Overview

Commodity Tickets are used to record the purchasing of commodity items from farmers. This transaction does not use inventory items or integrate with NorthScope’s Inventory module. 

Prerequisites 

Required Prerequisites

Before entering a commodity ticket transaction, users must complete the following:

• Crops Setup
• Commodity Items Setup
• Farmers Setup
• Fields Setup
• Financial Account setup
• Set the Commodity Procurement preference for 'Scale Weight UOM'

Optional Prerequisites

The following prerequisites are not required, but users are encouraged to set them up:

• Charges Setup
• Accruals Setup
• Price Lists Setup
• Haulers Setup
• Harvesters Setup
• Set the Commodity Procurement preference for:
  • 'Default Site'
  • 'Invoice Prefix'
  • 'Decimal Places Prices (0-5)'
  • 'Decimal Places Quantities (0-5)'
  • 'Enable Real Time Integration'

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. 

Note: These integrations will only occur if the Commodity Procurement module preference for 'Enable Real Time Integration' is set to 'Yes'. 

Step 1: Selecting the Farmer, Field, and Crop

Entering a new commodity ticket

From NorthScope, expand the Commodity Procurement module on the navigation menu and select “Tickets”. This will open the Tickets List View, which displays all commodity tickets with a status of New, Received, Quality Check, Approved, or Ready to Post.

Click the “New” icon in the header toolbar and select the type of commodity ticket to be created from the "New" drop-down menu. The "New" drop-down menu will include a list of all Commodity Procurement Ticket Classes. 

Selecting a Ticket Class from the New drop-down menu will open the New Commodity Ticket window. 

Selecting the farmer, field, and crop combination

When the “New Commodity Ticket” page opens the user can:

• Manually input the Commodity Ticket number or leave it as '(Use Next Number)' to use the next available number 
• Enter the delivery date
• Enter the hauler 
• Enter the harvest date
• Enter the harvester
• Select the farmer, field, crop, and price list

In order to select the farmer, field, and crop combination, the user is presented with a list of fields that are assigned crops that are applicable to the delivery ticket type being created, complete with the farmer, crop, default harvester, and default hauler assigned to the field as well as the price list assigned to the corresponding farmer. 

To select a farmer, field, and crop combination, select the row that displays the correct combination. The values in the row selected will default to the commodity ticket record view as follows:

• Farmer Name: This field will default to the Farmer header field and will not be editable.
• Field Name: This field will default to the Field header field and will not be editable.
• Crop: This field will default to the Crop header field and will not be editable.
• Default Harvester: This field will default to the harvester header field if the Harvested By header field on the New Commodity Ticket window is set to '(Use Default)'. This field will be editable.
• Default Hauler: This field will default to the hauler header field if the Delivered By header field on the New Commodity Ticket window is set to '(Use Default)'. This field will be editable.
• Price List: This field will default to the price list header field and will be editable.

Once the user has selected the correct combination, click the “Save” icon to open the new commodity ticket.

Step 2: Completing the Commodity Ticket: Home Tab Fields

The Commodity Ticket record view has three header tabs, the first of which is the Home tab. To view a description of each of the Commodity Ticket Home tab header fields, click here. 

• Class: This will default from the selected Ticket Class.
• Crop: This will default from the New Commodity Ticket window and is not editable. 
• Delivered: Enter the delivery date of the commodity items. This will default from the New Commodity Ticket window but is editable. 
• Farmer: This will default from the New Commodity Ticket window and is not editable. 
• Field: This will default from the New Commodity Ticket window and is not editable. 
• Gross Weight: This field will auto-calculate the sum of the weight in less the weight out and is not editable.
• Harvested: Enter the harvested date of the commodity items. This will default from the New Commodity Ticket window but is editable. 
• Harvester: Select the harvester that harvested the commodity items. This will default from the New Commodity Ticket window but is editable. 
• Hauler: Select the hauler that delivered the commodity items. This will default from the New Commodity Ticket window but is editable. 
• Method: Select the harvest method used. 
• Net Weight: This field will auto-calculate the sum of the gross weight less the total tare. 
• Price List: This will default from the New Commodity Ticket window.
• Sample Size: Enter the sample size taken of the commodity items. 
• Site: Select the Site for which the commodity items were purchased. 
• Status: Select the status to save the ticket in. 
• Ticket: This will default from the New Commodity Ticket window. 
• Total Tare: Enter the total tare weight of the commodity items' delivery. This can also be managed from the Tare tab.
• Weight In: Enter the weight of the commodity items' delivery as it came in.
• Weight In UOM: Select the unit of measure in which the weight is recorded. This will default to the preference setting for 'Scale Weight UOM'. This value will be inherited by the line items.
• Weight Out: Enter the weight of the commodity items' delivery as it left. 

