Please read ALL instructions on every screen.

Please read ALL instructions on every screen.
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…..

Use these fast access icons
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 Import from Remote Bale Entry Post Load and Bales Read Classing Data Read Warehouse Data Create EWR Transactions Bale Review Create An Outbound File Read an Inbound File Run a Custom Report Bale Director Enter Trucker’s Acceptance (TA) Settlement Invoice Entry Enter Recaps Enter Seed Sales Continue

Overview Close Full Screen Minimize Title Bar Icon Bar Menu Bar
Continue

Additional Options - Screen Design
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. Continue

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. Continue

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. Continue

Click on any Menu Option for details.
Overview Entity Entries Ginning Seed Buyer Recap Invoice Shipment Loan Reports Remote Utilities Help Click on any Menu Option for details. End Orientation

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. Return to Gin Main Menu Continue

Entity - Entity Selection
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. Continue

Entity – Create a New Entity
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. Continue

Entity - System Parameters
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. Continue

Entity - System Parameters
Overview Entity - System Parameters Attention: You must setup system parameters before other features of the program are accessible. Continue

Entity - System Parameters - Company
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 return Address. Continue

Entity - System Parameters - Defaults
Overview Entity - System Parameters - Defaults Used for calculations of seed inventory and seed credit. Required for correct bale record. Continue

Entity - System Parameters - Preferences
Overview Entity - System Parameters - Preferences Commits bales to co-ops or brokers only when loads are posted or put on a TA. Continue

Entity - System Parameters - Entry Ranges
Overview Entity - System Parameters - Entry Ranges Enter values here to insure they are within acceptable ranges. A message displays if out of range. Continue

Entity - System Parameters - Charges
Overview Entity - System Parameters - Charges These appear as category headings on Gin statements. Continue

Entity - System Parameters - Interface
Overview Entity - System Parameters - Interface Set this up for your warehouse if a you are a Gin/Warehouse Combo. Continue

Entity - System Parameters - Accounting
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. Continue

Entity - System Parameters - Recap/Pricing
Overview Entity - System Parameters - Recap/Pricing Allows you to customize the look of your recap. Continue

Entity - System Parameters - Invoice
Overview Entity - System Parameters - Invoice These values are entered to define what is printed on the settlement invoices. Continue

Entity - System Parameters - CCC Loan/LDP
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. Continue

Entity - System Parameters - Statement/Ticket Report Layout
Overview Entity - System Parameters - Statement/Ticket Report Layout Controls the look of your GIN statement. Continue

Entity – Printer Setup…
Overview Entity – Printer Setup… Use this screen for multiple printer setup if using different printers for specific tasks. Return to Gin Main Menu

Overview Entries Return to Gin Main Menu Continue

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. Continue

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. Continue

Entries - Producer - Farm
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 Continue

Entries - Producer - Field
Overview Entries - Producer - Field This screen is used for tracking data at the field level. Continue

Overview Entries - Landlord Continue

Overview Entries - Landlord Enter the new landlord
ID here or click the ? to select from a list. Continue

Entries – Landlord Groups
Overview Entries – Landlord Groups Enter the new landlord group ID here or click the ? to select from a list. Continue

Overview Entries Continue

Entries – Warehouse Entry
Overview Entries – Warehouse Entry Use this screen to enter data for the Warehouse that you send bales to. Enter the new Warehouse ID here or click the ? to select from a list. If you are a Gin/Warehouse combination, enter your tariff IDs here. Click Warehouse charges so they can be calculated on the settlement invoice. Continue

Entries - Warehouse - Charges
Overview Entries - Warehouse - Charges Setup your warehouse charges on this screen. Continue

Overview Entries Continue

Entries - Ginning Charge Table
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

Ginning - Load/Bale Entry…
Overview Ginning - Load/Bale Entry… You can click on the Enter Loads & Bales icon for ‘fast access’ to the Load/Bale Entry section. Return to Gin Main Menu Continue

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. Continue

Click the Enter Bales button below to enter bales for this load. Continue

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. Continue

Overview Ginning – Bale Entry Click the Save button to save
the bales on this load. Continue

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. Continue

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. Continue

Ginning - Import from Remote Bale Entry…
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. The bale data is imported into the Gin system via networked PCs or removable storage media (USB flash drive or diskette). You can click on the Import From Remote Bale Entry icon for ‘fast access’ to that section. Continue

