Guidelines

Quote

Price a product for a buyer or a broker. Open Quote

1. Press Quote.
2. Choose who it is for, and whether on this deal they are the buyer or a broker. Leave it blank if nobody yet.
3. Choose the product and what it is packed in, and type how many.
4. Type the grower's price, what it is per (tray, carton, kg), and whether it is landed (the grower delivers to the forwarder) or ex farm (then type the cartage).
5. Check the weight of one pack. It fills itself from the last load actually weighed; change it only if this pack is different.
6. Choose air or sea, where it leaves from and where it goes. Freight comes from Vision's latest rate card.
7. Type your markup on cost and press Work it out. Work it out only calculates: nothing is saved or sent.
8. Read the sell price and the open items. Press Save the quote to keep it. To send it, press Copy for WhatsApp (or Copy the email) under the buyer's quote and send it yourself.

The rules

• Markup is your call. There is no default: the box starts empty, with the last sells into that market beside it.
• Markup is on cost: sell = cost x (1 + markup), rounded up to the next AUD 0.25. Gross margin is the profit as a share of the sell. A 12% markup is a 10.7% gross margin; a 20% markup is 16.7%.
• The buyer's quote carries the price and the terms only. The Indicative trade P&L under it is internal: never paste it, or any cost, margin, grower or freight figure, into WhatsApp or an email.
• An open item says whether it changes the price. If it does, the sell is not complete until that item is priced.

Broker deals

A broker sells our goods to his buyer and keeps a margin. Open Broker deals

1. On the quote, choose the broker and set "On this quote they are" to a broker. The quote is our price to him.
2. He adds his margin on top of our price and tells us the buyer and the buyer's price.
3. When the order comes, on Confirm an order choose the buyer as the customer and the broker under "Broker, if it came through one". Type his margin per unit and the buyer's price, as he told us.
4. Press Save the order.

The rules

• Our price + the broker's margin = the buyer's price. If they do not add up, the page says so: ask the broker which is right before the commercial invoice.
• Our commercial invoice to the buyer is at the buyer's price. The broker's margin is paid to him from Export Brokerage after the buyer has paid that invoice in full, against the broker's own tax invoice.
• If the broker has not told us his margin yet, save the order anyway: the desk asks him before the commercial invoice, and shipping and documents go ahead.
• A company is a buyer on one deal and a broker on another: the role is per deal.

Confirm an order

The buyer said yes. Record the order and open the trade. Open Confirm an order

1. Press Confirm an order. The live quotes are listed at the top, newest first.
2. Open the quote line the buyer took. The order page fills itself from that quote. With no quote, fill the page in.
3. Choose the customer, how they ordered (email, WhatsApp, phone) and when.
4. Check the quantity, the grower, the weights and the sell. Change anything that is different on the order.
5. Press Work it out to see the cost and the P&L, then Save the order.

The rules

• Saving opens the trade, gives it its number and its folder, and drafts the purchase order into the folder.
• The quote stays live for the rest of the market after an order is taken from it.
• The desk never changes a price, a markup or a quantity you entered.

Approve

Everything the desk will not do without you, in one place. Open Approve

1. Press Approve. "Ready to go" lists the emails and WhatsApps the desk has written, oldest first. "Decisions waiting on your word" lists the questions only you can answer.
2. For a draft: read the exact words, who it goes to and who is copied. Press Approve and send, or Decline.
3. For a decision: read what we recommend and the dated facts, then press your answer and add a note if it helps.
4. Now, the first screen, shows the same items as one list, oldest first; each line opens its item here.

The rules

• What goes out is exactly what you read: if the draft changed after the page was drawn, it is not sent and the page says so.
• A finding printed under a draft is for you to weigh. It never stops your Approve.
• Decline is safe: the draft is never sent.

Check a trade

Where it is, its documents, what the customer has been told, and its P&L. Open Check a trade

1. Press Check a trade and type the customer, the product or the trade number in the box, or open a stage (Set up, Shipping, Get paid, Pay suppliers and close).
2. Open the trade. The top says where the goods are and what is owed next.
3. "What the customer has been told" shows each step of the journey (booked, received by the forwarder, departed, changes, arrived): told, with when and how, or not told yet.
4. Sold, bought and P&L, and Documents, are open below it. Dates, freight, messages, the eleven steps and the actions are one tap away under their names.

The rules

• A trade is named by its customer, goods, date and amount; the number is last, in brackets.
• An ETA that has passed with no word from the carrier, the forwarder or the customer is "not yet confirmed", never a delay.

Receivables & payables

Receivable and payable, by customer and supplier. Open Receivables & payables

1. Press Receivables & payables. The top shows the total receivable and the total payable.
2. Type a customer or supplier in the box (for example ENE Trade), or read the list, largest first.
3. Open a customer to see each invoice, its trade, the amount outstanding and how late it is.

The rules

• Each invoice is paid on its own. There are no customer statements, and a dispute on one invoice never holds another.
• The red line at the top says how old our copy of Xero is. When it is old, paid and unpaid may have changed since.

What the desk does by itself

The routine work, so you do not have to. Open what the desk did

What to know

• Reads the exports@ mailbox, the WhatsApp groups and Xero, and files what comes in against its trade.
• Sends the final commercial invoice, packing list and pre-alert to the customer at departure.
• Tells the customer of each step of the freight journey (booked, received, departed, any change, arrived) from exports@, Vision copied where we book the freight.
• Never holds release documents (sea waybills, bills of lading, pre-alerts). Payment is chased invoice by invoice instead.
• Loads every Vision rate sheet as it arrives, so quotes are priced on the latest card.
• Drafts replies and chases. Everything else waits for your press under Approve.

When something looks wrong

Stop, check, and say so.

What to know

• Do not send anything off a figure you doubt. Open "Where the numbers come from" under the P&L to see the source of every figure.
• Check the Xero line at the top of the screen: if our copy is old, paid and unpaid may be out of date.
• If a draft under Approve is wrong, press Decline. If a decision is wrong, answer it with a note saying what is wrong.
• Send James the page's link on WhatsApp. Never paste screen text, the P&L or any cost into a customer or grower chat.