Stop Order System Documentation

Tables of Contents
1. Data transfer
a. Sale file 2
b. Stop order file 4
c. Deduction file 9
d. Bale file 10
e. Transporter file 12
f. Daily buyer stats file 13
g. Rejections file 14

Stop order Documentation (Nov 2018) Page 1

DATA TRANSFER

1. SALE FILE

When a selling point uploads a Sale File, a link on the TIMB website will be
automatically generated where they can download their Stop Order File. The
TIMB system will automatically reject files with errors. A detailed error log file will
be generated. Each morning a selling point must upload, through the TIMB
website a file of all the growers selling that day. The file must be in the following
format:

Grower Type varchar2 (1)

Grower number number (6)
Grower Suffix varchar2 (2)

This file must be called XXSAmmdd.V

Where XX identifies the selling point, SA is short for SAle file, mm = month,
dd=day of the sale date. The following identifiers will be used for XX

FILE SYMBOL NAME

AQ AQUA TOBACCO COMPANY
AZ AGRITRADE RUSAPE
BC GOLD LEAF SERVICES
BK BOKA TOBACCO FLOORS
CA CURVERID ACHIEVERS
CB CONSOLIDATED TOBACCO BURLEY
CH CONSOLIDATED TOBACCO
CN CENTRAL LEAF TOBACCO
CR TIMB Support - Curverid
CT CURVERID TOBACCO
CV CURVERID TOBACCO
CZ TIMB Support - Chidziva
EJ ETHICAL LEAF TOBACCO
EL NORTHERN TOBACCO
GL GOLDEN LEAF MERCHANTS
GR GLS RUSAPE
HR HURUYADZO
IL INTERCONTINENTAL LEAF TOBACCO
IR INTEROL TRADING
KC KRATOS
LN LEANRISE AGRICULTURE
LT LEAF TRADE TOBACCO
M1 MTC Karoi
M2 MTC Rusape
M3 MTC Mwurwi

Stop order Documentation (Nov 2018) Page 2

M4 MTC Karoi 2
MA MAJESTIC TOBACCO
MF MTC TSF
MG MAGUIRES
MK MUNAKIRI TOBACCO
MT MASHONALAND TOBACCO COMPANY
MX MAXLUCY INV
OH ONHART TOBACCO
PB BOOST AFRICA
PC PREMIER CONTRACT
PG ZPTFA GBT
PL PREMIUM LEAF TOBACCO
PM PAMUKA
PT PREMIER TOBACCO
SC SAG CIVILS
SH SHASHA TOBACCO
SL SALTLAKES
SS SUB SAHARA TOBACCO
SV SAVANNAH TOBACCO
TL TSL
TR TRIBAC
TS TOBACCO SALES FLOORS
TX TIAN ZE TOBACCO COMPANY
TZ TIAN ZE TOBACCO COMPANY
VD VOESDEL
ZD TIMB Support - ZLT
ZL ZIMBABWE LEAF TOBACCO
ZP ZPTFU
ZS ZLT SMALL SCALE
ZT AGRITRADE

Stop order Documentation (Nov 2018) Page 3

2. STOP ORDER FILE

The TIMB system will extract a file enabling a floor/contractor to deduct stop
orders and invoice creditors for those growers. The file will be in the following
format:

Sale-ID varchar2(1)
Record-Type number(2)
Grower-Type varchar2(1)
Grower number(6)
Grower-Suffix varchar2(2)
Creditor No number(5)
Priority number(2)
Creditor Ref varchar2(10)
Account No varchar2(14)
Amount 1 number(20)
Sign 1 varchar2(1)
Amount 2 number(20)
Sign2 varchar2(1)
Amount3 number(20)
Sign3 varchar2(1)
Percent number(7)
Int_date number(8)
Type varchar2(1)
Serial_no number(2)

This file will contain records with three different record types, 02, 03 and 05.

Record Type 05 – Hessian

Contains the standard fields plus the following:
 Amount 1 – (Hessian Deposit) This will contain the total amount, in cents of
deposit paid to a Hessian Supplier
 Amount 2 – (Hessian Refund) This will contain the total refund amount in
cents paid to the grower to date.
 Amount 3 – This will contain the year to date number of bales sold.

The rest of the fields will be left blank. The grower must be refunded the Hessian
refund amount for every bale sold until his/her Hessian Deposit (Amount1) is
exhausted.

