Order
into a new Order, or an existing Docket into a
new Docket. Furthermore the copy facility is
available for copying over part of the
information, such as for example as we saw in the
Instructions menu, we can copy the instructions
from an existing style into a new style. This
copy facility is extremely useful for copying
over Notes for material Orders, especially in the
case of repeat orders of tickets, labels, etc
where the instructions are extensive and need to
be precise to eliminate confusion.
43
Other Costing Sheet Functions- Continued To
enable the correct sequence in the listing of the
materials in the materials section of the Costing
Sheet, G-MATE provides two important editing
tools. The first tool is activated by the
Insert Line button and as it name implies a
space is created in the list at the line pointed
by the cursor. For example if we decide that we
need a second type of button, instead of adding
the second button at the end of the list, we
point at the position of the existing button and
we click the Insert Line button. This moves all
materials down the list by one line into which we
can enter the information on the new button. The
other tool is the Delete Line which allows us
to delete a complete item from the list of
materials.
44
Grids The Grids menu provides a specialised
display of information which is not utilised by
many users. The first of these displays is the
Specification Sheet which defines the
measurements of the garment at different
specified points on the garment. This is clearly
indicated in the next menu. Notice that a user
could enter the measurements of only one of the
sizes and the other sizes could be evaluated
through the appropriate grading value. Through
the Grids main menu one could also see
information concerning the minimum stocks
requirements for every colour and for each size
(even in a two dimensional array for garments
that need to be specified in two dimensions such
as for example the waist and the length). One
could also create lists for the price of garments
for different colours and for different sizes
which could be different for every customer. The
Grids facilities, especially the two dimensional
sizing, are very useful to Uniform Manufacturers
and those involved in made to measure.
45
AUTOMATICALLY GENERATED SPEC SHEET
46
Pre Order Critical Path Analysis The Sales CPA
button (Critical Path Analysis) within the
Costing Sheet provides information as to the
Customers that may have received information
concerning this Style and any subsequent contacts
with their corresponding dates. This therefore
provides a means of knowing which customers have
shown interest in which styles and which styles
any particular customer has shown interest in. It
corresponds to a pre sales Critical Path.
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48
PHOTOGRAPH SKETCH A photograph or sketch of
the garment concerned can be scanned through the
use of a scanner or entered through a digital
camera. G-MATE will automatically select the
appropriate display from a list of photos or
sketches as long as each one of these is saved
under the name of the Style concerned. By double
clicking on the Zoom Button at the bottom of the
photo, a new menu appears with a bigger
display of the photo and the sketch together. The
sketch can also include all important dimensions
and any other details associated with the sketch
when attached to a docket. Photos and sketches
also appear on the menus concerned with Sales
Orders, Dockets, Docket Deliveries,
Invoice/Despatch, Critical Path, etc. These
photos/sketches can be printed on the various
documents such as Dockets, Order Confirmations,
Despatch Notes, etc.
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50
IT IS IMPORTANT TO NOTE THAT AS MENTIONED
PREVIOUSLY, G-MATE CAN OPERATE WITH VERY LITTLE
INPUT This demonstration is aimed to show the
numerous functions available within G-MATE. Not
many users use all these functions. But unless
we show them all in a demo, we will fail in our
effort to show the enormous number of functions
available to those that need them. G-MATE IS
EXTREMELY SIMPLE TO USE!
51
G-MATE - HINTS FOR THIS DEMO This
demonstration is self running. You can sit back
and relax and let the computer guide you through
the functions of G-MATE whilst listening to some
music specially adapted for you by ADM. However
you can speed up the demo by clicking on the
right arrow at the bottom line of any
frame. This takes you to the next frame. Or you
can go back one frame. Simply click on the left
pointing arrow at the bottom line of
any frame. To stop the demonstration simply press
Escape.
52
DIRECTORY The Directory contains all the relevant
information, for all clients viz your customers,
suppliers, agents, factories, etc. as shown on
the next menu. A user can enter the information
in each field and then save it. This information
can be viewed and modified from various parts of
G-MATE. Notice that for each Customer for
example there may be numerous delivery addresses
and for each delivery address there may be a
number of delivery points or persons. For
example for Uniform Manufacturers, a customer may
own a number of shops and the staff for each shop
can be entered against the shop with their
specific requirements and their own specific
addresses.
