Garment

A manufacturing and trading enterprise involves many departments (Business Planning, Technical, Import-Export, Warehouse, Production Statistics, Accounting, HR)… coordinating together to carry out a chain of tasks from when the order arises, order processing, carrying out production, and ending the order, carrying out material settlement. There are 2 order forms: CM orders and FOB orders.

Production activity is carried out per PO, so the processes of building quote norms, production norms, balancing materials, issuing materials, creating the production plan, production statistics, receiving finished products into the warehouse, etc. are all tied to POs, with the purpose that at any point in time, you know the surplus/shortage amount of material for each contract/Style/PO to carry out customs settlement.

Main operating steps

3.1. BUSINESS PLANNING DEPARTMENT

• Updates and tracks quotes (quotes are created based on the quote norm provided by the Technical dept.);
• Updates and tracks the Purchase Order(supports importing customer order information sent per the SIS.VN-defined excel template, automatically creating the Purchase Order in the system);
• Updates the general production plan showing information: Contract number, Purchase Order, Style, Color, Size, Quantity;
• Carries out material balancing per Purchase Order;
• Updates purchase requests and approves purchase requests;
• Updates and tracks supplier quotes, compares supplier quotes;
• Selects the supplier and creates a purchase order per the Purchase Order;
• Tracks material packing-list information and updates the material-receiving order (for domestic purchases) and the material-receiving order per the packing list (for imported purchases);
• Updates the material-issue order based on the material-balance table;
• Tracks production progress executing the order, creates the export packing list, and creates the goods-issue order.

3.2. TECHNICAL DEPARTMENT

• Updates the quote norm per Purchase Order (serving the Business Planning dept.'s work with the customer) including information: Style, Material Code, Material Name, Unit, Weight;
• Receives the general production plan from the Business Planning dept. and updates the production norm (carried forward from quote-norm data and edited);
• Creates the marker-ratio diagram per the cutting table from the Plant, determining how to allocate size, including information: Style, Purchase Order, marker name, Unit, Size, Quantity.

3.3. IMPORT-EXPORT DEPARTMENT

• Checks the material-receiving order against the customs-declaration information. Adds the declaration number onto the material-receiving order;
• Tracks material surplus/shortage information by each Purchase Order and carries out material settlement, customs reporting;
• Carries forward the goods-issue order and adds the customs-declaration number onto the issue order.

3.4. WAREHOUSE DEPARTMENT

• Carries out QC on materials before receiving into the warehouse;
• Receives materials into the warehouse per the receiving order. The receiving voucher has main information: customer Purchase Order, contract number, material information, fabric-roll information: color, size, art, lot, detailed by an auto-generated roll code in the format receiving-date/roll-number — the roll code is unique for management, only the actual received quantity is updated, editing item information per the declaration is not allowed.
• Issues materials from the warehouse per the issue order;
• Receives finished products into the warehouse per the packing list;
• Issues finished products from the warehouse per the goods-issue order;
• Issues element-transfer (Purchase Order/ Style/ Color/ Lot);
• Issues cancellation to handle material balances;
• Carries out periodic inventory counts;
• Aggregates Receipt - Issue – Inventory by element.

3.5. PRODUCTION STATISTICS DEPARTMENT

• Tracks the general production plan and creates production orders: which line will carry it out;
• At each production stage in turn, records the statistics slip after each stage:

• Cutting-table tracking slip: tracks main information Style, PO, Color, Marker, Cutting-table number, Fabric-roll number. Updates the actual fabric-received information; the program automatically calculates the expected number of plies that can be cut (based on the marker ratio). After actual cutting, updates the actual number of plies cut, roll-ends count; the program calculates actual fabric consumed. At the end of the day, the program automatically generates a fabric-release slip (showing the received fabric quantity, loss quantity, actual quantity used);
• Line-distribution statistics slip: tracks main information Style, Purchase Order, Color, Sewing team, line-distribution statistics by each size;
• Finished-product statistics slip.