At floors
+ refund
- deduction

Hessian Algorithm

Stop order Documentation (Nov 2018) Page 4

 1. Calculate the total number of year to date bales sold, including today’s
sale. 16+3
2. Calculate refund amount ('number of bales sold todate' * 'current refund
amount') 34.20
3. If the answer in step 2 < Amount1, take the answer in 2, otherwise, take
Amount1
4. Subtract Amount2 from the answer in step 3.
5. If the answer in step 4 is positive, refund this amount to the grower, if it is
negative, deduct this amount from the grower.
New wraps - 2.20, Old wraps – 1.80

Record type 01 – Invoice Creditors - USD

Contains the standard fields plus the following:

Account Number – this will contain the creditors account number where the
money is to be deposited.

Amount 1 – Amount to be deducted.

A floor/contractor is to deduct the ‘amount to be deducted’ from the grower and

pay it to the creditor. If the amount is negative then the amount must be refunded
to the grower and the floor/contractor has to recover the money from the creditor.

Record type 02 – Invoice Creditors - ZWL

Contains the standard fields plus the following:

Account Number – this will contain the creditors account number where the
money is to be deposited.

Amount 1 – Amount to be deducted.

A floor/contractor is to deduct the ‘amount to be deducted’ from the grower and

pay it to the creditor. If the amount is negative then the amount must be refunded
to the grower and the floor/contractor has to recover the money from the creditor.

Record Type 03 – ZW$ Stop Orders

Contains the standards fields plus the following:

Priority – Contains the priority number of the stop order

Stop order Documentation (Nov 2018) Page 5

Reference – Contains the reference.
Type – Contains the stop order type
Serial Number – Contains the serial number of the stop order

a. For stop order type 01 – Deduct all proceeds until sum to pay has
been reached

Additional fields on the input record are:

Amount 1 = Amount outstanding

All proceeds must be deducted to a maximum of the total outstanding

amount. If the total amount to deduct is negative then the grower must be
given a refund of this amount.

b. For Stop order type 02 – Deduct a % of YTD net until sum to pay has
been reached

Additional fields on the input record are:

Amount 1 = Year To Date Net
Amount 2 = Total Amount paid to date
Amount 3 = Outstanding Amount
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

1. If Amount 3 is negative, refund this amount to the grower and stop
further calculations
2. Add today’s Net to Amount 1.
3. Calculate a percent of Amount 1(Year To date amount to deduct)
4. Subtract Amount 2 from result of 3 above. If the answer is bigger
than Amount 3, then deduct Amount 3, else deduct answer from
the grower.

c. For Stop Order Type 03 – Deduct a % of YTD GROSS after gross has
reached sum to pay

Additional fields on the input record are:

Amount 1 = Year to date Gross

Amount 2 = Total amount paid to date
Amount 3 = Outstanding Amount
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

Stop order Documentation (Nov 2018) Page 6

 1. If Amount 3 is negative, refund this amount to the grower and stop
further calculations.
2. Add today’s gross to Amount 1.
3. If Amount 1 (Resultant from step 2) >= Amount 3 and Amount 3 >
0, then proceed to 4, else, do not deduct.
4. Calculate Percent of AMOUNT 1 (year to date amount to deduct).
5. Subtract Amount 2 from result of 4 above. If the answer is bigger
that Amount 3, then deduct Amount 3, else, deduct answer from
the grower.

d. For Stop Order Type 04 – Deduct a % of YTD NET after net has
reached sum to pay

Additional fields on the input record are:

Amount 1 = Year to date Net

Amount 2 = Total amount paid to date
Amount 3 = Outstanding Amount
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

1. If Amount 3 is negative, refund this amount to the grower and stop

further calculations.
2. Add today’s Net to Amount 1.
3. If Amount 1 >= Amount 3 and Amount 3 > 0, then proceed to 4,
else, do not deduct.
4. Calculate Percent of AMOUNT 1 (year to date amount to deduct).
5. Subtract Amount 2 from result of 4 above. If the answer is bigger
that Amount 3, then deduct Amount 3, else, deduct answer from
the grower.

e. For Stop Order Type 05 – Deduct a % of YTD Gross

Additional fields on the input record are:

Amount 1 = Year To Date Gross

Amount 2 = Total Amount paid to date
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

1. Add today’s Gross to Amount 1.
2. Calculate a percent of Amount 1(Year To date amount to deduct)

Stop order Documentation (Nov 2018) Page 7

 3. Subtract Amount 2 from result of 3 above. Deduct answer from the
grower.

f. For Stop Order Type 06 – deduct a % of YTD NET

Additional fields on the input record are:

Amount 1 = Year To Date Net

Amount 2 = Total Amount paid to date
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

1. Add today’s Gross to Amount 1.
2. Calculate a percent of Amount 1(Year To date amount to deduct)
3. Subtract Amount 2 from result of 3 above. Deduct answer from the
grower.

g. For Stop Order Type 07 – Deduct all proceeds

Additional fields on the input record are:

None

To calculate the amount owing on this stop order:

Deduct all proceeds.

h. For Stop Order Type 08 – Deduct a % of YTD GROSS until sum to pay
is reached.

