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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.

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slide1
Demo Help Manual or Continuouspresentation 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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide2
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

ADM - Absolute Commitment to Integrity & Technical Innovation

slide3
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

ADM - Absolute Commitment to Integrity & Technical Innovation

slide4
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”

ADM - Absolute Commitment to Integrity & Technical Innovation

slide5
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”.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide6
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide7
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 ADM’s 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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide8
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 : [email protected]

Web Site: www.adm-computers.com

ADM - Absolute Commitment to Integrity & Technical Innovation

slide9
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide10
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

ADM - Absolute Commitment to Integrity & Technical Innovation

slide11
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

ADM - Absolute Commitment to Integrity & Technical Innovation

slide12
IMPORTANT INFORMATION. PLEASE READ THIS CAREFULLY:

During this demonstration, we may show yousome 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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide13
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide14
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide15
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide16
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide18
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”.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide19
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”.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide20
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).

ADM - Absolute Commitment to Integrity & Technical Innovation

slide21
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide22
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide23
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide24
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 don’t have to come out of it.

This we believe is unique in Computer Software Development.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide27
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide28
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide29
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide30
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide32
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide33
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 don’t. But even those that don’t 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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide35
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!

ADM - Absolute Commitment to Integrity & Technical Innovation

slide36
Financial aspects of the Costing Sheet

The lower part of theCosting 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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide37
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 user’s pass word allows such changes).

ADM - Absolute Commitment to Integrity & Technical Innovation

slide39
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 pilot’s 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”).

ADM - Absolute Commitment to Integrity & Technical Innovation

slide40
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide41
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide42
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide43
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide44
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”.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide45
AUTOMATICALLY GENERATED SPEC SHEET

ADM - Absolute Commitment to Integrity & Technical Innovation

slide46
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide48
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide50
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!

ADM - Absolute Commitment to Integrity & Technical Innovation

slide51
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”.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide52
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

slide54
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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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.

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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.

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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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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.

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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.

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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

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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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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 customer’s requirements.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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,

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Selection menu for Sales Orders Reports

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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

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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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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!

ADM - Absolute Commitment to Integrity & Technical Innovation

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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 haven’t, 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”.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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.

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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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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

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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 clickingon 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 customer’s order. You can also look at the global notes that were entered on the customer’s 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.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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 information concerning the garments to be made with all the instructions concerning the making as entered on the costing sheet (but possibly modified at the docketing stage). It also gives a full list of material requirements with the amounts supplied and of any amounts to be supplied later. It also has the option to include the specification sheet as well as sketches and photographs.

The docket printed can be formatted to suit individual requirements of companies.

ADM - Absolute Commitment to Integrity & Technical Innovation

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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!

ADM - Absolute Commitment to Integrity & Technical Innovation

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Receiving Garments from a Docket

The menu for receiving Garments from a Docket allows you to enter the docket number you are receiving garments against. As soon as the docket number is entered, G-MATE displays the number of garments of the original docket (by colour and size), those that may have already been received and those outstanding. Obviously for a docket that we have not received any garments before, the received numbers will be zero.

After entering on the screen the numbers we are receiving today by colour and size and we save this data, the Garments Stock module is automatically updated.

At the same time the orders information is updated, so that when we go to sales order reports we can see that garments have been received against the respective file number.

ADM - Absolute Commitment to Integrity & Technical Innovation

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Receiving Dockets - Continued

After receiving all the garments that have been sent by the factory and entering the information into G-MATE, we then have to look into any shortages. These shortages have to be accounted for either as losses to our Company, or else we have to issue Debit Notes to the Fabric Supplier or/and to the Factory. The following menu shows how the information is entered to produce the corresponding Debit Notes.

Note that the cost debited to the supplier is purely based on the cost of damaged fabric (plus any additional expenditure), whilst for the factory we have to issue a Debit Note that may include the total materials cost plus the cost of making plus any additional costs. The Debit Notes can be printed by activating the “Print” button.

By double clicking on the “Payments” button the payments menu is displayed where the payments are entered. Note that G-MATE reminds us here of any outstanding Debit Notes for this factory. A number of payments can be made for each docket. Debit Notes against a docket can be issued at any stage even after full payment of the docket has been made.

