How to Create a Vendor Declaration on the Mobile App

Introduction

The AgriChain Mobile App is capable of recording Vendor Declarations against specific Orders, Movements and Site Bookings.

The following AgriChain Mobile App Users will be able to record Vendor Declarations:

• Growers
• Logistic Providers
• Receival Sites (e.g. Bulk Handlers, End-users)

There are two types of Vendor Declarations on the AgriChain platform:

1. Commodity Vendor Declaration (CVD)
   • CVDs are formal statements provided by suppliers (vendors) of agricultural or fertiliser products. The declaration confirms key details about the products, like their quality, origin, safety (e.g. grain chemical residue status), and compliance with regulations. A CVD also provides the industry with an easy-to-use risk management tool to reduce the risk of contamination from consumption of that grain or products made from that grain. Essentially, it's a way for vendors to assure buyers that the products meet required standards before they are sold or distributed.
     
2. Truck Cleanliness Declaration
   • Truck cleanliness declarations confirm that said trucks or vehicles transporting agricultural or fertiliser products have been properly cleaned before use. It ensures that no contaminants from previous loads (like chemicals or other materials) will affect the quality of the product being transported. This declaration helps maintain safety and product integrity during transport.

To create a Commodity or Truck Cleanliness Vendor Declaration on the Mobile App (Two Methods)

Method 1 - From the Mobile App 'Vendor Declaration' Section

1. On your AgriChain Mobile App, Select the "Hamburger" Menu (top left hand corner) > Select 'Vendor Declaration'
2. At the top right hand corner, Select the three dot menu > Select either to Add a Grain or Truck Vendor Dec
3. Once the 'Vendor Declaration' page loads, select/fill in the relevant details and follow the prompts.
   • Noting that, on the Mobile app, Commodity Vendor Declarations can only be done against Orders or Movements.
   • Whilst on the Mobile app, Truck Cleanliness Vendor Declarations can only be done against Movements or Site Bookings.
4. Please ensure to input or select the relevant Order / Movement / Booking No. This allows the load to be linked to it and enables the auto-population of information in certain fields.
5. Once your Vendor Declaration has been completed on the Mobile App, it will be listed on the 'Vendor Declaration' Mobile page and Web App, and be visible to all relevant parties (e.g. Receival site).

Method 2 - Submit a Truck Cleanliness Declaration against a Site Booking (Upcoming Jobs) on the Mobile App

For Growers or Logistic Providers delivering to a site against a Booked Site Booking:

1. On your AgriChain Mobile App, once you have Booked in to Deliver or Pick Up from a Site, it will appear in your list of 'Upcoming Jobs' or 'Job Schedule'.
2. To submit a Truck Cleanliness Vendor Declaration, you can do so:
   • Via the Upcoming Jobs page, which will automatically appear if you have nominated your Truck Rego and have a site booking > Select the 'Add Truck Cleanliness Declaration' button
   • Via the Job Schedule Page > Select the individual Movement you have a Site Booking for > 'Load my truck' page > 'Add Truck Cleanliness Declaration' button
   • Once the 'Vendor Declaration' page loads, select/fill in the remaining details and follow the prompts. 
   • Once your Truck Cleanliness Declaration has been completed on the Mobile App, it will be listed on the 'Vendor Declaration' Mobile page and Web app, and be visible to all relevant parties (e.g. Receival site).

For a Video Tutorial on Method 2, please check out this link: How to submit a truck cleanliness declaration against a booking (click here)

Common Questions

I have multiple Suppliers delivering against a single Order or Contract. How can I upload multiple Vendor Declarations against it?

You can add as many Vendor Declarations against a single Order or Contract. However, please note that you will need to ignore the 'locked' tonnage listed on it.

In a perfect world scenario, it is recommended for you to create 1 Order per Supplier. This will then allow you to add the individual Vendor Declaration against said Supplier.

I have missed out some information or need to amend my previously submitted Vendor Declaration. How do I amend my Vendor Declaration with the corrected/additional information?

Currently, the AgriChain platform does not enable the deletion of previously submitted Vendor Declarations. This ensures that there is a traceable and un-editable audit trail.

As such, you will need to re-submit your Vendor Declaration against the same Contract, Order or Movement (Site Booking).

During re-submission, in the 'Additional Information' section, ensure to make a note that said Vendor Declaration is e.g. a Re-submission to correct the previously submitted declaration that was in-error. 

We also recommend that you notify the relevant parties of said re-submission to prevent any mix ups.

How do I re-submit a Vendor Declaration?

Commodity Vendor Declarations (CVDs) can be re-submitted on the Web App and Mobile App. Noting that, Mobile App submissions are only against Orders and Movements.

• Please refer to this guide: How to Create a Vendor Declaration on the Web App (click here)

However, Truck Cleanliness Declarations will need to be re-submitted on the Web App. If you are on the road, we recommend getting in touch with your Company's Logistics Coordinator or Receival Site contact to assist you with the re-submission.