Chapter 5: Order Tracking System

5.1 OTS: Introduction

Order Tracking System (OTS) is an Internet based Client-Server ERP software

that computerizes the entire business operations of a Garment Agency and
Trading Company - Asmara International.

The main operations of Asmara can be categorized into Purchase, Order

Tracking (Development, Sampling, Production, and Fabric), QC/QA, Shipping,
Finance, Lab, Mgmt., Admin and Utilities.

The OTS has two goals:

• The first and most essential goal is to provide a functioning,

moderately flexible system for the Merchandisers of the company who
interact with Buyers, Suppliers and Manufacturing Factories. They track
essentially each activity and are responsible for the most important
business function of Asmara.

• The second is to simplify the lives of people who wish to order things,
track shipments, get status reports, sign requests and chase deliveries,
quality and payments

5.2 System Requirement

Client Server Comments

Operating Windows XP Windows 2003

System

Database NA SQL Server 2000

System

Runtime Dot Net NA

Environment Framework 1.1

MDAC Required For windows

2000

OTS Software Required NA

Table 5.1 Hardware and software infrastructure required for OTS

For ease of operation OTS is divided into 5 Functional Areas.

1. Masters

2. Transactions

3. Reports

4. Administration

5. Utilities

5.3 Asmara Business Flow

A Merchandiser receives a Purchase Order from a Buyer. The Buyer could be

a Wholesaler, Retailer or Master Agent. The Purchase order from the Buyer
could be the result of Asmara R&D department impressing the Buyer with
their newly conceived design; Buyers’ designers have finalized the designs
for a collection of fashion apparel for a season; or simply the Buyer picked
one garment from somewhere (including Asmara showroom!) and asks
Asmara to supply.

The Buyer Purchase Order comprises of many complex things – specifications

of garment, materials, style, sketches, quality control constraints, delivery
dates, price and quantity – among other things.

The Merchandiser simply translates this Buyer Purchase Order into

comprehensible Asmara Work Note and a Work Sheet - that may contain
Sampling, Production, and Quality control stages.

The Merchandiser then decides whether to get the job done using internal or
external resources.
In either case, an elaborate Sample or Production Worksheet is prepared and
based on the details of the Worksheet various activities of department like
Quality Control, Shipping, Lab, R&D, Management, Finance, Sample House
are coordinating to assist the Merchandiser to successfully complete the task
from order to delivery.

*For detailed work flow of entire business operations of Asmara India as on

OTS refer to the charts in Anexxure1

5.4 General Information

For ease of operation OTS is divided into 5 Functional Areas.

1. Masters

2. Transactions

3. Reports

4. Administration

5. Utilities

5.4.1 Access to OTS

You may start the OTS either out of your Windows-Program menu or with a
link on your desktop.

5.4.2 Login Screen

This is the first screen of OTS. Only users with valid user ID and Password will
be allowed to access the software.

5.4.3 User ID

Enter valid user ID here. First time the administrator log in using the user
name “admin”.

5.4.4 Password
Enter valid password here. First time the administrator log in using the
password “admin” and Press Login button.

5.4.5 Login

If the entered user name and password is correct and valid then the Main
Menu will be displayed. If the entered username and password is not valid
then a message asking the user to enter a valid user name and password will
be displayed.

The creation of various documents needed for production is divided into 3

main sub operations i.e. Development, Sampling and Production.

5.5 Modules in OTS

The menu bar allows the navigation through the different menus of the OTS.
It is separated in the following 12 main parts:

5.5.1 Development

The Development Module helps Designers and Product Research team to

store and track their development design works. OTS enables to assess the
conversion ratio from Development/Design to Sampling.

Specifically the development team can do the following:

1. Create and Maintain Development Work Notes – This captures the data
on the Style, Fabric requirements, Accessory or Embellishment
Requirements, Design Sketches etc.

2. Time & Action Calendar – OTS automatically creates Time & Action
calendar for each DWN activity. The team can configure the list of
activities to be tracked for each DWN.

3. Checklist Controls – With OTS, a designer can track the routine

checklist item that is to be followed-up for each work note. OTS
provides a flexible checklist control system.
 4. Purchasing – OTS consolidates the Fabric and Material Purchase
requirements across all development work notes. Hence, the designer
can now generate automated Purchase Orders for all the materials.

Development Work Note / Work The Development Work Note / Work

Sheet Sheet Module helps Designers and
Product Research team to store and track
their development design works. OTS
enables to assess the conversion ratio
from Development/Design to Sampling.

