Getting Started
Welcome and thanks for choosing Conservis! Meaningful plans and quality execution require accurate and timely information. To thrive in an uncertain market, you need to see your opportunities clearly and be ready to make the right calls quickly. Conservis takes the guesswork out of the equation and closes the gap. Tailored for permanent growers, our proven enterprise ag management solutions connect your people, resources and systems. It will allow you to make smarter decisions, be more productive, and build more trust with stakeholders.
Unsure of where to begin? This Playbook was developed to give you a step by step guide to help set up your Planning, Inventory, Production, and Harvest management. There are some things this Playbook doesn’t cover. If you need help with initial setup, Mass Importing data into your account, setting up your Blocks for the new Crop Year, or handling complex Ownership, give your Customer Success Manager (CSM) a call.
Table of Contents
Dashboard
When you log into the system, the Dashboard is the first thing you will see. If at any time you want to return to this home screen you can also press the Conservis logo in the upper left corner.
This Dashboard is truly yours, as it’s specific to your username. You can configure it to your liking and it can differ from anyone else’s in your operation.
One of the first things you’ll notice is the large, square map. This is the Block Widget, populated with shapefiles of your blocks, color-coded by Activity Status.
You can add shapefiles one at a time using our shapefile tool; if you have many to add, simply give your Customer Success Manager a call.
There are many things you can do to customize the Block Widget:
Drag the bottom right corner to resize the widget.
Click on the filter dropdown in the upper right corner. This allows you to select your Crop Year that you want to look at, the completion status of different activities as operators submit tickets, and the ability to filter the Crop Type.
Press Apply and your map will update.
Tip: Hover over a block to see details. It will provide you with the Block Name, Acres, Crop Type, Last Activity, and what is In Progress.
Status colors mean:
Red- Activity has been released to the Block.
Green- Activity is in progress.
Blue- Activity has been completed.
Search Blocks or Orchard by typing in the search box at the bottom of the widget.
Additional Widgets
To further customize the Dashboard you also have the option to add Widgets. Along the top of your dashboard, you will see plus and minus symbols. This allows you to add and delete Widgets.
Clicking the plus button will allow you to choose from a list of 8 Widgets. Simply drag and drop from this screen to add.
Almost all Widgets allow you to filter by Orchard using the blue arrows at the top right, and to dig into block details by pressing the button at the bottom right.
Production Tickets Widget
Provides how many tickets have been created for the month and the year.
Answers the question of how much work has been sent to the growers and the ability to filter by activity to see where the team is falling behind.
It can be filtered by Orchard, Crop Year, Activity, and Crop Type.
Tip: Hover over the data point in each month to see the breakdown of tickets for each month.
Cost Per Acre Widget
Provides total Cost per Acre by Crop Type and can drill down to the Variety level.
Source is the Block Activity Summary Report
Tip: For input prices, the system first looks at POs, then Default Cost if there are none entered.
Can be filtered by orchard, using the arrows in the top right corner.
Choose Block Details located in the bottom right corner to see the breakdown. To see a deeper level, go to the Block Activity Summary Report.
Work Order Status Widget:
Displays how many work orders have been created for the week and the current status.
Provides real time feedback as far as what work orders have been released, completed, and what are remaining.
By pressing the details tab it will give a list view of work order number (with hyperlink to the work order), orchard, crop type, variety, due date, tasks, and progress.
Harvest Widget
Shows how much of each crop has been harvested, by percentage.
Totals are based on whether blocks are listed as “Complete” according to the last ticket in that block.
Hover over the commodity graph bar to see how many total acres have been harvested.
Press the details tab to see the harvest status of each block or variety.
Provides progress as harvest activities are completed and updated.
Planning (Crop & Block)
Why Use Crop & Block Planning
By following all the steps in this section, your Block Plans will allow you to:
Get your entire operation on the same page.
Forecast your basic revenue and profit margins.
Communicate with vendors and lenders using concrete numbers.
Crop & Block Planning is the first part of the Planning Module collecting all your direct block activities in one place. Make sure to review the Prerequisites above before moving on. Input Setup is a vital part of prepping for Crop & Block Planning, Input Management and Production Management.
The highlighted areas show what Crop & Block Planning entails - completing this
sets you up for success in many platform areas!
Creating Plans
Before Beginning: Make sure your inputs are created with Default Costs and Default Application Rate. You may have already completed this process via the Data Reference Sheet. To ensure they’re in your account, go to (Setup > Inputs > Create).
Create Activity Templates to capture all inputs, labor, or third party services for all activities. (Planning -> Templates -> Activity Templates)
Select activity templates under the planning tab
Hit the create template tab
Enter the applicator, template name, activity type, and method.
Enter Crop Type only if you use this Template for a crop type that you are using for only one year; otherwise, leave blank.
Tip: Leave crop year blank if you plan on performing this activity year over year.
Select add to enter equipment, inputs, and labor and press save. Make sure you have the units and rate per acre filled out for future activities.
Note: You now also have the ability to create and save Activity Templates within the Crop Plan. Once you create a new Activity Template in your crop plan, simply press the save button next to the trash can and it will be saved for future use.
Create Crop Plans for every crop type and variety on your operation. - for instance, we recommend creating a “Monterey” plan and an “Carmel” plan if you have both types of almonds.
(Planning -> Plans -> Crop Plans)
Under the Planning tab, select Crop Plans and select Add New Plan > Create New Crop Plan.
Enter a Crop Plan name, Crop Type, and Crop Year.
Hit drop-down on Performance Metrics and add expected Yield per Acre, Price per pound, and any Land Costs per Acre.
Select the month and year to start your plan.
Slide in all activities from the Activity Templates into the month and order you will be completing them and save once complete or hit Create New under Activities on the right-hand side of the page to create activities manually.
Tip: Use Performance Metrics to dial in your margins for each crop.
Create Block Plans from your Crop Plans. (Planning -> Plans -> Block Plans)
Under the Planning tab, select Block Plans.
Select Assign Crop Plans to Blocks.
Select Crop Year and leave Scenario at Target and hit Next.
Tip: You can come back and create other Block Plans with other Scenarios - for instance, a low yield scenario or a high price scenario.
Choose the Crop Plan and hit Next.
Select the Blocks you want to apply this Crop Plan to.
Click Assign.
Editing Block Plans
If you are only editing one Block Plan, click the blue Block Plan Name in your list of Block Plans (Planning > Plans > Block Plans), and then click Edit Block Plan at the top of the page. Common reasons to edit block plans individually include inputting unique activities/rates, or because you have multiple varieties in that Block (use the + tab next to the existing plan to add another Block Plan).
If you need to edit multiple blocks use our Block Plans Bulk Editing feature:
Bulk Edit (Planning > Plans > Block Plans Bulk Edit)
Under the Planning tab, go to Plans, select Block Plans Bulk Edit.
Select the Crop Year.
Select Action you want to perform on Block Plans.
Follow the steps on your screen to complete the action. Each action requires different steps.
Hit Save.
You’ll see a green status update letting you know it’s been saved.
Reporting
Direct Margin Report: Crop or Block
Summarize your Plans (by Block or Crop), by estimating revenue and profit margins. (Planning > Block Plan Reports > Direct Margin Report: Crop or Block)
Benefits:
Highlights whether Blocks or Crops are expected to make or lose revenue.
Estimate total revenue for the upcoming year.
Compare profit margins (after direct costs are deducted) by Orchard, scenario, or year.
Crop Analysis: Plan / Actual
This report shows a “Performance Metrics” summary of all your Block Plans; Margin Analysis shows revenue and margins broken out by acre and by pound, while the Resource Cost Analysis allows you to see the resource costs broken down by category and overall cost %.
