Project Information

Implementation Name: NetSuite ERP Implementation

Customer Name (Number): Benguet Corporation
Document Owner: CloudTech

Document Name: TEST SCRIPTS FOR SALES PROCESS

1.1. Document Version
Date Author Version
Initial version of this
November 25, 2021 Christian Miranda
document.

1.2. Reviewers
Name Position
LES PROCESS

Change Reference
REVIEW INSTRUCTIONS:
The User Acceptance Training and Testing (UAT) ensure that the Project deliverables, requirements and expectations are met, approved
validate the configuration made in the system by following the steps provided on this document.

·       Follow the navigation indicated in the Description column.

·       Make sure the User role used is correct.
·       Check and validate if the expected result has been executed properly.
·       Do not forget to add comments, record the transactions created and take down notes during the training on the Actual result column.
·       Please indicate if the line item has passed or failed.
·       Lastly, provide the final test disposition on the end of the training.
QUICK TIPS:

•Take down notes during the training. Turn off cellphones, or set them to silent mode.
•Use tab browsing for easier viewing of multiple records. You can click Scroll key of the mouse for this.
•Use wildcard % when searching for records inside NetSuite.
•Use Ctrl+F when looking for a field within the browser page.
•Use Home key or End key if you want to navigate the top most or end most part of the page, rather than scrolling m
•Buttons in NetSuite are available at the top and bottom of the page. Use whichever is most proximate to your curs
•Do not forget your username, password and security questions. Write it and secure it. This one of the most commo
use for this.

ge, rather than scrolling multiple times.

st proximate to your cursor for efficiency.
s one of the most common user error.
A. Item Record Management

Step # Description
a. Set Up Unit of Measure
1 Go to Lists > Accounting > Units Of Measure > New.
2 In the Units Type page, enter values for the following:

a. Type Name - enter the name of the kind of unit you are creating.
b. Name - enter a name for the unit you want to create.
c. Plural Name - enter the plural name for the unit.
d. Abbreviation - enter the abbreviation for the singular unit.
e. Plural Abbreviation - enter the abbreviation for the plural unit.
f. Conversion Rate - enter the quantity of base units that corresponds to one unit
of the current line.
g. Base Unit - Check the box in the Base Unit column if the unit you are entering is
used to define the other units in this group.

Each units type must have a base unit, and can have only one unit designated as
the base.

3 Click Add

Repeat prior steps for each unit to be created for this units type.
4 Click Save

b. Create Item Record

1 Go to Lists > Accounting > Items > New

2 Click Inventory Item or other type of Item to be created:

a. Inventory Item - This is a record for something you stock and sell.
b. Non-inventory Item forSale - other items that you sell but do not stock can be
recorded and tracked as non-inventory items.
c.Service Item for Sale - A service item is an item you create to track time and
record billable hours.
3 For Inventory Items,
Fill out the necessary details:

a. Item Name/Number - enter the item code/number applicable for the item.
b. UPC Code - enter Universal Product Code, if applicable.
c. Display Name/Code - enter the appropriate display name/code in the item.
When you enter display name in addition to the item name/number, this will
appear in transactions when selecting an item.
d. Vendor/Code - enter the Vendor Code, if applicable.
e. Units Type - Select the type of units you use to purchase, stock and sell this
item.
f. Stock Units - Select the unit you use to stock this item in inventory.
g. Purchase Unit - Select the unit you use to purchase this item from the vendor.
h. Sale Units - Select the unit you use to sell this item to customers on sales
transactions.
i. Base Unit - this filed will show the base unit of the item base on the unit type
selected.
j. Subitem of - If you want this item to be a subitem, select the parent item here.

4 Classification
a. Subsidiary - Select subsidiary.
Note: Check Include Children checkbox to include the children of the subsidiary.
b. Department - Select department.
c. Location - Select location.
d. Cost Center - Select class.
5 Enter values to the following mandatory/necessary fields:

In the Purchasing/Inventory subtab: Item Cost Detail

a. Costing Method - select the appropriate costing method to be associated with
the item.
b. Cost Category - Select a cost category to associate with this item.
c. Total Value - Enter or accept the total value of this item.
d. Purchase Price - Enter purchase price of the item, if applicable.
e. Purchase Description - Enter purchase description of the item.
f. Stock Description - Enter stock description of the item.
g. Match Bill to Receipt - Check the Match Bill to Receipt box if you want the
Match Bill to Receipt box on transaction lines to be checked by default for this
item.

In the Purchasing/Inventory subtab: Inventory Management

a. Reorder Multiple - Enter the quantity you prefer to order of this item each time.
b. Transfer Price - Enter a transfer price on an item record to set the default value
used as the transfer price on transfer orders.
In the Purchasing/Inventory subtab: Manufacturing
a. Manufacturer - Enter the name of the company that manufactures this item.
b. MPN - Enter the part number used by the manufacturer to identify this item.
c. Manufacturer Country - Enter the name of the country where this item is
manufactured.

6 In the Purchasing/Inventory subtab: Vendor Bill Matching

a. Vendor Bill - Purchase Order Quantity Tolerance - Enter the tolerance limit for
the discrepancy between the quantity on the vendor bill and purchase order.
b. Vendor Bill - Purchase Order Amount Tolerance - Enter the tolerance limit for
the discrepancy between the amount on the vendor bill and purchase order.
c. Vendor Bill - Purchase Order Quantity Difference - Enter the difference limit for
the discrepancy between the quantity on the vendor bill and purchase order.
d. Vendor Bill - Item Receipt Quantity Tolerance - Enter the tolerance limit for the
discrepancy between the quantity on the vendor bill and item receipt.
e. Vendor Bill - Item Receipt Amount Tolerance - Enter the tolerance limit for the
discrepancy between the amount on the vendor bill and item receipt.
f. Vendor Bill - Item Receipt Quantity Difference - Enter the difference limit for the
discrepancy between the quantity on the vendor bill and item receipt.
7 In the Purchasing/Inventory subtab, Location sublist,

a. Preferred Location - Selected location will automatically populate sales orders

that display locations on a line-item basis.
b. Item Planning table field - Input the preferred Reorder Point, Preferred Stock
Level, Default Return Cost and Standard Cost.

In the Purchasing/Inventory subtab, Vendor sublist,

a. Vendor table field - Input the Vendor, Code, Subsidiary, Purchasing Schedule
and check the Preferred Vendor to be associated with this Item.

8 In the Sales/Pricing subtab: Sales

a. Sales Description - Enter a sales description for this item.
b. Minimum Quantity - Enter the lowest quantity that customers can purchase.
c. Enforce Minimum Internally - Check this box to apply the minimum quantity
restriction on sales orders generated from NetSuite.
d. Maximum Quantity - Enter the greatest quantity of this item that customers can
purchase.

In the Sales/Pricing subtab: Shipping

a. Item Weight - Enter the weight of this item and select the units in the
dropdown.
b. Schedule B Number - Enter the number for the Schedule B form for this item.

In the Sales/Pricing subtab: Pricing

a. Quantity Pricing Schedule - Select the pricing schedule you want to use to set
prices for this item.
b. Use Marginal Rates - Check this box if you want the quantity discounts in the
schedule to be applied to each pricing bracket separately.
c. Calculate Quantity Discounts - Choose how to determine the quantity for the
purpose of pricing.
d. Pricing Group - Select the pricing group this item is a member of.

In the Sales/Pricing subtab, Currency sublists

a. Pricing table field - Enter the desired price on each price level depending on
quantity level.
9 In the Accounting subtab: Account

a. COGS Account - select an appropriate account.

b. Asset Account -select an appropriate account.
c. Income Account - Select an appropriate account.
d.Gain/Loss Account - Select an appropriate account.
e. Price Variance Account - Select an appropriate account.
f. Quantity Variance Account - Select an appropriate account.
g. Exchange Rate Variance Account - Select an appropriate account.
h. Customer Return Variance Account - Select an appropriate account.
i. Vendor Return Variance Account - Select an appropriate account.
j. Purchase Price Variance Account - Select an appropriate account.

In the Accounting subtab: Tax/Tariff

a. WH Tax Code - Select WH Tax Code to apply to this item.
b. Tax Schedule - Select the tax schedule you want to apply to this item.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the vendor.
b. Tasks - Enter tasks related to the vendor.
c. Events - Enter events related to the vendor.
d. Files - Upload files related to the vendor.
e. User Notes - Enter notes related to the vendor.
10 For Non-Inventory Items for Sale,
Fill out the necessary details:

a. Item Name/Number - enter the item code/number applicable for the item.
b. Display Name/Code - enter the appropriate display name/code in the item.
When you enter display name in addition to the item name/number, this will
appear in transactions when selecting an item.
c. Units Type - Select the type of units you use to purchase, stock and sell this
item.
d. Sale Unit - Select the unit you use to sell this item to the customer.
e. Subitem of - If you want this item to be a subitem, select the parent item here.

Classification
a. Subsidiary - Select subsidiary.
Note: Check Include Children checkbox to include the children of the subsidiary.
b. Department - Select department.
c. Location - Select location.
d. Cost Center - Select class.
e. Base Unit - this filed will show the base unit of the item base on the unit type
selected.

