feed production receiving

Feed Production Receiving transactions record the Finished Feed in inventory at the received cost as defined in the purchase order. Journal transactions are recorded at receiving to record the charge to inventory/expense and the offset to accounts payable accrual.

Prior to creating a Feed Production Receiving, the following items must be created:

• Feed Mill
• Vendors
• Purchase Orders
• Drivers (Optional)
• Vehicles (Optional)
• Freight Products
• Weight Scales (Optional)
• Scales Operator (Optional)

The following procedures are outlined related to creating a Production Receiving:

• Creating a Feed Production Receiving
• Header
• Details
• Additional Details
• Right-Clicking Options
• Creating a Return
• Creating a Purchase Order Adjustment
• Replacing a Purchase Order

Create a Feed Production Receiving

1. In FMIM>Transactions>Feed Production, select Receivings.
2. In the Finished Feed Receivings main index, select the button to create a new record.

Header

The Header section contains the following components:

• General
• Amount & Settings
• Derived

General

The General section relates to the Purchase Order. The Feed Mill, Vendor No and Trans Date Time are what link this screen to the Purchase order.

1. Click on the General tab.

2. From Feed Mill No, select the feed mill that is receiving the ingredients.
3. From Vendor No, select the vendor that is supplying the ingredients. The selected vendor must match the purchase order.
4. In the Trans Date Time field, enter the date and time that the ingredients were received.
5. Enter the Ship Date to indicate the date that the ingredient was shipped from the vendor.
6. Ref No is an automatically-generated reference number that uniquely identifies the receiving transaction.
7. Supplier Ref No is an optional field that is used to transfer the supplier reference from the purchase order.
8. Location ID indicates the location from which the vendor shipped the ingredients. Location ID is set up in: Vendor Details
9. Transport Vendor No displays the vendor that hauled the goods if the purchase order excluded or delayed freight.
10. Driver No is an optional field to identify the internal driver delivering the ingredients. Drivers must be set up prior in: Admin>Business>General>Definitions>Drivers.
11. External Driver is an optional field to identify the external driver delivering the ingredients.
12. Vehicle No is an optional field to identify the internal vehicle that is delivering the load. Vehicles must be set up prior in: Admin>Business>General>Definitions>Vehicles.
13. External Vehicle is an optional field to identify the external vehicle that is delivering the load.
14. Trailer No is an optional field to identify the internal trailer that is delivering the load. Trailers must be set up prior in: Admin>Business>General>Definitions>Vehicles.
15. Selecting the Void Flag will delete the transaction and all corresponding journal transactions.
16. In the Comments field, enter any additional details related to the receiving transaction.
17. In the Reject Comments field, indicate the reason that the load was rejected, if applicable.
18. The Attachment field can be used to attach any additional documents related to the receiving transaction.

Amounts & Settings

1. In the No of Receivings field, enter the number of receipts for the receiving transaction. A default of ‘0’ indicates a single receiving transaction.
2. From Scale No, select the number of the scale that is reading the weights. Scales must be set up prior to creating a receiving transaction in: Admin>Business>General>Definitions>Weight Scales.
3. From Scale Operator No, select the scale operator number. Scale operators must be set up prior to creating the receiving transaction in: Admin>Business>FMIM>Scale Operators.
4. Enter the Gross Zero Weight if a zero weight is required.
5. Gross Zero Weight Button is used if a zero weight is required.
6. Gross Zero Weight Date Time indicates the date and time that zero weight was recorded.
7. Gross Zero Weight Scale Ref is a reference number generated from the scale for the zero weight.
8. In the Gross field, enter the gross weight of the vehicle. This field can be manually read or interfaced from a scale.
9. Enter the Tare Zero Weight if a zero weight is required.
10. Tare Zero Weight Button is used if a zero weight is required.
11. Tare Zero Wt Date Time indicates the date and time that zero weight was recorded.
12. Tare Zero Wt Scale Ref is a reference number generated from the scale for the zero weight.
13. In the Tare field, enter the tare weight of the vehicle. This field can be manually entered or interfaced from a scale.
14. Net is the difference between gross and tare. This field can be manually entered or, if weights are entered, it is calculated automatically.
15. Gross Wt Date Time displays the date and time that the gross weight was recorded at the scale.
16. Gross Wt Scale Ref No displays the reference number for the gross weight scale reading.
17. Tare Wt Date Time displays the date and time that the tare weight was recorded at the scale.
18. Tare Wt Scale Ref No displays the reference number for the tare weight scale reading.
19. Tare Auto Manual indicates the tare setting of Auto or Manual.

Derived

The information in the Derived fields automatically generates from the first two grids - General and Amounts and Settings. The fields are read-only and cannot be modified.

Details

The line details relate to the product that is being received from the vendor. In the child grid for the line item are the details related to add-ons and assays. These amounts will default as defined from the purchase order and cannot be modified at receiving. If there is freight assigned to the product, two lines will appear in the lines details for each product received. The first line will be related to the product details and amount ,with the second line referencing the freight amounts.