(Planning > Block Plan Reports > Crop Analysis - Plan or Actual)
Benefits:
Easily see what is contributing to your costs and how this affects margins.
Find plan errors if costs are notably off.
Compare category costs between Crop Types or Orchards.
Aggregated Crop View - Report
Cash Flow Requirements Report
(Planning -> Block Plan Reports -> Cash Flow Requirements Report)
Allows growers to see your resource distribution and costs broken down by month and input category.
Has a summary and a detailed view to break it down by individual activity.
Value & Benefits:
Helps growers to understand their monthly costs to have capital available.
If costs are off gives the ability to dig into the details.
Financial Management
Why Use Financial Management?
Financial Management was designed to make the complicated process of planning and communicating with lenders easier. When you’re done you’ll have:
An Annual Budget that can be analyzed or dissected in many ways;
A Lender Ready Packet that can you can use in talks with your lender
A strong foundation to make smart financial decisions with
Because Financials can take a fair amount of time, we recommend splitting your efforts into three work sessions:
Advanced Planning (~3 Hours) - building on your work in the Planning module by adding other costs and revenue streams
Set Up Organizers (~10 Hours) - Adding Land Agreements and Loans
Take Action (~2.5 Hours) - Generate reports for Stakeholders and others
As you use this playbook, make sure to review the “Prerequisites” and “Resources Needed” at the top of each session slide before starting.
Financials - Advanced Planning
Before beginning Advanced Planning, make sure you’ve already finished everything in the Planning module - creating Activity Templates, Crop Plans, and Block Plans.
We expect this session to take around 3 hours.
Lists - Managing Categories and Creditors
The first step in making an Annual Budget is making sure you’re set up the way you want by entering in Categories (of costs) and Creditors. You can also always add your Categories while creating the Schedules they will go into (see next section).
Manage Categories using the same naming convention as used in your accounting system’s chart of accounts. This will aid in the accounting data import process.
FINANCIALS> LISTS > Manage Categories
There are multiple category buckets available for selection; if you have questions on which to choose, jump to the next page to review what each bucket (or Schedule) means
Click on the down arrow next to Indirect Expenses, and click .
Copy and paste category names from your accounting system (if applicable) or enter in your category names separated by a comma or each on their own row. Click Save.
*Follow these same steps to add categories for remaining buckets that are relevant to your operation.
Manage Creditors to be applied to your Loans, Leases, and Line of Credit. (You can also add the Creditors as you are creating the Loan, Lease, or Line of Credit).
FINANCIALS> LISTS > Manage Creditors
Click the New Creditor button and enter the Name
Click Save Creditor button
Schedules - Plans
These three schedules will take the bulk of your time; use them to establish your non-direct expenses in the Overhead Plan, your non-farming revenue in the Other Revenue Plan, and your non-farming expenses in the Owner Expense Plan.
Note that, while we recommend at least having an Overhead Plan, it is not required to create all three. If you don’t have meaningful data to add for an Other Revenue Plan, you can skip it.
You can share any of these Schedules by clicking the click on the export button; you can export either to Excel or PDF.
Create an Overhead Plan to capture all operation-related, non-direct expenses, which will be allocated over all blocks on an acre prorated basis. Common non-direct expenses could include equipment costs, electricity, and payroll. [Coming Soon: the ability to allocate Overheads by orchard, block or crop.]
Best Practice: As a shortcut, upload a P&L / Income Statement from a previous year, then make revisions for the upcoming year.
FINANCIALS > SCHEDULES > Overheads: Plan (or Actual)
Click Add New Overhead Plan button (or Copy From an existing plan).
Enter the name, then select the Crop Year and Budget Start date.
Click Add New Overhead.
Select the Category from the drop down menu (or Add New Category).
Enter the annual Total $ and select the Allocation Method, which will populate the monthly amounts accordingly.
After all Categories have been added and allocated, click Create.
Create an Other Revenue Plan to capture your planned non-crop related revenue (ex. Seed Sales or Custom Farming.)
Best Practice: As a shortcut, upload a P&L / Income Statement from a previous year, then make revisions.
FINANCIALS > SCHEDULES > Other Revenue: Plan (or Actual)
Click Add New Plan button (or Copy From an existing plan).
Enter the name, then select the Crop Year and Plan Start date.
Click Add New Other Revenue.
Select the Category from the drop down menu (or Add New Category).
Enter the annual Total $ and select the Allocation Method, which will populate the monthly amounts accordingly.
After all Categories have been added and allocated, click Create.
Create Owner Expense Plan to capture all non-farm related expenses (ex. College tuition, home mortgage, etc).
Best Practice: As a shortcut, upload a P&L / Income Statement from a previous year, then make revisions.
FINANCIALS > SCHEDULES > Owner Expense: Plan (or Actual)
Click Add New Plan button (or Copy From an existing plan).
Enter the name, then select the Crop Year and Plan Start date.
Click Add New Owner Expense.
Select the Category from the drop down menu (or Add New Category).
Enter the annual Total $ and select the Allocation Method, which will populate the monthly amounts accordingly.
After all Categories have been added and allocated, click Create.
Schedules - Actuals
Once you’ve made these three Plans, you’ll want to come back throughout the year and update the schedules with Actuals; these will populate your Profit & Loss, Budget Variance, and other reports.
There are two ways to put in your actuals - either by choosing the “Actuals” link next to each Plan and enter in the actuals there, or to Import a spreadsheet from your accounting software with the information (as long as your software can separate each month’s expenditures into a different column).
To use the Accounting Data Import tool to upload Actuals:
Export your profit and loss report, with monthly buckets, from your accounting system.
FINANCIALS > SCHEDULES > Open one of your already created plans.
Click Upload Spreadsheet button at the top right of your screen. [This will only appear if you already have created a plan with categories.]
Add File, then follow the Wizard Prompts to define your file mapping to Conservis. Not all columns need to be mapped to Conservis. Click Next.
Map the Categories from your file to the Budget Categories created in Conservis. [Ideally, the same naming convention was used to help with the matching process.]
Review the data that will be imported into Conservis for accuracy. If all looks good, click Save. After import, you can edit plans, if needed.
Note: You might notice Revenue Deductions in the menu. This is older functionality that has been superseded by other tools; if you do want to add in your some other deduction to revenue, we recommend entering it as an Overhead expense.
Financials - Organizers
Loans & Leases
Add your Loans, Leases, and Lines of Credit into Conservis to capture all your debt services, which will pull through to financial reports.
To create Loans & Leases:
FINANCIALS > ORGANIZERS > Loans & Leases
Click New Loan button and select Term Loan or Lease
Enter the name & Reference # & Notes
Select Status = Active
Select Status = Inactive, if a piece of equipment was traded in and the loan is no longer relevant. All future planned payments will no longer appear on financial reports, based on the entered Inactivated Date.
Select (or create) Category. *Important to use Debt Service from the Category Section.
Select (or create) Creditor.
Loan Information:
Amortization Type (only applicable for Term Loans):
Principal & Interest: Variable payment plan where a borrower is able to pay higher payment amounts at their discretion.
Principal + Interest: Principal is divided into equal monthly amounts and the interest is calculated on the outstanding principal balance each month. (Also known as Equated Monthly Installments.)
Enter in the rest of Loan’s details and click Continue. Below are tips on some of the data requested.
Payment: If you have the same payment amount each time, enter in that payment amount, even though it is optional. By doing this, your plans will be more accurate.
Payment Period: Select the month(s) that the payments are due each year.
