farms

The first stage in the set-up process is to create the BIM Farms and assign the farms to growout areas and cost centers. There are several tabs required to create farms, with many fields that require definition prior to creating the farms.

The following items must be defined prior to creating farms.

• Growout Area

• Cost Center

• Feed Mills

• Plants

Depending on the level of detail that is being entered on the farms, the following fields may also be desired prior to creating farms:

• Customers

• Vendors

• Cities

• Counties

• States/Provinces

• Countries

• Technical Supervisors

• Technical Advisors

The Farms document contains the following components:

• Creating a Farm

• Additional Options

• Show Map

• Farm Transaction Options

Create a New Farm

There are numerous tabs in the new Farm creation process.

• General
• Planning
• Payees
• Distances
• Feed Capacity
• Vehicles
• Employees
• Visitors Log
• Contracts
• Attributes
• Product Mappings
• Certifications
• Taxes
• Health Status

General

The General tab is used to enter the basic details for the farm, such as address, farm stage, and cost center details. There are two components in the General tab:

• General
• Address

General

1. In SMTS>GIM>Master Data, select Farms.
2. In the Farms main index, click to add a new farm.
3. Click on the General grid within the General tab.

4. In the Farm No field, enter a unique identifier to use as a code for the farm (alphanumeric, max 20 characters). The farm number will be the first segment of the entity ID.
5. In the Farm Name field, enter a description/name for the farm (alphanumeric, max 40 characters). This field will be displayed throughout the system and on delivery documents and other documents related to the farm.
6. New farms will default as Active. If the farm is no longer required, de-select the Active flag.
7. From the Farm Stage drop-down menu, select a stage to assign to the farm. Available options are Finish, Nursery or Wean to Finish.
8. From Growout No, select the growout area for the farm. The growout area groups farms together for registry, security, and reporting purposes. Growouts must be predefined in: Admin>Business>General>Definitions>Growout Codes..
9. From Cost Center No, select the cost center for the farm. Multiple farms can be assigned to a single cost center. Cost centers must be predefined in: Admin>Business>General>Definitions>Cost Centers.
10. From Primary Warehouse No, select the main warehouse for the farm. This field is optional and will be used in MRP.

11. From Production Type, select the genetic type of the pig. Available options are:

    1. 1. Genetic Nucleus - Contains all stages of gilt, sow, nursery and finisher.

       2. Multiplier - Produces gilt piglets to repopulate the sows on a commercial production farm. Any farrows produced are sent to the commercial side for growing to market weight.

       3. Commercial - Produces pigs that are taken to a plant and then to a packer for commercial sales.

12. From Flow Type, select an option to indicate how the product moves through the farm. Available options are: All In - All Out, Continuous Flow or Opportunity Floor.

13. From Grower Type, select the type of grower for the farm. Available options are:

    1. 1. Company Operated - Company-owned entity and company-operated facility.

       2. Company Owned - Company-owned entity and company-owned facility.

       3. Contract Grower - Company-owned entity and producer-owned/operated facility.

       4. Employee Owned - Employee-owned entity and employed owned-facility.

       5. External - Used for external purchase references only.

       6. Independent - Producer-owned entity and producer-owned/operated facility.

14. Location Code is an optional field that can be used to enter a location identifier for the location of the farm.
15. Vendor No is used if the farm purchases from other facilities such as feed mills or warehouses. A vendor number is required to automatically create the purchase transactions. Select a vendor from the pre-defined list. Vendors must be previously created in: General>>General>Master Data>Vendors prior to selecting on the farm.

16. Customer No is used if the farms sell products to other facilities such as plants. A  ship-to customer number must be assigned to the farm for invoicing. Select a customer from the pre-defined list. Customers must be previously created in: General>General>Master Data>Customers prior to selecting on the farm.

17. Use the drop-down menu to select the Construction Status to indicate if a farm is under construction. Available options are: Completed, Planned, or Under.

18. Tech Advisor No is an optional field to assign a technical advisor to the farm. Select an advisor from the list. Technical advisors must be predefined in: Admin>Business>General>Definitions>Tech Advisors.

19. Tech Advisor Name will default from Tech Advisor No and displays the name of the advisor.

20. Tech Supervisor No is an optional field to assign a technical supervisor to the farm. Select a supervisor from the list. Technical supervisors must be predefined in: Admin>Business>General>Definitions>Tech Supervisors.

