Using SAFIS Reporting File

1. Set your default SAFIS Dealer Code. Go to Purchasing Options, and set defaults in the system for the Company Dealer ID. Enter your dealer assigned number.

2. Indicate which vendors are fishing vessels that need information tracked for SAFIS. Go to Vendor and enter the Vessel Registration Number, the State Commercial Fishing License Number, the Gear Code, the Default Area Fished, the Default Sub-Area Fished and the Default Port. All these are supplied by NMFS.

Fishing vessel information may also be accessed through Vendor Quick Maintenance. Select FISHING VESSEL from the Select A Vendor Field (which appears when you enter the option). Indicate whether the "customer" is a fishing vessel that needs to be tracked by placing a Y (Y = Yes) in the Fishing Vessel field. If a Y is entered, additional fields will open for entry. See Changing a Vendor , Adding a Vendor and/or Vendor Quick Maintenance for more information.

3. In the fishing vessel fields, enter the Vessel Registration Number, the State Commercial Fishing License Number, the Gear Code, the Default Area Fished, the Default Sub-Area Fished, and the Default Port. All these are supplied by NMFS.

4. Any item that is subject to SAFIS reporting needs the NMFS Reporting field to be set to Y (Y = Yes). Go to Item Maintenance, select the item and set the NMFS Reporting field to Y. Once the field has been set to Y, the item will be included in SAFIS reports. See Item, Changing an Item and/or Adding an Item for more information.

5. Establish the ports landed database.

Select the SAFIS Report option. A Select An Option window will appear; select PORTS. A second Select An Option window will appear; select ADD to add a port. Enter two-character alphanumeric port ID code and name for the port. Command options will appear; select Add. If the Port table is empty, the port will default to "00".

1. The system will create a report for the SAFIS system for all purchase orders only when you receive or complete a purchase order with items that have the NMFS Reporting flag set to Y (Y = Yes) in Item were obtained from a vendor designated as a fishing vessel in Vendor.

2. When you are creating a purchase order that contains such info, the VTR Number and the Port Landed on the header of the purchase order. If the VTR number is left blank, you will be warned before updating. This is all of the information you need to create the file for uploading. If the VTR number is blank, the purchase order will not be included on the SAFIS Report.

1. When you are ready to create a file for uploading, select the SAFIS Reporting File option. A Select An Option window will appear with the following options:

• EXIT – Select EXIT to exit the SAFIS Reporting File option.
• PORTS – Select PORTS to add a port.
• RESEND – Select RESEND to resend a SAFIS Reporting File.
  • At the Sequence No field, enter the three digit Sequence Number – the system's tracking number for the report. The sequence number can be found at the top of each NMFS report produced. Entering this number will allow you to reprint (recreate) the report file with current information and will regenerate a report containing all purchase orders that were originally sent for the sequence number entered.
• ALL – Select ALL to select all purchase orders containing NMFS information.
• A list of completed purchase orders containing NMFS information which has not previously been reported. Each line will show the vendor (vessel) and the purchase order number.

 

Select the purchase order you wish to generate the report for, or select ALL for all purchase orders and press Enter. Press Enter again to confirm your selection.

Note: If a purchase order that has already been reported to NMFS is changed, on updating the purchase order you will get a warning that reporting has already taken place, along with the sequence number under which the purchase order was reported. With this information you can report the change to the SAFIS system using their web interface.

3. The message line will now ask if you want to print the report. It is the act of printing the report that creates the CSV file for uploading.

• Select No to exit the option without printing.
• Select Yes to print the report.

 

Note: If there is no information found the following message will display: "Nothing found requiring NMFS reporting!!! Space Bar to continue."

4. Command options will appear allowing you to print or choose from a set of other print options.

1. The reports generated for uploading are created in the Shared/Net Yield/Data/(CompanyName)/ESI Outbox. You will note that the name of the file is designated XXXXX_YYYYYY_ZZZ.csv, where XXXXXX represents the SAFIS agent number, YYYYYY represents the date the report was generated, and ZZZ is the sequence number.

2. Follow the instructions provided by SAFIS to upload this file to their web site.