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. Continue

Overview Ginning - Import from Remote Bale Entry… View Remote Bale Entry data…. Continue

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. Continue

Ginning - Post Loads/Bales…
Overview Ginning - Post Loads/Bales… You can click on the Post Loads & Bales icon for ‘fast access’ to that section. Continue

Ginning - Post Loads/Bales…
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 Continue

Ginning - Print Statement of Ginning…
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. Continue

Ginning - Print Load Tickets…
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. Continue

Ginning - Unpost Loads/Bales…
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. Continue

Ginning - Enter Down time…
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. Return to Gin Main Menu

Overview Seed For tracking Seed Sales Return to Gin Main Menu
Continue.

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. Continue.

Overview Seed - Sales Continue.

Seed- Sales – Adjustment and Payment tabs
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. Continue.

Overview Seed - Buyers Enter and edit contracts. Continue.

Seed – Adjust Seed Inventory
Overview Seed – Adjust Seed Inventory To manually adjust the seed inventory. Continue.

Overview Seed – Caught Seed To track seed sold back to the producer.
Continue.

Seed – Trucking Companies…
Overview Seed – Trucking Companies… For tracking the companies that haul the seed. Continue.

Overview Seed – Reports
Use the reports option to print seed related reports. Return to Gin Main Menu

Overview Cotton Buyer The following pages illustrate how to
For setting up cotton buyers, cotton brokers and cotton co-op details. The following pages illustrate how to use the Cotton Buyer option. Return to Gin Main Menu Continue.

Overview Cotton Buyer - Setup Use the Buyer Setup to enter Buyer data.
Continue.

Cotton Buyer – Setup - Main
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. Continue.

Cotton Buyer – Setup - EWR
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. Continue.

Cotton Buyer – Setup – File/Report
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. Continue.

Cotton Buyer – Setup - Contracts
Overview Cotton Buyer – Setup - Contracts Enter contract details. See following pages. Continue.

Cotton Buyer – Contract Details - Main
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. Continue.

Cotton Buyer – Contract Details - Purchase
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. Continue.

Cotton Buyer – Contract Details - Sale
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. Continue.

Cotton Buyer – Process Cotton Buyer Bales…
Overview Cotton Buyer – Process Cotton Buyer Bales… When bales are posted and ready for delivery to a buyer, click on Process Buyer Bales… Continue.

Cotton Buyer – Process Cotton Buyer Bales…
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. Continue.

Cotton Buyer – Payment Reconciliation…
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. Continue.

Cotton Buyer – Payment Reconciliation…
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. Continue.

Cotton Buyer – Manage Commitments…
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. Continue.

Cotton Buyer – Processed Bales Report…
Overview Cotton Buyer – Processed Bales Report… A Processed Bales report is generated for view and printing. Continue.

Cotton Buyer – Cotton Buyer Bales Status Report…
Overview Cotton Buyer – Cotton Buyer Bales Status Report… A Buyer Bale Status report is generated for view and printing. Return to Gin Main Menu

The following pages illustrate how to
Overview Recap The following pages illustrate how to use the Recap option. Return to Gin Main Menu Continue.

Overview Recap – Recap Entry
The Pricing Information controls the premiums and discounts for each bale. Create a recap in preparation for a settlement invoice. Continue.

Recap – Recap Entry – Add Bales
Overview Recap – Recap Entry – Add Bales Get a printout of the recap by clicking on the Print button. Continue.

The Recap data can be automatically ed by clicking the button. Continue.

The Recap is formatted into an friendly report. Continue.

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. Continue.

Recap – Pricing Tables and Pricing Sets…
Overview Recap – Pricing Tables and Pricing Sets… The buyer can download the eCotton CATAPULT Utility which allows them to build and the pricing tables and sets. Continue.

Overview Recap – Reports Click here for recap related reports.
Return to Gin Main Menu

Overview Invoice The following pages illustrate how to
use the Settlement Invoice option. Return to Gin Main Menu Continue.

Invoice – Settlement Invoice…
Overview Invoice – Settlement Invoice… As described in the Recap Entry section, the invoice is created by associating it with a recap. Continue.

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. Continue.

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. Continue.