11 Enter values to the following mandatory/necessary fields:

In the Purchasing subtab: Item Cost Detail

a. Cost Category - Select a cost category to associate with this item.
b. Stock Description - Enter stock description of the item.

In the Purchasing/Inventory subtab: Manufacturing

a. Manufacturer - Enter the name of the company that manufactures this item.
b. MPN - Enter the part number used by the manufacturer to identify this item.
c. Manufacturer Country - Enter the name of the country where this item is
manufactured.
12 In the Sales/Pricing subtab: Sales
a. Sales Description - Enter a sales description for this item.
b. Minimum Quantity - Enter the lowest quantity that customers can purchase.
c. Enforce Minimum Internally - Check this box to apply the minimum quantity
restriction on sales orders generated from NetSuite.
d. Maximum Quantity - Enter the greatest quantity of this item that customers can
purchase.

In the Sales/Pricing subtab: Shipping

a. Item Weight - Enter the weight of this item and select the units in the
dropdown.
b. Schedule B Number - Enter the number for the Schedule B form for this item.

In the Sales/Pricing subtab: Pricing

a. Quantity Pricing Schedule - Select the pricing schedule you want to use to set
prices for this item.
b. Use Marginal Rates - Check this box if you want the quantity discounts in the
schedule to be applied to each pricing bracket separately.
c. Calculate Quantity Discounts - Choose how to determine the quantity for the
purpose of pricing.
d. Pricing Group - Select the pricing group this item is a member of.

In the Sales/Pricing subtab, Currency sublists

a. Pricing table field - Enter the desired price on each price level depending on
quantity level.
13 In the Accounting subtab: Account

a. Price Variance Account - Select an appropriate account.

b. Quantity Variance Account - Select an appropriate account.
c. Exchange Rate Variance Account - Select an appropriate account.
d. Income account - Select an appropriate account.

In the Accounting subtab: Tax/Tariff

a. WH Tax Code - Select WH Tax Code to apply to this item.
b. Tax Schedule - Select the tax schedule you want to apply to this item.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the customer.
b. Tasks - Enter tasks related to the customer.
c. Events - Enter events related to the customer.
d. Files - Upload files related to the customer.
e. User Notes - Enter notes related to the customer.

In the Preference subtab,

a. Can be Fulfilled/Received - Enable this item to be received and fulfilled during
order processing.
14 For Service Item for Sale,
Fill out the necessary details:

a. Item Name/Number - enter the item code/number applicable for the item.
b. Display Name/Code - enter the appropriate display name/code in the item.
When you enter display name in addition to the item name/number, this will
appear in transactions when selecting an item.
c. Units Type - Select the type of units you use to purchase, stock and sell this
item.
d. Sale Unit - Select the unit you use to sell this item to the customer.
e. Subitem of - If you want this item to be a subitem, select the parent item here.

Classification
a. Subsidiary - Select subsidiary.
Note: Check Include Children checkbox to include the children of the subsidiary.
b. Department - Select department.
c. Location - Select location.
d. Cost Center - Select class.
e. Base Unit - this filed will show the base unit of the item base on the unit type
selected.

15 Enter values to the following mandatory/necessary fields:

In the Purchasing subtab: Item Cost Detail

a. Cost Category - Select a cost category to associate with this item.
16 In the Sales/Pricing subtab: Sales
a. Sales Description - Enter a sales description for this item.
b. Minimum Quantity - Enter the lowest quantity that customers can purchase.
c. Enforce Minimum Internally - Check this box to apply the minimum quantity
restriction on sales orders generated from NetSuite.
d. Maximum Quantity - Enter the greatest quantity of this item that customers can
purchase.

In the Sales/Pricing subtab: Pricing

a. Pricing Group - Select the pricing group this item is a member of.

In the Sales/Pricing subtab, Currency sublists

a. Pricing table field - Enter the desired price on each price level depending on
quantity level.
 17 In the Accounting subtab: Account

a. Price Variance Account - Select an appropriate account.

b. Quantity Variance Account - Select an appropriate account.
c. Exchange Rate Variance Account - Select an appropriate account.
d. Income account - Select an appropriate account.

In the Accounting subtab: Tax/Tariff

a. WH Tax Code - Select WH Tax Code to apply to this item.
b. Tax Schedule - Select the tax schedule you want to apply to this item.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the customer.
b. Tasks - Enter tasks related to the customer.
c. Events - Enter events related to the customer.
d. Files - Upload files related to the customer.
e. User Notes - Enter notes related to the customer.

In the Preference subtab,

a. Can be Fulfilled/Received - Enable this item to be received and fulfilled during
order processing.

8 Click save when done

b.1 Edit Item Record

1 Go to Lists > Accounting > Items

2 Click Edit link of the item you want to modify.
3 Update fields a necessary

Note that Unit Type and Costing method cannot be changed.

4 Click save when done

b.2. Inactive an Item Record

1 Go to Lists > Accounting > Items

2 Click Edit link of the item you want to modify.
3 In the System Information subtab, tick the Inactive checkbox

4 Click save when done

 User Role Expected Result
Administrator
The user is directed to Units Type page.
Entered values are reflected on fields.

Units Type is added in the page.

Units Type is saved and can be assigned to Item Records.

Purchasing Clerk The user is directed to New Items page.

Accounting Manager - BGO
The user is directed to seleted Item Type (i.e., Inventory
Item)
Entered values are reflected on fields.

Entered values are reflected on fields.

Entered values are reflected on fields.

Entered values are reflected on fields.

Entered values are reflected on fields.

Entered values are reflected on fields.

Entered values are reflected on fields.
Entered values are reflected on fields.

Entered values are reflected on fields.

Entered values are reflected on fields.
Entered values are reflected on fields.
Entered values are reflected on fields.

Entered values are reflected on fields.

Entered values are reflected on fields.
 Entered values are reflected on fields.

Item record is created in the system.

Purchasing Clerk
Accounting Manager - BGO
List of Items page is loaded.
Item record is loaded in edit mode.
Entered upadted values are reflected on fields.

Changes have been saved in the system.

Purchasing Clerk
Accounting Manager - BGO
List of Items page is loaded.
Item record is loaded in edit mode.
Inactive checkbox is ticked.

Item is set to inactive and will no longer be seen in the

item list and will not be called out in the trnasactions.
 GL Impact
Actual Result Debit Credit Pass/ Fail

N/A N/A

Not Yet Tested

N/A N/A

N/A N/A

N/A N/A

N/A N/A

N/A N/A
N/A N/A

N/A N/A
N/A N/A

N/A N/A
N/A N/A

N/A N/A
N/A N/A

Not Yet Tested

N/A N/A

Not Yet Tested

N/A N/A
N/A N/A
N/A N/A
N/A N/A

N/A N/A
N/A N/A
N/A N/A

N/A N/A

N/A N/A
N/A N/A
N/A N/A

N/A N/A

N/A N/A
N/A N/A
N/A N/A

N/A N/A
B. Customer Record Management

Step # Description
a. Creation of Customer Record
1 Go to Lists > Relationships > Customers > New

2 Enter values to the following mandatory (*) and necessary fields:

Primary Information
a. Custom Form - Defaults to Standard Customer Form
b. Customer ID - To manually enter, uncheck the Auto checkbox.
c. Type : Select whether Individual or Company as appropriate.

c.1 If Individual : Enter values for the following:

> Mr./Ms.
> Name - Name of the individual
> Job Title

c.2 If Company : Enter values for Company Name field.

d. Status - Default value is "Customer-Closed Won"

e. Parent Company- If a sub customer of another customer or a smaller entity of another
customer, select the larger parent customer.
f. Sales Rep - Select the sales representative assigned to this customer. This will be the
default sales rep in transactions but can be changed.
g. Partner - Identify a partner responsible for referring this customer or potential customer
to you.
h. Web Address - Enter the URL associated with this customer.
i. Category - select the customer category to set the type of this customer
j. Default Order Priority - Enter a number to designate the priority for this customer.
k. Comments - Enter any other information you wish to track for this customer.

3 Email| Phone | Address

a. Email - Enter the customer's email address
b. Alt. Email - Enter the customer's alternative email address.
c. Phone - Enter the customer's phone number
e. Alt. Phone - Enter the customer's alternative phone number.
f. Fax - enter the fax of your customer, if any.

Classification
a. Primary Subsidiary - Select Subsidiary.
b. Philippine Business Style - Enter Business Style of the Customer.
c. Transactions Need Approval -
d. Last Sales Activity - This field displays the sales activity that was last performed for this
record.
4 In the Subsidiary subtab:

a. Subdiary - Select subsidiary.

In the Relationships subtab,

a. Contact* - Enter contact name related to the customer.

b. Job Title - Enter Job title of the contact.
c. Email - Enter email address of the contact.
d. Main Phone - Enter main phone number of the contact.
e. Subsidiary - Enter subsidiary where the contact belongs to.
f. Role - Enter role of the contact.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the customer.
b. Tasks - Enter tasks related to the customer.
c. Events - Enter events related to the customer.
d. Files - Upload files related to the customer.
e. User Notes - Enter notes related to the customer.

5 In the Address Subtab : Click the pencil at the edit column

a. Country
b. Attention
c. Addressee
d. Phone
e. Address 1
f. Address 2
b. City
c. State
d. Zip

Click OK upon completion. Define if this will be the default billing and shipping address of
this customer.