Step 3: Completing the Commodity Ticket: Tare Tab Fields (Optional)

The Commodity Ticket record view has three header tabs, the second of which is the Tare tab. To view a description of each of the Commodity Ticket Tare tab header fields, click here. 

• Containers Per Pallet
• Container Tare
• Number of Pallets
• Pallet Tare
• Total Container Tare
• Total Pallet Tare
• Total Tare

If the Tare tab fields are filled out, the Total Tare header field on the Home tab will automatically calculate based on the Tare tab's values and will become disabled. 

Note: To create additional pallets, click the New header toolbar icon. This will open an additional two pallet line items for data entry. 

Step 4: Completing the Commodity Ticket: User-Defined Tab Fields (Optional)

The User-Defined tab on the Commodity Ticket transaction will include all User-Defined Attributes assigned to the Commodity Procurement - Commodity Ticket transaction.

To setup User-Defined Attributes available to the Commodity Procurement module, navigate to Company→User-Defined Attributes→Commodity Procurement→Add/Edit.

To setup User-Defined Attributes for the Commodity Ticket transaction, navigate to Company→User-Defined Attributes→Commodity Procurement→Transactions→Commodity Ticket. 

The user-defined attributes assigned to the Commodity Ticket transaction will display on the User-Defined tab of the Commodity Ticket record view. Enter or select the values to assign to each attribute. Any attribute setup as required will be validated on a status of 'Approved'. 

Step 5: Adding Commodity Ticket Items

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

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

• 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. However, this field is editable and can be greater than, less than, or equal to 0.
• 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 with 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 Charges 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 Charges 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 and can be greater than, less than, or equal to 0.
• UOM: This will display the UOM on which the calculation of the charge is based. This is determined on the Charges 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. 

Step 7: Adding Commodity Ticket Accruals

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

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

• Accrual Item: This will display the name of the Accrual Item. 
• Calculated On: This will display the calculation method assigned to the Accrual Item. This is determined on the Accruals list view and is not editable from the Commodity Ticket record view.
  • % Gross $: The total accrual amount will equal the percentage entered as the accrual rate of the ticket's gross dollar amount.
  • Delivered Weight: The total accrual amount will equal the product of the accrual rate times the total delivered weight, which equals the sum of the paid and unpaid weight.
  • Paid Weight:The total accrual amount will equal the product of the accrual rate times the total paid weight, which is the sum of the total weight of all items with a price other than $0.
• Settle Method: This will display the settle method assigned to the Accrual Item. This is determined on the Accruals 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 Accrual Item. If the amount of the accrual is positive, the invoice will debit the expense account assigned to the accrual for the amount of the charge and will credit the accrual account assigned to the accrual. If the amount of the accrual is negative, the invoice will debit the accrual account assigned to the accrual and will credit the expense account assigned to the accrual. 
  • 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 accrual is positive, the additional distributions will be a debit to the expense account assigned to the accrual for the amount of the accrual and a credit to the accrual account assigned to the accrual. If the amount of the accrual is negative, the additional distributions will be a debit to the accrual account assigned to the accrual and a credit to the expense account assigned to the accrual. 
• Applies to Item(s): This will display the items to which the Accrual 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 Accrual on the price list. However, this is editable and must be greater than or equal to 0.
• UOM: This will display the UOM on which the calculation of the accrual is based. This is determined on the Accruals 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 accrual. 

Step 8: Finalizing the Transaction in NorthScope

Changes can be made to a transaction until it is finalized. To finalize a transaction, the user will need to change the status to “Ready to Post”. In some companies, posting is a two-step process where the transaction(s) are approved by one person, and posted by another.