21. Tech Supervisor Name will default from Tech Supervisor No and displays the name of the supervisor.

22. Market Price Area No sets the area standards for price in lbs or Head and Min/Max weight. Select the Market Price Area No, if necessary.

23. From Owner Name, select the owner of the farm. This optional field is used if the farm is owned by a party outside of the company. Farm ownership options are predefined in: General>General>Master Data>Farm Ownership.

24. In the Comments field, enter any additional information related to the farm.

25. In the Total Houses Area field, enter the total house area of the farm in square feet or square meters, depending on the type of measurement defined in the division.

26. Select the Houses Uniform flag if all of the houses and equipment on the farm are uniform in size.

27. Pigs Per Space represents the number of pigs that are kept in each space within the farm.

28. Uniform Commercial Code is only used for US customers and represents the uniform commercial code (UCC) that is assigned to the grower.

29. Uniform Commercial Code Start represents the current start date for the existing UCC agreement.

30. Uniform Commercial Code Refile represents the renewal date for the existing UCC agreement.

31. In the Attachment field, any type of file can be attached. (Example: Word document, picture, music or video clip).

32. Entity No Prefix must be used when the system registry is set to auto create the Entity No. For more details, see: Registry>Growout>General>Entity Number Mode. If required, enter the entity number (alphanumeric, max 10 characters). All farms within the same growout may have the same prefix.

33. Cell No is a derived field used for location areas to manage entities. Cells are created in Admin>Business>SMTS>Definitions>Cell Master. Farms are assigned to cells  in Admin>Business>SMTS>Definitions>Cell Pod Farm.

34. Pod No is a derived field used for location areas to manage entities. Pods are locations within cells. Pods are created in the Cell Master. Farms are assigned to pods in the Cell Pod Farm.

35. Cell Manager No is a derived field based on the manager that is assigned to the cell in the Cell Master. Cell Managers are defined in Admin>Business>SMTS>Definitions>Cell Managers.

36. Cell Manager Name is derived based on the assigned Cell Manager No.

37. Select the flag if there is a Survey Required for the farm. This option is available in v7.25+.

Address

The Address tab contains the address details for the farm.

1. In the Address 1-4 fields, enter the address of  the farm.

2. From County, select the county of the farm. Counties must be predefined in Admin>Business>General>Definitions>Counties.

3. County Name will default from County and displays the name of the County.  

4. From City, select the city where the farm is located. Cities must be predefined in Admin>Business>General>Definitions>Cities.

5. City Name will default from City, and displays the name of the city in which the farm is located.

6. From State, select the state/province where the farm is located. States must be predefined in Admin>Business>General>Definitions>States.
7. In the Zip field, enter the zip code or postal code for the farm.
8. Enter the Email address of the farm, if applicable.
9. In the Telephone No field, enter the telephone number of the farm.
10. In the Telephone No Mobile field, enter the mobile telephone number of the farm, if applicable.
11. In the Telephone No Fax field, enter the fax number of the farm, if applicable.
12. Premise ID is an optional field where an additional ID can be entered to identify the farm.
13. Enter the Latitude and Longitude coordinates for the farm for mapping and delivery distances.

Planning

The Planning tab is used to define the parameters related to feed and process planning. There are two required fields that must be entered: Primary Feed Mill and Plant. All of the remaining fields are optional and dependent on the level of planning that is being performed. The Planning tab contains two components:

