Transcript Document

Gin System Overview
Please read ALL instructions on every screen.
This overview is intended to show the operation of the eCotton Gin
program.
While some aspects apply to all customers, others will need to
understand that their operations are unique.
For unique or specific requirements, please contact eCotton.
Remember, on every eCotton program screen, pressing F1 displays HELP for
that subject.
Click here to continue…..
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Use these fast access icons. Each icon is also defined
within menu options. For example: Bale Review is also
found in Utilities --> Bale Review..
Enter Loads
and Bales
Create An
Outbound File
Import from
Remote
Bale Entry
Read an Inbound
File
Post Load and
Bales
Run a Custom
Report
Bale Director
Read Classing Data
Read Warehouse
Data
Create EWR
Transactions
Enter Trucker’s
Acceptance (TA)
Settlement Invoice
Entry
Enter Recaps
Bale Review
Enter Seed
2 Sales
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Overview
Title Bar
Icon Bar
Close
Full Screen
Minimize
Menu Bar
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Overview
Additional Options - Screen Design
All eCotton program screens have an
additional options button. It is located
in the bottom-right corner of each screen.
The additional options provide extra
functions for the current screen.
When entering data on the entry screens,
all the input areas may not be used.
Those un-needed input areas can be
‘turned off’ using screen design.
Click the additional options arrow and
click on Screen Design.
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Overview
Screen Design
Note that the arrow pointer changes
to a hand pointer.
Move the pointer over any input
area and click the left mouse button.
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Overview
Screen Design
When the mouse button is clicked,
the input area becomes ‘grayed
out’ and access is denied.
Continue until all un-necessary
input areas are selected.
Click the additional options arrow
again to save the screen design.
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Overview
Entity
Entries Ginning Seed
Buyer
Recap
Invoice
Shipment
Loan
Reports
Remote
Utilities Help
Click on any Menu Option for details.
End Orientation
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Overview
Entity
An entity is the database you want to perform work
in. An entity is similar to a set of accounting books
specific to a business. Instead of relating to a
business, the data is related to a crop year.
Entities can be unique for individual crop years,
multiple gins.
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Overview
Entity - Entity Selection
Choose which Entity you desire by clicking
the entity name once to highlight, then click
Select.
To Add or copy an Entity, click the + Add
button.
Make an entity copy prior to begin a new season.
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Overview
Entity – Create a New Entity
To make a new entity and copy the data from
an existing entity:
Click on the drop-down arrow to select from a
list of existing entities or use Master (Master is
a blank, template entity).
THEN
Type the name of the new (Entity to copy to:)
and click on the OK button. If you want this
new entity to be the one that is used each
time you open Gin, select Make Default.
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Overview
Entity - System Parameters
The system parameters determine how the
eCotton program processes the data you
enter.
When Gin is first installed, you will be
prompted to enter system parameters.
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Overview
Entity - System Parameters
Attention:
You must setup system parameters before other
features of the program are accessible.
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Overview
Entity - System Parameters - Company
Loan value for your local
base grade cotton (41-4/34)
and for for calculations
of CCC Loan values.
Used on
printing of
invoices and
other reports.
Used as your
Email return
Address.
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Overview
Entity - System Parameters - Defaults
Used for calculations
of seed inventory and
seed credit.
Required
for correct
bale record.
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Overview
Entity - System Parameters - Preferences
Commits bales to
co-ops or brokers
only when loads
are posted or put
on a TA.
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Overview
Entity - System Parameters - Entry Ranges
Enter values
here to insure
they are within
acceptable ranges.
A message displays
if out of range.
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Overview
Entity - System Parameters - Charges
These appear as category
headings on Gin statements.
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Overview
Entity - System Parameters - Interface
Set this up for
your warehouse
if a you are a
Gin/Warehouse
Combo.
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Overview
Entity - System Parameters - Accounting
These values are entered to interface with
accounting programs which eCotton
interfaces with.
There is an additional fee for the interface
license.
Access the internet and click the License button.
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Overview
Entity - System Parameters - Recap/Pricing
Allows you to customize the look of
your recap.
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Overview
Entity - System Parameters - Invoice
These values are entered to
define what is printed on the
settlement invoices.
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Overview
Entity - System Parameters - CCC Loan/LDP
Provided by the
FSA office in D.C.
You use this file
destination to store
the LDP/Loan File.
