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1 Warehouse Overview This presentation is intended to show the operation of the eCotton Warehouse program. While some aspects apply to all customers, others.

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Presentation on theme: "1 Warehouse Overview This presentation is intended to show the operation of the eCotton Warehouse program. While some aspects apply to all customers, others."— Presentation transcript:

1 1 Warehouse Overview This presentation is intended to show the operation of the eCotton Warehouse 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. Click here to continue. Please read ALL instructions on every screen.

2 2 Overview CreateOutboundFile Read an InboundFile Run a CustomReportBackup Bale Review Accural Report Import Bales From Gin Enter Bales Export EWR Transactions To Provider Import Shipping Orders Shipping Order Scheduling Picking List Shipping Order Entry Use these fast access icons. Each is also defined within a menu bar options. For example: Import bales from Gin is also found in Remote Inbound Import Bales from Gin. Click here to continue. Click here to continue.

3 3 Title Bar Close Minimize Menu Bar Icon Bar Continue Overview

4 4 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

5 5 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 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.

6 6 End Orientation End OrientationOverview Click on any Menu Option for details Entries Warehouse Shipping Order Audit CCC Reports Remote Utilities HelpEntity

7 7 The Entity is the database that contains all the warehouse process data. You can have an Entity from previous seasons (years) or one Entity per warehouse ID. The Entity contains all the system parameter information, Customers, Shippers, Truckers, Tariffs, etc, It also contains information about the Gins that you do business with. The Entitys System Parameters are essential because this data provides all the required settings for processing. If the system parameter data is missing or inaccurate, processing of data and calculations will be in error. Pressing F1 displays HELP. Entity Return to Main Menu Return to Main Menu Continue. Overview

8 8 Choose which Entity you desire by clicking the entity name once to highlight, then click Select. Make entity copies for: Prior to performing major data functions: Rebuild Year to Date totals, changing a large amount of information, before you begin a new season, etc. Entity - Entity Selection Continue. Overview

9 9 The Entity name is displayed on the title bar. If it is desired to have a specific entity opened each time the program loads, click on the Default button with the entity highlighted. To Add or copy an Entity, click the + Add button. + Add button. Entity - Entity Selection Continue. Overview

10 10 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. 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 Warehouse, select Make Default. Entity - Entity Selection - Copy Entity Continue. Overview

11 11 Entity - Printer Setup Use this screen for multiple printer setup if using different printers for different tasks. Continue. Overview

12 12 Entity - System Parameters Continue. Attention: If your eCotton system is installed on a network with multiple users, you must have all users exit the program prior to making changes to the system parameters. If you are the sole user of the program, changes can be made as needed. Overview

13 13 Entity - System Parameters - Company Used on printing of invoices and other reports. Used as your return Address. Continue. Overview Edit the footer information to the desired text.

14 14 Entity - System Parameters - Settings The settings determine the Warehouse storage charges calculated when a shipping order is processed Enter a date range that is not too restrictive. The bale and tare weight must be in a range that conforms to imported bales from a GIN. Tariffs are created using Entries Enter Tariffs from the Menu Bar. Continue. Overview

15 15 Entity - System Parameters - Settings Click on the ? To display a list of user-defined tariffs. Select the appropriate tariff by clicking on it to highlight, then click on the Select button below. Continue. Overview

16 16 Entity - System Parameters - Preferences Continue. Overview If the number of bales on a shipping order exceed this amount, the order becomes a work order. If you have a two tag system, the bale number can be reassigned to the warehouse bale number by choosing Yes. Or, the system can be set up to prompt for reassignment.

17 17 Entity - System Parameters - Locations Continue. Click here to setup the bale location scheme. Overview

18 18 Entity - System Parameters - Bale Codes Set up user defined miscellaneous flags. Continue. Overview

19 19 Entity - System Parameters - Interface In Utilities from the menu bar, there is an option to perform a backup. Indicate the drive location here where the backup file will be placed. If you subscribe to IsMyLoadReady, click inside this check box and enter the upload security code. Continue. Overview When the annual accounting interface license fee is paid, update the license by clicking on this button.

20 20 Entity - System Parameters - Blocks Non-negotiable electronic block receipts can be accommodated. Continue. Overview

21 21 Entity - System Parameters - EWR Controls how Electronic Receipts are handled. Continue. Overview

22 22 Entity - System Parameters - Recon & Cert Details Note Continue. Overview

23 23 Entity - System Parameters - CCC Loan/LDP Enter parameters in this screen if you put cotton into loan or pop cotton for a producer. This same screen displays if you click on the parameters button when creating a loan or LDP. Return to Main Menu Return to Main MenuOverview

24 24 Entries Continue. Return to Main Menu Return to Main MenuOverview

25 25 Entries - Customers Customers can be Merchants, Gins, Producers, or anyone who deposits bales into your warehouse and MUST be entered prior to adding bales to your warehouse. Refer to Inbound process from the Remote Read Inbound File…option to understand how the inbound layout affects the data being imported. Continue. Overview

26 26 Entries - Customers When selected, the customer data is displayed. Or enter the new customer information. This section keeps a running total of the customers data. Continue. Overview

27 27 Entries - Shippers When selected, the shipper data is displayed. Or enter the new shipper information. Continue. Overview This section keeps a running total of the shippers data.

