The grower Payments dashboard should be used only for inventory processed in batches. Choose a method "Batch invoice" OR "Delivery" method for calculation and preparation of supplier Payments.
Delivery
This method of grower Payments is based on the initial Supplier delivery and uses different methods to calculate required payments than the "Bach invoice" method.
Setup costs:
On Part, set "Packing cost per unit" to the cost charged to the grower for packing this Part.
FILTERING DELIVERY RECORDS
Delivery: Payments are for Deliveries between a date range.
Traceability: Enter the traceability data that was recorded on the inventory / delivery.
Purchase no: if the delivery has an associated Purchase order look it up using the Purchase No.
Delivery no: Usually the supplier will have the Delivery No given to them on a Delivery receipt provided during the delivery. This allows the supplier to easily match your payment with the delivery.
Options: "Hide Sent": If this is activated, grower reports you previously sent from the app will not show in results.
- Generate report for one delivery: Use the print icon on right side of one delivery. These reports work only for batches with one suppliers inputs (ie: won't work if you put fresh produce from multiple suppliers into one batch).
- Report on multiple deliveries and batches: you can select multiple Deliveries in the left selection column, and use the print icon at ABOVE the grid to produce reports for multiple deliveries. You must request specific reports from your consultant to use the "multi deliveries" feature. This feature may work with batches that have inputs from multiple suppliers (ask your consultant).
Delivery No: Tap this to see the original Delivery receipt.
Unpacked: If there are unpacked items, we recommend you do not produce the Grower Payment document since processing/packing of the inventory is not yet completed.
Inventory icon: tap this to see Inventor Numbers of associated delivered inventory.
Batch Invoice
Batch invoice method allows conversion of batch packing data to an invoice ("Convert to invoice"), you can then change prices and fees that invoice to adjust the amounts Suppliers are paid, then optionally generate a monthly statement.
PAYMENT TO GROWER FOR FINISHED PRODUCT
Use Settings > Part > Price > Bulk Edit > "Pay supplier" to set the prices you will pay to Suppliers.
ALTERNATIVE UNITS
If your company uses measurements like bushels, drams, bundles, minot etc; set SettingID 2623 Data to the weight of your alternative unit. Eg: If your unit is a bushel, then enter 56 (eg: 1 bushel is 56 LB), and 2636 Rich Text to the name of your alternative unit, If you want to rename "Units" on Grower Payment documents, use 2623 rich text to do this, eg: you may prefer "Bins" instead of Units.
REJECT COMMENTS
Add reject comments from Invoice screen directly onto the invoice.
FEES PER UNIT OF INPUT
Charge a fee based on the Suppliers contribution of units to the Batch, eg: 10 bins came from this supplier, so the fee will be Price X 10. Create User defined field(s) (UDF) for Company using this nomenclature FPU:Fee_Name_Here, for example "FPU:International_Transport_Services" will appear as "International Transport Services" on the invoice document. Set the UDF type to Number. Insert the price of the service/fee on the UDF, this allows you to set different prices for every Supplier company, if you don't want a fee to show up on a Suppliers invoice set the value to 0. You must also have IDENTICALLY named Parts so this item can appear on an invoice. Fees should be tax inclusive.
TAXES
Producepak is not a finance app and does not calculate taxes or prepare any finance reporting documents for governments. It is expected all prices of items that should contain tax are entered into Producepak TAX INCLUSIVE. Your finance app can calculate the tax amounts for reporting and payments to government. For taxes you need to withhold from a recipient, REMOVE them from payment values when you enter rates into Producepak.
OTHER FEES
Enter Parts with a Price for these specific items:
"Minot de fantaisie************************" (stars are wildcard!) AND "Minot de déclass************************" (stars are wildcard!) uses Alternative Units of all ouputs.
InvoiceItem IF Part exists with name "Minot de fantaisie************************" (stars are wildcard!) Alternative Units of difference between assumed delivery quantity and actual quantity from Batch Inputs.
Create a category for other fees like Jus and Sauce, create parts using this format to specify percentages:
90-100 Jus
70-89.99 Jus
50-69.99 Jus
00-49.99 Jus
00-49.99 Sauce
50-69.9 Sauce
70-89.99 Sauce
90-100 Sauce
CONVERT TO INVOICE
Use this feature to convert batch data into invoices, you can then tweak prices as required. Print packing reports based on the modified data, or use the statement report to show multiple batches on one document for monthly payments. Don't "Convert to invoice" unless you have finished recording all batch inputs, entered the actual weight of inputs, and record all outputs.
You can now adjust prices paid to the supplier, and prices of fees, for each supplier using the invoice editing grid under each suppliers inputs.
Add new fees (deductions) or payments to supplier using the Add Item button.
If you "Convert to invoice" then decide the underlaying data needs modification, you must delete ALL invoices (see Invoice screen). If you put incorrect details on a Batch Input, remove the entire record from Batch Inputs, edit the record from Inventory, then add it back to batch, then use "Convert to invoice" again. IMPORTANT! Do not adjust the quantity of units created by the supplier; this data comes from the original inputs, if you want this data to be artificial you must delete Batch Invoices, remove inventory from batch, edit it, add back to batch, recreate batch invoices.
GRADING AND OTHER HANDLING FEES
Under More Details icon at top right, tap "Grading fees": Use this link to apply a scaled fee across all Batch Invoices for a selected month for a selected Variety. Create Parts with the range at the start of their name, precisely like "00 - 59.99 Juice" or "90 - 100 Juice" to allow matching of the Grading Score.
OTHER SETTINGS (your consultant will manage these):
2620: Activates payment system for Apple type processing, add preferred Batch Report in Data of this setting. This system requires these UDF on Invoice that are not active: NUMBER: Estimated Bushel, MAF, Actual Bushel, Rejected Units, Grading Score, Bins, Share, Percent, and RICH TEXT: Original Values
2621: Batch Invoice report in Data.
2622: Batch Invoice Statement report in Data.
2623: Alternative unit name in Rich Text, weight of that unit in Data.
2624: Tax 1: In Data enter 0.33 for 33%, name in Rich Text.
2625: Tax 2: Rate in Data, name in Rich Text.
2627: Preferred Delivery report in Data.
2628: Grading Fees based on Grading Score
Multiple suppliers in one batch
This applies to all methods of using the Payment dashboard.
If you mix multiple growers in a batch; note these requirements and processes.
Batch outputs that are not finished products:
If you have a mixed batch, do not create bath outputs that are not finished products, you must use Batch > Inputs > "Remove" to remove inventory that can now be packed in an other batch. This must be done for each grower. It is up to the production managers discretion how much is 'removed' for each supplier and no tool exists to perform this automatically at present.
In the app, you can't have multi supplier batch outputs that become new multi supplier inputs into subsequent batches, if you do this, it is likely reporting from batches after the first batch will not be accurate.
IMPORTANT! You must enter the correct weight of Batch Inputs before you remove some if some were left over. Eg: if the batch input has a weight of 1, then its not been weighed, if you need to return some inventory to pack in another batch, edit the "1" to be the correct weight first (do this from Batch screen).