grain standard operating procedures m… · creating a cash buy contract creating a cash direct...

Grain Standard Operating Procedures

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TABLE OF CONTENTS

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1. Daily Procedures Enter scale tickets Enter all contracts Creating a Cash Buy Contract Creating a Cash Direct Contract: FOB Creating a Cash Direct Contract: Customer Delivers Creating an Offer Buy Creating a Grain Sell Creating a Hedge to Arrive Contract Complete all Settlements2. End Of Day Procedures Reconcile scale tickets Print check register Print and update accounts receivable charges Position – Balance DPR Purging Receipts3. Monthly Procedures Grain Measurements Bin Charts Warehouse Diagrams Arlington Carpenter Clermont Elgin Grafton Lamont London Manly Marble Rock Maynard Myrtle Northwood Oelwein Rockford Rudd Sumner Winthrop Check Listing of Offer Buys 4. Receipt Procedures Issuing a Receipt for Grain Bank from Open Sheet Issuing a Receipt for Grain Bank from Purchased Grain

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Issuing a House Receipt from Open Sheet Issuing a House Receipt to a Grain Bank Receipt Issuing a Warehouse Receipt from Open Sheet Issuing a Warehouse Receipt from House Receipt 5. Settlement Options Open Sheet to Price Later Contract Open Sheet to Deferred Payment Contract using Current Price Open Sheet to Deferred Payment Contract using a Cash Buy Contract Cash Direct Contract to Deferred Payment Contract Open Direct to Deferred Payment Contract Price Later Contract to Deferred Payment Contract using Current Price Price Later Contract to Deferred Payment Contract using a Cash Buy Contract House Receipt to Deferred Payment Contract using Current Price House Receipt to Deferred Payment Contract using a Cash Buy Contract Warehouse Receipt to Deferred Payment Contract using Current Price Warehouse Receipt to Deferred Payment Contract using a Cash Buy Contract Grain Bank Receipt to Deferred Payment Contract using Current Price Grain Bank Receipt to Deferred Payment Contract using a Cash Buy Contract Custom Drying6. Check Printing Option Printing a Check from an Open Sheet using Current Price Printing a Check from an Open Sheet using a Cash Buy Contract Printing a Check from Cash Direct Printing a Check from Open Direct Printing a Check from Price Later Contract using Current Price Printing a Check from Price Later Contract using a Cash Buy Contract Printing Checks from Deferred Payment Contracts Printing a Check from House Receipt using Current Price Printing a Check from House Receipt using a Cash Buy Contract Printing a Check from Warehouse Receipt using Current Price Printing a Check from Warehouse Receipt using a Cash Buy Contract Printing a Check from Grain Bank Receipt using Current Price Printing a Check from Grain Bank Receipt using a Cash Buy Contract To Void a Check7. This & That Information Splitting Ownership on Open Sheet Authorization Form Authorization Form - Sample Transfer of Ownership Form Transfer of Ownership Form - Sample 1099 Comparison Report Returning Charged Grain on Customer’s Account

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DAILY PROCEDURES

(per location)

Enter scale tickets

Apply inbound tickets to open sheet (do not apply against a contract)

Grain Manager - Ticket - Interface - Import Tickets - Post Tickets (if location has interfacing for grain) or Ticket - Enter/Edit (if hand posting)

Apply outbound tickets to terminals to contracts and make sure grades (not defaults) have been entered

Enter all contracts

Grain Manager - Bids - Bid Screen (for cash buys)

Grain Manager - Contract - Enter/Edit (for all other contracts)

Complete all settlements

Grain Manager - Position - Report Details - Open Storage

Grain Manager - Contract - Reports - Memo Report Detail

Complete all transactions by 4:00 pm

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CREATING A CASH BUY CONTRACT

Grain Manager - ENTER

Bids - ENTER

Bid Screen - ENTER

Highlight location under commodity for contract (where grain will be delivered into) - arrow to price under month/year contract will be written for - F1=cont

Id: customer name - ENTER

Quantity: enter bushels for contract - ENTER

Freight: ENTER

Price: ENTER (current bid defaults in)

Basis: ENTER (current basis defaults in)

MonthYear: ENTER (defaults to month bidding off)

Grade: type 2YC 15% for corn or 1YSB 13% for soybeans - ENTER

Contact: enter customer name who requested the contract and the Viafield team member writing the contract - ENTER

Grades to Govern: type MSAD (market scale at delivery) - ENTER

Weights to Govern: type DESTINATION - ENTER

Begin delivery: ENTER (defaults with date the grain will be delivered in)

End Delivery: ENTER (defaults with last date grain should be delivered in)

Sales Rep: enter the code of the team member entering the contract - ENTER - or type a letter - ENTER to get the listing of the codes - highlight the team member - ENTER

Comment: any notation pertaining to the contract such as splits or defer payment - ENTER

Delivery Location: type Viafield - ENTER - highlight the location the grain will be delivered into - ENTER

Add this record? ENTER (highlighted on Yes-Add record)

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Do you wish to print this contract? Yes/No - ENTER (highlighted on Yes)

Mark this contract as signed? No/Yes - ENTER (highlighted on No)

Select Printer - ENTER (will print 2 copies)

Do you want to print another copy? Yes/No - arrow to No (highlighted on Yes) - ENTER

Sign and date contract on Viafield, a Cooperative line and have the producer sign and date on the bottom line

Scan and e-mail ([email protected]) for filing once the producer has signed and dated the contract

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CREATING A CASH DIRECT CONTRACT

FOB (picked up on the farm)

Grain Manager - ENTER (or hit Ctrl P to get to the bid screen if in another screen)

Bids - ENTER

All Bids - ENTER

Make note of the price at the location you are quoting

Highlight ADM (for a corn contract) or highlight Cargill (for a soybean contract) - arrow to price under month/year contract will be written for - F1=cont

Locations - arrow down to Maynard or Northwood - ENTER


Unsigned contracts currently exist for this customer & commodity. This notation will pop up if there are contracts to be signed by this customer - ENTER

Quantity: enter bushels (example 950.00) for contract - ENTER

Freight: ENTER

Price: enter quoted price for location of your customer (note soybeans add 2 cents to location price)







Begin delivery: ENTER (defaults with date the grain may be delivered)

End delivery: ENTER (defaults with last date grain should be delivered)

Sales Rep: enter the code of the team member entering the contract - ENTER or F3=Lookup for name of team member - ENTER

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Comment: enter the location of the price that was quoted - ENTER

Delivery Location: enter FOB - ENTER - select FOB - ENTER


Justification: type in FOB - ENTER

Is the information correct? Yes/No - ENTER (highlighted on Yes)



Are you creating a regular contract or a FOB? Hit F2 (F2=FOB) picked up on the farm

Select Printer - ENTER (defaults - will print 2 copies)


Sign and date contract on Viafield, a Cooperative line (Buyer) and have the customer sign and date on the bottom line (Seller)

Scan and e-mail ([email protected]) at Manly for filing once the producer has signed and dated the contract

