Client Loadouts
Definition: Grain stored for a 3^rd party with the intent to later be loaded out. Grain that you do not take ownership of.

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Common reasons to use Client Loadouts

• 3^rd party customer needs you to temporarily store grain for them, once they have space available they will loadout & haul to their own facility.

• 3^rd party customer needs you to offload rail cars into trucks, or rail cars to barges, etc.

• Farmer doesn't have a drier & wants to haul in wet corn in the fall & load back out dry corn to feed to livestock.

• Farmer doesn't have storage space for grain needed to feed to livestock throughout the year.

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To Start the Process

1. Inbound tickets are applied to Open Storage or Grain Bank.

2. Determine if storage charges will apply. If so, do you need a special storage charge table entered or will it be the same charges as your default storage table?

3. Produce a delivery sheet on the inbound tickets. If the storage charges are to be calculated from a special table, ensure that table # is entered when producing the delivery sheet, as seen below.

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1. When customer loads out grain create outbound tickets & place on Hold. These tickets can be created through oneWeigh & imported, or if you don't have oneWeigh they can be hand keyed.

2. There are 2 ways to apply the outbound tickets to the Open Storage balance. Both methods require 2 things. 1 – Outbound tickets must be on Hold, & 2 – Inbound Open Storage or Grain Bank tickets must be on a Delivery Sheet.

3. 1 method is to Apply From Hold the Outbound tickets. GRN > Shipments > Apply Tickets From Hold > you can either do 1 at a time or a group > select the ticket to apply & select option #3 Remove From Open Storage. This method does not allow you to select which application on the Delivery Sheet will be reduced. It automatically reduces the oldest application.

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1. 2^nd method is to Apply From Storage. GRN > Settlements > Apply From Storage > enter Commodity & Name Id, you will be shown the amount of bushels available in Open Storage.

Select #1 Open Storage > you are presented with the total amount in Open Storage.

From here you can select a specific application if needed or just let the system select. It will always take the oldest application 1^st. If you prefer you can select Quantity, if for some reason you only want to apply a portion of the outbound tickets. It's probably easiest to just hit the Select button, that allows the system to present you with the available outbound tickets that are needed to be applied.
After hitting Select you are presented with 9 options. Select #9 Client Loadout.

Select the location code of the Outbound ticket. The loadout can occur from a different location than where the Open Storage balance is stored.

Bottom half of the screen will then show you the total amount of Outbound bushels that are sitting on Hold.
It will give you the Outbound ticket # that it is trying to apply. You should always check to ensure that is the correct outbound ticket you want. You can skip the ticket if you don't want to apply this ticket & it will present you with the next oldest Outbound ticket on Hold.
And it shows you the available Open Storage bushels from the oldest application open on the delivery sheet.

If everything is correct select Ok. It gives you a chance to confirm everything is correct. Select Yes to move on.
Next screen gives you an opportunity to ensure the correct storage is going to be calculated. As long as the correct storage table was entered on the delivery sheet you should be good to select the default of option 3=Use Existing Table. If the table wasn't correct on the delivery sheet you can now select to enter the amount to charge, or you can select what table to use to do the calculations from.
Next option is when do you want the storage charges to stop. A new option #5 was recently added to tell the system to stop the storage on the date of the Client Loadout. This feature was added to ensure no matter how many days after the loadout happened before you get a chance to apply the Client Loadout, the storage will stop on the date of the outbound ticket. You do have 4 other choices if needed.

If you change either of these 2 options, you then get the opportunity to accept or deny these as the new defaults. This option can be turned off in security if you don't want your users changing the defaults.

This has now applied the 1^st amount of Client Loadouts, continue with the above steps until all Outbound tickets have been applied.

1. Now you are ready to invoice the customer for the applicable charges. GRN > Settlements > Produce A Settlement > this will be a Purchase settlement of the Purchase Delivery Sheet. Enter the Commodity & Name Id.

Select Final Settlement.

Select all the applicable applications that you want to invoice for.

Check the Discounts/Premium that are presented. If the Inbound grain delivered was lower quality than standards, your discount tables will calculate any charges due, like Drying, FM, TW, etc. It will also calculate the Storage Charges due. You may have additional charges related to this transaction that you can add to this invoice. A common charge would be Handling Fees or an Unload/Loadout fee. So if this is applicable, add it by selecting #2 View/Edit Other Deductions.

Select the Discount Code of what you want to add. Select the table is there is one, or skip over & go to the rate. Your rate can be a Flat Dollar Charge or it can be calculated based on the bushels of each application.

Continue adding as many Discount/Premiums needed to create the correct invoice. Once you've entered all, you are ready to Update/Print Settlement.

Decide on your Settlement Options & continue on to print the Settlement & the Invoice.

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Corrections To Client Loadouts

What if an incorrect Loadout ticket was used as a Client Loadout?

1. First determine if the Client Loadout has been Final Settled or not. If it has, you must reverse the final settlement before you can remove the Outbound ticket. You also need to know if the Invoice has been paid or not. If the Invoice was paid, you would need to go to Accounts Receivable & reverse the Payment to Hold before you will be able to reverse the Settlement. If you don't do these steps 1^st you will get a warning message when trying to reverse the application on the Delivery Sheet.

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1. After Payment is reversed to hold & Settlement is reversed you are now able to reverse the Outbound ticket application. But you may not know what that application # is. Recommendation is to go view the Outbound ticket that is wrong. Go to GRN > Shipments > View Tickets > enter the Outbound ticket # & go to the Applications screen.

The reference # it is giving you is the Purchase Delivery Sheet # & Application #, of when the grain was originally put into Open Storage. Note both the Sheet # & Application #, in the above example the D stands for Delivery Sheet, the actual # of the sheet is TA0005-06, the -06 represents the Application #. That is what you will need to know to reverse the application.

1. To reverse the application you will go to GRN > Settlements > Delivery Sheet Maintenance > #3 Reverse Delivery Sheets > enter the sheet # without the number after the dash.

You may see many applications on the sheet. This is where the # after the dash is important. That is the only application that you need to reverse. You do NOT want to reverse the whole Delivery Sheet, only that 1 application.

Highlight the appropriate application line & hit Select. You will receive a message This Application Will Now Be Reversed to Os. Click OK

If the whole Outbound ticket was applied to this application of the Delivery Sheet you will get a message of Reverse Outbound Ticket XXXXXXX. Be sure of what is needed on this step. If you answer Yes, the Outbound ticket will be reversed & removed completely from the dataset. If you answer No, the Outbound ticket will be only reversed from this Delivery Sheet & will be placed back on Hold. So if the Outbound ticket is a valid ticket, just misapplied, you will want to select No to this question.

You are then prompted to continue reversing any additional applications on the Purchase Delivery Sheet that may be wrong. If there is nothing else that needs reversed you are done in Delivery Sheet Maintenance & can back out to the main menu.
If you selected No to reversing the Outbound ticket that ticket is back in Hold & you can now apply it where it belongs.
Once all corrections are made, make sure you go back & do the final settlement again to create your invoice, if it had previously been settled. You may have a dollar difference left over in AR if the invoice had been paid. You can decide to either refund the overpayment, or leave the difference on Hold until you create another invoice for this customer.
~Document Written by Arlena Bannon