Create a Periodic Brokerage Fee Invoice

For Brokers, a periodic brokerage fee invoice can be created if you charge a flat fee for a set frequency at the start/end of the period nominated.

To do so, you must first ensure that the Brokerage Fee Settings for the Grower you are managing is set up prior to invoicing.

• At the moment, Brokerage Fee Settings can be set at the Grower's Company Level or the Grower's Farm Level.
• This is because a Grower's Company may only have specific Farms (owned) being handled by an individual broker.
• However, in order to create a periodic brokerage fee invoice, the Brokerage Fee Settings will need to be derived from and at the Grower's Farm level.

Thus, to set up / double check on your Grower's Farm's Brokerage Fee Settings:

1. Go the Grower's Farm Settings, accessible by searching for the farm linked to the Grower's company in the Companies section (left hand side menu), or directly searching for the farm in the Farms section (left hand side menu).
2. Once on the Farm's page, whereby you'll see said Farm's stocks, contracts, freight orders, and movements linked to it, at the top next to the Farm's Name, click on the "Settings" button.
3. You will then be brought to the Farm's Settings page, and along the top of the page, you will see a number of tabs showing the various settings associated with the farm.
4. Click on the DETAILS tab.
5. On this tab's page, on the right hand corner, click on the green "EDIT" button.
6. A window on the right hand side will appear with the header "Edit Farm".
7. Scroll towards the bottom of this window, and input in all the relevant information that will enable you to generate a periodic brokerage fee invoice:
   • Brokerage Fee Type
   • Frequency [of charging]
   • Fee
   • Charged at: Start / End of the Period [, depending on your billing cycle]
   • Periodic Brokerage Start Date: The date that the Grower and you entered into an agreement, thus allowing you to charge them a set, periodic fee.
8. Once done click on SAVE.

Once you've double-checked / completed the set up, you can then generate a periodic brokerage fee invoice by:

1. Click on the "Invoices" section (left hand side menu). You will then be brought to a list of all the invoices linked to your profile.
2. Click on the "GENERATE INVOICE" button on the top-right hand side of the page, and select "Brokerage Invoice".
3. You will then be brought to the Brokerage Invoice creation form.
4. Under the "General" section of this form, select the Grower's Farm as the "Bill To" field; e.g. Grower Farm Pty Ltd (Grower Main Farm).
5. Once the Grower's Farm is selected in the "Bill To" field, input all the other relevant details.
   • NB: The selection of Contract Numbers for this invoices is NOT required.
6. Under the "Items To Be Invoiced" section, select (tick) the period(s) listed of which you would like to invoice the Grower for. 
7. From here, input all the remaining relevant details.
8. Once done, click on 'CONTINUE AND REVIEW' at the bottom of the form and review the invoice.
9. Once satisfied, click on 'SUBMIT'.
10. A pop-up will appear with the header 'Email PDF copies to'.
    • This feature enables you to send out invoices as an email directly from the AgriChain platform.
11. Tick the relevant counterparties you wish to send the invoice to as an email, and input any other additional emails. 
12. Once done, click on 'SEND NOW'.
13. If you do NOT wish to send the invoice as an email, click on 'I'LL DO IT LATER'.
14. Your Periodic Brokerage Fee Invoice will be generated and sent to the relevant counter-parties for confirmation.
15. Once confirmed, and paid later on, you can mark the invoice as paid by inputting the relevant payment details.

For more information regarding confirming invoices, and marking them as paid, please refer to the following articles on the AgriChain Knowledge Base - Invoice Module:

• Confirming an invoice
• Marking an invoice as paid