Help › Departments

Departments — A Guide from Scratch for the Back Office

This window does not do one job; it holds the ledgers of ten different departments side by side. Do not be alarmed: nobody uses all ten. Read the section that matches your job and skip the rest. Still, everyone should read Sections 1 and 2 — knowing where each kind of work lives prevents records being opened in the wrong place.

1. What is this window for?

Sales and production are the visible part of a business. Behind them other work runs: materials are purchased, incoming goods are inspected, defective output is documented, customer faults are logged, technicians are dispatched, monthly subscriptions are invoiced. Each of these needs a record with a beginning and an end — otherwise the work stays verbal and gets forgotten.

2. Ten tabs, three groups

📷 Actual screen 🗺 What each field does

Figure 1 — Find your group; you can do your job without ever opening the other two.

3. Purchasing: from request to order

Nobody orders directly. First a request is raised ("we need 30 kg of adhesive"), then quotes are collected from suppliers, placed side by side, and one is selected. The moment you select, the request becomes an order. Those three steps are the permanent answer to "why did we buy from this supplier?".

📷 Actual screen 🗺 What each field does

Figure 2 — A request can be deleted and quotes edited; but once a quote is selected the record becomes an order.

4. Incoming quality (IQC): accepting a batch

Goods arrived from a supplier. You cannot measure every piece; you take a sample, check it against the acceptance criteria, and give one of three verdicts:

5. NCR / MRB: the nonconformance record

An NCR (nonconformance report) says "something did not meet the standard" — in incoming goods, in production or at the customer. The MRB is the verdict on that nonconformance: use it, rework it, scrap it, return it.

6. Devices: calibration and the production lock

Callipers, scales, torque wrenches… Every measuring device has a calibration expiry date. A measurement taken with a drifted calliper is more dangerous than no measurement at all — it creates false confidence.

7. RMA / Service: goods coming back

A customer sent goods back. Open a record with + New RMA: which product, which serial number, what the fault is. Then add service lines — each job done and its fee is its own line. When finished, the record closes in one of two ways: completed (repaired) or returned (money or product given back).

8. Support and Dispatch: tickets and field jobs

When a customer calls saying "it does not work", open + New ticket: subject, priority, account. The ticket is handed to someone with Take/Assign, and when solved you write a resolution note and close it. If the job cannot be done remotely, raise a field job from the Dispatch tab and assign it to a team.

📷 Actual screen 🗺 What each field does

Figure 3 — Field jobs go to the installation team, who see them under My jobs in the /saha app.

9. Subscriptions: invoices that issue themselves

Maintenance packages, rent, annual service contracts… Invoicing the same amount by hand every month wastes time and invites forgetting. With + New subscription you enter the account, the monthly amount and the commitment (months); the system checks every six hours and invoices active subscriptions not yet billed this month. If you do not want to wait there is an Issue monthly invoices now button.

10. Costing (K-6): spreading overheads onto products

A chair's cost is not just wood and screws: factory rent, electricity and the foreman's wage all take a share. These are overheads, and they cannot be booked to a single product directly. This tab spreads the monthly cost pool onto products by one of two methods:

📷 Actual screen 🗺 What each field does

Figure 4 — Without spreading overheads every product looks more profitable than it is; price on that and you sell at a loss.

11. HR: leave, advances, assets

Three simple records: leave (start and end dates are required), advance (an amount is required) and assigned assets (items given to staff — laptop, phone…). The aim is not payroll but answering "who is on leave" and "who has which equipment".

12. When the system stops you

13. Frequently asked questions

14. Glossary

16. Purchasing › "Below Minimum": what to buy, how many, from whom?

This card used to belong to the Warehouses window and only a manager could fill it; a buyer got 403. It now opens in the Purchasing tab with the purchasing (supplier) permission; no warehouse right is needed. The rule is unchanged: if the stock card's minimum level is above the overall on-hand, the row is listed — but the context a buyer needs has been added.

How to use it: the Open request button on the row opens the request form pre-filled with the suggested quantity and writes the in-transit amount into the reason; if an open request exists the button's tooltip warns you. The filter box searches code, description and supplier name. The list is cached for 60 seconds — if the purchase invoice you just wrote does not show up, press the card's Refresh button (fresh calculation).

