Presentation on theme: "Please read ALL instructions on every screen."— Presentation transcript:
1Please read ALL instructions on every screen. Gin System OverviewPlease 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…..
2Use 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 Loadsand BalesImport fromRemoteBale EntryPost Load andBalesRead Classing DataRead WarehouseDataCreate EWRTransactionsBale ReviewCreate AnOutbound FileRead an InboundFileRun a CustomReportBale DirectorEnter Trucker’sAcceptance (TA)Settlement InvoiceEntryEnter RecapsEnter Seed SalesContinue
3Overview Close Full Screen Minimize Title Bar Icon Bar Menu Bar Continue
4Additional Options - Screen Design OverviewAdditional Options - Screen DesignAll eCotton program screens have anadditional options button. It is locatedin the bottom-right corner of each screen.The additional options provide extrafunctions 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 andclick on Screen Design.Continue
5Overview Screen Design Note that the arrow pointer changes to a hand pointer.Move the pointer over any inputarea and click the left mouse button.Continue
6Overview Screen Design When the mouse button is clicked, the input area becomes ‘grayedout’ and access is denied.Continue until all un-necessaryinput areas are selected.Click the additional options arrowagain to save the screen design.Continue
7Click on any Menu Option for details. OverviewEntityEntriesGinningSeedBuyerRecapInvoiceShipmentLoanReportsRemoteUtilitiesHelpClick on any Menu Option for details.End Orientation
8OverviewEntityAn 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 MenuContinue
9Entity - Entity Selection OverviewEntity - Entity SelectionChoose which Entity you desire by clickingthe entity name once to highlight, then clickSelect.To Add or copy an Entity, click the + Add button.Make an entity copy prior to begin a new season.Continue
10Entity – Create a New Entity OverviewEntity – Create a New EntityTo make a new entity and copy the data froman existing entity:Click on the drop-down arrow to select from alist of existing entities or use Master (Master isa blank, template entity).THENType the name of the new (Entity to copy to:)and click on the OK button. If you want thisnew entity to be the one that is used eachtime you open Gin, select Make Default.Continue
11Entity - System Parameters OverviewEntity - System ParametersThe 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
12Entity - System Parameters OverviewEntity - System ParametersAttention:You must setup system parameters before otherfeatures of the program are accessible.Continue
13Entity - System Parameters - Company OverviewEntity - System Parameters - CompanyLoan value for your localbase grade cotton (41-4/34)and for for calculationsof CCC Loan values.Used onprinting ofinvoices andother reports.Used as yourreturnAddress.Continue
14Entity - System Parameters - Defaults OverviewEntity - System Parameters - DefaultsUsed for calculationsof seed inventory andseed credit.Requiredfor correctbale record.Continue
15Entity - System Parameters - Preferences OverviewEntity - System Parameters - PreferencesCommits bales toco-ops or brokersonly when loadsare posted or puton a TA.Continue
16Entity - System Parameters - Entry Ranges OverviewEntity - System Parameters - Entry RangesEnter valueshere to insurethey are withinacceptable ranges.A message displaysif out of range.Continue
17Entity - System Parameters - Charges OverviewEntity - System Parameters - ChargesThese appear as category headings on Gin statements.Continue
18Entity - System Parameters - Interface OverviewEntity - System Parameters - InterfaceSet this up foryour warehouseif a you are a Gin/WarehouseCombo.Continue
19Entity - System Parameters - Accounting OverviewEntity - System Parameters - AccountingThese 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
20Entity - System Parameters - Recap/Pricing OverviewEntity - System Parameters - Recap/PricingAllows you to customize the look of your recap.Continue
21Entity - System Parameters - Invoice OverviewEntity - System Parameters - InvoiceThese values are entered todefine what is printed on thesettlement invoices.Continue
22Entity - System Parameters - CCC Loan/LDP OverviewEntity - System Parameters - CCC Loan/LDPProvided by theFSA office in D.C.You use this filedestination to storethe LDP/Loan File.Continue
23Entity - System Parameters - Statement/Ticket Report Layout OverviewEntity - System Parameters - Statement/Ticket Report LayoutControls the look of your GIN statement.Continue
24Entity – Printer Setup… OverviewEntity – Printer Setup…Use this screen for multipleprinter setup if using differentprinters for specific tasks.Return to Gin Main Menu
26Overview Entries - Producer Using the ‘Roll’ arrows to roll to the next higheror next lower producer IDallows for quick viewingof the Producer’s info.Type in an ID and pressthe tab key once.Or, you can click the ?and select from a list ofpreviously enteredproducers.Continue
