Payments

Payment Processing
The BilTAY Teknoloji SCIENTA software has a very advanced accounts payable system that allows the proper splitting of individual payments into separate General Ledger accounts and the tracking of payments by sub-vendor when entering payments and allocating payments to invoices.
Therefore, it is extremely important that before entering payments into the BilTAY Teknoloji SCIENTA system, you review the documentation found on the pages below. Each page of documentation will guide you through entering a payment and working with the advanced accounts payable system.

Entering Payments
The first step in Payment Processing is entering the payments. From the Accounts Payable menu, select Enter & View Payments. This will bring you to thePayments Screen. This screen displays a listing of all the payments recorded in the accounting system that your company or division made. On this screen, you can search for payments by clicking the Search button at the top right, or enter a new payment by clicking the New Button.
Once you click the New button to start a new payment, this will bring you to the New Payments Screen. You will notice that many of the fields on the screen are already filled in. They are filled in with default data that was shipped with the system. Go down the list and enter the information for your specific payment, changing or removing the default data as necessary.
The Payment ID Field will always say <new> when entering a new payment. This field is the ID number for the database for that particular payment, and cannot be changed or edited.
The first field to enter information into is the Payment Type ID field. This is a drop down list from which you select the method by which you are making the payment (credit card such as Visa or Master Card, wire transfer, check, etc).
Next enter the Check Number in that box if you are paying by check or E-Check. If you are not paying by check or E-Check, leave this field blank.
Enter the date of the check in the Check Date field. The date must be entered as mm/dd/yyyy.
Then select the Vendor (company or supplier) by clicking on the box at the end of the Vendor ID field. This will bring up a list of Vendors that have been entered into the system. From that list, select the Vendor you are paying by clicking the select option at the left side of the line next to the Vendor's name you want to pay.
Enter the date you are making the payment in the Payment Date field. The date must be entered as mm/dd/yyyy.
Enter the date the payment is due in the Payment Due Date field. The date must be entered as mm/dd/yyyy.
Enter the date the item/service for this payment was purchased in the Purchase Date field. The date must be entered as mm/dd/yyyy.
Enter the amount of your payment in the Amount field. Enter the total amount of the payment, even if the payment is for multiple invoices or bills/statements. You will be able to allocate a single payment to separate invoices once the main information is entered as described further down in this section of the documentation.
The GL Bank Account field shows a list of all of your accounts from the Chart of Accounts. From this list, select the cash account that you want to pay this bill from.
The Notes field is where you can enter any notes into the system about this payment.
The Currency ID field will already be filled in for you using the information you selected when you first set up your company. If this is incorrect, you can change it by clicking on the arrow and selecting an option from the list.
The Currency Exchange Rate will also be filled in based on the information you selected when you set up your company. If this is incorrect, you can change it by entering exchange rate.
The Invoice Number field is where an invoice or document number can be entered that corresponds with the payment.
The Check Printed box will be automatically selected once the check is printed. Therefore, it cannot be checked off manually.
The Paid box will be automatically selected once the payment has been made. Therefore, it cannot be checked off manually..
The Approved for Payment check box will be automatically selected when the payment is approved during the next step, Approving Payments.
The Approved for Payment Date is where the date is entered when the payment is approved. It will be automatically completed when the payment is approved in the next step, Approving Payments.
Allocating Payments to Invoices
Once the main payment information has been entered, the next step is to select how much of the payment is going to each individual invoice or bill by entering individual transactions for that payment. This is done in the Payment Detail Section. You must enter information into the payment detail section for the payment to be processed correctly.
Click the New button in the Payment Detail Section to bring up a new set of fields where the details can be entered for the payment.
Splitting payments into multiple General Ledger categories so that the proper General Ledgers accounts are credited is very important for the proper tracking of expenses and costs related to projects. For example, lets say you purchase computer hardware, computer supplies, and consulting services from a particular computer company. Using payment details, you can properly split the one payment to the company into the proper General Ledger accounts within the BilTAY Teknoloji SCIENTA system to properly track and account for expenses.
Sub-vendor split payments is for situations where you are making payments to a parent entity for sub entities where the sub entities expenses would post to different General Ledger accounts, or where you are paying "entity A" for a lot of different items that are expensed differently. For instance, if you are paying a corporate VISA card for a month of expenses, the "Header" would be for VISA, but the Sub-Vendor would be all of the places that I used the VISA card, the amounts spent there, and the proper General Ledger Expense accounts. The following scenario demonstrates in further detail how sub-vendor split payments works:
For Example:
A payment is being made for the company's monthly credit card bill which totals $5,000.00. This goes in the Main Section.
Now you enter the details:
$1,500 was for a plane ticket for a business trip. The sub vendor would be either the airlines or the travel agent and the expense account would be the travel & entertainment account.
$3,000 was for Printed Sales Materials. The sub vendor would be the Print Shop and the expense account would be the proper expense account for this type of purchase.
$500 is to the local office supply store for supplies. The sub vendor would be the office supply store and the expense account would be the office supplies expense account.
What if the payment cannot be split or was only for one expense?
If you only have one payment detail, then the sub vendor, the document number, document date and such would be the same as the header, and the expense GL account would be the expense GL account associated with that vendor. There would be no need to enter additional payment details
Note: Allocating payments is optional.
You can select to have the entire amount go to the one bill and make one entry, or you can specify what each portion of the payment is for. This step depends on how your company prefers to enter and record transactions. However, you must enter at least ONE payment detail for the payment to process correctly.
A breakdown of the fields in the Payment Details Section is as follows:
The Sub Vendor ID field is where you will enter the name of the Sub Vendor for which you are making the payment. In the example above, the first Payment Detail entry is $3,000 for printed sales material. The name of the print shop would be entered here.
Doc Number where a specific number can be entered for that particular entry. In the example above, there would be an invoice number from the print shop (or perhaps a PO number). Enter that number in this field.
Enter the date for which the transaction took place in the Doc Date field.
In the Account field, select the GL Expense Account that this transaction should be recorded in. In the example above, since the first transaction being entered is for travel and entertainment, the company's travel and entertainment account would be selected.
In the Amount field, enter the amount to allocate for that specific transaction. In the example above, $1,500 is the amount allocated for the first for this transaction, therefore that amount would go in this field.
The Project field is where a specific project can be noted for this particular transaction. If there is no project associated with this transaction, then leave this field blank.
Once the information for that specific payment detail has been entered, additional payment details can be entered by pressing the New button and following the steps outlined above.
If there are no additional payment details to be entered, select OK to post the payment to the system. A confirmation box will come up requesting confirmation of posting the payment.