17. Currency on the supplier card and the default rate on purchase documents

A company buying abroad had to choose the currency by hand on every purchase invoice — slow and error-prone. A Currency field was added to the account card's Edit form (and "Currency (blank = TL)" when creating a new card). Two to ten letters, converted to upper case: USD, EUR, GBP… Leave it blank for TL.

What happens on the document: if a purchase document (purchase or purchase return) is written without any currency — usually an integration or API call — the supplier's currency is taken; if it is not TL and no rate was given, the day's central-bank buying/selling rate is filled in. The response's "dovizVarsayilan" block states the source (supplier), the rate and its date. If no rate can be found the document is not written; 422 asks for "gkur/tkur" — stopping is better than silently writing a 1/1 rate. Documents typed in the entry window are unaffected because the window always sends the currency explicitly; the default is not applied on the sales side.

18. Purchase return and sales return: which permission, which operation?

Return invoices are reversed in stock direction: a sales return is a goods receipt, a purchase return a goods issue. Because the old rule looked only at stock direction, a salesperson needed the purchase right and a buyer the sales right — the wrong gate. Now a return invoice is issued with the permission of its own commercial area: faturacikis (sales) for a sales return, faturagiris (purchase) for a purchase return. The refusal message names the required right: "No invoice in/out permission — … belongs to the PURCHASE area, the 'faturagiris' right is required".

For those writing via the API: the operation type on the document-write endpoint now has four values — alis, satis, alis-iade, satis-iade. The old "satis + invoice kind 2" form keeps working; an inconsistent combination is refused with a message naming the right operation ("Use islem:'alis-iade' for a purchase return"). Returns are valid only for invoices; orders and quotes return 422.

19. Supplier scorecard: the "Last 90 days" column, cache and paging

The scorecard table gained a Last 90 days column: document count, purchase amount and return amount — independent of the selected year, always 90 days back from today. It answers "how much did we work with this supplier last quarter?". The scorecard is now cached for 60 seconds and recalculates by itself when the purchase invoice, IQC, NCR, quarantine or rating tables change; if you still want "now", the Refresh button forces a fresh calculation. Long lists are paged: above the scorecard table you get page arrows (‹ ›), a rows-per-page selector (25/50/100/250 — default 50) and a “51–100 / 232” style total counter.

For those working from the Corporate window the same information exists as a single-supplier summary: the supplier 90-day summary (purchase/return, IQC accept-reject ratio, NCR, quality rejections, rating and score). Details in the Corporate guide. When a purchase request is written, the response now returns the request's sequence number — the "Open request" notice from MRP shows that number.

20. New scorecard columns: OTIF, subcontract scrap, VDA 6.3 class and composite score

• OTIF — a subcontract operation counts as "on time" if its completion date did not pass the work order's due date. The cell shows the denominator next to the percentage (12/15): an "80%" without a denominator says nothing. Orders without a due date do not count — there is no lateness without a deadline, and counting them as "on time" would inflate the score.
• Subcontract scrap % — scrap is measured against what was dispatched (not what came back): goods lost at the subcontractor are scrap too. The ⚠ number beside it is the count of dispatches whose scrap exceeded the declared tolerance.
• Class — the class (A/B/C) of the supplier's last closed VDA 6.3 audit. If the audit has passed its validity a STALE badge appears as well. A supplier with no audit reads "unaudited"; the cell is never left blank.
• Composite — the weighted average of the OTIF, scrap and quality (IQC/quarantine rejects + NCRs) components. The weights are company settings (kalite.karne_agirlik_otif / _fire / _kalite; default 40/30/30). A component with no data stays out of the denominator: a supplier you never subcontract to is not punished on the scrap component. Hovering the cell shows which component contributed what score at what weight — no black-box score is given.
• The 60-second scorecard cache now includes the subcontract dispatch, subcontract operation and audit tables in its signature; a new subcontract return no longer leaves the scorecard stale.

15. Purchasing, IQC, and device evidence

Attach work instructions, control plans, and specifications to IQC criteria; certificates, CoC/CoA, inspection/measurement reports, and delivery note to IQC receipt; and calibration certificate/test report to the measuring device. For subcontract dispatch/return, keep ASN, CoC/CoA, certificate, PPAP, proof of delivery, and return inspection under the same subcontract pack.