Much like a Work Order, a Grain Sales Contract records a trading agreement between a Grain Company/Terminal (Retailer) and a grain buyer. Grain Sales Contracts are used when grain that the terminal has purchased and stored is sold. Grain Sales Contracts may consist of one or more commodities - each with their own pricing - and are treated as Accounts Receivable transactions for AR customers.
What you'll find:
Grain Sales Contracts can be added for any AR customer.
To add a sales contract
* indicates a required field
Navigate to Grain > Sales Contracts.
The Grain Sales Contracts home form window opens and all sales contracts created today are listed by default.
Or open the Customer Account.
Click Add.
The Add Grain Sales Contract window opens.
Tip
Documents can be attached; these documents can be shared with your grain buyers via Grower Central.
Each sales contract requires a unique Contract No* for future tracking.
If the Generate Contract No Automatically check box is selected, agrē assigns the next sequential sales contract reference number to this sales contract.
To enter a specific reference number, clear the Generate Contract No Automatically check box and type a number in the Contract Number box.
In the Customer* box, enter the grain buyer's name.
Only customers with Grain Buyer checked on their customer account can be selected.
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 grain Sales Contract notes specified for the customer (set up in Manage Customers > Notes tab > Work Order), a message containing the notes appears. Click OK to continue. The notes remain on the bottom left corner of the window for future reference.
In the Contract Date * box, optionally change the effective date of the sales contract.
Today’s date is selected by default. You can change this date to a past date, but future dates are not permitted.
The Status of new sales contracts defaults to Active.
(Config U) In the Location* box, enter the location that owns the sales contract (this can also be set as a default).
In the Created By box, optionally change the name of the person identified as the creator of the sales contract.
The name of the person logged on is entered by default.
Select the Contract Type*.
(a commodity cannot be added until a Contract Type is selected, and the Contract Type cannot be changed once a Commodity has been added)
The Total will update automatically as Commodity rows are added.
For grain buyers using a foreign currency, enter an Exchange Rate.
Customer & Contract tab
Check the customer's Billing Address and Phone Number for accuracy.
Click Manage Customer to change any information.
(optional) Select a Ship To address if the order is destined for somewhere other than the billing address.
Tip
Click Add to add a new shipping address on the fly to the grain buyers account.
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 Manage Customer to make other changes to the customer's account information.
Authorization
If you want to record authorization information for this sales contract, in the Authorized By box enter the name of who authorizes the order. In the Authorized Date box, change to the date that the authorization was made. Today’s date is selected by default. If you do not want to record authorization information for this order, leave the No Authorization box checked. (Selecting this check box deactivates the Authorized By and Authorized Date boxes.)
Crop Year defaults to the current year but can be changed.
Optionally add or select a different Sales Rep.
(default sales rep is setup on the Customer Account)
Enter a Customer Contract # and Customer Contact if applicable.
Select a Delivery Method*.
Select the Rules to Govern, Grade to Govern, and Weights to Govern.
Optionally add any Comments pertaining to this sales contract.
Contract Type and Location are required to add a commodity.
At least one Commodity row must be added in order to save a Sales Contract.
Click Add Commodity.
The Add Grain Sales Commodity window opens.
Select a single Commodity* and Grade*.
(only 1 commodity allowed but can add multiple grades, cannot be changed or removed when shipped/quantity taken > 0)
Tip
Sales Contracts reference a Commodity and Grade combination, not a specific product.
Select the Date Priced. Once a date has been selected it cannot be removed.
(can be left blank and priced later, but future dates are not allowed)
Enter the Quantity*.
In the Limit box, optionally increase the quantity that can be sold at the specified unit price.
The Limit defaults to the quantity requested value. The Limit can be greater than the Quantity requested (to accommodate overfills) but it cannot be less.
For hedgeable commodities, enter the Basis, Futures, and Futures Month/Year.
Basis* and Futures Month/Year* are required only for Basis contract types.
Enter a Price.
Price* is required only for Fixed contract types. The Line Total will update automatically.
Optionally specify a Commodity Override description to be displayed on the Sales Contract report instead of the usual commodity description.
(primarily used for specific US grain buyers - e.g. PRAIRIE WHEAT)
Optionally add any Comments pertaining to this commodity.
Click Update to save the commodity.
The Add Grain Sales Commodity window closes.
Add additional commodity rows as needed.
Use Edit Commodity button to update a row.
Use Remove Commodity to remove a row.
Terms tab
Select the Origin, Destination, and Pricing Point.
Type the Delivery Point Adjustment (value per MT representing freight cost, affects gain/loss on open contract reports).
Enter enter as foreign currency on a foreign currency contract.
Set the Delivery Date Range details.
Select Delivery Start and Delivery End dates.
Select Delivery Distribution to distribute a contract over multiple months (delivery can span up to 6 calendar months e.g. October to February).
The Delivery Distribution window opens.
Next to each Month, type the Percentage or Quantity to be delivered.
Update to save your changes.
The Delivery Distribution window closes and Delivery Distribution turns red.
Clearing Delivery Distribution:
Selecting Clear Distribution will remove Delivery Distribution.
(Config C) In the Payment Due box, enter when payment for the Sales Contract is due, or check No Due Date.
The default payment due date will default as specified in the Company Configuration Options. The payment due date must occur after the date ordered.
Check Paid in Full if the work order has been paid in full.
Enter the value of any Deposit towards the total.
There are two ways to enter the Terms.
Select a Grain Payment Term from the drop-down list.
- or -
Check the Custom box, and manually type the terms of the payment (max 100 characters).
(e.g. 50% due on order, 50% due by December 31)
Select Other Terms from the dropdown list.
Click Include Term to copy details of the term into the large Edit window. You can add as many Other Terms as required.
- or -
Manually type the terms of the payment (max 300 characters). Select Edit to open a larger window with more text visible.
Shipment Summary tab
The Shipment Summary will be updated automatically as shipments are linked to the contract.
Purchase Orders tab
(optional) Select Link PO to link the Sales Contract to a Purchase Order.
The Link Purchase Order window opens.
Select a Supplier e.g. Canadian Pacific Railway.
The list of products on active Purchase Orders for the supplier are listed.
(a PO product row can be linked to only one Sales Contract)
Click a Product row and select Link Purchase Order.
The Link Purchase Order window closes and a new row is added to the grid.
Multiple Purchase Orders can be linked (for freight, brokerage, etc.), but each PO can be linked to only one Sales Contract.
Click Edit PO to edit the details of the Purchase Order.
Click Unlink PO to unlink the Sales Contract from the Purchase Order.
Select Yes to immediately remove the row, or No to cancel.
Click Save to save the sales contract.
Updating Pricing/Quantity Date Priced, Quantity and Price can be updated on edit. If no Price was entered initially and you want to price only a portion (for example when the same commodity has multiple prices), reduce the Quantity and agrē will ask you if you'd like to split the line to create an additional unpriced row for the remainder.
Contract Type cannot be changed after a Commodity has been added.
Commodity cannot be changed if any has been shipped.
Sales Contracts can be manually Closed if you are done with them before all grain has been shipped (they are closed automatically when the quantity shipped equals or exceeds the quantity on the Sales Contract).
They can be re-Activated by adding rows or editing quantities, but a row quantity cannot be less than the quantity already shipped.
You may also need to manually change the Status of commodity row(s) to Active as well.
Sales Contracts cannot be deleted once quantity has been shipped. You will be prompted to provide a reason for the delete.