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CREATING A CASH DIRECT CONTRACT

Customer Delivers to Terminal

Grain Manager - ENTER (or hit Ctrl P to get to the bid screen if in another screen)

Bids - ENTER

All Bids - ENTER

Highlight terminal under commodity for contract (where grain will be delivered) - arrow to price under month/year contract will be written for - F1=cont

Locations - arrow down to Maynard or Northwood - ENTER


Unsigned contracts currently exist for this customer & commodity. This notation will pop up if there are contracts to be signed by this customer - ENTER

Quantity: enter bushels (example 950.00) for contract - ENTER

Freight: ENTER

Price: ENTER (current bid defaults in)







Begin delivery: ENTER (defaults with date the grain may be delivered)

End Delivery: ENTER (defaults with last date grain should be delivered)

Sales Rep: enter the code of the team member entering the contract - ENTER or F3=Lookup for name of team member - ENTER

Comment:

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Delivery Location: enter the terminal grain is being delivered to




Are you creating a regular contract or a FOB? ENTER (customer is delivering to terminal)

Select Printer - ENTER (defaults - will print 2 copies)


Sign and date contract on Viafield, a Cooperative line (Buyer) and have the customer sign and date on the bottom line (Seller)

Scan and e-mail ([email protected]) at Manly for filing once the customer has signed and dated the contract

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CREATING AN OFFER BUY


Location - ENTER - arrow down to highlight the location the contract is to be entered if different thanyour location - ENTER

Contract - ENTER

Enter/Edit - ENTER


Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans -ENTER to accept your selection

Another box (Contracts) will pop up (blank or contracts already entered)

F1 - for a new contract

Type: type OB (grain offer buy) - ENTER

Month/Year: type 2 digit month, 2 digit year for the contract - ENTER

Memo: any notation pertaining to the contract such as cash direct or splits - ENTER

Bushels: enter bushels (example 100.00) for contract - ENTER

Price: type price customer wants for their grain - ENTER

Sales Rep: enter the code of the team member entering the contract - ENTER or F3=Lookup - highlight name of team member entering contract - ENTER

Basis: ENTER

Month/Year: ENTER

Freight: ENTER

Begin Date: enter (defaults with beginning date grain can be hauled)

End Date: ENTER (defaults with date grain should be hauled by)

Sold to Id: ENTER

Add this record? Yes-Add record (highlighted on Yes) - ENTER

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Do you wish to print this contract? Yes/No - ENTER (highlighted on Yes) - ENTER

Quantity: ENTER (defaults from previous screen)

Price: ENTER (defaults from previous screen)

Expires: enter date to run the offer thru or except date (defaults to last day of month for contract) by entering

Destination - enter location contract is to be written in

Save Changes? Yes–Update record (highlighted) - ENTER

Select Printer - ENTER

Do you want to print another copy? Yes/No (highlighted on Yes) - arrow to no - ENTER

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CREATING A GRAIN SELL


Location - ENTER - arrow down to highlight the location the contract is to be entered if different than your location - ENTER

Contract - ENTER

Enter/Edit - ENTER


Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans - ENTER to accept your selection

Another box (Contracts) will pop up (blank or contracts already entered)

F1 - for new contract

Type: type GS (grain sell) - ENTER

Do you wish to print this contract? Yes/No - arrow to Yes (highlighted on No) - ENTER

Month/Year: type 2 digit month, 2 digit year for the contract - ENTER

Memo: any notation pertaining to the contract such as cash direct or splits - ENTER

Bushels: enter bushels (example 100.00) for contract - ENTER

Price: enter price quoted - ENTER

Sales Rep: enter the code of the team member entering the contract - ENTER or F3=Lookup - highlight name of team member entering contract - ENTER

Basis: ENTER

Month/Year: ENTER

Freight: ENTER

Begin Date: ENTER (defaults with beginning date grain can be hauled)

End Date: ENTER (defaults with date grain should be hauled by)

Add this record? Yes-Add record (highlighted on Yes) - ENTER

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Quantity: ENTER (defaults from previous screen)

Price: ENTER (defaults from previous screen)

Grade: 2YC for corn, 1YSB for soybeans and 2Yel fo oats - ENTER

Contract: enter customer name who requested the contract and the Viafield team member writing the contract - ENTER


Weights to Govern: type destination

Begin delivery: ENTER (defaults with beginning date grain can be hauled)

End Delivery: ENTER (defaults with date grain should be hauled by)

Comment: notation from memo on previous screen will show (may change wording) - ENTER

Terms: ENTER

Save Changes? Yes-Update record - ENTER


Do you want to print another copy? Yes/No - ENTER (highlighted on Yes)


Do you want to print another copy? Yes/No (highlighted on Yes) - arrow to no - ENTER

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CREATING A HEDGE TO ARRIVE CONTRACT

Grain Manager - ENTER Contract - ENTER Enter/Edit - ENTER


Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans - ENTER to accept your selection

Another box (Contracts) will pop up (blank or contracts already entered) F1 - for a new contract Type: type HB (hedge to arrive) - ENTER Month/Year: type 2 digit month, 2 digit year for the month traded on the CBOT - ENTER Memo: type filled from offer - ENTER Bushels: bushels for contract (should be in 5000 bushel increments or mini contracts of 1000 bushels) - ENTER Price: type in the price you want on the CBOT - ENTER

Sales Rep: enter the code of the team member entering the contract - ENTER or F3 Lookup - highlight name of team member entering contract - ENTER

Basis: ENTER

Month/Year: ENTER

Freight: ENTER Begin Date: ENTER End Date: ENTER Sold Id: ENTER Add this record? Yes-Add record - ENTER (highlighted on Yes)

Do yo wish to print this contract? Yes/No - ENTER (highlight on Yes)

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Mark this contract as signed? No/Yes - ENTER (highlighted on No) CBOT Futures Cont - month and year of contract on CBOT End of Crop Year - September following the year the crop was harvested Price Deadline - 20th of the month prior to the contract month Cents Service Chg - current crop year for corn 4 cents (.04) per bushel, corn crop one year out 3 cents (.03) per bushel, corn crop two years out 7 cents (.07) per bushel and current crop year for soybeans 7 cents (.07), soybeans crop one year out 9 cents (.09), soybeans two years out 11 cents (.11) - service fee needs to be billed at POS when the contract is written

Yes - update record - select printer

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COMPLETE ALL SETTLEMENTS

Run open position to check that needs to be settled Grain Manager - ENTER

Position - ENTER

Report Details - ENTER

Open Storage - ENTER

Location: F3=Select locations - arrow down to make your selection - ENTER - F4 Commdity: F3= Select commodities - ENTER on commdity you wish to check or select C, O, and S if you want a report of all three commdities - F4

Report Order: type C or D - ENTER

Customer Order: type A or N - ENTER

Is the information correct? Yes/No (highlighted on yes)

Date to print on report? ENTER (highlighted on FirstTkt)

Do you want a printed copy Y/N? select (if Y Select Printer appears - ENTER or if N the information will show on screen - F4 exit to get back to menu)

