Operation Department Standard Operation Procedure Document (SOP)

Version 2.4
Report team – GAP QAS 2.0 creation Created by Abby Wen
guidelines Updated by Dawn Wen
Issued Date 20200409

1. How to access to GAPqualityassurance system(QAS) ......................................... 3

2. How to create a QAS audit (First inspection) ...................................................... 4

2.1. Search and select the POs being inspected ................................................................. 4

2.2. Select the correct audit type: ..................................................................................... 8

3. How to createa QAS audit (Re-inspection) ......................................................... 9

3.1. Find the previous audit with its audit number ............................................................ 9

3.2. Find the previous audit with the PO number ............................................................ 10

3.3. If 1st inspection is ‘In process’, how to create 2nd inspection as ‘Final’ ...................... 10

3.4. How to fill the re-audit............................................................................................. 11

4. Complete QASauditaccordingto the report details ........................................... 12

4.1. Audit information .................................................................................................... 12

4.2 Audit revision ............................................................................................................. 19

4.2.1 Please follow below steps if you want to revise an audit after it is created. (you can only
edit before you submit; if you submit already, you cannot revise anymore). ........................ 19

4.3 Add more PO/Delete PO ............................................................................................ 21

5. Special cases to pay attention .......................................................................... 21

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 5.1 Ship quantity for unannounced audit .......................................................................... 21

5.2 Measurement for non-apparel products ..................................................................... 22

5.3 Weight details in Visual section .................................................................................. 23

5.4 Moisture check is part of packing section .................................................................... 23

5.5 Digit PO special process ............................................................................................. 23

6. Complete the IPwiththe QASsysteminformation .............................................. 25

7. PO Cannot be foundin QAS .............................................................................. 26

7.1. 1st case: Not any PO can be found in QAS platform .................................................. 26

7.2. 2nd case: Only a part of the PO can be found in QAS ................................................ 26

8. Cannot create final inspection in QAS .............................................................. 27

8.1. 1st inspection is a missed inspection, while you cannot create ‘Final’ for 2nd
inspection ........................................................................................................................... 27

8.2. The existing QAS number was not created by QIMA ................................................. 28

8.3. There is an existing final record created by QIMA with failed result .......................... 29

9. FAQs ................................................................................................................ 30

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1. How to access to GAPqualityassurance system(QAS)
QAS link: https://apps.gapinc.com/smee/ui/#/ (Please use google chrome. Do not use internet explorer.)

Please use below ID and password:

ID:Vp7b6nh
Password: Welcome010 (ask KA Team for the current password if it is not working, as it might
be updated).

Get access to the above website and log in

After that, you are supposed to see below view, which means you have signed in the new QAS
portal already:

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2. How to create a QAS audit (First inspection)

2.1. Search and select the POs being inspected

 There is a search panel in the upper right corner, click it and a panel will appear:

 Choose “Create Audit”, input the PO number(s){PO# should not have dash or space}
from the report into the panel and choose the relevant QA region, then click submit.
Note1：Click ‘Clean’ bottom first before input PO# for searching
Note2: You can search multiple Pos at the same time, do not search one by one.

Note: If you want to compare the colorways, click below button “color level”, the color details of
each PO will appear:

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Below is the QA region table for your reference only. It is not mandatory to choose this in the
search criteria. This table is just for your reference.
Factory Country Region
China (Shenzhen/Hangzhou/Jiangxi area, etc.) China
Philippines China
Cambodia Southeast Asia
Myanmar Southeast Asia
Indonesia Southeast Asia
Vietnam Southeast Asia
Bangladesh SAMA
Egypt SAMA
India SAMA
Jordan SAMA
Portugal SAMA
Turkey SAMA
Lesotho SAMA
Sri Lanka SAMA
Pakistan SAMA
Dominican Republic Americas
Haiti Americas
Guatemala Americas
Colombia Americas
Mexico Americas
United States Americas
El Salvador Americas
Honduras Americas
Nicaragua Americas

 You can see the PO details will appear below. Check if the details of the PO(s) are correct,
then choose all the PO(s) needed and click “Create Audit”.

