TROPEION Olive mill management software

Settlement

Which role does what here

RoleWhat it can do here
Cashier and settlement officersees settlements, creates settlement drafts, finalizes a settlement
Site managersees settlements, creates settlement drafts, finalizes a settlement, reverses a settlement, creates a replacement settlement
Central managersees settlements, creates settlement drafts, finalizes a settlement, reverses a settlement, creates a replacement settlement
Accountant and back officesees settlements
Auditor (read-only)sees settlements

What the screen is for

A settlement shows how the oil a producer is due from the production batches (the gross) becomes the mill fee and the net producer credit. The server does every calculation, in kilograms with 3 decimals and by truncation (extra decimals are cut off, never rounded). You do not need to calculate anything by hand.

A settlement starts as a Draft. When you finalize it, the oil is credited to the producer in their ledger. A finalized settlement never changes. If it is wrong, it is reversed (an inverse posting) and, if needed, a new replacement settlement is made.

Note: A settlement concerns the oil the producer owns (their ledger). It does not move oil from tank to tank. The physical stock in the tanks and the producer's ownership are two separate things.

Open the screen with the Settlement button in the row of screens.

The producer you selected on another screen (an intake, Oil withdrawals, Agreements) is already chosen in the list's producer filter; the producer you choose here follows to those screens.

Who sees it

Tour: the settlement list

The settlement list with the new settlement button, the filters and "With blockers"
The settlement list with the new settlement button, the filters and "With blockers"

The title is Settlements. Below it:

Daily prices have their own screen, Prices, in the screen bar. See Daily prices.

The statuses are Draft, Finalized, Reversed and Discarded.

Filters and more rows

Above the list it says "Showing … of …": how many rows you see out of those matching the filters. The list shows 50 rows at a time. If more match, press More (… more) for the next 50. If none match, it says "No settlement matches the filters."

Tour: a new draft

  1. Press New producer settlement.
  2. Choose the producer with the producer search.
  3. The Gross allocation lines appear: one line per completed batch where the producer has oil not yet settled. Each shows the batch number, "Gross …" and whether it is Classified or Not classified yet.
  4. Tick the lines you want. The button reads "Create draft: N lines, gross X".

If the producer has nothing to settle, it says "This producer has no production to settle at this site."

Tour: a settlement

A settlement draft with the source lines, the totals, the blockers and the final review
A settlement draft with the source lines, the totals, the blockers and the final review

Back to settlements, the title ("Settlement draft" or "Settlement …"), the connection, the Producer, the Status, the Finalized time and, for a replacement, which settlement it Replaces. Agreement shows the version and the settlement grouping, e.g. "version 2 · settled per batch", when every line has the same version; otherwise "X agreement versions (see each line)".

On a draft it says "✓ Saved as a draft · date time". A draft is saved automatically from the moment it is created; there is no save button. You can close the screen and continue later from the list (Open (drafts)). The time is the last time the screen received the draft from the server. A Skip to final review link takes you straight to the end.

Source lines

For each batch you see:

If a line was recalculated, it is marked Changed with the reason (for example "the price was corrected", "a new quality decision", "the source changed").

If even one line uses the latest prior price, the warning "at least one line uses the latest prior price, not a price of the day" appears.

Additional charges

Draft only. Mandatory charges are ticked and locked. The cashier adds or removes the optional ones and types the Units of a per-unit charge. Press Save the charges and recalculate the draft; until then finalize waits. Every charge is deducted in oil at the daily price. See How charges enter the settlement.

Totals

The Totals in kg of oil and in € table: Producer's oil (gross), Mill fee, one row per charge (its settlement total, with the units where they apply), and Net to the producer, in kg of oil and in €, as the server calculated them (kg to 3 decimals, € to 2, truncated), whatever the agreement. Without a reference price the € column shows —. The printed statement shows the same table.

Blockers

While there are blockers, the red section "Blockers (N): finalizing is not allowed" lists them one by one, with the action that resolves each. See the messages below.

Ledger preview

Shows which postings finalization will make: Gross allocation clearing, Producer entitlement, Mill-owned oil, each as a Debit or Credit with its kilograms. While there are blockers, it says "No postings while blockers remain."

Final review

Shows the Calculation hash you confirm (a long code that identifies exactly this calculation), the Finalize and credit X to producer button and the Discard draft (the lines stay available) button.

After finalization

No value changes any more. The Site manager and the Central manager see the Correction section with the Reverse and replace button.

Every role that sees the settlement sees the Settlement statement section with the Print statement button. The statement is for the producer and is not a fiscal document. See How to print a settlement statement.

Buttons and actions, step by step

Create a draft

See How to create a settlement.

Finalize

  1. Open the draft.
  2. Check every source line and the totals.
  3. Resolve every blocker.
  4. Check the ledger preview.
  5. Press Finalize and credit X to producer.
  6. You see "Settlement … is finalized" and "X was credited to the producer. The ledger postings are recorded."

Finalizing locks the quality decisions of these batches. See How to finalize a settlement.

Discard a draft

  1. In Final review, press Discard draft (the lines stay available).
  2. The question "Discard the draft?" opens. Press Yes, discard the draft, or No, keep the draft (or Esc) to keep it.
  3. You return to the list. The draft becomes Discarded and its lines can go into a new draft.

Reverse and replace (Site manager, Central manager)

  1. Open the finalized settlement.
  2. Under Correction, press Reverse and replace.
  3. Read the four points: What you are doing, What will change, Who is affected, What cannot be undone.
  4. Write a Reason (required), up to 500 characters.
  5. Under Replacement intent choose "to be replaced by a new settlement" or "no replacement".
  6. Press Reverse: remove X from the producer and replace (or Reverse: remove X from the producer). You will be asked to sign in again; after signing in the same request is sent once.
  7. If you chose replacement, press Open the replacement draft. The lines of the old settlement are already ticked.

See How to reverse and replace a settlement.

Messages and what to do

Blockers

New draft without batch … discards the current draft and opens a new one with the remaining lines.

Other messages

Common mistakes

How-To guides for this screen