Approving Payments
Once all the payments have been entered for that billing cycle, they need to be approved before they can be printed or paid. To approve a payment, from the Accounts Payable menu, select Approve Payments. This will bring you to the main Payments Approval screen. A list of all the payments (vouchers) in the system pending approval is displayed with a box next to each item.
To approve a payment, select the payment that you wish to approve by clicking on the check box next to it. After you have selected the payments you wish to approve, click Approve Selected Payments from the top of the screen.
If you want to approve all the payments at once, click the Approve All Payments button at the top of the screen to approve all of the pending payments with one click.
You can also approve a payment when entering the payment at the Payment Header Screen. Approving payments must be done before attempting to process a payment and paying a vendor/supplier
Click the OK button to exit and close the screen and return to the main menu.

Issuing Payments
Once the payments have been entered and approved, the next step is to Make Payments. To make a payment, from the Accounts Payable menu, select Make Payments. This will bring you to the Make Payments screen. This screen shows all the payments that were approved for paying. Check the box next to each payment you wish to actually make.
After all the payments have been selected, and the checks have been selected for printing click the Process Checks option at the top of the screen. This takes the payments and compiles the information, preparing it for printing onto checks. This step will also insert the check number using the next check number available in the system. The checks are now ready to be printed. You can now go to the next step, Printing Checks.
If the payments are not all checks, but rather wire transfers, cash or credit cards, then the next step of printing the checks can be skipped. At this point, just click OK to close the screen and return to the main menu.
Manual Payments and Manual Checks
Since the Integral Accounting System is GAAP compliant, checks cannot be manually printed. According to GAAP, the payment process must be carefully controlled and audited, and requires that all payables go through the voucher/approval/check process in order to be paid. Removing this feature and adding the ability to manually print checks and manually make payments will violate GAAP Compliancy.

