Create and run a settlement

The following procedure outlines how to create a new settlement, run the settlement, and generate settlement lines.

1. Select the Search icon , enter Settlements, and then choose the related link.
   The Settlements list page opens.
2. On the action bar, select New.
   The Settlement card page opens.

3. On the General FastTab, enter the required information in the following fields:

   Field	Description
   Document Date	Select or enter the date when the related document was created. By default, the work date is set as the document date.
   Posting Date	Select or enter the date when the related document was posted. By default, the work date is set as the posting date.
   Last Calculated Date	Specifies the date on which this settlement was recently calculated.
   Accounting Method	Specifies the accounting method applied when this settlement was recently calculated.
   Responsible Person Code	Select a user who is responsible for this settlement.
   Responsible Person Name	Specifies the name of the user responsible for this settlement.
   Status	Specifies the status of this settlement record. The available options are New, Open, Calculated, Released, To Invoice, Invoiced, Updated, Partially Closed, and Closed. For more information, see Manage the status of a settlement.
   Cost Template Code	Specifies the cost template code selected when initiating the settlement calculation for a purchase order with the Accounting Method field set to Account Sale or Pooling.
   Cost Template Description	Specifies the description of the cost template code selected.

   
   The system assigns the settlement number based on the number series setup. For more information, see Set up grower returns.

4. On the Claims FastTab, enter the required information in the following fields:

   Field	Description
   Open Purchase Claims	Specifies the total number of open purchase claims associated with the settlement. An open purchase claim is a purchase claim line that references the lines in this settlement and has the Document Created checkbox cleared on the Purchase Claim page. Select the field value to view the purchase claim lines. This field is visible only when the Aptean Claims extension is installed.
   Open Sales Claims	Specifies the total number of sales claims associated with the settlement. An open sales claim is a sales claim line that references the lines in this settlement and has the Document Created checkbox cleared on the Sales Claim page. Select the field value to view the sales claim lines. This field is visible only when the Aptean Claims extension is installed.

5. On the action bar, select Calculate to define the filters and calculate the settlement.
   The Calculate Settlement page opens.

6. In the Accounting Method field, select the accounting method you want to use for this calculation. The available options are: Grade Out, Pack Out, Account Sale, and Pooling. For more information, see Understand accounting methods.
7. In the Settlement Unit of Measure Template Code field, select a settlement unit of measure template to apply to the calculation. For more information, see Set up settlement unit of measure templates.
   The default settlement unit of measure template setup on the Grower Return Setup page is displayed. If you have set the Accounting Method field to Pooling, the settlement unit of measure defined in the associated pooling template overrides the default setup. You can override this field value as required.

8. Depending on the Accounting Method field value you selected, enter the required information in the following fields:

   • Grade Out: On the Attributes and Filter: Purchase Line FastTab, select the filters you want to apply to the calculation.
   • Pack Out: On the Attributes and Filter: Purchase Line FastTab, select the filters you want to apply to the calculation.
   • Account Sale: On the Account Sale FastTab, in the Document No. field, enter the relevant document number.
     On the Cost Template FastTab, in the Cost Template Code field, the system displays the Cost Template Code field value associated with the related vendor, or if the Invoice Grouping Type field value is set as Per Pay-to-Vendor, the system inherits the appropriate cost template from the respective Vendor Card page. Otherwise, the system inherits the cost template code set up in the Grower Return Setup page. Additionally, you can select a cost template code manually.
     On the Filter: Purchase Line FastTab, select the filters you want to apply to the calculation.

   • Pooling: On the Pooling FastTab, enter the required information in the following fields:

     Field	Description
     Pooling Template Code	Select a pooling template code. For more information, see Set up pooling templates.
     Proposed Pool Quantity Source	Specifies whether the pooling quantity is based on the sales or received quantity. This value is derived from the pooling lot aggregation template, or the default value defined on the Grower Return Setup page. You can select or change this value manually if required.
     Pool by	Specifies the grouping method to group the pooling lines accordingly. This value is derived from the Pool by field value associated with the pooling template or the default value defined on the Grower Return Setup page. You can select or change this value manually if required.
     Lot Aggregation Template Code	Specifies the lot aggregation template code. This field is editable if you have set the Pool by field as Lot Attributes. This value is derived from the pooling template or the default value defined on the Grower Return Setup page. You can select or change this value manually if required.