ADM - Absolute Commitment to Integrity & Technical Innovation

receiving a docket view
Receiving a Docket View

ADM - Absolute Commitment to Integrity & Technical Innovation

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COLLATING ORDERS to produce a Docket

As we noted earlier one way of issuing Dockets is through the collation of many small Sales Orders to produce a collation number than can be called up in the Dockets menu. As shown on the next screen, the collations menu displays all Sales Orders of the specified Style within a specified range of delivery dates. Each colour is displayed on separate screens. The user can then select which Orders have to be included in this particular collation. Obviously the user can select them all by double clicking the “Select All” button.

Having created a collation number, then this number can be called within the Dockets menu which then displays the collated information and the Docket can be issued as before.

When receiving a docket incorporating a collation, the “Receive Collation” button should be activated to ensure that the correct quantities received are allocated to each file that constitute the collation, as shown in the subsequent menu.

ADM - Absolute Commitment to Integrity & Technical Innovation

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DOCKET REPORTS

Docket Reports follow a similar pattern to other G-MATE Reports such as Sales Order Reports where the main information relating to a docket is displayed on the screen but further information is available through the various buttons at the bottom of the screen.

For example the button “Financial Information” displays extremely useful information as indicated in the subsequent menu. It should be emphasised that this information can be evaluated by factory, by customer, by Style, etc so that useful financial information can be obtained and correct decisions taken.

The red colour indicates that the docket has been delayed, white is on schedule and green indicates that the docket has been completed.

As usual the printed reports can contain much more information than those on the screen. The users can create their own reports through the report generator if they so wish.

ADM - Absolute Commitment to Integrity & Technical Innovation

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Summary so far:

We have so far looked at the following:

1. Costing Sheets

2. Directory: Client Information including Customers, Suppliers, etc

3. Setting up: Colours, Currencies, Size Ranges, etc

4. Customer/Sales Orders: Enter, Examine, Reports

5. Material Evaluations for one or more Sales Orders

6. Dockets: Enter, Examine, Receive, Debit Notes, Payments, Reports

We shall now look at the following:

1. Material Stocks

2. Material Orders: Enter, Examine, Receive, Reports

After this, we will continue with Garment Stocks, Invoicing, Despatching, Accounts, and Critical Path.

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MATERIAL STOCKS

The lower part of the next menu shows a list of materials of the type specified. To see the full list of materials we can drag the vertical cursor on the right hand side of the display.

The totals displayed at the bottom of the screen are the grand totals for that type of material. The totals correspond to the Ordered, Allocated, Available Stock and Free Stock. The Free Stock equals Ordered + Available - Allocated. The Stock and Allocated values in the last line are evaluated on the cost as shown on the top part of the screen. The Ordered value is evaluated on the actual purchase price for each Order.

To see the full information for any material, point the blue scroll bar towards that material and double click. This information is immediately displayed in the top part of the screen. The top part of the screen is the Stock Card for the selected material.

The Code is normally 6 digits long, the description 15 characters long, and the colour 25 characters long. These can however be increased if required.

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Material Stock Card

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Washing or Care Instructions can be scanned in against a fabric and used in purchase orders, dockets, etc

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Material Stock Card

The material stock card contains more information apart from the code and the description as shown in the previous menu, viz supplier, warehouse and location (or bin number), the unit of measurement (Metres, units, etc). The size key is only used for items such as size ticket labels, buttons, hangers, etc that can be specified by size. In this case, the total stock can be broken down into the respective sizes (probably at the stage of receiving the item into stock from the supplier). The Dockets module would then issue the correct items by size and adjust the stock card by size.

The Nominal number in the Stock card is useful for the outstanding orders of that material as well as for stock taking for different nominal accounts.

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Material Stock Card - Continued

By double clicking the “Notes” button at the bottom of the screen, you will get a screen into which you can enter or examine any notes concerning this material. These notes will come up at the relevant parts of G-MATE such as Material Orders, Receiving Materials into stock, etc. Notice that these notes can be copied over from another material should they be similar to another material. These Notes, just as all other G-MATE Notes are compatible with most other Windows applications and they can be transferred to say Microsoft Word, Excel, etc or they can be faxed or e-mailed without having to come out of G-MATE.

