Frequent questions and common mistakes

Each question can be read on its own. The answer is short. The link at the end leads to the detail. The questions are grouped by topic.

Settlement: "I cannot finalize"

I cannot finalize the settlement. What is wrong?

The draft has at least one blocker. Blockers appear in the red section "Blockers (N): finalization is not allowed", one by one, with the action that resolves each. The most frequent: a missing price, a batch with no quality classification, a mandatory per-unit charge with no units. In the settlement list, the With blockers filter shows every draft that has a blocker.

See Settlement.

It says "BLOCKER — No price for batch …". What do I do?

A daily price is missing for exactly this site, quality and certification, and there is no earlier one either. The system never takes the price of another class.

• Cashier: sees "Ask a manager to enter a price for …". They do not enter the price themselves.
• Site manager or Central manager: presses Enter a price: … inside the draft. The form opens right there, prefilled.

See Daily prices.

The fee is a percentage in oil. Why does it ask for a price?

The settlement needs a price on every line, whatever the fee type. With a percentage, the price does not change the kilograms of the fee, but it is needed to show the € amounts and to turn the additional charges into oil. In Prices, enter a price on every row that says "No price".

See Daily prices.

It says "BLOCKER — Batch … has no final quality classification.". What do I do?

The Quality officer must finalize the classification in the Quality screen. The cashier sees "Ask the quality officer to classify batch …". After the decision, open the settlement again.

See How to finalize or correct a quality decision.

I am Central manager. Why can I not classify the batch?

The Central manager and the Site manager see Quality read-only. Only the Quality officer finalizes the classification. This is on purpose: whoever sets prices and pays does not also judge the quality. If you judge the quality yourself, you need the Quality officer role as well. Because nobody can change their own roles, another Central manager gives it to you or, from the start, the onboarding Excel.

See the chapter "Roles: who does what", section "Small mill".

It says "BLOCKER — A mandatory per-unit charge has no units.". What do I do?

Under the draft's Additional charges, type the Units of the charge. 0 is allowed. Then press Save the charges and recalculate the draft.

See How charges enter the settlement.

It says the fee of a batch exceeds its gross oil. What do I do?

The fee and the charges together exceed the batch's gross oil. Nothing is capped automatically. The cashier can remove optional charges from the settlement. Otherwise press New draft without batch … and settle the rest. A new agreement version does not change olives already received: the intake keeps the version that applied on its day.

See Settlement.

It says the agreement settles per batch. What does that mean?

The producer's agreement wants one production batch per settlement. Press New draft without batch … and make a separate settlement for that batch.

See Settlement.

I pressed finalize and it says "The calculation changed since you saw it…". What happened?

Meanwhile a price was corrected, a new quality decision came out or the source changed. Nothing was posted. The new calculation is loaded and the changed lines are marked Changed. Review them and press finalize again.

See Settlement.

The producer came to settle, but I see no lines. Why?

The screen says "This producer has no production to settle at this site.". Lines appear only when a production batch with their olives has been completed, at the site you have selected. Check Production and the Site in the Work context bar.

See How to create a settlement.

I finalized a wrong settlement. How do I correct it?

A finalized settlement never changes and there is no undo. The Site manager or the Central manager opens the settlement and presses Reverse and replace, with a reason and a fresh sign-in. If they choose to replace it with a new settlement, they then open the replacement draft and finalize it. The old settlement stays visible as Reversed. The cashier cannot reverse.

See How to reverse and replace a settlement.

Does finalizing a settlement ask for a fresh sign-in?

No. Only the reversal of a settlement asks for a fresh sign-in.

See How to finalize a settlement.

Intake and weighing

I weighed wrong. How do I correct it?

It depends on the state of the olive lot:

• Not accepted yet: just change the weight in the field.
• Accepted, not split, not in production: on the lot card press Create weight correction, type the New net weight (kg) and a Reason (required). A fresh sign-in is asked. The old weight stays in the history.
• In production: see the next question.

