PWI-03 Admin Proc

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PWI - 3

ADMINISTRATION PROCEDURES


PWI - 3

ISSUE: FIVE

© Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010

All of the information in this document is subject to copyriht and is confidential! "o part of this document may in any form

or by any means #$hether electronic, mechanical or other$ise% be copied, reproduced, stored in a retrie&al system,

transmitted or pro&ided to any other person $ithout the prior $ritten permission of Pacific Seeds Pty Ltd, $ho o$ns the

copyriht and confidential information

Issue: Five-Jan 2010 Rev:0© Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page 1 of !



PWI - 3PACIFIC SEEDS PTY LTD


1 PROCEDURE FOR WORK ORDERS

The following procedures are to be carried out prior to processing commencement during processing and after

processing!

"#! $ualit% Control will suppl% a &aw seed report '&elease ( Directions from $C for the grading of the seed# to

the Site operations manager officer ) Factor% *anager! and PA+!

,#! The PA+ will write up a -or. +rder!

/#! -hen the wor. order is written up it is placed in the wor. order tra% awaiting collection! +nce the clean

down is completed the plant operator will photo cop% the original clean down gi0ing both copies to the

PA+! PA+ will staple the original to the wor. order and the cop% is .ept for clean down bonus

pa%ments!seed processor operator gi0es a completed plant cleandown chec. sheet to the PA+)CPSS the% in

turn gi0e the -or. order to the Seed Processing +perator!

1#! If the seed is held in a silo the Seed Processor +perator then collects the .e% to the silo that contains the line

of seed to be processed! 2e%s are .ept in the 3S* site operation manager office at The 3ranch! The SeedProcessor +perator is to identif% the silo being used on the Silo 3oard b% placing the magnetic tag '*ar.ed

4S56FL+-E& or S+&785*# to the silo s9uare indicating which plant it is being graded on!

:#! The Seed Processor +perator then unloc.s the silo and proceeds to fill the grading plant to be used and

processes the seed!

;#! +n completion of the line to be graded the Seed Processor +perator completes the -or. +rder all rele0ant

information to be inserted and correct including the Chemical mi< information! -or. +rder to be signed b%

rele0ant Seed Processor +perator! All paperwor. is then returned to PA+! Seed Processor +perator is then

to return silo .e%s to the 3S* site operation manager and mar. the silo board with a 4SIL+ E*PTY=

magnetic tag 4 onl% If all seed is used 4!

>#! If the seed being processed is Forage Sorghum from the +rd disposal instructions for the trash)rubbish must

be detailed! Proof of disposal 'Documentation from Toowoomba Cit% Council# should be attached to the

-or. +rder! This proof of disposal document must be supplied b% the 3S*!

?#! 3ag Count@ Commercial

The PA+ is to chec. the count of bags entered on the -or. +rder with the -arehouse Super0isor ) staff to

ensure count is correct!

#! 3ag Count@ Parent Seed

Seed being deli0ered to the Commercial -arehouse staff is to be chec.ed off with the -arehouse

Super0isor! All other bag counts are to be chec.ed b% Parent Seed Processing Super0isor! A S&L needs to

be complete for internal mo0ements! Dispatch mo0ements are done through Pronto!

"B# !-arehouse Super0isor ) staff are then to sign the wor. +rder ac.nowledging that the% agree with the count of bags

entered on -or. +rder!

""#!The PA+ will then create -or. +rder number! This can onl% happen if there is seed in Pronto

",#! -or. +rder Entr%@

-or. +rder is to be .e%ed into the s%stem b% the PA+! This is to be done ASAP after -arehouse Super0isor ) staff has

signed the -or. +rder!

+nce entered send a photo cop% to the production assistant '&aw seed onl%#!

PA+ then files -or. +rder 4hard cop% 4in PA+ office!

Issue: Five"Jan 2010 Rev:0 © Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page 2 of !







,,! Create P)+=s S%stem S.ips

,/! Schedule &outing 6Enter

,1! +!2 'This will commit all the components listed in the 3+* # Enter

Bill of Material Co!"o#e#t S$ree#

,:! +!2 Enter

,;! 8ome 2e%

,>! 8ome 2e%

*AI6TAI6 -+&2 +&DE& ) C+**IT -+&2 +&DE&

*anufacturing

o Shop Floor Control

-or. +rders

-or. +rder *aintenance

1% Select ( Details Enter

Tra#a$tio# Detail for W&O 1'(') S$ree# Ite! AA13AS*+'(3 , o.i#/ $o!!itte0 $o!"o#e#t

*% Select Correct Enter

3% Arrow down to the line that needs correcting

)% ' Don=t change or &emo0e SC+* Components #

+% 5sing the enter .e% ( Tab through -arehouse $t% Trans Date $uantit% Per columns ma.ing %our

changes!

(% If %ou need to ADD or &EPLACE a component please use the following Se9 6umber from thenumber that had been allocated Eg@ +ffal ( 1: use se9 1; 3ag >" seed /;

2% You cannot change offal 9t% showing %ou need to ma.e a new entr% for it to wor.!

% Also

4% '"# You don=t include -eight Loss into wor. order

1'% ',# +ffal=s is entered as a negati0e figure

11% Component AABB/ 'Saleable +ffal# must be entered as negati0e numbers! Eg! 'AABB/ $TY ">:B#

1*% '/# +ffal needs to be the last entr% %ou ma.e to the 3+* otherwise it won=t wor.!

13% Component +ffal=s graded Sorghum Plant goes into S-, or Sunflower Plant S-,?!

Issue: Five"Jan 2010 Rev:0 © Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page # of !