By double clicking on the Intrastat button you will get a menu that allows you to enter the CN Code of the material together with other information that is essential to generate the regular Intrastat returns, such as the construction of the material viz woven, knitted, etc. In this menu you can enter the season applicable to this fabric as well as the years concerned. You can also enter any flags of your choice to describe this material via a report.

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Material Stock Card - Continued

By double clicking the “Size Breakdown” we could enter/examine the quantities for this item. These are normally entered at the time of supplier order deliveries and adjusted at the time of issuing a docket. They normally refer to size ticket labels, buttons, hangers, etc.

The “Allocate Stock” menu allows the user to allocate materials to particular garment orders (File Numbers), Customers and Styles.

The “Properties” menu allows the user to enter a number of properties of the material such as Supplier code, description and colour, the composition, width, weight, etc. These are shown on the next menu.

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Material Stock Card - Continued

Next to the values on the right hand side of the menu there are buttons, which when double clicked provide further information concerning each stock card. We will look at each one in turn.

The information within the price concerns the costing of the material. Basically it can be looked at as the costing sheet of a fabric. This is shown on the following menu.

Within this menu one could see the factory price and a factory transportation cost at which the relevant currency together with an agreed exchange rate for that currency. This is then converted to the home currency (Sterling in the case of the UK) and displayed on top of a list that includes many other possible expenditures. These include further transport costs, loading, unloading, insurance, rent, handling, and many others as shown on the next menu.

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Material Stock Card - Continued

The next field concerns the present physical stock which has two buttons associated with it. The first of these “B for running Balance” provides a list of the expected deliveries and dockets to be issued in the foreseeable future and starting with the present stock it provides a running balance on a daily basis. If the running balance becomes negative then this is displayed in red to signify that there will be a delay and giving a warning to try and bring deliveries forward or else inform the affected customers that there will be a delay in the issuing of the docket.

The “H” button key brings up a similar menu to the above but instead of looking to the future, it looks to the past and provides a History of transactions concerning this material. This History is concerned with material deliveries, dockets issued and material movements from one warehouse or location to another.

The next two menus provide information on the Running Balance and the History of usage of the Fabric.

The Balance and History can be applied to any material, not just fabric.

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Material Stock Card - Continued

The Stock in Rolls button gives details of any quantities that have been entered into stock as the length of each roll. This is normally done at the point of material deliveries. Each roll can have its own unique number, its own width, its own batch number and it can be allocated or committed to a specific garment order (File Number). At the time of delivery, as this information is entered into the computer, bar coded tickets can be printed for each roll and stuck to the roll for future identification and selection.

Some users, who do not need to enter individual rolls, can enter the length of each batch. The entry of individual rolls or individual batches is utilised within the dockets module. This can help to ensure that the relevant or batches are issued for each docket. The bar coded labels attached to each roll, if required, help to identify and select which ones to issue for each docket.

Notice that within this menu you can add or remove (provided your pass word entitles you to do so) a roll, you can modify a roll or you can split a roll into two (for example if you need a small length for a sample).

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Material Stock Card - Continued

The Button next to “Ordered” provides a full list of all the outstanding orders of this material with full details such as quantity ordered, quantity received, quantity outstanding, price, value of order, total quantities and total value of all orders.

The Button next to “Allocated” provides a full list of all the allocated quantities as well as to what or for whom they are allocated to. The allocation can be against a customer order (File Number), a style, or even against a customer who still has not placed an order. Finally allocation can be tentative or committed.

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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!

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purchase orders
PURCHASE ORDERS
  • MATERIAL ORDERS incorporate :
  • full multi-currency
  • letter of credit
  • width and weight of fabric
  • composition of fabric
  • sizes for labels, hangers & buttons

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Material Purchase Orders

The next menu shows how to enter a new purchase order or examine an existing order.

Every order is assigned a sequential order number automatically GENERATED by G-MATE. G-MATE always expects the initials of the user in case there are any future questions concerning this order. A reference field is available if the user wants to use it.

The currency field is used only if the currency for this order is not the Home currency. The original rate that is displayed is the default latest exchange rate available but this can be changed. Once this rate is saved, it is fixed for this order. Any later changes to the rate will not affect this fixed rate. The user can of course change the rate. In the letter of credit field the user enters the bank that may have supplied the letter of credit.