Additional fields on the input record are:

Amount 1 = Year to date Gross

Amount 2 = Total amount paid to date
Amount 3 = Outstanding Amount
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

1. If Amount 3 is negative, refund this amount to the grower and stop

further calculations.
2. Add today’s gross to Amount 1.
3. If Amount 3 > 0, then proceed to 4, else, do not deduct.
4. Calculate Percent of AMOUNT 1 (year to date amount to deduct)
(ANSWER IN 2).

Stop order Documentation (Nov 2018) Page 8

 5. Subtract Amount 2 from result of 4 above. If the answer is bigger
than Amount 3, then deduct Amount 3, else, deduct answer from
the grower.

p. For Stop Order Type 09.

Additional fields on the input record are:

Amount 1 = Year to date Gross

Amount 2 = Total amount paid to date
Amount 3 = STOP ORDER Amount
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

...1. If Amount 3 is negative, refund this amount to the grower and stop
further calculations.
..2. Add today’s gross to Amount 1.
...3. If Amount 3 > 0, then proceed to 4, else, do not deduct.
..4. Calculate Percent of answer in STEP 2 (year to date amount to
deduct).
..5. Subtract Amount 2 from result of 4 above.
..6. Subtract Amount 2 from Amount 3. If the answer is greater than
answer in STEP 5, then deduct answer from STEP 5, else, deduct answer
in STEP 6 from the grower.

Record Type 06 – USD$ Stop Orders

Contains the standards fields plus the following:

Priority – Contains the priority number of the stop order

Reference – Contains the reference.
Type – Contains the stop order type
Serial Number – Contains the serial number of the stop order

i. For stop order type 01 – Deduct all proceeds until sum to pay has
been reached

Additional fields on the input record are:

Stop order Documentation (Nov 2018) Page 9

 Amount 1 = Amount outstanding

All proceeds must be deducted to a maximum of the total outstanding

amount. If the total amount to deduct is negative then the grower must be
given a refund of this amount.

j. For Stop order type 02 – Deduct a % of YTD net until sum to pay has
been reached

Additional fields on the input record are:

Amount 1 = Year To Date Net
Amount 2 = Total Amount paid to date
Amount 3 = Outstanding Amount
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

5. If Amount 3 is negative, refund this amount to the grower and stop
further calculations
6. Add today’s Net to Amount 1.
7. Calculate a percent of Amount 1(Year To date amount to deduct)
8. Subtract Amount 2 from result of 3 above. If the answer is bigger
than Amount 3, then deduct Amount 3, else deduct answer from
the grower.

k. For Stop Order Type 03 – Deduct a % of YTD GROSS after gross has
reached sum to pay

Additional fields on the input record are:

Amount 1 = Year to date Gross

Amount 2 = Total amount paid to date
Amount 3 = Outstanding Amount
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

6. If Amount 3 is negative, refund this amount to the grower and stop

further calculations.
7. Add today’s gross to Amount 1.
8. If Amount 1 (Resultant from step 2) >= Amount 3 and Amount 3 >
0, then proceed to 4, else, do not deduct.
9. Calculate Percent of AMOUNT 1 (year to date amount to deduct).

Stop order Documentation (Nov 2018) Page 10

 10. Subtract Amount 2 from result of 4 above. If the answer is bigger
that Amount 3, then deduct Amount 3, else, deduct answer from
the grower.

l. For Stop Order Type 04 – Deduct a % of YTD NET after net has
reached sum to pay

Additional fields on the input record are:

Amount 1 = Year to date Net

Amount 2 = Total amount paid to date
Amount 3 = Outstanding Amount
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

6. If Amount 3 is negative, refund this amount to the grower and stop

further calculations.
7. Add today’s Net to Amount 1.
8. If Amount 1 >= Amount 3 and Amount 3 > 0, then proceed to 4,
else, do not deduct.
9. Calculate Percent of AMOUNT 1 (year to date amount to deduct).
10. Subtract Amount 2 from result of 4 above. If the answer is bigger
that Amount 3, then deduct Amount 3, else, deduct answer from
the grower.

m. For Stop Order Type 05 – Deduct a % of YTD Gross

Additional fields on the input record are:

Amount 1 = Year To Date Gross

Amount 2 = Total Amount paid to date
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