Check dates on the report (during harvest grain is to be settled within 10 days according to the Viafield grain policy - the balance of the year grain is to be settled within 30 days)

Run cash buy contracts to compare to the open positions for settling Grain Manager - ENTER

Contract - ENTER

Reports - ENTER Memo Report Detail - ENTER

Location: F3=Select locations - arrow down to make your selection - ENTER - F4

Commodity: F3=Select commodities - enter on commodity you wish to check or select C, O, and S if you want a report of all three commdities) - F4

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Contract Order: type I for Id - ENTER

Customer Order: type A for Alpha - ENTER

Contract Type: F3 to select types (highlight Cash Buy) - ENTER - F4

From Month/Year: ENTER (defaults to First)

To Month/Year: type 2 digit month, 2 digit year for the contracts to print thru (usually current month) - ENTER

Is the information correct? Yes/No - ENTER (highlighted on yes)

Sort report by like memeos? No/Yes - ENTER (highlighted on no)

Do you want to printed copy (Y/N)? select (if Y select printer appears - ENTER or if N the information will show on screen - F4 exit to get back to menu)

Run cash direct contracts for completed contracts to settle Grain Manager - ENTER Contract - ENTER

Reports - ENTER

Memo Report Detail - ENTER

Location: F3=Select locations - select eith MA (Maynard) or NW (Northwood) - ENTER - F4

Commodity: F3=Select commodities - ENTER on commodity you wish to check or select C and S if you want a report of both commodities - F4

Contract Order: type I for Id - ENTER

Customer Order: type A for Alpha - ENTER

Contract Type: F3 to select types (highlight on Cash Direct) - ENTER - F4

From Month/Year: ENTER (defaults to First)

To Month/Year: type 2 digit month, 2 digit year for the contracts to print thru (usually current month) - ENTER

Is the information correct? Yes/No - ENTER (highlighted on yes)

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Sort report by like memos? No/Yes - ENTER (highlighted on no)

Print Contract type reports - ENTER (highlighted on Both)

Do you want a printed copy (Y/N)? select (if Y select printer appears - ENTER or if N the information will show on screen - F4 exit to get back to menu)

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END OF DAY PROCEDURES

Reconcile scale tickets Ticket - Report - Reconcile (check for missing tickets)

Print check printing register Checks - Reports - Daily Report (do not update)

Print and update accounts receivable charges Checks - Account Receivable - Transfer (view if no charges from settlements reply no to transfer)

Balance DPR

Position - Balance DPR

Purging Receipts Receipt - Full GrnBnk Purge

BE OUT OF GRAIN AT 4:00 PM

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RECONCILE SCALE TICKETS

(per location)


Ticket - ENTER

Reports - ENTER

Reconcile - ENTER

Location: F3=Select locations - arrow down to make your selection - ENTER - F4

Date: defaults to current date - ENTER

Is the information correct? Yes/No (highlighted on Yes) - ENTER

Do you want a printed copy (Y/N) choose N Screen will display posted tickets in numerical order with a gap for any missing tickets (missing tickets need to be posted before the grain date can be rolled) - F4 Exit

PUT SCALE TICKETS IN NUMERICAL ORDER


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PRINT CHECK REGISTER

(per location)


Checks - ENTER

Reports - ENTER

Daily Report/Update - ENTER Daily Check Register - Location: enter location - ENTER


Do you want a printed copy (Y/N)? select option (if your selection was Y)


Do you want to update the check register? (YES/NO): type NO or select F4=No (do not update) - ENTER (if your selection was N)

The check register will show on the screen - F4 exit or enter thru till it brings you back to DailyReport/Update


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PRINT AND UPDATE ACCOUNTS RECEIVABLE CHARGES

(per location)


Checks - ENTER

Accounts Receivable - ENTER

Transfer Charges to Accts Receivable - location: enter location - ENTER


Would you like to view data before transfer? Yes/No (highlighted on Yes) - ENTER

Hit F4 Key

Proceed with transfer? Yes/No (highlighted on Yes) - select option - ENTER (if your selection was Yes)

Box pops up with current date - ENTER

Create Interface invoices - ENTER

Do you want to print a ticket register? Yes/No (highlighted on Yes) - ENTER

Do you want to update? Yes/No (highlighted on Yes) - ENTER (if your selection was No)

F4=Exit - to get back to the menu


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POSITION - BALANCE DPR

(per location)


Position - ENTER

Balance DPR - ENTER Balance DPR Detail Location: F3= Select locations - arrow down to make your selection - ENTER - F4 Commodity: F3=select commodities - ENTER on corn, arrow down to oats - ENTER, arrow down to soybeans - F4 Report Date: defaults to current date - ENTER

Is the information correct? Yes/ No (highlighted on Yes) - ENTER

Do you want a printed copy (Y/N)? - ENTER N

Check screen for differences on the far right (should be zero) - ENTER (if difference shows, you are out of balance for that commodity at that location between the DPR and the reports and need to reconcile) - ENTER (will bring up next commodity selected - keep entering until you are back to the menu)

Reconcile any differences


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PURGING RECEIPTS

(to remove depleted grain bank receipts)

(per location)


Receipt - ENTER

Full GrnBnk Purge - ENTER

Full Grain Bank Purge Commodity: enter C (corn)


If there are no grain bank receipts to remove from the listing, a message ‘No data was found to report based on the current parameters’ - ENTER (will take you back to the menu)

Continue that same procedure for oats


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MONTHLY PROCEDURES

Grain Measurements

Inventories will be taken on the 15th and last day of the month (form provided) Two team members per location are to be trained and responsible for monthly measurements Team member and Location Team Leader will acknowledge on form that the measurement has been taken and recorded (Location Team leader will be held accountable for information)

Completed form to be forwarded to Dave Quisley at the Northwood location by the following day

Training for measuring grain will be provided by Darwin Tabbert and Chris Bausch

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GRAIN MEASUREMENTS

All bins and flat storages are to be measured on the 15th and the last day of the month (form provided)and reported to Dave Quisley at Northwood for comparison to the DPR.

Questions in regards to measuring grain should be directed to Darwin Tabbert or Chris Bausch.

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Warehouse Diagrams

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CHECK LISTING OF OFFER BUYS

The offer buy contracts should be checked at the end of the month to see if any need to be removed or rolled to the next month. It is the responsibility of the location team leaders and the grain originators to keep the offer buys current.