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Overview
Entity - System Parameters - Statement/Ticket Report Layout
Controls the look of your
GIN statement.
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Overview
Entity – Printer Setup…
Use this screen for multiple
printer setup if using different
printers for specific tasks.
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Overview
Entries
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Overview
Entries - Producer
Using the ‘Roll’ arrows
to roll to the next higher
or next lower producer ID
allows for quick viewing
of the Producer’s info.
Type in an ID and press
the tab key once.
Or, you can click the ?
and select from a list of
previously entered
producers.
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Overview
Entries - Producer
After the charge tables are set up,
indicate which one to use for
each producer.
The charge table may be the
same for all producers or
there may be a need for
different charges for individual
producers.
Once the producer ID is
entered, enter the farm
IDs for that producer.
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Overview
Entries - Producer - Farm
A charge table here is specific
for this farm only.
Check here if the farm is eligible
for CCC loan.
Once the farm ID is
entered, enter the field
IDs for that farm
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Overview
Entries - Producer - Field
This screen is used for
tracking data at the field
level.
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Overview
Entries - Landlord
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Overview
Entries - Landlord
Enter the new landlord
ID here or click the ?
to select from a list.
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Overview
Entries – Landlord Groups
Enter the new landlord
group ID here or click the ?
to select from a list.
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Overview
Entries
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Overview
Entries – Warehouse Entry
Enter the new Warehouse
ID here or click the ?
to select from a list.
Use this screen to enter data
for the Warehouse that you
send bales to.
If you are a Gin/Warehouse
combination, enter your
tariff IDs here.
Click Warehouse charges
so they can be calculated
on the settlement invoice.
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Overview
Entries - Warehouse - Charges
Setup your warehouse
charges on this screen.
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Overview
Entries
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Overview
Entries - Ginning Charge Table
Enter the ginning charges.
You can have more than one charge table.
Enter the new Charge Table
ID here or click the ? to select
from a list.
Enter charge details here.
Click Save when the charge is complete and
Done when all charge table information is entered.
Return to Gin Main Menu
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Overview
Ginning -
Load/Bale Entry…
You can click on the Enter Loads & Bales
icon for ‘fast access’ to the Load/Bale
Entry section.
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Overview
Ginning -
Load Entry
The Load Entry screen is used to enter and edit load data.
The fields highlighted in red are
required prior to entering bales.
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Overview
Ginning -
Load Entry
Click the Enter Bales button below
to enter bales for this load.
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Overview
Ginning – Bale Entry
The preferred method of Bale entry is to use the eCotton
Remote Bale Entry utility.
Bale data is recorded as the bale is ginned. The data
includes automatic entry of weight (if scales are attached),
automatic bale number entry, and interface to the office Gin
system to identify producer’s bales being ginned.
The bale data is imported into the GIN system via
networked PCs or using a removable disk.
Contact eCotton for more details.
Type in a Bale number. Bales can be sequentially numbered
automatically if set up in system parameters.
When the weight is typed, the next number is automatically filled in
and the program waits for the bale weight entry for the next bale.
Press the ESC key to end bale entry. Click Save.
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Overview
Ginning – Bale Entry
Click the Save button to save
the bales on this load.
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Overview
Ginning -
Load Entry
You can set up in the system
parameters for a prompt to
post the load when the save
button is clicked.
Click the Save button below
to save the load data.
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Overview
Ginning -
Load Entry
The load is then posted to
the permanent bale file.
To make further changes,
click the Unpost button.
Click the Save button below
to save and repost the load
if unposted to make changes.
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Overview
Ginning -
Import from Remote Bale Entry…
The Remote Bale Entry Utility is used to record bale
data during the ginning process. The data includes
automatic weight entry from an attached scale.
You can click on the Import From
Remote Bale Entry icon for ‘fast
access’ to that section.
The bale data is imported into the Gin system via
networked PCs or removable storage media (USB
flash drive or diskette).
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Overview
Ginning -
Import from Remote Bale Entry…
The settings are ‘pulled’ from the system
parameters but can be altered on this
panel.
If using the hard drive method of update,
the Bale Entry Data can be ‘previewed’
prior to import. Click on the additional
options arrow and then View Remote Bale
Entry Data.
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Overview
Ginning -
Import from Remote Bale Entry…
View Remote Bale Entry data….
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Overview
Ginning -
Import from Remote Bale Entry…
Click the Import button to import the bale
data.
The bale data is matched with existing loads.