Select the checkbox for the following if the address set is to be the default address:
a. Default Shipping
b. Default Billing
c. Residential Address
6 In the Sales subtab,

a. Territory - Select the sales territory this customer or potential customer belongs in.

In the Opportunities sublist, enter the following information:

a. Estimated Budget
b. Budget Approved
c. Sales Readiness
d. Buying Time Frame
e. Buying Reason
f. Title
g. Status
h. Expected Close
i. Projected Total
j. Details

In the Qualification sublist, enter the following information:

a. Estimated Budget
b. Budget Approved
c. Sales Readiness
d. Buying Reason
e. Buying Time Frame
7 In the Financial Subtab:
Account Information

a. Account - Enter Account number, if applicable.

b. Default Receivables Account - Defaults to "Use System Preference"
c. Start Date - Enter the date this person or company became a customer.
d. End Date - If you have a contract with this customer, enter the end date here.
e. Reminder Days - Enter how many days before the end date you want to be reminded
that this customer's contract or job service needs renewing
f. Price Level - If you want to sell to a customer at a specific price level, select one from the
list.
g. Primary Currency - Select primary currency of the customer.
h.Terms - provide terms of transactions.
i. Credit limit - provide values to monitor the credit limit of the customer
j. Hold - Select Auto if you want this customer's credit status to follow the rules you set at
Setup > Accounting > Accounting Preferences.
Select On to manually apply a credit hold on this customer.
Select Off to manually remove a credit hold on this customer.
k. Pref. CC. Processor - Select the preferred credit card processor for this credit card.
l. Group Invoices - Displays a check mark if the customer groups invoices.

8 Tax Information
a. TIN - enter the TIN of the customer
b. WH Tax Code - Select values if necessary
c. Tax Item - Mandatory field; Select the standard tax code associated with this customer.
You can change it for any individual sale transaction.
d. Resale Number - If you do not collect sales tax from this customer because your
merchandise will be resold, enter your customer's valid tax license number here.
 9 Balance Information

a. Opening Balance - Set balance of the customer.

b. Opening Balance Date - Set balance date of the customer.
c. Opening Balance Account - Set account title related to the balance.
D. Branch ID - Enter the Branch ID assigned by the Thailand Revenue Department to your
customer's or vendor's branch.

In the currencies sublist, enter the following information:

a. Currencies
b. Format

In the Group Pricing sublist, enter the following information:

a. Pricing Group
b. Price Level

In the Item Pricing sublist, enter the following information:

a. Item
b. Price Level
c. Currency
d. Unit Price

10 Enter values for the other fields deemed necessary in other subtabs.
11 Click Save when done.

b. Edit Customer Record

1 Go to Lists > Relationships > Customers
2 Select edit beside the Customer Record you want to update.
3 Update fields as necessary.
4 Click Save

c. Inactive a Customer
1 Go to Lists > Relationships > Customers
2 Click Edit next to the name of the customer whose record you want to inactivate.
3 Under System Information subtab, check the Inactive box next each customer record you
want to inactivate.

Inactivated customer records no longer appear in the Customer's list unless the Show
Inactives box is checked. Also, you can no longer select inactive customers on transactions,
reports or records

4 Click Save.
 User Role Expected Result
Accounting Staff
New Customer page is loaded.

Entered data are reflected in fields.

Entered data are reflected in fields.

Entered values are reflected on fields.

Entered data are reflected in fields.

Entered data are reflected in fields.

Entered data are reflected in fields.

 Entered data are reflected in fields.

Entered data are reflected in fields.

Created customer record is now saved.

Accounting Staff
List of Customer Record page is loaded.
Created Customer record loaded is on edit mode.
Entered data are reflected in fields.
The changes made has been saved

Accounting Staff
List of Customer page will load
Created Customer record loaded is on edit mode.
Entered data are reflected in fields.

The changes made has been saved and the customer is

inactivated.
 GL Impact
Actual Result Debit Credit Pass/ Fail

N/A N/A

N/A N/A

N/A N/A
N/A N/A

N/A N/A

Not Yet Tested

Not Yet Tested
N/A N/A

N/A N/A
N/A N/A

N/A N/A
N/A N/A

N/A N/A
N/A N/A
Not Yet Tested
N/A N/A
N/A N/A

N/A N/A
N/A N/A
N/A N/A

Not Yet Tested

N/A N/A
C. Manage Sales Order

Step #
a. Create Sales Order
1
2
3

4
 5

b. Edit Sales Order

1
2

3
4

c. Sales Order Approval

1
2
3
. Manage Sales Order

Description
. Create Sales Order
Go to Transactions > Sales > Enter Sales Order
Primary Information:

a. Custom Form - Defaults to CT Sales Order

b. Order # - Auto-generated by the system.
c. Customer - Select the customer who will make an order.
d. Status - Select SO status.
e. Date - NetSuite inserts today's date for the posting date of this sales order. You can type or pick another
date.
f. Start Date - Enter the date for the first invoice to be created. Note: For Advanced Billing feature.
g. End Date - If this order has an end date, enter or pick it here.
h. PO # - Enter PO series of customer,
i. Memo - Enter memo related to the Sales Order.
j. For Invoice Grouping

Sales Information:
a. Sales Rep - Select Sales Representative.
b. Opportunity - If you are entering this transaction for an opportunity, select the opportunity.
c. Sales Effective Date - The sales effective date determines which commission plan and historical sales team
this transaction applies to.
d. Partner - Select a partner to associate with this transaction.

Classification:
a. Subsidiary - This field displays the subsidiary associated with this transaction.
b. Department - Select department.
c. Class - Select class.
d. Location - Select location.
e. Transaction Amount In Words - Enter the transaction's total amount in words.
f. Branch ID - The Branch ID sourced from the customer or vendor record.
g. MPR - Enter MPR for this invoice.
h. Packing - Enter type of Packing for this invoice.
In the Items subtab,

a. Discount Item - Select Discount Item.

b. Rate - Shows discount rate.
c. Item* - Select the item you want to sell.
Note: Click Add Multiple to add several item in the transaction.
d. Quantity - Enter the quantity you want to sell for your selected item.
e. Units - Auto-populated based on item record UOM setup.
f. Description - Enter any description related to the purchase of specific item.
g. Price Level - Select price level is applicable.
h. Rate - Accept the amount or enter a new rate for the item.
The total amount for this item is calculated and appears in the Amount column.
i. Tax Code* - Select Tax Code.
j. Commit - Select type of commitment to the Sales Order.
k. Commitment Confirmed - Shows if the order's commitment is confirmed.
l. Order Priority - Select Order Priority.
m. Gross Amt - Auto-calculates based from rate, quantity and tax rate.
n. Tax Amt - Auto-calculates based from rate, quantity and tax rate.
o. Options - Item Options.
p. Exclude Item From Rate Request - Select to exclude item.
q. Closed - Check if the line item is closed for order.
r. Inventory Location - Select Inventory Location.
s. Inventory Subsidiary - Select Subsidiary.
t. Item Group Parent
u. Item Group Quantity
v. Tax Code

In the Shipping subtab,

a. Ship Date - Type or pick a shipping date for this order.

b. Shipping Carrier - his field displays the carrier associated with the customer, if specified, or your default
shipping carrier.
c. Shipping Method - Select which type of shipping service (method) you want to use for this transaction.
d. Ship Complete - Check this box if you want to ship this order only when complete.
e. Ship To Select - Select the appropriate shipping address for this transaction.
f. Ship To - Shows Shipping Address.

In the billing subtab:

a. Terms - Select the applicable terms for this sales transaction. This will have defualt values if Terms has been
assigned in the Customer record.
b. Bill to Select - Shows billing addresses related to the customer.
c. Bill To - Shows Billing Address.

In the payment sublist,

a. Payment Option - Select Payment Option.
 Accounting subtab:

a. Currency - Defaults to Customer's primary currency. Change if necessary.

b. Exchange Rate - Enter exchange rate.
c. Tax ID - Auto-populates based from TIN set in the Customer Record.

In the Relationships subtab,

a. Contact* - Enter contact name related to the customer.

b. Job Title - Enter Job title of the contact.
c. Email - Enter email address of the contact.
d. Main Phone - Enter main phone number of the contact.
e. Subsidiary - Enter subsidiary where the contact belongs to.
f. Role - Enter role of the contact.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the customer.
b. Tasks - Enter tasks related to the customer.
c. Events - Enter events related to the customer.
d. Files - Upload files related to the customer.
e. User Notes - Enter notes related to the customer.

Click Save when done.

. Edit Sales Order

Go to Transactions > Sales > Enter Sales Order > List
Select edit link beside the Sales Order you want to view or edit.

Note: Sales Order cannot be edited once submitted for approval.

Make changes to the fields as necessary.
Click Save.

. Sales Order Approval

Go to Transactions > Sales > Enter Sales Order > List
Click the View link beside the Sales Order you want to approve or cancel.
Click Approve/Cancel button
 User Role Expected Result
Warehouse Manager
New Sales Order page is loaded.
Entered details appear.
Entered details appear.

Entered details appear.

 Entered details appear.

The sales order is created and now pending approval.