Annual Interest Rate (only applicable for Term Loans): This amount is used to calculate your planned payment schedule.
First Crop Year: This is the first crop year that you want the planned payment to appear. It is important that the right crop years are represented in the calculated schedule since it will impact reports and the cash flow forecast.
Click to add any relevant loan documentation.
Review the schedule that was created for correct planned payment dates, payment amount, and crop year. Adjust if needed, then click Create.
If any edits are made after the schedule has been created, click the link in this message:
Budget Assignments: Shows only after creation and if tied to budget(s).
To create a Line of Credit (similar to Loans & Leases, but with a few key differences in Conservis):
FINANCIALS > ORGANIZERS > Loans & Leases
Click New Loan button and select Line of Credit
Enter the name & Reference # & Notes
Select Status = Active
Select Status = Inactive, if a piece of equipment was traded in and the loan is no longer relevant. All future planned payments will no longer appear on financial reports, based on the entered Inactivated Date.
Select (or create) Category. *Important to use Debt Service from the Category Section.
Select (or create) Creditor.
Line of Credit Type:
Operating Line: A large line of credit to be used throughout the year for operating a farm.
Line of Credit: A smaller line of credit used for a specific purpose. Examples: Purchase seed or building repairs.
Enter in the rest of Line of Credit’s details and click Continue. Below are tips on some of the data requested.
Projected Interest Rate: Enter an average interest rate, knowing this can change.
Carryover Amount: The unpaid portion of your previous crop year’s operating line that carries over to the current crop year. When the schedule is created, this amount will be in the Total Draws (optional)
Projection Type:
Utilization: Enter the percentage of the loan you plan on using.
Manual: Enter in the planned Draws and Payments.
Advanced
Credit Type: Revolving or Non-Revolving (optional):
Click to add any relevant documentation.
Review the schedule that was created for correct planned payment dates, payment amount, and crop year. Adjust if needed, then click Create.
Click Edit, if you want to update the planned interest rate, payments, or draws within the schedule.
If any edits are made after the schedule has been created, click the link in this message:
Budget Assignments: Shows only after creation and if tied to budget(s).
Land Costs
Create Land costs to capture all your land agreements in one spot. The costs will be tied to your actual blocks and pull through to financial reports accordingly.
To create Land Costs:
FINANCIALS > ORGANIZERS > Land Costs
Click New Land Agreement button and select Cash Rent.
Enter the name
Select (or create) Land Owner
Select (or create) Category. Land Agreements can be set up as a direct expense, indirect expense, debt service, ownership expense or other revenue.
Tip: The most common is to set up as a direct expense. You can also create multiple direct expense categories for land costs. (Example: rented vs owned ground.)
Lease Details:
Select Payment Rate based on how you want the rate to be applied.
If “Same rate for all”, enter in the Rate (per Acre) amount.
If “Lease Total”, enter in the Lease Total. (Otherwise, that will calculate based on the blocks you add to the Land Agreement multiplied by the entered Rate (per Acre).
Lease Status: Select either Written or Verbal.
Click on the plus sign in the Blocks box.
Search for the relevant blocks for this Land agreement, then check the box next to the block name and update Contract Acres, if applicable.
Blocks can be split between multiple Land Agreements.
The Contracted Acres is the value that will be multiplied by rate (per acre) to determine the Lease Total.
If “Different rate for all”, you can adjust rate within this screen, per selected block.
Contract Acres will populate based on the blocks selected.
Block Acres will populate based on the blocks selected.
Payment Details:
Enter the Origination Date.
Enter the Term (in Months).
Select the Payment Month(s). This will affect when the Plan and Actual costs will be due.
Enter 1st Payment Date is due
Enter the First Crop Year that this cost should be paid.
Click Continue button to create the payment schedule. (If editing an existing land agreement, you will see a link to click to refresh an existing planned schedule.)
Review Schedule for accuracy, specifically that the total payments are correct for the identified date and crop year. This will impact Financial Reports.
Add Attachments, if applicable. (Possibly add in a picture of the written Land Agreement.)
Click Create.
If any edits are made after the schedule has been created, click the link in this message:
Budget Assignments: Shows only after creation and if tied to budget(s).
Record Payables (i.e. Organizer Actuals)
Just like your Schedules’ Actuals, it’s important to add your debt services’ Actual Payments into Conservis on a regular basis so that your Profit & Loss Variance reports are accurate and useful.
You can get to the Record Payables Modal either by clicking the Record Payables in the navigation, or clicking the “Record Payables” button at the top of each organizer list page.
To Record Payables:
FINANCIALS > ORGANIZERS > RECORD PAYABLES
View by: Select the date range where you want to record your debt services actual payments.
Filter by : Search by specific name; Type (Term Loan, Lease, Line Of Credit, or Land Lease); Status; and/or Crop Year.
The results will show planned payments based on the created schedules.
If the payment information is correct, select the radio button, then click the “Save & Close” or “Save & Add Another” button if you have more payments to record.
If the payment information is not correct, you can update the Payment, then click the “Save & Close” or “Save & Add Another” button.
Once the actual payment has been recorded, it will appear within the specific Loan, Lease, Line of Credit, or Land Cost under the Actual button of the schedule. You can add or edit any recorded payments from here.
Note: Once an actual payment has been recorded, you can not edit the planned portion of any Loan, Lease, LOC, or Land Cost schedule.
Exporting Organizers
Click on the export icon to get an Excel or PDF output of the following information:
Loans & Leases list page: Name, Reference #, Loan Type, Category, Creditor, Loan Balance, Budget(s).
Land Costs list page: Name, Contracted Acres, Type, Land Owner, Maturity Date, Rate Per Acre, and Annual Total
Record Payables:
Summary section / tab: Date Range selected, Type, # to be recorded, Recorded ($), Not Recorded ($), and Total ($).
Payables section / tab: Name, Reference #, Crop Year, Date, Payment Amount, Payment Status (Recorded or Not Recorded).
Financials - Stakeholder Reports
Annual Budget
An Annual Budget is created by combining together everything you’ve made so far - you can select relevant plans, schedules, and organizers to build an all-encompassing budget. You can have multiple budgets, depending on your operational structure and how you want to report your information.
To Create a Budget:
Start a New Budget
FINANCIALS > BUDGETS > Annual Budget
Click Add New Budget button and select Add New Budget (or use Copy From functionality, if a budget already exists.)
Enter the name
Select Crop Year
Select Block Plan Scenario (High, Target, Low, Adhoc). This will allow selection of Block Plans created with that same scenario.
Select the Budget Start. This is the Month & Year of when your Crop Year starts. For many, it will be January, but some may use Fiscal Financial Calendar on their Operation.
Add Schedules & Organizers.
Click Manage Plans in the header, then add the relevant Overhead, Owner Expense, and Other Revenue Plans.
Click Manage Land & Loan Assignments in the header, then select the relevant Loans, Leases, Land Leases (Land Costs), and Lines of Credit. Click Save.
Add Block Plans
Click Block Plans tab. The page will automatically select all Block Plans with the same scenario as the Budget; unselect any that aren’t relevant for this Budget.
Click Save.
Operational Reports
In general (with a few exceptions), these reports focus on the Direct Costs from the Block Plans attached to your budget. All these reports can be added as favorites and exported to PDF or excel.
Activity Summary
This report provides a breakdown of your budget by activity type, listing all activities and input categories, along with a calculated Budget Amount. It also summarizes, by activity, the planned number of blocks, applications, and acres.
You can filter by Orchard, Crop Type, Crop, or by Activity to drill into your budget.
