Help

Today

What needs a principal today, money first. Open Today

1. Read the four figures at the top: what customers owe us overdue, what falls due in the next seven days, what we owe overdue, and what came in this week. Press one to open its list.
2. Under Decide today, press a row to answer it on Approve. The most money at stake is first.
3. Live trades needing a principal shows each trade with its one next action and who owns it.
4. This week lists departures, arrivals, cut-offs and customer payments for the next seven days.

Approve

Decisions and sends waiting on James or Quenton. Open Approve

1. Use the chips at the top to narrow the list: decisions, drafts to send, outreach, Quenton, your jobs, due today.
2. Press a row. The recommendation, the dated facts and the options open on the right.
3. Answer with the button or press 1 to 5 for that option. Add a note if it helps.
4. For a draft, read the email exactly as it will go, then Approve and send (Ctrl Enter), Edit or Decline.
5. What you answer leaves the list, and the line at the bottom left says what was recorded.

Quotes

Price a product for a buyer, keep the quote, and turn a yes into an order. Open Quotes

1. Press New quote (N). Choose the buyer, the product and pack, the grower price, the lane, then type your markup on cost.
2. Press a quote in the list to read it: its lines, the buyer's quote text and the internal P&L.
3. Amend (E) makes a new revision and keeps the old one. Duplicate for another buyer starts a copy.
4. Convert to order opens the order already filled in from the quote. Mark lost closes it.
5. Copy the buyer's quote for WhatsApp or the email. Never paste the P&L, a cost or a margin to a buyer.

Orders

Record the buyer's yes and open the trade. Open Orders

1. Come from Convert to order on a quote, or press N on Orders and choose the quote line the buyer took.
2. Choose the customer, how they ordered and when. If a broker brought it, name him and his margin.
3. Press Save the order. The trade opens, its folder and the purchase order are made, and a note says so.

Trades

Every live trade by step. Open Trades

1. Switch between Table and Board at the top right. The board groups trades into Set up, Shipping, Get paid and Pay suppliers and close.
2. Use the chips for step, owner, market, product and air or sea. Each shows how many.
3. Press a trade to open it on the right with its documents, money and activity.
4. A trade with no customer or goods is under Needs data with the one thing that fixes it.

Calendar

Cut-offs, departures, arrivals, payments, holidays and tariff dates. Open Calendar

1. Switch between Month and Week. The arrows move by a month or a week, and Today comes back.
2. The coloured chips are the eight kinds of event. Press one to show or hide it.
3. Press a day to list everything on it on the right. Press an event to open its trade.
4. Payments show only when overdue or due in the next seven days. Press the payments chip to show every one.

Documents

Every paper that came in, and the ones still to be filed. Open Documents

1. Unfiled is the default: papers that came in and are not yet with a trade, each with the reason.
2. Press a paper to see who sent it and the trades it may belong to.
3. Choose the trade and press File to trade. It goes into that trade's folder in Drive.
4. Filed shows where each went. Put away holds the papers that belong to no trade.

Receivables

What customers owe us, by customer and invoice. Open Receivables

1. The figures at the top are the total owed, what is overdue, what is due in seven days and unapplied credits.
2. Press a customer to see each invoice with its trade, due day, days late and reminder step.
3. Press Reminder draft on a late invoice. Record a payment received when money arrives: the change in Xero is proposed, and only James or Quenton pressing it makes it.
4. Every invoice is chased on its own; the desk does not send statements unless a customer asks for one.

Payables

Bills we owe and the weekly payment run. Open Payables

1. The first rows are the payment run and the bills still to enter. Press one to open it.
2. Press a supplier to see its bills, what is overdue and whether its bank details are confirmed.
3. In the payment run, choose the pay day and the account. Each bill shows why it is held, and the total says what the account covers.
4. Bills held for a missing call-back are grouped one row to a supplier with the one reason.

Results

What each trade made. Open Results

1. The strip at the top shows trades Opened, Shipping, Invoiced and Paid, with a value each.
2. Each row is a trade: revenue, cost so far, gross profit, margin and markup.
3. Complete means every cost is in. Costs missing means a bill is still to come, and no margin is printed until it does.

Companies

Customers first, then growers, forwarders and the rest. Open Companies

1. Customers is the default view, sorted by what they owe and then their last trade. The other views are under the chips.
2. Press a company to open its record: people, trades, quotes, invoices and activity.
3. New quote starts a quote for that company. Email opens a message to its main contact.

People

The people we deal with, with their roles. Open People

1. Each row is a person with the company, role, email, phone and when we last heard from them.
2. Filter by role: Sales, Accounts, Documents, Operations, Management.
3. Press a person to see their messages, the trades they handled and the documents they receive.

WhatsApp

The groups, linked to the company and its trades. Open WhatsApp

1. Each row is a group with its company, its live trades and how many messages came in the last seven days.
2. Press a group to read the last fifty messages as a conversation. Ours are on the right.
3. The company and trade chips open that record. Open in WhatsApp takes you to the app to reply.

Pipeline

Opportunities, ranked by what they are worth to us. Open Pipeline

1. Switch between Table and Board. The board runs Spotted, Offer drafted, Offer sent, Replied, Quoted, Won or lost.
2. Press an opportunity to read the case: dated facts with their sources and the message as drafted.
3. Make a draft puts the message on Outreach for a yes. Assign says who decides. Dismiss takes it off the list.

Outreach

Offers drafted to buyers and growers. Open Outreach

1. Waiting for your yes is the default. Sent, Replied and Declined are under the chips.
2. Press a row to read the exact message.
3. Tick the drafts you agree with and press Approve (n) drafts, or Ctrl Enter. Each is read again before it goes.
4. A draft the plain-language check flags stays on Approve for you.

Rate card

The forwarders' rates quoting uses. Open Rate card

1. Each row is a lane on the latest sheet, with its carrier, unit and total as printed.
2. Press a lane for its transit, validity and notes. Latest means the sheet is the one in force.
3. Earlier sheets are folded under the table.

Requirements

What each market asks beyond plant health, and what it costs. Open Requirements

1. Filter by market or kind: label, import permit, certificate of origin, logger.
2. Open items have a cost we do not know yet. Press one to copy the question for the forwarder.
3. Every quote into these markets carries a line priced from here.

Outlook

Supply, price direction and rival supply by commodity. Open Outlook

1. Each row is a commodity with supply on the weather, price direction and our last buy and sell.
2. Press a commodity to see the reasons, each with its source.

Keyboard

These work on every screen. Press ? to see them without leaving what you are doing.

Pricing: markup and gross margin

Two numbers that are easy to mix up. The desk shows both and says which is which.

1. Markup is the profit as a share of what the goods cost us. You type it; there is no default. The sell price is cost plus your markup, rounded up to the next AUD 0.25.
2. Gross margin is the same profit as a share of the sell price. A 12% markup is a 10.7% gross margin, and a 20% markup is 16.7%.
3. A margin or a markup is printed only when every cost is in. Until then the screen says Incomplete and names what is missing.
4. The buyer's quote carries the price and terms only. The internal P&L is never sent.