• Feed
• Live Haul

Feed

1. From Primary Feed Mill No, select the primary feed mill that delivers feed to the farm. This mill will be used for FDSA projections.
2. From Farm Feed Delivery Granularity, select where the feed will be delivered. Available options are: Entity, Farm, House, or Pen.
3. Formula No Assignments assigns various feed formulas based on feed mill and type of flock. If required, select the formula assignment from the drop-down menu. Feed formula assignments are created in: FMTS>FMIM>Master Data>Formula Assignments.
4. FDSA Feed Delivery Area No provides the ability for a farm to be assigned to a delivery area to assist in the scheduling of feed deliveries. If required, select the FDSA feed delivery area. Feed delivery areas are defined in: Admin>Business>FMTS>FDSA>Feed Delivery Areas.
5. FDSA Performance Factor is used to adjust the FDSA consumption projected for the animals on the farm. For example, if a value of "5" is entered, the value will be increased by 5%. Alternatively if a value of "-5" is entered, the value will decrease by 5%.
6. Feed Capacity indicates the total feed capacity for the farm. This field is optional and is entered in lbs or kgs depending on the unit of measure utilized by the corresponding division.
7. Select the Bulk Flag if the farm does not store feed in bulk bins. If the flag is not selected, then the feed is stored in bulk bins.
8. Select the Feed Delivery Hold flag if the deliveries are not to be made to the farm.
9. In the Feed Delivery Hold Comment field, enter any comments related to the feed delivery hold.
10. Selecting the A/B Feed Bins flag indicates that the farm has A/B bins for FDSA to alternate feed. Leave blank if the A/B bins are not utilized.
11. Select the Project Feed Deliveries flag to let the FDSA project the next feed deliveries.

Live Haul

1. From Primary Plant No, select the primary plant that the farm ships products to.
2. In the Live Haul Days field, enter the number of days required to catch/load the entity for transportation to the processing plant, if required.
3. Max Truck Capacity indicates the maximum weight a truck can hold.

Payees

The Payees tab defines the name and percentage of each person that is paid during the settlement process. There is also the option to define banking information for direct deposit. The Payees tab contains two components:

• Payees
• Payee Accounts

Payees

1. In the Payees tab, click to create a new payee.

2. In the Effective Date field, enter the date that the payee will be effective.
3. In the Payee Farm Name field, enter the name of the farm where the payee is from.
4. Enter the First Name of the payee.
5. Enter the Last Name of the payee
6. Enter the Middle Initial of the payee, if applicable.
7. Enter the Sex of the payee, if applicable - Male (M) or Female (F).
8. In the Address 1-2 fields, enter the address of the payee.
9. Enter the City in which the payee is located.

10. Enter the State in which the payee is located.
11. Enter the Zip or postal code of the payee.
12. Enter the County in which the payee is located.
13. In the Telephone No field, enter the telephone number of the payee.
14. In the Telephone No Fax field, enter the fax number of the payee, if applicable.
15. Enter the Email address of the payee, if applicable.
16. In the Tax ID field, enter the government-assigned number to the company used for identification purposes
17. 1099 (Status) Is used for tax purposes and determines if the payee received a 1099 statement at the end of the year. Select the flag if a a statement was received. Contract employees receive a 1099 while company employees will receive a W2.
18. From Vendor No, select the payee vendor.
19. Percentage is used in standard settlements for multiple payees. These payees are paid via a percentage of the total payment. If required, enter a percentage number.

Payee Accounts

1. Click on the child grid    in the Effective Date field to open the Payee Accounts section.
2. In the Payee Accounts grid, click to add a new account.

2. From Account Type, select the payee's type of account. Available options are Checking or Savings.
3. In the Account No field, enter the bank account number of the payee.
4. From Protein Banks, select the payee's bank. Banks must be set up prior in: General>General>Master Data>Banks.
5. Select the Direct Deposit Flag if the payee is paid using direct deposit.
6. Pre Note (Pre-authorization) is used in standard settlement payments and is a zero dollar transaction created and sent through the ACH network to test the validity of a payor's/payee's bank prior to a direct deposit transaction. The Pre Note field indicates the date the pseudo transaction will be sent.
7. Percentage is used to determine what percentage of the total amount is to be deposited in the account number of that line item.  For example, a Payee may want 100% of their payment deposited into one bank, but into two different accounts: a checking and a savings.

Distances

The Distances tab contains details relating to the distances of the farms from the receiving entities - Feed Mills and Plants - as well as travel times between farms. The Distances tab is comprised of two sections:

• Facilities
• Travel Times

Facilities

1. Feed Mill No/Plant No identifies the selected feed mill or plant.
2. Feed Mill Name/Plant Name displays the name of the selected entity.
3. Enter the Distance, in miles or kilometers, between the farm and the selected entity.
4. Enter the total Travel Time, in days, between the farm and the selected entity.

Travel Times

The Travel Times tab outlines the travel times between farms, and is used in the planning modules for feed deliveries, etc.

1. In the Travel Times tab, click to create a new time.
2. From the Destination Farm No drop-down menu, select the destination farm.

