The Add Loadout Ticket window allows you to create loadout tickets for customers. Items (products, services, and blends) can be added to the loadout ticket directly or be pulled into the loadout ticket from existing work orders.
You can also create Invoices by selecting Invoice from the toolbar. If Auto-Billing is active, every loadout ticket saved will be invoiced.
What you'll find:
To add a loadout ticket
* indicates a required field
Navigate to Accounts Receivable > Loadout Tickets. Or click the Loadout Ticket toolbar button.
The Loadout Tickets home form window opens and all loadout tickets created today are listed.
Click Add.
The Add Loadout Ticket window opens.
To enter a specific reference number, clear the Generate Reference Automatically check box and type a number in the Reference box.
Each loadout ticket requires a unique reference number for future tracking. If the Generate Reference Automatically check box is selected, agrē assigns the next sequential loadout ticket reference number to this loadout ticket.
In the Customer* box, enter the customer’s name.
When you enter the customer’s name, the default billing and shipping addresses and phone number appear on the Customer and Shipping tab.
Note
If you have loadout ticket notes specified for the customer (set up in Manage Customers), a message containing the notes appears. Click OK to continue. The notes remain on the bottom right corner of the window for future reference.
Tips
Click Find to search for a specific customer or click Add to add a new customer.
Click View Credit to display a summary of the customer’s credit balances. The Customer Credit Information window opens, and the customer’s contact information and Credit Limit, Net Balance (including Prepayments, Balance (excluding Prepayments), Unbilled Loadout Tickets, and Prepayment Remaining totals are displayed. Click OK to return to the Add Loadout Ticket window.
In the Date* box, optionally change the effective date of the loadout ticket.
Today’s date is the default. You can change this date to a past date, but not to a date in a closed accounting period. Future dates are not permitted.
(Config U) In the Location* box, enter the location that owns the loadout ticket.
This location differs from the location specified for each loadout ticket item, which is the location that will supply the item.
In the Created By box, optionally change the name of the person identified as the creator of the loadout ticket.
The name of the person logged on is entered by default.
In the Ship to* box, optionally change the address to which the products will be delivered.
The default shipping address specified in Manage Customers is selected by default.
Tip
Click Find to search for a shipping address. Use the Filter to refine the results list or click on a column header to sort.
Click Add to add a new shipping address or click Manage This Customer to edit the customer’s information.
In the Customer Order Number box, enter the order number used by the customer if they have one (e.g., a PO number).
Note
Each loadout ticket may include products, services, or blends, and may also include additional information (e.g., operators, equipment, and carrier and freight).
The products, services, and blends that you add to the loadout ticket may be added to the loadout ticket directly or be pulled into the loadout ticket from existing work orders.
In the Trucker # / Driver Name box, enter the delivery driver's name and number (maximum 60 characters).
In the Carrier box, enter the company that transports the products (maximum 50 characters).
In the FOB box, enter the location that the products are delivered to without charge (maximum 50 characters).
FOB stands for Free on Board. Customers are responsible for picking up the products at the location specified. Additionally, customers are responsible for payments of shipments made to locations other than the one specified.
In the Freight Terms box, enter the terms and conditions for the payment of the transportation of the products identified on this loadout ticket (maximum 50 characters).
For example, prepaid or collect.
(Config C) In Sales Rep, optionally change who should 'get credit' for this sale.
The default sales rep is specified on the Customer Account.
In the Comments box, enter comments for the printed Loadout Ticket reports.
Select the Include this comment on printed invoice check box to print the content of the loadout ticket Comments field on the related invoices as well.
Add products or services or add blends to the loadout ticket, then link to existing work orders (if applicable)
- or -
Import products, services, or blends from work orders.
- or -
Import products from Bill & Hold invoices.
At least one item must be added to a loadout ticket before you can save it.
Add additional information (optional) to the loadout ticket.
(Config U, L,C) Click Save.
A message appears asking you which document(s) to preview.
Depending on the products added to this particular Loadout Ticket, the list of documents may include a blend batch sheet and/or a Transport of Dangerous Goods document in addition to the Loadout Ticket itself.
If you want to split this loadout ticket with other customers (also known as split billing), click the down arrow next to the save button and click Save and Split.