1. Click on the Details grid.
2. Select to create a new detail line.
   

3. In the Purchase Order Inventory dialog box, select the required purchase order and then click 'OK'.

4. The Details tab contains the base information relating to the products being received from the vendor.

5. Complex Po No indicates the purchase order that is being received. Purchase orders must be in 'Posted' status. Purchase orders will be filtered based on the cost center and vendor selected in the header.
6. In the Product No field, enter the product number that is being received on the purchase order.
7. Product Name defaults from product No and displays the name of the product being purchased.
8. Lot No is an optional field to record the lot number for the ingredient being received. The lot number will follow the ingredient through to the production process.
9. Silo No is an optional field to record the silo location from which the product is being received.
10. Silo Name defaults from Silo Name and displays a description of the selected silo.
11. Pay Basis defaults from the purchase order and indicates if the payment to the vendor is being determined based on the received weight or the shipped weight.
12. Received Weight indicates the weight that is being received. This amount will default from the net weight in the contract header. Depending on a setup switch that determines whether the receiving transactions are recorded based on inventory units or vendor units, this field may be automatically calculated.
13. Received Vendor Units indicates the number of vendor units that are being received. For example, the received weight is in pounds, but the product was purchased from the vendor in tons. Depending on a setup switch that determines whether the receiving transactions are recorded based on inventory units or vendor units, this field may be automatically calculated.
14. Shipped Weight is an optional field to enter the shipped weight if the vendor is being paid based on shipped weight. Depending on a setup switch that determines whether the receiving transactions are recorded based on inventory units or vendor units, this field may be automatically calculated.
15. Shipped Vendor Units is an optional field to enter the shipped vendor units if the vendor is being paid based on shipped weight. Depending on a setup switch that determines whether the receiving transactions are recorded based on inventory units or vendor units, this field may be automatically calculated.
16. Unit Description is derived from Vendor Sku and display the unit of measure from which the product was purchased from the vendor.
17. Units Per is derived from the Vendor Sku and  indicates the number of units in each vendor unit.
18. Amount is a calculated field and represents Received/Shipped Vendor Units x Unit Price.
19. The Unit Price defaults from the purchase order  with no option to modify at receiving.
20. Total Add-ons is a calculated total amount of premium add-ons that will be added to the vendor payment based on the amounts defined in the purchase order. Details are located in the child grid.

21. Total Discounts is a calculated total amount of discount add-ons that will be deducted from the vendor payment based on the amounts defined in the purchase order. Details are located in the child grid.
22. Total Taxes is a calculated amount based on the taxable product and/or add-ons as defined in the purchase order. Details are located in the child grid.
23. Total Assay Penalty is a calculated amount that will be deducted from the vendor payment based on the configuration of the assays. Details are located in the child grid.
24. Total Assay Bonus is a calculated amount that will be added to the vendor payment based on the configuration of the assays. Details are located in the child grid.
25. Total Amount is a calculated total amount of the receiving transaction based on the amounts that are defined in the purchase order.
26. Bill of Lading is a location to enter the bill of lading reference for the receiving line.
27. Currency No displays the required currency and is derived from the purchased order
28. Currency Name defaults from Currency Name and displays a description of the currency.  
29. The Prepaid Final Receiving flag will be selected if the receiving is the final receiving.

Additional Details

The line details relate to the ingredient that is being received from the vendor. Click on the  + in the line item to  view the child grid for the details related to add-ons and assays. These amounts will default as defined from the purchase order and cannot be modified at receiving. There are three tabs related to the line details:

• Premium & Discount Add-Ons
• Taxes
  

AddOns Premium & Discount

Premium and discount add-ons default from the purchase order. Amounts will be calculated based on the amount received.

1. Click the button on the Complex PO No field to display the child grid.

2. Product No displays the code of the selected add-on.

3. Product Name displays a description of the add-on.

4. Transaction Basis is a read-only field that defaults from the selected add-on and determines how the add-on is calculated on orders. Options are: Per Unit, Percentage, Flat Rate, or Free Percentage.

5. Payment TypeTransaction: Processed with the sales invoice.
   
   Rebate: Processed at a date later than the invoice..
   
   Internal: An internal transaction is a transaction that is not invoiced to an external source  (Example: There is an internal haulage department that gets a credit for hauling products). is a read-only field that derives from the purchase order and determines when the add-on payment is made.

6. Payee Type is an optional field that indicates the source type for the premium or discount add-on.

7. Transaction Entity ID is a required field if a different Payee Type is selected. If Payee Type is set, the selected  vendor or cost center name will appear in this field.

8. Pay Calculation Type defaults from the vendor sku and determines the base amount of the add-on calculation.

   1. Product Amount - the add-on is calculated based on only the product amount and does not include any other add-on in the calculation of the amount.

   2. Net Amount - the add-ons is calculated based on the net amount of the transaction based on the product amount including other add-on amounts, but excluding taxes.

