Reconciliation and payout statement

What this page helps you do

Reconciliation answers a practical question: does the buyer’s recorded bank credit match the amount Farmlync expects from our deliveries and rate card? It groups saved deliveries by buyer and payment cycle. Use it after entering the buyer’s actual credits, and take its statement to the buyer when a cycle needs explanation. It does not import a bank statement or independently verify that a payment arrived.

Open Livestock → Milk → Reconciliation for the selected farm. Buyer payment-cycle days come from the buyer setup. Without deliveries in the chosen window, there is nothing to compare.

Set the window and cycle

Control	What it does
From / To	Select the delivery-date window. It starts with today and the previous 90 farm-local dates and supports at most 366 days per request. Widen it if the buyer’s cycle or disputed slip falls outside the window. A cycle shown at the edge can include only the deliveries returned by this date filter.
Cycle: Auto	Uses each buyer’s saved payment-cycle length, so different buyers can be grouped in different rhythms. If a referenced buyer cannot be found in the active buyer list, the grouping falls back to 30 days.
10-day / 15-day / Monthly	Overrides every buyer with the selected calendar-aligned comparison window. Ten-day windows are days 1–10, 11–20 and 21–month-end; fifteen-day windows are 1–15 and 16–month-end; Monthly is the calendar month. These controls regroup the same deliveries; they do not edit the buyer contract or its saved cycle length.
Export CSV	Downloads one summary row per buyer and cycle in the selected window, with delivery count, litres, expected, received, outstanding, paid percentage and status. Use Deliveries → Export CSV when you need one row per load instead.

For other buyer cycle lengths, the page groups consecutive days into fixed-length windows anchored to a fixed calendar date. Those windows may cross month boundaries. The cycle is a view over saved deliveries; it does not change a delivery’s payout or payment status.

Read the results

The top strip shows deliveries, expected payout, received credit and the non-negative outstanding difference across the chosen date window. Each buyer section totals its cycles and displays the saved buyer name, number of deliveries, canonical litres, expected and received amounts. A cycle row shows its start and end dates, delivery count, litres, expected and received amounts. Current means the cycle’s end date has not passed in the farm’s timezone. If this farm has deliveries priced in different currencies, these summary amounts are not currency-converted, and the displayed symbol comes from the organisation’s formatting settings rather than each delivery. Filter and reconcile each currency against its own buyer evidence instead of relying on the combined money total or CSV.

Select a cycle row to expand its individual deliveries. Check each delivery’s date, session, volume, estimated payout and any different paid amount. If a slip or credit is wrong, return to Deliveries to inspect its evidence and use the permitted correction or payment action. Changing the cycle selector only changes grouping; it does not repair a source record.

The cycle badge compares total received ÷ total expected:

Badge	Meaning
Open	The cycle is current and no credit has been entered yet.
Settled	Received is within 99.5%–100.5% of expected.
+x%	Received exceeds 100.5% of expected; investigate an adjustment or overpayment.
95–99%	The short payment is relatively small; inspect the receipt and the next cycle.
Below 95%	The short payment is more substantial; gather the buyer’s evidence and raise the difference.
Unpaid	The cycle has ended and no credit is recorded.

These are cycle-level badges. A delivery’s Paid/Partial/Disputed badge uses its own thresholds and can differ from the combined cycle badge. The outstanding display is clamped at zero, so an overpayment appears in the received amount and +x% badge rather than as a negative outstanding balance.

Share or print a cycle statement

The Share summary icon on a cycle prepares a concise buyer/period message for the device’s sharing method. The statement icon opens a print-friendly Payout statement in another tab. It lists farm and buyer, period and cycle length, then every delivery’s date, session, canonical litres, fat, SNF, expected amount and recorded paid amount. Totals and any outstanding amount follow; there are farmer and buyer-secretary signature lines. The statement currently prints the buyer’s saved payment-cycle length even when you opened it from the 10-day, 15-day or Monthly override. The displayed date range is the chosen cycle; use Auto when the printed cycle-length label must match the saved buyer agreement, and verify the period before sharing.

Select the Print button to open the browser’s print dialog; choose its Save as PDF destination if you need a file. The statement is generated from the currently saved Farmlync records at the time it opens; it is not a signed buyer invoice or bank confirmation. If the source records are corrected, reopen the statement to see the revised totals. A statement for a buyer that has since been deactivated can currently show a blank buyer name because the header looks only in the active buyer catalog; confirm the delivery rows and reactivate or review the buyer record before issuing that statement. Use the back link to return to Reconciliation.

If the buyer disputes the amount, compare the printed cycle with the buyer’s slip and bank credit. Check route/formula terms, quality values and each delivery’s actual paid amount before editing records. Keep source proof attached to the delivery where available.