Actual Costing Division 46

1. Actual CostingDivision 46 By MIS Department

2. Glossary of Training Terms • The following terms will be used throughout this training program: • Field: A box on the screen into which you enter information • Value: The information (data) being entered in the field. Example: Division number, FGPO number • Icon: An image you may click to perform a function such as select, submit or exit • (Single-)Click: Also “Select.” Hitting the left mouse button once. This will activate an icon or select a row in a list of values • Double-click: Hitting the left mouse button twice o the same part of the screen. Used only to select and return a value from a list.

3. Using the RLM System • These are the primary RLM icons you will use: • Search: Located next to entry fields. Clicking this icon brings up a pop-up window with a list of all possible values for the field (for example, the next to the Division field will show a list of all divisions) (Shift-F9 keys or F21 key) • Select: Located on the Search pop-up windows. You may click on a line and click Select to return its value to the main screen • OK (Submit): Located in the bottom right corner of each screen. Processes the information on screen and brings you to the next screen • Return (Back): Located at the top of each screen. Click this icon to go back one screen (F2 key) • Exit: Located at the top of each screen. Click this icon to return to the menu or close a pop-up (F3 key)

4. Sign On Enter your User ID and Password here Note: User ID and Password are initially assigned by MIS. You will be prompted to change it the first time you login. The password field IS case-sensitive. Click OK

5. Welcome Click the check (or hit the Enter key) to proceed Click here to proceed (Enter key)

6. What is Actual Costing? • Costing done by MG or the Factories is an estimate only • Once the goods actually ship, Imports receives invoices for the various costs on the shipment • The Warehouse receives the goods and compares the receiving to the shipment records • When the invoices from the vendors are PAID, the cost of the goods must be updated to reflect the ACTUAL COST

7. Actual Cost Sheets • Actual Cost sheets are created when receipts are entered into RLM • There is one actual cost sheet per shipment • Each actual cost sheet contains component costs such as FOB, Freight and Duty • All the component costs that exist for a shipment must be actualized.

8. Select Application Enter the Company number (JEI = 01, DS = 04) Click the Actual Costing button in the menu (position # may vary) If you don’t enter a Company or enter the wrong number, you will receive this error: Click OK

9. Select Shipment for Costing Notice the GL Period Date Click here if the GL Period is incorrect

10. G/L Period Password Type the password – press enter to bring up the period edit fields Update the Accounting Period Month and Year Click OK to update. You will have to click Return (F2) to go back

11. Select Shipment for Costing The Operator ID for Actual Cost entry is always “@@” Click “Continue”

12. Batch Control for Actual Cost Sheets The list of unfinalized actual cost sheets appears. If at least one component cost is unfinalized, the cost sheet will appear here. Double-click on a line to enter that actual cost sheet

13. Actual Cost Sheet The Actual Cost sheet is an estimate pulled from the cost of the POs on the shipments. You may update the values here. FOB for related factories/vendors is always automatically approved – there is no need to actualize it. For non-related factories or vendors the A will not appear so you can update the cost Type “S” on a row in this column to select it Click OK

14. Actual Cost Sheet: Division 46 Type in the freight and duty for the shipment in the Value column Type “Y” to allocate the cost over all POs on the shipment Type “M” here on each line you modify Click OK

15. Actual Cost Sheet: Division 46 These three columns are now updated with the date, your user id and the GL period Once the M is added, you may not change the line

16. Actual Cost Sheet: Division 46 Continue adding actual costs until all costs are entered. When ALL the costs for the shipment have been entered, you may balance the batch. Note: Only Bangladesh shipments have Freight and Duty. Mexico shipments MAY have inland freight – check your documents. Click Balance this Batch to complete the Actual Costing – it will no longer appear in the list of shipments

17. Finalizing the Style Cost Sheets • It may be necessary to finalize the individual style cost sheets that comprise the actual cost batch • If style cost sheets are not finalized, LDP Cost will not print on the actual cost sheet • If you change one style cost sheet, it is best to re-finalize all the styles.

18. Actual Cost Sheet From the Actual Cost Hash screen, click “Display/Select Styles”

19. Select Style Cost Sheets Select a line for editing. Drag the mouse down to select multiple lines Right-click and choose “Select for Cost Sheet Entry…”

20. Finalize (Step 1) Click “Finalization”

21. Finalize (Step 2) Click “Continue Finalization” Since all style cost sheets were selected, the next cost sheet will now display. Return to Finalize (Step 1) until the screen returns to the list of styles. See next slide

22. Finalization Status Codes When you finalize a cost sheet the YNF field displays “F” If you enter a cost sheet and do NOT finalize the YNF field displays “Y” All style cost sheets should be finalized before you Balance the batch