Orders

Order Processing
Overview
The order process is a multi-step fulfillment process that organizes and supports a high volume of orders. A general overview of the order process is as follows:
An order is received by the system in one of two ways: either through the shopping cart or manually entered through the order entry screen. Once entered, the order is either on backorder status or ready for picking the items from inventory for the order. After the order is "picked", it is packed and shipped to the customer. Once shipped, an invoice is created and posted to the General Ledger as an accounts receivable.

Entering Orders
There are two ways that an order can be received by the BilTAY Teknoloji SCIENTA software. Either through an automatic process (like the Enterprise shopping cart or another electronic method), or manually entered. If the order was received through an automated method, then it has been entered directly into the system and is ready for the next step, Picking the Order.
The first thing to do before entering an order is to find out if the customer is already entered into the system by checking the Customer Information Screen. If a record in the system exists for the customer, then you can enter the order by clicking the New button at the top of the screen to begin a new order. (If the customer is not already entered in the system, then they need to be entered through the Customer Information Screen.
When you are ready to manually enter an order, click the Accounts Receivable button from the Main Screen. Next, click Orders. This will bring you to the Main Order Entry screen. You will see a list of all the open orders that have been entered for your company or division.
Once you click the New button, a blank screen will appear with some of the fields already filled in.
The Order Number field will automatically be completed with the next available order number in the system once the order is placed. There is no need to edit or change this field.
The Order Date field is automatically filled in with the current date. If need be, you can change the date of the order by entering a new date. The date must be entered as mm/dd/yyyy.
The Order Type ID is automatically completed for you. When manually entering orders, order is selected as the transaction type. If the order came through a shopping cart, then the selection would say cart order. There is no need to change or edit this field unless an order needs to be placed on hold.
The Transaction Type field is automatically completed for you. It selected Order as the transaction type since we are entering a new order.
The Cancel Date field is the date the order must be received by or it will be canceled. If known, enter the cancel date here in mm/dd/yyyy format. Otherwise, this field could be left blank.
Select the Customer ID from the drop down list at the end of this field. If you do not know the Customer ID, you can search for the customer based on customer name, phone number, or other criteria.
Select the Ship To ID if the shipping address for this customer is different then the billing address.
The Ship For ID is an optional field that is used if the order is for a specific location, but being shipped to a different address. For example, if the order is shipped to a warehouse, but will eventually be shipped to a store, then the store ID would be selected from the drop down list for this field. Most of the time, this field will be left blank.
The Warehouse field identifies where the inventory is coming from for this order. Select the warehouse where the order is coming from in the drop down list. If the warehouse not known, or if only one warehouse is used for your company, you can leave this field set to the default value.
You will notice that the customer information is automatically completed for you once you selected the Customer ID from the Customer ID field above. There are a few fields here that need to be filled in manually.
If this order is a drop shipment for a customer, check the Customer Drop Shipment Box.
The Order Due Date is automatically filled in with the current date. You can change this date if necessary. The date must be entered as mm/dd/yyyy.
The Tax Exempt ID is automatically filled in when the customer is selected, if the customer has a tax exempt ID.
The XID Rate is the Currency Exchange ID and Currency Exchange Rate. It is the method of currency and the current exchange rate that your company uses. It will be automatically filled in based on the information entered during the Company Setup Process. There is no need to change or edit this field.
If a percentage is offered as a discount to this order (i.e., 10% off total order), enter that percentage in the Discount Percent field. If no discount is applied, this field can be left at the default value of zero.
The Discount Amount field is automatically filled in based on the number that was entered in the Discount Percent field.
The Taxable Sub Total field will be automatically updated if any part of the order is taxable. There is no need to manually edit or change this field.
The Terms ID field is automatically filled in based on the terms that were entered for that customer during the customer creation process.
The Tax Percent field and Tax Amount field are automatically filled in based on the tax group field that was selected above.
The next fields, Com, S., C., are automatically filled in once items are entered into the order. There is no need to edit or change these fields. Com represents the commission paid on this order to the salesman, S represents the total sales price of the order (but is not the total of the order), and C represents the total cost of the order.
If known, enter the Purchase Order Number for this order. If there is no purchase order number for this order, then enter the word none.
If known, enter the Salesman for this order. Select the Salesman ID from the drop down list. If there is no Salesman ID, you can leave this field set to the default value.
The Ship Date will automatically be filled in with the current date. If the actual ship date is different then the current date, you can enter the new date. This date must be entered as mm/dd/yyyy.
Select the method of shipping from the drop down list in the Ship Via field.
The Terms field is automatically filled in based on the payment terms that were entered for the customer during the customer creation process.
The fields in the yellow box on the screen are automatically completed by the systems as the order goes through the ordering process. There is no need to edit or change these fields.
The Subtotal will be filled in once the individual items are entered into the order. For now, it can be left at the default value of zero.
Enter the Shipping charge in the Shipping field.
If the shipping charge is taxable, check the box next to Tax Freight.
The Handling field will be automatically filled in based on the information entered during the Company Setup process.
In the Tax field, select the tax group that your company uses from the drop down list. If you are not sure, you can select the default value from the list which is the value entered when the company was entered. This field must be completed for the rest of the form to be properly calculated. Upon entering the Tax group, the actual tax percent will be automatically filled in and the tax on the items will be calculated (if the items are taxable).
The Total field will be automatically filled in once the line items are entered on the Order Detail screen.
The next step after entering all the information on this screen is to enter the items for this order.
NOTE: You MUST enter the individual items for the order before proceeding to the next step. Follow the link above for more information on entering line items.
Once all the information is entered for the order and the order is final, click the Book Order button. You MUST Book the order for it to properly enter the system. This will enable the system to post the order to the proper accounts, adjust committed inventory quantities (marking inventory as being committed for an order) and prepare the order for printing, and shipping. At this point, no changes can be made to the order unless it is Unbooked. When the Book Order button is pressed, the screen will close and you will return to the Main Menu Screen.

Entering Items on Orders
Now that the basic information has been entered for the order, the next step is to enter the specific items that the customer ordered. Find the Order Detail line in the middle of the form, just below the Purchase Order field and above the Subtotal field. Click New (on the right side of the screen, on the same line) to bring up a blank screen and enter new information for the first item to be ordered.
The Item ID field is where you select the item that the customer is ordering. Click the box at the end of the line to bring up the list of items that your company sells. Select the item you wish to add to the order from the list by clicking the Select button. The item will appear in the Item ID field.
Enter the quantity of the item you wish to order in the Order Qty field.
The Backorder Qty field and Backordered check box are automatically filled in by the system if the order is placed on backorder. There is no need to edit or enter data into these fields.
The Item UOM field is automatically filled in based on the information entered about the item during the inventory setup process.
The Item Weight field is automatically filled in based on the information entered about the item during the inventory setup process.
The Discount Percentage field is where you would enter a percentage on this particular item if one is being given to the customer. Note:, the discount applied here is for that item only, not the entire order.
The Taxable box is automatically checked if the item is taxable. The classification of an item being taxable or not is selected during the inventory setup process. If there is a need to override whether an item is taxable or not for this order only, you can check this box on or off.
The Item Unit Price field automatically displays the price per item as entered during the inventory setup process.
The Total field will automatically calculate based on the quantity of items times the item cost.
The GL Sales Account field will be automatically filled in based on the sales account selected during the inventory setup process. There is no need to edit or change that field.
The Project ID field is used if this order is for a specific project. You can select the project from the drop down list, if applicable.
When you are finished entering the information about this item, proceed to the next step, entering Other Order Information.