9. Vendor Calculation Type  determines if the payment is calculated based on the base add-on logic using Transaction basis or if the add-on amount is only deducted from the vendor payment.

   1. 1. Normal - the add-on is calculated based on the rules established by Transaction Basis and the Payment Type defined in the vendor SKU and sales SKU.

      2. Deduction Only - the add-on is calculated based on the rules established by Transaction Basis, however the add-on is only deducted from the vendor payment.

10. Taxable identifies if the item is taxable or non-taxable when the add-on is purchased. The flag will be selected if the item is taxable.

11. Currency No defaults based on the currency assigned to the purchase order as defined, with no option to modify.

12. Currency Name displays a description of the currency type.

13. Amount displays the total cost of the add-on.

Taxes

Tax codes as defined on the purchase order will default to the receiving transaction. The amount will be calculated based on the rate that is in effect on the receiving date. There are two types of taxes.

• Accrual Taxes: Will record the tax accrual and record the journal transaction at time of receipt.
• Invoice Taxes: Will calculate the tax at time of receipt, however the journal transaction is not created until the purchase invoice is processed. Invoice taxes are generally used for federal taxes that are reimbursed to the company by the government and cannot be actually recorded until the vendor invoice is received.

1. Tax No identifies the tax code to be applied to the product and premiums/discounts for the selected line item. The Taxable flag must be selected in the product and premiums/discounts for taxes to calculate.

2. Tax Name describes the selected tax code.

3. Amount is the total amount of tax applicable on the product.

4. Once the transaction is completed, save and close the document.

5. Post the record by using the right-click option or on the menu using the green check mark. . Posting the record will lock the record and create debit and credit journal transactions.

Right-Clicking Options: General Information

While in the In the FMIM Feed Receiving index screen, more transactions are available by right-clicking on any line item. These options are also available on the menu.

1. Edit allows changes to be made to the record before it is posted.
2. Delete removes the record completely from the system. Records must be in 'Unposted' status first.
3. Post locks the record and the record becomes-read only.
4. Unpost unlocks the record so that the record can be edited.
5. Void Records leaves the record in the system in 'voided' status, and also voids the journal transaction so it is not included in the data. This option is used when an audit trail is needed..
6. Return is used when the feed/ingredient was returned to the vendor.
7. Create PO Adjustment allows the adjustment of the outstanding amount on the purchase order. This applies to debit or credit adjustments.
8. View PO Adjustments shows a summary of the adjustments that have been made to the purchase order for the ingredient that is being received.
9. Replace Purchase Order is used if the purchase order has been received to the wrong PO.

Create a Return

Create a Return transaction to return Finished Feed to the vendor. Journal transactions are created during this process. Returns are used for 'Posted' records only.

1. In the FMIM Feed Receiving index, right-click on the required record and select 'Return'.
   
   
   
2. Enter the date of the return and click 'OK'.
   
   
   
3. In the Purchase Return dialog box, enter the number of Units to be returned
4. Available auto-populates, and is the amount of units in inventory.
5. Original auto-populates, and is the number of original purchased units.
6. Returned auto populates with the units of previous returns for this record.
7. Units Mode - system default.
   

Create a Purchase Order Adjustment

Creating purchase order (PO) Adjustments adjusts the amount of ingredients that can be received on a PO. This option allows user to adjust the outstanding amount on the purchase order. This is done when the ingredient has been received to the wrong PO. Create PO Adjustments are created for 'Posted' records only.

1. In the FMIM Ingredients Receiving index, right-click on the line item that requires an adjustment.
   
   
   
2. In the Adjust Receiving dialog box, enter the Date of the adjustment.
3. The Debit PO will auto-populate from the original-created PO.
4. Select the Credit PO - to be adjusted .
5. Enter the Quantity (Inv Units) amount to be adjusted by.  
6. Available (Inv Units) is the amount of product in inventory.
7. Earliest Date is the earliest date the adjustment can be made.

Replace Purchase Order

If the purchase order has been received to the wrong PO, Replace Purchase Order can be utilized. From 'Replace Purchase Order', a list of purchase orders for the same vendor and product can be found in order to switch the PO. Replace Purchase Order will replace the  cost of the ingredients, where  PO Adjustment will only adjust the amount of the ingredients. Replace Purchase Order cannot be used with a 'Posted' record.

1. In the FMIM Feed Receiving index, highlight the record that needs to be replaced.
2. Right-click and select Replace Purchase Order.
   
   
   
3. Select the PO that will replace the original PO by checking the box in the selected column and clicking 'OK'.
4. The original PO will be placed back in PO inventory to be used at a later date.
5. If Delayed Freight was used to create the PO, the Haulage Selection will need to be entered.
   
   
   
6. In the Inventory Haulage Selection dialog box, select/Change  the Haulage Vendor No, if applicable.
7. Select/Change the Haulage Vendor Sku No, if applicable.
8. Enter the Freight Rate and then click 'OK'.
9. The original PO will be placed back in PO inventory to be used at a later date.