Shipments
A Shipment in Grain is the outbound transaction of grain moving from an elevator to a farmer, processor, or terminal. Shipments can be Contract, Spot, Priced Later, or Redeposit.
This is similar to a Scale Ticket and can be by truck or rail load.
Sometimes these are entered as estimated units or weights until received from processor. Grade Factors can be entered to compare elevator/processor results.
Note: Redeposit is elevator-owned grain stored at another facility.
A Direct Shipment is the outbound transaction of grain moving from a farmer to a processor or terminal under an elevator's name.
Process
Document the movement of grain out of the elevator in which Sales Contracts were made.
- Navigate to Grain / Operations / Shipments and choose Add, or select the Add a Shipment icon.
Note: Shipments can also be created from Outbound Scale Tickets within Grain Scale Interface. - On the Add a Shipment window, enter the Shipment #. This may automatically populate if auto numbering is enabled. The Ship Date defaults to the current date but may be edited.
- The Additional Info tab allows for the recording of Axles, a Release Number, Lot Number, Vehicle, Trailer, Seal Numbers, and Destination Information.
- The Comments tab allows comments to be recorded by typing in the Comment area and choosing Accept. Additional comments are added by selecting Add Comment and repeating the steps above. Add a previously saved comment by double-clicking in the Comment area, selecting the comment to use, and choosing Accept.
- Enter the Estimated Weight or Estimated Units, Commodity, and Customer ID. Additional information may also be entered.
- In the Shipment Details grid, double-click on Contract and select the Sales Contract desired. Non contract volume can be added by selecting Add Spot Row. Quantity, Price, and In-Trans Price can be edited in the grid as needed. Optionally enter a Basis Price.
Note: Selecting a Sales Contract automatically populates some of the information mentioned above. - If freight is to be paid, double-click in the Freight Vendor field. Highlight the vendor and choose Select. Choose Charges and, on the Freight Charges window, select Add Charge. Enter the Quantity and Rate then select Done.
- Double-click on Bin, highlight the bin(s) from which the grain is drawn, and choose Done. Enter the Quantity to be drawn from each bin or enter the % and select Calculate Qty from %. Agvance then calculates the quantity from each bin.
Note: Estimated Units, the total of Quantity units in the Shipment Details grid, and the total Quantity in the Bins section must be equal. - Grade factor values for the selected commodity can be added by double-clicking on Grade Factors. Highlight the factor and select Done. Enter the Result value.
- If an advance has been received, double-click on the Advance column heading to attach it to the Shipment. On the Select Shipment Advance window, highlight the advance and select Done. Enter the Amount.
- Select Print Shipment on Save if desired and choose Save.
Shipment Settlements
Settle outbound Grain Shipments by check or Invoice.
- Navigate to Grain / Operations / Shipment Settlements and select Add.
- On the Add a Shipment Settlement window, select the Location. Choose the Commodity and/or customer by double-clicking in the Commodity and/or Customer ID field, highlighting the appropriate item, and choosing Select.
- Edit the Date of the Settlement as needed. Enter the number of Units Settled, the Check #, and the amount of the Settlement in the Check Amount cell. Choose Select Shipments, highlight the Shipment(s), and choose Select.
Note: Choosing Select Shipments at any time displays the Shipments matching the entered criteria. - Selecting Auto Apply Units Settled applies the entered Units Settled to the Shipment and marks each Shipment as Complete. Two options to apply the settled units are Prorate to all shipments and Apply top down using Shipped Units. When each Shipment’s Available units differ from the Units Settled, an adjustment to company-owned inventory is made.
Note: Net Units may be entered manually for each Shipment. Unchecking the Shipment’s Complete status allows the Shipment to remain open and its remaining units are available to be settled later. Double-click on any Shipment’s Contract column to select a different Sales Contract. - Any Grade Factors or Deductions may be entered in the Grade Factors or Shipment Deductions grids. Selecting Prorate Deductions moves deductions to each Shipment by either selecting Net Units or Gross Amt.
- Double-click on Advance to select any advances to apply towards this Settlement.
Note: The Difference in Units and Dollars in the Totals section must be zero to save the Settlement. - Choose Save. When Shipment Settlements are posted, the check posts to the G/L Debit Account listed in the upper right corner of the Add a Shipment Settlement window.
Note: Posting takes place at Grain / GL Posting Reports / Grain G/L Posting Reports / Grain Sales Report. - If the Settlement should create an Invoice, select Create Invoice. On the Shipment Invoice Information window, edit the Product Cost, Invoice Terms, and Due Date as necessary. The product listed in the Product Name column is from the Agvance Product Linked to this Commodity/Location at Grain / Setup / Commodities. Choose Save.
- On the Add a Shipment Settlement window, select Save. The Invoice posts to the customer’s account in Agvance Accounting.
Shipment Advances
A Shipment Advance is an early payment from a terminal to an elevator before grain is settled upon. Advances can be established for a specific Shipment or Shipments or generically. It is deducted upon processing the Shipment Settlement.
- Navigate to Grain / Operations / Shipment Advance and select Add.
- Select the Customer and indicate the Location.
- Set the appropriate GL Debit Account if the default is not the correct account. The default is set up at Setup / Preferences on the Sales tab.
- Enter the Check # and dollar Amount.
- Select Add Shipments to this Advance if necessary and choose Equally to each shipment or By estimated units.
- Select Save when finished.