Grain Manager - Contract - Reports - Memo Report Detail

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ISSUING A RECEIPT FOR GRAIN BANK

(from open sheet)


Settle - ENTER

Sheet/Receipt - ENTER

Sheet Id: customer name - ENTER

Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats - ENTER - ENTER to accept your selection

Available Sheets/Receipts - ENTER on sheet to settle

Settle - ENTER

Grain Bank - ENTER

Acceptable Moisture: ENTER (defaults to commodity selected)

Settlement Bushels: enter amount of bushels to settle (example 100.00) - ENTER or ENTER to accept all bushels

Tariff Selection - arrow down to select (D) January deliver GBank (grain delivered January thru September or (G) Fall deliver GBank (grain delivered October thru December or (E) Grain Bank Condo Storage - ENTER

Begin/Storage Date: F3 (Average)

Bill Date: enter 1 day later then the date that appears (days billed should be 180 at the far right) - ENTER

Cents/Bu: ENTER

Cents/Day/1000/Bu: ENTER

Manual Charge: F4

Settlement Detail - F4 when done (storage dollars should be 4 cents X bushels)


Settlement option: enter on complete if correct (highlighted)

Grade# - ENTER (defaults to commodity selected)

Memo - ENTER - ENTER

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Moisture - ENTER (defaults to commodity selected)

Test Wt - ENTER (defaults to commodity selected)

Damage - ENTER (defaults to commodity selected)

FM - ENTER (defaults to commodity selected)

Add this record? Yes-Add (highlighted) - ENTER

Do you want to print the receipt? Yes/No - arrow to No (highlighted on Yes) - ENTER

Print Settlement Sheets? Yes/No - ENTER (highlighted on Yes)

Do you want a printed copy (Y/N)? enter Y


Do you want to print another copy? Yes/No - select (highlighted on Yes) - ENTER

REMINDER: Receipts need to be removed from where they were created if it needs to be unsettled.

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ISSUING A RECEIPT FOR GRAIN BANK

(from purchased grain)


Receipt - ENTER

Enter/Edit - ENTER

Id - customer name - ENTER

Commodity - F3 Lookup - ENTER to select corn (highlighted) or arrow down to select oats then ENTER

F1 New Receipt

Type - F3 Lookup - arrow down to select G Grain Bank - ENTER

Tariff - F3 Lookup - arrow down to select (D) January Deliver GBank, (E) Grain Bank Condo Storage or (G) Fall Deliver GBank - ENTER

Deposit Date - ENTER (current date appears)

Issue Date - ENTER (defaults to current date)

Paid Date - F3 Disp min storage

Accept minimum paid date? Yes/No (the date for 180 days shows and is highlighted on Yes) - ENTER

Storage Date - ENTER (same as deposit date)

Bushels - enter amount purchased (example 100.00) - ENTER


Memo - enter information pertaining to the creation of the receipt (example - grain sale contract number) - ENTER - ENTER

Grades - defaults to commodity selected - enter thru Moisture, Test Wt, Damage and FM

Add this record? Yes - Add record (highlighted) - ENTER


Do you want to affect the DPR? No/Yes - arrow to Yes (highlighted on No) - ENTER

THEN

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Create a point of sale ticket for the bushels of the receipt

Accounts Receivable - ENTER

Invoice Entry - ENTER

Batch Code Selection - select batch for your location - ENTER

Batch Selection - enter on current batch date

Ticket Entry - ENTER

Cust: customer name - ENTER

DstCode: ENTER (defaults to 52 Charge)

Enter the description (corn or oats) - ENTER - select CORN-WHOLE or OATS - ENTER

Enter pounds (not bushels) from receipt then press F2+Quantity=Skip to skip grain

Enter price (from grain sale) to get extension dollars - ENTER - enter for new line

BE SURE TO SKIP GRAIN

Enter storage then F5 - select storage for your location - ENTER

Enter thru quantity and price

Extension - figure bushels times 4 cents (minimum storage for grain bank for 180 days) - enter amount - ENTER

F3Cmt - enter a memo (example - corn for grain bank from grain sale 123) - F4 - Save text (Y/N/S) - enter Y

F4 - Print

Final step is to remove the grain sale contract if one was issued previously


Contract - ENTER

Enter/Edit - ENTER


Commodity: F3 Lookup - enter to select Corn (highlighted) or arrow down to select Oats - ENTER - ENTER to

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accept your selection

Contracts - highlight contract to be removed - F2 Remove/Cancel

Are you sure you want to cancel this contract? No/Yes - arrow to yes (highlighted on No) - ENTER


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ISSUING A HOUSE RECEIPT

(from open sheet)


Settle - ENTER



Commodity: F3 Lookup - ENTER to select corn (highlighted) or arrow down to select Oats or Soybeans - ENTER - ENTER to accept your selection

Available Sheets/Receipts - ENTER on sheet to settle

Settle - ENTER

House - ENTER


Settlement Bushels: enter amount of bushels to settle (example 100.00) - ENTER or enter to accept all bushels

Tariff Selection - arrow down to select M 2012 Regular Storage or select Condo Storage C or L (depends on location) if the customer prefers to use condo storage - ENTER


Bill Date: enter 1 day later then the date that appears (days billed should be 90 at the far right) - ENTER

Cents/Bu: ENTER


Manual Charge: F4

Settlement Detail - F4 when done (storage dollars should be 14 cents X bushels for corn or 15 cents X bushels for soybeans)


Settlement option: ENTER (highlighted on Complete)


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Splits - ENTER (beans only)

Add this record? Yes-Add record - ENTER (highlighted on Yes)



Do you want a printed copy (Y/N)? ENTER Y


Do you want to print another copy? Yes/No - select - ENTER


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ISSUING A HOUSE RECEIPT TO GRAIN BANK RECEIPT


Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans - ENTER - ENTER to accept your selection

Available Sheets/Receipts - select receipt to transfer - ENTER

Settle - ENTER

Grain Bank - ENTER

Refund Storage? Yes/No - ENTER (highlighted on Yes)

Bill new Storage on the old Receipt? Yes/No (highlighted on No) - arrow to Yes - ENTER

Tariff Selection - shows the tariff from the current receipt - ENTER

Bill Date: defaults to date on current receipt - F2 Today

Cents/Bu: ENTER


Manual Charge: ENTER

Bill Date: F4 Continue (note days billed and tariff charge)


Settlement Bushels: enter bushels to transfer - ENTER

Tariff Selection - shows current tariff on old receipt - arrow up to D 2012 Grain Bank - ENTER

Begin/Storage Date: defaults old receipt date - F2 Today

End/Paid Date: should show current date

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Bill Date: enter 1 day (MMDDYY) past the Begin/Storage Date - ENTER (date will be 180 days past the begin date)

Cents/Bu: ENTER



Bill Date: F4 Continue (note days of 180 and tariff charge for grain bank will be 4 cents times bushels)

Settlement Detail - F4 when done (storage should be for days not billed on old receipt to date plus the 4 cents for grain bank charge)


Do you want to print the receipt? Yes/No (select No) - ENTER

Print settlement sheets? Yes/No - ENTER (highlighted on Yes)

Do you want a printed copy? Y/N - ENTER (highlighted on Yes)



Reminder: Receipts need to be removed from where they were created if it needs to be unsettled.