DWN Status / Update The DWN Status / Update helps the

Merchandiser to see or update several
details of the DWN work note.

DWN TNA The DWN TNA Module helps to follow up

the time & actions for development
design work.

Reports The Reports Module helps the Designer

to take a print out of a related report.
Table 5.2 Sub Modules of Development Module

5.5.2 Sampling

The Sampling Module helps Merchandiser to store and track their Sampling
design works. OTS enables the user to include the Shipping details which can
be updated and tracked until the delivery time.

Specifically the sampling team can do the following:

1. Create and Maintain Sampling Work Notes – This captures the data on
the Style, Fabric requirements, Accessory or Embellishment
Requirements, Design Sketches along with Shipping Details, etc.
 2. Time & Action Calendar – OTS automatically creates Time & Action
calendar for each SWN activity. The team can configure the list of
activities to be tracked for each SWN.

3. Checklist Controls – With OTS, a Merchandiser can track the routine

checklist item that is to be followed-up for each work note. OTS
provides a flexible checklist control system.

4. Purchasing – OTS consolidates the Fabric and Material Purchase

requirements across all Sampling work notes. Hence, the Merchandiser
can now generate automated Purchase Orders for all the materials.

Sample Work Note / Work The Sampling Work Note / Work Sheet
Sheet Module helps Merchandiser to store and
track their Sampling design works. OTS
enables the user to include the Shipping
details here which can be updated and
tracked till the delivery.

SWN Status / Update The SWN Status / Update helps the

Merchandiser to see or update several
details of the SWN worknote.

SWN TNA The DWN TNA Module helps to follow up

the time & actions for sampling work.

SWN Checklist The SWN Checklist Module helps the

Merchandiser to see what checklist they
have for sampling.

SWN Courier Invoice The SWN Courier Invoice Module helps

the Merchandiser to create a courier
invoice for sample, production and others
such as fabric, etc.
SWN Commercial Invoice The SWN Commercial Invoice helps the
Shipper to create Commercial Invoice for
sampling.

Sample Value Sheet The Sample Value Sheet helps the

Merchandiser to create sample value
sheet for bulksalesman sample to charge
to the Buyer.

Reports The Reports Module helps the

Merchandiser to take a print out of a
related report.

Template The Template Module provides several

templates which can be taken a print out
by the Merchandiser.
Table 5.3 Sub Modules of Sampling Module

5.5.3Production

The Production Module helps Merchandiser to store and track their

Production design works.

Specifically the production team can do the following:

1. Create and Maintain Production Work Notes – This captures the data on
the Style, Fabric requirements, Accessory or Embellishment
Requirements, Design Sketches, etc.

2. Time & Action Calendar – OTS automatically creates Time & Action
calendar for each PWN activity. The team can configure the list of
activities to be tracked for each PWN.

3. Checklist Controls – With OTS, a Merchandiser can track the routine

checklist item that is to be followed-up for each work note. OTS
provides a flexible checklist control system.
 4. Purchasing – OTS consolidates the Fabric and Material Purchase
requirements across all Sampling work notes. Hence, the Merchandiser
can now generate automated Purchase Orders for all the materials.

Production Work Note / Work The Production Work Note / Work Sheet
Sheet Module helps Merchandiser to store and track
their Production design works.

PWN Status / Update The PWN Status / Update helps the

Merchandiser to update the status of the
PWN.

PWN TNA The DWN TNA Module helps to follow up the

time & actions for production work.

PWN Checklist The SWN Checklist Module helps the

Merchandiser to see what checklist they have
for production.

Proforma Invoice Request The Proforma Invoice Request Module helps

the Merchandiser to create a Proforma
Invoice Request.

Cancel Proforma Invoice The Cancel Proforma Invoice Request Module

Request helps the Merchandiser to cancel a Proforma
Invoice

Customer Claim / Debit Note The Customer Claim / Debit Note Module
Settlement helps the Merchandiser to input a claim from
the Customer.

QC File Set The QC File Set Module helps the

Merchandiser to create a QC File Set for
every production.
Reports The Reports Module helps the Merchandiser
to take a print out of a related report.

Template The Template Module provides several

templates which can be taken a print out by
the Merchandiser.
Table 5.4 Sub Modules of Sampling Module

5.5.4 Fabric

The Fabric Module helps Merchandiser to do fabric booking to the factory.

Specifically in the fabric module the production team can do the following:

1. Create and Maintain Fabric Work Notes – This captures the data on the
PWN, which they are the article, garment factory, garment color,
garment quantity, fabric PO and fabric delivery date.