Entering Other Order Information
Entering the Payment Information
Once everything at the Main screen has been entered click the Payment button just above the customer information (below the Customer ID field). At this screen you will enter the payment information for this order, if the customer is paying for the order at the time of placing the order.
If the customer will be invoiced, then there is no need to complete this screen at this time.
The GL Sales Account field will be automatically selected based on the information entered during the Inventory Setup process.
Select the Payment Method (i.e., credit card, check, etc), that the customer is using from the drop down list in the Payment Method ID field.
Enter the remaining payment information in the rest of the fields, either the Check Number and Check Date (if paying by check) or the credit card information (if paying by credit card).
Many of the fields on this screen will be automatically filled in based on the information entered on the Main order screen.
Enter the actual amount of the payment in the Payment field at the bottom of the screen. This could be equivalent to the Balance Due or it could be a partial payment. If it is a partial payment, then enter the amount paid, and the balance will be invoiced and can be handled as such.
Once all the information is entered for the order and the order is final, click the Book button. You MUST Book the order for it to properly enter the system. This will enable the system to post the order to the proper accounts, adjust committed inventory quantities (marking inventory as being committed for an order) and prepares the order for printing, and shipping. At this point, no changes can be made to the order unless it is Unbooked. When the Book button is pressed, the screen will close and you will return to the Main Menu Screen.
To return to the Main screen, click the button labeled Main and that will bring up the basic customer information for the order.

Picking Orders
Once an order has been entered and posted, the system checks to see if there is sufficient inventory to fill the order. If so, it is then ready to be Picked. Picking an order is printing the Pick Ticket and giving it to the employees who pull the inventory and prepare it for packing. A Pick Ticket is the document that tells the warehouse employees what items go into that order.
From the Accounts Receivable menu, select Pick & Pack Orders. A screen will be displayed that shows all the orders that have been entered and are ready to be printed and picked. Select the first order you want to print. Click the printer next to that order. This will open the Pick Ticket 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 pick ticket in the browser window. The browser window will display the first page of a pick ticket. If there is more then one page to the pick ticket, 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 pick ticket from your browser as normal.
To email the pick ticket, (for instance if you want to email the pick tickets to a warehouse manager for them to print) 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 pick ticket in a new mail message. You fill in the recipient's name and send the message when ready.
To save the pick ticket 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 pick ticket has now been saved on your hard drive.
Once you are finished working with the document or once it has printed, you can close that window and return to the Picking Screen. Check the box next to the order you just printed so that you have a record that it has been printed. At this point you can click the button at the top of the screen that says Pick Selected Order. This will take the order you just worked with and checked off, and send it to the Shipping Screen where the shipping information (tracking number, ship date), can be entered.
Once an order has been picked, it cannot be edited since at that point the order is at the warehouse and the inventory is being packed into the box for shipping to the customer. Any changes to the order at this point could cause an over-shipment or under-shipment. If the order needs to be changed, the warehouse should return the pick ticket and packing list to the proper department and the order changed in the system.
When you are finished at this screen, click OK to return to the main menu.

Shipping Orders
After an order has been picked, the picking ticket printed, and the order packed, it is now ready to be shipped. The next step is to record in the software what the tracking number is for a specific order and note that it is cleared for invoicing.
To ship an order and clear it for invoicing, from the Accounts Receivable Menu, select Ship Orders. This will bring up a screen displaying all the orders that were picked and ready to be shipped. Check the box next to the order number you wish to work with and click the blue truck icon. This will bring up the two boxes for that order that data can be entered into.
Enter the date the order is shipping in the Shipping Date field. The date must be entered as mm/dd/yyyy.
Enter the tracking number in the Tracking Number Field.
After the data is entered, click the floppy disk icon. This saves the data and allows you to work with another order, if need be. Check the box next to the order you just entered the information for, and you can go onto the next order.
Once you have entered all the shipping information for the orders you are working with, click the Ship Selected Order button at the top of the screen. This will enable the system to mark these orders as shipped and prepare them for invoicing. They will no longer appear on the shipping screen, and will appear on the invoicing screen.

Invoicing Orders
The last step in the Order Processing cycle is to have the system generate the invoice. Once an order has been shipped, it is ready to be invoiced.
Generating an Invoice
To have the system generate an invoice for orders that have been shipped, from theAccounts Receivable Menu, select Invoice Orders. This will bring up the Invoice Orders screen where you will see a list of all the orders in the system that have shipped and need to be invoiced. To invoice an order, select the order (or multiple orders) you want to invoice and click the Invoice Selected Orders at the top of the screen. This will post the invoice to the General Ledger and move the invoice to the main Invoice screen. You can have the system generate and post all the invoices displayed on the screen by clicking the Invoice All Orders button. Be sure that you want to invoice ALL the orders displayed on the screen, once this button is pressed, all the orders displayed on the screen will be posted and invoiced.
After you are done working on the Invoice Orders screen, click OK to close that screen and return to the main menu. Now you are ready to print the invoice.
Printing the Invoice
From the Accounts Receivable menu, select Invoices. This will bring up the main Invoice screen displaying all the invoices for your company. Find the first invoice that you just selected in the previous screen. You can identify it by either the invoice number or customer ID. To print the invoice and send it off to the customer, click the printer icon next to the invoice you wish to print. This will open the invoice in a new browser window.
From the browser window, you can print the invoice, email it or save it to a file for later retrieval. You will see a preview of the invoice in the browser window where the first page of the invoice will be displayed. If there is more then one page to the invoice, 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 invoice 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., purchase orders, checks, etc.) then just print the invoice from your browser as normal.
To email the invoice, from the browser window where the invoice 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 invoice in a new mail message. You fill in the recipient's name and send the message when ready.
To save the invoice 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 invoice has now been saved on your hard drive.
When you are finished at this screen, click OK to return to the main menu.

Deleting Orders
Orders can only be deleted if the have not been picked and shipped. Otherwise, once an order is picked and shipped, they cannot be deleted. Doing so otherwise would violate GAAP Compliance, by which the Integral Accounting Software is written.

Backorders
When an order is entered into the system, and has been posted, the system will check to see if enough inventory is available to fill the order. If there is not enough inventory to fill all or part of the order, then the order will receive backorder status and will be listed in the Backorders screen. If an order is backordered, it will not be able to be picked or packed since there is no inventory to pick or ship.
To view the current backorders in the system, from the Accounts Receivable menu, select Backorder. This will bring you to a screen with a list of the current back orders. From this screen, you can review and/or print the backorders, and do one of two things to them. You can Reallocate a backorder or you can Split a backorder.
To Reallocate a backorder, click the reallocate button next to the backorder you wish to reallocate. Reallocating a backorder is the process of resubmitting it to see if enough inventory is available to fill the order. This is usually done after a purchase order is received, returns were received, or orders were cancelled. The backorder is compared with the inventory on hand. If the order can be completely fulfilled it will be moved to the picking screen. If the order still has items on back order, then it will be displayed in the backorder screen. The numbers on the order will be adjusted accordingly to show the amount of inventory on hand (if any) that can be allocated to the order. From this point, you can either leave the backorder as is, or if there is partial inventory on hand to fill the order, you can Split the backorder.
Splitting a backorder separates the order into two separate orders. A new order is created with the item amounts that can be allocated to inventory. This order is sent to be picked and packed. The original order has the balance of the items on backorder and remains in backorder status. To Split an order, click the split button next to the order that you wish to split. Once the split button is clicked, the first order that has the allocated inventory disappears from the backorder screen and will appear in the Picking screen and the second order remains in the Backorder screen.
For example: There is a backorder for 10 widgets and you know that 7 of the 10 were just received from an outstanding purchase order earlier in the day. You click Reallocate and the order is returned showing that there are 7 widgets on hand and allocated for the order, and there are still 3 widgets on backorder. Then you click split and the order is separated. The first order is sent with 7 widgets listed as the order quantity to be filled and shipped to the customer. The second order which the system creates places the 3 widgets on backorder status. This backorder will remain as such until you reallocate it (when additional inventory arrives) or the order is cancelled

Service Orders

Service Order Processing
Overview
The service order process is a multi-step fulfillment process that organizes and supports a high volume of service orders. A general overview of the service order process is as follows:
An service order is normally entered through the service order entry screen. Once entered, the service order is ready for the "Fulfillment" process which is simply selection the order in the fulfillment screen. After the service order is selected to be fulfilled, in can be performed, at which point the person that performed and fulfilled the service order can mark the service order as being completed and ready to be billed. Once the service order is marked as being ready to be billed, a service invoice is created and posted to the General Ledger as an accounts receivable.