,"! 8ours ( ' Eg@ "B!BB '8rs# Enter a! '*ans 8rs recorded against the outward lot number entered for this transaction!#

,,! $uantit% ( 'Eg@ 3ags enter ,:B # )' 3ul. enter ;,:B # ( Enter

,/! 'The amount of 3ags ) 3ul.# recorded against the out ward lot number enter for this transaction#

,1! This now brings %ou to the second entr% line

,:! TT ( F, 2e%

Tra#a$tio# T6"e >el" S$ree#

,;! Select ( T ' *achine Time # Select Enter

,>! Emplo%ee Left 3lan. Enter

,?! -or. Centre ( F, 2e% Selecta! 'You can change wor. centre while highlighted 4o0er ride and enter the wor. centre used#

Wor5 Or0er Ro9te S$ree# ' This shows the following Se9 +p -or. Centre Set 5p &un Strt Date Strt Time #

Ba$5 to te Pro09$tio# Fee0 Ba$5 ,W&O E!" E#ter S$ree#

,! You ha0e selected wor. station 'Eg 6:# '6: N means 6on siMing forage# -hile this is highlighted %ou can

ma.e a change to the wor. centre!

/B! T%pe change in and Enter

/"! Se9 S%stem 7enerated Enter

/,! Shift S%stem 7enerated Enter

//! Start S%stem 7enerated Enter

/1! End S%stem 7enerated Enter

/:! 8ours ( ' Eg /!BB ' / hrs # Enter

/;! 'Enter the *achine 8ours recorded against the outward lot number entered for this transaction!#

/>! 8ome +ut

/?! Select Doc.et5pdate Enter

Pro#to Tra#a$tio# E#tr6 S$ree#

/! Transaction Date S%stem 7enerated Enter

Tra#a$tio# Date Sele$tio# Mea/e S$ree#

1B! Stoc. Ledger will be " period into the future

1"! +2 Enter

1,! 3atch &eference S%stem 7enerated ( Enter

1/! Stoc. Period S%stem 7enerated s.ips

11! 7)Ledger Period S%stem 7enerated s.ips

Issue: Five"Jan 2010 Rev:0 © Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page % of !





1:! Transaction count ( B Enter

1;! 3atch Amount ( B Enter

Pro09$tio# U"0ate S$ree#

1>! Strt Doc.et '-)+# 6umber ' enter -)B number # Enter

1?! End Doc.et ' -)+ # 6umber ' enter -)B number # Enter

1! '-hen %ou enter the s%stem completes all options and s.ips to#

:B! Processing +ption Screen

:"! Action " Enter

Pro09$tio# Do$5et Re"ort S$ree#

:,! Finished ( +2 Enter

Bat$ Co#trol Total for Bat$ e/ OO*)4T S$ree#

:/! +2 Enter

:1! 8ome out

If %ou ha0e more than one outward Lot 6umber to a -or. order then %ou 'repeat the abo0e process for e0er% outward lot

number#

CL+SE -+&2 +&DE&

*anufacturing

o Shop Floor Control

-or. +rders

-or. +rder *aintenance

DON?T $loe .or5 or0er tat a@e Ra. See0 a a $o!"o#e#t %B%E or M%E%N $loe tee

ro.er "a6!e#t to ;e a00e0%

Wor5 Or0er Mai#te#a#$e S$ree#

"! Enter the -or. +rder 6umber ( 'Eg@/,?># Enter

,! Select ( Complete Enter

Co#fir!atio# S$ree#

/! Dail% Production has occurred for this order Continue ' Y)6 #

1! Yes Enter







:! Transaction Date S%stem Allocates Enter


;! Stoc. Ledger will be I period into the future

>! +2 Enter

?! 3atch &eference S%stem Allocates S.ips

! Stoc. Period S%stem Allocates S.ips

"B! 7)Ledger Period S%stem Allocates S.ips

""! Transaction Count ( + Enter

",! 3atch Amount ( + Enter

Fi#i a .or5 or0er S$ree#

"/! ' & #ange or ' S #et of orders ( 'S# Enter

"1! -or. +rder S%stem Allocated Enter

":! &un 3+ &elease to S)+ ( 6 Enter

";! &e ( Cost *anuf ! items ( 6 Enter

">! +2 Enter

"?! 8ome +ut

Bat$ Co#trol Total for Bat$: ''*)BG S$ree#

"! +2 Enter

2 MONT>7H STOCKTAKE OF CONSUMAB7ES

,BAS AND C>EMICA7S

The purpose of monthl% stoc.ta.es is to ensure we ha0e supplies of all consumables on hand for scheduled

processing programs without o0erstoc.ing of products re9uired!

CRITICA7 POINTS

Accurate counts!

Accurate correlation of information! Ensuring all stoc.s are counted and accounted for!

Accuratel% transferring information onto computer stoc. listing

E<pir% dates and condition of product!








/# A second staff member nominated b% the 3S* S+* shall act as a chec.er for the count!

All bul. stoc. whether in bags or silos seed or offal must be counted!

1# Ta.e the blan. silo stoc. sheets and blan. stoc. sheets for >SD *ansell=s &ob 3ach etc! 'held in the filing

cabinet in 3S*=S+=S office# down to silos and record the information that is written on the silo blac.

boards! 6on Toowoomba locations ma% be chec.ed b% other delegated personnel!

:# 7o bac. to the 3S*=s ! S+* office and chec. the information on the silo chec. sheet to what is written on

the white board! If all details match ta.e silo stoc. sheets down to the silos and start %our count! This is

done b% loo.ing into each silo through the top lid and estimating the tonnage in the silo and writing this ne<t

to the silo number on the silo stoc. sheet!

;# 6e<t count an% stoc. that ma% be stored under the -)8 awning in the Commercial Processing shed in the

warehouse warehouse!or in the inta.e sampling room area!