2. The handover date of the work note to the supplier.

Fabric Work Note The Fabric Work Note Module helps the
Merchandiser to create a work note which
is used to tell the supplier when to
deliver the fabric to the factory.

Fabric Master The Fabric Master Module helps the

Merchandiser to create a new Fabric
Quality including their related details.

Booking The Booking Module helps the

Merchandiser to create a fabric booking
for the factory.
Reports The Reports Module helps the Designer
to take a print out of a related report.

Template The Template Module provides a Fabric

Information Sheet templates which can be
sent vie email by the Merchandiser.
Table 5.5 Sub Modules of Fabric Module

5.5.5 QC/QA

The QC/QA Module helps QC or QA to do QC or QA observations.

Specifically in the QC/QA Module the QC and QA can do the following:

1. Update and Maintain QC Observations – This captures the data of the

QC inspections results.

2. Update and Maintain QA work area – This captures all the status of the
entire article, such as Size Set, PPM Date, Production Status, etc.

3. Add and Maintain Customer Complaint – This captures the entire claim
which is given by the customer.

QC Observations Update The QC Observations Update Module

helps the QC to input the inspection
result.

QA Work Area The QC/QA Module helps the QA to

input the status of the production.

QC Observations The QC Observations Module helps the

QC to input the inspection result.

Customer Complaints The Customer Complaints Module helps

the QC/QA to input the complaint from
the customer.
Reports The Reports Module helps the QC/QA to
take a print out of a related report.
Table 5.6 Sub Modules of QC/QA Module

5.5.6 Shipping

The Shipping Module helps Shippers to do goods shipment.

Specifically in the shipping module the shipping team can do the following:

1. Entering the shipment quantity.

2. Create and Maintain Invoices – This captures the data on the article,
colors, quantity, prices, etc.

Proforma Invoice The Proforma Invoice Module helps the

Shipper to create a Proforma Invoice for
production.

Cancel Proforma Invoice The Cancel Proforma Invoice helps the

Shipper to cancel a Proforma Invoice.

Freeze Proforma Invoice The Freeze Proforma Invoice helps the

Shipper to freeze a Proforma Invoice.

Shipment Quantity Update The Shipment Quantity Update Module

helps the Shipper to input the quantity to
be shipped.

PWN Planning & Consignment The PWN Planning & Consignment Update
Update Module helps the Shipper to input the
quantity to be shipped.

SWN Commercial Invoice The SWN Commercial Invoice Module helps

the Shipper to create a Commercial Invoice
for the SWN.
Delivery Advice The Delivery Advice Module helps the
Shipper to create a Delivery Advice.

Commercial Invoice The Commercial Invoice Module helps the

Shipper to create a Commercial Invoice.

Cancel Delivery Advice The Cancel Delivery Advice Module helps

the Shipper to cancel a Delivery Advice.

Cancel Commercial Invoice The Cancel Commercial Invoice Module

helps the Shipper to cancel a Commercial
Invoice.

LC / Reference Document The LC / Reference Document Updates

Updates Module helps the Shipper to input the LC
number and other details.

Reports The Reports Module helps the Shipper to

take a print out of a related report.
Table 5.7 Sub Modules of Shipping Module

5.5.7 Finance

The Finance Module helps accounting person to create the invoices.

Specifically in the finance module, the finance team can do the following:

1. Create and Maintain Invoices – This captures the data on the article,
colors, quantity, prices, vessel flight, etc.

2. Create and Maintain Debit Notes – This captures the data of the
shipped quantity, price, shipped value, etc only for fixed customer and
fixed agency customer.

Commercial Invoice The Commercial Invoice Module helps the

Finance person to
Commercial Invoice – Status The Commercial Invoice – Status Update
Update helps the finance person to input the
details of the commercial invoice.

Debit Note – Fixed Customers The Debit-Note Module helps the Finance
person to input a debit note for fixed
customer.

Customer Claim / Debit Note The Customer Claim / Debit Note

Settlement Settlement Module helps the Finance
person to input the Asmara and or
Factory portion for the claim which is
given.

Proforma Invoice The Proforma Invoice helps the Finance

person to create a Proforma Invoice.

Reports The Reports Module helps the Finance

person to take a print out of a related
report.
Table 5.8 Sub Modules of Finance Module

5.5.8 Purchase

The Purchase Module helps purchaser and merchandiser team to store and track
their orders.

Specifically the development team can do the following:

1. Create and Maintain Asmara PO Preparation – This captures the items which
is ordered by the merchandiser.

2. Create and Maintain Purchase Orders – This captures the item name,
customer item code, supplier item code, total quantity, etc.

