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Introduction to Harvest: Grain Inventory, Contracts & Settlements

After your grain leaves the field, here's an overview on tracking grain from contracts to deliveries to settlement checks.

Once your crop has left the field, Conservis will help you track how much you have, what has been contracted, what has been delivered, and most important, what has (and hasn't) been paid for.

The best place to look in Conservis is the Contracting Dashboard.
 

The Contracting Dashboard, which can be found under the Harvest menu,

By using this dashboard, now you can:

  • Answer what if scenarios before you sign a contract.
  • Make strategic marketing decisions, increase revenue
  • Catch elevator payment errors
  • Simplify delivery planning and settlement tracking
  • Know where the data is coming from with additional tooltips and hovers

The dashboard is split into three key sections, the initial list page, the detail page and the contracts/deliveries/settlements section.

Initial List Page:

The initial page gives a birds-eye view of the amount of each commodity that is available to market and sell, based on a combination of planned and harvested data. (If you have not completed a budget, then there won't be planned data, so the dashboard shows only harvested real time data from harvest tickets in the system).

 

Upon selecting a budget, the dashboard will use the budgeted crop price and populates the ‘Unsold Price to Make Budget”. With a budget selected, the breakeven price can be toggled between either the budgeted costs or the actual costs driven from the costs from actuals.

 

Remember to set the market price for each commodity, as the new dashboard will complete any futures or basis contracts to show a complete price, rather than just pulling the futures or basis price set in the contract.

 

The What If tool allows the creation of different marketing scenarios, entering the selling price and total amount to sell which will populate the revenue and pricing around the selected budget. This page will save created scenarios, or create a new contract by selecting ‘Create Contract’.

Screenshot of the "What if" tool that allows the creation of different crop marketing scenarios.

 

Detail Page:

The detail page can be accessed by selecting a commodity. This view breaks down where the sold units are, while seeing what is unsold, delivered and settled.

The bar graph gives a visual representation of contract commitment and progress across the crop year months.

 

Contracts/Deliveries/Settlements:

This section allows you to dive into specifics on your contracts, deliveries and settlements.

 

Each tab offers slightly different information.

  1. Contracts Tab- Once you have created a contract, this tab displays all the contract information for this commodity, which includes:

    1. Contract name

    2. Customer name (or Elevator name)

    3. Type of contract

    4. Price - marked to market price

    5. Contract date

    6. Next action date

    7. Contract amount

  2. Deliveries Tab- As you deliver grain to it's final destination, you will see the delivery receipt information here which includes:

    1. Contract name

      1. ‘No Contract’ Row* (more detail below)

    2. Customer Name

    3. Expanded View includes

      1. Delivery receipt number with delivery location, delivery date and amount delivered

    4. Delivery location(s) on contract

    5. Delivered percentage

    6. Open amount- amount left to be delivered or overage if over delivered

    7. Delivery month(s)

    8. Type of contract

    9. Contract date

      *The deliveries tab includes a ‘No Contract” row which will include any deliveries the system cannot auto match to a contract. This tab also will show Field to Customer or Storage to Customer tickets that are not matched to a Delivery and if a Delivery Receipt is missing a matching F2C or S2C ticket.

  3. Settlements Tab - after you have delivered your grain when you get paid then you will create settlements to track those payments. This view will show:

    1. Contract name

    2. Customer name

    3. Expanded view includes

      1. Delivery receipt number with settled/unsettled and settled amount, price and revenue on that load

    4. Delivery location

    5. Settled percentage

    6. Type

    7. Settled amount

    8. Price - settled price

    9. Total revenue- actual true revenue

     

Report/Exporting Options

There are three different options to export reports from the contracting dashboard. At each of these, there is an option to export either PDF or to XLS.