Entering Service Orders
The first thing to do before entering a service order is to find out if the customer is already entered into the system by checking the Customer Information Screen. If a record in the system exists for the customer, then you can enter the order by clicking the New button at the top of the screen to begin a new service order. (If the customer is not already entered in the system, then they need to be entered through the Customer Information Screen.
When you are ready to manually enter a service order, click the Accounts Receivable button from the Main Screen. Next, click Service Orders & Invoices. Then, Select Enter & View Service Orders. This will bring you to the Main Service Order Entry screen. You will see a list of all the open Service Orders that have been entered for your company or division.
Once you click the New button, a blank screen will appear with some of the fields already filled in.
The Order Number field will automatically be completed with the next available order number in the system once the order is placed. There is no need to edit or change this field.
The Order Date field is automatically filled in with the current date. If need be, you can change the date of the order by entering a new date. The date must be entered as mm/dd/yyyy.
The Order Type ID is automatically completed for you. When manually entering orders, order is selected as the transaction type. If the order came through a shopping cart, then the selection would say cart order. There is no need to change or edit this field unless an order needs to be placed on hold.
The Transaction Type field is automatically completed for you. It selected Order as the transaction type since we are entering a new order.
The Cancel Date field is the date the order must be received by or it will be canceled. If known, enter the cancel date here in mm/dd/yyyy format. Otherwise, this field could be left blank.
Select the Customer ID from the drop down list at the end of this field. If you do not know the Customer ID, you can search for the customer based on customer name, phone number, or other criteria.
Select the Ship To ID if the shipping address for this customer is different then the billing address.
The Ship For ID is an optional field that is used if the order is for a specific location, but being shipped to a different address. For example, if the order is shipped to a warehouse, but will eventually be shipped to a store, then the store ID would be selected from the drop down list for this field. Most of the time, this field will be left blank.
You will notice that the customer information is automatically completed for you once you selected the Customer ID from the Customer ID field above. There are a few fields here that need to be filled in manually.
If this order is a drop shipment for a customer, check the Customer Drop Shipment Box.
The Order Due Date is automatically filled in with the current date. You can change this date if necessary. The date must be entered as mm/dd/yyyy.
The Tax Exempt ID is automatically filled in when the customer is selected, if the customer has a tax exempt ID.
The XID Rate is the Currency Exchange ID and Currency Exchange Rate. It is the method of currency and the current exchange rate that your company uses. It will be automatically filled in based on the information entered during the Company Setup Process. There is no need to change or edit this field.
If a percentage is offered as a discount to this order (i.e., 10% off total order), enter that percentage in the Discount Percent field. If no discount is applied, this field can be left at the default value of zero.
The Discount Amount field is automatically filled in based on the number that was entered in the Discount Percent field.
The Taxable Sub Total field will be automatically updated if any part of the order is taxable. There is no need to manually edit or change this field.
The Terms ID field is automatically filled in based on the terms that were entered for that customer during the customer creation process.
The Tax Percent field and Tax Amount field are automatically filled in based on the tax group field that was selected above.
The next fields, Com, S., C., are automatically filled in once items are entered into the order. There is no need to edit or change these fields. Com represents the commission paid on this order to the salesman, S represents the total sales price of the order (but is not the total of the order), and C represents the total cost of the order.
If known, enter the Purchase Order Number for this order. If there is no purchase order number for this order, then enter the word none.
If known, enter the Salesman for this order. Select the Salesman ID from the drop down list. If there is no Salesman ID, you can leave this field set to the default value.
The Ship Date will automatically be filled in with the current date. If the actual ship date is different then the current date, you can enter the new date. This date must be entered as mm/dd/yyyy.
Select the method of shipping from the drop down list in the Ship Via field.
The Terms field is automatically filled in based on the payment terms that were entered for the customer during the customer creation process.
The fields in the yellow box on the screen are automatically completed by the systems as the order goes through the ordering process. There is no need to edit or change these fields.
The Subtotal will be filled in once the individual items are entered into the order. For now, it can be left at the default value of zero.
Enter the Shipping charge in the Shipping field.
If the shipping charge is taxable, check the box next to Tax Freight.
The Handling field will be automatically filled in based on the information entered during the Company Setup process.
In the Tax field, select the tax group that your company uses from the drop down list. If you are not sure, you can select the default value from the list which is the value entered when the company was entered. This field must be completed for the rest of the form to be properly calculated. Upon entering the Tax group, the actual tax percent will be automatically filled in and the tax on the items will be calculated (if the items are taxable).
The Total field will be automatically filled in once the line items are entered on the Order Detail screen.
The next step after entering all the information on this screen is to enter the items for this order.
NOTE: You MUST enter the individual items for the order before proceeding to the next step. Follow the link above for more information on entering line items.
Once all the information is entered for the order and the Service Order is final, click the Book Order button. You MUST Book the Service Order for it to properly enter the system. This will enable the system to post the service order to the proper accounts, and prepare the service order for fulfillment, and performance. At this point, no changes can be made to the service order unless it is Unbooked. When the Book Order button is pressed, the screen will close and you will return to the Main Menu Screen.

Entering Items on Service Orders
Now that the basic information has been entered for the service order, the next step is to enter the specifics for that customer service order. Find the Service Order Detail line in the middle of the form, just below the Purchase Order field and above the Subtotal field. Click New (on the right side of the screen, on the same line) to bring up a blank screen and enter new information for the first item to be ordered.
The Item ID field is where you select the item that the customer is ordering. Click the box at the end of the line to bring up the list of items that your company sells. Select the item you wish to add to the order from the list by clicking the Select button. The item will appear in the Item ID field.
Enter the quantity of the item you wish to order in the Order Qty field.
The Item UOM field is automatically filled in based on the information entered about the item during the inventory setup process.
The Item Weight field is automatically filled in based on the information entered about the item during the inventory setup process.
The Discount Percentage field is where you would enter a percentage on this particular item if one is being given to the customer. Note:, the discount applied here is for that item only, not the entire order.
The Taxable box is automatically checked if the item is taxable. The classification of an item being taxable or not is selected during the inventory setup process. If there is a need to override whether an item is taxable or not for this order only, you can check this box on or off.
The Item Unit Price field automatically displays the price per item as entered during the inventory setup process.
The Total field will automatically calculate based on the quantity of items times the item cost.
The GL Sales Account field will be automatically filled in based on the sales account selected during the inventory setup process. There is no need to edit or change that field.
The Project ID field is used if this order is for a specific project. You can select the project from the drop down list, if applicable.
When you are finished entering the information about this item, proceed to the next step, entering Other Service Order Information.