Internal Purchase Request The Internal Purchase Request Module

 helps the Merchandiser to create a
request for Internal Purchase.

Asmara PO Preparation The Asmara PO Preparation Module

helps the purchaser to open a PO for the
material requested.

Asmara PO Print The Asmara PO Print Module helps the

purchaser to take a print out of the PO
which is created.

Asmara MRF Print The Asmara MRF Print Module helps the
purchaser to take a print out of the MRF
which is created.

PO Status The PO Status Module helps the

purchaser to maintain the PO.

General PO The General PO Module helps to create

a general purchase order.

General MRF The General MRF Module helps to create

a general material request form.
Table 5.9 Sub Modules of Purchase Module

5.5.9 Lab

The Lab Module helps the merchandiser and lab technician team to create a
test request, so the lab technician can make the test result based on the test
request.

Specifically the merchandiser and lab technician can do the following:

1. Create and Maintain a Fabric Test Request – This captures the data on
the test request, such as the article, fabric color, the requested test,
etc.
 2. Create and Maintain the Fabric Test Result – This captures the data on
the test result, such as the test requested and the result of the test
request.

Internal / External Test Request The Internal / External Test Request

Module helps the Merchandiser to create
an Internal / External Test Request.

Fabric Test Result The Fabric Test Result Module helps the
Lab Technician to create a Lab Test
Result.
Table 5.10 Sub Modules of Shipping Module

5.5.10 Management

The Management Module helps the management person to analyze the

reports.

Management Charts The Management Charts Module helps

the Management to

Reports The Reports Module helps the Manager

to take a print out of a related report.
Table 5.11 Sub Modules of Management Module

5.5.11 Admin

The Admin Module helps the administrator to entry every crucial data which
is used in every module.

Specifically the administrator can do the following:

1. Create and Maintain Access Control – This captures the access for each
employee, so that they can use only the module in which role they are
in.
 2. Create and Maintain Company master – This captures the company
details, such as the company name, address, beneficiary, department,
etc.

3. Create and Maintain Employee master – This captures the employee

details, such as the employee name, role, designation, user name,
password, etc.

4. Create and Maintain Customer master – This captures the customer

details, such as customer name, division, destination, shipment term,
shipment mode, collection, etc.

5. Create and Maintain Accessories master – This captures the

accessories details, such as accessories name, unit, etc.

6. Create and Maintain Accessories Supplier master – This captures the

accessories supplier master, the supplier name, address, contact
person, etc.

7. Create and Maintain Fabric master – This captures the fabric details,
such as fabric name, yarn count, fabric composition, fabric supplier,
etc.

8. Create and Maintain Factory master – This captures the factory details,
such as factory name, address, contact person, factory bank details,
etc.

9. Maintain Document Trim – This maintain the document numbering for

all worknote.

10. Maintain Worknote Access – This maintain all the worknote

access for only the preferred employee.

Access Control The Access Control Module helps the

administrator to

Change Password The Change Password Module helps the

administrator to change their login
password.

Masters The Masters Module

Document / Trim Numbering The Document/Trim Numbering Module
helps the administrator to set the
document numbering.

Utilities The Utilities Module helps the user to

access the calculator or notepad.

Work Note Access The Work Note Access Module helps the
administrator to
Table 5.10 Sub Modules of Admin Module
 Chapter 6: Debugging OTS

6.1 Identified problems and issues in current form of OTS

6..1.1 Sampling and production modules

1. Currency was not taken in from the customer masters but was hard
coded as in when the screen appears there is some currency type by
default.
2. Calendar didn’t load from the current date

3. Automatically generates factory delivery date in the PWN after

customer del. Date is entered; which causes a lot of confusion in case
of multiple PO’s and otherwise, hence this function was removed.
 4. There were no masters for Garment Finishes

5. The names in the some of the drop down menus weren’t coming in
Alphabetical or any other logical sequence.

6. The imported image get distorted in the area as it loses its actual
proportions and fitted in the rectangular block provided.
Changes were made to ensure that the imported images keep their
proportions.
7. The reminders module was not working properly with some ID’s and
even if the work they show following deficiencies:

I. Does not Pop Up in a timely manner and remain inactive

II. Don’t show any data.

III. They are not editable at many places

8. The length of the text box was not long enough to show the complete
name of the subject in some places causing inconvenience to the
users.
9. Some of the shortcut tabs in different modules were not functioning. A
thorough q/c check of the same for the entire interface of OTS was
done to identify them.