Activity Detail
This report provides a breakdown of your budgeted activities, listing all blocks and inputs, along with the budgeted amount and an average cost per acre.
You can filter by Orchard, Block, Crop Type, Crop, or by Activity to drill into your budgeted numbers.
Resource Summary: Plan / Actual / Variance
Plan: A summarized by Input, Labor, and Equipment Categories view of budget inputs, showing budgeted costs and quantities.
Actual: A summarized by Input, Labor, and Equipment Categories view of a specific Crop Year’s actuals. Running this report can help with plan creation.
Variance: A summarized view by Input, Labor, and Equipment Categories comparing budgeted inputs’ costs and quantities against actual input usage for a specific crop year. This report can be helpful during the planning process to make sure inputs are not misstated and helpful during the crop year to track your inputs used against the plan.
Resource Detail: Plan / Actual / Variance
Plan: A detailed view by Input, Labor, and Equipment Categories & detailed resources, showing budgeted costs and quantities.
Actual: A detailed view of actual resource usage, for a Crop Year.
Variance: A detailed view by Input, Labor, and Equipment Categories, Sub-Category, and resources, showing budgeted vs actual costs and quantities, for a Crop Year.
Land Cost by Block: Plan / Actual.
Plan: Filter by Crop Year, Name (Block Name), and/or Orchard to see by Block the Contract Acres, Rate per Ac, and the Planned Total of land costs. These costs will appear as a direct expense on your Profit and Loss Plan and Variance reports.
Actual: Filter by Crop Year, Name (Block Name), and/or Orchard to see by Block the Contract Acres, Rate per Ac, and the Actual Total of land costs recorded in Conservis. These costs will appear as a direct expense on your Profit and Loss Actual and Variance reports.
Financial Management Reports
Profit & Loss: Plan / Actual / Variance.
Plan: Based on your selected Crop Year and Budget, you can filter by Orchard, Block, Crop Type, Entity, and/or Owner to see your Budgeted Net Margin, by month for a calendar year. You can drill down into each section to analyze data.
Actual: Based on your selected Crop Year and Budget, you can filter by Orchard, Block, Crop Type, Entity, and/or Owner to see your Actual Net Margin, by month for a calendar year. You can drill down into each section to analyze data.
Variance: Based on your selected Crop Year and Budget, you can filter by specific Month, Orchard, Block, Crop Type, Entity, and/or Owner to see your Year To Date Planned vs Actual Net Margin. You can drill down into each section to analyze data. The report will then show the Planned amounts for the remaining months of the calendar year
Profit & Loss: Month Comparison
Based on your selected Crop Year and Budget, you can filter by Orchard, Block, Crop Type, Entity, and/or Owner to see your Actual vs Planned Net Margin and Variance, by month for a calendar year. You can drill down into each section to analyze data.
Block Comparison
You can compare your performance across your blocks with this report. Based on your selected Crop Year and Budget, you can filter by Orchard(s), Block(s), Crop Type, Variety, and/or Method to see your Actual vs Planned Yield, Revenues, Direct Expenses, Gross Margin, Indirect Expenses, and Gross Profit, by Block.
Lender-Ready Packet
The Lender Packet combines multiple documents together, using a Wizard to walk you through the steps. The end result is a packet that you can bring into a lender to show both your history, and your plan for the upcoming year.
To begin, go to Financials > Lender Packet > Create New.
Use the Lender Packet Wizard to pull together a packet that fits your needs - the system will guide you through each step.
Cover Page - fill out with your Farm’s information and you can even add your logo.
Select Budgets - Select your Previous Year and Current Year’s budget. (Tip: If this is your first year, just create a dummy budget for the previous year and we can exclude those reports from the packet.)
Previous Crop Year - Select or Unselect reports for the packet. Add in any relevant notes about the plan or actuals from that year.
Current Crop Year - Select or Unselect reports for the packet. Add any relevant notes regarding the plan.
Preview & Finish - If all looks good, click “Export Packet”. This can be exported to a PDF.
Inventory (Input Management)
Why Use Input Management
You’re already entering inputs and prices. By also tracking of inventory, you can:
Know when you need to purchase inputs by tracking Net Position.
Provide better actual costs in Financial Management.
Make adjustments to inventory to ensure on-hand accuracy.
There are multiple ways to add inventory, and multiple ways to subtract inventory. This chapter breaks down when you may want to use each process.
Creating an Input
We gather as much data as we can through the Data Reference Sheet we gave you to fill out when you came on board. As your business grows and changes, you’ll likely need to add more inputs.
To Create an Input:
Go to (Setup -> Inputs -> Create)
Under the setup tab under inputs select create
Select a Category and SubCategory.
Enter the name of the input.
Tip: If you are entering a chemical, choose a name from CDMS Name dropdown. If it isn’t a chemical, disregard CDMS and enter Name below.
Tip: Enter the default cost for the current year. This is important for:
Crop Planning, to bring in costs.
Costing in general, if you don’t want to track inventory.
Enter the default application rate if applicable, which will prefill Crop Plans, Work Orders and non-machine made tickets.
Enter the Measurement Type.
Under Default Inventory Unit, choose how you like to see inputs on your inventory reports.
Under Default Application Unit, choose how you like to see inputs on your application reports.
Note: If your measurement type is a volume and your default inventory units are in weight, the system will require you to fill out a “Lbs per Gallon” conversion.
Press Save.
TIP: Inputs can now also be created directly in the crop plans. Press the Create New Input and you will be able to add any input while in the Crop Plan creation screen.
Adding Inventory - Purchase Orders (POs) and Spot POs
There are two main ways to add Inventory:
Create a PO at the time you order an input, and a PO Receipt at the time of delivery. This allows you to see how much inventory you’ve ordered but hasn’t been delivered.
Create a Spot PO, where you don’t have to record when you’ve ordered items, only when they’re delivered.
If you don’t want to track inventory, it’s very important to fill out Default Costs on your inputs for the current crop year. The system will treat your default costs as both the planned and actual cost if you don’t fill out a PO or Spot PO for that input.
Purchase Orders (Inventory -> Purchase Orders -> Create)
Under the Inventory tab select Create Purchase Orders.
Enter the Creator (you) and the Supplier.
Enter a PO overage % if you think there’s a chance the supplier could deliver slightly more than you bought (1-2% is common).
Enter the PO Number from the supplier, or leave to get an automated number.
Add an Email address and check the box on release to send a notification to the identified parties.
Add all inputs for PO; you can also create them here by clicking “Create Input”
Add payment information (optional).
Tip: Purchase Orders are automatically assigned to all Owners; if you want to designate that one ownership entity paid more for an input, unselect the “All Owners” checkbox. This will not be “their inventory,” as all inventory is stored together; however, it will reflect in the Inputs by Owner/Entity reports that they paid more for the input.
Purchase Order Receipt
Tip: You can also create this on a mobile device!Go to your list of Purchase Orders (Inventory > Purchase Orders > View).
Find the Purchase Order you got a delivery for, and click the Delivery Icon. A new PO Receipt will be automatically filled out for you.
Enter the receiver and B/L number (if you have one).
Review the list of inputs. If you received less than the total amount for the Purchase Order, make sure to list it here.
Tip: The PO will allow you to make multiple PO Receipts for the same PO until the entire quantity has been delivered, or the “closed” checkbox has been checked on the PO.
Tip: The Billing Quantity and Actual Quantity are almost always the same.
Press Save.
Spot PO (Inventory > PO Receipt > Create)
Create a Purchase Order Receipt Ticket.
Enter the Supplier.
Instead of choosing the Purchase Order, select the Spot Purchase Order checkbox.