27Overview Entries - Producer After the charge tables are set up, indicate which one to use foreach producer.The charge table may be thesame for all producers orthere may be a need fordifferent charges for individualproducers.Once the producer ID isentered, enter the farmIDs for that producer.Continue
28Entries - Producer - Farm OverviewEntries - Producer - FarmA charge table here is specificfor this farm only.Check here if the farm is eligiblefor CCC loan.Once the farm ID isentered, enter the fieldIDs for that farmContinue
29Entries - Producer - Field OverviewEntries - Producer - FieldThis screen is used fortracking data at the fieldlevel.Continue
34Entries – Warehouse Entry OverviewEntries – Warehouse EntryUse this screen to enter data for the Warehouse that you send bales to.Enter the new WarehouseID here or click the ?to select from a list.If you are a Gin/Warehousecombination, enter yourtariff IDs here.Click Warehouse chargesso they can be calculatedon the settlement invoice.Continue
35Entries - Warehouse - Charges OverviewEntries - Warehouse - ChargesSetup your warehousecharges on this screen.Continue
37Entries - Ginning Charge Table OverviewEntries - Ginning Charge TableEnter the ginning charges.You can have more than one charge table.Enter the new Charge TableID here or click the ? to selectfrom a list.Enter charge details here.Click Save when the charge is complete andDone when all charge table information is entered.Return to Gin Main Menu
38Ginning - Load/Bale Entry… OverviewGinning - Load/Bale Entry…You can click on the Enter Loads & Balesicon for ‘fast access’ to the Load/BaleEntry section.Return to Gin Main MenuContinue
39Overview 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
40Overview Ginning - Load Entry Click the Enter Bales button below to enter bales for this load.Continue
41Overview 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 vianetworked 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
42Overview Ginning – Bale Entry Click the Save button to save the bales on this load.Continue
43Overview 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 belowto save the load data.Continue
44Overview 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 belowto save and repost the loadif unposted to make changes.Continue
45Ginning - Import from Remote Bale Entry… OverviewGinning - 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 FromRemote Bale Entry icon for ‘fastaccess’ to that section.Continue
46Ginning - Import from Remote Bale Entry… OverviewGinning - 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
47Ginning - Import from Remote Bale Entry… OverviewGinning - Import from Remote Bale Entry…View Remote Bale Entry data….Continue
48Ginning - Import from Remote Bale Entry… OverviewGinning - 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
49Ginning - Post Loads/Bales… OverviewGinning - Post Loads/Bales…You can click on the Post Loads & Bales iconfor ‘fast access’ to that section.Continue
50Ginning - Post Loads/Bales… OverviewGinning - Post Loads/Bales…This screen shows all unposted loads.The loads that are ready to be posted aremarked active.When loads are posted:Builds YTD totalsCalculates ginning chargesCalculates seed now in inventoryContinue
51Ginning - Print Statement of Ginning… OverviewGinning - Print Statement of Ginning…Statement includes:Production totalsLoadsBalesYTD totalsChargesStatements can be printed topage break based on theseoptions.Continue
52Ginning - Print Load Tickets… OverviewGinning - Print Load Tickets…By clicking on the Print Load Tickets…option, the following screens displays.Enter the load ticket number or range ofnumbers, printing options and numberof copies. Click Print.Automatic printing of load tickets is an option in system parameters.Continue
53Ginning - Unpost Loads/Bales… OverviewGinning - Unpost Loads/Bales…For Unposting multiple loads.Select the load for unpostingby clicking in the small square and click the Unpost button.The load can be unposted on the Load Entry screen as well.Continue
54Ginning - Enter Down time… OverviewGinning - 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
55Overview Seed For tracking Seed Sales Return to Gin Main Menu Continue.
56OverviewSeed- SalesYou can click on the Enter Seed Sales icon for ‘fast access’ to that section.Print Seed Sales invoice by clickingon the Print button. Print the trucker’sticket by clicking on the trucker ticketbutton.Continue.
58Seed- Sales – Adjustment and Payment tabs OverviewSeed- Sales – Adjustment and Payment tabsAdjustmentWhen seed buyer pays from received weights rather than shipped weights.PaymentsRecording payment from the see buyer for just this ticket.Continue.
59OverviewSeed - BuyersEnter and edit contracts.Continue.
