Sales

Within the Sales tab (under the Admin tab), administrative users can:

• create packing records (Admin->Sales->Packing->Input Form)
• view packing reports (Admin->Sales->Packing->Packing Report)
• create distribution records (Admin->Sales->Distribution->Input Form)
• view distribution reports (Admin->Sales->Distribution->Distribution Report)
• view current inventory (Admin->Sales->Inventory)
• create, edit and email invoices (Admin->Sales->Invoice)

Within the packing and distribution reports, administrative users can edit and delete records.

• Packing (optional tab)
  • Input Form
  • Packing Report
• Distribution (optional tab)
  • Input Form
  • Distribution Report
• Inventory (optional tab)
• Invoice (optional tab)
  • Create
  • Edit
  • Report

Packing (optional tab)

Packing records are used to track crops as they are moved into a cooler or other storage, and products as they are put into inventory. For convenience and accuracy in measurement, packing records measure quantities of crops in pounds whenever POUND is a valid unit for the crop.

Input Form

Packing records can be created in two ways.

• If you are working from a harvest list, you can select the date of the harvest list and then click "Populate Entries From Harvest List". A row for each crop on the harvest list will appear in the packing input table, along with the quantity of that crop designated for each sales target.
• If you are not working from a harvest list (or wish to add additional crops and products that were not on the list), use the "Add Row" button to add new rows to the packing input table.

Within each row of the table:

• select the crop or product (if not already selected from the harvest list)
• select the grade of the crop or product (if not already selected from the harvest list)
• select the unit used to measure the crop or product (default is POUND for crops when available) (if not already selected from the harvest list)
• for crops, FARMDATA will automatically display the quantity of the crop harvested on the packing date. If the total quantity of the crop packed exceeds the harvest by more than 40%, the background of that row in the table will turn red.
• enter the quantity of the crop or product intended for each sales target. When you click a cell for a sales target, the number in that cell will turn red. This is a visual indicator that you have verified the value in that cell, and is most useful when working with records populated from a harvest list. Such records need to be manually adjusted when actual harvest differs from the planned harvest. Even if you don't need to change the value in a cell, you can still click it to mark it as verified.
• FARMDATA will calculate and display the total quantity of the crop that is being packed
• the "Delete" button in each row can be used to remove duplicate or erroneous rows

Before submitting packing records to the database:

• select the correct packing date
• click the "Bring Back?" checkbox if the packing records represent crops or products that were previously distributed but are now coming back into inventory (for example, unsold products from a farmer's market or CSA produce that was not collected)

When you are finished entering and editing rows in the packing input table, click the "Submit Data to Database" button. Packing records are not stored by FARMDATA until you click this button. FARMDATA will give an error message if:

• there are two or more rows for the same grade of the same crop or product
• a negative value or a value that is not a number is entered in any cell

If this occurs, correct the problem and click the "Submit Data to Database Button" again.

FARMDATA will give a warning message if the total quantity of any crop that is packed exceeds the harvest of that crop by more than 40% (i.e. any rows in the table have a red background). If this occurs, you can click "OK" to store the records in the database anyway, or "Cancel" to correct the records before resubmitting them. If you choose to store such records in the database, they will have the comment "Packing record quantity exceeds harvest by more than 40%."

Packing Report

To run a packing report:

• select a date range
• select the crop/product (or All)
• select the sales target (or All)
• select the grade (or All)
• select whether you wish to see only bringback records, only non-bringback records, or both bringback and non-bringback records (All)
• click "Submit"
• FARMDATA will then display a table of all packing records that satisfy the selected parameters.

• administrative users can edit and delete packing records

  • to delete a packing record, click the "Delete" button next to that record

  • to edit a packing record:

    • click the "Edit" button next to that record
    • in the resulting page, modify an aspect of the record that needs to be updated
    • click "Update Record"

• if desired, use the "Download Report" button to download the report as a Comma Separated Value (CSV) file that can be opened as a spreadsheet

Distribution (optional tab)

Distribution records are used to track crops and products as they are moved from inventory to sales targets (customers).

Input Form

Distribution records can be created in two ways:

• If you wish to create distribution records corresponding to the packing records for a particular date, select that date and then click "Populate Entries From Packing Record". A table for each crop and product and grade combination packed on that date will appear. Each table will contain the quantity of the crop or product designated for each sales target in the packing records.
• If you are not working from packing records for a particular day (or wish to add additional crops and products that were not packed on that day), select the crop/product and grade and then use the "Create" button to add a new crop/product table (data set). FARMDATA will not allow you to create a crop/product table for a crop/product and grade combination that already appears as a table.

After creating at least one distribution record, select the correct distribution date.