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54
Directory - Continued A client can be identified
either by a number or a code. If the user does
not want a code, then the code is automatically
the same as the number. The address on the front
menu is the main address of the client, in fact
in most cases the only address of the client. The
client could have one or more invoice and
delivery addresses (there is no limit to the
number of delivery addresses). These can be
activated from the relevant buttons at the bottom
of the screen. Within each delivery address a
user can specify further addresses of individual
branches or people. From the main menu we can
also enter a factoring address with the name of
the factoring Company. Notice that interactive
information such as Balance is automatically
updated by the relevant Modules viz Invoicing,
and Sales Ledger. The Nominal number is the
default that will appear in all Accounts
transactions. This can however be changed for
individual transactions.
55
Directory - Continued Five contact names are
allowed per client entry. Three telephone
numbers, three fax numbers and three e-mail
addresses are also allowed. One Agent and one
Representative (or two Agents) can be entered
together with their respective default
commissions. These are the commissions that will
come up by default at the various parts of
G-MATE, but obviously the user would be able to
change them for individual transactions. The
currency cannot be modified for individual
transactions within the Accounts Module, as each
client is strictly allowed only one currency.
However if a client deals with you in more than
one currency simply create a second record of
that client in the directory with the different
currency. Everything else can be the same. The
three discounts are important in that discounts 1
and 2 are unconditional whilst discount 3 is
conditional on payment within a number of days
specified. This has implications in the VAT
charged as will be seen later in the Accounts
section.
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Directory - Continued By double clicking on
Notes a blank page comes up into which you can
enter any relevant notes concerning this client
that can later be viewed at the relevant
modules. By double clicking on the Classes,
Categories or Flags classified menus will
come up into which you can enter the relevant
classes, categories or flags that the client can
be classified and at a later stage reports can be
produced of all clients with similar classes,
categories or flags. The classes, categories or
flags are defined by the user within the Setting
Up Module and can be modified or added to at any
stage. All clients can have Banks associated with
them and this information can be entered or
examined by double clicking on the Bank Info
button. If the client is a factory then
additional information is relevant as seen by
double clicking on the Factory Info button as
seen on the next menu. We have used Standard Days
in this menu rather than Standard minutes, to
avoid the huge numbers involved with Standard
Minutes. This information is updated by the
Dockets Module when relevant.
58
INITIALISE This is called up from the Main
Menu. The main part of the initialisation is the
setting up of the Descriptors that are set up in
a numeric order so that it is quicker to enter
within the various modules. For example when we
try to enter a colour for a sales order, we can
double click and search for the right colour from
a very long list of colours, by entering 2 or 3
letters from that colour. However most users like
the idea of using colour numbers, so that when
they enter 1 G-MATE immediately writes Black
and if they enter 12, G-MATE writes Navy
Blue. This module enables you to enter your
selected colours in a numeric sequence. You can
also enter any new colours from other modules
whilst using G-MATE, if you possess a privileged
pass word to do so. Similarly you can set within
this module the various Descriptors that are
concerned with Material Types. For example you
can set Type 1 to be Fabric, Type 2 to be Lining,
Type 4 to be Buttons, etc.
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Initialisation - Continued Within the materials
list you can set the Units for each material. For
example for Fabric the units can be Metres, for
Buttons it can be units. Once these Types have
been set up and specific data put into them
through the materials modules, they should not be
changed. This also applies to Colours. If for
example colour 1 has been set as Black and you
have taken Sales Orders with colour 1 as Black
you should not go back and change colour 1 to say
White. If you do this, then all your orders
that you have taken as Black will now be
changed to White. The rest of the
classifications are as follows Directory Some
of these you cannot change. For example Customers
are always Type 1 and Suppliers are always Type
2. This is because they are already programmed
within G-MATE to be these Types. Parts These are
the Parts that make up a garment such as front,
back, sleeves, collar, etc. They are used mainly
in the Costing Sheet and Dockets.