10. Enquire / update buttons in DWN / SWN were disabled for any user
marked with more than one BU.

11. Facility to mark SWN status as complete should be disabled from

Merchandising- all 3 places, SWN, SWN Price update as well as SWN
Status Update.

12. The complete fabric description of the main fabric needs to be

visible on the Work note form, including the fabric no. Merchants often
go in to the tick mark to check the fabric and coming back in it is
treated as new selection which blanks out product category.
13. PWN BOM were not allowing saving dates:

14. Accessories Masters were not being populated as the accessory table
in the SWN/PWN allowed direct entry. In this case “units” are not
available which made the qty calculation in BOM came blank. Blank
after
saving

15. PWN styling approval form was not allowing deletion of doubly entered
wrong samples. Deletion of row for this form need to be enabled.

16. Comments received Date is missing from styling approval tab.

17. Preparation / BOM / Follow-up / Styling approval tabs - There was a lot
of confusion across the application with date terms Factory date v/s
Asmara date v/s Internal date, Actual confirm date etc which needed
to be studied and rationalized if necessary.
18. Similarlythere were different status terms yes/no, true/false,
needed/not needed, approved / not approved, Ok/Not OK which
needed to be reviewed & rationalized.

19. Wherever there is approval required check box, the space to

record approval date, comments & status is needed. Wherever there is
recording of dispatch date, need new field to enter AWB# also & have
same appear on reports.
20. Column width at all entry places in ALL tabs should automatic
stretch to the widest content like it does in PWN follow up tab

21. Product category and Article description need to be added to the SWN
enquire filter
22. In PWN status / Updates the Access Control is by BU only not by
BU+User & Reporting to relationship, need to rectify. In PWN status /
Updates display of “collection”, “Division” & “Product Category “need
to be added.

23. While Export to Excel the buyer delivery date comes in a hidden
column, this need to be corrected as this status update is generally
sent out to factory.

24. “Import from Excel” command is not yet functioning.

 6.1.2 Data Validation Issues

OTS allows some unique data items to be inputted again and again without
showing any warnings to the user which lead to data duplication and
validation issues. There were many duplicate articles & records in its
database often.

1. There Should be validation to prevent duplication of article # when

unique combination of Customer , Division & Article is found]

2. There should be validation to prevent duplicate PWN if unique

combination of Article, Collection & Factory is found.

3. There should be validation to prevent duplicate PO if unique

combination of PO + Article is found in another PWN.

4. Mandatory Fields – Many critical fields need to be made mandatory as

we have seen in the past missing info has led to unpredictable results
in reports

5. Administrator needs some back end queries to catch such errors &
able to rectify them.

6.1.3 Management of Price changes

There have been real life changes in both Buyer Price & Factory Price &
related points.

I. Firstly the emendation of Buyer price field at PWN PO detail can

be questioned. There have been many instances of price
changes in “Asian Regency” (shipping department s/w) which is
not updatable by finance. These blank prices distorted the
Margin figures

II. Secondly upon making PI prices get locked in PWN and to

accommodate genuine Price changes the entire PI needs to be
 cancelled & recreated after the Price change. This had led to
some errors of omission in past. However Buyer Price is
overwritable in Asian Regency PO Price update which has led to
complete bypass of above creating confusion & invisibility of the
changes in some cases.

III. There is a strong need to have a simple but transparent secure

system with the system recording of the Price history of changes
Thirdly Buyer Price change should lock from all modules once
D/A is made & Factory Price should lock once D/A bill passing is
done (They stay open to changes through Asian Regency and
Factory Price up charged / down charged.

6.1.4 Cancellation of PO Quantities:

1. Marking of cancellation should be shifted from shipping to

merchandising with the recording of proper reason.

2. The merchandiser cannot Delete PWN using the delete button after
the PIR has been raised.

3. PIR should not get cancelled once PI is made

4. PI should not be cancelable if one or more D/A is already made

5. Re Delivery Performance Production Report – If some colors of an

order are shipped and other marked cancelled – It has been noticed
that sometimes the overall status will continue to be unshipped instead
of shipped. For this reason shipping has been marking such cases as
short ship rather than cancelled. The logic behind the Overall status
calculation need to be clarified along with other details like whether it
is affected by any other field such as ship qty / ship date etc.

6.1.5 SWN Chargeability & Payments processing

1. A system is needed to pre-check the transaction and price
information with something like the P.I.R / P.I. system similar to what
we have in Bulk Production.