Printing Checks
From the Make Payments screen, click the option on top that says Print Checks. A new browser window will open with the first check to be printed shown in the window. Only the first check will be visible in the browser window. The other checks will be on their own page. To view the other checks, go into the Print Preview option in Internet Explorer and navigate to the other pages there.
At this point, make sure the printer is turned on, and the proper check paper is in the printer.
NOTE: The checks that work best are Versa Check Classic Style #1000. They have one check per page, and the check is at the top of the page, with the bottom part of the page being the check stub.
Note: If this is the first time you are printing a document from the Enterprise System, the margins need to be changed to 0.25". To do this, go to the page setup option of the browser, (file then page setup) and change all of the margins (top, bottom, left and right) to be 0.25". This must be done so that the check will align properly on the paper. Also, be sure that there is no header or footer information when printing the page. The header and footer information can be viewed and changed in the page setup options of the browser.
If you have already printed a document from the Enterprise System before (i.e., invoices, purchase orders, etc.,) then just print the checks order from your browser as normal.
Once the checks are printed, close browser and return to the main screen. If any of the checks did not print properly, you can click on the Print Checks option to bring the checks up in the browser again. From there, go to Print Preview to navigate to the proper check that needs to be reprinted, and select that individual page for printing.
Once all the checks have printed properly, click Confirm Check Print. This will post the checks to the proper accounts and clear them from the Make Payments screen. Only do this once you have verified that all the checks have been printed properly. Once this step is done, there is no way to undo it.
For specific, technical information about printing checks please review the "MICR Check Printing" document in the Enterprise Help System.
Manual Payments and Manual Checks
Since the Integral Accounting System is GAAP compliant, checks cannot be manually printed. According to GAAP, the payment process must be carefully controlled and audited, and requires that all payables go through the voucher/approval/check process in order to be paid. Removing this feature and adding the ability to manually print checks and manually make payments will violate GAAP Compliancy.

Purchase Orders

Processing a Purchase Order
Overview
A Purchase Order is what a company uses to place orders with suppliers or vendors, and to deliver goods to the company's businesses or warehouses. The purchasing process is a multi-step process that begins with entering the purchase order. Once the purchase order is entered into the system, it is then approved so that it can be sent to the vendor. After it is approved, the purchase order is printed and sent off to the vendor or supplier.
When the vendor has filled the purchase order, they inform the company and send the items. At this point, the company has to receive the purchase order. When the outstanding purchase order is received, the quantity of items received are confirmed or adjusted with the quantity stated on the original purchase order and inventory is updated accordingly. Then the purchase order is ready to be paid through the Payment Processing Method once the invoice has arrived from the vendor.

