International Export Sales Contracts & Differential Pricing

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for International Export Sales Contracts & Differential Pricing within SmartERP.

Manage commercial coffee sales contracts, New York 'C' futures market differentials, Incoterms, and buyer payment guarantees.

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2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_commodity_export, smarterp_agri_traceability
• Security Groups:
  • Export Logistics Officer (Technical ID: smarterp_export.group_export_user)
  • Coffee Quality Lab Grader (Q-Grader) (Technical ID: smarterp_export.group_export_qa)
  • Export Commercial Director (Technical ID: smarterp_export.group_export_manager)
• Master Data Dependencies: Coffee origination zones (Yirgacheffe, Sidama, Guji, Jimma, Harar), ECX contracts, washing stations, export container lots, and NBE 50/50 FX retention accounts.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Coffee Export app icon.
4. From the top navigation bar, open Coffee Export → Origination → Lots / Grading / Contracts / Shipping Documents.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Export Contract Reference (Mandatory): Registered international sales contract number approved by ECTA
   • Origin & Washing Station (Mandatory): Traceable regional washing or hulling station
   • Grade & Screen Size (Mandatory): Specialty Grade 1/2 or Commercial Grade classification with moisture %
   • Contract Quantity (Metric Tons) (Mandatory): Volume in standard 60 kg export jute bags
3. Configure optional operational parameters and localized tags as required:
   • Cupping Score & Sensory Profile (Optional): Certified Q-grader sensory score (acidity, body, floral notes)
   • Port of Loading & Discharge (Optional): Inland dry port (Modjo) to discharge port (Djibouti/Rotterdam)
   • NBE FX Retention Account (Optional): Designated commercial bank foreign exchange account
4. Click the Save icon in the control bar to commit the record.

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Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Origination Batch → Cupping & Grading → Contract Confirmed → Processing / Bagging → Customs Cleared → Shipped).
• Ledger & System Impact: Shipment confirmation recognizes export revenue in foreign currency (USD/EUR), debits export receivables, and computes statutory 50/50 NBE foreign exchange retention entries.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

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Coffee Pricing Mechanisms: Futures & Differentials#

Commercial Arabica coffee contracts link to the Intercontinental Exchange (ICE) New York 'C' coffee futures benchmark:

$$\text{Contract Price ($/lb)} = \text{ICE 'C' Futures Benchmark} + \text{Origin Quality Differential}$$

For Ethiopian specialty coffees (e.g., Washed Yirgacheffe Q1), quality differentials command premiums ranging from $+80\, c/lb$ to $+350\, c/lb$ over the benchmark price.

Creating an Export Sales Contract in SmartERP#

1. Navigate to Coffee Export > Sales > Export Contracts and click New.
2. Define contract commercial terms:
   • Contract Number: e.g., EXP-COF-2026-042.
   • Buyer: International Coffee Importer / Roaster.
   • Coffee Variety & Grade: Washed Sidama Specialty Grade 1 (Q1).
   • Packing Density: 60 kg GrainPro hermetic bag inside export sisal sack.
   • Volume: 320 Bags (19,200 kg net / One 20ft Full Container Load).
   • Delivery Term (Incoterm 2020): FOB Djibouti Port or CIF Hamburg.
3. ECTA Price Registration:
   • The system validates that contracted price meets or exceeds the mandatory ECTA Minimum Weekly Export Registration Floor Price.
4. Generate the formal European Coffee Federation (ECF) or Green Coffee Association (GCA) contract document.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Export: Track NBE 50/50 FX retention account expiration (smarterp_export.ir_cron_fx_retention): Runs weekly to monitor statutory 30-day conversion windows
  • Traceability: Monitor container transit milestones (smarterp_export.ir_cron_container_tracking): Runs daily to update Modjo dry port to Djibouti customs handoffs
• Custom Print Templates & Reports:
  • ECTA Coffee Quality & Traceability Inspection Dossier
  • Export Commercial Invoice, Packing List & Certificate of Origin
  • Bole Cargo / Modjo Dry Port Multimodal Shipping Manifest
  • NBE Foreign Exchange Retention & Commercial Bank Allocation Slip
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#