2. The payment processing cycle post SWN DN/CN stage i.e. the
factory payments part is missing.

PWN ship information:

Should be visible to Merchant Directly on the shipping tab & a direct

summary report output from PWN with Ship details to send buyer if
needed.

Common T&A / BOM / Styling Approvals & Follow ups

We have 2 situations where either a style has common items in above
or is a repeat style and applicable follow-ups are already done in
another work note. To ease this multiple entry for Merchants need

A) Selectively Import or Copy/Paste from any SWN/PWN

without restriction of Style# season etc.

B) For more direct co-relation between activities including future

updates, a Linking selectively feature is desired.

Proforma Invoice Request (Production)

At Proforma invoice stage we also need to get explicit Merchant

conformation on Terms of Payment & Buyer Px also as we are getting
lot of rectifications to be made at a later stage after P.I etc is made.
Payment terms and Customer Price is invisible to merchant on the PIR
interface which does not make logical sense to say all details are
correct:

1. The PIR printout right now shows Fty Px and Buyer delivery which is
confusing. Since Merchants are anyway entering Buyer Px, suggest
that we include that & buyer delivery for a complete confirmation of
PIR internal version.

2. Further merchants want to use a “Fty version” of the PIR as a

“Order Confirmation report” to send to Fty as we are not sending PWN
in India.
Ship Quantity Update

Please add PO # to drop down filter to enable more accurate selection.

Proforma Invoice

Export error to be checked. Also please enable to see Merchant name

while making the PI

against the PIR # .

Delivery Advice / Commercial Invoice

Please add Season/Collection to be visible while making Delivery advice /

Command Invoice.
Chargeable Value for sampling

We get the below error off and on, please advise process to prevent this:

Sampling debit note

Please add Season/Collection to be visible while making sampling debit note.

 T&A module

• T&A from Reminders Module when exported does not go out in

the right data type for the dates; neither on the T&A module nor
in the XL export, is the merchant able to get the data in sequence
of target date.

• 3 Options for choosing the size of T&A (60 days, 75 days, 90 days
etc.) are demanded by the merchandisers.

• Need ability to import T&A parameters from one Customer Master

to Another and also be out putted to XL & vice-versa by OTS
administrator

• Need ability to regenerate T&A targets a) from selected other

date b) If T&A parameters are changed subsequently

• As discussed with CEO this could be 3 options or multiple with the

added ability of manually changing target dates by administrator
in case of exception date situation. Such override should also be
possible by import from excel into PWN.

• T&A report basis – Need to be able to incorporate Critical v/s Non

Critical activities and take reports or Activate Reminders
accordingly.
 • T&A report should be output-able directly from PWN as well

• Requested to have a remarks column in T&A where merchants

want to enter comments or reasons for variance.

The reminders module

Not working with some ID’s and even if the work they show following
deficiencies:

• Do not POP UP in a timely manner and remain inactive

• Don’t show any data.

An item on Task list / Pending list should not go away from reminders until
comments are received and status correctly marked.

• It is requested to work on updates from the reminders module itself,

instead of having to go back to the SWN/PWN for same.

• Reminders are not taking up from Styling approvals due and Material
ETA dates from BOM which please incorporate.

• Reminders are not taking up those activities where customer required

delivery date is blank. Date fields should be mandatory or auto fill from
the Asmara required Del date.

• Reminders should be configurable by Critical Vs Non Critical

• As was agreed with Devender Gupta ( Head, Asmara India)the

reminder module should pick only one list including pending plus two
weeks instead of two lists

• Personal filter choices will be savable as macros

• You are requested to disable reminders older than 1st Jan 2009.
Date fields in OTS

We need a way to record and use “Reason”, “Revised Delivery date” and
“Revised Mode” – without disturbing our Delivery performance reports &
without overwriting original delivery date. Please work-out best possible way.
This has to apply to PO detail level.

Need to record ‘PO issue date” & record “PO revision date”. This has to
apply to PO detail row level.

Also need to record “Projection/Order rcvd date” per PWN. This is distinct
from yr newly added field “Order Confirmation due to price” dates. This is
also one of the actionable dates for the T&A re- generation.

Also Requested is recording a “Planned” Ship date & Mode for operational
reasons usable as filter for QC/ Shipping / Finance.

Management reports (Updating by Merchant module instead of PWN

planning & consignment update shipping).

OTS REPORTS

Additional Filters in OTS reports

As discussed we need the following additional filters (Wherever the

underlying data query enables)

1. “Based on” date – (Order/Projection rcvd date) / Del date / Factory Del
Date / Rev Del / Planned Ship date. Wherever underlying data includes ship
info we would like to include first ship & last ship date

2. “Shipping Status” - All / Shipped / Unshipped / Cancelled (Last not

available now) - All Management reports, All SWN & PWN / QC / Shipping
reports.