Entering A Purchase Order
Click the New button to start a new purchase order. This will bring you to the New Purchase Order Screen. You will notice that many of the fields on the screen are already filled in with default data that was shipped with the system. Go down the list and enter the information for your specific purchase order, changing or removing the default data as necessary. This screen is where the basic information is entered. The actual items being ordered will be entered in the Purchase Detail section.
The Purchase Number field will always say <new> when entering a new purchase order. This field is the ID number for the database for that particular purchase order and cannot be changed or edited.
The date the purchase is being made is entered in the Purchase Date field. The date must be entered as mm/dd/yyyy.
The Transaction Type ID field is automatically selected to be Purchase Order. There is no need to change this field unless you are processing a return, in which return would be selected from the drop down list.
Enter the date the purchase is anticipated to be canceled (if applicable) in the Cancel Date field. This field would be used in the instance that an order is not received or shipped by a particular date. Typically, it will be left blank. The date must be entered as mm/dd/yyyy.
Vendor ID is where the you would select the vendor that this purchase order is for. Click the box at the end of the field to view a list of vendors entered in the system and select the vendor that this purchase order is for.
The Ship To and Ship For fields are automatically populated based on information entered for the vendor during the Vendor Setup process.
In the Warehouse ID field, select the name of the Warehouse from the drop down menu where this order will be shipped to. Once you select the warehouse from the list, the shipping fields (name, address, etc.), will be automatically filled in. The check box that says Ship to Warehouse will automatically be checked once the warehouse is selected.
If the purchase order is being drop shipped (shipped to a customer directly instead of receiving it at the warehouse) then check the Drop Ship box and uncheck the Ship to Warehouse box. Complete the fields with the name and address of the customer where the items will be drop shipped.
Enter the date the purchase should be received by in the Purchase Date Requested field. The date must be entered as mm/dd/yyyy.
The Order Number field is used if the purchase order being entered is for a specific order in the system instead of general inventory or to replenish existing inventory. The actual order number in the system would be filled in here as a cross-reference to the company's order.
Enter the date the purchase is due in the Due Date field. This is the date that the purchase would need to be received by before it is canceled. The date must be entered as mm/dd/yyyy.
Tax Exempt ID Number is your company's tax ID number. It is automatically completed based on information entered during the Company Setup process.
XID, Rate is the Currency Exchange ID and current Currency Exchange Rate. These fields are automatically populated based on the currency type table and the currency ID that the Vendor and Company uses.
Disc %, Amt refers to the discount percentage applied to this purchase order, and the amount of the discount on this purchase order. If there is a discount being applied, enter the percentage in the Disc % field and enter the amount of the discount in the Amt field.
The Taxable field is automatically filled in after the Purchase Detail section has been completed and the Subtotal has been calculated. The Taxable field is the amount that tax will be charged on, if the purchase order is taxable.
Vendor Invoice field is where you can enter the invoice number received from the vendor for this purchased order. If you do not have it at the time of placing the purchase order, you can leave the field blank or you can go back and enter that number after the purchase order is received.
In the Ordered By field, enter the name (or id, depending on what your company is using) of the person who is placing the order.
Enter the date the purchase is anticipated to be shipped in the Ship Date field. If you do not know the anticipated ship date, leave this field blank and the system will fill in the current date. If the vendor/supplier informs you at a later date when the purchase will ship, you can return to this screen to edit this date. The date must be entered as mm/dd/yyyy.
In the Ship Via field, select the shipping method from the drop down list. This selects how the items will be shipped to you.
Terms is the payment terms that your company has with the Vendor. This field should automatically be filled in based on the terms entered during the Vendor setup and would not need to be edited.
The next section is the Purchase Order Details section that lists the items being ordered on this purchase order. See the section on Purchase Order: Entering Items for more information on entering specific items into a purchase order.
The remaining fields on the purchase order are detailed as follows:
The Subtotal field is automatically filled in when the Purchase Detail section is completed. It will display the subtotal of all the items listed on the purchase order.
Check the Tax Freight box if the freight charge is taxable under the company's state law.
In the Shipping field, enter the dollar amount of the freight charge for the purchase. If it is not known when entering the purchase order the amount of the freight, it can be left blank or entered before the purchase order is posted.
In the Handling field, enter the dollar amount of the handling charge for the purchase. If it is not known when entering the purchase order the amount of the handling charge, it can be left blank or entered before the purchase order is posted.
In the Tax field, select the Tax that will be applied to this purchase order.
The Tax Percent field is automatically filled in based on the tax selected in the previous field. It will display the tax percentage of the total.
The Tax Amount field is automatically filled in when the Purchase Detail screen is completed. It will display the tax on the order.
The Total field will update automatically and reflect the totals from the Purchase Detail Screen once that screen has been entered.
When all the information has been entered for the purchase order, and you are ready to book the purchase order into the system, click the "Book Purchase" button. This will save the purchase order and enter it into the system for processing.