61
Initialise - Continued Composition These are
mainly the contents of fabrics such as Polyester,
Viscose, Nylon, Cotton, Wool, etc. They are
mainly used within the materials modules to
define the relative percentage content for each
fabric. They are also sometimes used on customer
Order confirmations, overseas Invoices,
Intrastat, etc. Transfer Status Garments and
materials are sometimes transferred from one
warehouse or location to another. Some users
would like to specify the reason of transfer so
that this can later be used as a report. Damages,
Write offs, Returns, etc can be used
here. Garment Types These are the main
classifications of your products such as Blouses,
Skirts, Trousers, Jackets, etc. Some users have a
more extensive classification such as Long Sleeve
Blouses, Short Sleeve Blouses, Sleeveless
Blouses, etc. Areas These are the Geographical
areas that can be associated with your clients.
Not many users use this classification because
within the Directory reports you can search by
address.
62
Initialise - Continued Instructions These are
the basic instructions that are entered on the
Costing Sheet and are printed on the Docket to
advise the factory on matters such as position of
labels on the garment, washing instructions,
kimballs, type of stitching to be used, type of
overlocking, etc. Operations These are used only
by those companies that have their own factories
to define the jobs for each style or for those
that make overseas and want to define the jobs in
a processing plant. If for example the garment is
made overseas typical operations would be
unpacking, quality control, pressing, hanging,
etc. If however the garment is made in our own
factory the operations might be fabric laying,
marking, cutting, sewing front, sleeves,
collars.button holes, overlocking, pressing,
quality control, etc This information is passed
over to the relevant module for producing the bar
coded work tickets. For many users the
operations are not relevant and the Operations
information is not entered.
63
Initialise - Continued Classes, Categories, Flags
and Priorities are simply different ways of
classifying clients to be able to search for
them. Brands This is another classification in
the Costing Sheet that allows the facility of
specifying a style as part of a Brand. Users can
extend this group of 14 types of descriptors.
They can discuss this with ADM who would be glad
to consider any further ideas.
64
Initialise - Continued Users can also set up the
initial information for the various Currencies.
You can enter the Countries you are trading with
their respective currencies and exchange rates.
These can be modified or extended from various
other modules. It should be stressed that these
rates are simply default rates. Each transaction
can have its own specific exchange rate. The Size
Ranges have to be defined so that you can use
them within Sales Orders, Dockets, Stocks,
Invoicing, etc. As the field for each size can be
5 characters long, we recommend that each size of
say 2 or 3 characters is entered with right
justification rather than left. They look better,
especially on printed documents. Pack
Specification It allows users to set up basic
pack ratios that are used by the orders, dockets,
despatch modules. These are normally specified by
the Customers. Pass Codes One would need a
special Pass Word to enter this facility. It is
normally given by ADM to only one person that
decides as to which users are allowed to enter
which modules.
65
Summary so far We have so far looked at the
following 1. Costing Sheets 2. Directory Client
Information including Customers, Suppliers,
Agents, Factories, etc 3. Initialise Colours,
Currencies, Size Ranges, etc We will now look at
the following 1. Customer Sales Orders Enter,
Examine, Reports 2. Material Evaluations For one
or more Sales Orders. 3. Dockets Enter, Examine,
Receive, Debit Notes, Payments, Reports
66
SALES ORDERS The entry of sales orders into
G-MATE can be done at any stage. We do not have
to create a costing sheet before we can enter a
sales order. In fact many users enter their
sales orders first. When you enter a style
without a costing sheet in the sales orders,
G-MATE simply warns you about this. You can
however give the OK to G-MATE to create a record
for this style and you are then allowed to
proceed. After entering the sales order, you can
then go back to the costing sheet and enter the
full information for the style concerned. You can
do this at any time - obviously before you can
issue the docket, otherwise you would issue a
docket without knowing what materials should be
supplied to the factory. If you are a
Wholesaler, who just places an order with a
factory to make for you without specifying any
materials, the Costing Sheet may not be of any
relevance to you. In such a case you simply do
not enter any information in the Costing Sheet.
67
Sales Orders - Continued Entering a sales order
is very simple. Upon entering the sales order
menu you are given the option of entering the
File Number. This number corresponds to your own
internal order number. You can think of it as the
equivalent of taking an order in your manual
system. When you receive an order in your manual
system, you open a file, put the information
into it and give the file a number before you
file it away. This is what we do with G-MATE.
Every order is allocated a File Number. From this
stage the File Number is the fundamental number
by which you call up an order anywhere within
G-MATE (Dockets, Invoicing, etc). By entering
the file number of an existing order whilst you
are in this menu, G-MATE displays all the
information previously entered for this order.
