AS400 System Introduction
Present by HK-ITD
AS400 System
AS400 system includes ……
Sales ordering (Sales Confirmation)
Order Details (IO Heading)
BOM (Bill of Materials)
Materials ordering (FPM/FPC, Trims Purchase)
Materials receiving/sending
EDI PO (Polo, Dillard, A&F, Express and etc)
Order costing (IORS – Internal order record sheet)
Production Monitoring (PMS)
Invoicing (FOB, LDP/DDP)
Internal Order (IO) Coding System
IO Number is a reference key for all systems in AS400
to refer an unique order from buyer.
Example: T 87008-8, V 61021-M, M 63045MG
Production Month/Special Function (8th digit)
Split IO/GO IO Special Function(7th digit)
Customer Order No. (4th to 6th digits)
Customer Code (2nd & 3rd digits)
Factory Code/Production Line (1st digit)
Internal Order (IO) Coding System
 1st digit means factory code/production line
 2nd and 3rd digits refer to the customer code
 4th to 6th digits refer to serial internal order no.
 7th digit is “-” or special function for GO dummy IO (X or M)
 8th digit refers to the garment production month/special function
Code
1-9
Month
Code
Description
Jan to Sep
G
GO dummy IO
October
Q
Quick Respond
N
November
W
LDP/DDP order
D
December
X
Urgent order
P
OPA/Sub-con
Y
YTI order
O (letter)
Code
M
Description
LTMOC order
Factory Code/Production Line
Customer List (Example for LTG division)
Customer
Code
Description
Customer
Code
Description
8A
POLO PARENT LINE KNIT
61
DILLARDS - ROUNDTREE & YORKE
SWIMWEAR
8B
POLO FOA KNIT
62
DILLARDS - TURNBURY MEN'S KNIT
8C
FOA QUICK RESPONSE KNIT
63
DILLARDS - BLUE MEN'S KNIT
8D
POLOCO BOY'S AND KID'S
64
DILLARDS - CLASS CLUB KIDS BOY'S
KNIT
8E
POLO RRL & RLX
65
DILLARDS MEN'S WOVEN
8F
FOA QUICK RESPONSE FLEECE
66
DILLARDS WOMEN'S WOVEN
8G
POLO WOMEN'S KNIT
67
DILLARDS WOVEN PANTS
8H
POLO - MOUNTAIN ROSE KNIT
69
DILLARDS - BECHAMEL LADIES
WOVEN
8J
POLOCO KNIT
D1
DILLARDS - MURANO MEN'S KNIT
8K
POLO PARENT LINE QUICK
RESPONSE FLEECE
D2
DILLARDS - CARIBBEAN MEN'S KNIT
8L
NAIGAI - POLO SPORT JAPAN KNIT
D3
DILLARDS - AIGLE MEN'S KNIT
8M
POLO WOVEN FOB USA ORDER
D4
DILLARDS - TREVERO MEN'S KNIT
8N
POLO SPORTSWEAR COLLECTION
D5
DILLARDS - DC MEN'S KNIT PANTS
8P
POLO KOREA LICENSEE WOVEN
D6
DILLARDS - TURNBURY MEN'S WOVEN
PANTS
Customer List (Example for GJM division)
Customer
Code
Description
Customer
Code
Description
3A
Victoria Secret Sleepwear Dept.
20/60
3T
British Home Stores Sleepwear
3B
Victoria Secret Foundation Dept.