Entering Purchase Order Items
Now that the basic information has been entered for the purchase order, the next step is to enter the specific items that are to be ordered. Click the New option in the Purchase Detail section to bring up a blank screen and enter information for the first item to be ordered.
The Purchase Line Number field is automatically completed by the system. There is no need to edit this field.
The Item ID field is where you select the item you want to order. Click the box at the end of the line to bring up the list of items from that vendor. Select the item you wish to add to the purchase order from the list by clicking the Select button. The item will appear in the Item ID field.
The Vendor Item ID field is automatically completed if there is an additional or different name or reference that the vendor uses for that particular item other then what your company normally uses. If there is no secondary name or reference, this field is left blank.
The Description field is automatically completed based on the description entered about the item after the Item ID is selected.
Enter the item Serial Number or item Lot Number in the Serial Number field if your company has serialized inventory. If your company does not use serial numbers on the inventory, you can leave this field blank.
The Warehouse / Bin fields are optional fields. They are used If you would like to have this particular item sent to a different warehouse then the rest of the items on the purchase order. The Warehouse Bin indicates what warehouse bin the item will go into when it is received at the warehouse. If you do not wish to use this option, you can leave these fields blank.
Enter the quantity of the item you wish to order in the Purchase Qty field.
The UOM field will be automatically filled in when the item ID is selected in the above field.
The item weight in the Item Weight field is automatically filled in based on information provided during the initial setup of the inventory item.
The Total Weight field will be automatically calculated based on the number of items ordered and the total weight.
The Item Cost will be automatically filled in based on the cost of the item.
If the vendor offers a percentage on the item, enter that in the Dis. % field.
The Item Unit Price will be automatically completed based on the unit price entered during the item setup.
If the item is taxable, check the Taxable box.
The Total field will be automatically calculated based on the quantity of the items ordered and the item price.
The GL Purchase Account will be automatically filled in based on the GL Purchase Account selected for that vendor during the Vendor Setup process. If this purchase order should be allocated to a different purchase account, then select the account from the drop down list.
If there is a Project ID associated with this purchase order, enter that in the Project ID field.
The next few fields, Received, Received Date, Receiving Number, Tracking Number and Received Qty. are not dealt with at this time. They are referred to in the Receiving step of Purchase Order Processing.
When you are finished entering the information about this item, click the OK button at the bottom of the screen to return to the Purchase Order Screen. If you need to add additional items, click the New button and follow the steps as before to enter additional items.
When you are finished with the Purchase Order Screen, and have entered all the information for that purchase order, click the Book Purchase button at the bottom of the screen. You MUST Post the purchase order for it to properly enter the system. If you need to edit or change a purchase order after it has been posted, then click the Unbook Purchase button at the bottom of the purchase order. Be sure to click Book Purchase once the changes have been made so that the updated purchase order reenters the system.

Printing a Purchase Order
Once a purchase order has been entered, it is ready for printing so that it can be sent to the vendor/supplier for fulfillment.
To print a purchase order, from the Main Menu click on the Accounts Payable button then select Enter and View Purchases. This will bring you to the list of open purchase orders in the system. Click the printer icon next to the purchase order you wish to print. This will open the purchase order in a new browser window.
From the browser window, you can print it, email it or save it to a file for later retrieval. You will see a preview of the purchase order in the browser window. The browser window will display the first page of a purchase order. If there is more then one page to the purchase order, scroll down to see the remaining pages.
To Print:
Note: If this is the first time you are printing a document from the Enterprise System, the margins need to be changed to 0.25". To do this, go to the page setup option of the browser, (file then page setup) and change all of the margins (top, bottom, left and right) to be 0.25". This must be done so that the purchase order fits on 8" x 11" paper. Also, be sure that there is no header or footer information when printing the page. The header and footer information can be viewed and changed in the page setup options of the browser.
If you have already printed a document from the Enterprise System before (i.e., invoices, checks, etc.,) then just print the purchase order from your browser as normal.
To email the purchase order, from the browser window where the purchase order is displayed, click on File (from the menu), then Send and select the Page by Email option. This will open your email program and include the purchase order in a new mail message. You fill in the recipient's name and send the message when ready.
To save the purchase order to a file for later retrieval, click on File (From the menu) and Save As. Select a location on your hard drive and enter a file name and click save. The purchase order has now been saved on your hard drive.
When you are finished at this screen, click OK to return to the main menu.

Approving a Purchase Order
Before sending a purchase order off to the vendor/supplier for fulfillment, and in order for it to appear in the Receiving Screen it needs to be approved. The following steps describe how to approve a purchase order.
From the Main Menu click on the Accounts Payable button then select Approve Purchases. This will bring you to the Approve Purchases screen. A list of all the purchase orders in the system pending approval is displayed with a box next to each item.
To approve a purchase order, select the purchase orders (or purchase order) you wish to approve by clicking on the check box next to them. After you have selected the purchase orders, click Approve Selected Purchases at the top of the screen.
If you want to approve all the purchase orders at once, click the Approve All Purchases button at the top of the screen to approve all of the pending purchase orders with one click.
When you are finished at this screen, click OK to return to the main menu.