3. Merchant name – All Management reports, All SWN & PWN / QC / Shipping
reports.

4. Product Category- All SWN & PWN / QC reports

5. Fabric – SWN / PWN / QC reports with the fabric info in underlying query

6. Using Multiple date filters (with AND/OR Operators) Refer to our

discussions & “Booked v/s shipped” Management report mentioned below.
One of the qty/value that it has been most difficult to get out of OTS is the
Spillover value of say 2008 to 2009, Jan to Feb. and so on because shipping
reports read from ship date irrespective of other dates & Booking reports
read delivery date irrespective of shipping.

For the calculation of spillover we have requested specific management

report but we requested a filter as above wherever possible which will help
to accurately pull reports where more than one condition applies. These
kinds of queries keep coming in many forms for most data

E.g.:-

List of orders booked in Jan for shipment in March. List of orders with delivery
on or before Jan 30 that have last ship date greater than Feb 28 etc.

Reports general

• Export command on reports: The export command is disabled in some

places, hence the same need to be identified and implemented
correctly.

• Export Issues in reports: The data types of some data items get
changed when exporting to excel or other application (e.g.: changes
from numerical data type to character etc).

• Some reports showing the name of Indonesian office of Asmara ( karya

abadi) in some of the reports e.g SWN status control. Please change
simply to Asmara .
• All the applied filters should print on the reports on each page. This is
not happening at all places.

• Some reports missing report date in footer

• Some reports are designed to work only on annual date range. These
give wrong results when other date range is given.

• Some of the command keys (search/view/export etc) in different

reports are not functioning. A thorough q/c check of the same for the
entire interface of OTS needs to be done to identify them.

• Many Reports are missing sub-totals and totals

• Many Reports have different Report-name on top of the report than the
menu name.

• Search in reports works page by page not on entire report which is

confusing as it “does not find” the record one is looking for & is
expected to be found. Crystal reports should be setup to search entire
report.

• “Index On” in most cases does not offer all the relevant fields of the
query and seems to be hardcoded to one or two options only this
needs to be rectified.
SWN Control / PWN Status reports

• The data entered in the Preparation tab’s remarks field, which is

intended for internal use (part of SWN Price control) is showing up on
the SWN/PWN Status reports which Merchants generally carry to
factories so it is requested to remove same. Instead it is requested to
add the contents of worksheet tab Remarks column to these reports.

• In SWN Status reports “Customer”, “Division” & “collection” doesn’t

show. A detail of the worksheet tab doesn’t show. Accessories for BOM
don’t show. Materials organize by should simply state Asmara instead
of the Karya Abadi. The Fabric description is not complete as it is in the
PWN status Report

• In PWN Status reports, a detail of the worksheet tab doesn’t show.

BOM doesn’t show at all.

• Status fields Yes/No vs. True/false – Need clarity & rationalize if

necessary.

• Defining which of the column is intended for internal and which for
external usage is required & separate factory versions of both these
reports are needed.

• Distorted Image (stretched) appears on these reports need to rectify.

SWN Status Report

• This report often used to transmit shipping status to customer and it is

requested to add shipping info like AWB# or Invoice # if applicable.
Understand the complexity of accommodating multiple ship rows in
this but we need some solution.

• To avoid confusion with SWN Status “control” report above can we

rename to SWN Shipping Status report.

SWN Price Control & Design Detail report

1. Above are two separate reports but Design details reports includes the
customer version of Price reports. Either combine all three in one menus or
keep the two things separate by name

2. Design detail report has distorted image.

3. Request to add Product category, Article Description, Wash & weight

details from Preparation tab. If possible add details from Worksheet tab, at
least the remarks column from there

Sampling Outcome Report (Detailed Existing report)

• A known issue is that the order qty details are not being read season
by season, so if a style is sampled in 902, 903, 904 & 905 (& orders
also rcvd in each season), the 903 report includes production qty of
902, 904 & 905 too. This situation would arise on NOS or repeat styles.
On the other hand if something is sampled in 904 & order rcvd 905 as
a onetime thing logic demands that we read info across seasons.
Please double check the logic on this & same would apply to the
sampling credit note logic. Please also dbl check impact of multiple
SWN/PWN on same article # this logic

• The report picks up only bulk salesmen samples and we are not able to
use this report for other customers where we need to see drop rates

• Also the report logic looks to Seven digits of article # only which is
giving wrong results for non-Tom Tailor styles

Sampling outcome Summary Report

• Please see separate XL as our used summary report & please help to
enable directly out of OTS

SWN Shipment sample report

• Here again we have order qty coming correct in some cases & not in
some (see example of SWN 2206 below as example where report
shows 14 pieces only).
DWN & PWN Shipment sample register

Requested is please construct “sample register” on the likes of DWN sample

register for physical control & track of the SWN & PWN shipment samples
which in India is done manually right now. Need to add Counter-sample
receiving info as this is handled by admin personnel distinct from merchants.
counter-sample receiving info should be on the above Shipment sample
reports.

