ingredients receivings

Ingredient receiving can be either created from the Planned Ingredient Receivings screen or manually entered in the Ingredient Receiving screen. Receiving transactions record the ingredient 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 Planned Ingredient Receiving, the following items must be created:

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

The following procedures are outlined related to creating an Ingredient Receiving:

• Creating an Ingredient Receiving
• Ingredient Receiving Header
• Ingredient Receiving Details
• Additional Details
• Posting a Receiving Transaction
• Receiving Journal Transaction
• Right-Clicking Options

Create an Ingredient Receiving

1. In FMTS>FMIM>Transactions>Ingredients, select Receivings.
2. In the Ingredients Receivings main index, select to create a new record.

Ingredient Receiving Header

The Header section contains three sections:

• General
• Amounts & Settings
• Derived

General

1. Select the Feed Mill No that identifies the feed mill that is receiving the ingredients.

2. Select the Vendor No that indicates the vendor that is supplying the ingredients.
3. Invoice Vendor No will default based on the selected Vendor No. This field is only modified if the non-receiving vendor logic is used. When the purchase invoice is processed, the available receiving transactions will be filtered based on the selected Vendor No and Invoice Vendor No. Click here to review the non-receiving vendor logic.
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: Vendors
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. The driver codes must be set up prior in: Admin>Business>General>Definitions>Drivers.
11. External Driver is an optional text 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. Vehicle codes must be set up prior in: Admin>Business>General>Definitions>Vehicles.
13. External Vehicle is an optional text 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.

Amounts and Settings

1. Enter the No of Receivings to indicate the number of receipts for the receiving transaction. A default of ‘0’ indicates a single receiving transaction.
2. Select the Scale No that is reading the weights. This must be set up prior to creating 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>FMTS>FMIM>Scale Operators.
4. In the Gross field, enter the gross weight of the vehicle. This field can be manually read or interfaced from a scale.
5. In the Tare field, enter the tare weight of the vehicle. This field can be manually entered or interfaced from a scale.
6. Net is the difference between gross and tare. This field can be manually entered or if weights are entered, it is calculated automatically.
7. Assay Complete is not selected by default, and is used in conjunction with the Planned Receiving screen. When testing of the assays is required, the 'Assay Complete' box is selected.  This will turn the calendar option to blue to let the user know the status that the truck is in the yard awaiting assay testing.
8. Selecting the Assay Override Flag will allow the user to receive the ingredient even if the assays are outside of the tolerance levels.
9. Gross Wt Date Time displays the date and time that the gross weight was recorded at the scale.
10. Gross Wt Scale Ref No displays the reference number for the gross weight scale reading.
11. Tare Wt Date Time displays the date and time that the tare weight was recorded at the scale.
12. Tare Wt Scale Ref No displays the reference number for the tare weight scale reading.
13. Tare Auto Manual indicates the tare setting of Auto or Manual.
14. Gross Zero Weight Button is used if a zero weight is required.
15. Gross Zero Weight Date Time indicates date and time that zero weight was recorded.
16. Gross Zero Weight Scale Ref is a reference number generated from the scale for the zero weight.
17. Tare Zero Weight Button is used if a zero weight is required.
18. Tare Zero Wt Date Time indicates date and time that zero weight was recorded.
19. Tare Zero Wt Scale Ref is a reference number generated from the scale for the zero weight.

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.

1. Feed Mill Name is derived from the selected feed mill.
2. Vendor Name represents the vendor that is shipping the ingredients.
3. Location Name is assigned to the vendor and indicates the name of the location that the ingredient is being shipped from.
4. Transport Vendor Name is the derived name of the haulage vendor selected for the transaction.
5. Driver Name represents the internal driver that is delivering the ingredients.
6. Vehicle Name defines the internal vehicle that is delivering the ingredients.
7. Trailer Name indicates the trailer that is transporting the ingredients.
8. Scale Operator Name represents the name of the individual that was responsible for entering the scale data.
9. Purchase Trans Code for receiving transactions will always be defined as Purchase.
10. Status represents where the transaction is in the receiving process. The status drives the color coding in the Planned Receiving screen.

 

Status	Planned Receiving
No Weight
In Process
Complete

 

11. Total Amount represents the total amount of the transaction including product, add-ons, freight and taxes.
    

Receiving Line 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, there will be two lines 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 PO Inventory screen.

3. Select the appropriate PO line.
4. In the Vendor Unit Entered field, enter the number of inventory units for the receiving transaction. There is a registry switch option - Product Type>Receiving Units Mode - that determines if the products are received by vendor units or inventory units.
5. If the purchase order has the freight type set to Delayed, Haulage Vendor No , Haulage Vendor SKU No and Freight Rate can be modified if required in the selection grid.