I want to read the whitepaper (with lots of screenshots) on Split Billing.
(Config C, L, U) Select the document(s) that you want to preview and then click OK. Click Cancel if you do not want to preview a document.
You can invoice unbilled loadout tickets directly from the Loadout Tickets window.
To Invoice an unbilled loadout ticket
Select an unbilled loadout ticket (click New Search and change the criteria if the LOT you want to invoice is not appearing in the grid).
Click the Invoice button on the toolbar.
The Choose Invoice Settings window opens.
Optionally choose an Invoice Date (this date will be used for all invoices created from this window until you close it).
Optionally type an Invoice Comment (this comment will be used as the header comment for all invoices created from this window until you close it).
Click OK to accept the settings.
Click Ignore if you want today's date as the invoice date and don't want to add a header comment.
The Add Invoice window opens. The customer name defaults to the name on the LOT.
Complete the invoice and Save.
Any subsequent invoices created from this window will use the same settings.
The settings will be cleared from memory when you Exit the Loadout Tickets window.
If your company has chosen to AutoBill, when you save a Loadout Ticket you will be prompted to automatically invoice it (after any printing prompts).
Caution
There are limitations to AutoBill:
- No support for Choose Date
- No support for BOAWO (Blends on a Work Order)
- No support of Early Payment Discounts
- No support of Immediate Payments
- No automatically Use Remaining Prepayment
- No AutoLink to customer group work orders
- No Associated Products suggested on Invoice
- No customer Credit Limit Checks or Warnings
(even if customer credit limit has been exceeded)
- No warnings regarding running out of Prepayment Dollars
To AutoBill a new loadout ticket
Add a new loadout ticket.
Save the loadout ticket.
Handle any previewing prompts accordingly.
When prompted, click Yes to AutoBill to the Loadout Ticket.
Click No to leave the LOT unbilled so that you can manually bill or AutoBill it later.
An invoice will be created in the customer's name, the Loadout Ticket will be automatically imported, and AutoLink to Work Order rules will be applied.
You will be asked to Preview the Invoice (if specified in your configuration options).
To AutoBill an existing unbilled loadout ticket
Navigate to Accounts Receivable > Loadout Tickets. Or click the Loadout Ticket toolbar button.
The Loadout Tickets home form window opens and all loadout tickets created today are listed.
If the Loadout Ticket that you want to AutoBill is not listed, click New Search and change the criteria.
Edit the loadout ticket (for example, to adjust actuals of a blend) and save it. When prompted to AutoBill it, click Yes.
- or -
Click the down arrow on the right edge of the Invoice button and click Auto Invoice Loadout Ticket.
The loadout ticket will be invoiced and AutoLink to Work Order rules will be applied.
You will be asked to Preview the Invoice (if specified in your configuration options).
To add a product or service to a loadout ticket
(Config C) On the Add Loadout Ticket window, click the Products tab.
If the customer you selected has active rows (items) on work orders, a message appears when you click the Products tab asking if you want to import items from the work orders. Click No.
Click Add Product Row.
The Add Loadout Ticket Product Row window opens.
In the Product* box, enter the product or service you want to add to the loadout ticket.
Tip
Click Find to search for a specific product or click Add to add a new product.
In the Loadout Ticket Units* box, optionally change the unit of measurement for the product or service.
The default unit, if available, is either the main units or the preferred units for the product (set up in Manage Products).
(Config U) In the Location* box, optionally change the location that supplies the product or service.
The location specified on the loadout ticket is selected by default. Items on the loadout ticket can be supplied from different locations.
Note
Quantity Committed displays the quantity of the product in the selected units, on committed work orders, at the selected location.
This value is only available for inventory products. It is not available for products imported from or linked to work orders.
Quantity on Hand displays the quantity of the product in the selected units, at the selected item location.
This value is only available for inventory products.
Tip
Click Details to view additional inventory details for the product (e.g. quantity on order or quantity on hand at other locations). The window opens and you can view the additional inventory details.
Click Show Other Locations to view the same information for all locations.
In the Quantity* (in ticket units) box, enter the quantity required for the loadout ticket.
In the Billing Units* box, optionally change the units that will be used when invoicing the customer for the product.