See Correct an intake mistake.

The lot with the wrong weight is already in production. What do I do?

The intake operator sees that the lot is already in production and only a manager can correct it. The Site manager or the Central manager opens the production batch and presses Correct weight next to the input, with a reason and a fresh sign-in. If the batch is completed, the allocation is reversed and replaced, with the same quantity of oil.

See Production console.

The lot I weighed wrong has been split. What do I do?

The correction button does not appear. The order is:

1. If a new lot is in a production batch that has not started, it is removed from there first.
2. The Site manager or the Central manager reverses the split, with a fresh sign-in.
3. You correct the weight of the original lot.

If a new lot has already been used in production, tell the Site manager.

See Correct an intake mistake and Reverse a split.

I entered the wrong variety or certification on an accepted lot. How do I change it?

There is no screen for this yet. Contact TROPEION support.

See Correct an intake mistake.

I started an intake for the wrong producer. What do I do?

If no lot has been accepted, press Cancel intake and arrival with a reason and start again with the right producer. If there is an accepted lot, cancelling is not allowed. Tell the Site manager.

See Correct an intake mistake.

Why does accepting the lot ask me to press a second time?

The lot's kilograms are above the site's warning limit. This catches the "one zero too many" mistake. Check the scale. If the weight is right, press Confirm … and accept lot. If it is wrong, fix the field.

See Fast intake.

I type 1,250.375 and it is not accepted. Why?

Kilograms are typed without a thousands separator: 1250.375. A decimal point or comma both work. Up to 3 decimals. The system never rounds, so type the exact value.

See Weigh and receive olives.

Does TROPEION connect to the scale?

Not yet. The intake operator types the kilograms by hand, as the scale shows them.

See the chapter "What TROPEION does", section "What TROPEION does not do (yet)".

The lot label did not print. What do I do?

No label printer is connected yet, and the message says so. The lot code is on the screen. Write it by hand on the crate or the sack. The intake completes normally. The intake receipt prints from the browser, on any printer or as a PDF.

See Print a label and a receipt.

I want to mill only part of an olive lot. How?

An olive lot goes whole into one production batch. Split it first in Lot detail, in the Split the lot section, with Split into … lots · …. A fresh sign-in is asked. If you do not split it, Production tells you to split it first.

See Split a lot.

Agreements, terms and charges

The producer has no agreement. Can I receive their olives?

Yes. When the intake starts, the system creates their agreement automatically from the site default terms in force that day. The intake operator does nothing and does not see the terms. The agreement then appears in Agreements, with the source "Default terms".

See Producer agreements.

The intake of a producer with no agreement does not start. Why?

The site has no default terms. In Agreements, the Site default terms card says so with ▲. The Site manager or the Central manager presses New default terms from… and sets them.

See How to set the default terms.

How do I change the rate for all producers?

In two steps, in Agreements:

1. New default terms from…: the new rate and the day it applies from. A fresh sign-in is asked. Existing agreements do not change by themselves.
2. Apply to the producers who follow the default terms: moves everyone with "Default terms" to the new terms. A fresh sign-in is asked. Producers with "Own terms" do not change.

See How to apply new default terms.

How do I give one producer a different rate?

In Agreements, open the producer and press New version (own terms). Activating the version asks for a fresh sign-in. From then on the producer shows as "Own terms", and applying new default terms does not change them.

See How to give a producer their own terms.

How does a producer go back to the default terms?

Not from the screen yet. You can give them a new version with the same terms as the defaults, but it will show as "Own terms" and will not move when new default terms are applied.

See Producer agreements.

I changed the rate, but the settlement shows the old one. Why?

The settlement uses the agreement version in force at intake, not the version on the day of the settlement. Olives received before the change are settled on the old terms.

See Producer agreements.

How do I change a charge?

In Charges, press New version: … on its row and give a date after the latest version. To stop it, press Retire: …. A charge is never corrected backwards. Finalized settlements keep the charge they had.

See How to add a charge.