To enter a new order, simply press the tab on
the file number. G-MATE immediately displays the
next available file number for this new order.
Whilst entering an order, a user is a mouse-click
away from all the other relevant parts of G-MATE,
such as the Costing Sheet, customer details,
previous sales to this or other customers with
the relevant prices, discounts, etc.
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Sales Orders - Continued Every order has to be
defined as a Home order, EU (European Union) or
Foreign (for Counties outside the EU). This helps
with reports in this and other modules. Each
order has to be entered in one currency only. You
cannot receive part of the order in one currency
and part in another. For home currency orders,
you do not need to enter 1 for the currency. To
select a currency double click on the button next
to currency. Whilst in the currency menu you can
change the currency rates of any currency and
save the new rate (if you are a privileged user
to do so). The rate at which the order is taken
does not have to be the present exchange rate.
Indeed it is common for the rate to be an agreed
rate between the customer and yourselves. So each
order can have its own unique currency rate. If
you do not know the customer number you can
select the customer by double clicking on the
button next to customer.
70
Sales Orders - Continued By pressing F7 on the
dates, a calendar appears which helps you with
the correct entry of delivery dates. You can
actually select the delivery dates from this
calendar. The two delivery dates can be used as
from and to or the first can be delivery to
warehouse and the second to customer, etc. You
can have a number of deliveries for each Order.
These could be for different delivery addresses
or for different dates. These can be activated
through the Next Delivery and Previous
Delivery buttons. There is no limit to the
number of styles and colours you can enter on an
Order. The maximum number of sizes you could have
for each colour is 32. The number of size ranges
you can choose from is 52. Thus the total number
of sizes available is 1664. For a two dimensional
array this number is many millions.
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Sales Orders - Continued The Style Notes refer
to notes for each Style and are brought forward
from the Costing Sheet. They can however be
modified in this menu. Any modifications made
here will be specific to this Order and will not
modify the original Notes in the Costing
Sheet. The Global Notes activated by the Global
Notes button can be entered here and will then
become Global to all the other modules where they
can be modified if necessary. The Directory
details as usual bring the full directory
information including discounts which can be
modified at this stage to be specific to this
Order. The Packs button allows a user to enter
information concerning the way garments should be
packed in different packs or cartons for
delivery, normally to the customers requirements.
73
Sales Orders - Continued The Costing Sheet can be
activated here through the Costing Sheet
button. Any modifications made here will be
specific to this Order and the original Costing
Sheet will not be changed. The modified Costing
Sheet will be the one that will be used in all
subsequent modules, such as in the evaluation and
automatic ordering of materials required, as well
as in the docketing. The CPA button allows the
user to select which Critical Path is appropriate
for this Order. If a Critical Path is not
selected, G-MATE automatically assumes that
Critical Path 1 is selected. This can however be
changed at a later stage. This menu also allows
the user to specify the factory or factories that
will be used to make the garments for this Order
and also how many garments each factory will be
making. This is to allow forward planning
concerning factory usage.
74
Sales Orders - Grids The activation of the Grids
through the Grids button allows the user to
enter size details of garments in a two
dimensional array, e.g. waist and length of a
blouse or a pair of trousers. The information on
the two dimensional Grid, such as prices for each
colour and size, comes automatically from the
Costing Sheet. G-MATE also looks at which
customer the Order is for and ensures that the
prices for this customer are displayed. Obviously
these prices can be modified by the user. This
information is passed automatically to the Docket
to ensure the making of the Garments in the two
dimensional sizes specified.
75
Sales Orders - Continued By double clicking on
the Print button, an Order confirmation is
printed with all the details. This can first be
displayed on the screen before printing. The next
menu shows the top part of such an Order
confirmation. It is possible to modify this
printout to suit individual customer requirements.
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Sales Orders Reports There are various ways of
displaying Customer Orders Reports. Firstly one
should decide whether to ask for all orders
entered in G-MATE or only the ones that have not
been despatched or the ones that have not been
docketed, or those that have been docketed and
not received from the factories, etc. Then the
user has to decide how the Orders should be
sorted. For example they can be sorted and
displayed by delivery date, by customer, by
style, etc. Sorting by customer will collate all
the orders of the first customer together, then
all the orders of the second customer and so on.