4. Add today’s Gross to Amount 1.
5. Calculate a percent of Amount 1(Year To date amount to deduct)
6. Subtract Amount 2 from result of 3 above. Deduct answer from the
grower.

n. For Stop Order Type 06 – deduct a % of YTD NET

Additional fields on the input record are:

Amount 1 = Year To Date Net

Stop order Documentation (Nov 2018) Page 11

 Amount 2 = Total Amount paid to date
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

4. Add today’s Gross to Amount 1.
5. Calculate a percent of Amount 1(Year To date amount to deduct)
6. Subtract Amount 2 from result of 3 above. Deduct answer from the
grower.

o. For Stop Order Type 07 – Deduct all proceeds

Additional fields on the input record are:

None

To calculate the amount owing on this stop order:

Deduct all proceeds.

p. For Stop Order Type 08 – Deduct a % of YTD GROSS until sum to pay
is reached.

Additional fields on the input record are:

Amount 1 = Year to date Gross

Amount 2 = Total amount paid to date
Amount 3 = Outstanding Amount
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

6. If Amount 3 is negative, refund this amount to the grower and stop

further calculations.
7. Add today’s gross to Amount 1.
8. If Amount 3 > 0, then proceed to 4, else, do not deduct.
9. Calculate Percent of AMOUNT 1 (year to date amount to deduct)
(ANSWER IN 2).
10. Subtract Amount 2 from result of 4 above. If the answer is bigger
than Amount 3, then deduct Amount 3, else, deduct answer from
the grower.

p. For Stop Order Type 09.

Additional fields on the input record are:

Stop order Documentation (Nov 2018) Page 12

 Amount 1 = Year to date Gross
Amount 2 = Total amount paid to date
Amount 3 = Storoder Amount
Percent = Percentage to deduct

To calculate the amount owing on this stop order:

...1. If Amount 3 is negative, refund this amount to the grower and stop
further calculations.
..2. Add today’s gross to Amount 1.
...3. If Amount 3 > 0, then proceed to 4, else, do not deduct.
..4. Calculate Percent of answer in STEP 2 (year to date amount to
deduct).
..5. Subtract Amount 2 from result of 4 above.
..6. Subtract Amount 2 from Amount 3. If the answer is greater than
answer in STEP 5, then deduct answer from STEP 5, else, deduct answer
in STEP 6 from the grower.

3. DEDUCTION FILE

After every sale day the floors/contractors must provide T.I.M.B with a file
containing all the stop order and invoice creditor deductions/refunds made that
day. The file must be in the following format:

SALE-ID varchar2(1)
REC-TYPE number(2)
GROWER-TYPE varchar2(1)
GROWER number(6)
GROWER_SUFFIX varchar2(2)
CR_NO number(5)
CR-REF varchar2(10)
AMOUNT number(20)
SIGN varchar2(1)
SERIAL-NO varchar(3)

SALE-ID: Sale Identifier

REC-TYPE: 02,03, 04 or 06
GROWER_TYPE: Grower Type
GROWER: Grower Number
GROWER_SUFFIX: Grower Suffix
CR_NO: Creditor Number
CR_REF: Reference

Stop order Documentation (Nov 2018) Page 13

AMOUNT: Amount
SIGN: ‘+’ or ‘-‘ for Amount (can be ‘-‘ for adjustments)
SERIAL_NO: Serial Number of Stop Order

Record Type 02: Invoice Creditors

Reference can be null.
Serial Number = Zero
Amount = Amount Deducted or Refunded

Record Type 03 – Stop Orders

Reference can be null.
Amount = Amount deducted or refunded

Record Type 04 – Growers Net

Reference = null
Serial Number = Zero
Amount = Net of All today’s Sales

Record Type 06 – Stop Orders

Reference can be null.
Amount = Amount deducted or refunded

The file must be called: XXDEmmdd.v -- mm=month, dd=day of the sale date.

4. BALE FILE

After every sale, a selling point must provide TIMB with a file containing details of
every bale sold and rejected that day. The file must be in the following format:

SALE-ID varchar2(1)
BALE_SET varchar2(10)
GROWER_TYPE varchar2(1)
GROWER number(6)
GROWER_SUFFIX varchar2(2)
GRADE varchar2(5)
BALE_NO number(6)
MASS number(7)
SIGN varchar2(1)
PRICE number(5)
CONV_RATE number(16,4)
US_VAL number(14)
SIGN varchar2(1)
ZIM_VAL number(16)

Stop order Documentation (Nov 2018) Page 14

SIGN varchar2(1)
CULTIVAR varchar2(4)
INDICATOR varchar2(1)
BUYERCODE varchar2(5)
WRAP varchar2(3)