Entering Other Service Order Information
Entering the Payment Information
Once everything at the Main screen has been entered click the Payment button just above the customer information (below the Customer ID field). At this screen you will enter the payment information for this order, if the customer is paying for the order at the time of placing the order.
If the customer will be invoiced, then there is no need to complete this screen at this time.
The GL Sales Account field will be automatically selected based on the information entered during the Inventory Setup process.
Select the Payment Method (i.e., credit card, check, etc), that the customer is using from the drop down list in the Payment Method ID field.
Enter the remaining payment information in the rest of the fields, either the Check Number and Check Date (if paying by check) or the credit card information (if paying by credit card).
Many of the fields on this screen will be automatically filled in based on the information entered on the Main service order screen.
Enter the actual amount of the payment in the Payment field at the bottom of the screen. This could be equivalent to the Balance Due or it could be a partial payment. If it is a partial payment, then enter the amount paid, and the balance will be invoiced and can be handled as such.
Once all the information is entered for the order and the service order is final, click the Book button. You MUST Book the service order for it to properly enter the system. This will enable the system to post the service order to the proper accounts, and prepares the service order for fulfillment and performance. At this point, no changes can be made to the service order unless it is Unbooked. When the Book button is pressed, the screen will close and you will return to the Main Menu Screen.
To return to the Main screen, click the button labeled Main and that will bring up the basic customer information for the service order.

Selecting Service Orders for Fulfillment
Once a service order has been entered and posted, it is then ready to be fulfilled. Fulfilling a service order is printing the Ticket and giving it to the employees who will be fulfilling the service order.
From the Accounts Receivable menu, select Fulfill Service Orders Request. A screen will be displayed that shows all the service orders that have been entered and are ready to be fulfilled. Select the first order you want to print. Click the printer next to that order. This will open the Ticket 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 ticket in the browser window. The browser window will display the first page of a pick ticket. If there is more then one page to the pick ticket, 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 pick ticket from your browser as normal.
To email the pick ticket, (for instance if you want to email the pick tickets to a warehouse manager for them to print) 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 pick ticket in a new mail message. You fill in the recipient's name and send the message when ready.
To save the pick ticket 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 pick ticket has now been saved on your hard drive.
Once you are finished working with the document or once it has printed, you can close that window and return to the Picking Screen. Check the box next to the order you just printed so that you have a record that it has been printed. At this point you can click the button at the top of the screen that says Pick Selected Order. This will take the order you just worked with and checked off, and send it to the Shipping Screen where the shipping information (tracking number, ship date), can be entered.
Once an order has been picked, it cannot be edited since at that point the order is at the warehouse and the inventory is being packed into the box for shipping to the customer. Any changes to the order at this point could cause an over-shipment or under-shipment. If the order needs to be changed, the warehouse should return the pick ticket and packing list to the proper department and the order changed in the system.
When you are finished at this screen, click OK to return to the main menu.

Performing Services
This is where you enter information about Service Orders that are being fulfilled.

Invoicing Services
The last step in the Service Order Processing cycle is to have the system generate the invoice. Once a service order has been fulfilled, it is ready to be invoiced.
Generating an Invoice
To have the system generate an invoice for service orders that have been fulfilled, from the Accounts Receivable Menu, select Invoice Service Orders. This will bring up the Invoice Service Orders screen where you will see a list of all the service orders in the system that have fulfilled and need to be invoiced. To invoice a service order, select the service order (or multiple service orders) you want to invoice and click the Invoice Selected Service Orders at the top of the screen. This will post the invoice to the General Ledger and move the invoice to the main Invoice screen. You can have the system generate and post all the invoices displayed on the screen by clicking the Invoice All Service Orders button. Be sure that you want to invoice ALL the service orders displayed on the screen, once this button is pressed, all the service orders displayed on the screen will be posted and invoiced.
After you are done working on the Invoice  Service Orders screen, click OK to close that screen and return to the main menu. Now you are ready to print the invoice.
Printing the Invoice
From the Accounts Receivable menu, select Invoices. This will bring up the main Invoice screen displaying all the invoices for your company. Find the first invoice that you just selected in the previous screen. You can identify it by either the invoice number or customer ID. To print the invoice and send it off to the customer, click the printer icon next to the invoice you wish to print. This will open the invoice in a new browser window.
From the browser window, you can print the invoice, email it or save it to a file for later retrieval. You will see a preview of the invoice in the browser window where the first page of the invoice will be displayed. If there is more then one page to the invoice, 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 invoice 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., purchase orders, checks, etc.) then just print the invoice from your browser as normal.
To email the invoice, from the browser window where the invoice 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 invoice in a new mail message. You fill in the recipient's name and send the message when ready.
To save the invoice 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 invoice has now been saved on your hard drive.
When you are finished at this screen, click OK to return to the main menu.

Deleting Service Orders
Service Orders can only be deleted if the have not been selected for fulfillment and / or Performed. Otherwise, once a service order selected for fulfillment and performed, they cannot be deleted. Doing so otherwise would violate GAAP Compliance, by which the Integral Accounting Software is written.