># Ta.e the stoc. sheets for >SD and count that area! The stoc. will be stored in bul. bags or :B.g bags with

the weight detailed on each bag! If this hasn=t been done %ou will ha0e to weigh each bag and write theweight on each bag using the platform scale in that area and record %our count on %our stoc. sheets!

?# 7o to *ansell=s and &ob 3ach=s and follow the same procedure for silo stoc. ta.e as %ou did for silos

stored on site!

# 3ac. in office %ou willPA+ will need to print location Stoc. ta.e sheets reports for BBB" BBB, B:B and

all silos! +nce %ou ha0e printed %our reports stoc. ta.e sheets write %our estimate tonnage ne<t to the

figures on the location print out reports! If %ou find big 0ariances %ou will need to go and rechec. %our

estimates!

"B# An% stoc. found during the stoc.ta.e which is not on the boo.s must be noted on the Stoc. ta.e sheet!

""# Stoc. under fumigation should be noted as such on the stoc.ta.e sheet!

",# ariances disco0ered during the count should be entered into the s%stem 0ia the Pronto stoc. procedures!

7enerate a ariance report once all stoc. is counted and the stoc.ta.e entered! ariances o0er "BBB should

be in0estigated and e<plained where possible!

"/# The ariance &eport is to be signed b% the 3S* and his assistant!

"1# The 0ariance report is sent to the S+* ) In0entor% +fficer &e9uests to adGust the 0ariances as per the

ariance &eport shall be presented to the Chief Financial +fficer !

":# If the ariance &eport is compiled manuall% it should include details such as@

ariet% 6ame ariet% Code T%pe Location Centre ariance7L Centre 7L Code and E<planation!

";# The original of the Location Stoc. stoc. ta.e &eport and a cop% of the ariance and 0aluation &eports are

to be filed and retained b% the 3S*+!

"># A stoc.ta.e will need to be done on chemicals .ept in the chemical cabinets! The chemical stoc. ta.e sheet

needs to be handed to PA+ b% the last wor.ing wee. of the month!

) PARENT SEED STOCKTAKE

E0er% si< months 'Preferabl% Qune and December# count all ph%sical stoc. in ALL Parent Seed locations! These

include@

B,BBB, All Parent Seed -arehouses

B:B> Lethbridge










Pro#to I Re"ort Vie.er Sto$5ta5e Seet S$ree#

Print &eport

Pre"are Sto$5ta5e Pro/re S$ree#

&eport Completed ( +2 Enter

E6TE& ST+C2TA2E C+56TS

In0entor%

o In0entor% Transaction

Stoc.ta.e

Enter Stoc.ta.e Counts

E#ter Sto$5ta5e Co9#t S$ree#

1. Stocktake Control - [ Enter the number generated from when the stocktake was prepared “ see your printed copy

“ – Eg!"#"$% – Enter

&. Y ( Enter

$. Stoc.ta.e C%cle Code ( Left 3lan. S%stem S.ips

'. Strt Item Code ( ' Eg!@ 3A7:B/ # ( S%stem 7enerated S%stem S.ips

(. End Item Code ( ' Eg@!3A7:B/# ( S%stem 7enerated S%stem S.ips

). Strt -arehouse ( ' Eg@ B:B, # ( S%stem 7enerated S%stem S.ips

*. End -arehouse ( ' Eg@!B:B, # ( S%stem 7enerated S%stem S.ips

+. Strt A3C Class ( Left 3lan. S%stem S.ips

#. End A3C Class ( O ( S%stem 7enerated ( S%stem S.ips

1". Strt Item 7roup ( Left 3lan. S%stem S.ips

11. End Item 7roup O O O O ( S%stem 7enerated S%stem S.ips

1&. Stoc. Issue Control A ( S%stem 7enerated ( S%stem S.ips

1$. Stoc. Storage T%pe ( A ( S%stem 7enerated ( S%stem S.ips

1'. Strt 3in Location ( Left 3lan. S%stem S.ips

1(. End 3in Location O O O O ( S%stem 7enerated ( S%stem S.ips






1). Enter 5sing *ulti units ( 6 Enter

Pro$ei#/ Mo0e

1*. &e9uired *ode ( S ( ' Auto in item code order # Enter

1+. +2

1#. Enter

Sto$5ta5e E#tr6 S$ree#

&". ,arehouse – Eg! "("& % – System enerated - System Skips

&1. ree/e 0ate – System enerated - System Skips

&&. tem Code – Eg. 23'"$1 % – System enerated - System Skips

&$. 4nit 23% – System enerated - System Skips

&'. 2in 5ocation – 5eft 2lank - System Skips

&(. 5ot 6 2atch 7ef – 5eft 2lank - System Skips

&). ,arehouse 8ty – Eg! )+&% – Stock Showing 9n :ronto% – System enerated - System Skips

&*. 3ctual Country 8ty Eg! )+&% Enter the count that was counted e;en f your count is different to :ronto% - Enter

&+. Confirm – < – Enter

&#. 7epeat the abo;e process until all the counts ha;e been entered for the nominated warehouse.