*Tips:
If you cannot find the PO sometimes, please try to search the “style number” and “ship cancel date”
only to see if you can find the result.
(For the ship cancel date, please just use the default “Ship Cancel Date. Otherwise, extend the date
range + - 15 days.)

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2.2. How to Create QAS# with Multiple POs and Audit Stages
When we need to create a new QAS# multiple POs and audit stages(1st/re-inspection) under
"Create Audit" tab, there will be a system warning "Only choose the value of Audit Stage is
first or null" if we selected all different stages' POs. This means you are NOT allowed to
combine first audit and re-audit audit stage records in a new audit.

In this case, please:

 Use "Manage Audit" tab to copy one of the existing QAS#, for example
QAS#1904100408-1 as per below screenshot.
 Combine other POs by selecting in the PO list.
 Revise the Audit Stage if needed.

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2.3. How to create 100% inspection QAS audit record
100% inspection means every single piece in the order will be inspected by our inspectors.

The requirements will be varied based on the needs from client. The result in the 100%
inspection report will be always a pass result.

Supplier will use draft report for shipment. You should create QAS report for record. Please
strictly follow below instructions for QAS data input.

Input below information in order to create QAS#:

Sample size: 315
Measurement / Visual / Packing / OCR Defect: 0
Result: Pass
Comments: 100% inspection + the top 3 defects & percentage + All the defective garments
have been sorted + other comment if any from inspectors.
e.g. 100% inspection, top 3 defects: Untrimmed Thread Ends 5%; Open Seam 2%; Dirty Spot
1%. All the defective garments have been sorted. All the defective garments have been sorted.

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2.4. How to create inline inspection audit record
The process will be same as PSI audit record except
 The audit point should always be in process;
 If there is no carton, always choose 1 this section

 Put inline inspection remark on comment box for record.

2.5. Select the correct audit type:

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a) If the product is 100% packed: select ‘Final Inspection’ regardless it is announced or
unannounced inspection
b) If the product is Not 100% packed: select ‘In Process’ regardless it is announced or
unannounced inspection
c) For missed inspection: select ‘Final Inspection’
d) For short shipment with PQA‘s approval: select ‘Final Inspection’
e) For short shipment without PQA‘s approval: select ‘In Process’ unless PQA asks AI to
change to other audit type

Please make sure to choose the correct audit type before you click “create audit”. You
cannot edit again if you choose the wrong one in the beginning.

Maximum15 shipments can be selected to create the QAS audit.

If the report contains more than 15 shipments, you can first create the audit with the first15
shipments, and then refer to section4.3 to add more shipments.

Please then go to section4 to complete the QAS audit according to report details

3. How to createa QAS audit (Re-inspection)

3.1. Find the previous audit with its audit number

Choose “Manage Audit”

Input the previous QAS audit number into the “search panel”, then click “submit”:
Select the previous QAS audit number and click “copy”

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Once done,please gotosection 3.3tochecktheprocesstocreate the Re-audit

3.2. Find the previous audit with the PO number

Choose “Manage Audit”

Input the PO number into the “search panel”, then click “submit”:
Select the previous QAS audit number and click “copy”

3.3. If 1st inspection is ‘In process’, how to create 2nd inspection as ‘Final’
If the first inspection is ‘In process’ audit point, and the 2nd or re-inspection is ‘Final inspection’,
please do NOT copy last QAS audit record from Manage Audit as the audit point will be ‘In
process’ again which cannot be changed. Please use the PO# to create a new final inspection
audit record under create audit page. Please see below screenshot.

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3.4. How to fill the re-audit

Once the previous audit has been selected, follow below instructions

 Select the auditor date for the reinspection.

 Double check the PO numbers

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(Sometimes the supplier will separate the last inspection Pos to several orders. Then you
should double check below part and ensure the PO information match the booking. Maybe you
need to add some more POs or reduce some POs)

 Delete the previous inspection comments and details and replace them with the new
information. After all info is replaced, click on “save”

Once saved, the QAS number will change to a different one. Normally, if the first one is
1806140011, the second one will be 1806140012…Or maybe first time is 1806140011-0,
the second time will be 1806140011-1.