Invoices

Invoice Processing
There are several ways that an invoice can be created by the BilTAY Teknoloji SCIENTA system. The first way an invoice is created is through a Point of Sale (POS) interface or through the ecommerce section of this software. The second way an invoice can be created is automatically by the software as one of the final steps in the Ordering Process after the goods are shipped.
The third way an invoice can be created by the system is manually entered directly into the Invoice Screen. It is this method that this section of the documentation will cover.
When you are ready to manually enter an invoice, from the Accounts Receivable menu select Invoices. This will bring you to the Main Invoice Entry Screen. You will see a list of all the open invoices that have been entered for your company or division. Click the New button and a blank screen will appear with some of the fields already completed. This is where you will enter the invoice.
The Invoice Number field will automatically be completed with the next available invoice number in the system once the invoice is placed. There is no need to edit or change this field.
The Order Number field is not used when entering an invoice manually. Leave this field set to default.
The Invoice Date field is automatically filled in with the current date. If need be, you can change the date of the invoice by entering a new date. The date must be entered as mm/dd/yyyy.
The Transaction Type field is automatically completed for you. It selected Invoice as the transaction type since we are entering a new invoice.
Select the Customer ID from the drop down list at the end of this field. If you do not know the Customer ID, you can search for the customer based on customer name, phone number, or other criteria.
Select the Ship To ID if the shipping address for this customer is different then the billing address.
The Ship For ID is an optional field that is used if the invoice is for a specific location, but being shipped to a different address. For example, if the invoice is shipped to a warehouse, but will eventually be shipped to a store, then the store ID would be selected from the drop down list for this field. Most of the time, this field will be left blank.
The Warehouse field identifies where the inventory is coming from for this invoice. Select the warehouse where the invoice is coming from in the drop down list. If the warehouse not known, or if only one warehouse is used for your company, you can leave this field set to the default value.
You will notice that the customer information is automatically completed for you once you selected the Customer ID from the Customer ID field above. There are a few fields here that need to be filled in manually.
If this invoice is a drop shipment for a customer, check the Customer Drop Shipment Box.
The Invoice Due Date is automatically filled in with the current date. You can change this date if necessary. The date must be entered as mm/dd/yyyy.
The Tax Exempt ID is automatically filled in when the customer is selected, if the customer has a tax exempt ID.
The XID Rate is the Currency Exchange ID and Currency Exchange Rate. It is the method of currency and the current exchange rate that your company uses. It will be automatically filled in based on the information entered during the Company Setup Process. There is no need to change or edit this field.
If a percentage is offered as a discount to this invoice (i.e., 10% off total invoice), enter that percentage in the Discount Percent field. If no discount is applied, this field can be left at the default value of zero.
The Discount Amount field is automatically filled in based on the number that was entered in the Discount Percent field.
The Taxable Sub Total field will be automatically updated if any part of the invoice is taxable. There is no need to manually edit or change this field.
The Terms ID field is automatically filled in based on the terms that were entered for that customer during the customer creation process.
The Tax Percent field and Tax Amount field are automatically filled in based on the tax group field that was selected above.
The next fields, Com, S., C., are automatically filled in once items are entered into the invoice. There is no need to edit or change these fields. Com represents the commission paid on this invoice to the salesman, S represents the total sales price of the invoice (but is not the total of the invoice), and C represents the total cost of the invoice.
If known, enter the Purchase Order Number for this invoice. If there is no purchase order number for this invoice, then enter the word none.
If known, enter the Salesman for this invoice. Select the Salesman ID from the drop down list. If there is no Salesman ID, you can leave this field set to the default value.
The Ship Date will automatically be filled in with the current date. If the actual ship date is different then the current date, you can enter the new date. This date must be entered as mm/dd/yyyy.
Select the method of shipping from the drop down list in the Ship Via field.
The Terms field is automatically filled in based on the payment terms that were entered for the customer during the customer creation process.
The fields in the yellow box on the screen are automatically completed by the systems as the invoice goes through the invoicing process. There is no need to edit or change these fields.
The Subtotal will be filled in once the individual items are entered into the invoice. For now, it can be left at the default value of zero.
Enter the Shipping charge in the Shipping field.
If the shipping charge is taxable, check the box next to Tax Freight.
The Handling field will be automatically filled in based on the information entered during the Company Setup process.
In the Tax field, select the tax group that your company uses from the drop down list. If you are not sure, you can select the default value from the list which is the value entered when the company was entered. This field must be completed for the rest of the form to be properly calculated. Upon entering the Tax group, the actual tax percent will be automatically filled in and the tax on the items will be calculated (if the items are taxable).
The Total field will be automatically filled in once the line items are entered on the Invoice Detail screen.
The next step after entering all the information on this screen is to enter the items for this invoice.
Once all the information is entered for the invoice and the invoice is final, click the Post button. You MUST Post the invoice for it to properly enter the system. This will post the invoice to the proper accounts, debit inventory quantities, and prepares the invoice for printing. Once the invoice is posted, no changes can be made. Therefore, it is important to ensure that all the information has been entered and all the data entered is accurate. When the Post button is pressed, the screen will close and you will return to the Main Menu Screen.

Manually Entering Items on Invoices
Now that the basic information has been entered for the invoice, the next step is to enter the specific items that the customer ordered. Find the Invoice Detail line in the middle of the form, just below the Purchase Order field and above the Subtotal field. Click New (on the right side of the screen, on the same line) to bring up a blank screen and enter new information for the first item to be invoiced.
The Item ID field is where you select the item that the customer ordered. Click the box at the end of the line to bring up the list of items that your company sells. Select the item you wish to add to the invoice from the list by clicking the Select button. The item will appear in the Item ID field.
Enter the quantity of the item the customer ordered in the Order Qty field.
The Backorder Qty field and Backordered check box are automatically filled in by the system if the order is placed on backorder. There is no need to edit or enter data into these fields.
The Item UOM field is automatically filled in based on the information entered about the item during the inventory setup process.
The Item Weight field is automatically filled in based on the information entered about the item during the inventory setup process.
The Discount Percentage field is where you would enter a percentage on this particular item if one is being given to the customer. Note: the discount applied here is for that item only, not the entire invoice.
The Taxable box is automatically checked if the item is taxable. The classification of an item being taxable or not is selected during the inventory setup process. If there is a need to override whether an item is taxable or not for this invoice only, you can check this box on or off.
The Item Unit Price field automatically displays the price per item as entered during the inventory setup process.
The Total field will automatically calculate based on the quantity of items times the item cost.
The GL Sales Account field will be automatically filled in based on the sales account selected during the inventory setup process. There is no need to edit or change this field.
The Project ID field is used if this invoice is for a specific project. You can select the project from the drop down list, if applicable.
When you are finished entering the information about this item, click the OK button at the bottom of the screen to save the entry and return to the Invoice Detail Screen. If you need to add additional items, click the New button at the top of the screen and follow the steps as before to enter additional items.
When you are finished with the Invoice Detail Screen, and have entered all the information for that invoice, the next step is to enter the Other Invoice Information.

Entering Other Invoice Information
Entering the Payment Information
Once everything at the Main screen has been entered click the Payment button just above the customer information (below the Customer ID field). At this screen you will enter the payment information for this invoice, if the customer is paying the invoice at the time you are creating it.
If the customer will be paying the invoice at a later date, then there is no need to complete this screen at this time.
The GL Sales Account field will be automatically selected based on the information entered during the Inventory Setup process.
Select the Payment Method (i.e., credit card, check, etc), that the customer is using from the drop down list in the Payment Method ID field.
Enter the remaining payment information in the rest of the fields, either the Check Number and Check Date (if paying by check) or the credit card information (if paying by credit card).
Many of the fields on this screen will be automatically filled in based on the information entered on the Main invoice screen.
Enter the actual amount of the payment in the Payment field at the bottom of the screen. This could be equivalent to the Balance Due or it could be a partial payment. If it is a partial payment, then enter the amount paid, and the remaining balance will still be invoiced and can be handled as such.
Once all the information is entered for the invoice and the invoice is final, click the Post button. You MUST Post the invoice for it to properly enter the system. This will post the invoice to the proper accounts debit inventory quantities, and prepares the invoice for printing. Once the invoice is posted, no changes can be made. Therefore, it is important to ensure that all the information has been entered and all the data entered is accurate. When the Post button is pressed, the screen will close and you will return to the Main Menu Screen.