Receiving Purchase Orders
Receiving a Purchase Order is the process of confirming that the items received from the vendor/supplier reflect the amount of items originally stated on the purchase order.
To receive a purchase order, from the main screen click on Accounts Payable then click on Purchases then Receive Purchases. This will bring you to the Purchases Receiving screen. A list of posted and approved purchase orders are displayed that are waiting to be received.
Look for the purchase order that is ready to be received. Determine if the amount of items actually received are equivalent to the amount of items that were ordered on the purchase order.
If the amount of items received is identical to the amount of items ordered, press the Receive All button. This receives ALL the items on the purchase order, notes the purchase order as received, and inventory is now updated accordingly.
Click OK to exit that screen and return to the main menu.
If the amount of items is different then press the Receive button. This will bring you to a screen where the line item of the selected purchase order is displayed. Click the pencil next to the item to wish to receive. This brings up another screen where you can manually adjust the quantities received.
The fields displayed reflect the basic information for the purchase order. For the purposes of receiving, you will only be looking at the bottom of the form.
Click the Received box to indicate that part of the purchase order was received.
In the Received Date field, enter the date that the items were received.
In the Receiving Number field, enter a receiving number, if applicable.
Enter the Tracking Number if available.
Enter the actual quantity of items received in the Received Quantity field for that particular item. When you are finished entering the updated quantities and receiving information, click OK
Repeat the above steps for each individual line item that you want to receive. When you are finished, press the OK button.
The purchase order will be Split into two purchase orders. The purchase order with the partially received items is now marked as received and it is complete.
A new purchase order is created with the next available purchase order number and will contain the balance of the items from that purchase order. This purchase order will need to go through the approve and receive process again when the goods arrive.

RMA's

Processing a RMA (Return Merchandise Authorization)
Overview
An RMA is a return of Merchandise FROM a customer TO your receiving department. The process is handled in the system much like a purchase order. The RMA process is a multi-step process that begins with entering the return. Once the return is entered into the system, it is then approved so that it can be sent to the customer. After it is approved, the return is printed and sent off to the customer.
When the customer has filled the return, they inform the company and send the items. At this point, the company has to receive the return. When the outstanding return is received, the quantity of items received are confirmed or adjusted with the quantity stated on the original return and inventory is updated accordingly. Then the return is ready to be paid through the Payment Processing Method.

Entering a RMA
Click the New button to start a new RMA. This will bring you to the New RMA Screen. You will notice that many of the fields on the screen are already filled in with default data that was shipped with the system. Go down the list and enter the information for your specific RMA, changing or removing the default data as necessary. This screen is where the basic information is entered. The actual items being returned will be entered in the RMA Detail section.
The RMA Number field will always say <new> when entering a new RMA. This field is the ID number for the database for that particular RMA and cannot be changed or edited.
The date the RMA is being made is entered in the RMA Date field. The date must be entered as mm/dd/yyyy.
The Transaction Type ID field is automatically selected to be RMA. There is no need to change this field.
Enter the date the RMA is anticipated to be canceled (if applicable) in the Cancel Date field. This field would be used in the instance that an RMA is not received or shipped by a particular date. Typically, it will be left blank. The date must be entered as mm/dd/yyyy.
Customer ID is where the you would select the customer that this RMA is for. Click the box at the end of the field to view a list of customers entered in the system and select the customer that this RMA is for.
The Ship To and Ship For fields are automatically populated based on information entered for the customer during the Customer Setup process.
In the Warehouse ID field, select the name of the Warehouse from the drop down menu where this RMA will be shipped to. Once you select the warehouse from the list, the shipping fields (name, address, etc.), will be automatically filled in. The check box that says Ship to Warehouse will automatically be checked once the warehouse is selected.
Enter the date the RMA should be received by in the RMA Date Requested field. The date must be entered as mm/dd/yyyy.
The Order Number field is used if the RMA being entered is for a specific order in the system. The actual order number in the system would be filled in here as a cross-reference to the company's order.
Enter the date the RMA is due in the Due Date field. This is the date that the RMA would need to be received by before it is canceled. The date must be entered as mm/dd/yyyy.
Tax Exempt ID Number is your company's tax ID number. It is automatically completed based on information entered during the Company Setup process.
XID, Rate is the Currency Exchange ID and current Currency Exchange Rate. These fields are automatically populated based on the currency type table and the currency ID that the Customer and Company uses.
Disc %, Amt refers to the discount percentage applied to this RMA, and the amount of the discount on this RMA. If there is a discount being applied, enter the percentage in the Disc % field and enter the amount of the discount in the Amt field.
The Taxable field is automatically filled in after the RMA Detail section has been completed and the Subtotal has been calculated. The Taxable field is the amount that tax will be charged on, if the RMA is taxable.
Customer Invoice field is where you can enter the invoice number received from the customer for this purchased order. If you do not have it at the time of placing the RMA, you can leave the field blank or you can go back and enter that number after the RMA is received.
In the Ordered By field, enter the name (or id, depending on what your company is using) of the person who is placing the order.
Enter the date the RMA is anticipated to be shipped in the Ship Date field. If you do not know the anticipated ship date, leave this field blank and the system will fill in the current date. If the customer informs you at a later date when the purchase will ship, you can return to this screen to edit this date. The date must be entered as mm/dd/yyyy.
In the Ship Via field, select the shipping method from the drop down list. This selects how the items will be shipped to you.
Terms is the payment terms that your company has with the customer. This field should automatically be filled in based on the terms entered during the Customer setup and would not need to be edited.
The next section is the RMA Details section that lists the items being ordered on this RMA. See the section on RMA: Entering Items for more information on entering specific items into a RMA.