Enter the B/L Number (if you have one).
Enter the Receiver.
Add an Email address and check the box on release to send a notification to the identified parties.
Enter the inputs you’ve received. Tip: The Billing Quantity and Actual Quantity are the same when making a Spot PO.
Hit Create.
Tip: You can also create this on a mobile device!
Purchase Order Adjustments (Inventory -> Adjustments -> Create)
Under the inventory tab go to adjustment and select create
Add the adjuster, storage location, date, and crop year
Tip: If you’re adjusting the end of last year’s inventory, make sure to put in last year’s Crop Year.
Make sure to use the comments area if you can provide more information
Select add input to fill out the adjusted input, quantity, and unit of measure.
Press save.
Handling Inventory on Mobile Devices
Purchase Order from mobile device (Select Perm Crops App -> Inventory -> PO Receipts)
From your mobile device select the Perm Crop App
Select inventory tab on the bottom right
Select PO Receipts
Fill out your supplier, if it is a spot purchase order select yes, Select PO number, crop year, BOL number, carrier, and all inputs.
Press submit.
Purchase Order Reports
Input Detail/Summary Reports
See all purchase and delivery details for all inputs, with their prices. Does not show Inventory, however (see Input Position Report). (Inventory > Purchase Order Reports > Input Detail/Summary)
Benefits:
Keep track of all your POs and deliveries in one place.
Review all the different prices you’ve bought an input for.
Input Position Report
See purchase, delivery and inventory status for all inputs. (Inventory > Purchase Order Reports > Input Position)
Benefits:
Shows where inventory is at each step of the way.
Indicates if you still have outstanding balances that need to be delivered.
Combines outstanding balances with Inventory to show your Net Position on each input.
Inventory Reports
Inventory Reports do not take POs into account - only PO Receipts or Spot POs. These report on what has been delivered and is currently in inventory.
Most commonly used reports:
Inventory Detail: Shows one input at a time, separates Additions and Subtractions.
Inventory Detail by Location: This is your most succinct Inventory Summary.
Inventory Detail by Date: Best report for troubleshooting why a particular input is off.
We also have two additional reports, formatted slightly differently: the Inventory Detail by Category, and Inventory Detail by Unit of Measure. We encourage you to explore these as well, and let your Customer Success Manager know if you see potential value and want to learn more.
Inventory Detail
Shows the balance of an individual input and each ticket that contributed to that balance. Separates Additions and Subtractions into separate categories. (Inventory > Inventory Reports > Inventory Detail)
Benefits:
See what contributed to your current balance (including leftover from last year).
Review all deliveries for the input in the context of inventory.
Inventory Detail by Location
This is your most succinct Inventory Summary. Do you have multiple sheds? This will separate your inventory by location. (Inventory > Inventory Reports > Inventory Detail by Location)
Benefits:
Easily print off this report to give to employees/partners.
Use this report to perform a cycle count.
Inventory Detail By Date
This report is like the Inventory Detail, but it combines Additions and Subtractions, allowing you to see the record by date of how inventory changed. (Inventory > Inventory Reports > Inventory Detail by Date)
Benefit:
Troubleshoot where and how an incorrect inventory got off track.
Tip: check the Beginning Inventory, and look for any Inventory Adjustment or Reconciliation tickets. Then check for any application tickets that seem large.
Inventory Detail by Category (Inventory -> Inventory Reports -> Inventory Detail by Category)
Provides a detailed view of all inventory by category and input.
What location the input is stored at
Booked inventory on hand
Value and Benefits:
It is a useful report to check out your inventory levels by category to ensure that you have enough product on hand to complete an upcoming task.
Inventory Detail by Unit of Measure
(Inventory -> Inventory Reports -> Inventory Detail by measure)
If you receive a product by gallon/pints you can use this report to break down the purchased unit of measure by the application unit of measure.
For example: It takes the booked inventory of what you received in (gallons), breaks it down to how many application pints, and shows the applied book inventory removed.
Value and Benefits:
If you purchased or booked chemicals in a measurement that is not how you apply it, this report will do the calculations for you to understand your application inventory.
Production Management
Why Production Management
At this point, you should have your basic data set up and crops assigned for the year. Now Production Management will give you the tools to track your block operations, including:
Track all labor, input and equipment costs through mobile tickets
Enable operators to share their status from the block, for each activity.
Share operational costs with owners based on their block share.
Create a Spray Diary Report at the click of a button.
There are many other tools and benefits to Production Management. This section will guide you through communicating to operators, recording activities, and exploring the reports available to you through collecting that data.
Notice how starting Crop & Block Planning earlier in the year can help you
be prepared for Production season
Creating Work Orders
You can use Work Orders to send instructions to operators. Conservis knows it can be valuable to communicate to your operators, and know that you have everything planned in advance.
Create Activity Templates to capture all equipment, inputs, labor, or third party services for all activities. Tip: This step will save you a lot of time in all future activities.
Select PLANNING > ACTIVITY TEMPLATE > CREATE TEMPLATE.
Hit Create Template.
Enter the Applicator (internal or external) Template Name, Activity Type and Equipment Type.
Tip: If you want to copy another template and have pre filled information available, select the template in the Copy From dropdown list.
Enter Crop Type only if you use this Template for one crop type, otherwise leave blank.
Tip: Leave Crop Year blank if you plan on performing this activity year over year.
Select add equipment/ input / labor and enter all information. Make sure that you enter all rates, inputs, equipment, and labor for the task.
Select Save.
Creating a Work Order (Production > Work Orders > Create)
Under the Production tab, select Work Orders > Create. Tip: If you have done this activity previously, use the Copy From button in the upper right hand corner and select a previous work order to modify.
Fill out the Required Fields they are indicated with a (*):
Due Date is when you’d like the activity to be completed. Tasks turn red on the mobile device as the date draws near.
Expire Date is when the tasks are automatically removed from operators’ devices if the work doesn’t get done. Leave blank if you require that the work be completed.
To track the Growth Stage for the Spray Diary, click the blue Growth Stages button. To ensure they’re in your account, go to (Setup > Varieties > List of Crop Types tab. Enter Stages by Crop type.)
Click the blue Select Blocks button and select the blocks you would like to assign the work to.
Instructions field: Putting something here will send that note to all tasks in this Work Order.
Make sure to select the applicator Internal or External.
Select the Add button & New to attach all Equipment, Inputs, and Labor. Tip: If you have created an Activity Template for the work you want performed simply select the template from the drop down. This will pre fill all of your data for that task and can be modified if needed.
Select the blue Build Task List to apply to all blocks selected.
The tasks will now populate in the task list (you may need to scroll down to find).
Change the Sequence number of any task by simply dragging and dropping the task in the order you would like it to appear on the growers task list.
You can edit the details of any task in any assigned block by clicking the down arrow next to it.
If you would like to release the work order after saving, allow the work order to be copied from in the future, or close the work order after clicking save, make sure you check the checkboxes for these actions at the bottom of the page.
When ready, press save!
Releasing Work Orders (If you didn’t release after saving): Double check that the Work Order on the list page (Production > Work Orders > View) has been released. If the Release Status is toggled to the left and in the off position it has not been released. To Release to the Mobile simply toggle the switch to the right to change the status to Release to Mobile.
Tip: Clicking Complete won’t create records indicating that the work was done! It’ll only close out the Work Order (and remove the tasks from devices). You need to create tickets to complete the work.
Adding Records
Work Orders are the main method for communicating out to your operators, but there are several ways you can have activities communicated back to the farm office.
Fulfilling the Work Order on a Mobile Device.
Creating a separate Activity Ticket on the Mobile Device.