All the above information together with the supplier to whom the order is issued are unique to each order. The remaining information on the menu, applies to every item on the purchase order.

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Material Purchase Orders Menu

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Material Purchase Orders - Continued

There is no limit to the number of different items that can be entered on a purchase order.

The information is very easy to enter. For every field where information has to be entered, you can double click on the button next to it, which brings up the relevant menu from which you can pick up the information. Obviously if the information is known to you, then you do not have to double click the button. For example if you would like to enter a purchase order for fabric then at the field for “Type” you can enter “1”. G-MATE would then immediately write “Fabric” on the screen. Similarly, if you know the code for which you are placing an order, you can enter the code. Otherwise you can select it from the display after double clicking on the adjacent button.

The field “Foreign” displays the foreign currency price. You can enter either the home currency price or the foreign currency price. G-MATE will evaluate from one to the other, based on the currency exchange rate entered on the top part of the menu.

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Material Purchase Orders - Continued

The quantity is the quantity you are placing the order for. As soon as you enter the quantity G-MATE displays the cost of purchase in both currencies together with any discount (this is picked up from the supplier Directory information). Obviously the user can overwrite the amount of discount for this order. Notice that the discount can be unconditional discount (trade discount) or conditional (settlement discount).

The user selects the appropriate VAT rate (if applicable) and the VAT value is automatically evaluated.

Notice that G-MATE displays both the cost of each item as well as the order total (the total for all items) if more than one item is placed on order.

Each item can be allocated if required to a sales order (File Number) or to a style or to a customer; otherwise it will be ordered as unallocated.

After all the information is entered the order can be saved using the “Save” button. The Purchase order can then be printed, faxed or e-mailed. The following menu shows the top part of a typical printout. Printouts can be modified to suit the needs of individual companies.

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Material Deliveries

Every delivery is automatically assigned a Delivery Number which is sequentially generated by G-MATE. The delivery date is automatically displayed by G-MATE but the user can overwrite it.

Materials can be received against an order or can be received as direct input to stock without having previously issued an order. As soon as the values are entered on the menu and saved, the stock card of each material is updated. The orders file is also updated to show the correct amount outstanding, if any.

Fabric can be received as a total metreage or by individual rolls or by length of each batch with all the available details. Individual bar coded tickets can be printed at this stage which can be attached to the rolls to identify them. The information on the ticket can be varied to include even allocation details or even for which factory it is aimed for.

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Material Purchase Order Reports

Purchase Order reports follow the same principle as other G-MATE reports such as Garment Order and Docket reports.

They generally give information on the supplier, delivery dates, type and code of material ordered, the amounts of each item ordered, amount received, amount outstanding, price, value, etc.

All delayed orders are emphasised in red. Chase letters can be sent or faxed or e-mailed directly from the material order reports (as well as from the main purchase orders menu)

.

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Summary so far:

We have so far looked at the following:

1. Costing Sheets

2. Directory: Client Information including Customers, Suppliers, etc

3. Setting up: Colours, Currencies, Size Ranges, etc

4. Customer/Sales Orders: Enter, Examine, Reports

5. Material Evaluations for one or more Customer Orders

6. Dockets: Enter, Examine, Receive, Debit Notes, Payments, Reports

7. Material Stocks

8. Material Orders: Enter, Examine, Receive, Reports

We will now continue with Garment Stocks, Invoicing, Despatching, Accounts, and Critical Path.

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GARMENT STOCKS

The garment stocks are normally increased by the delivery of the dockets and decreased by the issuing of a despatch note. The issuing of a packing note (which is printed prior to despatch to ensure that the stock is in the warehouse just before despatching) does not update the stocks.

Garment stocks are normally specified by the File Number (for allocated stocks), the style, the colour and the sizes of the garments.

Stocks can be moved from one warehouse or location to another and their prices changed in the process if necessary. For example if any garments are damaged they can be moved to a different location and their price changed.

Allocated Garments can also be de-allocated or their allocation changed to a different sales order. Similarly non allocated garments can be changed to allocated.

Records are kept of all these movements or changes and they can be examined through the appropriate reports.

A total of 999 warehouses is allowed, each with 999 locations.