• Provides a report on production progress executing the order.

3.6. FINANCE ACCOUNTING DEPARTMENT

Cash and bank-deposit accounting:

• Creates receipt vouchers, payment vouchers, and payment orders per each bank's form right in the software. These vouchers can be printed directly from the software;
• Cash postings will automatically generate statements, ledgers, general ledgers, and related reports.

Purchase accounting & payables:

• Tracks order/purchase-contract data from the Sales - Planning dept., posts the purchase-receipt voucher, shipping/unloading cost, import tax, VAT into the software;
• Tracks payables due dates, payment-deadline reports, payment reminders in the software;
• Tracks debt offsetting.

Sales accounting & receivables

• Tracks order/sales-contract data (Purchase Order) from the Sales - Planning dept., posts the sales invoice, sales returns, export tax, VAT into the software;
• Tracks receivables, payment deadlines;
• Tracks discount value in cases where the applied sales policy is a discount policy.

Inventory accounting

• Posts purchase receipts, finished-product receiving slips, issue slips, tools/instruments-issue slips, and warehouse-transfer issues into the software;
• Automatically calculates cost of goods by many methods;
• Tracks inventory data through receipt-issue-balance reports from the Warehouse.

Fixed-asset, tools/instruments accounting

• Sets up asset-management information in the software: quantity, value, using department, usage status…;
• Automatically calculates and posts asset depreciation, allocates tools/instruments;
• Manages fixed-asset increases/decreases and changes over periods, such as upgrades, suspending depreciation, resuming depreciation, disposal…

Cost-price accounting

• The program automatically aggregates cost through created vouchers;
• Updates the finished-product receiving slip;
• Assesses work-in-progress products;
• Declares the cost-price calculation method with diverse criteria, suited to the enterprise's production model (declared right in the software);
• Carries forward cost and calculates product/order cost price.

Tax accounting, payroll posting

• Tracks payroll data from the HR - Payroll dept., carries out posting payroll, social insurance, health insurance, unemployment insurance, union dues, and personal income tax onto the accounting voucher in the software.

General accounting

• The program creates vouchers for additional other posting operations and off-balance-sheet accounting operations;
• Automatically creates closing entries, carry-forward and allocation entries, periodic entries;
• Uses the reporting system: Accounting ledgers; Tax reports; Financial settlement reports; Management reports, Financial analysis… Some other management reports per the enterprise's requirements

3.7. HR DEPARTMENT

Updating and tracking Staff Records:

• Updates related employee information to manage the staff list (employee code, filing code, staff name, department, address, date of birth, work unit, position…);
• For each staff record, the HR - Payroll officer will trace related information: personal information, training details, advances arising, tools/instruments in use, family relations, decisions throughout the working process (salary increase/decrease decisions, transfer/appointment decisions, resignation decisions…).

Updating and tracking Labor Contracts:

• Updates and tracks contract information for each employee (contract code, contract date, contract type, base salary, social-insurance salary level…);
• For fixed-term contracts, SIS.VN software will alert a period before the due date (the period is chosen and declared by the user) so the responsible officer can consider whether to renew.

Managing timekeeping, shift assignment:

• SIS.VN software connects directly to the time clock, linking to get each employee's actual check-in/out time, as a basis for determining lateness/early leave/overtime;
• At the same time, for cases of sick leave, annual leave, unpaid leave, business trip…, supplementary timekeeping will be carried out;
• Handles cases of shift transfer, compensatory leave after overtime, holidays during the year…

Payroll calculation:

• The software lets you declare and calculate payroll by many different methods: time-based pay, piece-rate pay by stage;
• Declares payroll parameters, allowance parameters, allowance parameters… in the software;
• Updates the piece-rate unit price by stage, carries forward output from the Production Statistics dept. to calculate piece-rate pay for workers;
• Calculates payroll-based contributions, personal income tax.
• Transfers data to the Accounting dept. to post payroll.