25/30
3U
Walmart UK Sleepwear
3C
Victoria Secret Innerwear Dept. 50
3X
CK Men’s Sleepwear
3D
Victoria Secret Bra/Panty Dept. 01
3Y
CK Women’s Sleepwear
3E
Victoria Secret Cotton Dept. 70
3Z
Dillards Men’s Sleepwear
3F
Avon Sleepwear
7S
Limited Too Sleepwear
3G
Target Sleepwear
7X
A&F Sleepwear
3H
Walmart Sleepwear
7Y
Express Sleepwear
3J
Steinmart Sleepwear
11
Nautica Sleepwear
3K
BJ Wholesale Sleepwear
47
Sears Sleepwear
3L
ASDA Sleepwear
82
Dillards Fountain
3N
Debenhams Sleepwear
87
Dillards women’s Sleepwear
3P
D Perkins Sleepwear
97
Kmart Sleepwear
3Q
Lasenza Sleepwear
CC
Dunnes Sleepwear
3R
Evans Sleepwear
3S
Contessa Sleepwear
LL
Sears Sleepwear
Internal Order (IO) Coding System
IO No. for ordering sample trims under MRF (Materials Requisition Form)
Example: @ V8ASU03 or ~ M8MSU05
1st digit means sample order
“@” - regular sample
“~” - LTMOC sample
2nd digit means factory code/production line
3rd and 4th digits refer to the customer code
5th and 6th digits refer to the season code or LTMOC
“SP” – spring
“SS” – spring/summer
“SU” – summer
“FA” – fall
“FW” – fall/winter
“CR” – cruise/holiday
7th and 8th digits refer to season year
Internal Order (IO) Coding System
IO No. under IORS (Costing/Pricing)
Example: K 8A210A
1st digit means factory code/production line
2nd and 3th digits refer to the customer code
4rd to 6th digits refer to serial internal order no.
7th digit means different cost, price, quota cat, destination,
payment terms or customer delivery date
i.e. “-”, “A” to “Z” for each cost or price
“@” and “*” cannot use for it
General Process Flow
TOP
MANAGEMENT
MERCHANDISING
RESEARCH &
DEVELOPMENT
System related
LTTC
MAT PLANNING &
CONTROL
MATERIAL
PROCUREMENT
VENDOR
MANAGEMENT
Source
accessories
Evaluate
vendors (FAB
& ACC)
Create Acc
vendor
master
Create Fab
vendor
master
Create item
code
Create fabric
categories
Sales
Forecast
Review
Approve
Business
development
Product
Development
Product
design &
development
Source materials
Make
samples
Follow up
with
customer
Review and
confirm
orders
Order Information (AS400 System)
Purchase
fabric
Create BOM
Prepare
pattern and
samples
Purchase
accessories
Monitor delivery
of fabrics to
production plant
Performance Record (AS400 System)
Monitor delivery
of accessories
to production
plant
Review
vendor
performance
General Process Flow
ATL LOGISTICS
FTY WAREHOUSE
PRODUCTION
PLANNING
PRODUCTION
COORDIANTION
PRE-PRODUCTION
BULK
PRODUCTION
SHIPPING
Order & Purchase Information (AS400 System)
Receive
materials
Send
materials
Schedule
production
Receive
materials
Check
material
completeness
Check IO
detail
completeness
Preproduction
sample
Issue test
fabric rolls
Issue
material to
bulk
Request
materials
Cut/Sew/Iron
Pack
garment
Production Information (AS400)
Financial Information (SAP)
Shipping
Documents
Merchandising Process Flow
Prepare annual sales
forecast
MER-SM
Liaise with buyers, obtain
prospective orders
MER-M
New fabric
sourcing required?
No
Sample required?
Yes
Yes
Carry out fabric sourcing
MER-M
Issue SPO to Sample Shop
MER-MO/MER-MDSR
Submit sample to buyer for
review
MER-M
Prepare Costing Sheet and
send quotation to buyer
MER-M
Obtain buyer order
confirmation
MER-M
Sales
Confirmation
System
Assign I/O number
for each order
MER-M/ MER-MO
Buyer change
order
information
Changes to order?
Yes
Amend order status
MER-MO/MER-MSDR
No
Merchandising Process Flow
Buyer
Specifications
Prepare BOM
MER-MO/ MER-MDSR
Review and validate order
specifications
MER-MO
Sourcing of fabric required
No
Issue SPO
MER-MO/ MER-MDSR
Yes
Purchase accessories a
PUR staff
Update IORS
MER-MO
Source and approve fabric
MER-M
Prepare and approve samples
Sample Shop
Purchase fabric
MER-M
Arrange approved samples to
factory
MER-MO/ MER-MDSR
Prepare I/O file
MER-MDSR
Transmit I/O file to factory
MER-MDSR
Yes
Any changes to the order?