4. Complete QAS audit according to the report details

Wrong information or missing information will lead to claim
All the details should be completed within one day after the inspection

4.1. Audit information

Once you have created the audit,

Double check if all the PO number sand quantity match with the report

4.1.1 Basic info

 Select correct audit date and factory name

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 Please pay high attention to the “factory name”.
If the default factory name is different from the one in the report, you can scroll down to see if
there are more options and find the correct one.

If there is no same option in the dropdown list, please choose the most similar one and send
an email to GAP IT to help. (Refer to 7.1 for GAP IT email address)

 Input the correct ship quantity and test number:

Note: If there is a fail product/garment test report: please fill the fail test report number.
If more than one test reports are failed: please use "-" to separate the different number.

For example, test number (9613)4001020 and (9613)4001034 are failed: please fill them as
(9613)4001020-34 in the QAS system.

If all the product /garment test report are passed. You can choose any one of them to fill in the
QAS system.

4.1.2 Audit section

 Measurement

 The AQL is fixed there already;

 The sample size is there already, but still please double check in case sample size is
updated due to some special cases.
 The defects type list down all the defects GAP have, input the correct defect unit number.

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 The “major units” section and “result” section will calculate automatically after you put the
data.

 No need to upload photo unless there is some special requirement for this report.

 Visual

 Click “add” to input the correct defect codes.

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 Input the garment weight if the product is sweater.

For knitted gloves, knitted socks, or knitted scarfs, please put the weight in the comment
section below (Only sweater has the tab for weight in QAS 2.0)

 After selecting the defect codes, input the number of defects for each defect type:

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 No need to upload photo unless there is some special requirement.

 OCR
Follow the same process as the above to input the correct number of defects. No need to
upload photo or write comment unless there is special requirement for this order.

 Packing
Follow the same process as the above to input the correct number of defects.

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Note: In the fabrication part, please put the fabric composition.Eg: 100% cotton/ 60% cotton,
40% polyester. For the max limited and actual finding section, please put the integer value.
(Refer to point 5 in the FAQ section for more details)

Please put the moisture details in the comment section in packing page:

4.1.3 Audit result

 The Audit result will appear automatically;

 In the additional comment, please put below information:

 AI order number (Mandatory anytime);

 Re-inspection/First inspection (Based on inspection report);
 Missed inspection (When applicable);
 Unannounced audit (When applicable);

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After you fill everything, click “Save” as below.

Then go back to the “basic info”, you will see there is an audit number generated:

Recheck if everything is correct, thenclick “submit” as below.(Client can only see the
audits when they are submitted, otherwise it will remain as draft and invisible to them)

If you click “submit”, you cannot edit anymore”, so please make sure to double check
everything is correct before submitting.

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4.2 Audit revision

4.2.1 Please follow below steps if you want to revise an audit after it is created. (you
can only edit before you submit; if you submit already, you cannot revise
anymore).

 Choose “manage audit”;

 Open the search panel and choose the audit number you created;
 Click “submit”;

 Select the audit number and click “Edit” as below:

 You can then edit the audit you created before. After that, “submit” after you finish
the revision.

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Note: To ensure that you have saved successfully, please go back to the section where you
have made revision and make sure it is updated.

4.2.2 Audit need to be revised after submission.

Please contact GAP PQA to revise/reopenthe audit after submission. PQA will help to
revise the audit directly as your requested or return the audit to you to re-do it. Refer to
below screenshot:

PQA Action:

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4.3 Add more PO/Delete PO

 If you need to add more PO, after the audit has been created, please follow the below
instructions:
(You need to save the audit first and then make the audit in “editing” status, refer to section 4.2)

Go to “basic info” part and find shipment detail, click “add”

Select the anticipated ship cancel date and click “search”:

 If you want to delete PO numbers, you can proceed as below:

(You need to save the audit first and then make the audit in “editing” status, refer to section 4.2)

5. Special cases to pay attention

5.1 Ship quantity for unannounced audit

For unannounced audit, please put the available quantity inspector found on site (the quantity
based on which inspector performed inspection) into the ship quantity section.