Total S$ree#

$". Stocktake Counts Entered – Eg! 1$ % – System enerated - System Skips

$1. Stocktake Counts =ot Entered – Eg! " % – System enerated - System Skips

$&. >ash ?otal Counts Entered – Eg! #"'&* % – System enerated - System Skips

$$. 9@ - Enter

C+56T A&IATI+6 &EP+&T

In0entor%


Stoc.ta.e

Stoc.ta.e &eports

Issue: Five"Jan 2010 Rev:0 © Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page 1! of !





o Count ariations &eport

“Ho9 .o9l0 o#l6 r9# ti re"ort if 6o9 a0 @aria#$e .it to$5 $o9#t J

Co9#t Variatio# Re"ort S$ree#

"! Stoc.ta.e Control ( ' Enter the number generated from when the stoc.ta.e was prepared 4see %our printed cop% # ( Enter

,! Y Enter

/! Stoc.ta.e C%clic Code ( Left 3lan. S%stem S.ips

1! Strt Item Code ( ' Eg@ 3A7:B/# ( S%stem 7enerated S%stem S.ips

:! End Item Code ( ' Eg@ 3A7:B/# ( S%stem 7enerated S%stem S.ips

;! Strt -arehouse ( 'Eg@ B:B,# ( S%stem 7enerated S%stem S.ips

>! End -arehouse ( ' Eg@ B:B,# ( S%stem 7enerated S%stem S.ips

?! Strt A3C Class ( Left 3lan. S%stem S.ips

! End A3C Class ( O ( S%stem 7enerated ( S%stem S.ips

"B! Strt Item 7roup ( Left 3lan. S%stem S.ips

""! End Item 7roup O O O O ( S%stem 7enerated ( S%stem S.ips

",! Stoc. Issue Control ( A ( S%stem 7enerated ( S%stem S.ips

"/! Stoc. Storage T%pe ( A ( S%stem 7enerated ( S%stem S.ips

"1! Strt 3in Location ( Left 3lan. S%stem S.ips

":! End 3in Location ( OOOO ( S%stem 7enerated ( S%stem S.ips

Re"ort O"tio#

";! &eporting Se9uences ( S Enter

">! Print ariances +nl% ( Y ( Enter

"?! ariation alue R OE&+ K + Enter

"! Card or Stoc. ariation ( S Enter

,B! Print Card Details ( 6 ( Enter

,"! All Items Counted ( Y ( Enter '5ncounted items will be 0alued with Oero Count#

,,! T%pe +f Cost To 5se ( F Enter

,/! Print E<tended Stoc. Desc ( 6 Enter

,1! Print Current 3al or Card 6o ( 3 Enter

,:! Page +n -arehouse or Location ( - Enter

,;! Print Stoc. Lot &eference ( 6 ( Enter

Issue: Five"Jan 2010 Rev:0 © Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page 1$ of !





Pro$ei#/ O"tio# S$ree#

,>! ACTI+6 I Enter

Pro#to I Re"ort Vie.er Co9#t Variatio# Re"ort , Sto$5& We S$ree#

,?! *ail Icon ' In Tool 3ar # Select

,! *ail &eport Format ( +2

/B! Email to 3-C C3- J *E3 ( Enter

/"! Print &eport ( +.a%

/,! Close 'Pronto I &eport iewer ( Count ariation &eport ' Stoc.) -hse # Screen ( 5sing the

//! &eport Progress Screen

/1! &eport Completed ( +2 Enter

&e Enter Counts K*att Carter -a%

After &unning Count ariance &eport

In0entor%


Stoc.ta.e

*aintain Stoc.ta.e Control

o Stoc.ta.e En9uir% ) *aintenance

"! Item Code +rder Enter

,! Select Find Enter

/! -arehouse ( 'Eg@ BBB"# Enter

1! Item Code ( ' Eg@ 3A7:B/# Enter

:! Location ( Left 3lan. Enter

;! Ti .ill ;ri#/ 6o9 to te Wareo9e 6o9 are Sto$5ta5i#/ >i/li/t te $o!"o#e#t 6o9 .a#t to $a#/e! !

>! Correct 2e% Enter

?! FreeMe Column Enter

Issue: Five"Jan 2010 Rev:0 © Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page 1% of !