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ISSUING A WAREHOUSE RECEIPT

(from open sheet)


Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans -ENTER - ENTER to accept your selection

Available Sheets/Receipts - select open sheet - ENTER

Settle - ENTER

Warehouse - ENTER


Settlement Bushels: enter amount of bushels to settle (example 100.00) - ENTER or enter to accept all bushels

Tariff Selection - arrow down to select M 2012 Regular Storage or select Condo Storage C or L (depends on location) - ENTER


Bill Date: enter the last day of the month (MMDDYY) for 9 months out starting with the next month from the current date (example - issuing a warehouse receipt for sealing on 10-22-12 the Bill Date would be 07-31-13) REMINDER - sealed grain needs to show storage for 9 full months from the time the customer requests to seal grain with the FSA office

Cents/Bu: ENTER


Manual Charge: F4

Settlement Detail - F4 when done (storage dollars should reflect the 9 months plus partial month storage)



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Splits - ENTER (beans only)

Add this record? Yes-Add record - ENTER (highlighted on Yes)



Do you want a printed copy Y/N - ENTER (highlighted on Yes)




84

ISSUING A WAREHOUSE RECEIPT

(from house receipt)


Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans - ENTER - ENTER to accept your selection

Available Sheets/Receipts - select receipt to transfer - ENTER

Settle - ENTER

Warehouse - ENTER


Bill new Storage on the old Receipt? Yes/No - arrow to Yes (highlighted on No) - ENTER

Tariff Selection - shows the tariff from the current receipt - ENTER

Bill Date: defaults to date on current receipt - F2 today

Cents/Bu: ENTER



Bill Date: F4 Continue (note days billed and tariff charge)


Settlement Bushels: enter bushels to transfer - ENTER

Tariff Selection - shows current tariff on old receipt - ENTER

Begin/Storage Date: defaults old receipt date - F2 Today

Bill Date: enter last day of the month (MMDDYY) for 9 full months past the current date starting with the next month - ENTER

85

Cents/Bu: ENTER



Bill Date: F4 Continue

Settlement Detail - F4 when done




Do you want a printed copy? Y/N - ENTER (highlighted on Yes)




86

CREATING A PRICE LATER CONTRACT

(from open sheet)


Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans -ENTER (Unsigned contracts currently exist for this customer & commodity may pop up while settling andjust enter to next screen) - ENTER to accept your selection


Settle - ENTER

Unpriced - ENTER


Settlement Bushels: enter amount of bushels (example 100.00) for PLC - ENTER or ENTER to accept all bushels

Charge Checkoff: ENTER (default is Y)

Tariff Selection - highlight the option Viafield is offering - ENTER

Begin/Storage Date: F3 Average

Bill Date: ENTER

Cents/Bu: ENTER


Manual Charge: F4




87

Will this contract be signed? Yes/No - arrow to No (highlighted on Yes) - ENTER

Month/Year: enter month (2 digit) and year (2 digit) the contract expires - ENTER

Memo: ENTER

Sales Rep: ENTER

Add this record? Yes-Add record (highlighted) - ENTER





Do you want a printed copy (Y/N)? type Y



88

CREATING A DEFERRED PAYMENT CONTRACT

(from an open sheet)

(using current price)


Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans -ENTER (Unsigned contracts currently exist for this customer & commodity may pop up while settling and just enter to next screen) - ENTER to accept your selection


Settle - ENTER

Deferred Pay - ENTER


Settlement Bushels: enter amount of bushels (example 100.00) to defer - ENTER or ENTER to accept all bushels

Price: ENTER to accept the current price


Tariff Selection - arrow down to select M 2012 Regular Storage - ENTER

Begin/Storage Date: F3 Average (date will be average of open sheet)

Bill Date: F4 to continue




Month/Year: enter month (2digit) and year (2 digit) the check will be written in - ENTER

89

Memo: ENTER

Sales Rep: ENTER



Mark this contract as signed? No/Yes (highlighted on No) - ENTER








Do you want to print another copy? Yes/No - arrow to No (highlighted on Yes) - ENTER or F4 Done

After the customer has signed and dated the contract, present the customer with a signed contract anda settlement sheet. If the signature is different than who the contract is made out to, check your authorization forms to make sure you have a signed form allowing that person to sign for that account.Scan and e-mail ([email protected]) for filing once the producer has signed and dated the contract. The original needs to get to Northwood to replace the copy you originally scanned.

90


(from an open sheet)

(using a cash buy contract)


Settle - ENTER





Settle - ENTER

Contract - ENTER

Sell to contract - arrow to Deferred Pay - ENTER



Price: ENTER (default is 0.)

The price $.0000 is out of the range $1.0000 to $10.0000 (for corn) or $20.0000 (for soybeans)Type ‘YES’ to accept. F4 Reenter - type YES - ENTER


Tariff Selection - arrow down to select M 2012 Regular Storage - ENTER

Begin/Storage Date: F3 Average (date will be average of open sheet)

Bill Date: F4 to continue

Def Pay against contract - customer’s name for contract will default in with bushels to be settled - ENTERor if hitting another customer’s contract enter that name to hit their contract instead - ENTER

91


Available Sheets/Contracts - select contract applying to - ENTER (box pops up with bushels to apply) - ENTER

Apply the settlement bushels as displayed? Yes/No - ENTER (highlighted on Yes)




Month/Year: enter month (2 digit) and year (2 digit) the check will be written in - ENTER

Memo: ENTER

Sales Rep: ENTER












After the customer has signed and dated the contract, present the customer with a signed contract and a settlement sheet. If the signature is different than who the contract is made out to, check your authorization forms to make sure you have a signed form allowing that person to sign for that account. Scan and e-mail ([email protected]) for filing once the producer has signed and dated the contract. The original needs to get to Northwood to replace the copy you originally scanned.

92


(from cash direct)

(locations Maynard or Northwood)


Location - ENTER - select Maynard or Northwood by arrowing down or up to highlight location - ENTER

Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Soybeans - ENTER (Unsigned contracts currently exist for this customer & commodity may pop up while settling and just enter to next screen ) - ENTER to accept your selection

Available Sheets/Receipts - ENTER to select CD sheet

Settle - ENTER




Price: ENTER (defaults to price on contract)






Memo: ENTER

Sales Rep: ENTER

93











After the customer has signed and dated the contract, present the customer with a signed contract anda settlement sheet. If the signature is different than who the contract is made out to, check yourauthorization forms to make sure you have a signed form allowing that person to sign for that account.Scan and e-mail (dwilkes@viafield. com) for filing once the producer has signed and dated the contract. The original needs to get to Northwood to replace the copy you originally scanned.

94


(from open direct)




Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Soybeans - ENTER (Unsigned contracts currently exist for this customer & commodity may pop up while settling and just enter to next screen) - ENTER to accept your selection

Available Sheets/Receipts - ENTER to select OD sheet

Settle - ENTER




Price: enter the price at your location the day the grain was delivered to the terminal if a price was not entered at the point the ticket was entered






Memo: ENTER

Sales Rep: ENTER

95

Add this record: Yes-Add record (highlighted) - ENTER











After the customer has signed and dated the contract, present the customer with a signed contract anda settlement sheet. If the signature is different than who the contract is made out to, check yourauthorization forms to make sure you have a signed form allowing that person to sign for that account.Scan and e-mail ([email protected]) for filing once the producer has signed and dated the contract. The original needs to get to Northwood to replace the copy you originally scanned.

