Orders, buyers and documents

For exporters

Your buyers

Record each buyer with their country. The country matters more than it looks: it is what lets you answer “which European customers received produce from this farm?” without digging through files.

Sales orders

1. Create the order against a buyer, with the product, quantity and destination.
2. Allocate cartons to it from your finished lots. This is the moment the order becomes connected to specific produce from specific farms.
3. Confirm the order.
4. Ship it when it goes, and record the shipping date.
5. Invoice it.

An order moves through those states, and the state is what the rest of the system reads. Cartons on a cancelled order are correctly excluded from what you count as sold — so keep statuses honest rather than leaving stale orders open.

Export documents

Generate the documentation that travels with a consignment from the order and the lots behind it, rather than typing it fresh. Fewer transcription errors, and the paperwork matches what is physically on the pallet.

Invoicing

Raise the commercial invoice against the order. The accounting entries are posted behind it automatically, so your ledger follows your operations without separate bookkeeping.

Purchase orders and vendors

The other direction: what you buy in — packaging, materials, services — with the vendors you buy it from. Same idea, so the costs sit alongside the revenue.

Knowing how exposed you are

The buyer concentration view shows how much of your volume depends on how few buyers. It is not a compliance question, but it is one of the more useful things the data can tell you — and it is worth looking at before you agree to a large order from a new customer at the expense of an existing one.