AL5ATI+6 &EP+&T

In0entor%


Stoc.ta.e

Stoc.ta.e &eports

o aluation &eports

Sto$5ta5e Val9e S$ree#

"! Stoc.ta.e Control 6umber Enter

,! Y Enter


1! Strt Item Code ( ' Eg@ 3A7:B/# ( S%stem 7enerated ( S%stem S.ips

:! End Item Code ( ' E7@ 3A7:B/ # ( S%stem 7enerated ( S%stem S.ips

;! Strt -arehouse ( 'Eg@ B:B,# ( S%stem 7enerated ( S%stem S.ips

>! End -arehouse ( 'Eg!B:B,# ( S%stem 7enerated ( S%stem S.ips

?! Strt A3C Class ( Left 3lan. S%stem S.ips


"B! Strt Item 7roup ( Left 3lan. S%stem S.ips


",! Stoc. Issue Control A ( S%stem 7enerated ( S%stem S.ips


"1! Strt 3in Location ( Left 3lan. S%stem S.ips

":! End 3in Location O O O O ( S%stem 7enerated ( S%stem S.ips

Re"ort O"tio#

";! &eporting Se9uence S Enter

">! Print Oero $t% Items 6 Enter

"?! T%pe +f Cost To 5se ( F Enter






"! Print E<tended Item Desc ( 6 Enter

,B! Print 7roup Summar% ( 6 Enter


,"! ACTI+6 I Enter

Pro#to i Re"ort Vie.er Val9atio# Re"ort , to$5&W?o9e S$ree#

,,! Print &eport ( +2 ( Enter

,/! Close &eport

Re"ort Pro/re S$ree#

,1! &eport Completed ( +2 ( Enter

*AI6TAI6 ST+C2TA2E

In0entor%


Stoc.ta.e

*aintain Stoc.ta.e Control

o 7L 5p Date In0entor% Ledger

Standard 5p Date Stoc.ta.e

"! Stoc.ta.e Control 6umber Enter

,! Y Enter


1! Strt Item Code ( ' Eg@ 3A7:B/ S%stem 7enerated ( S%stem S.ips

:! End Item Code ( ' Eg@ 3A7:B/# ( S%stem 7enerated ( S%stem S.ips

;! Strt -arehouse ( ' Eg@B:B,# ( S%stem 7enerated ( S%stem S.ips

>! End -arehouse ( ' Eg@ B:B,# ( S%stem 7enerated ( S%stem S.ips

?! Strt A3C Class ( Left 3lan. ( S%stem S.ips


"B! Strt Item 7roup ( Left 3lan. ( S%stem S.ips







",! Stoc. Issue Control ( A ( S%stem 7enerated ( S%stem S.ips


"1! Strt 3in Location ( Left 3lan. ( S%stem S.ips

":! End 3in Location O O O O ( S%stem 7enerated ( S%stem S.ips

U"0ate O"tio#

";! Counter 's# ( P7T Enter

">! Chec. Counter 's# ( P7T Enter

"?! Are All Counts Entered ( Y Enter

"! 5pdate 3in Location ( 6 ( Enter

,B! 5pdate Stoc.ta.e Date ( Y ( Enter


,"! Transaction Date ( S%stem 7enerated Enter


,,! 7eneral Ledger -ill 3e , or *ore Periods Into The Future

,/! +2 Enter

,1! Stoc. Period ( S%stem 7enerated ( S%stem S.ips

,:! 3atch &eference ( S%stem 7enerated ( S%stem S.ips

,;! 7)Ledger Period ( S%stem 7enerated ( S%stem S.ips

,>! Transaction Count + 'OE&+ # Enter

,?! 3atch Amount + ' OE&+ # Enter


,! ACTI+6 I Enter

/B! 3atch Control Totals For 3atch ' Eg@ :??B/# Screen

/"! +2 Enter

U"0ate Pro/re S$ree#

/,! Processing Finished ( +2 Enter

Pro#to i Re"ort Vie.er 7 U"0ate I#@e#tor6 7e0/er S$ree#










1"! En9uire +n -or. +rders

1,! -or. +rder En9uir% Screen

1/! Arrow to Doc.et Detail

11! Status -ill 3e 5 Indicating 5pdatedU If 6ot 5pdated Status -ill 3e 3lan.

7 TRANSFERRIN STOCK

"# -hen transferring a whole line alwa%s chec. stoc. records before entering transfer as stoc. record weight

could be different to transferred weight!

,# If weight different use stoc. s%stem weight and note difference on stoc. transfer!

/# 7o into Pronto and proceed with the following steps@

ST+C2 T&A6SFE&

o In0entor%

In0entor% Transactions

Issue)AdGust In0entor% Direct

o Transfer Items ' Direct #

Pro#to -i Tra#a$tio# E#tr6 S$ree#

1% Transaction Date S%stem 7enerated Enter

'7eneral Ledger Period will be " Period into the Future#

*% +2 Enter

3% Stoc. Period S%stem 7enerated S%stem S.ips

)% 3atch &eference S%stem 7eneratedS%stem S.ips

+% 7)Ledger Period S%stem 7enerated S%stem S.ips

(% Transaction count BEnter

2% 3atch Amount B Enter

I#ter Wareo9e Tra#fer S$ree#

% Item Code ( 'Eg@ AA"/"B>"# (Enter

4% Item Desc ( S%stem 7enerated ( S%stem S.ips

1'% Transfer Date ( S%stem 7enerated ( S%stem S.ips

11% 3atch &ef ( S%stem 7enerated ( S%stem S.ips

1*% &eference ( ' Eg@ AA"/CA>"C# Enter

13% &eason Code Transfer S%stem 7enerated S%stem S.ips

Tra#fer Fro!






1)% -arehouse ( ' Eg! S<B;# Enter

1+% Location ( Left 3lan. S%stem S.ips

1(% +n 8and ( S%stem 7enerated S%stem S.ips

12% $t% A0ail (S%stem 7enerated S%stem S.ips

1% Transfer $t% ( ' Eg@,:BBB# ( Enter

14% 5+* ( ' Eg@2g # S%stem 7enerated S%stem S.ips

*'% 6ew +n 8and S%stem S.ips

*1% 6ew A0ail S%stem S.ips

Tra#fer To

**% 5+* ( ' Eg@ 2g# ( S%stem 7enerated ( Enter

Tra#fer Fro!

*3% 6ew +n 8and ( S%stem 7enerated S%stem S.ips

*)% 6ew A0ail ( S%stem 7enerated S%stem S.ips

*+% -arehouse ( ' Eg!S-B:# Enter

*(% Location ( Left 3lan. S%stem S.ips

*2% +n 8and ( S%stem 7enerated S%stem S.ips

*% $t% A0ail ( S%stem 7enerated S%stem S.ips

Tra#fer t6

*4% 5+* ( ' Eg@ 2g# ( S%stem 7enerated ( Enter

3'% 6ew +n 8and ( S%stem 7enerated S%stem S.ips

31% 6ew A0ailable ( S%stem 7enerated S%stem S.ips

3*% +!2 Enter

7ot 7o$atio# E#89ir6 S$ree#

33% Item Code $t% to Allocate $t% &emaining -arehouse

3)% &eference Lot ( S%stem 7enerated ( S%stem S.ips

3+% Loc ( Left 3lan. ( S%stem S.ips

3(% $t% +n 8and ( S%stem 7enerated ( S%stem s.ips

32% $t% Due +ut ( S%stem 7enerated ( S%stem S.ips

3% $t% Due In ( S%stem 7enerated ( S%stem S.ips

34% $t% on 8and ( S%stem 7enerated ( S%stem S.ips

)'% Select Enter

E#ter 9a#tit6 for ele$te0 lot

)1% Allocate 3atch)Lot $uantit% ( S%stem 7enerated (Enter

)*% &eceipt date ( S%stem 7enerated Enter

)3% +!2 Enter

))% Post ( Enter

Issue: Five"Jan 2010 Rev:0 © Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page 2! of !