No
Monitor factory production
schedule and status
MER-MO/ MER-MDSR
Review and inform the
concerned parties
MER-M
Purchasing Process Flow - Fabric
Request for mini-marker
from LTTC
MER-MO/ MER-MDSR
Fabric
specification
Prepare Fabric PC
MER-MDSR
Supplier File
Maintenance
Approve FPC
Authorised Staff
Transmit FPC to vendor
XoTrack/MDSR
Co-ordinate with
vendor
MER-MDSR
Yes
Direct shipment
No
Arrange and carry out
site inspection of fabric
QA
Follow up vendor's inhouse labtest report
QA
Fabric Quality
Inspection
Report
Vendor submitting inhouse labtest report
Yes
Decide corrective
action
QA-O
MER-M
N
o
Review and evaluate
QA-O
Defect
acceptable
Yes
Issuance of Letter of
Guarantee
QA-O
VM-M
No
Passed inspection/
labtesting
Yes
Approve/schedule delivery
MPC
No
Purchasing Process Flow - Accessories
Bill of Materials
(BOM)
Elaborate purchase
requirements based on
BOM/line items
MER-MO
MRF
New Sample
Request Form
No
Sample approval
required?
Yes
Source suppliers and
request for sample
PUR Staff
Prepare Material Approval
Memorandum
PUR Staff
Evaluate sample
MER-MO
New accessories
items?
Yes
Approve new item code
PUR-M
Issue PC/PO
PUR Staff
Approve PC/PO
PUR-M/ PUR-O
Transmit PO to vendor
XoTrack/PUR
Outstanding
Purchase
Contract (by
delivery date)
Daily Receiving
Report
Follow up on the delivery
of accessories
PUR Staff
Material Approval
Memorandum
No
System Overview
Pre-production Stage
Sample Fabric
Receiving
Sample Fabric PC
(SFPC)
Material Requisition
Form (MRF)
R&D System
Fabric consume
Sample Fabric
Sending
A
Sample Production
Order (SPO)
Fabric Library
System
Wet Processing
System
Order Processing Stage
Quota Management
System
Production
Scheduling
Sales Confirmation
IO Heading System
Garment & Subcon
PO System
Fabric LC System
Fabric Purchase
Memo (FPM)
Bill of Material
(BOM)
IO File Status
Fabric Purchase
Contract (FPC)
Material Submission
(Accessory)
Material Requisition
Form (MRF)
A
Fabric Inspection
System
Material Receiving
Purchasing System
Account Payable
System (AP)
Proforma Invoice
(For POLO only)
EDI PO System
Garment LC & Open
Account System
Internal Order Record
Sheet (IORS)
Material Sending
SAP
SAP
Payment Request
System
SAP
Production Stage
US/UK Sales Office
Material Receiving /
Issuance
Shipment Information
LDP/DDP Monitoring
System
Invoicing System
LDP/DDP Invoicing
System
SAP
Production
Monitoring System
(PMS)
Fabric Cutting System
SAP
SAP
SAP
Screen Layout
Screen Title
Search field
Screen Content
Option field
Options or Functions for this screen
Keyboard Layout
[Enter]
- Field Exit means clear the characters after the cursor position and go to the next field
[Ctrl] left - Reset means reset the keyboard typing error
[Ctrl] right - Enter means confirm the current page input
[Tab]
- Go to the next field
[Shift][Tab] - Go to the previous field
[F13] to [F24] - Hold the [Shift] key and press [F1] to [F12]. Example: [F1] + 12 = [F13]
[F1] = [F13], …….., [F12] = [F24]
Send Report to Printer
After generate a report in AS400. The report will store in a pool. We call it “Spool file”. You need to
type in the AS400 printer device name to send the report to the printer. Normally, press [F10] or
[F22] key go to this screen.
Options:
2 – Change printer name
4 – Delete a report
5 – View report on screen
6 – Release to printer
7 – Reply system message
10 – Start printer
End