Within each crop/product table (data set):

• select each sales target that the crop/product will be distributed to
• enter or edit the quantity to be distributed to each target. The background of the entire table will turn red if the total amount distributed is more than 40% greater greater than the existing inventory of the crop/product.
• select the unit
• if desired, enter or edit the Price/Unit. If the crop/product of the current grade has been distributed to the selected sales target previously, FARMDATA will display the most recent price for the crop/product, sales target and grade. Because FARMDATA stores the price as the price per default unit of the crop/product and converts to the price per other units as needed, you may need to adjust this price to reflect the unit you have selected.
• FARMDATA will calculate the total price for the row
• enter any comments
• use the "Copy" button in each row to make a copy of that row if you wish. Then, edit the new row to select the sales target and so on.
• use the "Delete" button in each row to delete that row

You can also use the "Delete Table" button to delete an entire crop/product table.

Once all tables are set up as you wish, you can use the "Submit Data to Database" button to store the distribution records. Distribution records are not stored by FARMDATA until you click this button. FARMDATA will give an error message if a negative value or a value that is not a number is entered in any cell. If this occurs, correct the problem and click the "Submit Data to Database Button" again.

FARMDATA will give a warning message if the total quantity of any crop/product that is distributed exceeds the inventory of that crop/product by more than 40% (i.e. any tables have a red background). If this occurs, you can click "OK" to store the records in the database anyway, or "Cancel" to correct the records before resubmitting them. If you choose to store such records in the database, they will have the comment "Distributed amount exceeded amount that was in inventory by more than 40%."

Distribution Report

To run a distribution report:

• select a date range
• select the crop/product (or All)
• select the sales target (or All)
• select the grade (or All)
• click "Submit"
• FARMDATA will then display a table of all distribution records that satisfy the selected parameters. If the total revenue is greater than 0, FARMDATA will display the total revenue for all of the records at the bottom of the table.

• administrative users can edit and delete distribution records

  • to delete a distribution record, click the "Delete" button next to that record

  • to edit a distribution record:

    • click the "Edit" button next to that record
    • in the resulting page, modify an aspect of the record that needs to be updated
    • click "Update Record"

• if desired, use the "Download Report" button to download the report as a Comma Separated Value (CSV) file that can be opened as a spreadsheet

Inventory (optional tab)

The inventory of a crop or product (of a particular grade) is calculated as the total quantity of that crop/product packed minus the total quantity of that crop/product distributed. To run an inventory report:

• select the crop/product (or All)
• select the grade (or All)
• FARMDATA will then display a table of the current inventory of all crops and products that satisfy the selected parameters.
• to correct the inventory of a crop/product, enter the current inventory of that crop/product in the appropriate row and click "Update
• if desired, use the "Download Report" button to download the report as a Comma Separated Value (CSV) file that can be opened as a spreadsheet

Invoice (optional tab)

Within the invoice tab, administrative users can create and edit invoices, view invoice reports and send invoices to sales targets (customers).

Create

To create an invoice:

• select the sales target
• select the invoice date
• click "Choose"

The invoice will automatically be assigned a unique invoice number using the invoice prefix for the sales target.

To add lines to the invoice:

• select the crop/product. If this crop/product already exists in the invoice, FARMDATA will automatically fill in the number of cases and price per case.
• enter the number of cases
• enter the price per case. FARMDATA will automatically fill in the most recent price per case for this crop/product and sales target - you can use this value or edit it as you wish.
• click "Submit". FARMDATA will add the line to the invoice if the crop/product does not exist in the invoice, or replace the existing line with the new data if the crop/product does exist.

Within the invoice, use the "Delete" button to delete an invoice line.

If desired, use the "Download Invoice" button to download the invoice as a Comma Separated Value (CSV) file that can be opened as a spreadsheet.

To add notes to an invoice (or edit existing notes), enter/edit the text in the "Add Notes" box and then click "Update Notes". These notes are included in invoice reports and emailed invoices.

There is no submit button for this form - simply navigate away from the form when the invoice is complete.

Edit

To edit an existing invoice:

• select the sales target (or All)
• select a date range
• click "Choose"

FARMDATA will display a table of all existing invoices that satisfy the specified parameters.

• to edit an invoice, click the "Edit" button. The same form is used for adding and editing invoices, so the previous section specifies how to edit an invoice.
• to delete an invoice, click the "Delete" button.

Report

To run an invoice report:

• select a date range
• select the sales target (or All)
• click "Submit".

FARMDATA will display a table of all existing invoices that satisfy the specified parameters. If desired, use the "Download Full Report" button at the bottom of the page to download the details of all invoices displayed in the table as a Comma Separated Value (CSV) file that can be opened as a spreadsheet.

• to view an invoice, click "View"

• to email an invoice to the sales target (customer) for that invoice, click "Send".

  • The invoice will be displayed for a final check before emailing. Click the "Send" button at the bottom of the invoice display.
  • ideally, a representative of the sales target will enter their initials in the "Invoice Approved By" box and click "OK". If this is not possible, enter your initials into this box and click "OK".
  • the invoice will be emailed to all email addresses associated with the sales target (Admin->Add->Sales->Target Email), and to all farm employees who receive invoices (Admin->Add->Sales->Farm Email).

• if desired, use the "Download Invoice" button to download the invoice as a Comma Separated Value (CSV) file that can be opened as a spreadsheet.