Grower payments

Setting up

To review, setting up for Grower Payments is mostly done in LOGISTICS -> Supply Contracts.

Each supply contract allows you to select a Payment Basis:

  • Pooled - suppliers in the same SETUP -> Pools will all receive the same rate of return after all sales in that pool have been finalised.
  • Consignment - suppliers will be paid their share of finalised sale returns after costs and charges have been deducted, ie based on the income and costs (including a commission % for yourself), the grower gets paid the difference. Default advance rates can be setup in LOGISTICS -> Supply contracts.
  • Fixed price - suppliers will be paid a pre-agreed fixed price for their produce irrespective of the sales return. Prices can be updated in bulk via LOGISTICS -> Prices - to pay. Default rates can be setup in LOGISTICS -> Supply contracts. Your margin is then the difference between the income and costs.
  • Purchased - you have already purchased the produce, suppliers will NOT be paid from snapSales.

Advances

Advance payments can be set up in two places:

  • LOGISTICS -> Supply Contract advances supports paying advances for produce shipped, or unpacked "bins" in stock (requires unpacked inventory data).
  • SETUP -> Pools advances can be set up to pay an advance for produce in pools.

Advance payments may be increased as the season progresses.

Payment runs

FINANCIAL -> Grower Payments

Payments are processed in Runs. You might choose to prepare a payment run each week.

From the main payment page you can view a list of all of the previous payment runs. In the Payments section you can see a list of all previous individual payments.

Adding a payment run

Note

Before adding a payment run, consider checking your inventory information is up-to-date (eg all inventory EDI files have been imported) and all validation issues have been resolved.

  • Click the Validation issues tab to check/fix validation issues, see below.
  • Click Add to set up a new payment run. Enter:
  • Description
  • Invoice date
  • Payment date
  • Generate payments for changed pools only?
  • Applies to - select criteria for what you want included in your run.
  • Click Generate payments to create the payments and generate the documents described below.

Existing payment runs

Click on an existing payment run and select an option:

  • View documents - to view or reprint the documents for this payment.
  • Regenerate payments - to modify the payment run details and regenerate the payments. Note: previously generated invoices will be deleted and replaced with new invoice numbers. Please ensure any printed copies are destroyed.
  • Delete - to delete this payment run.

* these last two options are not available if any of the runs invoices have been paid, or posted to financials.

Viewing or deleting an individual payment

Click on an existing payment and select an option:

  • View documents - to view or reprint the documents for this payment
  • Delete - to delete this individual payment. This option is not available if the payments invoices have been paid, or posted to financials.

Payment documents

snapSales generates these documents for the payment run:

Emails

You can email invoices by clicking on the envelope icon. The default email address comes from SETUP -> Vendors. The invoice is an attachment and the supporting spreadsheet is a link in the email. The subject and email messages come from the "PaymentEmailSubject" and "PaymentEmailBody" settings in SETUP -> System.

The envelope icon will turn green once the email has been sent. Clicking on this shows you what was sent.

Validation issues

snapSales will prepare a report highlighting issues you may want to address before proceeding. This list applies to all stock in store, not necessarily product that will be invoiced.