Approve button, Cancel Order button and Create

Deposit button are shown. (May vary depending on level
of access)

Warehouse Manager
List of Sales Order page is loaded.
Sales order selected page is loaded in Edit mode.

Entered details appear.

Update/changes made has been reflected. SO still have
a pending approval status.

Approve button, Cancel Order button and Create

Deposit button are shown. (May vary depending on level
of access)

Resident Manager
List of Sales Order page is loaded.
Sales order page is loaded in View mode.
For Approve:

Sales Order page will load with 'Pending fulfillment'

status.

Fulfill, Close Order, and Create buttons shall appear.

For Cancel Order:

Sales Order page will load with 'Cancelled' status.
 GL Impact
Actual Result Debit Credit Pass/ Fail

N/A N/A Not Yet Tested

N/A N/A
N/A N/A

N/A N/A
N/A N/A

(Non Posting) (Non Posting)

Sales Orders Sales

VAT Output

N/A N/A Not Yet Tested

N/A N/A

N/A N/A
(Non Posting) (Non Posting)

Sales Order Sales

VAT Output

N/A N/A Not Yet Tested

N/A N/A
 Not Yet Tested

(Non Posting) (Non Posting)

Sales Order Sales

VAT Output
D. Manage Item Fulfillment

Step # Description
a. Create Item Fulfillment
1 Go to Transactions > Sales > Enter Sales Order > List
2 Select the sales order you want to fulfill by clicking the view link.
3 Click Fulfill button
4 Enter data for necessary fields,

Primary Information

a. Custom Form - Defaults to BNMI Item Fulfillment.

b. Ref. No. - Auto-generated by the system.
c. Created From - This field shows the sales order this fulfillment is created from.
d. Date - This is the date you are fulfilling this order
e. Posting Period - Select the period you want to post this transaction to.
f. Memo - Enter Memo.
g. Incoterm - International commercial terms.

Classification
a. Destination Location - Auto-populates based on source transaction.
b. Weigh Bridge No. - Enter weigh bridge number for this item fulfillment.
5 In the Items subtab,

a. Fulfill - Check this line field if the line item is to be fulfilled.

b. Item - Auto-populates based from the source transaction.
c. Description - Auto-populates based from the source transaction.
d. Location - Auto-populates based from the source transaction.
e. On Hand - Shows Quantity on Hand based on Location.
f. Remaining - Shows Remaining quantity to be fulfilled.
g. Committed - Shows quantity committed.
h. Quantity - Enter quantity to be fulfilled.
i. Units - Auto-populates based from the source transaction.
j. Options - Item Option
k. Exclude Item From Rate Request - Exclude Item from Rate Request.
l. Item Group Parent - Select Item Group Parent, ignore if not applicable.
m. Item Group Quantity - Select Item Group Quantity, ignore if not applicable.

In the Shipping subtab: Shipping Information

a. Shipping Carrier - This field displays the shipping carrier associated with the
customer.
b. Shipping Method - Select a shipping method for this order.

In the Shipping subtab: Shipping Address

a. Address Select - Select Label Address.
b. Address - Shows address format.
c. Residential Address - Check this box if this address is not a business.
 6 In the Packages subtab,

Enter the following Packages for the following fields:

a. Box
b. LBS
c. Package Contents Description
d. Package Tracking Number

In the Relationships subtab,

a. Contact* - Enter contact name related to the customer.

b. Job Title - Enter Job title of the contact.
c. Email - Enter email address of the contact.
d. Main Phone - Enter main phone number of the contact.
e. Subsidiary - Enter subsidiary where the contact belongs to.
f. Role - Enter role of the contact.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the customer.
b. Tasks - Enter tasks related to the customer.
c. Events - Enter events related to the customer.
d. Files - Upload files related to the customer.
e. User Notes - Enter notes related to the customer.

5 Click Save.

b. Edit Item Fulfillment

1 Go to Transactions > Sales > Fulfill Orders > List
2 Select the Item Fulfillment you want to update by clicking the view link.
3 Update the fields as ncessary.
4 Click Save when done.
 User Role Expected Result
Warehouse Manager
List of Sales Order page is loaded
Selected sales order page is loaded.
New Item fulfillment page is loaded.
Entered details appear.
Entered details appear.
 Entered details appear.

Item Fulfillment transaction has been created and Sales

Order will be Pending Billing.

Warehouse Manager
Lists of Item Fulfillment page is loaded.
Item Fulfillment in edit mode is loaded
Entered details appear.
Changes made has been saved.
 GL Impact
Actual Result Debit Credit Pass/ Fail

N/A N/A Not Yet Tested

N/A N/A
N/A N/A
N/A N/A
N/A N/A
N/A N/A

N/A N/A

N/A N/A Not Yet Tested

N/A N/A
N/A N/A
N/A N/A
E. Manage Invoices

Step #
a. Create Invoices from Sales Order
1
2
3
4
5

6
7

8
 9

10
11

12
13

14
 15

16

17

b. Approve and Reject Invoice

1
2
 3

c. Standalone Invoice
1
2
3

4
5

7
 8

c.1 Approval Maxtrix

1
. Manage Invoices

Description
. Create Invoices from Sales Order
Go to Transactions > Sales > Enter Sales Order> List
Click View link of the Sales Order with Pending Bill status you want to Bill.
Click Bill button.
Fill out fields as deemed important:

For BNMI Commercial Invoice

Primary Information

a. Custom Form - Defaults to BNMI Commercial Invoice.

b. Invoice # - Auto-generated by the system.
c. Customer:Project - Auto-populates based from SO.
d. Approval Status - Shows the current status of the Invoice.
e. Next Approval Role - Shows next approval role.
f. Date - NetSuite inserts today's date for the posting date of this sales order. You can type or pick another date.
g. Start Date - Enter the date for the first invoice to be created. Note: For Advanced Billing feature.
h. End Date - If this order has an end date, enter or pick it here.
i. Due Date - Type or pick the due date for this invoice. If you do not assign a due date, the due date defaults to
the date in the Date field.
j. Posting Period - Auto-populates based from Date field.
k. PO # - Enter PO series of customer,
l. Memo - Enter memo related to the Invoice.
m. For Invoice Grouping
Sales Information

a. Sales Rep - Select Sales representative associated with the transaction.

b. Opportunity - Select the opportunity.
c. Sales Effective Date - The sales effective date determines which commission plan and historical sales team this
transaction applies to.
d. Created From - This field shows the sales order this invoice is created from.
e. Partner - The partner associated with this customer appears in the Partner field.

Classification

a. Subsidiary - Shows the subsidiary related to the Invoice.

b. Department - Select Department.
c. Cost Center - Select Cost Center.
d. Location - Select Location.

Other Details

a. Invoice Classification - Select Invoice if Provisional or Final.

b. MPR - Enter MPR for this invoice.
c. Packing - Enter type of Packing for this invoice.
d. Carrying Vessel - Enter Carrying Vessel Information for this invoice.
e. B/L No. - Enter B/L No. for this invoice.
f. L/C No. - Enter L/C No. for this invoice.
g. Nickel Sales Contract No. - Enter Nickel Sales Contract No. if Invoice Terms is L/C.
h. Chemical Specification - Input inside table Chemical Specification of this transaction.
i. Country Origin - Enter Country of Origin for this invoice.
j. Branch ID - The Branch ID sourced from the customer or vendor record.
In the Items subtab,

a. Discount Item - Select discount item.

b. Rate - Shows the discount rate.
c. Item* - Select the item you want to sell.
Note: Click Add Multiple to add several item in the transaction.
d. Back Ordered - Shows quantity of Back Ordered.
e. Unbilled - Shows unbilled quantity.
f. Quantity - Enter the quantity you want to sell for your selected item.
g. Units - Auto-populated based on item record UOM setup.
h. Description - Enter any description related to the purchase of specific item.
i. Price Level - Select price level is applicable.
j. Unit Price - Enter price per unit.
Note: The total amount for this item is calculated and appears in the Amount column.
k. Tax Code* - Select Tax Code.
Note: The Tax Rate, Gross Amt and Tax Amt line fields are auto-populated from the calculation of the system
based on the amount calculated and the tax code selected.
l. Options - Item Options
m. Exclude Item From Rate Request - Exclude Item for rate request.
n. Apply WH Tax - Check to apply withholding taxes.
o. Establiment Code
p. Item Group Parent
q. Item Group Quantity -
r. Related Asset - Select related asset.
s. WH Tax Code - Select Withholding Tax Code.
t. WH Tax Rate - Auto-populates based from the Tax Code selected. Shows the rate of the WH Tax.
u. WH Tax Base Amount - Shows the base amount for computing the WH Tax.
v. WH Tax Amount - Shows the WH Tax Amount.

In the Computation Basis, enter the following information:

a. Description
b. Qty (Quantity)
c. Unit Price
d. Terms of Payment
e. Amount - Shows after saving the transaction.
In the Shipping subtab,

a. Ship Date - Type or pick a shipping date for this order.

b. Shipping Carrier - his field displays the carrier associated with the customer, if specified, or your default
shipping carrier.
c. Shipping Method - Select which type of shipping service (method) you want to use for this transaction.
d. Ship To Select - Select the appropriate shipping address for this transaction.
e. Ship To - Shows Shipping Address.
f. FOB - Enter the location where the customers technically acquire ownership.
g. Additional Tracking Number - Enter the shipment tracking number from the shipping company.