SALE_ID – Sale Identifier

BALE_SET - Bar Code
GROWER_TYPE - ‘V’
GROWER - Grower number
GROWER_SUFFIX - Grower suffix
GRADE - TIMB Grade for sold bales, Reason and method for not
Sold (TT RO CO or Rejection code)
BALE_NO - Bale Number
MASS - Mass
SIGN - ‘+’ or ‘-‘ for the mass (can be ‘-‘ for adjustments)
PRICE - US price in cents
CONV_RATE - Conversion Rate
US_VAL - US$ Value in US cents
SIGN - ‘+’ or ‘-‘ for US value (can be ‘-‘ for adjustments)
ZIM_VAL - ZW$ in cents
SIGN - ‘+’ or ‘-‘ for US value (can be ‘-‘ for adjustments)
CULTIVAR - Cultivar (Variety)
INDICATOR - ‘N’ = sold, ‘*’ = not sold and ‘?’ = Adjustment.
BUYERCODE - codes used for buyers
WRAP - codes used by Hessian Suppliers.

This file must be called: XXBLmmdd.v -- mm=month, dd=day of the sale date.

Stop order Documentation (Nov 2018) Page 15

5. TRANSPORTER FILE

After every sale, if there are any transporter invoices that the selling point had
captured into their systems, a file will be generated to be uploaded to the T.I.M.B
stop order system. The file must be in the following format:

REC-TYPE number(2)

Sale-ID varchar2(1)
Grower-Type varchar2(1)
Grower number(6)
Grower-Suffix varchar2(2)
Creditor No number(5)
Amount 1 number(16)
Sign 1 varchar2(1)
Date varchar2(8)

Example:
For a floor any given floor the file will look like this

Stop order Documentation (Nov 2018) Page 16

02JV100000 190700020000000000+01012006
01JV100000 190700020000000000+01012006

Where
REC-TYPE 02
Sale-ID J
Grower-Type V
Grower 100000
Grower-Suffix BLANK
Creditor No 1907
Amount 1 2,000,000.00 (note value in file is in cents)
Sign 1 + (if refund done sign should be negative)
Date 1 January 2006 (date format is ddmmyyyy)

This file must be called XXTRmmdd.v where XX identify the usual selling point
that was used for all other files, TR is short for Transporters’ file, mm = month,
dd=day of the sale date

6. DAILY BUYER STATS FILE

After every sale, a selling point must provide TIMB with a file containing a
summary daily purchases that occurred on the floor. This file upload shall be a
prerequisite for a floor to be able to upload the BL, DE and TR files. The file must
be in the following format:

This file will be submitted before the BL, DE and TR files.

BUYER varchar2(45)
BALES_LAID number(6)
BALES _REJECTED number(6)
BALES_SOLD number(6)
MASS_SOLD number(7)
US_VAL number(14,2)
ZIM_VAL number(16,2)

Stop order Documentation (Nov 2018) Page 17

HIGHEST_PRICE number(3)
LOWEST_PRICE number(3)
AVG_PRICE number(3)
FLOOR varchar2(4)

BUYER – TIMB buyer’s code

BALES_LAID - Total number of bales laid on the floor for that day
BALES _REJECTED - Total number of bales rejected by the buyer
BALES_SOLD - Total number of bales bought by the buyer
US_VAL - Value of tobacco bought by the buyer (USD)
ZIM _VAL - Value of tobacco bought by the buyer (ZWD)
HIGHEST_PRICE - Buyers highest price for the day
LOWEST _PRICE - Buyers lowest price for the day
AVG_PRICE - Average price
FLOOR - TIMB floor code

This file must be called: XXDSmmdd.v (WHERE mm=month, dd=day of the sale
date).

7. DAILY REJECTIONS FILE

After every sale, a selling point must provide TIMB with a file containing a
summary daily purchases that occurred on the floor. This file upload shall be a
prerequisite for a floor to be able to upload the BL, DE and TR files. The file must
be in the following format:

This file will be submitted before the BL, DE and TR files.

REJECTION_CODE varchar2(8)
BALES _REJECTED number(6)
REJECTED_BALE_MASS number(7)

REJECTION_CODE – TIMB rejection code

BALES _REJECTED - Total number of bales rejected
REJECTED_BALE_MASS - Total mass of rejected bales

Stop order Documentation (Nov 2018) Page 18

This file must be called: XXREmmdd.v (WHERE mm=month, dd=day of the sale
date).

Stop order Documentation (Nov 2018) Page 19