(Config C) The loadout ticket units and billing units can be different, allowing a product to be delivered in one unit type but billed in another unit type. The billing units are not printed on the loadout ticket.
In the Line Comments box, enter comments for the printed Loadout Ticket reports. These comments appear next to this item.
(optional) In the Project box, enter a project that you want the product to be associated with.
When you associate the product with an active project, the revenue and cost of goods sold postings are also associated with the project. If the product is already associated with a default project (set up in Manage Products), then the default project is selected by default.
When a product is set up with an active, default project, the revenue and cost of goods postings automatically go toward the project associated with that product.
(optional) Select an existing Lot Number from the drop down list. Or click the ellipsis [...] to link to multiple Lot#s or to add a new Lot# on the fly.
I want to read the white paper (with screenshots) about Lot Number Management.
Note
Each product row can be associated with multiple Lot#s.
For example, you're loading out a total of 3 units: 1 unit from Lot# 1 and 2 units from Lot# 2).
Click the ellipsis [...] and indicate how many from each Lot# are going out.
If the quantity taken does not match the quantity associated with Lot#s agrē will flash a red exclamation point to warn you.
(optional) In the Field box, enter the farm field that you want the product to be associated with.
When you associate the product with a farm field, it will be included on the Field History report. If you are using the Agronomy module, the Product Distribution will be done automatically.
Click Update.
The Add Loadout Ticket Product Row window closes and the product or service appears in the list on the Add Loadout Ticket window.
In addition to the values you entered, the Billed? column indicates whether the item has been pulled into invoicing. When you add items to loadout tickets, the Billed? column defaults to not billed.
Messages (e.g., reminders), warnings, and associated product messages for the loadout ticket may appear. For messages and warnings, click OK. To add the associated product to the loadout ticket, click Yes. Or, if there are multiple associated products to choose from, select the ones you want and then click Use Selected Rows. Otherwise, click No.
Tips
To remove a product item from the list, select the item and click Remove Row. You cannot remove product rows that have been billed.
To change the order of items listed in the grid, select the item and press Control+Up Arrow or Control+Down Arrow, or use the Up/Down Arrows at the right side of the grid.
Additional products in blends must be also moved manually - they do not move with the blend - but will be removed if the blend is removed.
Click Preview Total Weight to view the weights of each product row, and for the load in total. For example, you can check to make sure the weight of a dangerous good does not exceed the legal limit.
After you’ve added items to a loadout ticket, you may want to associate the items to an existing work order before saving, as though you had imported the items directly from the work order.
Note
You can also import the blend instead.
To add a blend to a loadout ticket
(Config C) On the Add Loadout Ticket window, click the Products tab.
If the customer you selected has active rows (items) on work orders, a message appears when you click the Products tab asking if you want to import items from the work orders. Click No.
Click Add Blend Row.
The Make a Blend window opens.
Messages (e.g., reminders) and warnings (e.g., permits required) for the loadout ticket may appear. For messages and warnings, click OK.
Tip
To remove an item from the list, select the item and click Remove Row. You cannot remove rows that have been billed.
Note
If you save the blend and its non-blendable additional products on a work order, loadout ticket, or invoice, the additional products that belong to the blend are indented beneath the blend so you can easily see they are associated with the blend.
(Config U, L,C) Click Save.
A message appears asking you which document to preview.
Select the document that you want to preview and then click OK. Click Cancel if you do not want to preview a document.
You can add additional information to a loadout ticket, including operators, equipment, carrier and freight, and comments.
To add additional information to a loadout ticket
On the Add or Edit Loadout Ticket window, click the Additional Information tab.
In the Operator column, select an operator from the list.
Operators are employees who are needed to provide the services identified on this loadout ticket. You can add multiple operators to a loadout ticket. This information appears on Loadout Ticket reports.
In the Equipment column, select the equipment to be used for the delivery of the products and/or services identified on this loadout ticket.
You can add multiple pieces of equipment. This information appears on Loadout Ticket reports.
In the Fixed Asset column, select the fixed asset to be associated with this loadout ticket.
Only Purchased fixed assets are listed.
Notes
(config C) The WO Ref column displays the message <WO Available> if the product, service or blend itself exists on an active WO or it displays <Emb. WO Avail> if the blend ingredients or additional products exist on an active WO (emb. stands for "embedded" because you'll need to edit the blend row to link).
