Harvest for Hunger

Agris Procedures

Cash & Food Donations

At the end of each day, using the Cash Customer Name ID 000019, create a cash invoice for the food & cash that was collected.

The cash invoice should include 2 line items; one for the total cash donations received (Item # 9000002002) and the second for the total pounds of food (item # 9000002003) collected per day.

The quantity for the cash donation item is the amount of cash received that day with a unit price of 1.00.

The quantity for the food donation item is the total pounds collected for that day with a unit price and total amount of 00.00. NOTE: A prompt box to “verify zero price” will display. Press OK.

Complete cash invoice as usual, selecting desired Cash on Hand bank (or Credit Card bank).

*Regional Food Banks will provide the contributor an official receipt at the end of the year for all cash & food donations.

Grain Donations

There are 2 options for settling grain toward a Harvest for Hunger contribution:

  • If the grower wants a receipt from the Regional Food Bank for their tax deductible cash donation, use the “Grain Settlement Proceeds – Cash Donation” procedure.
  • If the grower wants to contribute bushels to Harvest for Hunger, which will then relieve the responsibility from grower for patronage, a 1099-PUR, and a tax deduction for those bushels, use the “Grain Bushel Contribution” procedure. When using this procedure, the grower will not receive a receipt from the Regional Food Bank.

Grain Settlement Proceeds - Cash Donation:

The donation, set up as a discount code, can be added during the settlement process. On the settlement summary screen, other deductions, select option 2 or 3 to add other deductions/additional charges.

Select discount code ## - Harvest for Hunger Donate. Enter through the Discount Table field – no need to set up a table. For the Rate, put in the amount of the donation; the rate type is either 6 or 7 for a flat amount and select 1=Discount.

Complete settlement as usual.

Grain Bushel Contribution:

* Remember! When selecting this procedure, the grain bushels transfer ownership to Harvest for Hunger. The grower will not receive patronage for the bushels transferred nor will a 1099-PUR be sent for these bushels. No receipt from the Regional Food Bank will be provided.

Prior to the settlement process, split the delivery sheet: GRN>Settlements>Delivery Sheet Maintenance>#2 Split Delivery Sheet Applications. Select the desired delivery sheet to transfer bushels to Harvest for Hunger; enter the number of bushels to be split.

When processing the settlement, select the application that was split for the Harvest for Hunger contribution. This settlement must be done separately!

Enter through all discounts and premiums, including grain taxes/assessments, as these need to be applied to the settlement.

On the settlement options screen, select #1 A/R Payments/Adjust Splits.

Split the settlement 100% to Harvest for Hunger Name ID 999995.

Enter the entire settlement amount in the A/R Payment box.

Print settlement forms; use the detail on the settlement for the next step.

Next, create an Inventory Invoice to Harvest for Hunger Name ID 999995.

Select Item 9000002004 – Harvest for Hunger Grain Donation. Enter the quantity of bushels from the settlement. Change the UOM to the bushel UOM for the commodity settled.

The invoice amount should equal the settlement amount.

Select Apply Payment.

Select Payment Type 1 = Payments on Hold Only. Apply the payment created from the grain settlement to pay this invoice. The amount now due on this invoice should be $0.

Note: If the intent to contribute bushels is known at scale ticket entry time, the split can take place here rather than after delivery sheet processing. During scale ticket entry, the split can either be designated to Harvest for Hunger Name ID #999995 or split to the contributor’s Name ID. If split to the contributor’s Name ID, the settlement will then need to be split to the Harvest for Hunger Name ID #999995. Then proceed with the settlement process as described earlier.

A settlement check cannot be written to CHS/Harvest for Hunger/Regional Food Bank. This is why the settlement must be processed separately and sent to A/R.

Remember: Use this process only if the contributor wants to relieve their responsibility of patronage and 1099-PUR’s for these bushels, as patronage and the 1099-PUR attach to the Settlement Name ID!