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invoicing despatching
INVOICING & DESPATCHING

Invoicing and despatching can be done from the same menu. Simply enter the customer order number, and all the relevant information is displayed.

If there is not enough stock or if the customer credit limit is exceeded, a warning is given.

A password may be needed to allow the user to continuein such a case If the user hasn’t got the authority (as decided by the log in code) to issue an Invoice to a customer whose credit limit has been exceeded.

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Invoicing/Despatching

As most of the information concerning Invoicing and Despatching is identical, both processes are carried out from within the same menu. Under the present context we shall be sometimes talking about invoicing to cover both invoicing and despatching.

There are basically 3 types of invoice that can be issued through G-MATE:

1. The first type is against a customer order. For these Invoices enter the File Number and the full information is immediately displayed on the invoice menu.

2. The second type is to a customer without an order. For these invoices, leave the file number field blank. Enter the customer number (or code or search by double clicking on the adjacent button). Then carry on to fill the rest of the information following the general guidelines that will be given in the next menu.

3. Cash Invoices not involving a particular customer. The best way of tackling this type of invoice is to create in the directory a customer called “Mr Cash” to whom all such invoices are issued.

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invoicing despatching cont
Invoicing & Despatching (cont.)

The printing of the despatch notes, automatically adjusts the Garment Stocks.

The printing of the invoice, automatically adjusts the Sales Ledger and the Nominal Ledger.

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Invoice Reports

Invoice reports follow the general pattern of other G-MATE reports such as Garment Order and Docket reports. They basically give information on customers to whom the Invoices have been issued, customer order (if available) date, style, colour, size, quantity, price, discounts, value, etc.

A very important report is the profitability report which looks at the actual selling price and the actual cost of making from the docket module (taking into consideration shortages, damages, etc) and then giving a full analysis of the profitability. This can be as a total for a defined period or can be by customer, or by style or by factory etc.

From the reports generated we can then produce graphical presentations such as Histograms, Pie Charts, etc as shown on the following menus.

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Invoice Management Reports

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CRITICAL PATH ANALYSIS

The Critical Path Analysis is Completely integrated to the rest of G-MATE. It looks at the delivery date of the Sales Order, to automatically generate the required dates by which each job should be done. To do this, we have a set up menu in which we define the number of days that each job should be completed by, before the delivery date.

Completed, imminent and delayed jobs are highlighted in different colours - Green, Brown and Red respectively. Yellow indicates partly completed jobs.

Each page displays the information on five different jobs. The rest of the jobs can be viewed by scrolling on the horizontal scroll bar. Each page also displays information on a certain number of orders. The rest of the orders can be seen by scrolling the vertical scroll bar.

Jobs (or Orders) can be completed or partly completed by pointing to the particular job and then double clicking on the relevant button. This process can also be reversed through the appropriate buttons.

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Critical Path - Setting up of the number of days required for the completion of each job for each Critical Path. They are used by the Garment Orders to evaluate the dates by which each job has to be completed. The letters indicate the linking of the various jobs that influence each other for delays, etc.

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Critical Path Dates : Automatically evaluated through Garment Order Delivery Dates. The two sets of dates for each job correspond to “aimed for” and “completed on”. See previous page for meaning of colours.

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Critical Path - Individual Order information on all jobs with notes

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accounts
ACCOUNTS

Fully integrated accounts, including :

  • Sales Ledger
  • Purchase Ledger
  • Nominal Ledger
  • Banking (including reconciliation)
  • Full Multi-Currency (including Euro)

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Sales Ledger - Transactions Main Menu

Sales Ledger - Reports Main Menu

The Purchase Ledger is the mirror image of the Sales Ledger - except that Reversals are allowed.

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Sales Ledger - Menu for General Type Invoices

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Entry of General Sales Invoices

There are two types of Invoices handled by the Sales Ledger:

1. Product Invoices generated by the G-MATE Invoicing Module

2. General Invoices generated through the Sales Ledger transactions.

The following menu shows how general invoices can be entered into the sales ledger. Notice that there are two types of discount

1. Trade discount which is unconditional and applies whether the invoice is paid on time or not.

2. Settlement discount which is usually only allowed if payments are made within a specified period of time.

Every customer can be invoiced in only one currency. This currency is defined within the directory. If a client trades in more than one currency then multiple entries of this client are required within the directory, one for each currency.