Invoice – Settlement Charge Table…
Overview Invoice – Settlement Charge Table… This option displays a list of the Producer or Buyer Settlement Charge Tables. Continue.

Invoice – Warehouse Charge Tables…
Overview Invoice – Warehouse Charge Tables… This option displays the Warehouse Charge Tables. A separate table is setup for each warehouse in the system. Continue.

Overview Invoice – Reports Click here for Invoice related reports.
Return to Gin Main Menu

Shipment- Enter Trucker’s Acceptance…
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 . Return to Gin Main Menu Continue.

Shipment- Enter Trucker’s Acceptance…
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. Continue.

Shipment- Validate TAs, Master TA Listing, Trucker Entry…
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. Return to Gin Main Menu

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). Return to Gin Main Menu Continue.

Loan – FSA Loan/LDP Utility… Loan Type
Overview Loan – FSA Loan/LDP Utility… Loan Type Continue.

Loan – FSA Loan/LDP Utility… State/County Code
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 address, is updated by clicking on the ? by the county code number. Continue.

Loan – FSA Loan/LDP Utility… State/County Code
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 address to transmit the loan file to the county office. When complete, click the Save button. Continue.

Loan – FSA Loan/LDP Utility… Bale Selection Filters
Overview Loan – FSA Loan/LDP Utility… Bale Selection Filters To include all eligible bales, click the + Add Bales button. Continue.

Loan – FSA Loan/LDP Utility… Save…
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 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. Continue.

Loan – FSA Loan/LDP Utility…
Overview Loan – FSA Loan/LDP Utility… Choose one of these options for Loan related reports. Return to Gin Main Menu

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. Return to Gin Main Menu Continue.

Reports – Custom Reports
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. Continue.

Reports – Custom Reports
Overview Reports – Custom Reports These ‘custom reports’ can substitute for layouts used throughout the GIN system or can be executed as standalone reports. Return to Gin Main Menu

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). Return to Gin Main Menu Continue.

Remote – Inbound File Layouts…
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. Continue.

Remote – Read Remote Classing Data…
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. Continue.

Remote – Read Remote Warehouse Data…
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. Return to Gin Main Menu

Overview Utilities A description of the GIN System Utilities follows.
Return to Gin Main Menu Continue.

Utilities – Bale Review…
Overview Utilities – Bale Review… Displays bale information. Continue.

Utilities – Transfer Bale Ownership…
Overview Utilities – Transfer Bale Ownership… Fill in the required information to transfer bales to a landlord and click the Go button. Continue.

Utilities – Enter Classing Data…
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. Continue.

Utilities – Enter Warehouse Data…
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. Continue.

Utilities – Bale Director…
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. Continue.

Utilities – Calculate Rebates…
Overview Utilities – Calculate Rebates… Reports are generated and checks can be printed. Continue.

Utilities – Begin New Season…
Overview Utilities – Begin New Season… Each year, prior to beginning a new ginning season, this operation needs to be done. PLEASE READ! Continue.

Utilities – Data File Maintenance…
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. Continue.

Utilities – User Setup…
Overview Utilities – User Setup… Define user setup by assigning IDs and passwords. Select the access for each user. Continue.

Utilities – Show Network Users…
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. Continue.

Overview Utilities – BackUp…
WinBack is the preferred backup method. Use this option for making a quick backup. Continue.

Utilities – Pack & Reindex…
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. Return to Gin Main Menu

Overview Help All eCotton programs have a Help option on the Menu Bar. Following is a description of the GIN system Help Menu. Return to Gin Main Menu Continue.

Overview Help – GIN Help…
This is how the GIN system Help appears when Help is selected. Continue.

Overview 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. Continue.

Help – eCotton Home Page, CottonHost.com Home Page…
Overview 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. Continue.

Help – eCotton Home Page, CottonHost.com Home Page…
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. Continue.

Help – Update to Latest Version…
Overview Help – Update to Latest Version… After the annual license fee is paid, update your license using this function. Continue.

Help – About the eCotton Gin System…
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). Return to Gin Main Menu

Please read ALL instructions on every screen.

Similar presentations

Presentation on theme: "Please read ALL instructions on every screen."— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Please read ALL instructions on every screen.

Similar presentations

Presentation on theme: "Please read ALL instructions on every screen."— Presentation transcript:

Similar presentations

About project

Feedback