In the Billing subtab:

a. Terms - select the applicable terms for this sales transaction. This will have defualt values if Terms has been
assigned in the Customer record.
b.Bill to Select - Shows billing addresses related to the customer.
c. Bill To - Shows the billing address.

In the Accounting subtab:

a. Account - Select the Accounts Receivable account that will be affected by this transaction.
b. Currency - Defaults to Customer's primary currency. Change if necessary.
c. Exchange Rate - Enter exchange rate.
d. Tax ID - Auto-populates based from TIN set in the Customer Record.

In the Relationships subtab,

a. Contact* - Enter contact name related to the customer.

b. Job Title - Enter Job title of the contact.
c. Email - Enter email address of the contact.
d. Main Phone - Enter main phone number of the contact.
e. Subsidiary - Enter subsidiary where the contact belongs to.
f. Role - Enter role of the contact.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the customer.
b. Tasks - Enter tasks related to the customer.
c. Events - Enter events related to the customer.
d. Files - Upload files related to the customer.
e. User Notes - Enter notes related to the customer.
Fill out fields as deemed important:

For BNMI Billing Statement

Primary Information

a. Custom Form - Defaults to BNMI Commercial Invoice.

b. Invoice # - Auto-generated by the system.
c. Customer:Project - Auto-populates based from SO.
d. Approval Status - Shows the current status of the Invoice.
e. Next Approval Role - Shows next approval role.
f. Date - NetSuite inserts today's date for the posting date of this sales order. You can type or pick another date.
g. Start Date - Enter the date for the first invoice to be created. Note: For Advanced Billing feature.
h. End Date - If this order has an end date, enter or pick it here.
i. Due Date - Type or pick the due date for this invoice. If you do not assign a due date, the due date defaults to
the date in the Date field.
j. Posting Period - Auto-populates based from Date field.
k. PO # - Enter PO series of customer,
l. Memo - Enter memo related to the Invoice.
m. For Invoice Grouping

Sales Information

a. Sales Rep - Select Sales representative associated with the transaction.

b. Opportunity - Select the opportunity.
c. Sales Effective Date - The sales effective date determines which commission plan and historical sales team this
transaction applies to.
d. Created From - This field shows the sales order this invoice is created from.
e. Partner - The partner associated with this customer appears in the Partner field.

Classification

a. Subsidiary - Shows the subsidiary related to the Invoice.

b. Department - Select Department.
c. Cost Center - Select Cost Center.
d. Location - Select Location.
e. Branch ID - The Branch ID sourced from the customer or vendor record.
In the Items subtab,

a. Discount Item - Select discount item.

b. Rate - Shows the discount rate.
c. Item* - Select the item you want to sell.
Note: Click Add Multiple to add several item in the transaction.
d. Back Ordered - Shows quantity of Back Ordered.
e. Unbilled - Shows unbilled quantity.
f. Quantity - Enter the quantity you want to sell for your selected item.
g. Units - Auto-populated based on item record UOM setup.
h. Description - Enter any description related to the purchase of specific item.
i. Price Level - Select price level is applicable.
j. Unit Price - Enter price per unit.
Note: The total amount for this item is calculated and appears in the Amount column.
k. Tax Code* - Select Tax Code.
Note: The Tax Rate, Gross Amt and Tax Amt line fields are auto-populated from the calculation of the system
based on the amount calculated and the tax code selected.
l. Options - Item Options
m. Exclude Item From Rate Request - Exclude Item for rate request.
n. Apply WH Tax - Check to apply withholding taxes.
o. Establiment Code
p. Item Group Parent
q. Item Group Quantity -
r. Related Asset - Select related asset.
s. WH Tax Code - Select Withholding Tax Code.
t. WH Tax Rate - Auto-populates based from the Tax Code selected. Shows the rate of the WH Tax.
u. WH Tax Base Amount - Shows the base amount for computing the WH Tax.
v. WH Tax Amount - Shows the WH Tax Amount.

In the Computation Basis, enter the following information:

a. Description
b. Qty (Quantity)
c. Unit Price
d. Terms of Payment
e. Amount - Shows after saving the transaction.
 In the Shipping subtab,

a. Shipping Carrier - his field displays the carrier associated with the customer, if specified, or your default
shipping carrier.

In the Billing subtab:

a. Terms - select the applicable terms for this sales transaction. This will have defualt values if Terms has been
assigned in the Customer record.
b.Bill to Select - Shows billing addresses related to the customer.
c. Bill To - Shows the billing address.

In the Accounting subtab:

a. Account - Select the Accounts Receivable account that will be affected by this transaction.
b. Currency - Defaults to Customer's primary currency. Change if necessary.
c. Exchange Rate - Enter exchange rate.
d. Tax ID - Auto-populates based from TIN set in the Customer Record.

In the Relationships subtab,

a. Contact* - Enter contact name related to the customer.

b. Job Title - Enter Job title of the contact.
c. Email - Enter email address of the contact.
d. Main Phone - Enter main phone number of the contact.
e. Subsidiary - Enter subsidiary where the contact belongs to.
f. Role - Enter role of the contact.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the customer.
b. Tasks - Enter tasks related to the customer.
c. Events - Enter events related to the customer.
d. Files - Upload files related to the customer.
e. User Notes - Enter notes related to the customer.

Click Save when done.

. Approve and Reject Invoice

Go to Transactions > Sales > Create Invoice > List

Click View link of the Invoice with Pending Approval status you want to Approve or Reject.
 Click Approve or the Reject button.

. Standalone Invoice
Go to Transactions > Sales > Create Invoices
Fill out fields as deemed important:

For BNMI Commercial Invoice

Primary Information

a. Custom Form - Defaults to BNMI Commercial Invoice.

b. Invoice # - Auto-generated by the system.
c. Customer:Project - Auto-populates based from SO.
d. Approval Status - Shows the current status of the Invoice.
e. Next Approval Role - Shows next approval role.
f. Date - NetSuite inserts today's date for the posting date of this sales order. You can type or pick another date.
g. Start Date - Enter the date for the first invoice to be created. Note: For Advanced Billing feature.
h. End Date - If this order has an end date, enter or pick it here.
i. Due Date - Type or pick the due date for this invoice. If you do not assign a due date, the due date defaults to
the date in the Date field.
j. Posting Period - Auto-populates based from Date field.
k. PO # - Enter PO series of customer,
l. Memo - Enter memo related to the Invoice.
m. For Invoice Grouping
Sales Information

a. Sales Rep - Select Sales representative associated with the transaction.

b. Opportunity - Select the opportunity.
c. Sales Effective Date - The sales effective date determines which commission plan and historical sales team this
transaction applies to.
d. Created From - This field shows the sales order this invoice is created from.
e. Partner - The partner associated with this customer appears in the Partner field.

Classification

a. Subsidiary - Shows the subsidiary related to the Invoice.

b. Department - Select Department.
c. CostDetails
Other Center - Select Cost Center.
d. Location - Select Location.
a. Invoice Classification - Select Invoice if Provisional or Final.
b. MPR - Enter MPR for this invoice.
c. Packing - Enter type of Packing for this invoice.
d. Carrying Vessel - Enter Carrying Vessel Information for this invoice.
e. B/L No. - Enter B/L No. for this invoice.
f. L/C No. - Enter L/C No. for this invoice.
g. Nickel Sales Contract No. - Enter Nickel Sales Contract No. if Invoice Terms is L/C.
h. Chemical Specification - Input inside table Chemical Specification of this transaction.
i. Country Origin - Enter Country of Origin for this invoice.
j. Branch ID - The Branch ID sourced from the customer or vendor record.
In the Items subtab,

a. Discount Item - Select discount item.

b. Rate - Shows the discount rate.
c. Item* - Select the item you want to sell.
Note: Click Add Multiple to add several item in the transaction.
d. Back Ordered - Shows quantity of Back Ordered.
e. Unbilled - Shows unbilled quantity.
f. Quantity - Enter the quantity you want to sell for your selected item.
g. Units - Auto-populated based on item record UOM setup.
h. Description - Enter any description related to the purchase of specific item.
i. Price Level - Select price level is applicable.
j. Unit Price - Enter price per unit.
Note: The total amount for this item is calculated and appears in the Amount column.
k. Tax Code* - Select Tax Code.
Note: The Tax Rate, Gross Amt and Tax Amt line fields are auto-populated from the calculation of the system
based on the amount calculated and the tax code selected.
l. Options - Item Options
m. Exclude Item From Rate Request - Exclude Item for rate request.
n. Apply WH Tax - Check to apply withholding taxes.
o. Establiment Code
p. Item Group Parent
q. Item Group Quantity -
r. Related Asset - Select related asset.
s. WH Tax Code - Select Withholding Tax Code.
t. WH Tax Rate - Auto-populates based from the Tax Code selected. Shows the rate of the WH Tax.
u. WH Tax Base Amount - Shows the base amount for computing the WH Tax.
v. WH Tax Amount - Shows the WH Tax Amount.

In the Computation Basis, enter the following information:

a. Description
b. Qty (Quantity)
c. Unit Price
d. Terms of Payment
e. Amount - Shows after saving the transaction.