Note:
If the two PC drives are not properly mapped,
the data will not be available for import.
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Overview
Ginning -
Post Loads/Bales…
You can click on the Post Loads & Bales icon
for ‘fast access’ to that section.
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Overview
Ginning -
Post Loads/Bales…
This screen shows all unposted loads.
The loads that are ready to be posted are
marked active.
When loads are posted:
•Builds YTD totals
•Calculates ginning charges
•Calculates seed now in inventory
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Overview
Ginning -
Print Statement of Ginning…
Statement includes:
•Production totals
•Loads
•Bales
•YTD totals
•Charges
Statements can be printed to
page break based on these
options.
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Overview
Ginning -
Print Load Tickets…
By clicking on the Print Load Tickets…
option, the following screens displays.
Enter the load ticket number or range of
numbers, printing options and number
of copies. Click Print.
Automatic printing of load tickets is an
option in system parameters.
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Overview
Ginning -
Unpost Loads/Bales…
For Unposting multiple loads.
Select the load for unposting
by clicking in the small square
and click the Unpost button.
The load can be unposted on
the Load Entry screen as well.
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Overview
Ginning -
Enter Down time…
Enter Down Time to record when the Gin is not
in operation.
Down time can also be entered in Remote Bale
Entry.
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Overview
Seed
For tracking Seed Sales
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Overview
Seed- Sales
You can click on the
Enter Seed Sales
icon for ‘fast access’
to that section.
Print Seed Sales invoice by clicking
on the Print button. Print the trucker’s
ticket by clicking on the trucker ticket
button.
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Overview
Seed - Sales
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Overview
Seed- Sales – Adjustment and Payment tabs
Adjustment
When seed buyer pays from received weights
rather than shipped weights.
Payments
Recording payment from the see buyer for just
this ticket.
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Overview
Seed - Buyers
Enter and edit contracts.
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Overview
Seed – Adjust Seed Inventory
To manually adjust the seed inventory.
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Overview
Seed – Caught Seed
To track seed sold back to the producer.
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Overview
Seed – Trucking Companies…
For tracking the companies that
haul the seed.
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Overview
Seed – Reports
Use the reports option to print
seed related reports.
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Overview
Cotton Buyer
For setting up cotton buyers, cotton
brokers and cotton co-op details.
The following pages illustrate how to
use the Cotton Buyer option.
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Overview
Cotton Buyer - Setup
Use the Buyer Setup
to enter Buyer data.
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Overview
Cotton Buyer – Setup - Main
The Cotton Buyer Setup
panel displays.
Type in a new Cotton
Buyer ID or use the ? to
select from a list.
Defines the type of buyer.
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Overview
Cotton Buyer – Setup - EWR
To update receipt information, enter
the data on the EWR tab. Enter Tariff
paid data to get updated on the
receipt.
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Overview
Cotton Buyer – Setup – File/Report
If the buyer requires a special data
file or report, set it up here to send
when the bales are processed.
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Overview
Cotton Buyer – Setup - Contracts
Enter contract details.
See following pages.
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Overview
Cotton Buyer – Contract Details - Main
For entering producer contract
details.
Main
Enter data for this contract.
Select the contract type and enter
the pricing details.
Determine if receipts and classing
is required prior to processing to
buyer.
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Overview
Cotton Buyer – Contract Details - Purchase
Enter the pricing set
ID or use the ? to
select from a list.
If applicable, enter
the Charge Table ID
or use the ? to
select from a list.
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Overview
Cotton Buyer – Contract Details - Sale
Enter the pricing set
ID or use the ? to
select from a list.
If applicable, enter
the Charge Table ID
or use the ? to
select from a list.
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Overview
Cotton Buyer – Process Cotton Buyer Bales…
When bales are posted and
ready for delivery to a buyer,
click on Process Buyer
Bales…
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Overview
Cotton Buyer – Process Cotton Buyer Bales…
Choose the buyer you are
ready to deliver to.
Click on the Final Process
Button.
Click on the Satellite dish
icon to transmit the receipt
data to the provider system.
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Overview
Cotton Buyer – Payment Reconciliation…
Payment Reconciliation is
used when payment data is
sent from the co-op to the
gin.
Read in the file to reconcile
payments within the
program.
Click the Read File button.
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Overview
Cotton Buyer – Payment Reconciliation…
This is the only report
necessary in order to
insure the co-op
deductions for Gin/Whse
charges match your
calculation.