If you have enabled Location Security for Work Orders, you may see the message <WO Available> but you will be allowed to link only to Work Orders in locations you have permission to use (the list would be blank if all work orders were from restricted locations).
When you link to existing work orders from loadout tickets, you are associating items on the loadout ticket to those same items on the work orders. In order to link, the billing units for an item on a loadout ticket must match the units specified for the item on the work order. (Config U,C) For blends, the configuration must be enabled and the blend history must be the same.
If you are linking to a quote, it will be automatically turned into an order and you'll be asked if you want to commit the product(s).
Returned items (products with a negative quantity) cannot be linked to a work order.
When the loadout ticket is saved, information on the work order and loadout ticket is updated: the referenced work order is updated to reflect the quantity taken on the loadout ticket.
To link a product on a loadout ticket to an existing work order
From the Product list, select the product you want to link to a work order and then click Link to Work Order.
The Link To Work Order Detail Line window opens.
Check Include Expired Work Orders if you've chosen to allow linking to active expired work orders, and want to do so now.
Expired work orders are listed in red.
Note
Each row in the list is an item on a work order. The reference number indicates which work order the item belongs to; therefore, if multiple items have the same reference number, they exist on the same work order. When you link to them, the work order reference number displays in the Product list.
Check Include Work Orders from Customer Group if you want to link to another group member's work order.
The ShipTo column changes to Customer.
Orders in the customer's own name appear in black; orders in customer group member names appear in green.
(config C) Check Import Header Comments to copy from work order.
From the Work Order Items list, select the item to link to the loadout ticket item and then click Use Selection.
The Link To Work Order Detail Line window closes and the Work Order Ref column is updated on the Add Loadout Ticket window.
Note
If the quantity you enter for the loadout ticket item is greater than the quantity available for the work order item, a message appears asking if you want to split the line.
When agrē splits a line, it creates two lines on the loadout ticket: one line references the work order item and contains the available quantity. The other line does not reference the work order item and contains the quantity needed to make up the difference.
Click Yes to split the line, or click No to cancel linking the item.
If there are no active rows (items) on work orders for this product and customer, a message appears: “There are no work order rows available for linking for this product.” Click OK to go back to the Add Loadout Ticket window.
If you imported items from a work order into the loadout ticket, the Link to Work Order button is unavailable for those items since they are already referencing a work order.
(Config U, L,C) Click Save.
A message appears asking you which documents to preview.
Select the document(s) that you want to preview and then click OK.
Click Cancel if you do not want to preview a document.
AutoLinking is a "Link to Work Order" shortcut that will automatically link the product to the first available work order. agrē uses two criteria to determine which is the first one available: date and prepaid flag. Older work orders take precedence over newer work order; prepaid work orders take precedence over non-prepaid work orders. agrē will link to the oldest prepaid work order first.
If there is not enough quantity, it will split the line and link the remainder to the second oldest prepaid work order, and so on. Once all the prepaid work orders are complete, it will link to the oldest non-prepaid work order, then the second oldest non-prepaid work order, and so on, until there are no work orders left to link to.
Note
agrē will automatically link to a customer's own work orders only.
Linking to Customer Group work orders must be done manually.
One of the main benefits of using straight products on a work order is that the customer can take any blend they want and you'll still be able to link the products in the blend back to a work order.
To link a blend on a loadout ticket to an existing work order
From the loadout ticket Product list, select the blend you want to link to a work order and click Edit Row.
The Make a Blend window opens.
From the Product in Blend list, select the product you want to link and click Link to WO.
The Edit Work Order Links window opens.
From the Prices list, select the item to link to and click Link to WO.
The Link to Work Order Line window opens.
Check Include Expired Work Orders if you've chosen to allow linking to active expired work orders, and want to do so now.
Expired work orders are listed in red.
Check Include Work Orders from Customer Group if you want to link to another group member's work order.
The ShipTo column changes to Customer.
Orders in the customer's own name appear in black; orders in customer group member names appear in green.
Note
agrē will let you know if there are no available work orders to link to.
Click OK to acknowledge the message, and click Exit to return to the Make a Blend window.
