Overview

Once delivery tickets have been posted, they are no longer visible in the Delivery Ticket List View and cannot be edited. In order to correct a delivery ticket, the user must choose the appropriate function from the More Actions toolbar drop-down menu in the Delivery Ticket List View and follow the steps laid out below. Using the correct function will reopen the delivery ticket for edits.

Understanding the data flow

When a delivery ticket is corrected, if the component that is corrected affects the total price of the delivery ticket (i.e. price, weight, weight modification, line item additions or deletions), then once the correction is updated to "Ready to Post”, a new settlement transaction for the delivery ticket will be created to reflect the summed amount to settle for all versions of the ticket and a NorthScope journal entry is created and sent to the host system as an unposted transaction entry in the Financial module.

Step 1: Correcting the delivery ticket.

In order to correct a delivery ticket, the user must first expand the Purchasing module in the navigation menu and select “Tickets”. This will open the Tickets List View.

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Note: If the Fisherman Account is changed on the ticket correction, a voided version of the old ticket with the old fisherman account will be created and then the corrected ticket will be created with the new fisherman account. This is to ensure that the settlement balance for the old ticket is appropriately removed from the old fisherman account and applied to the new fisherman account. 

Step 2: 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. 

Approving the transaction

This step is optional and is used for companies that require a two-step process where there the person who approves the transaction cannot be the same person that posts the transaction.

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Once the status has been successfully updated to “Approved”, all the editable fields, with the exception of Status, will be disabled.

Finalizing the transaction

When the transaction is ready to be finalized, the user must open it and change the status to “Ready to Post” and save the transaction. Setting the adjustment to “Ready to Post” does the following:

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Once the changes are ready to be posted, change the status to "Ready to Post" and click Save. This will open the delivery ticket in non-edit mode with the status of "Posted".

Step 3: Posting the journal entry in the host system.

For every corrected Delivery Ticket where corrections affected the Delivery Ticket amount, a journal entry will be made in the host system if the integration for journal entries is turned on. 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 correction was integrated on July 14, 2015, the Batch ID for the transaction entry would be NS: 15_07_14. 

Each Delivery Ticket correction journal entry description will be the NorthScope journal entry number followed by the NorthScope transaction ID followed by the NorthScope transaction name (i.e. 12345: Ticket Adj: (Ticket Number)-v(version number) ).

Journal entries for reduced amount corrections

If the correction reduced the amount of a delivery ticket line item, the following journal entry will be created:

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One debit line summarizing the difference between the original applicable tax amount and the corrected applicable tax amount for the line item “Taxes” account.

Journal entries for increased amount corrections

If the correction increased the amount of the delivery ticket line item, the following journal entry will be created:

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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.

Step 4: Reviewing in NorthScope.

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

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