Creating that ticket on your computer (for one block or many)
Most of these methods do not require Work Orders and all of them can work with your Work Order process. Give your Customer Success Manager a call if you’re trying to figure out which path to choose.
Fulfilling Work Order Tasks on a Mobile Device
You’ll want to use this process if you created Work Orders in the back office. Finishing Work Order tasks on the mobile device is the only way to fulfill those Work Orders.
To Install the Mobile App Conservis Perm Crops
Go to the App Store on your mobile device.
Search for Conservis.
Download the app Conservis Perm Crops.
Log into your app using your Conservis credentials.
Tip: Contact your Customer Success Manager to verify your configurations are correct. This is very important to make sure your data is collected accurately.
Completing the Work Order (Perm Crops App -> Tasks -> Start)
From your mobile device select the Perm Crop App.
Select the Tasks tab at the bottom of the screen.
Press start on the individual task that you are working on.
Fill out your start and end times
Select the Orchard/Blocks -> Block -> and use the Slide Bar or enter the % or acres complete. Hit finish, and finish again.
Confirm or enter the actual equipment, labor, inputs, and press submit when finished.
Completed production tickets will be sent and will be removed from the task list.
Tip: If you would like to see the completed production ticket you can select the production tab on the bottom of the screen, press tickets in the upper right corner, and select the individual ticket.
Tip: Ask your Customer Success Manager about the Simplified App, if you have temporary workers where you just want them to start and end a task and not be able to change the inputs, equipment, or labor assigned.
Work Order Management
Using the Work Order Management tool will allow growers to quickly get status of work on all blocks by laborer to know what adjustments and decisions need to be made. Easily find block and labor status with the new Block Detail view when clicking into a work order. Manage your work orders efficiently using mass release / mass delete functions and use the stick filters, multi-select filters, and customized column views to help find exactly what you need. PRODUCTION > Work Orders > Manage.
Operational Dashboard
View the progression of your plans to the actual work completed. The Operational Dashboard compares the number of tasks in a budget, to the number of work order tasks created and released, to the actual number of work order tasks completed. This ensures managers can easily spot planned work that’s not yet complete. This dashboard will also show the number of ad hoc activity tickets created so you can easily view unplanned work. PRODUCTION > Operations > View.
Creating Mobile Tickets
This is the most flexible way to add records. If you haven’t created Work Orders, but want to record activities in the block, you can create a standalone ticket using the mobile app.
See the instructions above to download the Conservis Perm Crop App.
Creating Production tickets on mobile device:
From your mobile device, select Perm Crops App.
Select the Production tab on the bottom left.
Select your Activity (irrigation, spraying, etc.).
Fill out all required fields on the ticket, including Crop Type, Variety, Orchard / Block, Method, Equipment, Labor, and Inputs.
Press submit.
Tip: If you fill out the Hours on Equipment or Labor, it will fill in the Hour per acre for you.
To view your completed Production Activity press the ticket tab in the upper right and select the activity.
Creating Tickets on a Desktop Computer
If you need to add records of completed activities in the back office, you can simply create a ticket (for multiple orchards) on the Desktop ticket.
Creating Production tickets in the Back Office
Select PRODUCTION > ACTIVITIES > All.Select the blue New Ticket button. Choose what type of activity to create.
Enter the required information - Start and End Date/Time, Supervisor, Orchard, Block, crop, and variety.
Tip: If your ticket is within two weeks of the current date, Conservis will append weather information automatically.
Click the blue “Add” link to add equipment, inputs, and labor. You can choose to fill in the rate applied or totals applied.
Press Save or Save & Add if you have more records to complete.
Tip: If you want to enter in an activity ticket that spans over multiple blocks, select PRODUCTION > ACTIVITIES > pick the activity you want to enter a ticket. At the top of the page, click Create Multiple Tickets. You can then select more than one Block. After saving, the system will create separate activity tickets for each block. The ticket number will end in -B1, etc.
Production Reports
These are your Operational Reports that define what work was done, when, and which blocks have been left out. Each has its specific purpose to help assist you with production management needs:
All Activities Log Report (Production -> Reports -> All Activities Log)
This report is the best way to export large amounts of data out of the system at once.
The All Activities Log Report lists all tickets no matter where they were created, and is the raw data to use for your building blocks to create your own reports.
Input Usage Report
This report sorts all of your inputs by category and sub category, how much has been applied, and combines it with costing information for each input. PRODUCTION > REPORTS > INPUT USAGE.
Tip: If you want to see everything down to the individual input, press the Details Tab within the report.
Benefits:
Check application date range for a specific input.
Provide information on the rates/acre and total applied for each input.
Isolate the cost/acre for a specific input, either across your operation or on a single orchard.
Identify the total amount spent on each applied input.
The input summary report lists all of your inputs by category and sub category, how much has been applied
The input details view will break all input categories down to the individual input. Use this view to see exactly what Inputs make up the totals of any category.
Block Activity Report
This report gives a complete list by block, of all activities and inputs, along with a calculated cost per acre. This is a key report that many widgets and other reports are based on. PRODUCTION > REPORTS > Block Activity.
Benefits:
Compare cost per acre among different blocks.
Provides a complete audit of activities for a block by crop year.
Reports may be generated by Crop Type or Variety for block comparisons.
Discover errors in application rates and/or input costs, which are easily identified on this report by reviewing cost per acre data.
Drill down to ticket level by block data with the Details Tab.
Block Activity Summary View provides you with a summary of all completed activities and costs by block.
Selecting the Details Tab provides a ticket level detail and provides a hyperlink to the individual activity ticket if more research is needed.
Fertilizer Application Detail
The Fertilizer Application Detail shows what fertilizers have been applied to each block and also divides your fertilizers by their NPKS, showing the total amount of elements added. PRODUCTION > REPORTS > Fertilizer Application Detail.
Benefits:
Determine all fertilizer applications for a Crop Year by block.
See which fertilizers were applied to each Block, and when.
Compares all fertilizers’ by summing their ingredients and has all of the records at your fingertips for federal reporting break out and NPKS applied.
Spray Diary Report
The spray diary report shows what sprays have been applied to each block, displays your earliest harvest date, how much product was used, active ingredients, and the weather conditions when it was sprayed. PRODUCTION > REPORTS > Spray Diary.
Benefits:
Determine all spray applications for a Crop Year by block.
See which sprays were applied to each block, when, and at what rate.
Determine when your earliest harvest date for the block after a completed spray.
Breakout of Active Ingredients in the products used.
Accurately record all weather conditions during activity.
Tip: Regulatory section must be completed on each of the chemical inputs, in order for that information to pull through to the Spray Diary. If linked to CDMS, a lot of that information will auto populate. SETUP > INPUTS
Ownership Reports
Conservis’s two Ownership Reports under Production (Inputs by Owner and Inputs by Entity) show the amount of money owed for inputs used on owners’ blocks.
Below are guidelines on how to most effectively track Ownership in Conservis (jump to the Inputs By Owner/Entity section to see the actual report).
Tips on Utilizing Inputs Ownership
There are some things that may help you to get set up:
Inputs Ownership refers to who is responsible for the costs on a block.
An Entity is generally a group of individuals, but in many cases the Owner and Entity may be the same name. This may lead you to choose between setting up your block as being owned by two entities, or one entity split 50/50 (like below):
As a general rule of thumb, an Ownership Entity is who you send the bill to. If, in the above scenario, you send out two bills, then you’ll want to set up each as a different entity.
You can set one entity as being responsible for a larger share of a certain category of inputs. For instance, if one entity bought the fertilizer, they can be set as responsible for 100% of fertilizer costs.