61Overview Seed – Caught Seed To track seed sold back to the producer. Continue.
62Seed – Trucking Companies… OverviewSeed – Trucking Companies…For tracking the companies that haul the seed.Continue.
63Overview Seed – Reports Use the reports option to print seed related reports.Return to Gin Main Menu
64Overview 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 touse the Cotton Buyer option.Return to Gin Main MenuContinue.
65Overview Cotton Buyer - Setup Use the Buyer Setup to enter Buyer data. Continue.
66Cotton Buyer – Setup - Main OverviewCotton Buyer – Setup - MainThe 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.
67Cotton Buyer – Setup - EWR OverviewCotton Buyer – Setup - EWRTo update receipt information, enter the data on the EWR tab. Enter Tariff paid data to get updated on the receipt.Continue.
68Cotton Buyer – Setup – File/Report OverviewCotton Buyer – Setup – File/ReportIf the buyer requires a special data file or report, set it up here to send when the bales are processed.Continue.
69Cotton Buyer – Setup - Contracts OverviewCotton Buyer – Setup - ContractsEnter contract details. See following pages.Continue.
70Cotton Buyer – Contract Details - Main OverviewCotton Buyer – Contract Details - MainFor entering producer contractdetails.MainEnter 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.
71Cotton Buyer – Contract Details - Purchase OverviewCotton Buyer – Contract Details - PurchaseEnter 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.
72Cotton Buyer – Contract Details - Sale OverviewCotton Buyer – Contract Details - SaleEnter 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.
73Cotton Buyer – Process Cotton Buyer Bales… OverviewCotton Buyer – Process Cotton Buyer Bales…When bales are posted and ready for delivery to a buyer, click on Process Buyer Bales…Continue.
74Cotton Buyer – Process Cotton Buyer Bales… OverviewCotton 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.
75Cotton Buyer – Payment Reconciliation… OverviewCotton Buyer – Payment Reconciliation…Payment Reconciliation is used when payment data is sent from the co-op to the gin.Read in the file to reconcilepayments within the program.Click the Read File button.Continue.
76Cotton Buyer – Payment Reconciliation… OverviewCotton Buyer – Payment Reconciliation…This is the only reportnecessary in order toinsure the co-opdeductions for Gin/Whsecharges match yourcalculation.Continue.
77Cotton Buyer – Manage Commitments… OverviewCotton 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.
78Cotton Buyer – Processed Bales Report… OverviewCotton Buyer – Processed Bales Report…A Processed Bales report is generated for view and printing.Continue.
79Cotton Buyer – Cotton Buyer Bales Status Report… OverviewCotton Buyer – Cotton Buyer Bales Status Report…A Buyer Bale Status report is generated for view and printing.Return to Gin Main Menu
80The following pages illustrate how to OverviewRecapThe following pages illustrate how touse the Recap option.Return to Gin Main MenuContinue.
81Overview Recap – Recap Entry The Pricing Information controls the premiumsand discounts for each bale.Create a recap in preparation for a settlement invoice.Continue.
82Recap – Recap Entry – Add Bales OverviewRecap – Recap Entry – Add BalesGet a printout of the recap by clicking on the Print button.Continue.
83Overview Recap – Recap Entry The Recap data can be automatically ed by clicking the button.Continue.
84Overview Recap – Recap Entry The Recap is formatted into an friendly report.Continue.
85Overview 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.Continue.
86Recap – Pricing Tables and Pricing Sets… OverviewRecap – 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.
87Overview Recap – Reports Click here for recap related reports. Return to Gin Main Menu
88Overview Invoice The following pages illustrate how to use the Settlement Invoice option.Return to Gin Main MenuContinue.
89Invoice – Settlement Invoice… OverviewInvoice – Settlement Invoice…As described in the Recap Entry section, the invoice is created by associating it with a recap.Continue.
90Invoice – Settlement Invoice… OverviewInvoice – 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.
91Invoice – Settlement Invoice… OverviewInvoice – 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.
92Invoice – Settlement Charge Table… OverviewInvoice – Settlement Charge Table…This option displays a list of the Producer or Buyer Settlement Charge Tables.Continue.
93Invoice – Warehouse Charge Tables… OverviewInvoice – Warehouse Charge Tables…This option displays the Warehouse Charge Tables.A separate table is setup for each warehouse in the system.Continue.