3. In the Travel Time field, enter the driving time, in days, between the farm and the selected  destination farm.

4. Enter the Distance, in miles or kilometers, between the farm and the selected destination farm.
   

Feed Capacity

The Feed Capacity tab contains percentages that are used to determine the seasonal capacities of the feed bins, and is used by the planning modules to adjust the unit amount delivered based on the time of year.

1. In the Percent Feed Capacity field, enter a percentage to indicate the capacity amount for that month. Commonly referred to as seasonal factors. This adjustment will be reflected in the bin capacity for each house for FDSA projections.

Vehicles

The Vehicles tab contains a list of the vehicles used at the farm. Vehicles must be previously defined in: Admin>Business>General>Definitions>Vehicles.

1. In the Vehicles tab, click to add a new vehicle.

2. From Vehicle Type No, select the type of vehicle used.
3. Vehicle Type Name will default and displays the name of the vehicle.

Employees

The Employees tab defines the contact information for the employees that work on the farm. Employees must be previously defined in: Admin>Business>General>Definitions>Employees.

1. In the Employees tab, click to add a new employee.
2. From Employee No, select from a pre-defined list of employees. Only employees assigned to the particular farm will appear.
3. Employee Name will default and displays the name of the employee.
4. In the Telephone No field, enter the telephone number of the employee.
5. In the Telephone No 2 field, enter any additional telephone number.
6. Enter the Email address of the employe, if applicable.
7. In the Notes field, enter any additional information related to the employee.

Visitors Log

The Visitors Log tab allows the farm to keep track of visitors and log information related to the visits. Farm visitors and veterinarian visits are entered in: SMTS>GIM>Transactions>Bio-Security. When these visits are entered, the Visitors Log will automatically be updated.  

1. Farm No identifies the farm that was visited.
2. Farm Name displays the name of the farm that was visited.
3. Visitor Name displays the name of the visitor to the farm.
4. Visit Date displays the date of the farm visit.
5. Time In indicates the time that the visitor arrived at the farm.
6. Time Out indicates the time that the visitor left the farm.
7. Company Name represents the name of the company for whom the visitor works.
8. Ref No is used to identify the visit record.
9. The Notes field contains any additional information related to the visit.
10. Purpose No identifies the reason for the visit.
11. Purpose Name displays a description of the visit.
12. Begin Hodometer indicates the number on the hodometer at the beginning of the trip.
13. End Hodometer indicates the number on the hodometer at the end of the trip.
14. Farm Time Out displays the time the visitor left the farm.
15. Tech Advisor No identifies the technical advisor.
16. Tech Advisor Name displays the name of the tech advisor.
17. Tech Supervisor No identifies the technical supervisor.
18. Tech Supervisor Name displays the name of the tech supervisor.
19. Total Distance indicates the total distance the vehicle travelled for the farm visit.
20. Total Visit Time will automatically calculate the total time the visitor was at the farm.
21. URL Value is used to include any attachments.

Contracts

Contracts outline the producer contract for the contract grower farm that will be used in grower settlements. Contract pay is defined in the custom specifications for settlements. The information in the Contracts tab will default from Producer Contracts. The Contracts tab contains two components:

• Producer Contracts
• Contract Pay

Producer Contracts

1. Contract No identifies the contract that is assigned to the farm.
2. Contract Name displays the name of the contract that is assigned to the farm..
3. In the Attachment field, any type of file can be attached. (Example: Word document, picture, music or video clip).
4. Start Date displays the date that the contract becomes effective
5. End Date displays the end that the contract is no longer effective.
6. Renewal Date displays the date that the contract was created.

Contract Pay

1. Pay No identifies the reason for the payment, and is derived from Settlements.
2. Pay Name displays the reason for the payment.
3. The Active flag will be selected if the contract is currently active.

Attributes

Attributes are assigned to farms and houses are defined in: Admin>Business>General>Definitions>Attributes. When a new entity is created, the attributes default in with an option for the user to modify.

1. Click the drop-down menu on the selected attribute (Example: Floor Cover) and select the required code. The description will default in.
   

Product Mappings

Product Mappings defines the source and destination products when the entities are transferred.

1. Enter the Effective Date of the product.
2. From Source Product No, select the source product.
3. Product Name will default in with a description of the source product.
4. From Dest Product No, select the destination product.
5. Product Name will default in with a description of the destination product.
   