Approving the transaction

This step is optional and is used for companies that require a two-step process where the person who approves the transaction cannot be the same person that posts the transaction.

To approve a transaction, open it from the list view, change the status to “Approved”, and click the “Save” icon on the header toolbar. In addition to the validations performed each time the “Save” icon is clicked, the following validations are also performed:

• Ensures the Delivered Date resides within an open fiscal period. 
• Ensures all required user-defined fields have been entered or selected.
• Ensures the Net Weight equals the sum of the Items Total Weight column

If any of the GL Accounts cannot be assigned, a message will appear.

Once the status has been successfully updated to “Approved”, all editable fields, with the exception of Status, will be disabled.

Finalizing the transaction 

When the transaction is ready to be finalized, open it and change the status to “Ready to Post” and save the transaction. Setting the transaction to “Ready to Post” does the following:

• Validates the same conditions as the approval status
• Locks down all editable fields, including Status
• Creates an un-posted AP Invoice transaction in the host system for the Commodity Ticket if the farmer has a settle method of AP Invoice
• Creates an unposted NorthScope journal entry for the Commodity Ticket if the farmer has a settle method of GL Accrual
  • This journal entry will automatically integrate to the host system as an unposted Transaction Entry in the Financial module
• Creates an additional un-posted AP Invoice transaction in the host system for any Charges or Accruals with a settle method of AP Invoice

Prior to this, the host system does not know about the transaction.

Step 9: Posting the Commodity Ticket's components in the host system.

For every Commodity Ticket in NorthScope, either a journal entry or an AP Invoice will be sent to the host system. This is determined by the Farmer selected on the Commodity Ticket. Each farmer in NorthScope is assigned a Settle Method. If the farmer's settle method is 'AP Invoice', the farmer's Commodity Tickets will send AP Invoices to the host system upon posting. If the farmer's settle method is 'GL Accrual', the farmer's Commodity Tickets will create NorthScope journal entries that will be sent to the host system. 

In addition, for every charge accrual assigned to a Commodity Ticket, either distributions will be included on the Ticket's journal entry or AP Invoice to account for the charge(s) and/or accrual(s) or a separate AP Invoice will be created for each charge and/or accrual for the AP Vendor assigned to the corresponding charge/accrual. This is determined by the charge/accrual setup. Each charge/accrual in NorthScope is assigned a Settle Method. If the charge's/accrual's settle method is 'AP Invoice', an AP Invoice, separate from the Commodity Ticket, will be sent to the host system for the AP Vendor assigned to the charge/accrual. If the charge's/accrual's settle method is 'GL Accural', additional distributions will be included on the Commodity Ticket's AP Invoice or journal entry to account for the charge/accrual.

Any AP Invoices that integrate will be sent to the host system in a batch within the host system's Purchasing module. Any journal entries that integrate will be sent to the host system in a batch within the host system's Financial module.

Regardless of the transaction type that is integrated, the distributions will be as follows:

Commodity Ticket Items Distributions

Positive Items

Negative Items

Commodity Ticket Charges Distributions

Positive Charges

Negative Charges

Commodity Ticket Accruals Distributions

Positive Accruals

Negative Accruals

Once the user is satisfied that all distributions are correct, the user can post the batch(es) in the host system.

Note: Although this step is required, it does not need to be done for each transaction. Posting can be done nightly or as needed.

Step 10: Reviewing in NorthScope

Whether or not Step 9 is complete, the following will occur in NorthScope if the Commodity Ticket Farmer has a settle method of GL Accrual:

• The Commodity Ticket will update from 'Ready to Post' to 'Posted' and will no longer be visible in the Commodity Procurement Tickets list view. 
• A journal entry will be created in NorthScope's Financial module with a status of 'Ready to Post'

Once Step 9 is complete, the following events will happen in NorthScope:

• The NorthScope journal entry (if applicable) will update from 'Ready to Post' to 'Posted' and will no longer be visible in the Financial Journal Entries list view.
• The Commodity Ticket will update from 'Ready to Post' to 'Posted' and will no longer be visible in the Commodity Procurement Tickets list view.