Can the cashier add a charge?

The cashier sees Charges read-only. Inside a settlement draft, the cashier adds the optional charges and types the units. New charges are set by the Site manager and the Central manager.

See How charges enter the settlement.

Do the charges include VAT?

No. TROPEION's charges and € amounts include no VAT or other taxes. For tax questions, ask your accountant.

See Additional charges.

I entered a wrong price. How do I correct it?

In Prices, choose the same Quality, Certification and Effective date. A correction box appears with the current price. Type the right price and a Correction reason (required). Open drafts are recalculated. Finalized settlements do not change.

See How to correct a price.

Production

I cannot complete the batch. What is wrong?

Look at Completion readiness → Blockers. The most frequent:

• the Destination tanks total is not exactly equal to the Oil produced (kg);
• a measurement warning has not been acknowledged;
• the pomace with kilograms is missing;
• a tank does not have room, or holds oil that cannot be mixed.

The next questions explain each one.

See How to complete a production batch.

It says "Record «Πυρήνας» with kg…". What do I do?

The site requires the pomace with kilograms. Press + Add byproduct: Πυρήνας below the blockers, or + Add byproduct under Output, and type the kilograms.

See Production console.

The tanks do not add up to the oil. What do I do?

The tanks total must equal the oil exactly, to the gram. The line below the tanks says how many kilograms are left or too much. Correct the tank row.

See How to complete a production batch.

The tank is full. What do I do?

• When completing a batch: the blocker "A destination tank would exceed its capacity…" means the oil does not fit. Put fewer kilograms in that tank and the rest in another, with + Add tank.
• In a transfer: the message "The quantity exceeds the tank's capacity." says the same. Transfer fewer kilograms or choose another tank.

The Near capacity mark in Tanks and the Tanks tile in Today warn you in advance. The Warehouse and tank operator can free space with a transfer.

See How to transfer oil to another tank.

It says the tank holds oil of another certification or harvest. What does that mean?

The system does not mix, in one tank, oil of a different certification (e.g. organic with conventional) or of a different harvest. When completing a batch it is a blocker. In a transfer, the transfer is refused and nothing changes. Choose another or an empty tank. The refusal cannot be overridden.

See Tanks.

The transfer went through, but it says the tank now holds oil of different quality. Is that a mistake?

No. A different quality class is allowed in a tank, with a warning. Only a different certification or harvest is forbidden. If the transfer was not intended, tell the Site manager.

See Tanks.

Starting opens the "Start with mixed certification" window. What does it mean?

The batch holds olives with different certifications, for example organic together with conventional. If you go on, the oil of the whole batch will not count as organic. To go on, write a Comment (required) and press Acknowledge and start. To keep the organic status, take the conventional olives out of the batch before the start.

See How to start a production batch.

I cannot start a new batch on the line. Why?

If it says "Another batch is already running on the line; complete it first.", each line has one running batch at a time. If it says the line is not in operation, the line is inactive or under maintenance: talk to the Site manager.

See Production console.

A measurement is out of limits. Does the machine stop?

No. The system never stops a machine. A warning card appears. Write what you did in Operator comment and press Acknowledge and continue. Without the acknowledgement the batch cannot be completed.

See How to record a measurement and acknowledge a warning.

I must cancel a batch that has started. Who does it?

Only the Site manager or the Central manager, with More → Cancel batch (manager), a reason and a fresh sign-in. The olives stay consumed, no oil is recorded and the cancellation cannot be undone. A draft batch, before the start, can also be cancelled by the Production operator, with a fresh sign-in.

See How to cancel a started batch.

Quality

I finalized a wrong classification. How do I correct it?

A decision does not change. The Quality officer finalizes a new decision that replaces it. In the history the new one says Current and the old one Superseded. This works only before a settlement with this batch is finalized. After that, the decision is Locked by settlement and reclassification is not available yet.

See How to finalize or correct a quality decision.

It says "Warning: line cleaning missing". What do I do?