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Overview
Cotton Buyer – Manage Commitments…
When a producer is added
to a Cotton Buyer contract,
the bales for that producer
are committed to the Cotton
Buyer.
The manage commitments
panel allows for control of
the commitments.
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Overview
Cotton Buyer – Processed Bales Report…
A Processed Bales report is generated
for view and printing.
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Overview
Cotton Buyer – Cotton Buyer Bales Status Report…
A Buyer Bale Status report is
generated for view and printing.
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Overview
Recap
The following pages illustrate how to
use the Recap option.
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Overview
Recap – Recap Entry
The Pricing Information controls the premiums
and discounts for each bale.
Create a recap in preparation for a settlement invoice.
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Overview
Recap – Recap Entry – Add Bales
Get a printout of the recap by clicking on the Print button.
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Overview
Recap – Recap Entry
The Recap data can
be automatically
emailed by clicking
the eMail button.
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Overview
Recap – Recap Entry
The Recap is
formatted into an
email friendly report.
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Overview
Recap – Recap Entry
The Recap can be used
to generate an invoice
by clicking on the
Invoice Recap button.
Refer to the Invoice
option details of this
demo for further
information.
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Overview
Recap – Pricing Tables and Pricing Sets…
The buyer can download
the eCotton CATAPULT
Utility which allows them
to build and email the
pricing tables and sets.
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Overview
Recap – Reports
Click here for recap
related reports.
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Overview
Invoice
The following pages illustrate how to
use the Settlement Invoice option.
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Overview
Invoice – Settlement Invoice…
As described in the
Recap Entry section, the
invoice is created by
associating it with a
recap.
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Overview
Invoice – Settlement Invoice…
The invoice is calculated
based on the payments and
charges associated with
cotton board and charge
table fees. (See Invoice,
Settlement Charge tables...)
Other fees may apply.
Make sure those fees are
entered so the calculation
is accurate.
Click Save or RePrint for a
printout of the invoice.
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Overview
Invoice – Settlement Invoice…
The system calculates
the invoice and delivers
a printout.
If results are accurate,
print the invoice. Or,
review the printout and
if needed, correct the
data and re-print.
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Overview
Invoice – Settlement Charge Table…
This option displays a list of
the Producer or Buyer
Settlement Charge Tables.
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Overview
Invoice – Warehouse Charge Tables…
This option displays the
Warehouse Charge Tables.
A separate table is setup for each
warehouse in the system.
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Overview
Invoice – Reports
Click here for Invoice related reports.
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Overview
Shipment- Enter Trucker’s Acceptance…
The TA (Trucker’s Acceptance)
lists the bales being hauled from
the Gin to the Warehouse.
The TA file can also be sent to the
Warehouse via AIRMail or Email.
Return to Gin Main Menu
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Overview
Shipment- Enter Trucker’s Acceptance…
Click the additional options arrow
to add a comment to be printed on the TA,
change the report layout format or other
options.
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Overview
Shipment- Validate TAs, Master TA Listing, Trucker Entry…
Validate TAs… and Master TA Listing…
provide a printout of TAs and their data.
The Trucker Entry… options allow for
entry of Truck company IDs and data
associated with them. This ID is entered
on the TA’s entry panel.
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Overview
Loan
The GIN Loan option is used to create the file
required by the local FSA office for putting
cotton into loan or LDP payments (POP).
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Overview
Loan – FSA Loan/LDP Utility… Loan Type
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Overview
Loan – FSA Loan/LDP Utility… State/County Code
The state/county code is the
one entered in the farm entry
screen.
This is the county office that
the file is going to be sent
to.
The county office information, including email address, is
updated by clicking on the ? by the county code number.
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Overview
Loan – FSA Loan/LDP Utility… State/County Code
The FSA Office Entry
screen is used to enter the
data for the office.
Include the email address
to transmit the loan file to
the county office.
When complete, click the Save button.
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Overview
Loan – FSA Loan/LDP Utility… Bale Selection Filters
To include all eligible
bales, click the + Add
Bales button.
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Overview
Loan – FSA Loan/LDP Utility… Save…
There are several ‘events’
that can occur when the
Save button is clicked.
Notice the check boxes.
If the box is checked, that
event occurs.
If you are connected to
the internet, and the
Create/Deliver FSA File?
is checked, an email is
sent to the FSA office with
the loan file attached.