Setting an Individual Price for Owners
In Conservis, you generally won’t be able to create a record of one entity’s inputs as separate from another’s (unless you use the Multiple Shed workflow - talk to your Customer Success Manager if you want to know more). You can, however, record that one entity paid more or less for an input which will be reflected in the Inputs by Owner and Inputs by Entity Reports.
Setting an Input Price for a Specific Owner
Create a Purchase Order, setting the price of the input as the price they bought the input at.
Tip: If you want them to be responsible for a price without having bought it (for instance, as a markup), simply put 0.01 gallons or pounds as the amount.
Under Ownership, unselect All Owners.
Select Add Ownership.
Choose the entity, and put their share at 100%.
Click Save.
You can now use the Inputs by Entity report to see how their input costs have changed.
Inputs By Owner/Entity
These reports are organized by Entity or Owner, showing their share of each block, what the costs were by block, and then summarizes those costs by Crop Type at the bottom of each section. PRODUCTION > OWNERSHIP > Inputs by Owner or Inputs by Entity.
Benefits:
Use as an invoice for landowners, customers, or other entities (you can export to excel to add markups).
Use in conjunction with Block Activity Report to compare total costs with shared costs.
Use Hide Costs function to show only Application information by ownership.
Harvest Management
Why Harvest Management?
As you know, harvest gets hectic! At its most basic, Conservis’ Harvest module tracks your loads as they move from the orchard to the preprocessor and processor locations.
By using Harvest to its fullest, Conservis will help:
Organize your operation around concrete processes
Improved communications with pre-processors and processors
Reduced cycle times on load pickups and transport
Project yields for each commodity and variety to determine harvest status and final payment in advance
Assess your yield production by block and crop
Identify operator and equipment inefficiencies
There are several ways of tracking Harvest; your Customer Success Manager will work with you to determine the best workflow that fits your harvest process.
Summary of Harvest Perm Crop Workflow
Harvest Tickets
Harvest Activity tickets record the labor, equipment, and inputs used on the block to accomplish your Harvest tasks. They are almost identical to your Production tickets. Their main purpose is to track activity and record costs during the Harvest season.
Making Harvest Tickets in the Back Office can capture all work that may have been missed or were recorded and not entered in with a mobile device.
To Create a Harvest Ticket Hit (Harvest > Activities > Harvest)
Select if you would like to create one ticket or multiple tickets in the upper right hand corner.
Enter the required information - Status, Start and End Date/Time, Supervisor, Crop, Variety, Method, Orchard, and Picking.
Tip: If you select the multiple ticket creation, make sure you press the blue Select Blocks button, check all of the associated blocks, and press apply. This will assign this activity to all of blocks you selected. After saving, the system will create separate activity tickets for each block. The ticket number will end in -B1, etc.
Select the applicator, Internal or External.
Click the blue “Add” link to add equipment, inputs, and labor. You can choose to fill in the rate applied or total hours used.
Press Save to create the tickets.
Harvest Tickets on the Mobile Device
Just like a Production ticket, you can make Harvest tickets on a mobile device. The mobile ticket asks for the same information – where and when the activity is being done, what type of crop is being worked on, and what equipment and labor resources are being used to complete the task.
Creating Harvest Tickets on mobile device:
From your mobile device, select Perm Crops App.
Select the Harvest tab on the bottom of the page.
Select your Activity (Harvest, Load Transport, etc.).
Fill out all required fields on the ticket, including Start / End Times, Crop Type / Variety, Orchard / Block, Method, Equipment, Labor, and Inputs.
Press submit.
Tip: If you are filling out Orchard / Block details, make sure to use the slidebar to indicate the % of the block completed.
To view your saved or completed Production Activities press the ticket tab in the upper right and select the activity.
Load-Transport Tickets
The Load-Transport ticket is the first ticket in Conservis that will help you track your loads, harvest totals, and Block yields. It also is the ticket used to take your product off the block. It’s essentially recording the process of: filling up the trailers, departing from the block, and arriving at the destination. Once the load reaches the destination and a field weight is recorded, it will be tied to the Preprocessor or Processor Delivery Receipt.
Making Load-Transport Tickets
To Create a Load-Transport Ticket in the back office Hit (Harvest > Load Based Activities > Load-Transport)
Select create ticket in the upper right hand corner.
Enter the required information - Orchard, Block, Crop Type, Variety, Picking, Load Date, and Destination.
Select the Add Trailer button To enter the trailer ID and the Fullness. If you are using Bins select the Add Bin Info.
Fill in the required Transport Details information including Departed Date, Carrier ID, Cab ID, Driver Name, and if the Block/Variety is Complete.
Press Save or Save and add if you have more tickets to create.
Creating Load-Transport Tickets on mobile device:
From your mobile device, select Perm Crops App.
Select the Harvest tab on the bottom of the page.
Select Load-Transport
Fill out all required fields on the ticket, including orchard, block, crop type, variety, picking, destination, and trailer / bin information.
If you would like to send an alert to indicate that the load is ready for pickup make sure to turn on the send alert tab.
Press Ready for Pickup
Completing The Load-Transport Tickets on mobile device when the driver arrives:
From your mobile device, select Perm Crops App.
Select the Harvest tab on the bottom of the page.
Select Tickets or Load-Transport Reports
TIP: Selecting the Load-Transport Reports will present the same information as a ticket but will also allow you to separate loads that are ready for Pickup, and filter for other ticket details.
Select the ticket that is being picked up.
Enter required information including the Carrier ID, Cab ID, Driver Name, If the Block / Variety is complete, and toggle the Send Alert switch if you would like to alert that the load has departed.
Have the driver verify that all information on the ticket is correct and sign the ticket.
Select Departed at the bottom of the page and the ticket will be sent to the cloud and cannot be edited from the mobile device.
The next screen that appears is the paper version of the ticket in written and barcode form. You have the option to Print out the ticket if you have a bluetooth printer (See printing Load-Transport Tickets below). If you don’t have a printer simply hit the back button in the upper left hand corner. Tip: The print option can be turned off within settings.
Printing The Load-Transport Tickets On Mobile Device
Departing the Load-Transport Ticket will prompt a screen that is the paper version of the ticket in written and barcode form. You have the option to Print out the ticket if you have a bluetooth printer.
Scroll down to the bottom of the page and press Print
Select your printer, how many copies, and if you would like to print in black and white.
Hit print.
For more information on how to connect your Bluetooth printer to your mobile device, including installing drivers and other troubleshooting, give the Customer Success Team a call and we can assist with the process.
Preprocessor Delivery Receipt
*If your crop goes straight to a final processor from the block, skip the Preprocessor tickets.
Preprocessor Delivery Receipt is an inbound ticket, recording the weight when a load first arrives at the Preprocessor to capture your green or block weights.
There are three ways to make a Preprocessor Delivery Receipts.
Creating Tickets on the computer from a paper ticket.
Importing Tickets in a spreadsheet format that the Preprocessor sends to you.
Adding Weights to the mobile Load Transport Tickets.
Entering Preprocessor Delivery Receipt Tickets can be entered in the back office. If you choose to manually enter them you will need to collect the papers that your preprocessor sends you. Often these are brought back by your truck drivers after they’ve completed a successful drop-off.
To Create Load Preprocessor Delivery Receipts go to
(Harvest > Load-Based Activities > Preprocessor Delivery Receipts)
Under the Harvest tab select Preprocessor Delivery Receipts under Load Based Activities.
Select Create Ticket
Enter the required information including, ticket number, Crop Type, Variety, Block, Preprocessor, Received Date, Load Number and Field Weight.