8 RAIN DISPOSA7 AUT>ORITH ,DA

The 7rain Disposal Authorit% '7DA# is the process which authorises and documents the reclassification of stoc.

from raw or graded to saleable offal or reGect seed!

The 7DA is initiated b% either a direct initiati0e from $C or *ar.eting about a specific line or indirectl% when $C

reclassifies seed 9ualit% status as 6!

-hen a 7DA form is instigated it should include the following information@

ariet%V

Lot6oV

-eight Stoc. CodeV

Proposed method of disposalV

&eason for DisposalV and 3e signed b% the person re9uesting the disposal!

The &e9uest is firstl% passed onto $C and then the 7eneral *anager or the Chief Financial +fficer in his absence for

authorisation!

E<pense coding of the 7DA is the final step!

Seed)+ffals cannot be sold until the 7DA has passed through this entire process!

The white cop% is retained at 8ead office!

The 7reen cop% is attached to the resulting S*A once the transaction has been entered into the stoc. s%stem and the

%ellow cop% remains in the 7DA boo.!

Di"oal of MO !aterial !9t ;e i# a$$or0a#$e .it te

Pa$ifi$ See0 MO "ro$e09re !a#9al%

Pro#to Pro$e09re for DA 0i"oal

Stoc. adGustments are used for 7rain Disposal Authorit% '7DA# ( Production Seed AdGustments ( International ( E<port

seed to be written off

In0entor%

In0entor% Transactions

Issue)AdGust Stoc. Direct Issue Stoc. 'Direct#

1. Transaction Date ( Automatic ( enter

&. 3atch reference ( Automatic ( enter

$. Transaction Count J'L enter

'. 3atch Amount J'L enter

(. Issue to JL enter

Issue from ( warehouse where product is located

( E<ample -)8 BBB" ( enter

). JOKL enter

*. Stoc. Code 'AEB;AS>,B,/# ( enter+. 5+* ( F, select 3ags or 2g ( enter

#. 7L account ( This will be on the stoc. adGustment and has been entered b% the person re9uesting the stoc.

adGustment '",/B1>1: # ( enter

Issue: Five"Jan 2010 Rev:0 © Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page 2$ of !





1".&eg Enter some reference ( Person ma.ing the re9uest ( 7DA number ( E<port 6o ( enter

11.Auth! ( Your initials '*3-# ( enter

1&. Issue $t% ( $uantit% in bags or .g which are being adGusted ( enter

1$.+2 to Post ( JHeL if correct ( enter

1'.Select Lot 6umber ( enter twice

1(.Confirm JHeL ( enter

1).Escape

1*.Stoc. is immediatel% remo0ed from the screen

1+.Continue to enter all entries on the stoc. adGustment form

1#.Escape until %ou are bac. to main screen

9 ORDERING OF CONSUMABLES

?he :39 is responsible for the purchase and inspection of insecticidesA fungicidesA fumigantsA bags andpackaging materials.

nspection at deli;ery is performed to ;erify that the product is!

Supplied in accordance with purchase order and deli;ery ad;ice

Containers and6or packaging are free from serious damage or ob;ious signs of deterioration.

,ithin the use-by or eBpiry date

3ny insecticidesA fungicides or fumigantsA which do not meet these specificationsA are reected.

ORDERING OF BAGS

1% 9btain a 7aw Seed :roduction report 6 stock report from pronto showing raw 6 graded seed still instock from pre;ious seasons.

3long with these tonnage estimates and the assistance from the :rocessing D 0istribution site operation anager you can work out your total bag reFuirements.

?he Fuantity of bags to order is determined by subtracting eBisting stock on hand from your total bagreFuirements.

3n order of new bags or bags with changed artwork takes 1) weeks for the order to be filled. 3n order ofeBisting bags takes 1& weeks.

3s you are ordering three months in ad;anceA order approBimately &"G more bags than needed.

,hen alterations to the artwork on bags and packaging is madeA the art work should be passed onto the0epartment of air ?radingA :9 2oB ("*A Spring >ill 8ld '""' for their free assessment to ensure the artwork conforms with current legislation.

:urchasing is done by filling out a purchase order in pronto when complete the :urchase order is emaileddirect to the supplier A print a copy for your records and faBing or sending direct from computer to oursupplier. 0etails needed on purchase order are!

SupplierHs name and address

0ate order is written out

2ag ?ype

8uantity

:rice 0ate 7eFuired

3ny changes that may differ from the last print ob

=otes 6 0eli;ery 3ddress

Issue: Five"Jan 2010 Rev:0 © Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page 2% of !