   Indicates that there will be additional freight charges. The haulage vendor and the rate is not confirmed at the time the purchase contract is created.

6. Click the OK button to create the line details.
7. The Details tab contains the base information relating to the products being received from the vendor. There are several fields on the receiving transaction which will be displayed in multiple sections for this part of the document.

8. 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.
9. In the Product No field, enter the product number that is being received on the purchase order.
10. Product Name defaults from product No and displays the name of the product being purchased.
11. 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. Costs will remain with the defined lot.
12. Silo No is an optional field to record the silo location from which the product is being received. Costs will remain with the defined silo.
13. Silo Name defaults from Silo Name and displays a description of the selected silo.
14. Pay Basis defaults from the purchase order and indicates if the payment to the vendor is being determined based on the received weight, shipped weight or net payment weight.
15. 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.
16. 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.
17. 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.
18. 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.
19. Net Payment Weight is a calculated field that is used when the assay result modifies the weight that the vendor will be paid for the product. In the assay definition in Global Assays or Ingredient Versions, the Scan Comparison value is set to Weight Adjustment.
20. Net Payment Units is a calculated field the will be calculated then Net Payment Weight option is used. The units will be based on the weight adjusted and in inventory units for each vendor unit.
21. Unit Description is derived from Vendor Sku and displays the unit of measure from which the product was purchased from the vendor.
22. Units Per is derived from Vendor Sku and  indicates the number of units in each vendor unit.
23. The Unit Price defaults from the PO with no option to modify at receiving.
24. Amount is a calculated field for the Received/Shipped/Net Payment Vendor Units x Unit Price.
25. 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 child grid.
26. 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 child grid.

 



 

27. 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.
28. 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.
29. 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.
30. Total Amount is a calculated total amount of the receiving transaction based on the amounts that are defined in the purchase order.
31. Bill of Lading is a location to enter the bill of lading reference for the receiving line.
32. Currency No is derived from the purchased order.
33. Currency Name is derived from the Currency No.
34. Prepaid Final Receiving check box will be checked if the receiving is the final receiving. This option is only required if the prepaid purchase order will have multiple receipts. By selecting this option, the journal transaction will clear out the remaining accrual and book any incurred differences to the purchase price variance account.
35. Expiration Date can be used to enter the expiration date of the product.
36. Container Count can be used to enter the number of containers required.
37. Adjusted Net

Additional Line Details

Within the Complex Po No field, there is a child grid containing additional details relating to the ingredients receiving.

• Premium and Discount Add-Ons
• Assays
• Taxes

Add-Ons

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

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

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

3. 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.

4. 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.

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

6. 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.

7. 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.

8. 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.

9. 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.

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

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

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

Assays

Product Assurance relates to the assays that are assigned in the purchase order. There is the option to define penalty and bonus calculations so that the vendors are penalized or rewarded based on the quality of the product being received.

1. Assay No identifies the assay.
2. Assay Name displays a description of the assay.
3. Result displays the assay rate.
4. Rate Type indicates the source type for the rate.
5. Rate displays the assay rate.
6. Rate Adjustment is used to enter any adjustment for the rate.
7. Assay Amount displays the total amount of the assay.
8. Min Value displays the minimum value of the assay.
9. Max Value displays the maximum value of the assay.

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.
2. Tax Name displays a description of the tax code.
3. Amount displays the total amount of taxes.

Post a Receiving Transaction

Once the receiving transaction has been created and saved, the transaction needs to be posted. The posting process completes the following:

1. Records the product to inventory
2. Locks the receiving transaction record
3. Creates the journal transaction to record the accruals and amounts to the required accounts.

The UnPost option unlocks the receiving transaction and reverses the journal transactions created at post. Once the receiving transaction has been posted, the purchase invoice can be processed to pay the vendor.

1. In the Ingredient Receiving Transaction index, select the required transfer 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, select the required receiving transaction and right-click to select 'UnPost' or select Options>UnPost. This process will set the transaction status to Reversed which allows the transaction to be edited. The unposting process will also reverse the journal transaction created in the post process.

Journal Transaction

The posting process creates the journal transaction. The journal will record the product to inventory and create the accounts payable accrual.