If Create EWR Transactions? is checked, the EWR
log file is created and is transmitted using the
icon
on the menu bar.
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Overview
Loan – FSA Loan/LDP Utility…
Choose one of these options
for Loan related reports.
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Overview
Reports
The reports option in the GIN System is a powerful tool
providing a vast assortment of reports. Run the reports
for a sampling of what data is provided.
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Overview
Reports – Custom Reports
All of the GIN System functions that provide reports or data use a report layout.
The GIN System is installed with a large selection of default (reserved) report
layouts (identified by _ (underscore) as the first character). The reserved layouts
cannot be altered, but can be copied using another layout name and altered as
needed.
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Overview
Reports – Custom Reports
These ‘custom reports’ can substitute for layouts used throughout the GIN system
or can be executed as standalone reports.
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Overview
Remote
The Remote option in the GIN System provides the ability to
‘read’ data files into the GIN system (Inbound) and export
data files from the GIN system (Outbound).
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Overview
Remote – Inbound File Layouts…
Clicking on the Inbound
option displays this panel.
Data files are read into the GIN system according to
the structure of an inbound layout.
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Overview
Remote – Read Remote Classing Data…
Read USDA Classing Data…
is an example of a pre-defined
Inbound process.
Click the Import button to read the
classing file and import the data
into the GIN system.
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Overview
Remote – Read Remote Warehouse Data…
Read Remote Warehouse Data…
has both the Inbound layout and
the filespec pre-defined.
Click the Import button to read the
warehouse file and import the
data into the GIN system.
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Overview
Utilities
A description of the GIN System Utilities follows.
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Overview
Utilities – Bale Review…
Displays bale information.
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Overview
Utilities – Transfer Bale Ownership…
Fill in the required information to
transfer bales to a landlord and
click the Go button.
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Overview
Utilities – Enter Classing Data…
Use Find to locate the bale and click the blue Edit triangle.
Correct, click on the Save button, then click Close.
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Overview
Utilities – Enter Warehouse Data…
Use Find to locate the bale and click the blue Edit triangle.
Correct, click on the Save button, then click Close.
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Overview
Utilities – Bale Director…
Provides quick review of bale status.
The buttons at the bottom of the Bale
Director screen are a central control for
performing common gin processes.
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Overview
Utilities – Calculate Rebates…
Reports are generated and
checks can be printed.
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Overview
Utilities – Begin New Season…
Each year, prior to beginning a new ginning season, this
operation needs to be done. PLEASE READ!
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Overview
Utilities – Data File Maintenance…
The data file maintenance screen has a number of options to select by
clicking inside the checkbox. This option should only be used with the
assistance from eCotton support.
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Utilities – User Setup…
Define user setup by assigning IDs
and passwords.
Select the access for each user.
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Overview
Utilities – Show Network Users…
This option identifies who is on the network. This
information is beneficial when making upgrades or
changes to the system parameters by the
Administrator.
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Overview
Utilities – BackUp…
WinBack is the preferred backup method. Use this option for
making a quick backup.
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Overview
Utilities – Pack & Reindex…
Pack & Reindex is one of the more important options in the GIN
system. Pack & Reindex can increase performance and should
be run on a regular basis.
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Overview
Help
All eCotton programs have a Help option on
the Menu Bar. Following is a description of
the GIN system Help Menu.
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Overview
Help – GIN Help…
This is how the GIN system Help appears when Help is selected.
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Help – What’s new?
What’s New? displays
a listing of the updates
and additions to the
system.
Each version is listed
with dates and specific
enhancements and/or
corrections.
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Help – eCotton Home Page, CottonHost.com Home Page…
The eCotton Homepage is a repository of information and program downloads.
Click on any of the links on the homepage for more detailed information or to select a
program to download.
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Overview
Help – eCotton Home Page, CottonHost.com Home Page…
The CottonHost home page gives gins the unique ability to provide production report
information for growers. Many reports that take time away from the GIN office staff to
create and print are now done using CottonHost. The growers access the data using a
sign-on and password controlled by the GIN. The data is accessed using the internet
allowing access any time, day or night.
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Overview
Help – Update to Latest Version…
After the annual license fee is paid, update your license using this function.
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Overview
Help – About the eCotton Gin System…
The ‘About’ option has valuable information. It has Version date and Build
number, license expiration date, OS (Operating System) and the Program
Drive identifier (what drive the GIN system is running on).
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