Overview of Multiple sales note template

Sales notes provide information about first sales fish to UK authorities. In order to submit a sales note electronically, the buyer must ensure that all of the required information is included, in a format that the UK authority website will recognise. All electronic sales notes must contain the buyer registration number, vessel details, landing details and purchase details. This makes up the header information for a sales note. An example of this is below.

Each combination of fish sold must be included with the quantity and value for that combination. This is known as a sales line and it comprises of species, fishing area, grade, state, presentation, size and currency. Each sales note can contain many sales lines.

The Multiple sales note template has been developed to help buyers submit sales note and reduce the amount of regular data entry. Instead of typing each required item into the sale note for each sale, the user can set up a template which the buyer number, vessel details and sales lines are typed in once. Then if a sale takes place, the buyer just needs to enter the date of landing and purchase and the weight and value for each sales line against the relevant vessel. An example of the template is below:

The information from the template is then saved as a SALES PAGE, and this can turned into a file to be emailed the ERS website. The buyer also has the option of adding extra fields to the template for their own purposes.

This method has the advantage of reducing the amount of data entry for each day, however it can take a long time to set up the template if many sales lines and vessels are used. This option would be unsuitable for someone who has not used Microsoft Excel before. To ensure this option works well for you over time, ensure a master copy is created at the beginning so if there are any problems you can return to this without having to set up the spreadsheet again. At regular intervals archive the spreadsheet and start again from the master copy.

Before you start

1. Do you have Excel 2003 or later?2. Do you have familiarity with Excel basic functions?3. Is your company registered on the ERS website?4. Who will be submitting sales notes? Ensure they have an ERS account which

includes the email address that will be sending sales notes from?5. Find your buyer number.6. Find the details of vessels that you buy first sale fish from.7. Find the details of the species/presentation/grade etc. that you normally buy

directly from fishing vessels.

Excel jargon explained

1. Macros: Automate processes in Excel, in order to save time for the user. Within the Multiple sales note template there are a number of Macros, which are operated by clicking on buttons.

2. Tabs: Each Excel file is made up of a number of tabs, each one has a spreadsheet in with a different purpose. The multiple sales note template has five tabs to begin with and this increases as new sales pages are created. To move to a different tab, click on the appropriate button or click on the tabs at the bottom of the page.

3. Dropdown menu: When a cell has a restriction on what can be typed into it, it will often have a dropdown menu to allow the users to choose a particular value. When a cell is clicked in, if there is a dropdown menu it will look like this:

Click on the arrow on the right of the cell to reveal the values and then select one of the options.

The multiple sales note template has a number of dropdown menus, which have been used to ensure the information submitted is compatible with the website.

4. CSV: This stands for Comma Separated Values. This is a file format that can be generated from Excel. This is the only format of files that the ERS website will accept by email.

5. Protected Cell / Sheet: There is a restriction on what can be done to the multiple sales note template because each of the pages have been protected. If you try to type something into a protected cell the following message will appear:

The reason this has been done is to ensure that data is entered consistently so it can be converted into a format that the ERS website can accept the file.

6. Hyperlinks: These appear as blue underlined writing (see below):

The purpose of these is link to other parts of the spreadsheet.

Overview of process for using multiple sales note template

1. Navigating the spreadsheet2. Set up sales template3. Complete sales page each day (amend sales template if required).4. Compile CSV5. Email CSV to ERS website6. Receive response from ERS website7. Amend sales note online (if required)

Navigating the spreadsheet

The spreadsheet is made up of five tabs (this increases as sales pages are created). Move between the tabs by clicking at the bottom of the page or clicking on the buttons located on the spreadsheets.

Menu: Move to other parts of the spreadsheet.Index: Displays a list of the sales pages created and whether they have been converted into CSV files.Vessel List: Complete vessel details for use in Template.Sales Lookup: Complete sales lines for use in Template.Template: Complete sales details.

Each time a new sales page is entered, the spreadsheet adds a new tab, and so in a short period of time the spreadsheet can become difficult to navigate. To help with this you can use the Index sheet to find the sales page you are interested in.

By clicking on the hyperlink (blue underlined writing) you will be taken to that sheet on the spreadsheet.

How to create a sales template

1. Enable content

The below message may appear when the file is opened. Ensure Enable Macros is selected so that it works as required.

2. Save file as a Macro Enabled Workbook

3. Enter buyer number

Go to Template, click in cell Q2 and enter the Buyer number

4. Enter vessels

Go to Vessel List, click on Add Entry (in cell E1), this opens up the below form:

Enter details for each vessel that you buy fish directly from and click on OK (this will make it available to enter sales notes on the templates page).

5. Enter sales line lookup

Go to Sales Lookup, click on Add Entry (in cell J1), this opens up the below form:

Complete the sales line lookup and then click OK. The name of the species line is how it will appear on the template, so ensure it is a descriptive name (eg. Hen crabs, whole lobster). Choose from the dropdown menus, the ICES/NAFO zone is optional, all others are compulsory. Complete one sales line lookup for each species combination you are likely to use for sales, these will now be available to use in the template.

6. Set up template

Click on Template. Click in cell A4 and select the dropdown, this will display the list of vessels that you completed in stage 4. Select one of these.

Click in cell B4, select the port of landing from the dropdown list.

Click in cell N4 and select the dropdown, this will display a list of species name that you completed in stage 5.

The template should be set up with each vessel having a line for each species combination, for example below:

7. Save

Go to File, Save as and change the name of the spreadsheet to ERS Master Copy.