Right-Click Options

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

• Create a Return
• Create a PO Adjustment
• View PO Adjustment
• Replace Purchase Order

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 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 options 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 PO for the ingredient that is being received.
9. Replace Purchase Order is used if the purchase order has been received to the wrong PO.
10. Print Ingredient Ticket prints the default system ingredient receiving ticket as long as the report is mapped in Admin>System>Screen Report Mappings. *Note: This is not used in V 7.26 and upé
11. Print Ingredient Vehicle Auth. Doc prints the default system vehicle authorization report if the report is mapped in Admin>System>Screen Report Mappings. *Note: This is not used in V 7.26 and upé

Create an Ingredient Return

An Ingredient Return Transaction is created when the product is returned to the vendor and the vendor will receive credit for the product that is returned. The ingredient is returned from the original receiving transaction, therefore all of the pricing details will default based on the purchase order assigned to the receiving transaction. Once the ingredient return is posted, the credit memo payable can be processed using Purchase Invoices>Vendor Return.

1. In the FMIM Ingredients Receiving index, right-click on the required receiving record and select 'Return'.
2. Enter the date of the return in the date prompt.
3. The Purchase Return dialogue will appear.
   
   
   
4. Enter the number of Units that are being returned to the vendor. The maximum total amount returned cannot exceed the original receiving transaction.
5. Available auto-populates, and is the amount of receiving units that are available to be returned.
6. Original auto-populates, and is the number of original purchased units.
7. Returned auto populates with the units of previous returns for this record.
8. The Units Mode indicates whether the units are entered based on inventory units or vendor units. This is determined by the Received Units Mode established in the registry by product type.
9. Click `OK` to create the vendor return.
10. The FMIM Ingredient Receiving screen will appear with the returned weight and the pricing details, based on the purchase order, defaulting into the screen.
11. The Ref No will be set to the same reference number as the original receiving transaction.
12. The Purchase Trans Code will be set to Return to indicate that the transaction is a return transaction.
13. Save and close the transaction.
14. Post record.
    

15. Once the vendor return transaction has been posted, the credit to the vendor can be completed using the Purchase Invoices>Vendor Return Option.

Create PO Adjustment

Create PO Adjustments will debit and credit the defined purchase orders for a specified quantity. This option is usually completed done when the ingredient has been received to the wrong PO. The PO Adjustment option only affects quantities and does not modify the pricing on the original receiving transaction. Receiving transactions must be in posted status for a PO Adjustment to be created. If the quantities and amounts are to be transferred from one purchase order to another, use the Replace Purchase Order option.

1. In the FMIM Ingredients Receiving index, select the receiving transaction for the purchase order that is required to be adjusted and right-click to select Create PO Adjustment.
   
   
   
2. Enter the Date of the adjustment.
3. The Debit PO will auto-populate from the receiving transaction that is being adjusted.
4. Select the Credit PO to be adjusted.
5. Enter the Quantity (Inv Units) amount to be adjusted.  This amount cannot exceed the quantity received on the original receiving transaction, nor can it exceed the inventory units of the Credit PO.
6. Available (Inv Units) is derived based on the following:
1. If the Credit PO has a quantity inventory that meets or exceeds the receiving transaction quantity, the receiving quantity will be available.
2. If the Credit PO has a quantity inventory that is less than the receiving transaction quantity, the Credit PO inventory + the purchase tolerance allowance will be available for adjustment. For example, if the Credit PO inventory is 25,000 units and the ingredient version purchase tolerance is set to 5%, the Available units will be 26,250.
7. Earliest Date is the earliest date the adjustment can be made. This is derived from the earliest receive date defined on the Credit PO.
8. Click OK to adjust the purchase order quantities for the amount defined on the dialogue. Not that the purchase order on the receiving transaction does not get changed. It only moves the quantity from one purchase order to another. The process will increase the inventory for the Debit PO and decrease the available inventory for the Credit PO.
9. Adjustments can be viewed by right-clicking on the receiving transaction and selection View PO Adjustments or go to General>Purchases>Order Adjustments to view the debit and credit adjustments.

View PO Adjustments

The View PO Adjustments allows the user to view any purchase order adjustments that have been made to the receiving transaction.

1. In the Ingredients Receiving index, select the required receiving transaction and right-click to select View PO Adjustments
2. The Ingredient Trans PO Adjustments will be displayed with any adjustments that have been made to the purchase order on the receiving transaction.

Replace Purchase Order

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

1. In the FMIM Ingredients Receiving index, highlight the Active or Reversed 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 flag in the Select column.

4. Click 'OK'.

5. The original PO will be placed back in PO inventory to be used at a later date.

6. If Delayed Freight was used to create the PO, the Haulage Selection will need to be entered.
   
   

 

7. Select/Change the Haulage Vendor No, if applicable.

8. Select/Change Haulage Vendor Sku No, if applicable.

9. Enter the Freight Rate.

10. The original PO will be placed back in PO inventory to be used at a later date.