Example: For below unannounced audit, the PO quantity is 6099 but the available quantity on
site is 3537pcs.

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Please make sure to put 3537pcs into the ship quantity section in the new QAS, not the ship
quantity 6099pcs.

5.2 Measurement for non-apparel products

Measurement for non-apparel is now mandatory for GAP.

When below green color highlighted products are inspected, measurement should be done, and
results need to be input into the QAS system.

If measurement is not done, check in the remarks section in the report to see whether inspector
left any remark explaining why the measurement is not done. If there is a reason given, you can
proceed with the validation. If no remark is given for that, send email to inspector for clarification
before validating the report.

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5.3 Weight details in Visual section

Garment weight is mandatory for sweaters, socks, knitted gloves, knitted hats and knitted
scarfs.
For socks, knitted gloves/ scarfs /hats, inspector need to weigh 5 dozen of products and there
will be 5 results. Put the lowest result in the garment weight section.

5.4 Moisture check is part of packing section

Moisture check now becomes part of the packing section. If the test is failed, packing audit
will be failed automatically.

5.5Digit PO special process

For digit PO (PO destination is China or if the PO is made from numbers only (no
letters)suchas“1067900”), it was not available in GAP old QAS portal in the past, but now it can
be searched and created audit in QAS 2.0. For example as below:

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In case you are unable to combine the digit POs with other regular POs, please create two
separated audits in QAS 2.0.(Refer to FAQ part point 6 for separated audit creation)
In this case, please still send the excel shipment inspection report(Form8)to client with the pdf
file(in a .ZIP)

Each PO found in the QAS system should be written with *

And remark“*=please refer to the QAS audit xxxxxx” (xxxxxx is the related QAS audit number).

For example
If all POs from1 report can’t be found in the system, report supervisors should send back the
excel shipment inspection report with all the Pos to client via AIBB.

5.6 POs <= 100 pcs( Test Order)

Client set the rule as POs <= 100 pcs as test order and follow the below request. It’s simpler to
define it by quantity.

 Report team don’t need to submit QAS reports, but only needs to issue report and
remark it’s a test order
 Input total quantity to the report instead of the quantity for each PO.

For franchise orders, the quantity could also be below 100pcs, but we have to follow normal
process to have them all reported on QAS and have detailed breakdown per PO in our report.

Refer to PO file to know if it is GAP Franchise order (Corp 81). For those orders, the EDI
sticker will be as below:

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6. Complete the IPwiththe QASsysteminformation
QAS number
Once the audit is saved, the QAS audit number will be created.

You have to fill this number in the inspection report

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7. PO Cannot be found in QAS

7.1. 1st case: Not any PO can be found in QAS platform

Make sure that the PO mentioned in the report are correct(check the PO files)GAP PO are
composed as following: LLNLL-... (L=Letter, N=Number)
If the PO can not be found, send an e-mail to below contact:

Region IT Helpdesk
America IT_HelpDesk_HK@gap.com
China IT_HelpDesk_HK@gap.com
South East
Asia IT_HelpDesk_VN@gap.com
SAMAE IT_HelpDesk_IN@gap.com

CC Gabrielle/Dawn.
-------------
Title: POXXXXX-XX Can not be found in QAS platform

Dear...,
PO XXXXX-XX can not be found in QAS platform, could you please check and fixit.
Login ID: XX Password: xx
Thankyou
-------------

Re check in the coming hours or the next day if the problem is fixed.

7.2. 2nd case: Only a part of the PO can be found in QAS

Ifthebookingcontains3 PO(PO1,PO2,PO3)

After searching forthese3PO,only PO2andPO3appear.In such case, please go back to "Search

Shipments"

Only fill and search forPO1(the one which can not be found):

1/If it appears, then please create the QAS audit with this PO, and addPO2 and PO3later.
2/If it still doesn't appear, then please go back to section 7.1and send e-mail to GAP IT.

Attention:
Do not hold the report due to below reason:
PO cannot be found in QAS;
QAS portal is not responding;

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Factory name is not matching in QAS;
….
As long as the PDF report can be issued, send the PDF report first. Put “NA”
in the QAS number section in the report and remark the reason in the report.
Once the QAS number is created, update and resend report to client.