In the Shipping subtab,

a. Ship Date - Type or pick a shipping date for this order.

b. Shipping Carrier - his field displays the carrier associated with the customer, if specified, or your default
shipping carrier.
c. Shipping Method - Select which type of shipping service (method) you want to use for this transaction.
d. Ship To Select - Select the appropriate shipping address for this transaction.
e. Ship To - Shows Shipping Address.
f. FOB - Enter the location where the customers technically acquire ownership.
g. Additional Tracking Number - Enter the shipment tracking number from the shipping company.

In the Billing subtab:

a. Terms - select the applicable terms for this sales transaction. This will have defualt values if Terms has been
assigned in the Customer record.
b.Bill to Select - Shows billing addresses related to the customer.
c. Bill To - Shows the billing address.

In the Accounting subtab:

 In the Relationships subtab,

a. Contact* - Enter contact name related to the customer.

b. Job Title - Enter Job title of the contact.
c. Email - Enter email address of the contact.
d. Main Phone - Enter main phone number of the contact.
e. Subsidiary - Enter subsidiary where the contact belongs to.
f. Role - Enter role of the contact.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the customer.
b. Tasks - Enter tasks related to the customer.
c. Events - Enter events related to the customer.
d. Files - Upload files related to the customer.
e. User Notes - Enter notes related to the customer.

Click Save when done.

.1 Approval Maxtrix

Approval procedure is the same with Step B.

 User Role Expected Result
Accounting Staff
Sales Order List page is loaded.
Selected Sales Order is loaded.
New Invoice page is loaded.
Entered details appear.
Entered details appear.

Entered details appear.

Entered details appear.

Entered details appear.

Entered details appear.

Entered details appear.

Entered details appear.

Entered details appear.

Entered details appear.

Entered details appear.

 Entered details appear.

Entered details appear.

Invoice has been saved and is pending for approval.

The Next Approve Role field will be populated based on its next
approval.

The Invoice record will be locked and cannot be edited.

IRISAN – Resident Manager BGO

– Finance Manager / Resident
Manager BNMI – Resident
Manager CHQ – Accounting Head

Invoice List page is loaded.

Selected Invoice is loaded.
 For Approve:

Invoice will load with Open status. The Approval Status field is now
set to 'Approved'. The Authorize Return, Accept Payment, and
Credit shall appear in the Invoice. The Invoice is locked and cannot
be edited..

Authorize Return - Use to load Return Authorization page.

Accept Payment - Use to load Customer Payment.

Credit - Use to load Credit Memo.

For Reject:

Invoice page will load with rejected status. The Approval Status
field is now set to 'Rejected'. The Invoice is locked and cannot be
edited.

Treasury Staff/ Accounting Staff

User is directed to the Invoice page
Entered details appear.
Entered details appear.

Entered details appear.

Entered details appear.

Entered details appear.

Entered details appear.

Entered details appear.

Invoice has been saved and is pending for approval.

The Next Approve Role field will be populated based on its next
approval.

The Invoice record will be locked and cannot be edited.

 GL Impact
Actual Result Debit Credit Pass/ Fail

N/A N/A Not Yet Tested

N/A N/A
N/A N/A
N/A N/A
N/A N/A

N/A N/A
N/A N/A

N/A N/A
N/A N/A

N/A N/A
N/A N/A

N/A N/A
N/A N/A

N/A N/A
N/A N/A

N/A N/A

(Not yet posted) (Not yet posted)

Accounts Sales
Receivable
VAT on Sales PH
If approved, If approved,

Accounts Sales
Receivable
VAT on Sales PH

N/A N/A Not Yet Tested

N/A N/A
N/A N/A

N/A N/A
N/A N/A

N/A N/A

N/A N/A
N/A N/A

(Not yet posted) (Not yet posted)

Accounts Sales
Receivable
VAT on Sales PH
F. Manage Customer Deposit

Step # Description
a. Create Customer Deposit
1 Go to Transactions > Customers > Record Customer Deposits
2 Fill out the following mandatory or essential main fields:

a. Customer Deposit - Select customer.

b. Sales Order - Select sales order, if applicable.
c. Deposit # - Auto-generated by the system.
d. Payment Amount - Enter deposit amount.
e. Currency - Select currency.
f. Exchange rate - Enter exchange rate.
g. Date - NetSuite inserts today's date for the posting date of this sales order. You
can type or pick another date.
h. Posting Period - Select the period you want to post this deposit to.
i. Undeposited Funds button - Select if the collection is still undeposited.
j. Account button - Select related account where the collection is credited.
k. Memo - Enter memo.

Classification
a. Subsidiary - Select Subsidiary.
b. Department - Select Department.
b. Cost Center - Select Cost Center.
c. Location - Select Location.

3 In the Payment Method subtab,

a. Payment Method - select the payment method

b. Check # - if payment is by check, enter the check number here.
 4 In the Relationships subtab,

a. Contact* - Enter contact name related to the customer.

b. Job Title - Enter Job title of the contact.
c. Email - Enter email address of the contact.
d. Main Phone - Enter main phone number of the contact.
e. Subsidiary - Enter subsidiary where the contact belongs to.
f. Role - Enter role of the contact.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the customer.
b. Tasks - Enter tasks related to the customer.
c. Events - Enter events related to the customer.
d. Files - Upload files related to the customer.
e. User Notes - Enter notes related to the customer.

5 Click Save.

b. Application of Customer Deposit through Apply button in the Transaction itself.

1 Go to Transactions > Customers > Record Customer Deposits > List
2 Click View button of the Customer Deposit you want to Apply.
3 Click Apply button.
 4 Primary Information

a. Transaction Number - Auto-generated by the system.

b. Deposit Appl. # - Auto-generated by the system.
c. Customer - The customer or project shows in this field.
d. Date - The current date defaults to show in this field.
e. Posting Period - Select the period you want to post this deposit to.
f. Application Of - This field shows a link to the customer deposit being applied.
g. Deposit Date - This field shows the date of the original deposit.
h. Memo - Enter a memo to identify this application transaction.
i. Generate TranID on Save - Check this box if you want to generate a transaction ID
when the transaction is saved.
j. Currency - This field displays the currency of the deposit application.
k. Exchange Rate - This field displays the exchange rate of the deposit application.

Classification

a. Subsidiary - Select Subsidiary.

b. Department - Select Department.
c. Cost Center - Select Cost Center.
d. Location - Select Location.
e. A/R Account - Select the Accounts Receivable account that will be affected by this
transaction.

5 In the Invoice sublists,

a. Auto Apply button - If selected, NetSuite automatically applies the Customer

Deposit to the Open transactions below.
b. Clear - If selected, it clears up the application of customer deposit on the
transactions.
c. Apply - Tick the apply checkbox to deposit you want to apply, otherwise unticked.
d. Payment - Amount of customer deposit to be applied on specific transaction.

6 Click Save button.

b. Application of Customer Deposit through Apply button in the Transaction itself.
1 Refer to H. Customer Payment sheet of this workbook.
 User Role Expected Result
Accounting Staff
New Customer Deposit page is loaded.
Entered details appear

Entered details appear

 Entered details appear

If undeposited fund is selected,

The Customer Deposit has been saved and has a status

of Undeposited.

If an account is selected,

The Customer Deposit has been saved and has a status

of Deposited.

Accounting Staff
Customer Deposit List is loaded.
Clicked Customer Deposit will load.
Deposit Application page is loaded.
Entered details appear

Entered details appear

Deposit Application is created and saved.

 GL Impact
Actual Result Debit Credit

N/A N/A
N/A N/A

N/A N/A
 N/A N/A

Cash Account Customer Deposits

N/A N/A
N/A N/A
Cash Account Customer Deposits
 N/A N/A

N/A N/A

Customer Deposits Accounts Receivable

 Pass/ Fail

Not Yet Tested

Not Yet Tested
G. Manage Credit Memo

Step # Description
a. Create Credit Memo
1 Go to Transactions > Customers > Issue Credit Memos
2 Fill out the following mandatory or essential main fields:

Primary Information

a. Custom Form - Defaults to BNMI Credit Memo.

b. Credit # - Auto-generated by the system.
c. Customer:Project - Select the customer for this credit.
d. Date - NetSuite inserts today's date as the date of this order.
e. Posting Period - Select the period you want to post this credit memo to.
f. PO # - Enter PO #, if applicable.
g. Memo - Enter Memo.
h. Partner - The partner associated with this customer appears in the Partner field.

Sales Information
a. Sales Rep - Select Sales Reprensentative.
b. Sales Effective Date - You can change the sales effective date for this transaction.