Service Invoices

Service Invoice Processing
A Service Invoice can be created is automatically by the software as one of the final steps in the Service Order Process after the service is performed and verified.
You can also manually enter a service invoice directly into the Enter & View Service Invoice Screen. It is this method that this section of the documentation will cover.
When you are ready to manually enter a service invoice, from the Accounts Receivable menu select Service Orders & Invoices. This will bring you to the Main Service Invoice Entry Screen. You will see a list of all the open service invoices that have been entered for your company or division. Click the New button and a blank screen will appear with some of the fields already completed. This is where you will enter the invoice.
The Invoice Number field will automatically be completed with the next available invoice number in the system once the invoice is placed. There is no need to edit or change this field.
The Order Number field is not used when entering an invoice manually. Leave this field set to default.
The Invoice Date field is automatically filled in with the current date. If need be, you can change the date of the invoice by entering a new date. The date must be entered as mm/dd/yyyy.
The Transaction Type field is automatically completed for you. It selected Invoice as the transaction type since we are entering a new invoice.
Select the Customer ID from the drop down list at the end of this field. If you do not know the Customer ID, you can search for the customer based on customer name, phone number, or other criteria.
Select the Ship To ID if the shipping address for this customer is different then the billing address.
The Ship For ID is an optional field that is used if the invoice is for a specific location, but being shipped to a different address. For example, if the invoice is shipped to a warehouse, but will eventually be shipped to a store, then the store ID would be selected from the drop down list for this field. Most of the time, this field will be left blank.
You will notice that the customer information is automatically completed for you once you selected the Customer ID from the Customer ID field above. There are a few fields here that need to be filled in manually.
If this invoice is a drop shipment for a customer, check the Customer Drop Shipment Box.
The Invoice Due Date is automatically filled in with the current date. You can change this date if necessary. The date must be entered as mm/dd/yyyy.
The Tax Exempt ID is automatically filled in when the customer is selected, if the customer has a tax exempt ID.
The XID Rate is the Currency Exchange ID and Currency Exchange Rate. It is the method of currency and the current exchange rate that your company uses. It will be automatically filled in based on the information entered during the Company Setup Process. There is no need to change or edit this field.
If a percentage is offered as a discount to this invoice (i.e., 10% off total invoice), enter that percentage in the Discount Percent field. If no discount is applied, this field can be left at the default value of zero.
The Discount Amount field is automatically filled in based on the number that was entered in the Discount Percent field.
The Taxable Sub Total field will be automatically updated if any part of the invoice is taxable. There is no need to manually edit or change this field.
The Terms ID field is automatically filled in based on the terms that were entered for that customer during the customer creation process.
The Tax Percent field and Tax Amount field are automatically filled in based on the tax group field that was selected above.
The next fields, Com, S., C., are automatically filled in once items are entered into the invoice. There is no need to edit or change these fields. Com represents the commission paid on this invoice to the salesman, S represents the total sales price of the invoice (but is not the total of the invoice), and C represents the total cost of the invoice.
If known, enter the Purchase Order Number for this invoice. If there is no purchase order number for this invoice, then enter the word none.
If known, enter the Salesman for this invoice. Select the Salesman ID from the drop down list. If there is no Salesman ID, you can leave this field set to the default value.
The Ship Date will automatically be filled in with the current date. If the actual ship date is different then the current date, you can enter the new date. This date must be entered as mm/dd/yyyy.
Select the method of shipping from the drop down list in the Ship Via field.
The Terms field is automatically filled in based on the payment terms that were entered for the customer during the customer creation process.
The fields in the yellow box on the screen are automatically completed by the systems as the invoice goes through the invoicing process. There is no need to edit or change these fields.
The Subtotal will be filled in once the individual items are entered into the invoice. For now, it can be left at the default value of zero.
Enter the Shipping charge in the Shipping field.
If the shipping charge is taxable, check the box next to Tax Freight.
The Handling field will be automatically filled in based on the information entered during the Company Setup process.
In the Tax field, select the tax group that your company uses from the drop down list. If you are not sure, you can select the default value from the list which is the value entered when the company was entered. This field must be completed for the rest of the form to be properly calculated. Upon entering the Tax group, the actual tax percent will be automatically filled in and the tax on the items will be calculated (if the items are taxable).
The Total field will be automatically filled in once the line items are entered on the Invoice Detail screen.
The next step after entering all the information on this screen is to enter the items for this service invoice.
Once all the information is entered for the invoice and the invoice is final, click the Post button. You MUST Post the invoice for it to properly enter the system. This will post the service invoice to the proper accounts, debit inventory quantities, and prepares the invoice for printing. Once the invoice is posted, no changes can be made. Therefore, it is important to ensure that all the information has been entered and all the data entered is accurate. When the Post button is pressed, the screen will close and you will return to the Main Menu Screen.

Entering Items on Service Invoices
Now that the basic information has been entered for the invoice, the next step is to enter the specific items that the customer ordered. Find the Invoice Detail line in the middle of the form, just below the Purchase Order field and above the Subtotal field. Click New (on the right side of the screen, on the same line) to bring up a blank screen and enter new information for the first item to be invoiced.
The Item ID field is where you select the item that the customer ordered. Click the box at the end of the line to bring up the list of items that your company sells. Select the item you wish to add to the invoice from the list by clicking the Select button. The item will appear in the Item ID field.
Enter the quantity of the item the customer ordered in the Invoice Qty field.
The Item UOM field is automatically filled in based on the information entered about the item during the inventory setup process.
The Item Weight field is automatically filled in based on the information entered about the item during the inventory setup process.
The Discount Percentage field is where you would enter a percentage on this particular item if one is being given to the customer. Note: the discount applied here is for that item only, not the entire invoice.
The Taxable box is automatically checked if the item is taxable. The classification of an item being taxable or not is selected during the inventory setup process. If there is a need to override whether an item is taxable or not for this invoice only, you can check this box on or off.
The Item Unit Price field automatically displays the price per item as entered during the inventory setup process.
The Total field will automatically calculate based on the quantity of items times the item cost.
The GL Sales Account field will be automatically filled in based on the sales account selected during the inventory setup process. There is no need to edit or change this field.
The Project ID field is used if this invoice is for a specific project. You can select the project from the drop down list, if applicable.
When you are finished entering the information about this item, click the OK button at the bottom of the screen to save the entry and return to the Invoice Detail Screen. If you need to add additional items, click the New button at the top of the screen and follow the steps as before to enter additional items.
When you are finished with the Invoice Detail Screen, and have entered all the information for that invoice, the next step is to enter the Other Service Invoice Information.

Entering Other Service Invoice Information
Entering the Payment Information
Once everything at the Main screen has been entered click the Payment button just above the customer information (below the Customer ID field). At this screen you will enter the payment information for this invoice, if the customer is paying the invoice at the time you are creating it.
If the customer will be paying the invoice at a later date, then there is no need to complete this screen at this time.
The GL Sales Account field will be automatically selected based on the information entered during the Inventory Setup process.
Select the Payment Method (i.e., credit card, check, etc), that the customer is using from the drop down list in the Payment Method ID field.
Enter the remaining payment information in the rest of the fields, either the Check Number and Check Date (if paying by check) or the credit card information (if paying by credit card).
Many of the fields on this screen will be automatically filled in based on the information entered on the Main invoice screen.
Enter the actual amount of the payment in the Payment field at the bottom of the screen. This could be equivalent to the Balance Due or it could be a partial payment. If it is a partial payment, then enter the amount paid, and the remaining balance will still be invoiced and can be handled as such.
Once all the information is entered for the invoice and the invoice is final, click the Post button. You MUST Post the service invoice for it to properly enter the system. This will post the invoice to the proper accounts debit inventory quantities, and prepares the invoice for printing. Once the invoice is posted, no changes can be made. Therefore, it is important to ensure that all the information has been entered and all the data entered is accurate. When the Post button is pressed, the screen will close and you will return to the Main Menu Screen.

Receipts

Receipt Processing
There are three ways a Receipt can be entered into the BilTAY Teknoloji SCIENTA System.
First, if payment is received at the time the order is placed, the system will process the order, post the invoice, and create the receipt for that invoice automatically.
Second, if payment is received at the time the invoice is created, the system will post the invoice and create the receipt for that invoice automatically.
Third, if payment is received after the invoice is created, or at any other time, the receipt would need to be manually entered directly into the Receipt Screen then applied to the invoice at a later time. It is this method that this section of the documentation will cover.
When you are ready to manually enter a receipt, from the Accounts Receivable menu, select Receipts. This will bring you to the Main Receipt Entry Screen. You will see a list of all the receipts that have been entered for your company or division. Click the New button at the top right of the screen and a blank screen will appear with some of the fields already completed. This is where you will enter the receipt.
Select the method of payment from the Receipt Type ID drop down field. This could be cash, check, credit card, etc.
If the customer is paying by Check, enter the Check Number in the next field.
Select the Customer ID from the list of customers by pressing the button at the end of this line.
Enter the date you are entering the receipt for Transaction Date.
Select the type of currency that the receipt is being received in from the drop down list in the the Currency ID field. (For example, if the customer is paying in Euro Dollars, then select the Euro dollar from the drop down list).
The Currency Exchange Rate will automatically be completed once the Currency ID Field is selected.
Enter the Amount of this receipt in this field.
Select the GL Bank Account from the drop down list that this receipt is being credited to.
The remaining fields are automatically completed by the system and do not need to be edited or entered.
After the information on the "Main" screen has been entered, the next step is to enter the detailed information for this payment. Click the New button towards the bottom of the screen in the Receipts Detail section. This will bring up three fields.
If there is a Document Number associated with this receipt, enter it in this field.
Enter the Document Date in this field.
The Amount field will automatically be completed based on the amount entered in the field above.
If there is a Project ID associated with this receipt, select it from the drop down list. Otherwise, this field can be left blank.
When all the information has been entered, OK to post the receipt. This will post the receipt to the General Ledger and prepare the receipt for the next step, Applying the Receipt to an Invoice.