96


(from price later contract)



Settle - ENTER




Available Sheets/Receipts - select PLC - ENTER

Settle - ENTER

You are settling a contract written to be settled in a future month. Enter ‘YES’ if you want to continue: type YES - ENTER


Refund Service Charge? Yes/No - ENTER (highlighted on Yes)

Bill new Service Charge on the old Contract? Yes/No - ENTER (highlighted on Yes)

Tariff Selection - ENTER (highlighted on tariff that PLC was settled to)

Bill Date: enter current date - ENTER

Cents/Bu: ENTER


Manual Charge: F4

Enter total service charge in cents/bushel: ENTER



97


Price: enter to accept the current price






Memo: ENTER

Sales Rep: ENTER











Print supporting settlement sheets? No/Yes - ENTER (highlighted on No)


After the customer has signed and dated the contract, present the customer with a signed contract and a settlement sheet. If the signature is different than who the contract is made out to, check your authorization forms to make sure you have a signed form allowing that person to sign for that account.

Scan and e-mail ([email protected]) for filing once the producer has signed and dated the contract. The original needs to get to Northwood to replace the copy you originally scanned.

98


(from price later contract)

(using cash buy contract)


Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans - ENTER (Unsigned contracts currently exist for this customer & commodity may pop up while settling and just enter to next screen) - ENTER to accept your selection


Settle - ENTER


Contract - ENTER




Tariff Selection - ENTER (highlighted on tariff that PLC was settled to)


Cents/Bu: ENTER


Manual Charge: F4



99




The price $.0000 is out of the range $1.0000 to $10.0000 (for corn) or $20.0000 (for soybeans) Type ‘YES’ to accept. F4 Reenter - type YES - ENTER



Is the information correct? Yes/No – ENTER (highlighted on Yes)

Available Sheets/Contracts - select contract applying to - ENTER (box pops up with bushels to apply) -ENTER





Month/Year: enter month (2 digit) and year ( 2 digit) the check will be written in - ENTER

Memo: ENTER

Sales Rep: ENTER









100






101





Settle - ENTER




Available Sheets/Receipts - select receipt - ENTER

Settle - ENTER


Refund Storage? ENTER (highlighted on Auto)









Memo: ENTER

Sales Rep: ENTER

102













After the customer has signed and dated the contract, present the customer with a signed contract and a settlement sheet. If the signature is different than who the contract is made out to, check your authorization forms to make sure you have a signed form allowing that person to sign for that account. Scan and e-mail ([email protected]) for filing once the producer has signed and dated the contract. The original needs to get to Northwood to replace the copy you originally scanned.

103





Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans - ENTER (Unsigned contracts currently exist for this customer & commodity may pop up while settling andjust enter to next screen) - ENTER to accept your selection


Settle - ENTER

Contract - ENTER








Def Pay against contract - customer’s name for contract will default in with bushels to be settled - ENTER or if hitting another customer’s contract enter that name to hit their contract instead - ENTER



104






Memo: ENTER

Sales Rep: ENTER














105


(from warehouse receipt)



Settle - ENTER





Settle - ENTER




Settlement Bushels: enter amount of bushels (example 100.00) to defer - ENTER or ENTER to accept allbushels







Memo: ENTER

Sales Rep: ENTER

106














107


(from warehouse receipt)



Settle - ENTER





Settle - ENTER

Contract - ENTER











108






Memo: ENTER

Sales Rep: ENTER














109


(from grain bank receipt)



Settle - ENTER





Settle - ENTER



Bill new Storage on the old Receipt? Yes/No - ENTER (highlighted on Yes)

Tariff Selection - arrow down to M 2012 Regular Storage - ENTER


Cents/Bu: ENTER


Manual Charge: F4





110

Settlement Detail - F4 when done (storage deducted will be the net dollars of credit for billed grain bankstorage and charges for regular storage from date of deposit to current date)




Memo: ENTER

Sales Rep: ENTER














111


(from grain bank receipt)



Settle - ENTER

Sheet/ Receipt - ENTER




Settle - ENTER

Contract - ENTER






Cents/Bu: ENTER


Manual Charge: F4




112



Def Pay against contract - customer’s name for contract will default in with bushels to be settled - ENTER or if hitting another customer’s contract enter that name to hit their contract instead - ENTER


Available Sheets/Contracts - select contract applying to - ENTER (box pops up with bushels to apply) - ENTER






Memo: ENTER

Sales Rep: ENTER













113

After the customer has signed and dated the contract, present the customer with a signed contract anda settlement sheet. If the signature is different than who the contract is made out to, check your authorization forms to make sure you have a signed form allowing that person to sign for that account.Scan and e-mail ([email protected]) for filing once the producer has signed and dated the contract. The original needs to get to Northwood to replace the copy you originally scanned.

114

CUSTOM DRYING

Custom drying must be done prior to any other settlement on the open sheet

Custom drying does not work with multi-owners

Enter the wet load tickets to be custom dried as positive tickets on an open sheet thru scale ticket entry

Enter the dry load tickets taken home as negative tickets on a separate open sheet thru scale ticket entry

Transfer the negative tickets (loads out) open sheet to the open sheet with the positive tickets (loads in) when the producer has completed hauling the wet and dry loads

At the main grain menu go to Settle - Sheet/Receipt - Sheet ID - Commodity - Select Sheet

Select the Transfer option - highlight the desired ticket - ENTER or press F1 key to select all of the ticketson the sheet

Run custom dry option - The custom dry option calculates the average moisture of the incoming tickets and the outgoing tickets. A shrink and drying charge is then calculated on the difference using the current company discount schedule. If the customer takes out more dry units of the commodity than is delivered, the option will move the overrun commodity out of company owned as a purchase. The producer needs to be charged for the overrun thru POS and not hit the DPR.

Select Settle - Custom Dry - Sheet ID - Commodity - Select Sheet

The Custom Dry option calculates the shrink and discounts of tickets on the sheet and prints a settlement sheet showing the discount dollar value to be collected from the producer and bushels that need to be charged to the producer if more bushels were hauled out than delivered wet bushels. Discounts that are charged to the customer’s account are printed on the settlement sheet under A/R Discounts.

Any settlement option may be used if there are bushels left after the Custom Dry option.

