FAQ

• Seedtrakr supports creating rye products in units if the variety chosen on the product is using the existing Hybrid Rye crop type. Using the regular rye crop type will not show units as an option for the unit of measure.

• If you already have varieties created using other crop types, they will need to be deactivated and recreated using the correct crop type.

• When creating a hybrid rye product, if the pedigree is greater than commercial the unit of measure must be set to units.

• Units are only supported on products that are using varieties with the "Hybrid Rye" or "Soybean" crop types.

• While creating a rye product if units doesn't appear as an option, it's likely because the variety you're using is associated with the "Rye" crop type. 

• In this case you'll need to create a new variety using the "Hybrid Rye" crop type and use that variety to make the product. You'll then see units appear as an option for the unit of measure.

• Check to make sure the lot is linked to the same seed variety and product as that of the seed crop report.

• If different, it is easiest to correct by:

  • Deactivating the lot and seed variety then create a new product           using the new variety on the same seed crop field.

• Toll Retail is capable of being linked.   

• The Lot Blending feature can be used to blend inventory of the same variety (different pedigrees & units of measure) and is available with a subscription to the latest version of Seedtrakr.

• See Blending Inventory Lots for more details.

• When an inventory lot in Seedtrakr is demoted to a lower pedigree, all the inventory from the original lot (parent) is then available for sale at both the original pedigree and the demoted pedigree (the original inventory lot and the demoted inventory lot). 

• To sell some inventory as the demoted product, create a booking and choose the demoted inventory lot on the booking.  When creating the pickup it will show the demoted product and the physical inventory will come from the original lot. In doing this there's no need to specify specific quantities to demote since you'll then have the flexibility to sell the parent lot inventory as either the original or the demoted pedigree at any time.

When using the convert to commercial inventory feature all of the inventory in the selected location will be converted to commercial. There are a few options to convert part of a location to commercial inventory though:

1. • Transfer the amount of inventory that you want to convert to commercial to a different bin, then use that location to convert to commercial (see the converting to commercial page).

Or

1. • Adjust the amount you want to convert to commercial out of the source bin with a comment explaining that the adjusted out quantity was converted to commercial. Receive that quantity into the desired commercial inventory lot.

If during lot processing for third party inventory some inventory was put in your bins to store instead of being picked up by the customer right away you'll need to do the following to represent it leaving your inventory when they pick it up:

• On the storage locations screen, find the bin that the inventory is located in and click the Adjust Inventory button.

• Enter the quantity that the customer is taking from the bin (Example: If they're taking 50bushels you'd enter -50 as the adjustment quantity).

• Enter a comment indicating that the customer picked up their seed & then click save to complete the adjustment.

• The specified quantity will be removed from the bin and in the bin movements you'll see the comment explaining that the customer picked it up.

• This is done by going to the Production tab, click on Lot processing, enter the Lot details page.  Click on the + under Scale Ticket then select Add  Dirty Transfer Scale Ticket.  

• Yes, you'd need to do an adjustment on the bin that's now in the commercial lot.  Once that bin is adjusted to zero, you can then go back to the original lot and receive the inventory back into that bin.

•  You can use the products/varieties you have set-up in units because at the storage location level, soybeans are always in units.  The lot level is where you’ll be able to see the unit quantities.  Once all is received and cleaned, you can update the beans/lb and the lot will show the proper unit weight.

• As long products and storage locations are already set up no “dummy” product needs to be set up. (don’t want to set up dummy product as lose traceability that way.) and would still be able to do lot processing on it.

• Yes.  Using toll retail is fine.

• Where it wouldn’t work is if you only select third party and not toll retail.

•  The main difference is you would need to set a third party lot customers.

• Overall is okay to set as toll retail if wanting to do shipments and bookings.

Seedtrakr doesn't support keeping multiple products/lots in the same storage location. To represent multiple products/lots in a warehouse we suggest the following:

• Create an Inventory Site representing the warehouse (see creating inventory sites).

• Create storage locations for different rows/areas in the warehouse. Assign the inventory site on these locations to the warehouse site set up above. (For example:  You may want to name storage locations according to their location in the warehouse: "WH1 Row 1", "WH1 Row2", etc..).

• When demoting inventory lots, only the quantity sold as "demoted" is actually demoted.  The availability in the parent lot doesn't change.  You don't have to specify an amount to demote, the whole lot is not demoted.

On the booking details screen, go to the pre payments tab. Beside the credit (under the actions column), click the convert prepayment balance to credit memo button. The unallocated credit amount will then be converted to an account-level credit which can remain on the customer's account to be allocated to future bookings or can be refunded.