The remaining fields on the RMA are detailed as follows:
The Subtotal field is automatically filled in when the RMA Detail section is completed. It will display the subtotal of all the items listed on the RMA.
Check the Tax Freight box if the freight charge is taxable under the company's state law.
In the Shipping field, enter the dollar amount of the freight charge for the purchase. If it is not known when entering the RMA the amount of the freight, it can be left blank or entered before the RMA is posted.
In the Handling field, enter the dollar amount of the handling charge for the purchase. If it is not known when entering the RMA the amount of the handling charge, it can be left blank or entered before the RMA is posted.
In the Tax field, select the Tax that will be applied to this RMA.
The Tax Percent field is automatically filled in based on the tax selected in the previous field. It will display the tax percentage of the total.
The Tax Amount field is automatically filled in when the Purchase Detail screen is completed. It will display the tax on the order.
The Total field will update automatically and reflect the totals from the Purchase Detail Screen once that screen has been entered.
When all the information has been entered for the RMA, and you are ready to book the RMA into the system, click the "Book Purchase" button. This will save the RMA and enter it into the system for processing.

Entering RMA Items
Now that the basic information has been entered for the RMA, the next step is to enter the specific items that are to be returned. Click the New option in the RMA Detail section to bring up a blank screen and enter information for the first item to be returned.
The return Line Number field is automatically completed by the system. There is no need to edit this field.
The Item ID field is where you select the item the customer is returning. Click the box at the end of the line to bring up the list of items from that customer. Select the item you wish to add to the RMA from the list by clicking the Select button. The item will appear in the Item ID field.
The Customer Item ID field is automatically completed if there is an additional or different name or reference that the customer uses for that particular item other then what your company normally uses. If there is no secondary name or reference, this field is left blank.
The Description field is automatically completed based on the description entered about the item after the Item ID is selected.
Enter the item Serial Number or item Lot Number in the Serial Number field if your company has serialized inventory. If your company does not use serial numbers on the inventory, you can leave this field blank.
The Warehouse / Bin fields are optional fields. They are used If you would like to have this particular item sent to a different warehouse then the rest of the items on the RMA. The Warehouse Bin indicates what warehouse bin the item will go into when it is received at the warehouse. If you do not wish to use this option, you can leave these fields blank.
Enter the quantity of the item the customer is returning in the Return Qty field.
The UOM field will be automatically filled in when the item ID is selected in the above field.
The item weight in the Item Weight field is automatically filled in based on information provided during the initial setup of the inventory item.
The Total Weight field will be automatically calculated based on the number of items ordered and the total weight.
The Item Cost will be automatically filled in based on the cost of the item.
The Item Unit Price will be automatically completed based on the unit price entered during the item setup.
If the item is taxable, check the Taxable box.
The Total field will be automatically calculated based on the quantity of the items ordered and the item price.
The GL Account will be automatically filled in based on the GL Account selected for that customer during the Customerr Setup process. If this RMA should be allocated to a different account, then select the account from the drop down list.
If there is a Project ID associated with this RMA, enter that in the Project ID field.
The next few fields, Received, Received Date, Receiving Number, Tracking Number and Received Qty. are not dealt with at this time. They are referred to in the Receiving step of RMA Processing.
When you are finished entering the information about this item, click the OK button at the bottom of the screen to return to the RMA Screen. If you need to add additional items, click the New button and follow the steps as before to enter additional items.
When you are finished with the RMA Screen, and have entered all the information for that Return, click the Book Return button at the bottom of the screen. You MUST Post the Return for it to properly enter the system. If you need to edit or change a Return after it has been posted, then click the Unbook Return button at the bottom of the Return. Be sure to click Book Return once the changes have been made so that the updated RMA reenters the system.