Examples of sales note configuration

1. One vessel many species (this could be used as an invoice)

For buyers dealing with a large variety of fish, this can be dealt with by using onefile per vessel. On the template, set up all fish that is regularly dealt withunder species name, and under Vessel PLN and Port of Landing ensure it is thesame all the way down.

2. Many vessels one species

For buyers dealing with a small variety of fish, all vessels that are bought from canbe recorded on one spreadsheet. On the template, set up all fish that is regularlydealt with under species name, and under Vessel PLN and Port of Landing ensurethat each vessel is set up against each species.

How to enter a sales note

1. Enter sales lines

Go to Template, and for each sales line that has been sold for the day, enter date of landing, date of purchase, quantity and value (compulsory fields). Logbook number, landing dec number, contract reference number and price are optional fields.

Leave sales lines blank if a sale has not been completed for that day for that species.

If there is more than one date of landing (for example several landings of fish over theweekend and sold on Monday), click button ‘Add another date of landing’, up to a limitof three dates of landing.

2. Save form

Click on Save page button (in cell A1).

Enter a name for the sheet and click OK.

A new tab will be created with the sales information that has just been entered. The sales information will be removed from the template (although it will leave the vessel, species name and port of landing.

Once the first sales page has been created, go to File, Save as and change the name of the file to working copy. After each subsequent sales page is created, click on the save icon at the top of the screen.

How to submit a sales note

1. Create CSV

Click on the Index tab, and select Create CSV file (located in cell B1). This process turns the sales page in a number of sales note (one sales note per vessel, per day).

Note that on the Index tab, if a sales page has not been turned into a CSV file (ready to send to the ERS website) column B will be blank.

Select the sales page from the dropdown menu and click OK.

The CSV file will be saved in the same folder that the spreadsheet is saved in.

2. Email CSV

Attach CSV file to email and send to ERS website to the address: ers.sales.note@saffire-online.com. Ensure that the title of the email is esalesnote.

Test data: All users wishing to submit test sales notes should email the following address: ers.sales.note@staging.saffire-online.co.uk

3. Receive response

You will receive a response by email to inform you that the sales notes have been received. Each sales note will be given a reference number, and this will be on the 5 th

line below the word start. You should take a note of the reference number in case an amendment needs to be made for the sales note.

The response may indicate that a sales note has failed validation. In this case the MMO will be in contact to discuss the issue.

Why a sales note fails validation

1. Invalid vessel details2. Invalid logbook number3. Invalid buyer number4. Invalid species combination5. Duplicate sales note6. Sales note comes from an unrecognised email address

Amending a sales note

1. How to amend a sales note

- If a sales note has been accepted by the ERS website it cannot be amended until it has been unlocked by a member of the UK Fisheries Authorities. Contact your local office and ask them to unlock the record. You will need to tell them the sales note reference number and the reason for the change.

- If a sales note is returned as failed validation, you can log on to the ERS website and amend it.

To modify or view a submitted sales note click on one of the three manage buttons.

- Note in preparation: Saved but not submitted forms.- Submitted and Modified: Successfully submitted sales notes, cannot be amended

until they have been unlocked by the authorities.

- Alerts: These are for sales notes that have failed validation.

The edit button is available in this case. Click on this to go to the sales note:

At the top of the sales note, the following fields will be available. Complete these, amend the sales note and click submit.

2. Reasons that UK authorities would request a change

a) If a sales note fails validation, MMO staff will be in contact with you to discuss changes that are required.

b) If a sales note is accepted on the website, staff could notice that some data that could be a discrepancy. For example there could be an incorrect value for the species. They will discuss the issue with you and if a change is necessary they will reject the sales note for you to amend.

Maintenance of the spreadsheet

1. If you have followed the above steps you will have a master copy and a working copy of the spreadsheet.

2. At regular intervals (once a month), archive the spreadsheet and start a new working copy. To do this, go to File, Save As and change the name of the file to ERS Archive month.

3. Open the Master Copy and go to File, Save As and change the name of the file to ERS working copy.

4. By following these steps you will avoid the file growing too large, which will make it run slowly.

Advantages to using multiple note sales template

1. Setting up templates in advance can save time with daily data entry.2. Once sales lines are entered on the template they can be left blank if they have

not been sold on that day.3. It is in use by a number of buyers and therefore is stable.4. Buyers with a slow internet connection will find this easier to use than the online

data entry.5. Extra information can be added to the sales pages (from column R onwards) if

the buyer wants to use these as an invoice for the vessel owner. An example of this is a formula to show the total weight and value on the sales page:

Disadvantages

1. Setting up the template can be time consuming.2. Using the online sales note submission option reduces the chance of the sales

note failing validation. For example, it is not possible to submit an invalid species combination online as the data entry is restricted to valid combinations. For this spreadsheet it is possible to submit invalid combinations and the buyer will receive an email notifying them that the sales note has failed validation.

3. You cannot submit an amendment to a sales note using this spreadsheet. This will have to be done from the ERS website.

4. It is not suitable for users with no knowledge of Excel as it requires a certain amount of maintenance.

5. For this option to work effectively, the buyer will need to follow the process closely. Once a sales page has been saved, the CSV should be created and then emailed to the ERS website. Any delay in this can lead to confusion about whether a sales note has been submitted.

6. If the buyer already has their own data entry system, using this spreadsheet will require them to enter the sales details twice.