SWN Delivery Performance report

• Shipped vs. unshipped filter is needed to pull the reports Missing

factory name and first ship vs. last ship date

• The report picks up only bulk salesmen samples and we are not able to
use this report for tracking other samples Pending Activities report
from Follow-ups / a BOM / Styling approval there are no reports like this
in OTS & are needed as was discussed for SWN as well as PWN data.

Shipment Record

• Need a “Shipment Record” report by Single Article / PWN / PO which

gives summary of multiple shipment details in color wise summary
with the shipping & invoice # information Short Shipment (If Short-
shipped) detail needs to be incorporated into same as color-wise %
Short-shipped .

TNA Reports

• As was discussed we do not have any T&A “report” & will be enabled
to be pulled using the usual filters as well as T&A specific filters such
as “Activity”, closed vs. unclosed. TNA should have merchant,
Customer, Div, Country, BU / Factory combinations like the other
reports.

MANAGEMENT REPORTS

Turnover comparison report (Monthly columns-Quantity and

turnover)
 • The Report is omitting October values.

• The report needs subtotals & Grand Totals & also Year total

• Though this does not have margins it will be OK as the Columnar report
discussed with Head & Noted you will enable to apply the “based on”
filter – (Order/Projection rcvd date) / PWN date / Del date / Factory Del
Date / Rev Del date

Article wise Margin Analysis report

• Either it should not pick up PWN which do not have PO Details or when
it picks up records with zero values – there should be a way to identify
if it is error (e.g. missing Price or extra invalid row) or if it is at
projection stage hence values not included in the financials. It would
be helpful if the “projected” values can also be displayed in any
manner not adding to the totals.

• Note PWN projected details does not record color & so color is not
available in follow-ups. Thus Merchants are forced to enter dummy POs
with price & Qty which distorts the management report. Please enable
color wise projection

• It is supposed the rows are picked up by combination of article & Price

but output is PO wise row even if Price is same

• We have no issue with above but then request to add the customer
delivery date & the PO # on the report as well

Booked Margin Analysis report (Customer & Factory wise)

• Please add # of articles

• This report picking values of cancelled quantities also.

• Noted you will enable to apply the “based on” filter – (Order/Projection
received date) / Delivery date / factory Delivery Date / revised delivery
date.

Fulfillment (Short-Shipment Analysis) Report

 • We need to monitor short shipment analysis based on quantity & Value
(In comparison with Order Qty). The present short-shipment advice
(Shipping) – is not adequate. Preferably this information can be
combined with booked vs. shipped report. (Below).

Booked Vs Shipped (with or without Spillover Report)

Qty / Turnover / Margin-As discussed there is no report combining booked

and shipped information together.

• Monthly Columnar (per XL sheet given to you) As discussed we needed

monthly column wise management report

• Regular report the same info giving one set of results for a defined set
of the regular filters. Spillover should exclude short closed quantity /
value

Delivery Performance report

• You are requested to add the numbers to the report in the ones that
display only %.

Columnar Delivery Performance report

• Monthly columns with merchant, Customer, Division, Columnar, BU /

Factory combinations like the other reports (per XL sheet given to you)
.

Inspection statistics report

• In similar format as delivery performance statistics - with merchant

Customer, Division, Columnar, BU / Factory combinations like the other
reports and using underlying filter criteria like type of inspection ,
inspection result, QC name, etc . You had logic to compare the
statistics in steps as it progresses though the stages.

QC history report

• By PWN/Article combining claim / complaint with Inspection history.

QC Inspection release system & exception reports

The other Excel reports given to you & I will send some more which are
made on OTS data & needed to be made in XL as OTS report does not give in
the required combinations or formats. The underlying data being there
already we request you to automate these in OTS

OTS HELP FILE

Need to update & maintain. Some new wizard’s area also needs to be added.

Auto –update of OTS Installation

Need to be made available from server to client like set log.