8. Cannot create final inspection in QAS

If you are unable to create final inspection record in QAS as the system is keep warning you
that there is a final record (audit num:XXXXXXXXX-0) so no more final audit is allowed(see
below picture). Please copy and paste the existing audit num XXXXXXXXX-0 to ‘Manage Audit”
to find the QAS# status. Then refer to point 8.1 to 8.3 below to confirm the inspection
scenarios and seek for PQA’s help:

8.1. 1st inspection is a missed inspection, while you cannot create ‘Final’ for 2nd
inspection
If 1st inspection is a missed inspection, PQA must FAIL the audit in QAS. Otherwise, AI cannot
create another final inspection record in system. With this situation, you need to:
 Copy the existing final QAS number to “Manage Audit” and open the audit to check the
‘Audit Result - Reviewed by PQA’ section

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  Double check if PQA failed the missed inspection
 If not, please draft email to PQA to delete the missed inspection record in QAS as
he/she should’ve failed it
 After PQA deleted the missed inspection record, you need to create both 1st and 2nd
inspection as final in QAS

8.2. The existing QAS number was not created by QIMA

This situation is that when you copy the existing QAS#XXXXXXXXX-0 in ‘Manage Audit’, if no
audit record can be found in the system, it means the QAS# was created by GAP DA or
someone else, with this situation, you need to:
 Draft email to PQA to report this situation. Email template: “Based on the system
warning, there is an existing final record QAS#XXXXXXXXX-0 in system. After
checking, we found that it was not created by AI, it should be generated by GAP DA or
someone else with the same PO#. Could you please delete the record for us to create
our audit record? Thank you.”
 Normally PQA will delete the existing QAS#, then you could proceed your report

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8.3. There is an existing final record created by QIMA with failed result
This situation is that when you open ‘Create Audit’ section and use PO(s)# to create a final
audit record, the system warning will pop up as ‘(Audit num: XXXXXXXXX-0) create by Rachid
DOUBLALI’ . It means there is an existing final failed QAS# created by QIMA report team and
no more final record is allowed under ‘Create Audit’ section. To proceed, you need to:
Input the existing final QAS number to “Manage Audit” and submit to locate the record
Click copy bottom to create a new record with same PO
Change the ‘Audit Stage’ if needed

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9. FAQs
1/ For missed inspection, do I need to create audit?
 Yes, you still need to create audit in QAS to keep a record in GAP portal. (Include all the
POs booked)

2/ If in one inspection, some POs are inspected while some are not, do I need to create QAS
for all those POs?
 No, if inspection was done. Some POs are inspected but some are not, you do not include
the POs not inspected in QAS.

3/ For missed final inspection, what should I put in shipment qty section?
 Please just input “Shipment qty = 1”, auditor comment will automatically become “reject
shipment”. This is how GAP identify the “miss inspection”.
 Add in the final comment section that this is a missed inspection.

Special case:
If the product category is sweater, you have to put garment weight and specified weight,
otherwise you cannot save the audit. Please input “1” directly.

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4/ For missed in process inspection, what should I put in SMEE to fail the result?
 Add a defect in the Packing section as “Incorrect Quality” to fail the result
 Put the remark in additional comment box for the missed inspection

5/ I cannot submit the audit when the sample size is smaller than the default sample size in
QAS. What I can do?
 This bug has been fixed by GAP already. Normally you can submit smoothly now for split
shipment or unannounced audit when actual sample size is smaller.
 In case you cannot submit still and get below reminder. You can keep the system original
sample size, and input “actual sample size=xxpcs” in comment section so that client can
know the actual sample size. (Only for passed report).

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6/ For moisture check, I cannot put decimal in the QAS, what should I do?
 Inspectors are now requested to put both upper scale value and lower scale value in the
report. Please put the upper scale value (centi meter reading) in the QAS. It should be
always integers.

(Below is how to read upper and lower scale value. If inspector asked, please show them this photo)

7/ The POs in QAS are in different factories and I cannot create audit for them. What should I
do?

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 In this case, please create 2 QAS audit numbers separately and add remark in the final
comment section in QAS as well as in the remark section in the report.

