What is

There are 2 styles of SAMPLES; Trading company and Origin company. This is controlled by a S01 configuration (ctrl30_sample) .

There is a less complex process in TRADE/Traffic/Samples tab; configured by ctrl30_sample.

Trading Company Samples

This acts as a mini inventory system of samples received from suppliers and/or collected from own sampling on pier/warehouse etc. PROSCHED can activate/link an Inventory trade with sample(s). The samples can also be administrated for where they are sent to prospective customers. It records qualities before and after cupping as well as other details such as Lot Reference, Date received, Sender and whether approved or rejected.

One or several laboratory analyses may be recorded against the sample according to an appropriate portfolio (PHYSCODES/Portfolio code).

There is an option to create a Purchase contract from the sample or link the sample to an existing Purchase contract, and once linked the option to view the contract from the sample and view the sample from the contract. When the “Create Purchase Contract” option is created, TRADE is automatically launched so that the user can fill in the remaining details. The link to the physical contract can also be removed by selecting the “Remove Link to Purchase Contract” option. If a sample is linked to a physical, the contract reference is displayed at the top of the screen, to the right of the “Sample Rec’d No.”.  If a Lot Reference has been maintained for a SAMPLE, that reference will be transferred to the TRADE/Traffic/Warehouse equivalent data field.

The sample may then be sent to one or more prospective buyers, the system keeping track of the balance remaining. Recorded against the samples sent are receiver, date sent and whether rejected or returned. There is an option to create a sale contract from the sample sent or link the sample sent to an existing sale contract, both of which work in a similar way to the methods used to link a purchase contract.

Samples sent are displayed in the grid at the bottom of the main samples screen. They can be removed from the system by highlighting an individual row in the grid and then selecting “Delete Sample Sent”.

When a sample is completed; it can be closed via the option “Mark Sample As Closed”. A closed sample can be re-opened if necessary. An erroneous sample entry can also be deleted using the option “Delete Sample”. Deleting samples will remove any links to the physical contracts, but apart from that the physicals will not be affected.

Origin Company Samples

The purpose of SAMPLES in an origin based company (strongly oriented to Coffee (Factory processing) is to record the analysis made on material taken in from farms and plantations. This material will be processed locally in the terminal and the result of the analysis will indicate the yield and a price premium or discount.

Various defect analysis will be undertaken (e.g. mechanical, electronic, manual) and the number and weight of the defects are recorded by test. The analysis codes are grouped (in PHYSCODES) and analysis totals are presented. As well as defect analysis, the results of  taste test analysis and bean sizes are recorded. These results will calculate the yield and apply a price adjustment to the contracts linked to the sample.