Classification
a. Subsidiary - Select Subsidiary.
b. Department - Select Department.
c. Cost Center - Select Cost Center.
d. Location - Select Location.
e. Submission ID
f. Branch ID - The Branch ID sourced from the customer or vendor record.
g. Chemical Specification - Input inside table Chemical Specification of this transaction.
3 In the Items subtab,

a. Discount - You can select a discount for this credit memo if one was applied to the
original sale.
b. Rate - NetSuite enters the rate for the discount item you selected.
c. Unapplied - NetSuite displays the remaining amount of credit to be applied.
d. Applied - NetSuite displays the amount of credit you applied below.
e. Auto-Apply - Check this box to automatically apply credit to the oldest open receivable.
f. Item* - Select the item you want to sell.
Note: Click Add Multiple to add several item in the transaction.
g. Quantity - Enter the quantity you want to sell for your selected item.
h. Units - Auto-populated based on item record UOM setup.
i. Description - Enter any description related to the purchase of specific item.
j. Price Level - Select price level is applicable.
k. Rate - Accept the amount or enter a new rate for the item.
Note: The total amount for this item is calculated and appears in the Amount column.
l. Tax Code* - Select Tax Code.
Note: The Tax Rate, Gross Amt and Tax Amt line fields are auto-populated from the
calculation of the system based on the amount calculated and the tax code selected.
m. Options - Item Options.
n. Establishment Code
o. Item Group Parent
p. Item Group Quantity
q. Related Asset - Select related asset.

Promotions subtab:

a. Promotion - Select promotion. Note: List of promotion shown are based from the items
set in the Items subtab. If there is no item set, no promotion will be shown.

b. Coupon Code - Enter related coupon code.

Billing subtab:
a. Terms - select the applicable terms for this sales transaction. This will have defualt
values if Terms has been assigned in the Customer record.
4 b.Bill
In theto Select -subtab,
Shipping Shows billing addresses related to the customer.

a. Shipping Carrier - his field displays the carrier associated with the customer, if specified,
or your default shipping carrier.

In the Billing subtab:

a. Bill to Select - Shows billing addresses related to the customer.

b. Bill To - Shows the billing address.

In the Accounting subtab:

a. Account - Select the Accounts Receivable account that will be affected by this
transaction.
b. Currency - Defaults to Customer's primary currency. Change if necessary.
c. Exchange Rate - Enter exchange rate.
d. Tax ID - Auto-populates based from TIN set in the Customer Record.
 5 In the Relationships subtab,

a. Contact* - Enter contact name related to the customer.

b. Job Title - Enter Job title of the contact.
c. Email - Enter email address of the contact.
d. Main Phone - Enter main phone number of the contact.
e. Subsidiary - Enter subsidiary where the contact belongs to.
f. Role - Enter role of the contact.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the customer.
b. Tasks - Enter tasks related to the customer.
c. Events - Enter events related to the customer.
d. Files - Upload files related to the customer.
e. User Notes - Enter notes related to the customer.

6 In the Computation Basis, enter the following information:

a. Description
b. Qty (Quantity)
c. Unit Price
d. Terms of Payment
e. Amount - Shows after saving the transaction.

7 Click Save.

b. Create Credit Memo from Invoice

1 Go to Transactions > Sales > Create Invoices > List
2 Click View link of the Invoice you want to Credit.
3 Click Credit.
4 Fill out necessary fields.
5 Click Save.

c. Application of Credit Memo

1 Refer to H. Customer Payment sheet of this workbook.
 User Role Expected Result
Accounting Staff
Credit memo form is loaded.
Entered details appear
Entered details appear

Entered details appear

 Entered details appear

Entered details appear

Credit memo has been saved. Credit memo can be

applied to open invoices.

Accounting Staff
Invoice list is loaded.
Invoice is loaded.
New Credit Memo page is loaded.
Entered details appear.
Credit memo has been saved. Credit memo shall have a
status of Fully Applied.

Accounting Staff
 GL Impact
Actual Result Debit Credit Pass/ Fail

N/A N/A Not Yet Tested

N/A N/A
N/A N/A

N/A N/A
 N/A N/A

N/A N/A

Sales Purchases

Inventory Accounts Receivable

N/A N/A Not Yet Tested

N/A N/A
N/A N/A
N/A N/A
Sales Purchases

Inventory Accounts Receivable

Not Yet Tested
H. Customer Payment

Step # Description
a. Customer Payment
1 Go to Transactions > Customers > Accept Customer Payments.
2 Filll out necessary main fields:

For BNMI Collection Receipt and BNMI Official Receipt custom forms:
Primary Information

a. Custom Form - Defaults to BNMI Official Receipt.

b. Customer - Select customer.
c. Payment # - Auto-generated by the system.
d. Balance - NetSuite shows you the balance in this customer account.
e. Pending - If your customer has unapproved credit card payments, NetSuite
automatically fills in the sum amount of these payments here.
f. Currency - Select customer payment currency.
g. Exchange Rate - Enter exchange rate.
h. A/R Account - Select receivable account.
i. Undeposited Funds button - Select if the collection is still undeposited.
j. Account button - Select related account where the collection is credited.
k. Date - Enter date of collection.
l. Posting Period - Select the period you want to post this payment to.
m. Memo - Enter memo.

Classification
a. Subsidiary - Select Subsidiary.
b. Department - Select Department.
c. Class - Select Class.
d. Location - Select Location
3 In the Apply subtab,
a. Payment Amount - Auto-calculates based on total payment amount in the Invoice
sublist. Can input manually.
b. Auto Apply - Select if manually input payment amount is to automatically applied
to the invoices of the customer.

In the Invoice sublist,

a. Apply - Select the invoice where the collection comes from.
b. Disc. Taken - Enter if there is an applicable discount taken.
c. Payment - Actual payment received in a specific invoice.

In the Credit sublist,

a. Tick the apply checkbox to credit memo you want to apply, otherwise unticked.
b. Click Mark all to apply to all credit memos if all is to be applied.

In the Deposit sublist,

a. Tick the apply checkbox to deposit you want to apply, otherwise unticked.
b. Click Mark all to apply to all deposits if all is to be applied.

4 In the Payment Method subtab,

a. Payment Method - select the payment method

b. Check # - if payment is by check, enter the check number here.

5 In the Relationships subtab,

a. Contact* - Enter contact name related to the customer.

b. Job Title - Enter Job title of the contact.
c. Email - Enter email address of the contact.
d. Main Phone - Enter main phone number of the contact.
e. Subsidiary - Enter subsidiary where the contact belongs to.
f. Role - Enter role of the contact.

In the Communication subtab,

The following sublists are available in the subtab,

a. Phone Calls - Enter phone call details related to the customer.
b. Tasks - Enter tasks related to the customer.
c. Events - Enter events related to the customer.
6 d.
In Files - Upload filesBasis,
the Computation related to the
enter thecustomer.
following information:
e. User Notes - Enter notes related to the customer.
a. Description
b. Qty (Quantity)
c. Unit Price
d. Terms of Payment
e. Amount - Shows after saving the transaction.
7 Click Save when done.
 User Role Expected Result
Treasury Staff
New Payment page is loaded
Entered details appear.

List of open invoices associated with the customer will

be displayed in the Apply subtab, Invoices sublists.
Entered details appear. Credits and Deposits are applied.

Entered details appear.

Entered details appear.

Entered details appear.

If undeposited fund is selected,

The payment has been saved and has a status of

Undeposited.

If an account is selected,

The payment has been saved and has a status of

Deposited.

Invoice will reflect a status of "Paid In Full".

If the Invoice is not fully paid, the Invoice will still reflect
a status of Open.
 GL Impact
Actual Result Debit Credit Pass/ Fail

N/A N/A Not Yet Tested

N/A N/A
N/A N/A

N/A N/A

N/A N/A

N/A N/A
Undeposited Accounts
Funds/ GL Account Receivable
I. Make Deposits- Acknowldgement Receipt

Steps# Description
Make Deposits
A Go to Transactions > Bank> Make Deposits
B Filll out necessary main fields:

For BNMI Acknowledgement Receipt custom forms:

Primary Information

a. Custom Form - Benguet Acknowledgement Receipt

b. Account - Select Cash or Bank Account.
c. Date - Enter date of collection.
d. Posting Period - Select the period you want to post this payment to.
e. Memo - Enter memo.
f. Collections with AR- Select Yes (in order to be printed as Acknowldgement receipt)
g. Prepared by- Set the Preparer of the Transaction

Classification
a. Subsidiary - In OneWorld, it will depend on selected bank account
b. Department - Select Department.
c. Cost center - Select cost Center.
d. Location - Select Location
e. Received from (Classification)- Select if received from Customer or Employee
Note: Transaction Numbering depends on Subsidiary and Location selected

Additional Information
a. Cash or Check- Select the payment method
b. Check number- Enter check number if check is the payment method
c. Transaction amount words- optionally type amount in words

C In the Deposit Subtab

Note: Ignore Payment Sublist, it is intended for normal make deposits scenario
Ignore Cash back Sublist, system-generated for VAT and Discount, if any

Under OTHER DEPOSIT Sublist

Name- Select the customer or employee whom payment received

Particulars- Enter details of the transactions
Amount- Enter the amount (Note: put minus sign if deduction to cash like Discount) except VAT
Account- Select the account

Note: If there is any minus sign, once saved, the system automatically will put it in Cash Back sublist.
1. Sales of ID, Peddler’s fee, Gate pass, Collections from Crosby Park
Sales of ID, Peddler’s fee, Gate pass, Collections from Crosby Park
Accounting Entry:
Dr. Cash
Cr. Revenue Credit (offset against expense)
Note: Offsetting the Revenue credit account against the related expense will be done either by using
Journal Entry or, by directly offsetting of the deposit to its related expense.

