Chapter 4_Grain Sales Advance 12.2

This chapter describes how to use the Grain Sales Advance feature which allows the seller to calculate and send advance payment requests, based on unit train shipments, to the buyer.
This chapter contains the following sections:

• Changes to Next Number Maintenance

• New Shipment Advance Entry

• Changes to Prepay Cash Receipts

• Changes to Grain Shipment Invoicing

• Changes to Invoice Maintenance

• Changes to Shipment Invoice Return

• New Shipment Invoice Inquiry List

• Making Corrections to a Shipment Advance Receipt

Changes to Next Number Maintenance
Next Number Maintenance has been modified with the addition of the Shipment Advance Module type.

1. Open Next Number Maintenance

(Microsoft Dynamics GP>Tools>Setup>Cinch Grain>Numbers Maintenance)

1. Select Module, Shipment Advance

2. Choose the Auto Create button to create the series of numbers for every Branch that exists in the Branch table. Or:

3. Select the document Prefix and Document Number to create for an individual Branch.

New Shipment Advance Entry
Shipment Advance Entry has been created so users can calculate advances made on a customer's Unit Train Shipments.

1. Open Shipment Advance Entry

(Transactions>Cinch Grain>Sales/Outbound>Shipment Advance Entry)

1. Advance Number is auto populated with the next available number.

2. Enter a Description for the Advance Number.

3. Unit Number when selected will populate the scrolling window with associated grain shipments.

   1. Only posted Unit Train/Grain Shipments will be available for selection.

   2. The system does NOT restrict the list to shipments not previously advanced. As such, it would be possible to request partial advances on the same Unit Number.

4. Item will default based on the selected Unit Train.

5. Customer will default based on the selected Unit Train.

   1. Bill To Address will default based on the selected Unit Train, but can be edited.

6. Advance Date will default to the user date but it is editable.

7. Extended Amount is the total Extended Amt for selected shipments.

8. Freight is the total Freight for selected shipments.

9. Discounts is the total Discount Amt for selected shipments.

10. Program Charges is the total Program Chg for selected shipments.

11. Net is the sum of the Extended Amount, Freight, Discounts, and Program Charges.

12. Advance Percentage, when entered, the system will calculate the Advance Amount.

13. Advance Amount

    1. Advance Amount will be calculated when Advance Percentage is entered, or the user can manually enter the Advance Amount.

       1. Advance Amount is calculated by taking the Net times the Advance Percentage.

       2. When Advance Amount is calculated it will be rounded to the nearest hundredth.

14. Exact Amount if checked will not round the Advance Amount to the nearest hundred dollars, it will round to the currency decimal place.

15. The scrolling window will be populated with the grain shipments assigned to the selected Unit Train.

    1. Shipment is the shipment number.

    2. Contract is the contract number assigned to the shipment.

       1. If there are multiple contract assigned the field will be set to ** Multiple **.

    3. Ticket is the ticket number assigned to the shipment.

    4. Extended Amt is the shipment net quantity times the contract price for the shipment.

    5. The Extended Amt expansion button when selected opens the Shipment Price Detail window.

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      1. The window displays the snap shot of the data from the shipment detail when it was selected for the advance.

   2. Discount Amount is the total discounts taken on the shipment.

   3. The Discount Amt expansion button when selected opens the Shipment Discount Detail window.

1. The window displays the snap shot of the data from the shipment grade table when it was selected for the advance.

   1. Freight is the total Invoice Freight associated with the shipment.

   2. Program Chg is the sum of all program charges on the shipment.

   3. The Program Chg expansion button when selected opens the Shipment Program Detail window.

1. The window displays the snap shot of the data from the shipment program table when it was selected for the advance.

   1. Net Amount is calculated by taking the Extended Amount + Discounts + Freight + Program Charges for the shipment.

   2. Select check box is used to select shipments to be included on the advance.

   3. The checkbox in the column header will mark all select checkboxes when it is marked or it will unmark all checkboxes when it is unmarked.

2. Save Button when selected will save information on the window to the shipment advance.

3. Clear button when selected clear the window without saving changes.

4. Delete button when selected will delete the selected shipment advance.

5. Redisplay button when selected will clear and refresh the scrolling window.

6. Synchronize button is used to update information on previously saved shipment advance where the shipment may have changed, for instance the quantities, program charges, freight, etc.

   1. This allows corrections to be made on advances so that they can be updated and reprinted.

   2. Once the receipt has been done for the advance it is no longer available for changes.

7. Print button is a button drop down list with the following options:

   1. Advance Summary displays the total quantities on the shipments and percentage used to calculate the request advance.

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      1. Line details will be grouped based on the Ship To address assigned to the shipments.

      2. Items will be grouped by Item number and Unit Price.

      3. Program charges will be totaled by Program ID.

      4. Discounts will be totaled by the Invoiceable Item.

      5. Report Totals:

         1. Ext Price is the total of all commodity extended prices from the body of the report.

         2. Discounts is a total of all discounts listed in the report.

         3. Program charges is a total of all program charges / premiums in the report.

         4. Freight is all freight for the shipments on the report.

         5. Net Amount is the Ext Price less Discounts less Program charges less Freight.

         6. Advance Percentage is the requested percentage from the advance.

         7. Amount Requested is the Net Amount times the advance percent.

   2. Advance Detail lists each shipment, its weights, grades, dockage, and charge amounts in a Shipment Advance Request.

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      1. The report will be subtotaled by Sales Contract Delivery Price Detail.

