HTML5 COAR User Guide

HTML5 COAR User Guide

Please make sure that users that will be using the COAR reporting features in eLandings are authorized for COAR.
It is VERY important to make sure that the COAR user is set up as a COAR user for the primary operation and all
child operations. A child operation includes buying stations and custom processing relationships. Users can be
added to the operation with COAR authorization or exisitng users can have their profiles updated to allow COAR
access by any user on that operation who has admin authorization.

Accessing the COAR reporting page
Click on the Reports tab, and select COAR Reports from the drop-down menu.

You will be directed to the COAR page where you will need to select your Operation/Processor Code and enter a
year of operation to generate the COAR file. Once you have chosen an operation and year, click Search.

Remember, if you are an authorized user on multiple operations, you will have a drop-down list of all your
operation names with proc codes for all operations to choose from. Make sure you are choosing the correct
operation you want to run the COAR for.
If the user attempting to run the COAR is not authorized for all the operation’s associated child operations, like a
custom processing relationship, the user will receive an error message notifying for which child operations they
have insufficient privileges or are unauthorized.

Now that you selected the operation and year you want to run the COAR report generator for, you will see that
operation and the Status of the COAR file. The status will be Not Generated.

COAR Statuses:
•
•
•
•
•
•
•
•
•
•

Not Generated
Generation Requested
Generated
Downloaded
Uploaded
Submitted
Reviewed
Extracted
Post-season Adjustment Submitted
Voided

Generate the COAR
To generate the COAR file and to progress through the statuses, go to the hamburger menu. Click on Generate
Report. More options will become available under the hamburger menu as the COAR status progresses.

Then confirm you operated using that proc code in the year you are running the COAR for by selecting Yes. Then
click on Generate. This will generate a summary report of buying and production activity for the year specified.

You should be provided with information regarding your COAR file generation and will receive an email
notification when the report is ready for download. Your status will now show Generation Requested.

Downloading the COAR
At this point, if you have not navigated away from this screen and received email notification that your COAR is
ready, you can click on Search and reenter your operation and year, then click search. If you have left the COAR
page, simply go through the first steps of getting to the COAR page. Select your operation and year, then click
select again.
Note: If you have not received email notification that your COAR file is ready for download after the indicated
wait time, please return to the COAR reporting page and see if the status has updated to “Generated” before
contacting eLandings staff for help. It is only a notification. No information in that email needed to proceed.

When you have landed back on the COAR Report page, you will see that the report status is now Generated.

Now you can download your COAR file as an Excel spreadsheet. Again, download and progression through the
report statuses is all done from the hamburger menu. Click on it and you will see you have more options
available now.

Click on Download Spreadsheet to download a copy of the file to your computer. Save the file to a location of
your choosing. Then navigate to the file and open it to enter data.

Completing Your COAR Data Entry
PLEASE do not modify headings, move, or remove any of the columns. The file must remain in the same format
for uploading to eLandings or the system used by ADF&G staff to import COAR data. You will need to review, edit,
and enter buying data and production data into the spreadsheet. Remember to mark if the price is FINAL or NOT
FINAL.

Remember to check every sheet of the COAR file and enter pricing details into every row with buying or
production data. Depending on your operation, many of the sheets may be blank. PLEASE do not delete unused
sheets, enter data, or modify unused sheets. For example, if you did not have any canned production or a
custom processing relationship, those sheets should be blank. Nothing to be done on those sheets, just leave
them as they are.

Note: Daily Production Reports are the only source of production information and are only required for federally
managed fisheries. No state managed fisheries have production information in eLandings to generate the
production information of the COAR. Those values must be entered from the processor’s business records.

Submitting the COAR
Now that you have downloaded, entered your pricing details, and saved the changes, you can upload your
completed COAR file to eLandings. It is not necessary to submit your COAR through the eLandings system. You
can submit directly to the ADF&G Seafood Coordinator by email: [email protected]. The completed
COAR can also be mailed to ADF&G Division of Commercial Fisheries, PO Box 115526, Juneau, AK 99811-5526.
Once your file is downloaded, we recommend contacting the Seafood Coordinator with any questions about
completing the report by email or phone: (907) 465-6131. Contact eLandings for help with generating,
downloading, or uploading questions.

If submitted via eLandings, click on Upload Spreadsheet which is also found in the hamburger dropdown. Click
Browse to navigate to and select the file from where you saved it on your computer, then click Upload.

Successfully Uploaded!

If the spreadsheet has missing or incorrect data, you will get an error message that prevents you from uploading
the COAR file. If the data has errors, the status will not change, and the data will not be saved in the database.
Errors that prevent saving are things like missing or invalid species codes, COAR Area codes, weights, or prices.
Please Note: When reports are uploaded the user can also receive warning messages. These messages will not
prevent the data from being saved in the database but may indicate problems with the report. Please review for
accuracy. Reports can be edited and uploaded again as many times as necessary before final submission.

Finally, you can submit your report. Back to the hamburger menu for this

Add any additional contact information and comments to the report.

From here, eLandings staff or the ADF&G Seafood Coordinator will review the COAR report and change the
status to Reviewed. Setting the status to Reviewed signals the ADF&G ENCOAR application to extract your COAR
data into ENCOAR.

COAR Certification Page
You must sign and submit a Commercial Operators Annual Report Certification Page April 1st of each year to
comply with 5 AAC 39.130 and 50 CFR 679, whether you operated or not. To download the certification page
from eLandings, you must have the COAR file in Submit status.
Once you click on “Submit” the options on the hamburger menu change. Click on Display Signature Page PDF to
generate the certification page. You can also get a PDF copy of the COAR report summary here too.

Now you can download the certification page, sign, and return it to the Seafood Coordinator. Currently, there is
no option for submitting the certification page via the eLandings COAR page.
If you have an active fisheries business license and proc code but did not operate in this COAR reporting year,
you can still generate the certification page PDF to sign and send to the Seafood Coordinator. Remember, the
COAR status must be up to the Submitted stage to generate the certification page.

How to get the certification signature page if you did not operate? Click COAR Reports from the Reports tab like
you were going to generate a COAR file. Then enter your proc code and year.

Next you will click Generate Report from the hamburger menu, but you will want to select “No” if you didn’t
operate. Now select Submit from the hamburger menu and the option to Display Signature Page PDF will be
available from the hamburger menu.

For most users, completing and submitting the signature page with the report completes the annual COAR
process.

Regenerating Reports and Detailed Reports

Why Regenerate a Report?
If you have made any edits to your buying or production data since you ran the COAR file generator, you should
“Regenerate Report”. You may find discrepancies between eLandings and your company’s records or accounting
details. If you need to make adjustments to any buying or production data in eLandings, you will likely need to
regenerate the report to reflect any changes on your eLandings generated COAR file.
*Please Note: changes to a landing that would affect total pounds purchased that would differ from numbers
displayed on the originally submitted fish ticket must be documented. Please print a revised fish ticket to reflect
these changes and submit it to your local Fish & Game office.

Why Generate a Details Spreadsheet?
This feature is primarily used for troubleshooting problems with uploading your completed COAR file via the
eLandings system. Generating a Buying Details or Production Details Spreadsheet provides a landing and fish
ticket details report for the buying or production data of your COAR. If you receive an error during upload or
submission of your completed COAR, it may be helpful to generate a detailed report to get a better sense of how
eLandings is producing the COAR records.

Post-season Adjustment
On occasion, an operation will determine that they need to submit post-season price adjustments. This can be
done by editing to show the adjusted data into their copy of the spreadsheet or can download the report
spreadsheet again and reenter amounts to reflect the corrected adjustments. Only the Total Amount, Ave. Price,
and the FINAL/NOT FINAL columns after the initial submission. The other columns are locked for editing. Please
contact the Seafood Coordinator if you need to make edits to the locked columns.
Then upload the spreadsheet, and the COAR Report status will change to Post-season Adjustment Submitted. As
with the original COAR submission, the post-season adjustment COAR can also be submitted directly to the
Seafood Coordinator.

For COAR reporting resources, please visit the COAR page of the ADF&G website:
https://www.adfg.alaska.gov/index.cfm?adfg=fishlicense.coar

COAR Status Definitions
Not Generated: The report display web page will show a status of Not Started if the COAR report does not exist,
and the reporting process has not begun.
Generation Requested: Once the user has requested that the report be generated, the report display web page
will show the report in Generation Requested status. The report will exist in the database but will not have any
buying data from the eLandings database until the generation process completes. When the generation process
is complete the user will be notified by email that their report has been generated.
Report Generated: Once the report generation process has run the report will have buying and custom
processing data pulled from the eLandings database. Reports in this status can then be downloaded as Excel
spreadsheets.
Report Downloaded: When the user downloads their COAR Report spreadsheet from the eLandings COAR
Report webpage, the status will change to Report Downloaded.
Report Uploaded: After the user reviews and edits buying data, and enters production data, they can upload the
COAR Report spreadsheet to eLandings. If the data has errors, the status will not change, and the data will not be
saved in the database. Errors that prevent saving are things like missing or invalid species codes, COAR Area
codes, etc. Missing weights or prices also cause errors.
Please Note: When reports are uploaded the user can also receive warning messages. These messages will not
prevent the data from being saved in the database, but may indicate problems with the report, or data
conditions that should be reviewed for accuracy. Reports can be corrected and uploaded again as many times as
the user wants, before final submission.
Report Submitted: Once the COAR Report spreadsheet has been uploaded, the user can submit the report. The
report submission process requires the user to add contact data to the report. Once the report is submitted the
user can no longer edit and re-upload the spreadsheet. However, if errors are discovered after the report is
submitted, ADF&G personnel can return the COAR Report to the Report Uploaded status so the corrected
spreadsheet can be uploaded.
Report Reviewed: Once ADF&G staff review the report and determine that it meets requirements they will
change the report status to Report Reviewed. The report can then be extracted from eLandings into the official
ENCOAR database.
Report Extracted: When the COAR Report is extracted into the ENCOAR system the status is changed to Report
Extracted. This is the final status for COAR Reports, but it may be modified if post-season price adjustments are
needed.
Post-season Adjustment Submitted: If users determine that they need to submit post-season price adjustments
they can edit the adjusted data into their copy of the spreadsheet or can download the report spreadsheet again
and do their edits. They then can upload the spreadsheet, and the COAR Report status will change to Postseason Adjustment Submitted. The report will go to the Report Reviewed status once ADF&G staff have reviewed
the adjustments and will return to Extracted status when the adjustment COAR is extracted to the ENCOAR.
Report Voided: If a report needs to be deleted for some reason it can be placed in the Report Voided status, and
it will no longer be treated as an active COAR Report.