To keep the organic certification, the batch needs a line cleaning valid at the moment of the start. If the cleaning was done, record it with + Record a line cleaning. Otherwise choose conventional, or keep the certification by writing an Override reason (required), which stays in the history for good.

See How to record a line cleaning.

It says "The inputs have different harvests; the batch cannot be classified.". What do I do?

The batch holds olives from different harvests and cannot be classified from the screen. There is no screen for this yet. Contact TROPEION support.

See Quality.

Why does the system not suggest a quality class?

It never does. The Quality class (manual choice) is chosen by the Quality officer, based on their measurements.

See Quality.

Tanks and oil withdrawals

The count shows a difference. Do the producers lose oil?

No. A count changes only the tank stock. The oil each producer owns is a separate account and does not change.

See How to count a tank.

The producer wants oil, but it says they have no settled oil. Why?

Only a producer with a finalized settlement at this site can take oil. Finalize their settlement first and check the Site in the Work context bar.

See Oil withdrawals.

The producer wants oil from two classes. How?

A request covers one class (quality, certification, harvest). Make two requests.

See How to give a producer their oil (withdrawal).

The warehouse operator finds no button for a new request. Is that a mistake?

No. The Warehouse and tank operator only makes deliveries on an open request and prints the note. The request is opened by the Cashier and settlement officer, or by a manager.

See Oil withdrawals.

One tank does not hold all the kilograms for the delivery. What do I do?

Spread the kilograms over several tanks of the same class. The screen shows only the tanks with oil of the same class. If you give less than requested, tick Partial delivery: … stay open on the same request. The rest stays open on the same request.

See Oil withdrawals.

I made a wrong delivery. How do I correct it?

A delivery cannot be edited. The Site manager or the Central manager reverses it, with a reason and a fresh sign-in. The kilograms go back to the producer and to the same tanks, and the note prints marked as cancelled. Then a new, correct delivery is made.

See How to reverse a delivery.

Does a withdrawal request reserve oil?

No. The kilograms are checked at the moment of delivery. If the request is closed with Close the request…, the producer's balance does not change.

See Oil withdrawals.

Users, roles and signing in

How do I add a seasonal worker?

In Users, New user, and on the role row give Valid until: the last day of access. From the next day the role stops by itself. Next season, add the role again with a new end date.

See How to set an end date for a seasonal user.

An employee left. How do I cut their access?

In Users, open the user and press Deactivate. A fresh sign-in is asked. The user is not deleted: their history stays, and shows in Audit. For a single role, press Remove now on it.

See How to deactivate a user.

I forgot my password. What do I do?

Ask the Central manager or the Site manager to open your account in Users and press Password reset. You get an email and set a new password. Nobody sees or sets your password. At most 3 emails per hour go to one user.

See Users.

The new user did not get the invitation. What do I do?

Open them in Users and press Send the invitation again. If the email was wrong, press Cancel the invitation and invite them again. Until they sign in, the status says "Invitation pending".

See How to invite a new user.

Why does it ask me to sign in again when I am already signed in?

Some critical actions ask for a fresh sign-in, to confirm that you are the one doing them. Examples: changing a queue position, a weight correction, a split, reversing a settlement or a delivery, new default terms, deactivating a user. If you signed in within the last 5 minutes, the action goes through at once. Otherwise you type your user name and password again. Then you return to the same screen and the action is sent once. If you take more than 10 minutes to sign in, the action is discarded and you do it again.

See Getting started with TROPEION.

It says "Your session has expired. Sign in again.". Did I lose anything?

Too much time passed without renewing the session. Press Sign in again. Whatever was saved before is not lost.

See Getting started with TROPEION.

I cannot change my own roles. Why?

Nobody can change their own roles or their own status. Next to the buttons it says "This is your own account…". Another administrator makes the change: the Central manager for everyone, the Site manager only for site roles at their site.

See How to change a user's roles.

I do not see a screen or a button that my colleague sees. Why?

