Receiving and grading at the store

Before you start, open these. They are both under Stock in the menu: Goods receipts and Inventory Transactions.

Can’t find one? It may be turned off for your business, or your account may not be allowed to open it. Ask the person who set up your FeePrime. They can fix both.

The truck arrives. What happens in the next twenty minutes decides whether your season’s numbers mean anything.

Write down what arrived, not what was bought

This is the one habit this whole course exists to teach.

Produce loses weight on the road. Sacks get wet, split, or turn out to be one short.

If the field note says 2,000 kg and the scale at the store says 1,940 kg, write down 1,940.

Writing 2,000 because that is what the agent put down does two bad things. It invents 60 kg you do not have. And it destroys the only evidence that something happened between the farm gate and your store.

Six weeks later that missing 60 kg turns up in a stock count with no reason attached to it.

The difference is not something to be embarrassed about. It is the whole product of this step.

Receiving happens in stages

A goods receipt moves through received, inspected and put away. It can carry a discrepancy with notes, or be cancelled with a reason.

Those are three real moments in a store, not paperwork:

   received    off the truck, on the scale, weighed
   inspected   somebody has actually looked at it: moisture, mould, foreign matter
   put away    it is in a numbered store or bay and can be found again

Produce received but not put away is produce nobody can find at four in the afternoon.

Produce received but not inspected is produce you accepted without knowing what condition it was in.

→ Full detail in Receiving goods

Photograph it at the scale

The proof field is for a photo, and in farming it is worth more than anywhere else.

Wet sacks. Mould. Foreign matter. A split load. A picture taken at the scale, before anything gets moved, settles a conversation that would otherwise be one person’s word against another’s.

Grading, honestly

FeePrime records what you weigh, which batch it becomes, what it cost, and what condition you noted.

It does not work out a quality grade for you. There is no moisture or bean-count calculation in the platform today.

What most farming businesses do is simple enough. Separate items, or separate batches, for each grade, with the measured figures written into the inspection notes.

That works, and it keeps your grades in your data rather than in somebody’s head.

If you need grading as a proper calculated step, tell us what your standard actually is.

This is where the batch is born

The receipt is what brings produce into your stock.

For a lot tracked item, this is where the batch gets its identity. Its reference, its expiry, and which farmer or which run it came from.

Get that right here and you can trace that batch for the rest of its life. Get it wrong here and no later step can repair it.

Try it

On staging.feeprime.com, receive less than a collection run recorded. Flag the discrepancy, write a real note, and attach a photo.