From the list, select the item to link to the blend to and then click Use Selection.
The Link to Work Order Line window closes, and the Work Order Ref column is updated on the Edit Work Order Links window.
Click Update.
The Edit Work Order Links window closes and the WO Ref column is updated on the Make a Blend window.
Tip
You can easily remove links for all products by clicking Reset Links.
Repeat for each remaining product in the blend.
Save the blend.
AutoLinking from the Make a Blend window is a "Link to WO" shortcut that will automatically link all the products in the blend to the first available work order for each. agrē uses two criteria to determine which is the first one available: date and prepaid flag. Older work orders take precedence over newer work order; prepaid work orders take precedence over non-prepaid work orders. agrē will link to the oldest prepaid work order first.
If there is not enough quantity on a single work order, it will split the product line behind the scenes and link the remainder to the second oldest prepaid work order, and so on. Once all the prepaid work orders are complete, it will link to the oldest non-prepaid work order, then the second oldest non-prepaid work order, and so on, until there are no work orders left to link to. On the Make a Blend window, instead of a single WO Ref you'll see <Multiple>. To see the details of which work orders were linked to, and how much (if any) was not linked to any work order, click Link to WO. How much of the product linked to each work order, and how much not linked, is shown. The loadout ticket will have only a single blend row with a calculated unit price based on the weighted work order prices.
If you want to link a blend on a loadout ticket to a BOAWO, import the blend from the work order which also automatically links it.
Additional Products in a blend must be linked from their own tab. Linking the products on the Calculation tab will have no affect on products on the Additional Products tab.
To link additional products in a blend on a loadout ticket to an existing work order
From the Make a Blend window, select the product on the Additional Products tab that you want to link to a work order and click Link to Work Order.
The Link to Work Order Line - Additional Product window opens.
Check Include Expired Work Orders if you've chosen to allow linking to active expired work orders, and want to do so now.
Expired work orders are listed in red.
Check Include Work Orders from Customer Group if you want to link to another group member's work order.
The ShipTo column changes to Customer.
Orders in the customer's own name appear in black; orders in customer group member names appear in green.
Select the Work Order you want to link to from the list and click Use Selection.
The Link to Work Order Line window closes, and the Work Order Ref column is updated.
If there is not enough quantity remaining on the work order, agrē will offer to split the line.
If you click Yes, you'll see two lines on the Additional Products tab: one for the quantity linked to the work order, and one for the remainder which will not be linked.
Note
There is no AutoLink feature for Additional Products. If there is more than one work order for an additional product, you will need to link the remainder manually following the process above.
agrē will let you know if you mistakenly try to link to the same work order again.
If you click No, no portion of the product will be linked.
Product rows linked to Work Orders can be unlinked.
To unlink a work order
From the loadout ticket Product list, select the product or blend you want to unlink from a work order and click Unlink Work Order.
The Unlink from Work Order window opens.
Select Yes to unlink the work order.
The Unlink from Work Order window closes and the product row is no longer linked to a work order.
Select No to cancel unlinking of the work order.
The Unlink from Work Order window closes and the product row remains linked.
Items (products, services, and blends) can be pulled into loadout tickets from existing Work Orders and Bill and Hold invoices.
If you are importing from a quote, it will be automatically turned into an order and you'll be asked if you want to commit the product(s).
To import an item into a loadout ticket
(Config C) On the Add Loadout Ticket window, click the Products tab.
If the customer you selected has active rows (items) on Work Orders (depending on your configuration settings) or on Bill & Hold invoices (again depending on your configuration settings), a message may appear when you click the Products tab asking if you want to import items from a work order or a bill and hold invoice.
Click Yes to open the Import Rows window automatically.
If not prompted, click Import from Work Order.
The Import Rows window opens.
You can choose to import from Work Orders or from Bill and Hold invoices.
Bill and Hold - all B&H active items are listed.
Bill and Hold products must be imported; they cannot be added and then linked back to a Bill and Hold invoice.
Work Orders - active (unbilled) items on work orders for this customer dated in the last six months are listed.
Check Include Expired Work Orders if you've chosen to allow importing from active expired work orders, and want to do so now.
Expired work orders are listed in red.
Check Include Work Orders from Customer Group if you want to import from another group member's work order.