Your role does not allow it, or you are at another site. Your roles at the selected site show in the Roles line of the Work context bar. If an action is not allowed, the screen says you have no permission at this site and that nothing changed. For a new role, talk to the Site manager or the Central manager.

See the chapter "Roles: who does what".

I worked at the wrong site. How do I avoid it?

Before you start, always look at the Site in the Work context bar. Almost every screen shows and changes only the selected site. Anything done at the wrong site is corrected the way each screen allows, never by deleting.

See Change site.

I pressed the button twice. Was it recorded twice?

No. The system recognizes the same action and records it once. If the connection dropped, press Resend (same request) when it is back.

See Getting started with TROPEION.

The internet is down. Can I keep working?

You can keep typing, and the fields are kept, but nothing is saved until the connection is back. Production on the floor goes on normally. Note on paper what happens and enter it afterwards.

See Getting started with TROPEION.

Small mill

We are 2–3 people. Do we need one employee per role?

No. A user can hold several roles and sees the screens of all of them together. A suggestion: the owner Central manager + Quality officer; at the desk Intake operator + Cashier and settlement officer; at the machine Production operator + Warehouse and tank operator.

See the chapter "Roles: who does what", section "Small mill".

I work alone. Which roles do I take?

Central manager and Quality officer, from the start, in the onboarding Excel: two rows with the same email. Without Quality officer you cannot classify, and no settlement can be finalized. Later you cannot give yourself the role.

See the chapter "First day of setup".

I started without the Quality officer role and I am the only Central manager. What do I do?

You need a second Central manager to give you the role. For example, invite a partner as Central manager, and they give you the Quality officer role. Otherwise contact TROPEION support.

See How to change a user's roles.

Which roles should I not give to the same employee?

Do not give the same employee Cashier and settlement officer together with Quality officer. The quality class decides which price applies, and nobody else would check it. If only one person can judge the quality (often the owner), accept it, and look at Audit every week.

See the chapter "A day in the season", section "The weekly check".

Arrival queue

How do I move someone ahead in the queue?

Only the Site manager or the Central manager, with More → Change position, a required reason and a fresh sign-in. The intake operator calls only the first in the queue, with Call.

See Arrival queue.

The waiting-room screen shows full names. Why?

The screen is open with an account that also has a queue role, so the normal Arrival queue opens. The waiting-room screen needs a separate account with only the Queue display (view only) role. That one shows only initials and the last 4 digits of the tax number.

See Public queue display.

Does TROPEION message the producer about the appointment?

No. TROPEION sends no SMS, email or other messages to producers. The intake operator records the confirmation with Record confirmation, after talking to the producer.

See Book a new appointment.

What TROPEION does not do (yet)

Does TROPEION send data to myDATA?

No, not yet. TROPEION sends nothing to myDATA and has no electronic signature. The fiscal side is pending and will come only after review with an accountant. Until then, keep using the program you already have for myDATA.

See the chapter "What TROPEION does", section "Fiscal documents and myDATA".

Does TROPEION issue invoices or delivery notes?

No. The intake receipt, the settlement statement and the olive oil withdrawal note are not fiscal documents, and they say so. Invoices, receipts and delivery notes are issued outside TROPEION. For tax questions, ask your accountant.

See the chapter "What TROPEION does", section "Non-fiscal papers".

Does it connect to a label printer or to line sensors?

Not yet. Labels are written by hand, and so are production measurements and tank counts. The receipt and the notes print normally from the browser, on any printer or as a PDF.

See the chapter "What TROPEION does", section "Scales, label printers and sensors".

Does the producer have their own account?

No. There is no producer portal. The producer gets the printed papers.

See the chapter "What TROPEION does", section "Other things not available yet".

Does it record oil purchases or sales?

No. Buying oil from a producer and selling oil are not recorded.

See the chapter "What TROPEION does", section "Other things not available yet".

Can I add a tank or a production line from the application?

No. Tanks and lines are set up when the company is onboarded. For a change, contact TROPEION support.

See Tanks.