This document summarizes an export planning and dispatch system implemented at GHCL Limited to streamline their export process. The key points are: 1. The system was designed to simplify the export process, make it more user-friendly, integrate data to reduce duplicate entry, automate documentation, and reduce IT costs like SAP licensing. 2. It improved upon the standard SAP process by reducing the number of stages from 8 to 12 screens, requiring less skilled users and reducing SAP licensing costs. 3. The 8 stages include planning by the PPC department, commercial involvement, production updates, dispatch planning, container booking, carton scanning, warehouse activities and export documentation.

1. Export Planning & Despatch System
GHCL Limited -Information Technology
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2. Agenda
GHCL Limited -Information Technology
 System Simplification
 User Friendly system
 Integration of Data: reduce duplicate entry
 Automation of Documentation
 Reduce IT Cost - SAP License & Other cost
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3. Standard SAP Vs IT Automation:
 PPC updating all information.
 Last minute info update.
 Complex screen of info entry.
 SAP Skill user require.
 SAP User License require at
all stages.
 Consent Department is
updating info. (PPC, Mkt,
Commercial, Prod, WH).
 8 Stage wise info update,
 User friendly 12 screen.
 Less Skill user require.
 SAP User License reduced.
GHCL Limited -Information Technology
Before Implemented After Implemented
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4. Stage 1 to 8: Export Planning & Despatch System
Stage-1: • PPC Department.
Stage-2: • Commercial Department
Stage-3: • Production Floor
Stage-4: • PPC Despatch Plan for Container booking
Stage-5: • Commercial Dept. Container booking
Stage-6: • Carton Scanning Inward / Outward
Stage-7: • Warehouse activity on container calling day
Stage-8: • Export Documentation by Commercial Dept.

5. Main Menu:

6. Stage-1: PPC Department
– GHCL Marketing Team Book customer order.
– PPC Team create UPC (Universal Product Code), MM, BOM, Routing.
– Production Sales Order generate.
– Attach Customer PO, CutPlan, BVA, TRIM chart to Sales order
– Sales Order “Release-for-Production & Procurement” process.
– Part-A: Customer Info:
Customer Material Code
Customer Material Description
Customer SKU / PID
Price Sticker
PO Number
– Part-B
UPC Code for GHCL Material Code.
– Part-C: Packing Instruction
Carton Dimension, Pack Factor, Pack Group (Assorted / Individual)
– “Release SO-To-Commercial” (after completion of all above entries).

7. Stage-2: Commercial Department
1. e-mail to Marketing for Commercial related Data.
2. Update SO Commercial related data
3. SO Releasing by Commercial – on same screen of
Point-1

8. Stage-3: Production Floor
oSKU wise weight update in SAP
oNett Wt
oNett Net Wt
oGross Wt.

9. Stage-4: PPC Despatch Plan for Container Booking
Require input against Production Sales Order
o Planned Qty
o Stitching Location
oDispatch Plan packing list viewed by:
o Production Floor
o Commercial
o Warehouse

10. Stage-5: Commercial Dept. Container booking
• Proforma Invoice Printing
• Standard Packing List Printing
• Container Booking

11. Stage-6: Carton Scanning Inward / Outward
 Carton Inward / Outward Scanning in Inhouse Software (VB)
Clipboard / Text File

12. Stage-7: Warehouse activity on container
calling day
• Load the container as per the PPC Despatch Plan-id:
• Scan the Carton and generate outward-id
• Pick scanned qty or input actual despatch qty in PPC Despatched
Planned-id
• Execute atomized transaction:
• Despatch SO creation, Outbound-
Delivery, WH TO & PGI.
• Actual Packing List

13. Stage-8: Commercial Dept- Export Documentation
• Pre-Shipment Invoice Generation
• Excise Invoice Generation
• ARE1 Generation
• Post shipment & Release-to-accounting.

14. Technique used to simplify the System:
 Batch Change: BAPI_GOODSMVT_CREATE
 Sales order creation BAPI_SALESORDER_CREATEFROMDAT2.
 Outbound Delivery creation: BDC for Delivery.
 Warehouse Transfer Order creation & Confirmation: FM: ‘L_TO_CREATE_DN’.
 PGI -- PGI BDC.
 Excel file e-mailing to Marketing
 Scanned data into Clipboard / Text File, read in SAP.

15. Textile Business Challenges:
- Discrete Manufacturing
- Make-to-Order: Each & Every Order / Buyers having different requirement.
- Information getting stage wise.
-One SO 3 container by Sea and last container by Air.
-Batch Number require for Delivery picking (Single Batch created, passed in SO-Delivery).

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