Printing a RMA
Once a RMA has been entered, it is ready for printing so that it can be sent to the customer for fulfillment.
To print a RMA, from the Main Menu click on the Accounts Receivable button then select Enter and View RMA. This will bring you to the list of open RMAs in the system. Click the printer icon next to the RMA you wish to print. This will open the RMA in a new browser window.
From the browser window, you can print it, email it or save it to a file for later retrieval. You will see a preview of the RMA in the browser window. The browser window will display the first page of a RMA. If there is more then one page to the RMA, scroll down to see the remaining pages.
To Print:
Note: If this is the first time you are printing a document from the Enterprise System, the margins need to be changed to 0.25". To do this, go to the page setup option of the browser, (file then page setup) and change all of the margins (top, bottom, left and right) to be 0.25". This must be done so that the RMA fits on 8" x 11" paper. Also, be sure that there is no header or footer information when printing the page. The header and footer information can be viewed and changed in the page setup options of the browser.
If you have already printed a document from the Enterprise System before (i.e., invoices, checks, etc.,) then just print the RMA from your browser as normal.
To email the RMA, from the browser window where the RMA is displayed, click on File (from the menu), then Send and select the Page by Email option. This will open your email program and include the RMA in a new mail message. You fill in the recipient's name and send the message when ready.
To save the RMA to a file for later retrieval, click on File (From the menu) and Save As. Select a location on your hard drive and enter a file name and click save. The RMA has now been saved on your hard drive.
When you are finished at this screen, click OK to return to the main menu.

Approving a RMA
Before issuing a RMA to the customer for them to return the goods, and in order for it to appear in the Receiving Screen, the RMA needs to be approved. The following steps describe how to approve a RMA.
From the Main Menu click on the Accounts Receivable button then select Approve RMA. This will bring you to the Approve RMA. A list of all the RMA's  in the system pending approval is displayed with a box next to each item.
To approve a RMA, select the RMA you wish to approve by clicking on the check box next to them. After you have selected the RMA, click Approve Selected RMA at the top of the screen. 
If you want to approve all the RMA's at once, click the Approve All RMA button at the top of the screen to approve all of the pending RMA's with one click.
When you are finished at this screen, click OK to return to the main menu.

Receiving a Return
Receiving a return is the process of confirming that the items received from the customer reflect the amount of items originally stated on the return.
To receive a return, from the main screen click on Accounts Receivable then click on RMA then Receive RMA. This will bring you to the RMA Receiving screen. A list of posted and approved returns are displayed that are waiting to be received.
Look for the return that is ready to be received. Determine if the amount of items actually received are equivalent to the amount of items that were returned.
If the amount of items received is identical to the amount of items returned, press the Receive All button. This receives ALL the items on the return, notes the return as received, and inventory is now updated accordingly.
Click OK to exit that screen and return to the main menu.
If the amount of items is different then press the Receive button. This will bring you to a screen where the line item of the selected return is displayed. Click the pencil next to the item to wish to receive. This brings up another screen where you can manually adjust the quantities received.
The fields displayed reflect the basic information for the return. For the purposes of receiving, you will only be looking at the bottom of the form.
Click the Received box to indicate that part of the return was received.
In the Received Date field, enter the date that the items were received.
In the Receiving Number field, enter a receiving number, if applicable.
Enter the Tracking Number if available.
Enter the actual quantity of items received in the Received Quantity field for that particular item. When you are finished entering the updated quantities and receiving information, click OK
Repeat the above steps for each individual line item that you want to receive. When you are finished, press the OK button.
The return will be Split into two returns. The return with the partially received items is now marked as received and it is complete.
A new return is created with the next available RMA number and will contain the balance of the items from that return. This return will need to go through the approve and receive process again when the goods arrive.

Vendors

Vendor Information
This is where all of the information about the vendors your company does business with is stored and entered.

Vendor Financials
The Vendor Financials screen is where you can review a list of vendors your company does business with, any orders booked, Purchase and Payments year-to-date and any AP Balances.

Vendor Transactions