Selling and shipping
Before you start, open these pages: Sales / Sales orders, Stock / Shipments, Sales / Invoices and Cash / 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.
Selling happens in three steps, in this order. The buyer agrees. The goods leave. The bill follows.
That order matters in farming, because what you actually send is almost never exactly what you agreed.
Step 1: the sales order is the promise
A sales order writes down what you promised. Who the buyer is, what and how much, which store it will go out from, and when.
It also reserves the stock. Your “on hand” number does not change, but the goods are now set aside. That stops someone else selling the same load to a second buyer while you are still arranging the first.
Step 2: shipping is what moves the stock
Your stock goes down when the shipment leaves. Not when you write the order. Not when you write the bill.
The shipment is what creates the stock movement.
If your goods are tracked in batches, this is also where FeePrime picks which batch to send. It sends the one that expires soonest, not whichever is closest to the door.
Step 3: the invoice comes last, on purpose
For real goods, FeePrime writes the invoice after the goods have gone, for what actually went.
This is worth understanding instead of fighting, because farming is exactly why it works this way.
You agree forty tonnes. You weigh the load and 39.2 tonnes go out. If you had written the invoice when you agreed, you would now have a document for forty tonnes that you have to cancel and write again. Writing it after shipping means it says what actually left.
Money paid before the invoice
Buyers often pay you before the goods go, or when they collect them.
That money is held as an advance on the order. It is not counted as a sale yet. When the invoice is written, the advance is applied to it. The buyer does not pay twice, and you do not bank it twice.
So a load that is paid for but has no invoice yet is not a missing document. That is the system working.
When goods come back
A rejected load is a customer return. It attaches to the invoice, or to the order if there is no invoice yet.
Here is the part that matters for farm produce. Putting it back in stock and writing it off are not the same thing.
Produce that comes back still fit to sell goes back into your numbers.
Produce that comes back spoiled does not. If you record spoiled produce as back in stock, you have just invented stock you cannot sell, and a profit figure you cannot explain.
Try it
On staging.feeprime.com, raise a sales order and then ship less than you ordered. Watch which numbers move at which step. Then look at where the invoice picks things up.