To refund the account credit go to the customer details screen and open the credits tab. Find the credit to be refunded and click the refund credit button beside it (under the actions column). You'll then have the option to enter refund payment details and once completed the refund will be processed on the account and the account balance will be adjusted accordingly.

• Ensure you have an inventory lot set up for a product with the commercial pedigree that matches the crop type of the inventory you're doing lot processing for (Example: If you're processing AAC Brandon Certified you'd need to have a commercial wheat product set up and an inventory lot associated with it).

• On the lot processing screen add a Screenings to commercial scale ticket. On the scale ticket screen choose the commercial inventory lot that you want to put the screenings into and complete the rest of the scale ticket.

• Once saved the screenings will be placed in the commercial inventory lot.

Yes, you are able to create bookings and add products and services to them from the mobile app. 

Note:  You must have set up customers already set up in the web app. Customers cannot be added through the mobile app at this time.

• The email subject prefix (found in the Company Settings) can be used to put your company name in the subject line of all emails sent from Seedtrakr.

• By default, email subjects will be the title of the document sent. (For example:  "Booking Confirmation"). You may want your company name specified to be clear where the booking confirmation comes from. With the prefix of your company name applied, the subject would then read "Company Name Booking Confirmation".

• When entering the return, the "Return to inventory" checkbox must be selected to have the product returned to inventory.

• For bagged products, if this is selected you will have the option to choose a storage location to return the inventory to.  For retail products it will simply increase your on hand inventory.

• If "Return to inventory" is not selected, the product is considered returned and discarded.

• See Returns for more information.

No, you can set up one commercial inventory lot for each crop type. Regardless of the variety of the pedigreed seed, you can convert inventory from them to any commercial inventory lot of the same crop type.

For example:  If you have two certified wheat lots that were different varieties, and one commercial wheat lot you could convert inventory from both of the certified lots to the one commercial wheat inventory lot.

• Inventory in third party inventory lots do not count towards your on hand and available inventory and cannot be booked against or picked up from.

• If you need to be able to book and pickup from a third party lot, you can utilize the Toll Retail feature to accomplish this.

  • Note: Once a lot is set as toll retail the inventory contained in it will count towards your on hand and available inventory for that product.

By design, unclean seed cannot be added to booking pickups or shipment orders unless it is commercial.

If necessary, the following steps can be used to achieve this:

• • Do an adjustment on the location you want to pickup from and change the location to clean (uncheck the unclean checkbox).

  • Complete the pickup.

  • Do another adjustment on the same location as above to set the inventory back to unclean (check the unclean checkbox).

Note:  Selecting the "Dump" checkbox on a shipment order will allow you to ship unclean seed of any pedigree on the shipment order.

• Seed treatments themselves are not added to bookings, they must first be linked to a treating service and the treating service is what gets added to the booking (on the service line items tab).

• See adding a custom treating service for information on how to set up the treatment service. Once the service is created it can be added to a booking.

• The toll retail feature must be used for this. Once a lot is toll retail, its inventory will be included in your product availability and you'll be able to sell from it.

• Booked is the product and the lot are specified.

• Booked as product is just the product is booked and the lot can be added later.

To add Freight to a booking, this is done through the Service Line Item tab on the Booking Details screen.

• Click the  + under the Service Line Item tab.

• The Service Line Item screen appears, here you can select the Service and Quantity Booked as well as discounts and comments.

• The Freight Service line item will appear under the Service Line Item tab.

• Create the pickup and scale ticket like normal.

• For a Product Level booking, when adding the Service a warning icon will appear beside the Booked Amount (should show 0).  This is to let you know that the Product Level booking amount isn't included.

• On the REPORTS page, click Schedule in the top right corner. 

• Scroll down to the Quotes Expiring report, using the schedule drop down list to choose how often the alert should be sent out (Daily, Weekly or Monthly)

  • Daily will send out the report once a day, outlining the quotes that will expire on that day.

  • Weekly will send out the report once a week (on Monday), outlining the quotes that will expire within the next week.

  • Monthly will send out the report once a month (on the first day of the month), outlining the quotes that will expire within the next month.

• Using the recipient drop down list, choose who will receive the alert email for expiring quotes.

  • We suggest the "All Salespeople" option. This will ensure that any user who is assigned as the salesperson on a quote, will receive the email alert if they have any quotes expiring within the set schedule.

• Once the above steps are complete, the report alerts will be sent out on the set schedule.