Similarly by style, by date, etc. Filters can be
applied to exclude unwanted Orders. For example
we may request to see only the Orders that are
due for delivery from the 12th of October to the
8th of November. Or we may want to see all Orders
of a particular customer that have still not been
docketed .
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Sales Orders Reports - Continued Further filters
that can be applied include for example all
orders that incorporate Letters of Credit, or all
Orders of a particular Currency. For example you
may want a list of all orders in US Dollars that
are due for delivery in September to November and
have had no Letters of Credit issued. You can
also display orders of a particular Agent. You
may also want to see only the reports that are
delayed or are due to be delayed for some
specific reason (as defined by the Delay
Character selection). The Report Types include
Standard Reports, Cash Flow Projections, Budget
Reports, Production Scheduling, Warehouse
Planning, etc. The next Menu shows the way of
selecting the options, the sorting, the
filtering, the type of report, etc,
79
Selection menu for Sales Orders Reports
80
Sales Orders Reports - Continued The next menu
displays the standard orders listing. This
information is however just a summary of the
available information. By pointing the blue
scroll bar on a particular order and double
clicking the Details button you will see in
much greater detail further information
concerning the present state of this Order. The
following menu shows such information with great
detail including the number of garments docketed,
number received (if any) from the factory, number
outstanding, number undocketed, number
despatched, number still to be despatched, number
in stock, etc. By pointing the scroll bar on one
of these items and then double clicking on the
Details button of this smaller menu you can get
further information. For example if you call up
the details of the Docketed Outstanding you
will be able to see info on the Docket and then
from that menu you will see information on the
factory. Similarly by double clicking on the
Despatched you will see the Invoice and
Customer Information. The colours indicate the
state of the order. Yellow indicates that the
order has been docketed. Green that it has been
despatched and red that it is delayed. The grey
colour on the first column indicates that there
are global notes to be looked at.
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Further details from sales orders reports
83
Sales Orders - Continued It should be
emphasised that printed order reports can contain
much more information. Printed order reports can
also be printed in landscape mode which increases
the amount of information displayed per
record. The users can also generate their own
reports through the Report Generator.
84
IT IS IMPORTANT TO NOTE THAT AS MENTIONED
PREVIOUSLY, G-MATE CAN OPERATE WITH VERY LITTLE
INPUT This demonstration is aimed to show the
numerous functions available within G-MATE. Not
many users use all these functions. But unless
we show them all in a demo, we will fail in our
effort to show the enormous number of functions
available to those that need them. G-MATE IS
EXTREMELY SIMPLE TO USE!
85
EVALUATION of Material Requirements After taking
a sales order it is quite possible that you may
wish to know if you have all the materials you
need in stock for docketing this order. If you
havent, you may wish to place purchase orders
for those materials that you need to order. Of
course some companies do not operate this way, in
which case these companies do not need to use
this module. However for those companies that
follow this procedure, this module can be of
great help to them. The evaluation does not have
to be limited to one sales order at a time. The
user can decide as to which outstanding orders
have to be included in this evaluation. The
following menu shows the information created by
this module. Notice that the information which is
created from the costing sheet that may have been
modified in the sales orders (otherwise it uses
the original costing sheet), also automatically
includes those items that have been marked as
dye to match.
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Evaluation of Materials - Continued G-MATE sorts
the display by material type, type 1 (fabric) is
displayed first, with type 2 (lining) following
it and so on. All the colours required are
displayed with their respective quantities. The
column following the Required displays the
Free Stock (Physical Stock Ordered Quantity -
Allocated). The next column displays the
allocated amount against the file concerned. This
amount is normally zero when this module is
accessed for the first time. If however you are
entering this module to examine the data this
column may contain quantities that you may have
saved previously. G-MATE provides the data under
Allocate recommending that this quantity is
allocated against the respective sales order
(File Number). The To Order column is probably
the most important, in that G-MATE recommends
that you immediately place Purchase Orders for
these materials. G-MATE will do this
automatically for you.
