farm receivings

The following procedures are outlined in the Farm Receiving document:

• Creating a Farm Receiving Transaction
• • Receiving Header
  • Receiving Details
  • Additional Details
• Posting a Farm Receiving Transaction
• Journal Transaction

Create a Farm Receiving

The farm receiving transaction consists of two sections. The header is used to enter the base data for the farm receiving transaction, while the Details default in from the selected receiving purchase order.

Receiving Header

1. In SMTS>SIM>Movements>Receivings, select Farm.
2. In the Farm Receiving Transaction main index, click to create a new farm receiving transaction.

3. In the Farm Receiving Transaction screen, select the grids at the top.
4. The Trans Date field, enter the received date of the product.  This date will be used for all inventory and accounting transactions.
5. The Event Date will default to the same date as the Trans Date and can be modified if the transaction actually occurred on a different date, however this date does not affect inventory or accounting.
6. In the Ship Date field, enter the date the product was shipped.
7. Enter the Time that the product was received.
8. From Vendor No, select the vendor that is transporting the product.
9. Vendor Name will default in from Vendor No.
10. From Transport Vendor No, select the vendor that is transporting the product.
11. Transport Vendor Name will default in from Transport Vendor No.

12. Ref No is a unique automatically-generated reference number that identifies the transaction.

13. Select the Void flag to reverse al transactions related to the receipt.

14. Enter the Gross weight of the vehicle.

15. Enter the Net weight of the product received.

16. Driver No is an optional field to select the driver that delivered the product. Drivers must be set up prior to use in: Admin>Business>General>Definitions>Drivers.

17. Driver Name will default in.

18. Vehicle No is an optional field to select the vehicle that delivered the product. Vehicles must be set up prior to use in: Admin>Business>General>Definitions>Vehicles.

19. In the DOA field, enter the number of animals that arrived dead on arrival (DOA).

20. Select the Truck Wash flag if the truck was washed upon leaving the farm.

21. Select the Final Receiving flag if this is the final receiving for the purchase order.

22. The Entity History flag will be selected if

23. The Void flag will default in from the flag in the first column.

24. Creation Date displays the date the transaction was created.

25. Last Mod Date displays the date the transaction was last modified.

Details

The Details will default in from information entered in the associated purchase order.

1. Select the Details section and click the button.

2. In the Purchase Order Inventory dialog box, select the purchase order to receive and from Farm No, select the receiving farm.
3. In the Head Count field, enter the number of animals to receive.

4. Click the OK button and the fields will default in.

5. Farm No identifies the farm where the animals will be received.
6. Farm Name displays the name of the farm where the animals will be received.
7. 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.
8. Product Name displays a description of the product being received.
9. Price is a calculated field. Price = Vendor Units x Unit Price.
10. Vendor Units displays the number of units that are being received. 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.
11. Head Count displays the number of head received for the transaction.
12. Unit Description displays the unit of measure in which the product was purchased from the vendor.
13. Units Per indicates the number of units in each vendor unit.
14. Weight displays the total weight of the animals.
15. Total Add Ons Price is a calculated total amount of the 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.
16. Total Price is the calculated total amount of the receiving transaction based on the amounts that are defined in the purchase order.
17. Bill of Lading is used to enter the bill of lading reference for the receiving line, if required.
18. Currency No defaults based on the currency assigned to the purchase order as defined, with no option to modify.

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

20. Select the Prepaid Final Receiving flag if the order was prepaid and this is the last delivery or receiving for the prepaid purchase order.

Additional Details

Within the Detail tab, there is a child grid with additional details relating to the receiving add-ons. The details will default from the purchase order.

• Add-Ons
• Destination Conditions
• Taxes

Premium and Discount Add-Ons

The add-ons must be pre-defined in General>General>Products>AddOns prior to adding to the receiving transaction. 

• Premium Add-on - increases the cost of the product
• Discount Add-on - decreases the cost of the product

1. Click on the Farm No field to display the child grid.

2. Product No identifies 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. Rate displays the total cost of the add-on.

Destination Conditions

Based on a setup switch, the Destination Conditions tab may be required. If the option is selected, the Destination Conditions must be completed and balanced to the units and price for the line detail. The Destination Conditions are created in Admin>Business>SMTS>Definitions>Transfer Conditions.

1. Transfer Condition No identifies the transfer condition.
2. Transfer Condition Name displays a description of the condition
3. In the Head Count, enter the number of head affected by the condition.
4. In the Price field, enter the total price of the affected animals.
5. Weight displays the total weight of the affected animals.

Taxes

If the product and/or premiums/discounts are taxable, the tax code must be assigned on the Taxes tab. The tax amount will then be calculated based on the taxable order amounts.

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.

Post a Farm Receiving

Once the farm receiving transaction has been created and saved, the receiving needs to be posted. The posting process locks the farm receiving transaction to prevent edits, populates the entities' fields with data, and creates the journal transaction to record the liability. The UnPost option unlocks the receiving and reverses the journal transactions.

1. In the Farm Receiving Transaction main index, select the required transaction and right-click to select 'Post'. Alternatively, click the green check mark  in the top menu bar and select 'Post'.

2. To un-post a receiving transaction, select the required transaction and right-click to select 'Unpost'.  This process will set the transaction status to 'Reversed' status, which allows the transaction to be edited.

Journal Transaction

The posting process creates the journal transaction. When the receiving transaction is posted, the journal transaction is created to debit the delivery to the farm or entity and credit the accrued payable transaction. When the purchase invoice is posted, the journal transaction will debit the accrued payable transaction and credit the accounts payable.