To &aise Purchase +rder from Current Suppliers

Purchase +rders

o Enter Purchase +rders

E#ter P9r$ae Or0er S$ree#

1% Supplier ( 'Eg P+P;??,# (Enter

*% Supplier Details ( 6ame Address Phone J Fa< ( S%stem 7enerates S%stem S.ips

3% +rder T%pe ( '6# normal Enter

)% +rder 6umber S%stem 7enerated ' Eg@/?;/# Enter

+% -arehouse 'Eg!B:B,# Enter

(% Del Instructions ( Left 3lan. Enter

2% +rdered Date S%stem 7enerated Enter

% Action Date ( S%stem 7enerated ( 'Can change# Enter

4% Due Date ( S%stem 7enerated ( 'Can change# Enter

1'% Currenc% ( Left 3lan. ( '5nless 6!O # Enter

11% Initial &ate S%stem 7enerated S%stem S.ips

1*% Final &ate ( Left 3lan. ( '5nless 6!O # Enter &ate W purchasing Enter

13% +rder Terms ( Left 3lan. Enter

1)% 3u%er 6ame S%stem 7enerates ( 'Eg@ pgt# ( Enter

1+% ProGect ( Left 3lan. ( S%stem S.ips

1(% Categor% ( Left 3lan. ( Enter

12% Tender 6o ( Left 3lan. (S%stem S.ips

1% 6otes ( Left 3lan. ' F, # If %ou want to Add Comments Enter

14% Ta< E<)Class ( T S%stem 7enerated Enter

E#ter P9r$ae Or0er S$ree#

*'% Lines Enter

P9r$ae Or0er S$ree#

*1% Se9 ("( S%stem 7enerated ( S%stem S.ips

**% Item Code ( 'Eg@ 3A7:B;?# Enter

*3% +rdered ( ' Eg@ ":BBB# Enter

*)% 5nit (3ag ( S%stem 7enerated ( S%stem S.ips

*+% Item Price ( 'Eg@ B!B1/:#Enter










13% &ecei0ed +ptions ( Left 3lan. ( Enter

1)% +2 Enter

Mai#tai# P9r$ae Or0er S$ree#

1+% 5pdate ( Enter

Pro#to i Tra#a$tio# E#tr6 S$ree#

1(% Transaction Date ( S%stem 7enerated Enter

Tra#a$tio# Date Sele$tio# Mea/e

7eneral Ledger will be " period into the future

12% +2 ( Enter

1% Stoc. Period ( S%stem 7enerates ( S%stem S.ips

14% 7)Ledger Period S%stem 7enerates ( S%stem S.ips

*'% 3atch &eference S%stem 7enerates ( S%stem S.ips

*1% Transaction Count ( B ( Enter **% 3atch Amount ( B Enter

P9r$ae Or0er U"0ate S$ree#

*3% Print Customer Info ( 6 (S%stem 7enerated ( Enter

*)% +2 ( Enter


*+% Action I ( Enter

*(% '-hen in0oice recei0ed chec. 9uoted prices are the same as the purchase order! Process in0oice for pa%ment b% attaching in0oice and an% other

corresponding documentation behind purchase order and forward in0oices to Accounts Pa%able Cler. at 8ead +ffice#

Entering 'P# In0oice Into Pronto

o Account Pa%able

Ap Transaction

Fast Supplier In0oice Entr%

Pro#to i Tra#a$tio# e#tr6 S$ree#

"! Transaction Date S%stem 7enerated Enter


7eneral Ledger -ill 3e I Period Into The Future

,! +. Enter

/! 3atch &eference S%stem 7enerated ( S%stem S.ips

1! Suppliers Period ( S%stem 7enerated ( S%stem S.ips

:! 7)Ledger Period ( S%stem 7enerated ( S%stem S.ips

;! Transaction Account + Enter

>! 3atch Amount ( + Enter

Fat S9""lier I#@oi$e E#tr6 for Tra#a$tio#: Date & Bat$

?! Account ' Eg!Pop;??, # Enter






! 'See Purchase +rder 8eader#

"B! T%pe P Enter

Etra Detail P9r$ae I#@oi$e ,P-T6"e S$ree#

""! Supplier S%stem 7enerates S%stem S.ips

",! In0oice Details 'In0oice 6o# Eg!???? Enter

"/! In0oice Date 'Date +n In0oice # Enter

"1! Purchase +rder ( 'Eg@ >;:# Enter

":! Suffi< ( Left 3lan. 'unless this is a second in0oice for the one P)+# Enter

";! Supplier Disc ( 'B!BB# S%stem 7enerated Enter

">! Currenc% ( 'A5D# S%stem 7enerated S%stem S.ips

"?! Con0ersion &ate ( '"!BBB# ( S%stem 7enerated S%stem S.ips

"! Curr Amt E< Ta< ( 'Eg@ B!11# ( Enter

,B! +2 Enter

I#@oi$e Ta Detail- Brea50o.# S$ree#

,"! Ta< Co ( T ( S%stem 7enerated ( S%stem S.ips

,,! Ta< Su ( T S%stem 7enerated ( S%stem S.ips

,/! E<empt ( Left 3lan. ( S%stem S.ips

,1! Amount ( 'Eg@ B!11# S%stem 7enerated ( S%stem S.ips

,:! Ta< &ate ( '"B!BBB# S%stem 7enerated ( S%stem S.ips

,;! Ta< Amount 'Eg@ B!B1# S%stem 7enerated ( S%stem S.ips

,>! Trac.ing ( 'Eg@ >;:# S%stem 7enerated ( S%stem S.ips

,?! I nc 6 S%stem 7enerated ( S%stem S.ips

,! +2 Enter

ile :urchase 9rder 3way n :93 9ffice.

,hen 2ags arri;e on site an inspection is made for 8uantity and a check of the art work including the condition of

use to confirm that the deli;ery meets what is on the :urchase 9rder. ,ith chemicals we need to check the eBpirydate and that the containers are labeled correctly .,arehouse Staff ,ill Sign 0ocuments. f ?he ull ?otal 9f9rder 0oesnHt 3rri;e ?ogether Iust ake ?he Change ?o :69 3nd :hoto Copy 2ecause <ou ,ill et 3n n;oice,ith Each 0eli;ery. ile all copies of 0eli;ery 0ockets ,ithwith :urchase 9rders ?to 3wait n;oice.

3d;ise :rocessing Staff 9f ?he 0eli;ery So ?he 2ags6Chemicals Can 2e Stored n ?he Correct 5ocation 3nd?hey Can ake Changes ?o ?heir Card System.

Issue: Five"Jan 2010 Rev:0 © Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page of !