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Sales Ledger Report - Invoices sorted by Customer

The following menu displays all the invoices issued to individual customers. Obviously the user can select to display only the Invoices corresponding to only one client or restrict the display to transactions between two selected dates. The user can also select to display only outstanding invoices or even only those that are overdue.

Notice the colour coding used to provide a faster appreciation of the state of an account.

Double clicking on an account that is fully or partly paid brings up another menu which provides details of payments relating to that invoice.

This is shown in the subsequent screen.

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Sales Ledger Report - Invoices sorted by Customer

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List of payments made against a particular invoice displayed in the sales invoices report.

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Sales Ledger Payments:

The following menu shows how payments are entered for each customer. The outstanding transactions for each customer are automatically displayed. The user enters the amount received from the customer together with the details of the cheque received and then allocates in the lower part of the screen which invoices are to be paid through this invoice. The letter F indicates that an Invoice will be fully paid whilst P indicates that the Invoice will be partly paid.

Any excess money from a cheque that is not allocated can be treated as unallocated payment. Such unallocated payments will be displayed in this menu as outstanding transactions and can be allocated against outstanding invoices at any time.

Similarly Credit Notes and Journals will also be displayed as outstanding transactions and can be settled against outstanding invoices.

Notice that the original invoice as well as previous payment details can be examined by selecting the corresponding buttons at the bottom.

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Sales Ledger - Payments from Customers Menu

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Sales Age Analysis:

The following menu displays the Sales Age Analysis for each customer for current, 30 days, 60 days, 90 days and older outstanding accounts.

Notice that the full sales history as well as details of the outstanding accounts can be viewed by clicking the corresponding buttons at the bottom of the screen.

A statement can also be printed from this screen for each individual customer if so desired.

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Sales Ledger - Age Analysis Menu

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Sales History: Note the colour codes.

A statement can be printed to be sent to the customer from this menu

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Sales Ledger Outstanding accounts by Customer. Note the colour codes. A Statement can be issued from this menu if required.

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Sales Ledger - List of Outstanding Accounts by Customer

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Initialising the Nominal Ledger: This is the starting point of Accounts. This has to be done before any Accounting Transactions are entered.

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NOMINAL LEDGER SETTING UP

The following menu displays the Accounting Model that is used to set up the various numbers of the Nominal Accounts that can be used throughout G-MATE. This is the starting point of Accounts.

The left hand side of the menu illustrates how the total Nominal Account numbers can be nominated for each group of Accounts. For example the Number of Accounts allocated to Trading Income is 200, ranging from 1 to 200.

Some account numbers are called by default at various stages within G-MATE. These default accounts are entered of the right side of the following menu. For example on the payments received screen, the default account number of the Bank specified in this column will come up. Obviously these default numbers can be overwritten.

After setting up these basic Nominal Account numbers, the remaining can be set up within the Account Names menu as shown on the subsequent screen.

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Nominal Ledger - Setting up of Default Accounts

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Nominal Ledger Setting Up: The entry menu for individual accounts after setting up the default accounts within the Accounting Model.

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Examining Nominal Entries

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Nominal Ledger - Banks : Payments, Cheques Printing, Reconciliation

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Further Accounts Options

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Bank Payments:Mark by clicking on the first column all cheques that are to be entered onto the payslip to be sent to the Bank. The slip can be printed after pressing the “Save” Button. The payslips are numbered.

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For Reconciliation: This menu only displays the payments at this instance. The details of each payslip can be viewed by clicking on the particular slip. In this case the details of payslip number one are shown.

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Printing of Cheques: The menu below displays all payments marked within the Purchase Ledger. Those selected in dark blue will have cheques printed and automatically posted to the bank for reconciliation

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Thank you for making the time to watch G-MATE.

All the Programmers and Analysts that have worked on G-MATE since 1982 have come to love G-MATE and think of it and treat it like a family pet.

G-MATE is more than just an ordinary Computer Software Package. For those that use it, it is a way of life.

Let us hope that you will also join this happy family of G-MATE users.

We will be delighted to have you aboard.

Have a nice day.

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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 : [email protected]

Web Site: www.adm-computers.com

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