Certifications

The Certifications tab contains information related to the certifications that the farm has in place. Certifications are usually required by local or federal authorities for product tracing. For example, in France, every piece of chicken purchased has a tracking number on it that can be traced back to the certification number assigned to the farm that produced that chicken.  Certifications are also used in Free Range and Organic certification tracking. Certifications must be set up prior in: Admin>Business>General>Definitions>Certifications.

1. In the Certifications tab, click to add a new certification.
2. In the Select Certifications dialog box, click the Certification No drop-down menu and select from one of the pre-defined certifications.
3. Click 'OK'. The Certifications tab will have information populated.

4. Certification No displays the code for the certification.
5. Certification Name displays the name of the certification.
6. The Active flag will be selected by default. If the certification is no longer required, de-select the flag.
7. Start Date indicates the date that the certification is required.
8. End Date indicates the end that the certification is no longer required.
9. In the Memo field, enter any additional information related to the certification.
10. In the Attachment field, any type of file can be attached. (Example: Word document, picture, music or video clip).

Taxes

Taxes must be pre-defined in Tax Codes. Tax Codes are defined to calculate taxes on grower payments.

1. In the Taxes tab, click to add a new tax code.

2. From Tax No, select the required tax type.
3. Tax Name will default in with a description of the tax.

Health Status

The fields in the Health Status tab are read-only and represent the most recent health status transactions based on the posted Farm Status transaction for the lab test code. This option is only available in versions 7.26+.

1. Record Type identifies the type of record.
2. Trans Date displays the date of the health status transaction
3. Analysis No identifies the analysis code for the lab test.
4. Analysis Name displays a description of the analysis.
5. Ref No is a unique reference number used to identify the health status transaction.
6. Health Status displays a description of the health and will be either Positive or Negative.
7. Processing Control Status is a read-only field that represents the processing status of the pigs. This will default to `Not Tracked`. Available options are:
1. Tracked - will have no impact on process planning, but will be displayed in Health Status views.
2. End of Day - GPA will schedule the entities to be killed at the end of the day.
3. End of Week - GPA will schedule the entities to be killed at the end of the week.
4. Not Tracked - the analysis code is not tracked in the farm or entity, therefore has no impact on planning processing.
8. Transfer Control Status is a read-only field that represents the transfer status of the pigs. This will default to `Not Tracked`.  Available options are:
1. Tracked - will have no impact on the transfer, but will be displayed in Health Status views.
2. Transfer to Same Status - source entities can be transferred to a destination entity with the same status for the lab test code.
3. No Transfer - entities cannot be transferred.
4. No Tracked - the analysis code is not tracked in the farm or entity, therefore has no impact on transfers.
9. Placement Control Status is a read-only field that represents the placement status of the shog.
10. The Comments field contains any additional information related to the transaction.
11. Close and save the farm record.

Additional Options

In the Farms index and transaction screen, there are additional options.

Show Map

1. In the Farms index, select the required farm and click the Options button and select Show Map. A map with the farm location will appear.

Farm Transaction Options

The Farm Transaction Options menu contains the following:

• Create Vendor
• Create Customer
• Inventory
• Journal Transactions
• Feed Transactions
• Cost Center Change

Create Vendor

1. In the Farms transaction screen, click the Options button and select Create Vendor.
2. The Vendor creation screen will appear.

Create Customer

1. In the Farms transaction screen, click the Options button and select Create Customer.
2. The Customer creation screen will appear.

Inventory

1. In the Farms transaction screen, click the Options button and select Inventory.

2. All entity inventory for the selected farm will appear.

Journal Transactions

1. In the Farms transaction screen, click the Options button and select Journal Transactions. The Journal Transactions screen will open with a list of all journal transactions associated with the farm.

Feed Transactions

1. In the Farms transaction screen, click the Options button and select Feed Transactions. The Feed Deliveries screen will open with a list of all feed deliveries associated with the farm.

Receiving Transactions

1. In the Farms transaction screen, click the Options button and select Feed Transactions. The Farm Receiving transaction screen will open with a list of all feed deliveries associated with the farm.

Cost Center Change

1. In the Farms transaction screen, click the Options button and select Cost Center Change. The Change Cost Center dialog box will open.
   
   
2. Select the New Cost Center No and then click the OK button toe change the cost center.