Unsettling Custom Dry Option

If the custom dry sheet is not correct, unsettle by going to

Settle

Unsettle

Sheet Id

115

Commodity

Select the incorrect settlement

Select the unsettle option - ENTER

116

PRINTING A CHECK FROM OPEN SHEET



Settle - ENTER





Settle - ENTER

Sell - ENTER


Settlement Bushels: enter amount of bushels (example 100.00) - ENTER or ENTER to accept all bushels







Settlement option: ENTER (highlighted on Complete) - if the current price was changed an explanation (Justification) is needed why the price changed


Print Check? Yes/No - ENTER (highlighted on Yes) if ready to print check or arrow to No if another sheet is going to be settled to the same check

117

Next Check Number: ENTER (make sure computer number and check match)

Check Date: ENTER (defaults to current date)


Did the check print ok? type Yes - ENTER





TO UNSETTLE

Settle

Unsettle

Sheet Id: (customer name)

Commodity: (corn, soybeans or oats)

Select sheet to unsettle (usually top line) - ENTER

Unsettle

Enter on line to unsettle on settlement detail - ENTER

Proceed with unsettle (highlighted on no - arrow to yes) - ENTER

ALWAYS USE CURRENT GRAIN DATE TO UNSETTLE

REMOVE VOIDED CHECK FROM CHECK FILE

USE CURRENT GRAIN DATE TO VOID CHECK

118

PRINTING A CHECK FROM OPEN SHEET



Settle - ENTER





Settle - ENTER

Contract - ENTER

Sell to contract - ENTER (highlighted)


Settlement Bushels: enter amount of bushels to settle (example 100.00) - ENTER or ENTER to accept all bushels







Sell against contract - customer’s name of open sheet will default in with bushels to be settled - ENTER or if hitting another customer’s contract enter that name to hit their contract instead - ENTER

Is the information correct? Yes/No - ENTER (defaults to Yes)

119

Available Sheets/Contracts – select contract applying to - ENTER (box pops up with bushels to apply) - ENTER



Is the information correct? Yes/No - ENTER (defaults to Yes)


Print Check? Yes/No - ENTER (highlighted on Yes) if ready to print check or arrow to No if another contract is to be paid - ENTER

Next Check Number: ENTER (make sure the computer check number and check match)



Did the check print ok? type YES - ENTER





TO UNSETTLE

Settle

Unsettle




Unsettle



120




121

PRINTING A CHECK FROM CASH DIRECT




Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Soybeans - ENTER (Unsigned contracts currently exist for this customer & commodity may pop up while settling and justenter to next screen) - ENTER to accept your selection

Available Sheets/Receipts - ENTER to select CD sheet

Settle - ENTER

Sell - ENTER



Price: ENTER (defaults to price on contract)






Print Check? Yes/No - ENTER (highlighted on Yes)




122






123

PRINTING A CHECK FROM OPEN DIRECT




Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Soybeans - ENTER(Unsigned contracts currently exist for this customer & commodity may pop up while settling and justenter to next screen) - ENTER to accept your selection

Available Sheets/Receipts - ENTER to select OD sheet

Settle - ENTER

Sell - ENTER



Price: enter the price at your location the day the grain was delivered to the terminal if a price was notentered at the point the ticket was entered









124





Select Print - ENTER


125

PRINTING A CHECK FROM PRICE LATER



Settle - ENTER





Settle - ENTER


Sell - ENTER



Tariff Selection - select tariff the PLC was written to (usually top line)

Bill Date: enter current day

Cents/Bu: ENTER


Manual Charge: F4





126

Price: ENTER to accept current price










Did the check print ok? type Yes




Print supporting settlement sheets? No/Yes - ENTER (highlighted on NO)


127

PRINTING A CHECK FROM PRICE LATER



Settle - ENTER





Settle - ENTER

You are settling a contract written to be settled in a future month. Enter ‘YES’ if you want to continue: type Yes - ENTER

Contract - ENTER




Tariff Selection - select tariff the PLC was written to (usually top line)

Bill Date: enter current day

Cents/Bu: ENTER


Manual Charge: F4




128


Price: ENTER (default is 0)



Sell against contract - customer’s name on PLC sheet will default in with bushels to be settled - ENTER orif hitting another customer’s contract enter that name to hit their contract instead - ENTER



Apply the settlement bushels as displayed? Yes/ No - ENTER (highlighted on Yes)









Did the check print ok? type Yes

Print Settlement Sheets: Yes/No - ENTER (highlighted on Yes)





129

PRINTING CHECKS FROM DEFERRED PAYMENT CONTRACTS

Settle - ENTER

Range Def Pays - ENTER

Option: (S)elect - enter S - ENTER

Commodity: F3 Lookup - select commodities - enter on commodity - F4

Check Date: enter MMDDYY to print on check - ENTER

From Month/Year: space bar - ENTER - First appears

Thru Month/Year: space bar - ENTER - Last appears

From Contract: space bar - ENTER - First appears

Thru Contract: space bar - ENTER - Last appears

Settlement Copies: defaults to 1 - ENTER

Is the information correct? ENTER

Selected Contracts - F2 Toggle All

Settle: <F4> All - ENTER

Settle all selected contracts? highlighted on Yes - ENTER


Select Printer - defaults to printer - ENTER (prints settlement sheets)

Checks - ENTER

Deferred Pay Process - ENTER

Transfer - ENTER

Pre-Check Register - ENTER

Location: Defaults to your location - ENTER

Check Per Page: N (defaults) - ENTER

130

Is the information correct? Highlighted on Yes - ENTER


Select Printer - defaults - ENTER

Check Printing - ENTER

Restart Checks: N (defaults) - ENTER

Next Check Number: defaults to next check number - ENTER

Check Date: defaults to current date - change to match date on deferred payments contracts

Is the information correct? Highlighted on Yes - ENTER

Print Settlement Sheets? Yes/No


131

PRINTING A CHECK FROM HOUSE RECEIPT



Settle - ENTER





Settle - ENTER

Sell - ENTER

Refund Storage? Yes/No - ENTER (highlighted on Auto)




Charge Checkoff - ENTER (default is Y)

Settlement Detail - F4 when done (storage should deduct amount from date of last paid thru date tocurrent date)







132







TO UNSETTLE

Settle

Unsettle




Unsettle






133

PRINTING A CHECK FROM HOUSE RECEIPT



Settle - ENTER





Settle - ENTER

Contract - ENTER




Settlement Bushels: enter amount of bushels (example 100.00) for contract - ENTER or ENTER to accept allbushels




Sell against contract - customer’s name for contract will default in with bushels to be settled - ENTERor if hitting another customer’s contract enter that name to hit their contract instead - ENTER




134

Settlement Detail - F4 when done (storage should deduct amount from date of last paid thru date tocurrent date)














TO UNSETTLE

Settle

Unsettle




Unsettle

Enter on line to unsettle on settlement detail - ENTER Proceed with unsettle (highlighted on no - arrow to yes) - ENTER

135




136

PRINTING A CHECK FROM WAREHOUSE RECEIPT



Settle - ENTER





Settle - ENTER

Sell - ENTER






Settlement Detail - F4 when done (storage should deduct amount from date of last paid thru date to current date or refund if the customer had paid ahead)







137







TO UNSETTLE

Settle

Unsettle




Unsettle






138

PRINTING A CHECK FROM WAREHOUSE RECEIPT



Settle - ENTER





Settle - ENTER

Contract - ENTER








Sell against contract - customer’s name for contract will default in with bushels to be settled - ENTERor if hitting another customer’s contract enter that name to hit their contract instead - ENTER