94Overview Invoice – Reports Click here for Invoice related reports. Return to Gin Main Menu
95Shipment- Enter Trucker’s Acceptance… OverviewShipment- Enter Trucker’s Acceptance…The TA (Trucker’s Acceptance)lists the bales being hauled fromthe Gin to the Warehouse.The TA file can also be sent to theWarehouse via AIRMail or .Return to Gin Main MenuContinue.
96Shipment- Enter Trucker’s Acceptance… OverviewShipment- Enter Trucker’s Acceptance…Click the additional options arrowto add a comment to be printed on the TA, change the report layout format or other options.Continue.
97Shipment- Validate TAs, Master TA Listing, Trucker Entry… OverviewShipment- 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 enteredon the TA’s entry panel.Return to Gin Main Menu
98OverviewLoanThe 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 MenuContinue.
100Loan – FSA Loan/LDP Utility… State/County Code OverviewLoan – FSA Loan/LDP Utility… State/County CodeThe state/county code is the one entered in the farm entryscreen.This is the county office thatthe file is going to be sentto.The county office information, including address, is updated by clicking on the ? by the county code number.Continue.
101Loan – FSA Loan/LDP Utility… State/County Code OverviewLoan – FSA Loan/LDP Utility… State/County CodeThe 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.
102Loan – FSA Loan/LDP Utility… Bale Selection Filters OverviewLoan – FSA Loan/LDP Utility… Bale Selection FiltersTo include all eligiblebales, click the + Add Bales button.Continue.
103Loan – FSA Loan/LDP Utility… Save… OverviewLoan – 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 tothe 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.
104Loan – FSA Loan/LDP Utility… OverviewLoan – FSA Loan/LDP Utility…Choose one of these options for Loan related reports.Return to Gin Main Menu
105OverviewReportsThe reports option in the GIN System is a powerful tool providing a vast assortment of reports. Run the reportsfor a sampling of what data is provided.Return to Gin Main MenuContinue.
106Reports – Custom Reports OverviewReports – Custom ReportsAll 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.
107Reports – Custom Reports OverviewReports – Custom ReportsThese ‘custom reports’ can substitute for layouts used throughout the GIN system or can be executed as standalone reports.Return to Gin Main Menu
108OverviewRemoteThe 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 MenuContinue.
109Remote – Inbound File Layouts… OverviewRemote – 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.
110Remote – Read Remote Classing Data… OverviewRemote – Read Remote Classing Data…Read USDA Classing Data…is an example of a pre-definedInbound process.Click the Import button to read the classing file and import the data into the GIN system.Continue.
111Remote – Read Remote Warehouse Data… OverviewRemote – 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
112Overview Utilities A description of the GIN System Utilities follows. Return to Gin Main MenuContinue.
114Utilities – Transfer Bale Ownership… OverviewUtilities – Transfer Bale Ownership…Fill in the required information to transfer bales to a landlord and click the Go button.Continue.
115Utilities – Enter Classing Data… OverviewUtilities – 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.
116Utilities – Enter Warehouse Data… OverviewUtilities – 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.
117Utilities – Bale Director… OverviewUtilities – 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.
118Utilities – Calculate Rebates… OverviewUtilities – Calculate Rebates…Reports are generated andchecks can be printed.Continue.
119Utilities – Begin New Season… OverviewUtilities – Begin New Season…Each year, prior to beginning a new ginning season, this operation needs to be done. PLEASE READ!Continue.
120Utilities – Data File Maintenance… OverviewUtilities – 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 theassistance from eCotton support.Continue.
121Utilities – User Setup… OverviewUtilities – User Setup…Define user setup by assigning IDs and passwords.Select the access for each user.Continue.
122Utilities – Show Network Users… OverviewUtilities – 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.
123Overview Utilities – BackUp… WinBack is the preferred backup method. Use this option for making a quick backup.Continue.
124Utilities – Pack & Reindex… OverviewUtilities – 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
125OverviewHelpAll eCotton programs have a Help option on the Menu Bar. Following is a description of the GIN system Help Menu.Return to Gin Main MenuContinue.
126Overview Help – GIN Help… This is how the GIN system Help appears when Help is selected.Continue.
127Overview 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.
128Help – eCotton Home Page, CottonHost.com Home Page… OverviewHelp – 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.
129Help – eCotton Home Page, CottonHost.com Home Page… OverviewHelp – 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.
130Help – Update to Latest Version… OverviewHelp – Update to Latest Version…After the annual license fee is paid, update your license using this function.Continue.
131Help – About the eCotton Gin System… OverviewHelp – 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