     On the Cost Template FastTab, the system displays the Cost Template Code field value associated with the selected pooling template or the default value defined on the Grower Return Setup page. You can select or change this value manually if required. On the Attributes and Filter: Purchase Line FastTab, select the filters you want to apply to the calculation.

   • The filters defined on the selected pooling template are applied to the calculation by default.
   • The filters set on the Calculate Settlement page are applied to the calculation in addition to the filters defined on the Pooling Template page. This can result in unexpected outcomes. Hence, we recommend defining the filters in the pooling template instead of applying them manually on the Calculate Settlement page.

9. Select OK.
   The system calculates the settlement, updates the Status field value to Calculated, and generates settlement lines on the Lines FastTab.

10. You can view details of the settlement lines in the following fields:

    Field	Description
    Buy-from Vendor No.	Specifies the vendor who supplied the item for which you must settle the payment.
    Buy-from Vendor Name	Specifies the vendor's name who supplied the item for which you must settle the payment.
    Pay-to Vendor No.	Specifies the vendor with whom you need to settle a payment.
    Pay-to Vendor Name	Specifies the name of the vendor with whom you need to settle a payment.
    Source Document Type	Specifies from which source document type the settlement line originates.
    Source Document No.	Specifies from which source document number the settlement line originates.
    Source Line No.	Specifies from which source document line number this settlement line originates.
    Item No.	Specifies for which purchased item you are creating a settlement quantity with direct unit cost.
    Item Category Code	Specifies the item category of the item on this settlement line.
    Description	Describes why you are creating a settlement. In most cases, it describes the item procured.
    Global Lot Attributes	Specifies the global lot attributes (one to eight) with their corresponding values.
    Quantity	Specifies the quantity originally ordered when creating the source document line from which this settlement line originates.
    Unit of Measure Code	Specifies how each item is measured, such as in pieces, kilograms, or tons.
    Settlement Quantity Unit of Measure Code	Specifies the settlement quantity unit of measure applied to this settlement line. For more information, see Set up settlement unit of measure templates.
    Settlement Price Unit of Measure Code	Specifies the settlement price unit of measure applied to this settlement line. For more information, see Set up settlement unit of measure templates.
    Quantity Returned (SU)	Specifies how many items on the line have been returned to the vendor in purchase return orders, expressed in the settlement unit of measure.
    Negative Adjustment (SU)	Specifies how many items on the line have been negatively adjusted, expressed in the settlement unit of measure.
    Inventory (SU)	Specifies the total quantity of the item on the line remaining in the inventory, expressed in the settlement unit of measure.
    Quantity Received	Specifies how many units of the item on the line have been posted as received.
    Quantity Invoiced	Specifies how many units of the item on the line have been invoiced.
    Quantity to Settle	Specifies the quantity to settle, expressed in the unit of measure of the source document from which this settlement line originates. This value is calculated as the sum of the Qty. to Settle field values of all settlement detail lines linked to this settlement line.
    Qty. to Settle (SU)	Specifies the Qty. to Settle field value, expressed in the settlement unit of measure.
    Qty. to Settle (SQU)	Specifies the Qty. to Settle field value, expressed in the settlement quantity unit of measure set up on the applied settlement unit of measure template.
    Qty. to Settle (SPU)	Specifies the Qty. to Settle field value, expressed in the settlement price unit of measure set up on the applied settlement unit of measure template.
    Open Purchase Claims	Specifies the total number of purchase claims associated with the settlement line. An open purchase claim is a purchase claim line that references this settlement line and has the Document Created checkbox cleared on the Purchase Claim page. Select the field value to view the purchase claim line. This field is visible only when the Aptean Claims extension is installed.
    Open Sales Claims	Specifies the total number of sales claims associated with the settlement line. An open sales claim is a sales claim line that references this settlement line and has the Document Created checkbox cleared on the Sales Claim page. Select the field value to view the sales claim line. This field is visible only when the Aptean Claims extension is installed.
    Amount to Settle	Specifies the amount to be settled with the vendor. This value is calculated as the sum of the Amount to Settle field for all detail lines linked to this settlement line. The decimal numbers displayed in this field value depends on the Amount Decimal Places field value on the General Ledger Setup page. If the Currency Code field value exists for this settlement line, the Amount Decimal Places field value from the associated Currencies page is displayed instead.
    Amount to Settle (LCY)	Specifies the value of the Amount to Settle field value calculated to local currency based on the exchange rate applicable on the posting date of the settlement. The decimal numbers displayed in this field value depends on the Amount Decimal Places field value on the General Ledger Setup page.
    Direct Unit Cost per Qty. Received	Specifies the direct unit cost to settle, expressed in the unit of measure of the source document from which this settlement line originates. This value is calculated by dividing the Amount to Settle field value by the Quantity Received field value.
    Direct Unit Cost per Qty. Received (LCY)	Specifies the Direct Unit Cost per Qty. Received field value calculated to the local currency based on the exchange rate applicable on the posting date of the settlement. The decimal numbers displayed in this field value depend on the Unit-Amount Decimal Places field value on the General Ledger Setup page.
    Direct Unit Cost per Qty. Received (SPU)	Specifies the Direct Unit Cost per Qty. Received field value, expressed in the settlement price unit of measure.
    Direct Unit Cost per Qty. Received (SPU) (LCY)	Specifies the Direct Unit Cost per Qty. Received field value, expressed in the settlement price unit of measure in local currency based on the exchange rate applicable from the posting date of settlement.
    Document Costs	Specifies the additional costs calculated by the system based on the cost template setup. For more information, see Set up document calculations for cost template lines. You can select the field value to view and edit the costs on the Document Costs page. For more information, see Manage document costs.
    Document Costs (LCY)	Specifies the Document Costs field value expressed in the local currency.
    Proposed Document Costs	Specifies the proposed document costs calculated by the system based on the cost template setup.
    Proposed Document Costs (LCY)	Specifies the Proposed Document Costs field value expressed in the local currency.
    Currency Code	Specifies the currency code of the purchase line from which the settlement line originates.
    Quantity	Specifies the quantity originally ordered when creating the source document line from which this settlement line originates.
    Grower Return Grouping No.	Specifies the grouping number assigned to this settlement line based on the Settlement Grouping Type field value of the vendor. Settlement lines with identical grower return grouping numbers are typically reported within the same grower return document.
    Invoice Grouping No.	Specifies the grouping number assigned to this settlement line, based on the Invoice Grouping Type field value of the vendor. Settlement lines with identical invoice grouping numbers will be added to the same purchase invoice when posting the settlement.
    Drop Shipment	Specifies whether the source document line of this settlement line is a drop shipment transaction. This field is visible only via personalization.
    Posted Invoice No.	Specifies the posted purchase invoice number to which the settlement line was added.

