Spokane Software - Products (Account Sales / Pallet Ticket Processing)

Spokane Software Systems Modules

Account Sales Module

In addition to the Pool Accounting system, we also provide a means to render payments to outside growers; or payments for outside purchases, based on a direct payment for specific grower product sold on specific customer invoices. We refer to this method as "Account Sale" processing. This method meets all California Bureau of Market Enforcement requirements.

The account sale statement is the document which reports to the grower: the specific items sold by invoice (showing quantity,FOB price, and extended amounts), then listing various user definable deductions which then is calculated for the net due grower amount.

The statements are printed from an account sale file which is automatically updated each time invoices are updated. This link provides the product, quantity and pricing information with accuracy.

Deductions are added to the statement via an account sale charge definition table which is customizable prior to the account sale statement program being run.

Similar to the closing of pool statements (wherein the net due to the grower is posted to his ledger), the amount due the grower as determined from running account sale statements is also posted to a respective grower ledger account. From there, are all open credit or debit amounts can be combined to print a check.

As with most Spokane Software's subsystems, all phases of the above activity which generate dollar transactions, automatically post summarized dollar totals to the appropriate general ledger accounts.

Account Sale Deduction Definition Table
Deductions can be defined that are calculated as a rate per actual units sold, rate per equivalent unit sold, percentage of dollar amount, or a flat dollar amount.

The credit leg of the deduction can be directed to a general ledger account, a vendor payable in A/P, or a grower payable entry in grower ledger.

The account sale number is the code that links a product sold on an invoice to its proper account sale grouping. This way, it will appear on the desired account sale statement. The account sale number may link invoice sales transactions together in almost any conceivable scheme which you would want to employ. For example, some clients render statements which are based on:

The shipment or load:

Receiving Day:
Other clients render to the grower based on when the product was received at the warehouse. By this method, a unique account sale number is assigned to the product representing a day's receipts, several days, a week, or any other applicable time period. Then, as the product flows through the inventory system, onto an invoice, and into the account sale revenue file, this account sale number and grower ID tag are attached. We have employed several windows along this path at which you may assign the account sale number and grower ID to products sold. The most comprehensive is the Pallet Ticket System.

Account Sales Pallet Ticket Processing
We provide an optional process which interacts with order entry and invoicing -- Pallet Ticket Processing. This system serves several purposes, among which are the account sale processing methods discussed above. These include:

Inventory Tracking:

Account Sale Reporting:
The second purpose is to provide additional information about the fruit -- if you need to do direct accounting to the growers for sales (i.e. account sale reporting).

Additionally, if you are using our Job Cost system, pallet tickets provide a source for the job number distribution and general ledger distribution of the revenue.

If you are using Pool Accounting, it can also be a source of the pool ID (if known at the time). The additional information is:

Pool ID
Grower ID
Account Sale Number
Job cost G/L account number

Each pallet ticket has space for information from 1 to 8 different grower/pool ID/account sales combination per pallet. Of course, the system expects the pallet to contain only a single commodity, variety, grade, size, pack type, etc.

The pallet ticket clearing process fits into other subsystems at the point where a bill-of-lading or shipping manifest would be produced. This usually occurs between order entry and invoice printing.

The invoicing process provides the ablility to add non-fruit charge items associated with the sale, which are not charged to the customer, but are prorated to the account sale record (freight, inspection, recorders, etc.).