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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)'

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

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 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. 

 

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