139

Settlement Detail - F4 when done (storage should deduct amount from date of last paid thru date tocurrent date or refund if the customer had paid ahead)














TO UNSETTLE

Settle

Unsettle




Unsettle



140




141

PRINTING A CHECK FROM GRAIN BANK RECEIPT



Settle - ENTER





Settle - ENTER

Sell - ENTER





Cents/Bu: ENTER


Manual Charge: F4





Settlement Detail - F4 when done (storage deducted will be the net dollars of credit for billed grain bankstorage and charges for regular storage from date of deposit to current date)

142



Print Check? Yes/No - ENTER (highlighted on Yes) if ready to print check or arrow to No if anothercontract is to be paid - ENTER










TO UNSETTLE

Settle

Unsettle

Sheet Id: customer name

Commodity: corn, soybeans or oats


Unsettle



143




144

PRINTING A CHECK FROM GRAIN BANK RECEIPT



Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans -ENTER (Unsigned contracts currently exist for this customer & commodity may pop up while settling and just ENTER to next screen) - ENTER to accept your selection


Settle - ENTER

Contract - ENTER





Bill Date: enter current date (MMDDYY) - ENTER

Cents/Bu: ENTER


Manual Charge: F4





145


Sell against contract - customer’s name for contract will default in with bushels to be settled - ENTERor if hitting another customer’s contract enter the name - ENTER - ENTER to apply against that person’scontract


Available Sheets/Contracts - select contract applying to - ENTER

Apply Bushels: ENTER to accept bushels


Settlement Detail - F4 when done (storage should deduct the net dollars of credit for billed grain bank storage and charges for regular storage from date of deposit to current date)



Print Check? Yes/No - ENTER

Next Check Number: ENTER (make sure the computer number and check match)









146

TO UNSETTLE

Settle

Unsettle


Commodity: corn, soybeans or oats


Unsettle






147

TO VOID A CHECK

Checks

VOID/Reversal

Select location: ENTER

Check: Select F2=View current checks or F3=View Updated Checks

Select check to void - ENTER

Do you want to void this check? Highlighted on No - arrow to Yes - ENTER

Are you sure you want to Void this check? Yes/no - type yes - ENTER

Enter ‘yes’ if you are ready to proceed: type yes if not exit


148

SPLITTING OWNERSHIP ON OPEN SHEET


Settle - ENTER



Commodity: F3 Lookup - ENTER to select Corn (highlighted) or arrow down to select Oats or Soybeans -ENTER - ENTER to accept your selection

Available Sheets/Receipts - select open sheet to split - ENTER

Owner - ENTER

Multi-Owner Sheet Data - F1 Add/Change ID - customer name for the split

Percent - enter percent this customer will be receiving or arrow down to enter bushels - ENTER

Is this information correct? Yes/No (highlighted on Yes) - ENTER - repeat process until all owners have been added and the total equals 100 percent

149

AUTHORIZATION FORM

This form needs to be filled out by the producer when a credit sale contract is signed by an individual other than the name on the contract. Anyone authorized to sign contracts for that producer must sign the form. The form needs to be the date of the contract or date prior. No exceptions.

Example: contract for John Doe Inc cannot be signed John Doe Inc but John Doe (producer that had signed the form or Jane Doe (spouse that had signed the form) or Jack Doe (brother that had signed the form)

The signed form needs to be scanned or faxed to Northwood for filing for grain inspectors. The original should be retained at your location. The authorization form remains in effect until the date of expiration on some forms or notification from the producer that the signatures are no longer valid.

150

R

Authorization Form

I, (a person who produced grain or caused grain to be produced), ________________________________hereby state that I have authorized:

(1) ________________________________________ _______________________________________

(2) ________________________________________ _______________________________________

(3) ________________________________________ _______________________________________

(4) ________________________________________ _______________________________________

(5) ________________________________________ _______________________________________

To enter into credit sale contracts on behalf of

__________________________________________ Sellers name (as it appears on the contract)

an (individual, corporation, partnership, limited liability company) as its agent. I agree to furnish, upon

demand of the buyer or buyer’s agent, such documentation as the buyer deems adequate, to establish that

the above individual(s) have been authorized to enter into credit sale contracts.

I understand that it is my responsibility to contact the elevator of any changes in this information.

Dated this __________ day of _________________, ________.

__________________________________________________________________________

Signature of person who produced or caused grain to be produced.

Revised 5/5/15

Sign Print

151

TRANSFER OF OWNERSHIP FORM

This form needs to be filled out whenever a scale ticket is settled to a name other than the one printed on the orginial scale ticket. If the name has been changed after the ticket has been posted and the changed name has been hand written on the scale ticket this form does not need to be completed. The individual that signs and dates the form must have authorization to sign for that entry.

Example: a check is to be written to St Paul Lutheran Church off a receipt listed under John Doe

Example: John Doe wants to check written to his grandchild

Example: John Doe wants 100 bushels transferred from his receipt to a grain bank receipt for Jack Doe

The signed form needs to be retained for seven years.

152

R

Transfer of Ownership Form

I,_____________________________________________________,

request the transfer of ___________________________________ bushels of_______________________to _____________________

_____________________________________________(Team Member Signature)

____________________________________(Signature of Producer)

__________________________________(Date)

Page 1 of 1

153

1099 COMPARISON REPORT

(To reconcile to box 3 for grain sales retained earnings)

Checks - ENTER

Reports - ENTER

Monthly Report - ENTER

Location: F2=Combine locations - F1 Select All - F4

First Date: enter date you want the report to start (01/01/YY) - ENTER

Last Date: enter date you want the report to run thru (12/31/YY) - ENTER

Report Order: enter U (must be U)

Customer Order: enter A - ENTER

First Customer: select customer - ENTER

Last Customer: select same customer - ENTER

Commodity: F3=Select commodities - ENTER

Is the information correct? - ENTER (highlighted on YES)

Build Section 199 Grain Comparison - highlighted on No - arrow to Yes - ENTER

Section 199 Grain Summary - F1=Print Detail Report (gives every date a check was written and detail) - ENTER

Do you want a printed copy Y/N? enter Y


OR

F3=Print Summary (gives totals for each commodity) - ENTER

Do you want a printed copy Y/N? enter Y

154

RETURNING CHARGED GRAIN ON CUSTOMER’S ACCOUNT

If a producer has been charged on his account for grain billed thru the feed mill, the grain charges will not be returned on his account unless there was an error made by the team member. The grain used thru the feed mill for a feed ration must have grain in the house and on a grain bank receipt to avoid being charged for the grain the day it is delivered. The exception to the rule is if the grain is sitting in an open position (prior to the date of the feed delivery) and has not been settled to a grain bank receipt. Once the grain has been settled from an open position to a grain bank receipt the initial charge may be returned.

Copyright © 2014 Viafield, a cooperative. All rights reserved. Reproduction in whole or in part without the express written permission of Viafield is prohibited

R

1001 Blunt PkwyCharles City, IA 50616

Phone: 641-715-1203Fax: 641-715-1208

www.viafield.com

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