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Understanding the data flow

A Commodity Ticket records purchases from farmers. When the transaction status is changed to “Ready to Post,” an AP Invoice will be sent to the host system for the AP Vendor associated with the Farmer on the Commodity Ticket. For positive items on the Commodity Ticket, the Crop's Purchase account will be debited for the amount of the item and the vendor's accounts payable account will be credited. For positive charges, the vendor's accounts payable account will be debited the amount of the charge and the credit account assigned to the charge will be credited. For positive accruals, the accrual's expense account will be debited for the amount of the accrual and the accruals' credit account will be credited. For negative values, these distributions will be opposite. 

Step 1: Selecting the Farmer, Field, and Crop

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  • Item: This will display the Item and Item Description of the Commodity Item. 
  • Sample Size: This will default to 0 and will display the number of decimals setup for the 'Decimal Places Sample Size'. Enter the amount of the corresponding line item that made up the sample size. 
  • Percent: This field will default to 0% but will automatically calculate on save to display the percentage of the sample size that is attributed to the line item. This field is not editable by the user. 
  • Total Weight: This field will default to 0 but will automatically calculate on save to display the total weight of the item by taking the item's percent and applying that to the header Net Weight.
  • Price: This field will default to the item's price as setup on the price list but is editable.
  • UOM: This field will default from the Weight In UOM in the header.
  • Amount: This field will default to 0 but will update on save to calculate the total amount for the line item by multiplying the Total Weight by the Price.
  • Default Account: This field will default to the Purchase Account assigned to the Crop selected in the header. 

To add items not assigned to the selected Price List, click the New grid toolbar icon. This will display five blank lines for data entry, allowing the user to select any item. 

Note: Regardless of the item, the Default Account will always be the selected Crop's Purchase Account. 

Step 6: Adding Commodity Ticket Charges

To view a description of each of the Commodity Ticket Charges Grid Tab fields, click here. 

Once the header information is saved, the Charges grid tab will automatically refresh to display all charges assigned to the selected price list. These charges will display will the following field values:

  • Charge Item: This will display the name of the Charge Item.
  • Calculated On: This will display the calculation method assigned to the Charge Item. This is determined on the Charge list view and is not editable from the Commodity Ticket record view. 
    • $ Fixed Amount: The total charge amount will equal the rate entered, regardless of the item quantity.
    • % Gross $: The total charge amount will equal the percentage entered as the charge rate of the ticket's gross dollar amount.
    • Delivered Weight: The total charge amount will equal the product of the charge rate times the total delivered weight, which equals the sum of the paid and unpaid weight.
    • Paid Weight:The total charge amount will equal the product of the charge rate times the total paid weight, which is the sum of the total weight of all items with a price other than $0.
    • Unpaid Weight: The total charge amount will equal the product of the charge rate times the total unpaid weight, which is the sum of the total weight of all items with a $0 price.
  • Settle Method: This will display the settle method assigned to the Charge Item. This is determined on the Charge list view and is not editable from the Commodity Ticket record view. 
    • AP Invoice: Upon posting the Commodity Ticket, a separate AP Invoice will be created for the AP Vendor assigned to the Charge Item. If the amount of the charge is positive, the invoice will debit the vendor's accounts payable account for the amount of the charge and will credit the expense account assigned to the charge. If the amount of the charge is negative, the invoice will debit the expense account assigned to the charge and will credit the vendor's accounts payable account. 
    • GL Accrual: Upon posting the Commodity Ticket, two additional distributions will be included on the AP Invoice sent to the host system for the Commodity Ticket. If the amount of the charge is positive, the additional distributions will be a debit to the vendor's accounts payable account for the amount of the charge and a credit to the expense account assigned to the charge. If the amount of the charge is negative, the additional distributions will be a debit to the expense account assigned to the charge and a credit to the vendor's accounts payable account. 
  • Applies to Item(s): This will display the items to which the Charge Item applies. This is determined on the price list and is not editable from the Commodity Ticket record view. 
  • Rate: This will display the rate assigned to the Charge on the price list. However, this is editable. 
  • UOM: This will display the UOM on which the calculation of the charge is based. This is determined on the Charge list view and is not editable from the Commodity Ticket record view. 
  • Amount: This will default to 0 but will auto-calculate on save to display the amount of the charge.