    • The decimal places displayed for amounts and unit cost fields on this page apply to all related pages across all accounting methods.
    • The following fields are visible only via personalization for settlements with the Accounting Method field value set to Account Sale or Pooling.
      • Document Costs
      • Document Costs (LCY)
      • Proposed Document Costs
      • Proposed Document Costs (LCY)

Settlement page actions

The following actions are available on the Settlement page.

Action	Description
Calculate	Open the Calculate Settlement page to calculate the price you must pay a vendor based on the criteria you define. For more information, see Create and calculate a settlement.
Recalculate	Calculate the settlement based on the criteria defined in the previous calculation. The purchase lines that no longer exist are removed, and new purchase lines that are applicable are added accordingly.
Account Sale	View the Account Sale page for this settlement. For more information, see Manage account sale calculations.
Pooling	View the Pooling page for this settlement. For more information, see Manage pooling.
Related Documents	Open the Settlement Documents page to view the documents created as a result of posting this settlement. The documents include purchase invoices for the purchase orders within this settlement, as well as invoices for third-party commissioners and documents for reconciliation with previously posted advance payment purchase invoices.
Release	Release the document to the next stage of processing. For more information, see Manage the status of a settlement.
Reopen	Reopen the settlement to change or update it. For more information, see Manage the status of a settlement.
Close	Close the settlement. You cannot change or open the settlement after it has been closed. For more information, see Manage the status of a settlement.
Post	Register the document and create and post purchase invoices. For more information, see Create and post purchase invoices.
Create Invoice	Register the document and create and post-purchase invoices. For more information, see Create unposted purchase invoices.
Update Purchase Order	Update the direct unit cost of the related purchase order(s). For more information, see Update the related purchase order(s).
>	Lines FastTab
Line Trace	Open the Line Trace page to view the transaction traces linked to the selected settlement line. For more information, see [View line trace](Line Trace.md).
Details Lines	Open the Settlement Details Lines page to view the details of the selected settlement line. For more information, see View settlement detail lines.
Show Purchase Order	Open the purchase order related to the selected settlement line.
Show Posted Purchase Invoice	Open the purchase invoice related to the selected settlement line.
Create Invoice	Create purchase invoices for the selected settlement lines.