8/ I cannot click “add” button under visual field in QAS 2.0. What I should do?

This issue is reported to GAP IT already and they are working on this. Meanwhile, if you face
this issue, follow below steps to manage:
 Fill all the other information first and click “save” (Do not click “submit” cuz you will not
be able to edit again after that).
 After you save it, the audit number will be generated. Click “manage audit”, search the
audit number, choose it and click “edit”. After that the “add” button under visual field will
be working normally.

9/ What should I dowhen I cannot create/submit audit in QAS 2.0?

Please follow below steps:

 Put NA in the QAS number section in the report, and make sure to add a remark
explaining why (Or put the QAS number, but remark in the report why the audit is not
submitted)

 Record the case to the share file Abby sent. Below is the link:

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https://ainsp-
my.sharepoint.com/:x:/r/personal/abby_wen_asiainspection_com/_layouts/15/Doc.aspx?sourcedoc=%7B0937f61
4-e203-42c0-8471-fb4f8ab1d8de%7D&action=default&uid=%7B0937F614-E203-42C0-8471-
FB4F8AB1D8DE%7D&ListItemId=232&ListId=%7B1499CAC4-C474-48AD-8D0F-
31A5FA8CB226%7D&odsp=1&env=prod

 Send email to GAP ITand PQA in same email:

 Inform GAP PQA why the QAS was not created/submitted.

 Inform GAP IT to check and fix the issue.
 Always tell GAP IT your QAS login ID(Vp7b6nh) so that they can check faster for
you.

(Refer to this file to know the GAP PQA by country)

GAP PQA receive reports by country. It means, if the inspection took place in China, then
please send email to Dean, Joan, Almond, Tina and Tom.

For India and Vietnam report, they are divided into north and south. Please check in Map first
the factory city to see it is located in north or south. Then you can send to the relevant side.
If you cannot define if it is south or north, you can send to all of them including south and north
side.

9/ I created a QAS by accident and didn't click “submit” yet (Audit Status : Draft ) ,but I don’t
need it. How can I delete it?

We have authority to delete it by ourselves . If you created an audit by mistake, it will remain
as draft and invisible to client ,please delete it by yourself.

Please follow below steps:

 Choose “Manage Audit”

 Input the PO number into the “search panel”, then click “submit”
 Select the previous audit you created by mistake and click “Delete”

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10/ How to input QAS 2.0 for failed audits?
The QAS 2.0 enhancement will be ready by November to align with the new AQL policy. So
you will find some audits are not a failed result in SMEE even it should be failed.

In this case, you don’t need to change any result in SMEE to make it into failed result. Instead,
you need to follow below instruction to put the remark in “Additional Comment”: [AQL]Total # of
visual + meas defect pass/fail, but sewing defect #, maximum #, reject/fail’.

For example: [AQL]Total # of visual + meas defect pass, but sewing defect 4, maximum 2,
reject’. Please us the exact the same remark format as above in each audit.

11/ How to input QAS 2.0 for re-inspection at Level III?

If factory failed the 1st inspection due to only sewing defects, we will proceed visual only and
apply level III. In this case, you need to put remark in “Additional Comment”: Re-inspection at
level III, sample size #, only check visual. vis defects #, max #; sewing defects #, max #,
Pass/Fail.

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12/ Case Sharing

a. Wrong: Create “In process” QAS# for Missed Inspection.

Correct: You MUST choose “Final” audit point for missed inspection.

b. Wrong: Create “In process” QAS# for Unannounced Audit with PO(s) is 100% packed
and finished (Turned out to be a PSI).
Correct: If unannounced audit turns out to be PSI (PO is 100% packed), you MUST
select “Final” audit point.

c. Wrong: Select “In process” as audit point when inspector only check the POs that are
100% finished and packed.
Correct:
 If only some PO(s) are packed instead of all POs, and inspector doesn’t check the
not ready PO(s), you MUST select “Final” audit point since the available PO(s) is
fully packed. Or
 This is a multiple PO order, some of the POs are shortage or over-shipped, but
factory provides GAP confirmation, you MUST select “Final” audit point;

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