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Polcas Agritrade Corp.
Trading Group — Internal System
Set a new PIN
Choose the PIN you'll sign in with from now on.
The system has been updated.
Restart it to get the new version — anything you have typed but not saved will be lost.
POLCAS AGRI TRADE CORP.
Trading Group System
DASHBOARD
U
User
Trading Performance Dashboard
to
What needs attention at most five, most important first
1Sales performance
Sales trend
Insights
Sales by category
Category
This Month
Share
Last Month
vs Last Month
Last Year
vs Last Year
Sales performance by week, month and year, and receivables
Sales performance as of today · target = last year + 10%
Period
Sales
Quantity
vs Previous
vs Last Year
Variance vs LY
Target
Achievement
Gross Profit
GPR
2Profitability
GPR trend
Insights
Products by sales in the period · click a heading to sort
Product
Sales
Units
GPU
GPR
Profit, period by period
This period
Previous
Last year
vs LY
3Purchase performance
Sales and purchases
Insights
Purchases by product unit cost against last year, and what was sold of it
Product
Purchases
Bought
Unit cost
Change
Sold
Suppliers
4Customer engagement
New and returning customers
Insights
Customers who bought in the period · click a heading to sort · click a name for their deliveries
Customer
Sales
Deliveries
Average
vs LY
Last Delivery
5Supplier engagement
Purchases by supplier share of the period's purchases
Insights
Suppliers bought from in the period · click a heading to sort
Supplier
Purchases
Count
% of Total
Last Purchase
All alerts and observations
Management alerts red and green only against a target or last year
Management insights
·Orders & activity
Sales Orders
—
Encoded this year
Open Orders
—
Awaiting delivery
Purchases
—
Recorded this year
Pending Approvals
—
Price approvals waiting
Sales Value
—
Excluding cancelled
Master Data
—
Nothing dated to compare against
Customers / products
Recent Sales Orders
SO ID
Date
PO #
Customer
Product
Amount
Status
Quotation #
Date
Company
Attention
Subject
Lines
Total
Terms
Status
Prepared By
Actions
Sales, volume, gross profit and delivery performance — compared week, month, quarter and year.
Sales
—
—
vs Last Year
—
—
vs Target
—
—
GPU
—
—
GPR
—
—
Accepted Deliveries
—
—
Period comparison
Period
Sales
Last Year
Target
vs LY
vs Target
Volume
Gross Profit
GPU
GPR
Deliveries
Breakdown
Name
Category
Sales
Last Year
Target
vs LY
Volume
Gross Profit
GPU
GPR
Delivery performance
Filter and export sales order data by date range.
Date Range
Total Orders0
Total Quantity0
Total Amount₱0.00
SO ID
Date
PO #
Customer
Product
Qty
Unit Price
Amount
Status
Filter and review purchase records by date range.
Date Range
Total Purchases0
Total Quantity0
Total Amount₱0.00
ID
Date
Supplier
Product
Qty
Unit Cost
Amount
PAL #
Date
Product
Customer(s)
Supplier
Mode
Terms
Buying
CoM
Trucking
Canvasser
SOP
Un/load
Analysis
Pack
Milling
Fumigation
TPC
Margin/kg
TARGET SP b4 EWT
TARGET SP
ACTUAL SP
ACTUAL EWT
MT
ACTUAL GPU
ACTUAL GPR
Stage 1
Stage 2
Status
Comments
Actions
PAL #
Date
Product
Customer(s)
Price Reference
Terms
Buying
CoM
Recovery %
Trucking
Labor
Allowance
SOP
Shipping
Packhouse
Slaughter
Inherent
Total Cost
Buy
ACTUAL SP
ACTUAL GPU
ACTUAL GPR
Reviewed By
PGI
Status
Remarks
Actions
COST BUILD-UP
TARGET
ACTUAL
PRICE REFERENCE
PAL
Date
Product
Mode
Terms
Buying
Cost of Money
Trucking
Canvasser
SOP
Un/load
Analysis
Pack
Milling
Fumigation
Total Cost
Margin/kg
SP b4 EWT
EWT
Selling Price
GPR
Buy
Sell
EWT
GP Kilo
GP Rate
E-AGRICOM
PAFMI
Actions
ID
Date
Product
Supplier
Price
Qty Avail.