1' MONT> END FUE7 USAE OURNA7S

"# &emo0e the current month fuel 0ouchers from the fuel boo. and replace with new 0ouchers for theupcoming month!

,# SummariMe the current month fuel 0ouchers and brea. up b% 0ehicle b% usage!

/# This information is then transferred onto the E<cel Fuel 5sage spreadsheet!

1# 5pdating e<cel spreadsheet

a# Change month to current month!

b# Current fuel cost must be updated!

c# Litre usage should be input for each 0ehicle!

d# &ecord 8ours used b% each For.lift!e# &ecord 8rs)Litres) of each For.lift!

f# Print / , copies@

" cop% to 8ead +ffice Administration Data Input Cler. '-!Q!2#

" cop% to -arehouse *anager

" cop% to file

:# -hen all complete file fuel 0ouchers with cop% of monthl% fuel usage spreadsheet!

11 INVOICIN FOR CONTRACT WORK UNDERTAKEN OR OODS SUPP7IED

"# Details from the completed -or. +rders will allow the compilation of a *anual In0oice and the calculation

of the cost of the contracted wor.! -hen in0oicing for the suppl% of goods onl% obtain our price from costfile and add /BX mar.up!

,# For non stoc. items a manual in0oice is raised b% filling out a &E$5EST F+& I6+ICE ) C&EDIT 6+TE

F+&* which needs to detail the full name and address of the customer their debtor account number full

description of wor. contracted the amount e<cluding 7ST the 7ST amount and the total amount including

7ST!

'Stoc. items will be sold 0ia a computer generated ) hand written stoc. in0oice!#A Stoc. adGustment will be

re9uired to remo0e stoc. items used in contract wor. from Pronto using the following 7L code ) Centre

""" ?>" K chec. with In0entor% +fficer

/# The 7L code to use is "B" which is 4+ther Sales E<c Seed Sales with the subcode of the compan% in0ol0ed'if established# or for miscellaneous the centre will be ?:" for Parent Seed sales and ?>" for

Commercial sales!

Issue: Five"Jan 2010 Rev:0 © Pacific Seeds Pty Ltd 2000,2001,2005,2009,2010 Page # of !





1# The &e9uest for In0oice form is sent to Debtors Cler. '-!Q!2#!

:# Costs are calculated using the -or. order details and also accounting for an% direct out of poc.et purchases

specific to the tas.!

;# -hen costs are finalised a Gournal is raised debiting 7L C+DE """ +ther cost of sales E<c Seed Sales

with the appropriate subcode and offset b% a credit against either 7L C+DE >,B Commercial &eco0eries

or >," Parent Seed &eco0eries with appropriate subcode ",/ !

># Should there ha0e been an% out of poc.et e<penses such as timber for bo<ing of bul. containers freight etc these

e<penses should be coded to 7L C+DE >"1 which is Qob Costing Processing!

?# These outla%s remain in the code until the contracted wor. is completed and then the% are Gournaled at the same

time with the codes being 7L C+DE >"1 'to bring this account bac. to Mero# and offset against 7L C+DE

""" +ther cost of sales E<c Seed Sales !

1* PARENT SEED REUEST FORM < PSR =

PROCESS DESCRIPTION

The &e9uest Form is the onl% authoriMed method for the mo0ement dispatch of seed from the warehouse to the Parent

Seed location and bac. to the warehouse!

CRITICA7 POINTS

&e9uest form filled out correctl% b% research or production staff!

Stoc. is allocated b% $C onl% and a re9uest form emailed out as the release!

The re9uest form K PS& is emailed to the passed onto *!E!3 PA+ b% the Factor% *anager $C to generate awor. order for the re9uest!

'()** #+% wor.ing da%s notice is re9uired e<cept in e<ceptional circumstances!

A -or. +rder number must be detailed for each line of seed

PROCEDURE

Parent Seed &e9uest Form filled out and forwarded on to $C!

$C to nominate batches confirm 9uantities and sign the form!

If treatment re9uired standard wor. order procedures are to be followed!

If a 4Conditional &elease is re9uired then $C staff will ad0ise the staffs who has re9uested seed!

$C staff than pass the &e9uest Form to the Factor% *anager PA+ who will then as. *!E!3 create a wor. order *!E!3 P+A will email a wor. order direct to parent seed processing Super0isor*anager !

-hen the order has been processed the PSPSS will deli0er the seed to the warehouse for dispatch or storage!

The warehouse super0isor will count the stoc. and if agrees with the count will sign the wor. order which will

be returned to *!E!3 PA+ for entr% into Pronto!

A cop% of PS& with completed details a hand written S*A will be gi0en to dispatch b% the PA+! Dispatch will

arrange transport J ad0ise the production team of a ETA for this PS& !for there records!

PA&E6T SEED P&+CESSI67 FL+- C8A&T F+& SEED &E$5I&I67 T&EAT*E6T Z

Qess 8ughes ) Email PS&

Z P7T ) QD- ) P7* ) TLA ) 3-C ) SQ- ) Q3E ) -arehouse ) Dispatch ) E<port ) Production

Z

PA+ Create -or. +rder ) Stoc. allocated from 6ominated -arehouse






Z

-arehouse to pic. PS& ) S&L

Z

P7* ) TLA to collect seed

Z

P7* ) TLA ) &eturn seed J S&L to -arehouse

Z

P7* ) TLA ) &eturn wor. order to PA+

Z

PA+ Enter -or. +rder details using dispatch -arehouse B,"?

Z

PA+ to 5pdate PS& with completed details and forward to Dispatch

ATTAC>MENTS

P-I Attachment /B" -or. +rder

*&P -or. +rder

Documents

PWI-03 Admin Proc