Receiving and grading at the store

You’ll need: Goods receipts, Inventory transactions — if you cannot see these, the module may be switched off for your business or outside your permissions. An administrator can change either.

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

Record what arrived, not what was bought

The single habit this course exists to teach.

Crop loses weight on the road. Sacks get wet, split, or are one short. If the field record says 2,000 kg and the scale at the store says 1,940 kg, record 1,940.

Recording 2,000 because that is what the agent wrote invents 60 kg you do not have, and destroys the only evidence that something happened between the farm gate and the store. Six weeks later, the shortfall surfaces in a stock take with no cause attached to it.

The difference is not an embarrassment. It is the product of this step.

Receiving is a sequence

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

Those are three real moments in an agricultural store, not paperwork stages:

   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

Crop received but not put away is crop nobody can locate at four in the afternoon. Crop received but not inspected is crop you have accepted without knowing its condition.

→ Full detail in Receiving goods

Photograph it at the scale

The proof field is where a photograph belongs, and in agriculture it is worth more than anywhere else. Wet sacks, mould, foreign matter, a split load — a picture taken at the scale, before anything is moved, settles a conversation that would otherwise be one person’s word.

Grading, honestly

FeePrime records what you weigh, what batch it becomes, what it cost and what condition you noted. It does not compute a quality grade for you — there is no moisture or bean-count calculation in the platform today.

What most agricultural businesses do is straightforward: separate items or separate lots per grade, with the measured figures written into the inspection notes. That is a workable arrangement and it keeps the grades in your data rather than in somebody’s head. If you need grading as a structured, calculated step, it is worth telling us what your standard actually is.

This is where the batch is born

The receipt is what brings crop into stock, and for a lot-tracked item it is where the batch gets its identity — its reference, its expiry, and the farmer or the run it came from.

Get that right here and traceability works for the rest of the batch’s 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 photograph.