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Completing the header fields

• Cash: An optional field to enter the amount of cash received from the fisherman and/or tender for the sale.
• Check: An optional field to enter the amount received from the fisherman and/or tender via check for the sale.
• Credit Card: An optional field to enter the amount received from the fisherman and/or tender via credit card for the sale.
• Description: An optional field for describing the fisherman sale.
• Doc Date: Identifies the date of the transaction. This field defaults to today’s date but can be edited.
• Doc No: Identifies the document number for the transaction. This field is not required but, if entered, must be unique by transaction type. 
• Fisherman: Identifies the fisherman who purchased or returned the item(s). This field provides a lookup of all active fishermen and fishermen/tenders.
• Status: This field is to select the status from the following options:
  • New - This is the default.
  • Approved - Used when there is a two-step process for finalizing transactions. Setting the status to “Approved” disables all editable fields except Status.
  • Ready to Post - Used when the user is ready to post the transaction. Setting the status to “Ready to Post” disables all editable fields including status.

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• Description: Offers a description of the line item. This field defaults once the item is selected.
• Extended: This field is read-only and displays the product of the price per UOM and the quantity. 
• Item: Identifies the item being sold or returned. This field provides a lookup of all active items.
• Price: Identifies the price per UOM for the line item. Prices must be greater than or equal to 0. This field defaults to 0. 
• Quantity: Enter the amount of the line item being sold or returned. This field defaults to 1. 
  • Note: If the fisherman sale is recording a return, the user must use the Quantity field to record the negative (i.e. -1) and enter the absolute value of the price of the item(s) to be returned in the Price field. For example, a return of $500 would be entered by placing a -1 in the Quantity field and a positive 500 in the price field.
• Sale Account: Identifies the sale account to be credited on the line item journal entry.
  • Note: If the fisherman sale is recording a return, the sale account will be debited.
• UOM: Identifies the unit of measure for the line item. This defaults to the purchasing preference for “Unit UOM”.

Step 2: Recording payments on the transaction. (Optional)

Payments received from the fisherman and/or tender for the sale transaction may be recorded at the time of the transaction using the Payment Details tab.

To record payments received from the fisherman and/or tender for the sale transaction, open the Payment Details tab. Then, enter the amount received in the Amount column corresponding to the 'Payment Type' through which the money was received - either Cash, Check, or Credit Card. In the reference field, the user has the option to enter a reference for the payment that will appear on the Cash Receipt - however, this is not required. Finally, select the checkbook to receive the payment from the Checkbook drop-down menu. Selecting the checkbook will default the Cash Account field with the cash account assigned to the checkbook. 

Once the payment has been entered and the transaction is saved as 'Ready to Post,' an invoice for the transaction will be sent to the host system with a cash receipt attached for the entered payment amount. 

Step 3: Finalizing the transaction in NorthScope.

Changes can be made to a transaction until it is finalized. To finalize a transaction, the user will need to change the status to “Ready to Post”. In some companies, posting is a two-step process where transaction(s) are “Approved” by one person and posted by another.  

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• Validates the same conditions as the approval status and locks down all editable fields including status.
• Updates the transaction status to Posted and removes it from the list view.
• Creates the NothScope journal entry and sends it to the Host System.
• Creates the NorthScope Settlement transaction.

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4: Posting the accrual journal entry in the host system

For every Fisherman Sale an accrual journal entry will be made in the host system if the Purchasing Preference for “Enable Real Time Integration” is set to “Yes”. The journal entry will appear in the host system's Financial module as a Transaction Entry in the batch titled NS followed by the year, month, and day with the following format: NS: YY_MM_DD. For example, if the Fisherman Sale was integrated on July 14, 2015, the Batch ID for the transaction entry would be NS: 15_07_14. 

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Note: Although this step is required, it does not need to be done for each transaction. Posting can be done nightly or as needed.

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5: Reviewing in NorthScope

Whether or not Step 3 4 is complete, the following will occur in NorthScope:

• The posted Fisherman Sale(s) will automatically update from “Ready to Post” to “Posted” and will no longer be visible in the Purchasing Transaction List View.
• Settlement transactions will be added for each line item
  • If the line item recorded a sale, the Fisherman will become the “Due From” Vendor in the settlement transaction.
  • If the line item recorded a return, the Fisherman will become the “Owed To” Vendor in the settlement transaction.

 Once Step 3 4 is complete, the following will occur in NorthScope:

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