28 28 Entries - Truckers Continue. Overview

29 29 Continue. Overview Entries – Gin Parameters Set up a Gin ID for each gin you receive cotton from.

30 30 Entries Continue. Overview

31 31 Entries - Tariffs Tariffs are warehouse charges for receiving, shipping (load out), re-weighing, storage and other tasks that are required by the warehouse customers. When the tariff is set up, a specific start date and charge amount is required to accurately calculate the tariff. Tariffs 1 – 5 are reserved and are automatically calculated and defined as: Receiving Compression Load Out (Shipping) User defined User defined All other tariffs are user defined as needed. Standard Storage is a required tariff and should be assigned a tariff number higher than 005. Continue. Overview

32 32 Entries - Tariffs When selected, the tariff data is displayed. Or enter the new tariff information. Enter date the tariff charge starts and the tariff rate. Overview Return to Main Menu Return to Main Menu

33 33 Warehouse Return to Main Menu Return to Main Menu Continue. Overview

34 34 Continue. Warehouse – Enter Bales Overview Bales can be manually entered or edited. Enter Bales fast access Icon.

35 35 Warehouse – Enter Bales Enter or edit bale date. Continue. Overview When all required data is entered, click the Save button.

36 36 Continue. Warehouse – Edit/Post Imported Bales… If bales are retagged or reweighed, they are imported into edit/post. Overview

37 37 Continue. Warehouse – Edit/Post Imported Bales… The imported data contains the Gin ID, Gin bale number, Gin weight and other information. This screen allows for editing of the data, if necessary, to allow posting to the master bale file. Overview

38 38 Continue. Warehouse – Edit/Post Imported Bales… The bale is now ready to be posted to the master bale file. Tag the bale for posting by clicking in the check box. Or, click the Tag All button. Click on the Close button. A confirmation screen displays. If Yes is selected, all tagged bales are posted to the master bale file. Overview

39 39 Continue. Warehouse – Edit/Post Imported Bales - Copy Overview Use the edit/post copy function to perform automated tasks such as reassigning WH Bale numbers.

40 40 Continue. Typically, bale locations are imported using a scanner file. Bale locations can be manually entered. Warehouse – Enter Bale Locations… Overview

41 41 Continue. Warehouse – Sample Boxes… Overview Typically, sample locations are imported using a scanner file. Sample locations can be manually entered.

42 42 Warehouse – Service Invoice… Overview Return to Main Menu Return to Main Menu Create an invoice for services prior to shipping the cotton.

43 43 Continue. Shipping Orders are from your EWR provider or manually entered. Overview Shipping Order Return to Main Menu Return to Main Menu

44 44 Continue. Shipping Order– Import Shipping Orders Click on Import Shipping Orders…. Overview Import Shipping Orders fast access Icon.

45 45 Continue. Overview Shipping Order– Import Shipping Orders This screen allows for editing of the shipping order data. Click the Post button to post the shipping orders into the warehouse system. Import brings in your Shipping Orders from your provider software.

46 46 Shipping Order Continue. Overview

47 47 Shipping Order Continue. Overview Click the Ship button to ship the order.

48 48 Shipping Order Continue. Overview Ensure dates are accurate, then click Save.

49 49 Shipping Order Continue. Overview The shipping order invoice is generated and a listing of the bales on the order.

50 50 Continue. Shipping Order – Picking List - Add Orders Picking List fast access icon. Identifies which bales are to be pulled and staged for shipping. Enter a start and end scheduled date or click on + to enter a shipping order. Overview

51 51 Continue. Shipping Order – Picking List – Report Information Overview Click the Generate button to create the picking list. Click on the Report Information tab to alter the report appearance.

52 52 Continue. Shipping Order – Shipping Order Scheduling Shipping Order Scheduling fast access icon. Overview

53 53 Continue. Shipping Order – Shipping Order Scheduling Bales on the truck represent a shipping order scheduled for that date. Multiple bales on a truck represent multiple orders for that day. White bale color = unshipped Dark Green bale color = shipped. Note Overview

54 54 Continue. Double-click on the truck icon to see a list of orders for that day. Double click the highlighted order to display the order details. Overview Shipping Order – Shipping Order Scheduling Find Marks by clicking on the Additional Options arrow.