88
Evaluation of Materials - Continued Before G-MATE
produces the purchase orders for you it expects
you to confirm that this is OK to proceed, by
clicking the last column which sets the
confirmation sign. You could of course decide to
modify the amount to order for some of the
purchase orders. Notice that G-MATE will
automatically assign all items from the same
supplier on one purchase order number. The
default delivery date displayed is the date of
the proposed issuing of the docket. The material
lead time as stipulated in the material
properties menu is taken into account. You could
of course change this date. The purchase orders
raised from within this menu can be printed
immediately or faxed or e-mailed. The purchase
orders produced from this module follow the
sequential number of the main purchase orders
module and they can be examined and modified from
this module. Chase letters can also be sent from
there. The next menu shows the list of materials
by supplier.
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Evaluation of Materials - Continued The
following menu shows the orders menu of one of
the orders that have been created automatically
through the previous operation. The user can make
any changes required within the menu before
printing, faxing or e-mailing the purchase order
to the supplier. In the subsequent menu, a
printout of the top part of the actual purchase
order is shown. Such printouts can be adjusted to
suit individual tastes or needs of the user.
Notice that the purchase Order Number on the
printout shows not just the order number but also
the customer number as well as the file number
relating to this purchase order.
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93
Summary so far We have so far looked at the
following 1. Costing Sheets 2. Directory
Client Information including Customers,
Suppliers, etc 3. Initialise Colours,
Currencies, Size Ranges, etc 4. Customer Sales
Orders Enter, Examine, Reports 5. Material
Evaluations For one or more Sales Orders. We
will now look at 1. Dockets Enter, Examine,
Receive, Debit Notes, Payments, Reports 2.
Material Stocks Properties, Rolls, Batches 3.
Material Orders Enter, Examine, Receive, Reports
94
DOCKETS There are three ways of issuing a
docket 1. Through a customer order, viz the File
Number 2. Through a collation - a number of small
customer orders of the same style collated into
one collation to produce a bigger docket. We will
look at that further down in the
demonstration. 3. Making for stock Such a docket
is not made against a customer order. Issuing a
docket from an existing customer order is very
simple. All the user has to do is enter the File
number corresponding to that customer order and
the full information is displayed in the docket
menu. Obviously the user has to enter the factory
and make modifications where necessary such as
for example the delivery date, or modify the
costing sheet if that is needed. Notice that any
modifications made to the costing sheet at the
orders stage will be available in this costing
sheet.
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Dockets - Continued Double clicking on the
Materials button gives us a breakdown of all
the materials required for this docket. Also
G-MATE looks at the present stock levels which it
displays and then displays the quantities that
can be issued from the existing stock levels. If
the stock level of a particular item does not
allow the issue of the full quantity required,
then the last column displays the quantity that
will remain outstanding and which can be issued
at a later stage. If this is an existing docket,
then it also displays the quantity of materials
issued previously. By double clicking the
Factory Stock button in this menu we can see a
list of the relevant materials that have been
issued to this factory and have not been used
because of shortages or other reasons. The next
menu shows the materials required menu with all
the other information relating to it.
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Dockets - Continued Whilst in the main dockets
menu you can look at the style notes that were
entered on the costing sheet but possibly
modified when taking the customers order. You
can also look at the global notes that were
entered on the customers order. Both of these
can be viewed by double clicking on the
corresponding button. By double clicking on the
Rolls button you will get a new screen that
displays the roll numbers and batch numbers
together with the length, width and other
information relating to each roll. This menu also
displays the total number of garments required by
colour and size. By selecting individual rolls
G-MATE displays the number of garments that can
be made in the ratio entered. This is shown on
the next menu where 3 rolls have been selected
out of the 4 available in stock. As we select
each roll the number of garments that can be made
increases, or decreases when we deselect a
roll. Even though this process is more accurate
for evaluating the number of garments that can be
made from the rolls sent to the factory, not many
companies use it because they prefer to enter
each material delivery as a total metreage rather
than by the length of each roll.
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Dockets - Continued Another use of this menu is
to specify the length of material to be issued
manually . As soon as we enter the length of
material, the number of garments that can be made
in the predefined ratio, is evaluated as shown in
the next screen.
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Dockets - Continued At the point of saving the
docket information, by double clicking on the
relevant button, the material stocks are
immediately adjusted The stock in our warehouse
is reduced and that of the factory is
increased. At the same time the orders module is
also updated to show that the particular file has
been docketed (either partly or fully). After we
save we can print the docket. The printed docket
contains all the