PATRONAGE REFUND PROCEDURES – DETAIL
These procedures are general guidelines only, as each situation can be different. If you have other questions or need things clarified, please call customer support at 800-366-2474 or e-mail mysupport@agris.com
Step 1. Verify
If you accumulate activity each month as you progress through the year be sure that if you add a new product category that is not a part of an existing recap category that you set up the new patronage code. If you have the patronage codes set up by location, you will have to add the patronage codes for the new location before accumulating the activity for the period.
Step 2. Verify Patronage Codes & Names
If you accumulate activity at the end of the fiscal, review the following for any changes.
a. Has a new location been added?
b. Have any new product categories been added?
c. Has any new commodity codes or discount codes been added?
d. If yes to any of these questions, please review the patronage code set up and add any that are necessary. See Step 3 below for how to add a patronage code.
e. Are the flags in Name/Address correct for the patrons? If not, make the necessary corrections. For example, member/non-member or Voting/Non-voting. Be sure for all name ids the question “Accumulate Patronage” on the General Information screen is answered with a Y or W. The W indicates that there is not a social security/federal id number, or the patron is subject to backup withholding.
f. In Name/Address on the Relationship screen you can set up Patronage Split information for those accounts whose activity needs to go to another name id(s), such as partnerships or if a patron has multiple accounts and you want all of his activity under one account.
Step 3. Add New Patronage Codes
To add a patronage code, go to Patronage
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iii. Activity type 4 – Commodity Settled.
This is for grain settled and is accumulated based on the settlement date & payment
name ID. Recommended Method.
e. The next portion on the screen is where you will add the product category, commodity code or discount code. Remember to remove the location code if you are not paying different rates by location.
Suggestion: if your company does direct ships through a unique location, this allows you to exclude that location from patronage. This means you would setup commodities and discounts by location but could still have your inventory sales encompass all locations by leaving this blank.
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Step 4. Accumulate Activity
a. To accumulate activity chose the Process Activity menu option and then
the Accumulate Activity menu option
b. The following screen will appear.
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c. Put in the date range for which you want to accumulate the activity. We recommend that you accumulate by month regardless if you wait until the end of the fiscal year to accumulate.
Step 5: Balance the Accumulation
Balance the accumulation to ledger, inventory management and/or commodity accounting. The inventory activity will be balanced to the respective product category sales in inventory management or to the sales on the financial reports.
a. Reports to print
i. Ledger – Use the financial statements or trial balance
ii. Inventory Management –
Use the inventory activity report Gross Margin Report by Product Category.
You will have to adjust the parameters and change the Transaction Type to be 1 – 1,
change the activity date and if you do not want to see every invoice, on the Subtotal & Other
options screen answer the question “Print Inventory Activity Detail?” no.
a. For active invoice transactions
i. Transaction type - 1 - 1 (invoices only)
ii. Activity Date - match the patronage accumulation period
iii. Record Type - C to C (customers only)
iv. Blank out reverse dates. You need to see everything keyed in the time period.
b. For voided invoice transactions
i. Transaction type - 1 - 1 (invoices only)
ii. Activity Date - Blank to ending date of patronage accumulation period
Example: Activity Date = blank to 2/28/22
iii. Reverse Date - Beginning Void date to match beginning patronage period
- ending void date to match ending patronage period.
Example: Reverse Date = 2/1/22 to 2/28/22
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iv. Patronage – Product Activity Report – Summary
b. Monthly versus Yearly Accumulation
If you are accumulating the activity as you progress through the year you can balance each month as
you go along or at the end of the year. If you are accumulating the activity at the end of the fiscal year,
then balance first for the whole year. If there are problems, then balance by the month to find where the
problem is.
Step 6. Compress
After everything is balanced, compress the activity by going to Process Activity and the chose Compress Activity. Be sure to answer Y to “Compress Activity” question. This takes 12-months of activity down to a single line for patronage code. This also updates the activity with the current name id flags, so that the activity inherits the data from name/address.
Step 7. Add Accrual Activity
Now is the time to add any accrual activity that needs to be accounted for (i.e. storage). To determine storage accruals run the Storage Charge process without updating. See the print screen below.
This data can be placed in a Patronage Activity import file or manually keyed through PAT > Account Balance Inquiry > select name > Select 8) Activity History > insert button at bottom of screen.
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Step 8: Import of Key 3rd Party Activity
Import or key any 3rd party activity that needs to be accounted for (i.e. third-party feed/seed sales)
This data can be placed in a Patronage Activity import file or manually keyed through PAT > Account Balance Inquiry > select name > Select 8) Activity History > insert button at bottom of screen.
The import file layout is found in AGRIS > Maintenance > import file layouts > PAT > Patronage Activity
or
Run the standard patronage activity report for report 11. Patronage Activity Export Spreadsheet. This can used as a template for the import file.
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