Press save or Save & Add if you have more than one to enter.
Importing Delivery Receipts from your Preprocessor
Our system has the capability of importing large numbers of Preprocessor Delivery Receipts at once, if they can export their load information into a plain .xls or .xlsx file. Often, if a Preprocessor has this capacity, they would either provide a portal where you could log in and download the information whenever you need, or they could generate emails that would send you an automatically rendered spreadsheet at regular intervals.
In order for our system to be able to import this data, the spreadsheet from the Preprocessor export needs to put each load on a single row, and have a column for all required data. The order of the columns doesn’t matter, nor does it matter if their spreadsheet has other data in it.
If you want more information about how to set up the electronic import function for your Delivery Receipts, give support a call and we can give you more resources, including a template spreadsheet you can send your Preprocessor as an example.
Once you decide to start Importing tickets:
Go to (Harvest > Load Based Activities > Preprocessor Delivery Receipts)
Select the import tab at the top right
Choose your upload format
Choose the Preprocessor
Select the File to import.
Hit submit to upload your document
Some important things to know about using the Import function:
Editing Tickets: If you need to make a change to any imported Delivery Receipts, you can make a change to the spreadsheet and reupload it. The system will update your tickets with the new information.
Matching Logic: Using custom matching logic, Conservis will try to match your Delivery Receipts and unmatched Load-Transfer tickets. It uses the Block, Crop Variety, Load #, and Preprocessor Location, to verify the matches are correct.
Using both Mobile Tickets and Importing: If you want to get around using Conservis’ matching logic, you can use both mobile tickets and the Import function. In that case, you’ll start by having the truck driver or operations manager fill out the delivery information (including weight) on the Load Transport Ticket; once you get the spreadsheet from your Preprocessor, importing it will update the weights with a more accurate number. You’ll want to make sure to use the same load number if you decide to go this route.
Creating Preprocessor Delivery Receipts On A Mobile Device
A Preprocessor Delivery Receipt can also be created from your Mobile Load-Transport ticket, if your driver has access to a mobile device with the Conservis application loaded.
From your mobile device select the Perm Crop App.
Select Harvest on the bottom of the application
Select Load-Transport Report
Press the Departed Tab to display all available tickets and select one
TIP: If you don’t see your ticket, try using the the filter to narrow down your search
Select enter weights at the bottom of the page.
Enter the Field Weight and the Ticket # if you have one and press Save Delivery Receipt at the bottom of the page.
Managing Preprocessor Delivery Receipts
It’s a good idea to keep track of your loads in Conservis. The Preprocessor Delivery Receipts list screen gives you lots of valuable information – with filters you can either search for batches of tickets, or zero in to find specific tickets. To navigate to the list screen go to Harvest > Load Based Activities > Preprocessor Delivery Receipt
One of the most important tasks in using this page will be to make sure that all your Delivery Receipts have been tied to Load-Transport tickets. Without those ties, there are several important reports you won’t be able to use – such as the upcoming Yield Estimator, or other inventory and yield reports.
If you see a red exclamation point next to one of these tickets, it’s a notification letting you know this ticket isn’t paired. Use filters on the Load-Transport page to try to narrow down where that Delivery Receipt may have come from – any Load-Transport ticket that doesn’t have the “Received” status still needs to be linked.
Preprocessor Run
*If your crop goes straight to a final processor from the block, skip the Preprocessor tickets.
The Preprocessor Run ticket records weights and adjustments from the field weight to the meat/kernel of the nut. The Preprocessor Run is vital to linking the block and variety traceability details from the orchard to the processor.
We currently have two ways of entering Preprocessor runs; either you can keep your paper run sheets, and enter them into our system by hand, or you can import many runs at a time using our Electronic Import function. This would require your Preprocessor to be able to export its data into a spreadsheet, in a format that our system can read.
Creating Tickets on the computer from a paper ticket
Go to Harvest > Load Based Activities > Preprocessor Run
Fill out the required information including Crop Year, Crop Type, Variety, Orchard, Block, Preprocessor, Run Date, Field Weight, and Meat Weight. (Depending on the crop, different data may be required.)
Change the Final Run to a Yes if it is the last run for that Block/Variety combination.
Press Save
Tip: To Import data select the Import Tab instead of Create Ticket to select your upload format and file to import.
Processor Delivery Receipts
Records the activity of the delivery from the preprocessor to the processor to capture the received date, net weights and transport details. You can create a Processor Delivery Receipt in two ways. Create an individual ticket from paper copies, or importing tickets through a spreadsheet the processor sends you.
Create Processor Delivery Receipt in Conservis
Go to Harvest > Load Based Activities > Processor Delivery Receipt
Select Create Ticket
Tip: You have the ability to also import data. Select the Import Tab to choose your upload format and file to import
Enter the required information including Crop Type, Variety, Orchard, Block, Preprocessor, Received Date, Net Weight, Carrier, and Truck License. Press Save.
If you have any questions about the Electronic Import function, please don’t hesitate to give Customer Success a call.
Processor Run - Packout Tickets
The Processor Run Ticket records the final processor and payment information for the run including quality details of the delivered product. The benefits for using the Processor Run Tickets are:
Ability to organize all of your production data in one place
View reports as production runs are completed.
Create Processor Run Tickets in the Back Office
Select Harvest > Load Based Activities > Processor Run
Select create ticket
Enter all required information
Enter any additional details for Revenue Deductions, Transport Costs, Grade Details, or Defects by selecting the dropdown arrows at the bottom of the page and selecting add.
Press Save when finished.
Uploading Processor Run Tickets
Select Harvest > Load Based Activities > Processor Run
Select the import tab at the top right
Choose your Upload Format, Crop year, and choose the file to import
Hit Submit
Tip: There is also a Template File download for the Processor Run Import. Use this option if you would like to enter in Processor data to import. If you run into any issues please reach out to the Customer Success Team.
Harvest Reports - Dashboard
Harvest Widget
Shows total harvest % by Variety.
Source: based off of completed activity tickets for the selected harvest activity.
Hover over the commodity graph bar to see how many total acres have been harvested.
Press the details tab to see the harvest status of each Block or variety.
Depending on your activity or the time of the year, Conservis offers 5 widgets to assist you. To review which widgets are available, see Widgets under the Dashboard section.
Block Progression Report
The block progression report breaks down all block plan activities and shows all of the completed work and also the activities that need to be planned or completed by block.
Provides a good overall look at the completed and remaining activities by block and to manage work orders as the harvest progresses.
Gives you the ability to create work orders and tickets directly from each activity.
Turnout Report (load based)
Help estimate quality of the nuts for your meats and meat per acre and can be filtered by crop, variety, and orchard.
Investigate things quickly by selecting the Details view to break it down to a ticket level, and use the hyperlink to go directly to the processor receipt.
Gives you a look at your turnout % and an estimated final yield per acre by block.
Yield By Grade And Size Report (load based)
Gives you your final yield and grade by block and variety.
Data comes from your processor run tickets.
Yield Estimator
Use the Yield Estimator tool to project yield and returns for blocks and crop varieties.
Summary Tab
Projects total meats weight, meats per acre and returns per acre across blocks and crop varieties once a block has been completed.
This data comes from delivery receipts for every associated load within that block. As your product gets processed and your harvest progresses you can adjust the turnout percentage and market price to understand your estimated meats, meats per acre, and your returns per acre.
Detail Tab
If you have questions or concerns with the overall data and want to investigate, the detail tab will break down each load by block variety, field weight, and provide hyperlinks to the load transport ticket, and receipt ticket to investigate and check for any errors.