Delivery Mode
Preferred Customer(s)
Quality / Remarks
Encoded By
Actions
SO ID
Date
PO #
SO #
PAL #
Customer
Product
Category
UOM
Qty
Delivered
PO Bal
Allowance
Recommend
Unit Price
Total Amount
Cost Price
GPU
GPR %
Delivery Period
Terms
PO Validity
Quality/Specs
Remarks
Status
Encoded By
Actions
Delivery ID
Date
DR #
SI #
SO ID
PO #
Customer
Product
Trucker
Driver
Plate #
Qty
Unit Price
Amount
GPU
GP Amount
Reason
Remarks
Encoded By
Actions
ID
Date
Product
Cost
Markup %
Selling Price
Status
Approved By
Approval
Actions
Log #
Date
Product
Customer
Ave Wt./Bag
# of Bags/CV
Kgs/CV
CV Type
Forwarder
FOB Type
Origin
Destination
Rate
PAL #
Prod Cost/kg
Shipping/kg
Landed Cost/kg
Landed Price/kg
EWT
GPU
GPR
PGI Approval
App Date
PGI Comments
Actions
Week #
From
To
Trading
Finance
Variance
Updated By
Date
Actions
Weekly Sales Monitor
Projected vs. actual sales — accomplishment, alley & rejected amounts
Commodities with loads this week, sorted by delivered, alley, reject & no delivery
Enter loads below to see the summary.
Delivered
Alley
Reject
No Delivery
Total
0
0
0
0
0.00%
0.00%
0.00%
0.00%
Weekly Trend
Loading saved weeks…
No saved weeks yet. Use "Save Week" to start building the trend.
DeliveredAlleyRejectNo Delivery
Commodity
Delivered
Alley
Reject
No Delivery
Total
Total
0
0
0
0
0
0.00%
0.00%
0.00%
0.00%
100.00%
P.O. #
Date
Vendor
Item
Description
Qty
Allowance
Qty Supplied
P.O. Balance
U/M
Rate
Amount
Terms
Due Date
Status
Approval
Prepared By
Actions
PPA #
Date
Type
Item
Supplier(s)
Previous
Proposed
Difference
% Difference
Est. Qty
Amount
Raised By
Status
Decided By
Actions
ID
Date
Internal P.O.
Supplier
Product
# of Bags
Gross Qty
MC%
Moisture
Sacks
Net Qty
Unit Cost
Amount
Deductions
Net Amount
Files
Encoded By
Actions
ID
Name
Type
Address
Contact Person
Contact #
TIN
Actions
ID
Name
Category
Unit
Encoded By
Actions
ID
Name
Type
Supplier Type
Address
Contact Person
Contact #
Actions
P.O. #
Date
Vendor
Item
Qty
Allowance
Qty Supplied
P.O. Balance
U/M
Rate
Amount
Terms
Prepared By
Approval
Actions
When
PAL #
Log
Product
Customer(s)
Desk
Decision
By
Reason
Where it is now
PAL #
Log
Date
Product
Supplier
Customer(s)
Total Cost
TARGET SP
ACTUAL SP
ACTUAL EWT
ACTUAL GPU
ACTUAL GPR
Stage 1
Stage 2
Status
Comments
Actions
PPA #
Date
Type
Item
Supplier(s)
Previous
Proposed
Difference
% Difference
Est. Qty
Amount
Raised By
Status
Actions
Request
Type
Record
Change
Reason
Requested By
When
Status
Decided By
Action
Name
Username
Sign-in Email
Role
PIN
Status
Last Signed In
Actions
Who signs an Internal P.O.
These names are not typed on the order — they are read from here every
time one is shown or printed, so changing somebody changes every order.
Checked By is whoever is the BU Head and follows that role.
On the form
Who
Needed
Last Changed
Actions
GPR thresholds
A pricing submission whose GPR falls below the threshold for its log is flagged while it is
entered, and needs the CEO's sign-off between the Trading Head and Finance. Sales orders below it
are warned about. Only the Admin or the Manager may change these.
PAL validity
Counted from the day Finance clears a PAL. After that it cannot price a new sales order, and a
new PAL is needed. Only the Admin or the Manager may change this.
Cost of money
Log
Fund Source
Rate
Quoted
A Month
A Year
Note
Last Changed
By
Actions
Expanded withholding tax
A Feedmill selling price is SP before EWT ÷ (1 − EWT), so what is
left after the tax is withheld is the price the deal was worked out at. Changing
this changes what the form suggests from now on; submissions already recorded keep
the figures they were approved with.
Renewing a PO
An open or partly delivered order whose remaining balance falls to this is marked
RENEW on the Sales Order register. Changing it changes what is
marked from now on; nothing already recorded moves.
It counts Kgs. Orders measured in bags, crates or pieces are not
marked — 25,000 of anything is not a meaningful level for an order whose whole
volume is fifty crates, and a flag that is always on is a flag nobody reads.
How it is used
Cost of money = the monthly rate, spread over thirty days, applied to the
payment term and the buying price. Terms of CASH cost nothing,
and so does a fund source with no rate here.
Changing a rate changes what the form suggests from that moment on. Submissions
already recorded keep the figure they were approved with.
Ref
Suggestion
Area
Raised By
Raised
Status
What Was Done
Answered By
Answered
Actions
New Canvass Entry
Record a supplier price quotation for a product.
New Sales Order
Encode a customer purchase order.