55 55 To change the schedule date, simply drag and drop the truck icon to a different date. When an anniversary date is crossed, the system automatically calculates the gain or loss of storage charges. Overview Shipping Order – Shipping Order Scheduling Return to Main Menu Return to Main Menu

56 56 Click the Print button to select a print option. Overview Shipping Order – Shipping Order Scheduling Return to Main Menu Return to Main Menu

57 57 Audit Continue Overview Return to Main Menu Return to Main Menu The Audit menu generates reports and data files used for the USDA, state licensing, accounting and insurance company.

58 58 Audit Continue Overview Return to Main Menu Return to Main Menu

59 59 Audit – EWR Reconciliation Report Return to Main Menu Return to Main MenuOverview Use this option to show any discrepancies between the provider system and your warehouse system. Click on Call Provider to initiate the reconciliation process.

60 60 CCC Use this menu to import CCC data. Download the payment file from the CCC website. A CCC tariff must be set up to use this function. Click the Import CCC Loan File… or the Import CCC Redemption File… to import the CCC data. Continue Overview Audit Return to Main Menu Return to Main Menu

61 61 Reports Return to Main Menu Return to Main Menu Continue. Overview The reports menu in the Warehouse system is a powerful tool providing a vast assortment of reports. Run the reports for a sampling of what data is provided.

62 62 Continue. Bale Listing expands to allow creating a variety of bale detail reports. Reports - Bale Reports Overview

63 63 Reports – Custom Reports Customized reports can be substituted for layouts used throughout the Warehouse system or can be used as stand alone reports. Overview Return to Main Menu Return to Main Menu Use the Customize Menu…. option to create a list of more commonly used reports.

64 64 Remote Return to Main Menu Return to Main MenuOverview The Remote menu provides the ability to read/import data files into the Warehouse system (inbound) and export data files from the Warehouse system (outbound). Continue.

65 65 Remote - Inbound Continue. Import Bales from Gin is an example of a pre-defined Inbound process. Overview

66 66 Remote - Inbound Continue. Import Bales from Gin is an example of a pre-defined Inbound process. Overview

67 67 Remote - Outbound Overview Export EWR Transactions to Provider is an example of a pre-defined Outbound process. Export EWR Transactions to Provider Fast Access Icon Return to Main Menu Return to Main Menu

68 68 Remote - Outbound Overview Return to Main Menu Return to Main Menu Click Yes to create, update or cancel receipts.

69 69 Utilities A description of the Warehouse Utilities menu follows. Return to Main Menu Return to Main Menu Continue. Overview

70 70 Utilities – Bale Review Continue. To find a specific bale, click on Search. Enter the bale number and click OK. The bale is located and highlighted. Overview Use to review bale detail information.

71 71 Utilities – Bale Review Continue. Click the View Details button. Overview Displays Bale detail information.

72 72 Utilities – Begin New Season… Continue. Begin New Season… option allows removal of shipped orders and bales prior to the purge date. Make a backup of the Warehouse entity prior to performing this step. Enter a purge date. All shipped bales and shipped orders prior to this date will be purged out of the warehouse system. Click OK to process. Overview

73 73 Utilities – User Setup… Continue. Overview Define user setup and restrictions by assigning logins and passwords.

74 74 Utilities – Backup… Continue. The preferred backup method is to use the eCotton WinBack utility. This option is for making a quick backup. Overview

75 75 Utilities – Pack & Reindex… Return to Main Menu Return to Main Menu Pack & Reindex is used to re-index the system data files. Run on a weekly basis to maintain system performance Overview

76 76 Help Return to Main Menu Return to Main Menu All eCotton programs have a Help option on the Menu Bar. Following is a description of the Warehouse Help Menu. Continue. Overview

77 77 Help - Warehouse Help Continue. This is how the Warehouse system Help appears when Help is selected. Pressing F1 from any screen provides Help for that screen. Overview

78 78 Help - Whats New Continue. Whats New displays a listing of the improvements and changes to the system. Each version is listed with dates and specific enhancements and/or corrections. Overview

79 79 Help – eCotton and IsMyLoadReady.com Home Pages… Continue. 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. Overview

80 80 Help – eCotton and IsMyLoadReady.com Home Pages… Continue. Overview IsMyLoadReady is a useful tool for shippers and truckers providing valuable information regarding cotton shipment schedules. Time and productivity benefits can be realized by accessing this data over the internet. The website is updated each time an order is shipped from the Warehouse system.

81 81 Help – Update To Latest Version… Continue. After the annual license fee is paid, update to latest version using this function. Overview Update weekly. All eCotton programs are capable of retrieving updates.

82 82 Help – About the eCotton Warehouse System… Return to Main Menu Return to Main Menu The About option has valuable information. It has Version Date and Build Number, License Expiration date, OS (Operating System), and the Program Drive the Warehouse system is running on. Overview


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