1.1 Note: Under Main lines (Primary information, Classification and Additional indformation)

The following fields are the only fields that are dependent on transaction type (Fields that are
transaction type-specific):
-Account - for subsidiary selection (for Transaction numbering series)
- Received from (Classification)
- Location (for Transaction numbering series)

Therefore, the other fields may be the same regardless of transaction type, and no impact in the
result.

1.2 Main Fields:

Account- Select the bank Account that is associated for Benguit Corporation (e.g., 00001 AUB bank)
Received From- Select Customer
Location- Select associated location

Then fill out other fields, see guide/steps in above section A, B and C.

1.3 Deposit>Other Deposit

Name- Select the Customer Record (e.g., 1 Sample Customer PH)

Particulars- Enter Details (e.g., Sale of ID)
Amount- Enter Amount (e.g., 1,000)
Account- Select Sales Account (e.g., 4030 Revenue Credit)

Click Add, then click Saved

2. Collection from liquidation of excess cash advance

Accounting Entry:
Dr. Cash
Cr. AR – Employee (Other Current Asset)
Note: Only excess cash advances will be recorded in the Make Deposit functionality. Any liquidation
will be done using Journal Entry. The AR – Employee account name will be replaced by an Account
title with an Other Current Asset account type.
2.1 Note: Under Main lines (Primary information, Classification and Additional indformation)

The following fields are the only fields that are dependent on transaction type (Fields that are
transaction type-specific):
-Account - for subsidiary selection (for Transaction numbering series)
- Received from (Classification)
- Location (for Transaction numbering series)

Therefore, the other fields may be the same regardless of transaction type, and no impact in the
result.

2.2 Main Fields:

Account- Select the bank Account that is associated for Benguit Corporation (e.g., 00001 AUB bank)
Received From- Select Employee
Location- Select associated location

Then fill out other fields, see guide/steps in above section A, B and C.

2.3 Deposit>Other Deposit

Name- Select the Employee Record (e.g., Ana Claire Ulao)

Particulars- Enter Details (e.g., Collection of excess cash Advance)
Amount- Enter Amount (e.g., 1,000)
Account- Select other CA Account (e.g., 11111 AR- Employee )

Click Add, then click Saved

3. Intercompany Transfer from Subsidiaries

Accounting entry:
Dr. Cash
Cr. AR from subsidiaries
Note: This refers to non-trade intercompany transactions for Benguet Subsidiaries outside NetSuite.
The Accounts Receivable account type in NetSuite can be used to reflect balances in the aging
report. Intercompany charges to be recorded via Journal Entry. A Customer record will be created to
represent the Subsidiary and this shall be tagged on the Journal Entry and Make Deposit
transaction.
3.1 Note: Under Main lines (Primary information, Classification and Additional indformation)

The following fields are the only fields that are dependent on transaction type (Fields that are
transaction type-specific):
-Account - for subsidiary selection (for Transaction numbering series)
- Received from (Classification)
- Location (for Transaction numbering series)

Therefore, the other fields may be the same regardless of transaction type, and no impact in the
result.

3.2 Main Fields:

Account- Select the bank Account that is associated for Benguit Corporation (e.g., 00001 AUB bank)
Received From- Select Customer
Location- Select associated location

Then fill out other fields, see guide/steps in above section A, B and C.

3.3 Deposit>Other Deposit

Name- Select the Customer Record which is your subsidiary (e.g., REP-Benguet Resources
Management Corporation)
Particulars- Enter Details (e.g., Intercompany Transfer from Subsidiaries)
Amount- Enter Amount (e.g., 3,000)
Account- Select Receivable Account that is intended for intercompany (e.g., 12345 AR from
Subsidiarie)

Click Add, then click Saved

4. For Maintenance fees (rent)

Accounting entry:
Dr. Cash
Cr. AR – Contractors
or
Dr. Cash
Cr. Revenue credits (offset against expense)
Note:
-This refers to non-trade management fees transactions. The Accounts Receivable account type in
NetSuite can be used to reflect balances in the aging report. Also, offsetting of the Revenue credit
account against the related expense will be done either by using Journal Entry or, by directly
offsetting the deposit to its related expense.
-The same process of applying the deposit record entry to the journal entry with A/R will be done to
close the A/R and remove from Aging Report.
4.1 Note: Under Main lines (Primary information, Classification and Additional indformation)

The following fields are the only fields that are dependent on transaction type (Fields that are
transaction type-specific):
-Account - for subsidiary selection (for Transaction numbering series)
- Received from (Classification)
- Location (for Transaction numbering series)

Therefore, the other fields may be the same regardless of transaction type, and no impact in the
result.

4.2 Main Fields:

Account- Select the bank Account that is associated for Benguit Corporation (e.g., 00001 AUB bank)
Received From- Select Customer
Location- Select associated location

Then fill out other fields, see guide/steps in above section A, B and C.

4.3 Deposit>Other Deposit

Name- Select the Customer Record (e.g., Sample Customer PH)

Particulars- Enter Details (e.g., Maintenance Fee)
Amount- Enter Amount (e.g., 4,000)
Account- Select Receivable Account (e.g., 12345 AR from Contractors)

Click Add, then click Saved

User Role Expected Result
PRINT ACKNOWLEDGEMENT RECIPT BUTTON will
appear.

In printout,

Upper left: Subsidiary logo and details appear

depends on the subsidiary selected, that is depend
on Bank or Cash Account.
Upper right: AR # will generate, it depends on the
subsidiary and location, and AR Date will generate.
Received From: Customer name, address, TIN and
business style will appear
Particulars: Sale of ID
Payment received: P1,000
Payment Method: cash will appear if selected, check
and check# will appear if check is selected
Prepared by: Name of the prepare appears

In GL Impact,

Debit: Cash/Bank Account (00001 AUB Bank) 1,000

Credit: Income Account (4030 Revenue Credit_test
for CRF) 1,000

PRINT ACKNOWLEDGEMENT RECIPT BUTTON will

appear.

In printout,

Upper left: Subsidiary logo and details appear

depends on the subsidiary selected, that is depend
on Bank or Cash Account.
Upper right: AR # will generate, it depends on the
subsidiary and location, and AR Date will generate.
Received From: Employee name, address will appear
Particulars: Collection of excess cash advance
Payment received: P1,000
Payment Method: cash will appear if selected, check
and check# will appear if check is selected
Prepared by: Name of the prepare appears
Upper left: Subsidiary logo and details appear
depends on the subsidiary selected, that is depend
on Bank or Cash Account.
Upper right: AR # will generate, it depends on the
subsidiary and location, and AR Date will generate.
Received From: Employee name, address will appear
Particulars: Collection of excess cash advance
Payment received: P1,000
Payment Method: cash will appear if selected, check
and check# will appear if check is selected
Prepared by: Name of the prepare appears

In GL Impact,

Debit: Cash/Bank Account (00001 AUB Bank) 1,000

Credit: Other Current Asset Account (11111 AR –
Employee_Test for CRF (OCA)) 1,000

PRINT ACKNOWLEDGEMENT RECIPT BUTTON will

appear.

In printout,

Upper left: Subsidiary logo and details appear

depends on the subsidiary selected, that is depend
on Bank or Cash Account.
Upper right: AR # will generate, it depends on the
subsidiary and location, and AR Date will generate.
Received From: Subsidary name, addres, TIN and
Business style will appear, if there is any
Particulars: Intercompany Transfer from Subsidiaries
Payment received: P3,000
Payment Method: cash will appear if selected, check
and check# will appear if check is selected
Prepared by: Name of the prepare appears

In GL Impact,

Debit: Cash/Bank Account (00001 AUB Bank) 3,000

Credit: Receivable Account (12345 AR from
Subsidiaries) 3,000
depends on the subsidiary selected, that is depend
on Bank or Cash Account.
Upper right: AR # will generate, it depends on the
subsidiary and location, and AR Date will generate.
Received From: Subsidary name, addres, TIN and
Business style will appear, if there is any
Particulars: Intercompany Transfer from Subsidiaries
Payment received: P3,000
Payment Method: cash will appear if selected, check
and check# will appear if check is selected
Prepared by: Name of the prepare appears

In GL Impact,

Debit: Cash/Bank Account (00001 AUB Bank) 3,000

Credit: Receivable Account (12345 AR from
Subsidiaries) 3,000

PRINT ACKNOWLEDGEMENT RECIPT BUTTON will

appear.

In printout,

Upper left: Subsidiary logo and details appear

depends on the subsidiary selected, that is depend
on Bank or Cash Account.
Upper right: AR # will generate, it depends on the
subsidiary and location, and AR Date will generate.
Received From: Customer name, addres, TIN and
Business style will appear, if there is any
Particulars: Maintenance Fee
Payment received: P4,000
Payment Method: cash will appear if selected, check
and check# will appear if check is selected
Prepared by: Name of the prepare appears

In GL Impact,

Debit: Cash/Bank Account (00001 AUB Bank) 4,000

Credit: Receivable Account (12345 AR from
Contractors) 4,000
Payment received: P4,000
Payment Method: cash will appear if selected, check
and check# will appear if check is selected
Prepared by: Name of the prepare appears

In GL Impact,

Debit: Cash/Bank Account (00001 AUB Bank) 4,000

Credit: Receivable Account (12345 AR from
Contractors) 4,000
 GL Impact
Actual Result Debit Credit

N/A N/A
N/A N/A

N/A N/A
Pass/ Fail