Applying the Receipt to an Invoice
After the receipt has been entered into the system, the last step in the receipt process is applying the receipt to the invoice. From the Accounts Receivable Menu, select Cash Receipts. This will bring up a list of all the customers with open or unapplied receipts. Clicking on a customer's name will display the open or unapplied receipts for that particular customer.
To apply a receipt to an invoice, click on the name of the customer to bring up the list of receipts for that customer.
Next, click on the receipt that you want to apply to the open invoices for the customer. A list of outstanding invoices for that customer will be displayed.
Click the check box next to the invoice that you want to apply the receipt to.
If the amount of the receipt is different then the amount of the invoice, or if you want to partially pay the invoice from that particular receipt, enter the amount in the Amount Paid column at the end of the line (in the box).
Click Cash Receipt (at the top of the screen) to apply the receipt to the invoice.
If there is any unapplied amount on the receipt, the system will automatically create a credit memo for that customer which can be applied towards future invoices.
When finished, click OK. You will return back to the Customer screen. If there are no unapplied receipts, the list will be empty. If there are any unapplied receipts, they will be displayed in the list. 

Contracts

Contract Processing
From this screen, you can enter contracts that your company has for services to be rendered. 

Contract Types
The Contract Types screen displays a list of all the types of Contracts in the BilTAY Teknoloji SCIENTA system. This table is used by the system to classify a company's Contracts into types.
The Contract Type screen can be accessed from the Accounts Receivable Setup menu. The BilTAY Teknoloji SCIENTA system comes shipped with basic Contract Types that are suitable for most businesses. During the Setup and Installation process, and as one of the items on the Setup Checklist, it is recommended that this screen be reviewed to ensure that the contract types entered meets the way your company does business.
Additional Contract Types can be entered by clicking the New button and entering data in the following fields:
Contract Type ID: Enter the Type of the Contract. For example, if the Contract is a Daily Billed Contract, then Daily would be entered for the Contract Type.
Contract Type Description: Enter the description of the Contract Type in this field. This description can be longer then the Contract Type ID but should not be too long.
When you are finished, click OK to close the screens.

Returns

Return Processing
Overview
A return in the system is a return of Merchandise from your inventory to a supplier. This process is similar to the order process, and is a multi-step process that organizes and supports a high volume of returns. A general overview of the return process is as follows:
A return is manually entered through the Enter and View Returns screen. Once entered, the Return is ready for picking the items from your inventory for the order. After the order is "picked", it is packed and shipped to the supplier. Once shipped, an invoice is created that is sent to the supplier for the returned goods and the invoice is posted to the General Ledger as an accounts receivable.

Entering Returns
A return in the system is a return of Merchandise from your inventory to a supplier. This process is similar to the order process, and is a multi-step process that organizes and supports a high volume of returns.
When you have goods that you are going to return to a supplier, the first step is to manually enter the return. Returns from your company to the suppliers are under AR since creating a return will eventually create a receivable. Click the Accounts Receivable button from the Main Screen then select Returns. This will bring you to the Main Return Entry screen. You will see a list of all the open returns that have been entered for your company or division.
Once you click the New button, a blank screen will appear with some of the fields already filled in.
The Return Number field will automatically be completed with the next available return number in the system once the return is placed. There is no need to edit or change this field.
The Return Date field is automatically filled in with the current date. If need be, you can change the date of the return by entering a new date. The date must be entered as mm/dd/yyyy.
The Return Type ID is automatically completed for you. When manually entering returns, return is selected as the transaction type. If the return came through a shopping cart, then the selection would say cart return. There is no need to change or edit this field unless an return needs to be placed on hold.
The Transaction Type field is automatically completed for you. It selected Return as the transaction type since we are entering a new return.
The Cancel Date field is the date the return must be received by or it will be canceled. If known, enter the cancel date here in mm/dd/yyyy format. Otherwise, this field could be left blank.
Select the Vendor ID from the drop down list at the end of this field. If you do not know the Customer ID, you can search for the customer based on customer name, phone number, or other criteria.
Select the Ship To ID if the shipping address for this supplier is different then the billing address.
The Ship For ID is an optional field that is used if the return is for a specific location, but being shipped to a different address. For example, if the return is shipped to a warehouse, but will eventually be shipped to a store, then the store ID would be selected from the drop down list for this field. Most of the time, this field will be left blank.
The Warehouse field identifies where the inventory is coming from for this return. Select the warehouse where the return is coming from in the drop down list. If the warehouse not known, or if only one warehouse is used for your company, you can leave this field set to the default value.
You will notice that the vendor information is automatically completed for you once you selected the Vendor ID from the Vendor ID field above. There are a few fields here that need to be filled in manually.
The Return Due Date is automatically filled in with the current date. You can change this date if necessary. The date must be entered as mm/dd/yyyy.
The Tax Exempt ID is automatically filled in when the vendor is selected, if the vendor has a tax exempt ID.
The XID Rate is the Currency Exchange ID and Currency Exchange Rate. It is the method of currency and the current exchange rate that your company uses. It will be automatically filled in based on the information entered during the Company Setup Process. There is no need to change or edit this field.
If a percentage is offered as a discount to this return (i.e., 10% off total return), enter that percentage in the Discount Percent field. If no discount is applied, this field can be left at the default value of zero.
The Discount Amount field is automatically filled in based on the number that was entered in the Discount Percent field.
The Taxable Sub Total field will be automatically updated if any part of the return is taxable. There is no need to manually edit or change this field.
The Terms ID field is automatically filled in based on the terms that were entered for that customer during the customer creation process.
The Tax Percent field and Tax Amount field are automatically filled in based on the tax group field that was selected above.
The next fields, Com, S., C., are automatically filled in once items are entered into the return. There is no need to edit or change these fields. Com represents the commission paid on this return to the salesman, S represents the total sales price of the return (but is not the total of the return), and C represents the total cost of the return.
If known, enter the Purchase Order Number for this return. If there is no purchase order number for this return, then enter the word none.
The Ship Date will automatically be filled in with the current date. If the actual ship date is different then the current date, you can enter the new date. This date must be entered as mm/dd/yyyy.
Select the method of shipping from the drop down list in the Ship Via field.
The Terms field is automatically filled in based on the payment terms that were entered for the vendor during the vendor creation process.
The fields in the yellow box on the screen are automatically completed by the system as the return goes through the return process. There is no need to edit or change these fields.
The Subtotal will be filled in once the individual items are entered into the return. For now, it can be left at the default value of zero.
Enter the Shipping charge in the Shipping field.
If the shipping charge is taxable, check the box next to Tax Freight.
The Handling field will be automatically filled in based on the information entered during the Company Setup process.
In the Tax field, select the tax group that your company uses from the drop down list. If you are not sure, you can select the default value from the list which is the value entered when the company was entered. This field must be completed for the rest of the form to be properly calculated. Upon entering the Tax group, the actual tax percent will be automatically filled in and the tax on the items will be calculated (if the items are taxable).
The Total field will be automatically filled in once the line items are entered on the Return Detail screen.
The next step after entering all the information on this screen is to enter the items for this return.
NOTE: You MUST enter the individual items for the return before proceeding to the next step. Follow the link above for more information on entering line items.
Once all the information is entered for the return and the return is final, click the Book Return button. You MUST Book the return for it to properly enter the system. This will enable the system to post the return to the proper accounts, adjust committed inventory quantities (marking inventory as being committed for a return) and prepare the return for printing, and shipping. At this point, no changes can be made to the return unless it is Unbooked. When the Book Return button is pressed, the screen will close and you will return to the Main Menu Screen.

