How to Close Out a Contract or Order

Introduction

The AgriChain platform is capable of closing out a Contract or Order that is in the Status 'In Progress' quickly. This is done using the 'Close Out Contract/Order' shortcut feature, which is handy as the Contract or Order does not require amendment. 

It is most applicable in scenarios where some deliveries against the Contract or Order have concluded and the remaining tonnages will no longer be carried out.

Closing out a Contract

Method 1 - Directly from the Contracts section

1. In the Contracts section, search for the Contract's line item that you would like to close out.
2. Click on the Contract's corresponding 3-dot Action button.
3. From there, select the 'Close Out Contract' option.
4. A pop-up will appear highlighting the details when closing out the Contract, in particular the Order/Movement against it and the 'Total Delivered Tonnage' to date. 
5. Review the details of the pop-up and click on the 'PROCEED' button once ready.
6. Next, enter (type in) the reason for closing out the Contract e.g. remaining deliveries not occurring, and click on the 'SUBMIT' button once done.
7. Finally, on the next pop-up, select (tick) the Counterparties that you would like to notify regarding the closing of the Contract via email then click on the 'SEND NOW' button.
8. If you would not like to notify the Counterparties regarding the closing of the Contract e.g. due to a pre-agreed verbal call, you can click on the 'I'LL DO IT LATER' button and no email notification will be sent.
9. Once done, the Contract will be closed out.

Method 2 - Within the Contract itself

1. In the Contracts section, search for the Contract that you would like to close out and click into it.
2. Within the individual Contract itself, click on the Contract's 3-dot Action button and select the 'Close Out Contract' option.
3. A pop-up will appear highlighting the details when closing out the Contract, in particular the Order/Movement against it and the 'Total Delivered Tonnage' to date. 
4. Review the details of the pop-up and click on the 'PROCEED' button once ready.
5. Next, enter (type in) the reason for closing out the Contract e.g. remaining deliveries not occurring, and click on the 'SUBMIT' button once done.
6. Finally, on the next pop-up, select (tick) the Counterparties that you would like to notify regarding the closing of the Contract via email then click on the 'SEND NOW' button.
7. If you would not like to notify the Counterparties regarding the closing of the Contract e.g. due to a pre-agreed verbal call, you can click on the 'I'LL DO IT LATER' button and no email notification will be sent.
8. Once done, the Contract will be closed out.

Closing out an Order

Method 1 - Directly from the Orders section

1. In the Orders section, go to the relevant Order tab, and search for the Order's line item that you would like to close out.
2. Click on the Order's corresponding 3-dot Action button.
3. From there, select the 'Close Out Order' option.
4. A pop-up will appear highlighting the reduction of the Order's tonnages to the tonnages that have been delivered. Click on the 'OK' button to proceed once ready.
5. From there, enter (type in) the reason for closing out the Order e.g. remaining deliveries not occurring, and click on the 'SUBMIT' button once done.
6. Once done, the Order will be closed out.

Method 2 - Within the Order itself

1. In the Orders section, go to the relevant Order tab, search for the Order's line item that you would like to close out, and click into it.
2. Within the individual Order itself, click on the Contract's 3-dot Action button and select the 'Close Out Order' option.
3. A pop-up will appear highlighting the reduction of the Order's tonnages to the tonnages that have been delivered. Click on the 'OK' button to proceed once ready.
4. From there, enter (type in) the reason for closing out the Order e.g. remaining deliveries not occurring, and click on the 'SUBMIT' button once done.
5. Once done, the Order will be closed out.

FAQ's

I am not able to close out a Contract or Order. What is potentially causing it?

You will not be able to close out a Contract or Order if there are Movements with the Status 'Planned/Confirmed/In Progress' against it. As such, you will need to add inload data against 'In Progress' movements or Void any 'Planned/Confirmed' movements, before closing out the Contract or Order.

You will also not be able to close out a Contract or Order if there are no recorded Movements (loads) against it. That is, no delivered tonnages against the Contract or Order have been recorded.

How can I close out a contract when the actual delivery is less than the planned amount?

You can use the "Close Out" functionality to automatically close out all the remaining tonnage in both the contract and the order in one go. This feature is helpful when the actual delivery is less than the planned amount, and the movement has been closed and invoiced, but the contract status remains 'In Progress.'

How do I close out an order when the actual movement tonnage is slightly below the required threshold for auto-completion?

If the actual movement tonnage is below the required threshold due to tolerance calculations, use the "Close Out Order" option in the system. This will manually mark the order as completed and remove it from the "In Progress" list.

Why are some of my orders not auto-completing even though they are within tolerance?

This can occur when multiple orders are tied to contracts with high tonnage values. The tolerance is proportionally distributed across all orders under the same contract, resulting in an effective tolerance per order that is calculated as a weighted average. If the actual movement tonnage falls slightly short of this calculated threshold, the order remains "In Progress."