Pricing
Terms & Conditions
New Delivery Entry
Record a delivery against an open sales order. A plan needs the order, the quantity and the price; one that has already gone out needs the DR, the SI and the truck as well.
Logistics
No trucking suppliers on file yet, so this one can be left empty for now. Once one is added on the Suppliers screen (type: Trucking), it is required.
New Pricing Submission
Build the selling price up from the buying price and every cost that attaches to the deal.
Cost build-up
Target — worked out from the cost build-up
Actual — what it sold for
Notes
Sign off submission
New Price Computation
Compute a selling price from cost and markup. Requires Admin approval.
Print Preview
This is exactly what will print, on A4.
New Ship Comp
Landed cost by the kilo for one shipment.
The load
Carriage
By the kilo
Sign-off
Enter prices
Buying price and the costs that attach to it.
Buying
Delivery cost
Selling
Reconcile week
What Finance holds for this week.
Deliveries
Date
DR #
Customer
Product
Qty
Price
Amount
New User
Gives someone a profile in Trading and decides what they may do.
This is what they type on the sign-in screen.
What they mainly do. It decides which screens they see.
Also (optional)
Anything else they do as well. Tick Approver
to let them sign off an Internal P.O.
Temporary PIN
Give this to them in person. They can change it themselves from
Change PIN at the bottom of the sidebar, and the Users
list shows a Temporary flag until they do.
Existing Sign-in
Preview
Approver
Every Internal P.O., existing ones included, will show whoever is chosen here.
Holding this slot is what lets them approve. One person
cannot hold two of them.
Paperwork
Links open for an hour, then expire.
Edit User
Their name, what they sign in as, and what they may do.
Must be unlike anyone else's.
What they mainly do. It decides which screens they see.
Also
Tick Approver to let them sign off an Internal P.O.
One approval is needed before one can be printed.
New Quotation
The letter that goes out to a buyer. Everything that says the same thing every time is already filled in; what is left is the buyer, the subject and the prices.
Addressed to
Quotation details
(a heading of its own starts a new table on the letter)
HeadingItemDescriptionPrice per U/MQuantityUnitAmount
Total ₱0.00
A price is per unit. Quantity in MT counts a thousand kilos to the tonne, which is how the quotations have always been written.
Terms and conditions
New Purchase Price
What an item will be bought at, set against what it was last bought at. It goes to an Approver or the Manager before anything is bought at it.
The price, against the last one agreed
Pick an item and the price it was last bought at is fetched.
What it is expected to cost
Approve Purchase Price
An Approver or the Manager signs this off, and not whoever put it up.
Approve Internal P.O.
One approval is needed before it can be printed.
Change Rate
What money costs while a purchase is unpaid.
A decimal, so 2% is 0.02. You can type =2/100.
New Suggestion
Anything this system should do better. Everyone can see the list and what came of each one.
One line. The detail goes below.
Clarify
Answer Suggestion
The date is recorded for you, from the moment you save this.
Reset PIN
Issues a new temporary PIN. The old one stops working at once.
New Internal P.O.
The order placed with a supplier. Purchases draw it down as they arrive.
Item
Ship To
Signatories (filled in for you)
Nobody types a name here. They are read from the Users screen when the
order is shown or printed, so renaming somebody, or handing the job to
someone else, corrects every order at once.
New Purchase Entry
Record a purchase from a product supplier.
The purchase
Draws the gross weight down from the order.
Links this purchase to the supplier quote it came from.
What arrived
Leave blank for bulk.
As weighed, before any deduction.
The agreed price per unit.
Deductions (optional)
The first two come off the weight, the way a scale ticket does. What is
left is priced, and anything added below that comes off the money.
What is payable
Paperwork (optional)
The weighing ticket, the delivery receipt, the supplier's invoice. Nothing
is ever cropped: a picture too large is scaled down whole before it is
sent, and one that is already small is left exactly as it is.
Click a thumbnail to see it full size before you save.
Deliver a planned delivery at the same time (optional)
Leave this alone unless this movement also fulfils a plan.
The gross weight — deductions are between you and the supplier.
New Customer
Add a customer to the master list.
New Product
Add a product to the catalog.
New Supplier
Add a product or trucking supplier. Every field is required.
Request Deletion
The record is not removed yet — an Admin, BU Head, Manager or IT Staff member must approve.
Post Delivery
The shipment
The day it actually went out, which need not be the day it was planned for.
Record
Every column for this row, including the ones off-screen.
Review Request
Field
Current
Proposed
Are you sure?
Details
Collection Efficiency formula
Identify receivables — accepted deliveries with an SI number and due date.
Determine amount due — what is due within the calculation period.
Identify actual collections — payments the AR system has applied to those invoices.
Apply adjustments — credit notes, returns, write-offs, as Finance includes them below.
Calculate — with the formula Finance confirms here.
Validate — every component is shown on the dashboard, down to the invoices.
Confirm — Finance confirms, or requests a revision.