Entering Items on Returns
Now that the basic information has been entered for the return, the next step is to enter the specific items that you are returning. Find the Return Detail line in the middle of the form, just below the Purchase Order field and above the Subtotal field. Click New (on the right side of the screen, on the same line) to bring up a blank screen and enter new information for the first item to be returned.
The Item ID field is where you select the item that you are returning. Click the box at the end of the line to bring up the list of items in your inventory. Select the item you wish to add to the return from the list by clicking the Select button. The item will appear in the Item ID field.
Enter the quantity of the item(s) you wish to return in the Return Qty field.
The Item UOM field is automatically filled in based on the information entered about the item during the inventory setup process.
The Item Weight field is automatically filled in based on the information entered about the item during the inventory setup process.
The Discount Percentage field is where you would enter a percentage on this particular item if one is being given to the customer. Note:, the discount applied here is for that item only, not the entire return.
The Taxable box is automatically checked if the item is taxable. The classification of an item being taxable or not is selected during the inventory setup process. If there is a need to override whether an item is taxable or not for this return only, you can check this box on or off.
The Item Unit Price field automatically displays the price per item as entered during the inventory setup process.
The Total field will automatically calculate based on the quantity of items times the item cost.
The GL Sales Account field will be automatically filled in based on the sales account selected during the inventory setup process. There is no need to edit or change that field.
The Project ID field is used if this return is for a specific project. You can select the project from the drop down list, if applicable.
When you are finished entering the information about this item, proceed to the next step, entering Other Return Information.

Entering Other Return Information
This is where you enter additional return information for the RMA.

Picking Returns
Once an return has been entered and posted, the system checks to see if the inventory exists to fill the return. If so, it is then ready to be Picked. Picking an return is printing the Pick Ticket and giving it to the employees who pull the inventory and prepare it for packing. A Pick Ticket is the document that tells the warehouse employees what items go into that return.
From the Accounts Receivable menu, select Pick & Pack Returns. A screen will be displayed that shows all the returns that have been entered and are ready to be printed and picked. Select the first return you want to print. Click the printer next to that return. This will open the Pick Ticket 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 pick ticket in the browser window. The browser window will display the first page of a pick ticket. If there is more then one page to the pick ticket, 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 return 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 pick ticket from your browser as normal.
To email the pick ticket, (for instance if you want to email the pick tickets to a warehouse manager for them to print) from the browser window where the purchase return 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 pick ticket in a new mail message. You fill in the recipient's name and send the message when ready.
To save the pick ticket 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 pick ticket has now been saved on your hard drive.
Once you are finished working with the document or once it has printed, you can close that window and return to the Picking Screen. Check the box next to the return you just printed so that you have a record that it has been printed. At this point you can click the button at the top of the screen that says Pick Selected Return. This will take the return you just worked with and checked off, and send it to the Shipping Screen where the shipping information (tracking number, ship date), can be entered.
Once an return has been picked, it cannot be edited since at that point the return is at the warehouse and the inventory is being packed into the box for shipping to the customer. Any changes to the return at this point could cause an over-shipment or under-shipment. If the return needs to be changed, the warehouse should return the pick ticket and packing list to the proper department and the return changed in the system.
When you are finished at this screen, click OK to return to the main menu.

Shipping Returns
After an order has been picked, the picking ticket printed, and the order packed, it is now ready to be shipped. The next step is to record in the software what the tracking number is for a specific order and note that it is cleared for invoicing.
To ship an order and clear it for invoicing, from the Accounts Receivable Menu, select Ship Orders. This will bring up a screen displaying all the orders that were picked and ready to be shipped. Check the box next to the order number you wish to work with and click the blue truck icon. This will bring up the two boxes for that order that data can be entered into.
Enter the date the order is shipping in the Shipping Date field. The date must be entered as mm/dd/yyyy.
Enter the tracking number in the Tracking Number Field.
After the data is entered, click the floppy disk icon. This saves the data and allows you to work with another order, if need be. Check the box next to the order you just entered the information for, and you can go onto the next order.
Once you have entered all the shipping information for the orders you are working with, click the Ship Selected Order button at the top of the screen. This will enable the system to mark these orders as shipped and prepare them for invoicing. They will no longer appear on the shipping screen, and will appear on the invoicing screen.

Invoicing Returns
The last step in the Order Processing cycle is to have the system generate the invoice. Once an order has been shipped, it is ready to be invoiced.
Generating an Invoice
To have the system generate an invoice for orders that have been shipped, from the Accounts Receivable Menu, select Invoice Orders. This will bring up the Invoice Orders screen where you will see a list of all the orders in the system that have shipped and need to be invoiced. To invoice an order, select the order (or multiple orders) you want to invoice and click the Invoice Selected Orders at the top of the screen. This will post the invoice to the General Ledger and move the invoice to the main Invoice screen. You can have the system generate and post all the invoices displayed on the screen by clicking the Invoice All Orders button. Be sure that you want to invoice ALL the orders displayed on the screen, once this button is pressed, all the orders displayed on the screen will be posted and invoiced.
After you are done working on the Invoice Orders screen, click OK to close that screen and return to the main menu. Now you are ready to print the invoice.
Printing the Invoice
From the Accounts Receivable menu, select Invoices. This will bring up the main Invoice screen displaying all the invoices for your company. Find the first invoice that you just selected in the previous screen. You can identify it by either the invoice number or customer ID. To print the invoice and send it off to the customer, click the printer icon next to the invoice you wish to print. This will open the invoice in a new browser window.
From the browser window, you can print the invoice, email it or save it to a file for later retrieval. You will see a preview of the invoice in the browser window where the first page of the invoice will be displayed. If there is more then one page to the invoice, 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 invoice 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., purchase orders, checks, etc.) then just print the invoice from your browser as normal.
To email the invoice, from the browser window where the invoice 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 invoice in a new mail message. You fill in the recipient's name and send the message when ready.
To save the invoice 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 invoice has now been saved on your hard drive.
When you are finished at this screen, click OK to return to the main menu.

Deleting Returns
Returns can only be deleted if the have not been picked and shipped. Otherwise, once a return is picked and shipped, it cannot be deleted. Doing so otherwise would violate GAAP Compliance, by which the Integral Accounting Software is written.

Customers  

Customer Information
Overview
This is where you enter information about your company's customers.

Customer Financials
Overview
This is where you enter the financial information about your company's customers.

Customer Transactions
Overview:
This is where you can review the transactions your customers had with your company.

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