         1. The price detail includes the contract pricing, total quantities, program amounts, discounts and freight.

         2. The shipment details will be displayed for each of the shipments.

      2. Report Totals:

         1. Gross Amount is the total Gross Amount from the all Sales Contract Delivery Price Details.

         2. Total Programs is the total Programs from the all Sales Contract Delivery Price Details.

         3. Total Discounts is the total Discounts from the all Sales Contract Delivery Price Details.

         4. Total Freight is the total Freight from the all Sales Contract Delivery Price Details.

         5. Net Amount is the Gross Amount less Total Discounts less Total Programs and less Total Freight.

         6. Advance Percentage is the requested percentage from the advance.

         7. Amount Requested is the Net Amount times the Advance Percent.

   2. Both, when selected, both the Advance Summary and Advance Detail reports will be printed.

Changes to Prepay Cash Receipts
Prepay Cash Receipts has been modified to allow cash received from a Shipment Advance to be entered as a Prepay. This in turn, allows a Shipment Advance to be associated to a Cash Receipt.

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                  1. Open Prepay Cash Receipts

(Transactions>Cinch Sales>Prepay Entry)

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                  1. Cash received from a Shipment Advance will be entered as a Prepay:

                     1. Choose Prepay Type, Document

                     2. Enter Amount received.

                     3. On the line detail the Document type will default to Advance.

                     4. Lookup and select the Shipment Advance to associate to the receipt.

                     5. After Prepay Receipt is posted the associated Shipment Advance will be available to apply within Grain Shipment Invoicing.

Changes to Grain Shipment Invoicing
Grain Shipment Invoicing has been modified to look for received shipment advances assigned to the unit train.

1. Open Grain Shipment Invoicing

(Transactions>Cinch Grain>Sales/Outbound>Grain Shipment Invoicing)

1. Select the Unit Train, when there are received shipment advances assigned to the unit train the advance amounts will be displayed in the Unit Train Advances section.

2. Advance Expansion opens the Unit Train Advances window that shows the detail of the shipment advances.

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   1. The system will automatically select the full amount to be applied but the unit train but the Apply Amount is editable.

2. When processed and Unit Train Advances have been assigned, prepay will be applied at document level to the created Cinch Invoice.

Changes to Invoice Maintenance
Invoice Maintenance has been modified to support Shipment Advances.

1. Open Invoice Maintenance

(Transactions>Cinch Grain>Sales/Outbound>Invoices)

1. The shipment advance is displayed within the Prepay Applied field.

2. When the invoice with Document Type Prepay applied is posted, if the shipment advance has been completely applied the advance Status will be changed to Satisfied.

3. If an invoice is deleted or voided that has a Document Type Prepay applied, the prepay will be unapplied, then:

   1. If the Shipment(s) are not deleted the user will be prompted on how the advance will be handled:

      1. Received when selected the Shipment Advance applied amount will be removed and the status set to Received, this will allow the Shipment Advance to be reapplied within Grain Shipment Invoicing.

      2. Satisfied when selected the Shipment Advance applied amount will not be removed and the Status will be set to Satisfied. The Shipment Advance will no longer be available for application within Grain Shipment Invoicing. The Prepay will still be available to apply within Cinch Sales.

   2. If the Shipment(s) are delete with the Invoice the Shipment Advance applied amount will not be removed and the status will be marked as Satisfied. The Prepay will still be available to apply within Cinch Sales.

Changes to Shipment Invoice Return
Shipment Invoice Return has been modified to support Shipment Advances.

1. Open Shipment Invoice Return

(Transactions>Cinch Grain>Sales/Outbound>Shipment Return Entry)

1. When a shipment is returned the prepay will be unapplied but since the rebill shipment numbers (-2) will be different that the original shipment advance, the applied amount and status of the Shipment Advance will not be updated. The user will have to manually apply the remaining prepay to the new invoice using the Prepay Apply window.

New Shipment Advance Inquiry List
Shipment Advance Inquiry List has been created to view Shipment Advance.

1. Open Shipment Advance Inquiry List

(Inquiry>Cinch Grain>Sales/Outbound>Shipment Advance Inquiry List)

1. Select Range Restriction:

   1. Unit Number

   2. Advance

   3. Customer

   4. Item

2. Select Advance Status Restriction:

   1. Requested, shipment advances in which a request has been made.

   2. Received, advances that have had money received against them.

   3. Satisfied:

      1. Shipment advances where Amount Received has been fully applied.

      2. Shipment advances where there are no remaining shipments on the unit train, even if the Amount Received has not been fully applied.

3. Advance expansion will open the Shipment Advance Inquiry Zoom to view the detail of the Shipment Advance request.

Making Corrections to a Shipment Advance Receipt
In the event the Shipment Advance was applied to the wrong Prepay Receipt the following will provide a way to apply the Shipment Advance to a new Prepay Receipt.
Prepay Season Close

1. Open Prepay Season Close

(Tools>Routines>Cinch Sales>Prepay Close)

1. When the Prepay Season Close is processed the system will check if the selected prepay is associated to an open, not invoiced, Shipment Advance.

   1. When there is an open shipment advance the system will move the shipment advance from the open to the work table allowing it to be applied to a new Prepay Receipt.

   2. The credit memo created from the Prepay Season Close when posted which will give the customer a credit balance.

   3. Proceed to Prepay Transfer.

Prepay Transfer

1. Open Prepay Transfer

(Transactions>Cinch Sales>Prepay Transfer)

1. Select Prepay Type AR to Prepay.

2. Select Transfer From Customer

3. Enter Transfer To

   1. Customer

   2. Transfer Amount

   3. Prepay Type, select Document

   4. Document Type will default to Advance

   5. Select Shipment Advance

   6. Post will create the new Prepay Receipt with the Shipment Advance associated.