The Location column changes to Customer.
Orders in the customer's own name appear in black; orders in customer group member names appear in green.
Select a Work Order Sub Type to if you want to import items only from a particular sub-type of work order.
Filter results by Work Order Reference (full or partial) and Release Number (full or partial).
(config C) Check Import Header Comments to copy from the work order.
Note
Each row in the list is a product item/row on a work order or B&H invoice. The reference number indicates which Work Order/B&H invoice the item belongs to; therefore, if multiple items have the same reference number, they exist on the same source. When you import them, the reference number displays in the Product list.
Tips
(Config C) agrē can prompt you to import Bill and Hold products.
You can narrow the list of items by changing the criteria then clicking Refresh List.
If you have items selected in the list, clicking Refresh List clears the items and replaces them with the new results. A message appears asking you whether you want to proceed. Click Yes to refresh the list and clear the lines, or click No to return to the Import Rows window and keep the selected lines (by not refreshing the list).
The list can be sorted by clicking on a column header. Click again to sort in the reverse order.
Location information is shown by default; choose Show ShipTo (bottom right corner) to show that address instead.
In the first column with the check boxes, check the boxes of all the items from work orders that you want to import onto the loadout ticket.
Work Order - The Import Quantity can default to the quantity remaining on the work order (but can be edited if needed)
- or -
the user can be required to manually type in the quantity the customer is taking.
Tip
To quickly select and clear all the items in the list, click Select All and Deselect All.
If the quantity taken exceeds the quantity remaining, the WO Limit Exceeded window opens to let you know the line will split automatically.
Click OK to continue.
Note
When agrē splits a line, it creates two lines on the loadout ticket: one line references the work order item and contains the remaining quantity. The other line does not reference the work order item and contains the quantity needed to make up the difference.
If the location on the loadout ticket is different from the location on the work order, the Change Location? window opens asks you to confirm from which location the inventory is being taken (whose inventory level should go down?).
Click Yes to take the inventory from the loadout ticket location; click No to take the inventory from the work order location.
Note
A BOAWO (Blend on a Work Order) can be taken only from the location on the work order.
If you need to take the blend from a different location you will need to edit the work order first.
If the Ship To address on the Customer and Shipping tab of the loadout ticket is different from the ship to address on the work order, the Conflicting Ship To Addresses window opens to let you know.
Click OK to close the window.
Bill and Hold - The quantity will default to the quantity remaining on the B&H invoice. You cannot exceed the quantity on the Bill & Hold invoice, nor can the quantity be negative.
If you increase the quantity you will receive a Limit Exceeded message. If the quantity is negative, you will receive an Invalid Quantity message.
Click OK to continue, edit the quantity, and add another row for the remainder taken.
Tip
You can add the additional row for extra product taken to this loadout ticket or to a new one. agrē will let you have both Bill & Hold items and chargeable items on the same loadout ticket, but you may prefer to keep them separate to simplify your billing process. Or you may wish to turn on AutoBilling so you don't forget to invoice the extra product.
Note
Bill & Hold items must be picked up at the same location they were invoiced from.
Click Use Selected Rows.
The Import Rows window closes and the selected items are shown in the Add Loadout Ticket window.
Messages (e.g., reminders) and associated product messages for the loadout ticket may appear.
For messages, click OK.
To add the associated product to the loadout ticket, click Yes. Or, if there are multiple associated products to choose from, select the ones you want and then click Use Selected Rows. Otherwise, click No.
Caution
Should you subsequently unlink the work order, any imported line comments will remain.
(Config U, L,C) Click Save.
A message appears asking you which document to preview.
Select the document that you want to preview and then click OK. Click Cancel if you do not want to preview a document.
To import a product or service from a field scout or custom app:
On the Add Loadout Ticket window, click Import Agronomy.
The Import Agronomy window opens.
Choose Type: Field Scout or Custom Application.
To see older ones, change the date range and click Refresh.
Optionally change the Location that will supply the product in the Use these settings on the loadout ticket box.
The default location will be the loadout ticket header location but it can be changed.
Check Import next to the products you want to import onto the LOT.
Optionally change the Quantity.
Click Update to import the selected products.
The Import Agronomy window closes and the products are listed on the loadout ticket.