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Overview

Once delivery tickets have been posted, they are no longer viewable 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”, the original settlement transaction for the delivery ticket will be adjusted to reflect the new balance 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.

From this view, open the More Actions drop-down menu in the toolbar and select “Void/Correct.” This will open the Void/Correct window.

The header in this window contains the following fields for data entry:

  • Account: This field offers a drop-down menu of all fisherman to limit the delivery tickets shown to those that are connected to the selected account.
  • Action: This field offers the options of Void and Correct from a drop-down menu. Select “Correct”.
  • Date From: This field defaults to the date a year prior to today’s date and determines the earliest delivery tickets shown.
  • Date To: This field defaults to today’s date and determines the latest delivery tickets shown.
  • GL Accrual Date: This field defaults to today’s date and determines the date the changes will affect the general ledger.
  • Transaction: This field displays a blank text box for the user to search for a specific transaction.
  • Transaction Type: This field defaults to Delivery Ticket and offers no other options.

Other than the fields that default, no other fields are required. However, entering information into the fields will filter the delivery tickets that are shown.

Once all desired data has been entered into the header fields, select Refresh Data on the header toolbar. This will open a list view in the Void/Correct Grid View of all applicable delivery tickets within the entered criteria. The list view will contain the following columns: select, Account ID, Account Name, Transaction, Amount, Trans Date, GL Date, GL Accrual Date, and Permit Holder.

Within the list view, select the check box corresponding to the line item(s) to correct and click Process in the header toolbar.

Clicking Process will change the selected Delivery Ticket(s) to a status of New, making it available in the Delivery Ticket List View, allow for edits to the Delivery Ticket as Version 2, and create a second Settlement Transaction for the same Delivery Ticket with a status of "Open".

To make edits to the delivery ticket, select Delivery Tickets from the Purchasing module and select the delivery ticket to correct.

Make the desired changes and Save. This will change the Delivery Ticket’s integration status to Pending Changes.

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.

To approve a transaction open it from the list view, change the status to “Approved”, and click the “Save” icon on the header toolbar. In addition to the validations performed each time the “Save” icon is clicked, there are additional validations that are performed:

  • Ensures there is at least one valid line item on the transaction
  • Ensures that all default GL Accounts can be assigned.

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:

  • 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.
  • Adjusts the settlement transactions.

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 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 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: C123 45678 Ticket Adj).

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:

One credit line summarizing the difference between the original amount and the corrected amount for the line item “Purchase Account”.

One debit line summarizing the difference between the original amount and the corrected amount of the Delivery Ticket less the difference in taxes for the fisherman’s “Settlement Accrual” account.

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:

One debit line summarizing the difference between the original amount and the corrected amount for the line item “Purchase Account”.

One credit line summarizing the difference between the original amount and the corrected amount of the Delivery Ticket less the difference in taxes for the fisherman’s “Settlement Accrual” account.

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

 

Once the user is satisfied that all the GL Distributions are correct, the user can post the batch in the host system.

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:

  • The posted Delivery Ticket will automatically update from “Ready to Post” to “Posted” and will no longer be visible in the Delivery Ticket List View.
  • The Delivery Ticket’s original settlement transaction will be adjusted to reflect the new balance.

Once Step 3 is complete, the following events will happen in NorthScope:

  • The NorthScope journal entry will update from "Ready to Post" to "Posted" and will no longer be visible in the Financial Journal Entries List View
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