B.I.S. business integrity is build around the task concept. 

A "task" is (by B.I.S. definition) a collection of operations that are executed during the normal business process.

TASK FRAMEWORK

The framework consists of:

1. General task information
2. History
3. Receivables ledger (Sales)
4. Payable ledger (Purchase)
5. Documents Set
6. Framework operations

(Please click the hyperlinks for details)

So a task can hold: Sourcing, Trading, Shipping (adjacent operations too), Payment information, so with other words a full repository of electronic information surrounding the path a certain product has take in your company.

Certain operations can be employed from within the framework.

1. Sourcing

A request for a certain product ( for the sake of simplicity will call it "the product") is received  from a potential client or a supplier. A "TASK" should be created and assigned to a user with that information in it!

E-mail can be employed in the process of sourcing and by that cutting down on communication costs.

Once a task has been created and assigned to a user, that specific user will see the task in the Active task list whenever a login occurs and new documents can be created and assigned to that task by using the operations framework.

2. Trading

Once the product has been sourced to a certain supplier and information has been received for it a quotation will be created. B.I.S. will automatically add the quotation to the Task repository.

TIP: To quickly view a B.I.S. document use the after you have selected the document.

All the subsequent documents, Pro-Forma Invoice, Purchase Order will be added to the task repository together with information at their specific tabs.

The history of additions and changes of B.I.S. documents can be unveiled under the "Info" tab:

Once a Pro-Forma Invoice is added "Sales" information (receivables ledger) is created:

The receivables ledger will be displayed in US Dollars but the original invoice currency and exchange rate will also be displayed. The account will be in strict adherence with the original currency.

As you can see final shipping information is not added at this point in time but it will be added after an Invoice and/or a Packing list is created.

Once a Purchase Order is added "Purchase" information (payable ledger) is created:

The payables ledger will be displayed in US Dollars but the original invoice currency and exchange rate will also be displayed. The account will be in strict adherence with the original currency.

Drawn amount can be used for accounts that have already been open in one fashion and converted in another fashion (i.e. open as a LC and closed as T/T)

3. Shipping

Shipping part deals with Invoice and Packing List.

B.I.S. will automatically add information to receivables ledger. (i.e. invoice number etc.)

4. Payment

Once an invoice has been entered the payment information has to tracked from your banking package and entered in the receivables/payables ledger. See accounting procedures.

5. Documents Set

A document set consists of all B.I.S. documents employed in the import-export process and attached documents required (i.e. GSP form A).

In order to attach a document please convert it to digital format using a scanner and save it in your .\DOCPICT subfolder.

Type in the document name (i.e. GSP FORM A) and use the button to graphically select your document. If successful the document name will appear under the NAME/LOCATION.

To attach a B.I.S. document in electronic format two methods can be employed.

If Adobe Acrobat Writer is installed on your computer  by clicking: a PDF file will be automatically generated and inserted into the repository.

If the document has been printed either by using or from each individual section and than scanned it can be attached by using button. A graphical search tool will be employed.

6. Framework operations - email

All prior discussed operation fall under this section in order to prepare documents for emailing.

You could use email to send documents as attachments to your clients instead of faxing and in this way cutting down communication costs. To email documents follow the steps below:

    1. Prepare documents

   This section assumes that B.I.S. documents have been created under their respective section.

   Attach electronic format documents by using the Documents Set procedures described in this help.

   Your screen should look like:

   If another document is required, please prepare it too.

    2. Select

    Click the SELECT check box of all document you want to email and save the document by clicking OK button. In this

   case a quotation and GSP form A (attached to B.I.S.)

    3. Email selected

   Click button and the email edit box should be opening.

   4. Confirmation

    If email was successfully sent the emailed date will be completed and the selection check will be unchecked.

Email can be employed also in sourcing and product information.