Adding a New Contract - Without the Quick Entry Setup

Overview

Use this job aid to add a new contract using the regular method. This method applies if no fields are selected as a 4, 5 or 6 in the Available Fields or Remarks sections of Contract Types setup. For additional information on this see https://culturatech.atlassian.net/wiki/spaces/ACD/pages/890667708 and https://culturatech.atlassian.net/wiki/spaces/ACD/pages/890143653 .

To add a new contract:

1. From the Toolbar, click GRN for Commodity Management.

2. From the Commodity menu, select Contracts, and then select Contract Maintenance.

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3. Select Add New Contracts.

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4. In the Location Code box, click Lookup or type * and press Enter, and then select the accounting location, or type the accounting location .

5. In the Purchases/Sales box, click Lookup or type * and press Enter, and then select P for purchases or type S for Sales.

6. You are still able to select a default contract. Select the default button now located in the bottom of the screen to access this.

7. To continue entering the contract click OK.

8. In the Contract Type box, click Lookup or type * and press Enter. Then select the contract type from the list provided or type the contract type in the field.

9. In the Commodity Code box, click Lookup or type * and press Enter, and then select a commodity or type the commodity for the contract .

10. In the Contract Name Id box, click Lookup or type * and press Enter, and then select the name id of the customer who the contract is issued to, or type the name id of the customer who the contract is issued to.

11. In the Contract Date box, the current position date displays. This date is for reporting purposes and can be changed.

12. In the Quantity Basis box, click Lookup or type * and press Enter. Select the quantity basis or type the quantity basis for this contract.

13. The Contract Status box displays A for Active. Click Lookup or type * and press Enter if you wish to change the contract status. Contracts entered using any of the Pending status codes will not appear on the Hedge Position Report. Also, applications cannot be made to contracts with any of the Pending status codes.

14. Click OK and it will bring up the menu option box, or click Schedules button at the bottom of the window.

     

15. In the Delivery Terms box, type the delivery terms. The default delivery terms are maintained in Setup Information and can be changed.

16. In the Their Contract # box, type additional information, such as the customer's reference number or contract number. This information is for reporting purposes only.

17. In the Ship From Name Id box, click Lookup or type * and press Enter, and then select the ship from name id, or type the ship from name id. Note:  A contract can be delivered by an account different than the account who the contract is issued to. The Ship From Name ID box limits ticket applications for this contract only to a single name id. If used, this name id must match the primary name id used in ticket entry. 

18. In the Agent/Broker Name Id box, click Lookup or type * and press Enter, and then select the agent/broker name id, or type the agent/broker name id. identifies the broker for this contract. Note: Agent/broker Name Id defaults from the agent/broker relationship in NAM (or from the default contract), and can be changed as necessary. This box is for reporting purposes only. 

19. In the Transport Mode box, type T for Truck, R for Rail, B for Barge, V for Vessel, N for Bin to Bin, D for Direct to limit ticket applications for this contract to a single mode, or if left blank tickets with any transportation mode can be applied.

20. In the Weight base box, click Lookup or type * and press Enter, and then select the weight base, or type the weight base that determines which weight to use during ticket application to this contract.

21. In the Grade base box, click Lookup or type * and press Enter, and then select the grade base, or type the grade base that determines which grade to use during ticket application to this contract.

22. Click OK.

23. In the Scheduled Bushels, type the number of units of measure (bushels).

    1. In the Delivery Date box, type the beginning date for this contract to be delivered. The current position date displays, and can be changed as necessary.

    2. In the Due Date box, type the ending date for this contract to be delivered. The current position date displays, and can be changed as necessary.

    3. In the Inventory Location box, click Lookup or type * and press Enter, and then select the accounting location, or type the accounting location where the commodity is to be delivered for this contract. Note:  This box defaults the location code selected as the default location on the Default Location under File on the main Agris Software menu, or temporarily selected on the Commodity Accounting System menu. This box can be overridden, as required. 

    4. In the Application Name Id box, click Lookup or type * and press Enter, and then select the name id, or type the name id that determines the account that the ticket is to be applied to.

    5. In the Other Name Id box, type information that can be associated with individual contract pricings. This information can aid in the sorting of individual contract pricings.

    6. The Apply Status box displays the Contract Status from the General Information window.

    7. Click OK.

24. In the Advance Percent box, type a percentage to use for an advanced settlement. To override the default percentage, type a new percentage

25. In any of the Discount table boxes, click Lookup or type * and press Enter, and then select the discount table, or type the discount table that determines which discount to use with this contract, or to use a non existing discount table, type ! and click Discounts to enter a new or edit a discount table for this contract.

26. If you chose to edit or enter a new discount table, continue with Step 25 until all discounts are entered.

27. If you chose to select an existing discount table, continue with Step 28.

28. In the Board Name box, type the abbreviation name of the board from the Commodity Tables, for example Chicago Board of Trade (CBOT).

29. In the Futures Month box, type the valid board month appropriate for this contract. Valid futures months are defined under Commodity Tables.

30. In the Price box, type the price per unit of measure (bushel) this price is the "scheduled price" on this pricing, or leave blank to calculate.

31. In the Futures and Basis Amount boxes, type the future price and basis price, or leave blank to calculate.

32. In the Freight Rate box, type the freight rate in dollars per unit of measure (bushels).

33. In the Brokerage box, type the brokerage rate in dollars per unit of measure (bushels).

35. In the Other Pricing box, type any other pricing rate in dollars per unit of measure (bushels) in the Other Pricing input field.

36. Click OK.

37. Click the Remarks button.

38. In the Remark 1 -30 boxes, click Lookup or type * and press Enter, and then select the appropriate remark, or type the standard remarks code related to the contract. Note: Up to thirty standard contract remarks can default on each contract type. The default standard remarks can be restricted to ranges of the standard remarks in Setup Information. The default standard remarks can be changed by typing the standard remark number in the appropriate box. Additional standard remarks can be added by typing the appropriate numeric code. To exclude a default standard remark from the selected contract, blank out the appropriate box.

39. Click Next until all remarks are entered.

40. Click Save/Exit button.

41. The Contract Number box displays the next contract number, type a new number if necessary.

42. Click OK.

43. If forms have been defaulted to print the Contract form, the printing box will come up.

Learn more about Contracts feature: