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1 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.

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Presentation on theme: "1 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."— Presentation transcript:

1 1 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. Gin System Overview Please read ALL instructions on every screen. Click here to continue….. Click here to continue…..

2 2 Create An Outbound File Read an Inbound File Run a Custom Report Bale Director Enter Truckers Acceptance (TA) Settlement Invoice Entry Enter Recaps Enter Seed Sales 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 Continue

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

4 4 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

5 5 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

6 6 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

7 7 Overview Click on any Menu Option for details. Entries Ginning Seed BuyerRecap InvoiceShipmentLoanReportsRemote Utilities HelpEntity End Orientation

8 8 Overview Return to Gin Main Menu Return to Gin Main MenuEntity 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. Continue

9 9 Overview 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. Entity - Entity Selection Continue

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 (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. Entity – Create a New Entity Overview Continue

11 11 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

12 12 Overview Entity - System Parameters Attention: You must setup system parameters before other features of the program are accessible. Continue

13 13 Overview Used on printing of invoices and other reports. Used as your return Address. Entity - System Parameters Entity - System Parameters - Company Loan value for your local base grade cotton (41-4/34) and for for calculations of CCC Loan values. Continue

14 14 Overview Required for correct bale record. Used for calculations of seed inventory and seed credit. Entity - System Parameters Entity - System Parameters - Defaults Continue

15 15 Overview Commits bales to co-ops or brokers only when loads are posted or put on a TA. Entity - System Parameters Entity - System Parameters - Preferences Continue

16 16 Overview Enter values here to insure they are within acceptable ranges. A message displays if out of range. Entity - System Parameters Entity - System Parameters - Entry Ranges Continue

17 17 Overview Entity - System Parameters Entity - System Parameters - Charges Continue These appear as category headings on Gin statements.

18 18 Overview Set this up for your warehouse if a you are a Gin/Warehouse Combo. Entity - System Parameters Entity - System Parameters - Interface Continue

19 19 Overview These values are entered to interface with accounting programs which eCotton interfaces with. There is an additional fee for the interface license. Entity - System Parameters Entity - System Parameters - Accounting Continue Access the internet and click the License button.

20 20 Overview Entity - System Parameters Entity - System Parameters - Recap/Pricing Allows you to customize the look of your recap. Continue

21 21 Overview These values are entered to define what is printed on the settlement invoices. Entity - System Parameters Entity - System Parameters - Invoice Continue

22 22 Overview You use this file destination to store the LDP/Loan File. Provided by the FSA office in D.C. Entity - System Parameters Entity - System Parameters - CCC Loan/LDP Continue

23 23 Overview Controls the look of your GIN statement. Entity - System Parameters Entity - System Parameters - Statement/Ticket Report Layout Continue

24 24 Overview Entity – Printer Setup… Use this screen for multiple printer setup if using different printers for specific tasks. Return to Gin Main Menu Return to Gin Main Menu

25 25 Overview Return to Gin Main Menu Return to Gin Main MenuEntries Continue

26 26 Overview Type in an ID and press the tab key once. Or, you can click the ? and select from a list of previously entered producers. Entries - Producer Using the Roll arrows to roll to the next higher or next lower producer ID allows for quick viewing of the Producers info. Continue

27 27 Overview 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. Entries - Producer Once the producer ID is entered, enter the farm IDs for that producer. Continue

28 28 Overview Entries - Producer Entries - Producer - Farm A charge table here is specific for this farm only. Check here if the farm is eligible for CCC loan. Continue Once the farm ID is entered, enter the field IDs for that farm

29 29 Overview Entries - Producer Entries - Producer - Field This screen is used for tracking data at the field level. Continue

30 30 Overview Entries - Landlord Continue

31 31 Overview Entries - Landlord Enter the new landlord ID here or click the ? to select from a list. Continue

32 32 Overview Entries – Landlord Groups Enter the new landlord group ID here or click the ? to select from a list. Continue

33 33 Overview Entries Continue

34 34 Overview Entries – Warehouse Entry Click Warehouse charges so they can be calculated on the settlement invoice. If you are a Gin/Warehouse combination, enter your tariff IDs here. Continue 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.

35 35 Overview Entries - Warehouse - Charges Setup your warehouse charges on this screen. Continue

36 36 Overview Entries Continue

37 37 Overview Entries - Ginning Charge Table Enter the ginning charges. You can have more than one charge table. Enter charge details here. Click Save when the charge is complete and Done when all charge table information is entered. Enter the new Charge Table ? ID here or click the ? to select from a list. Return to Gin Main Menu Return to Gin Main Menu

38 38 Overview Continue 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 Return to Gin Main Menu

39 39 Overview Ginning - Load Entry Continue The Load Entry screen is used to enter and edit load data. The fields highlighted in red are required prior to entering bales.

40 40 Overview Ginning - Load Entry Continue Click the Enter Bales button below to enter bales for this load.

41 41 Overview Ginning – Bale Entry Continue sequentially numbered automatically 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. 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 producers 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.

42 42 Overview Ginning – Bale Entry Continue Click the Save button to save the bales on this load.

43 43 Overview Ginning - Load Entry Continue Click the Save button below to save the load data. You can set up in the system parameters for a prompt to post the load when the save button is clicked.

44 44 Overview Ginning - Load Entry Continue Click the Save button below to save and repost the load if unposted to make changes. The load is then posted to the permanent bale file. To make further changes, click the Unpost button.

45 45 Overview Continue 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.

46 46 Overview Continue 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.

47 47 Overview Continue Ginning - Import from Remote Bale Entry… View Remote Bale Entry data….

48 48 Overview Continue 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.

49 49 Overview Continue Ginning - Post Loads/Bales… You can click on the Post Loads & Bales icon for fast access to that section.

50 50 Overview Continue 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 totalsBuilds YTD totals Calculates ginning chargesCalculates ginning charges Calculates seed now in inventoryCalculates seed now in inventory

51 51 Overview Continue Ginning - Print Statement of Ginning… Statement includes: Production totalsProduction totals LoadsLoads BalesBales YTD totalsYTD totals ChargesCharges Statements can be printed to page break based on these options.

52 52 Overview Continue 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.

53 53 Overview Continue Ginning - Unpost Loads/Bales… 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. For Unposting multiple loads.

54 54 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 Return to Gin Main Menu

55 55 Overview Seed Continue. For tracking Seed Sales Return to Gin Main Menu Return to Gin Main Menu

56 56 Overview Seed- Sales Print Seed Sales invoice by clicking on the Print button. Print the truckers ticket by clicking on the trucker ticket button. Continue. You can click on the Enter Seed Sales icon for fast access to that section.

57 57 Overview Seed - Sales Continue.

58 58 Overview Seed- Sales – 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.

59 59 Overview Seed - Buyers Enter and edit contracts. Continue.

60 60 Overview Seed – Adjust Seed Inventory To manually adjust the seed inventory. Continue.

61 61 Overview Seed – Caught Seed Continue. To track seed sold back to the producer.

62 62 Overview Seed – Trucking Companies… Continue. For tracking the companies that haul the seed.

63 63 Overview Seed – Reports Use the reports option to print seed related reports. Return to Gin Main Menu Return to Gin Main Menu

64 64 Overview Cotton Buyer The following pages illustrate how to use the Cotton Buyer option. Continue. For setting up cotton buyers, cotton brokers and cotton co-op details. Return to Gin Main Menu Return to Gin Main Menu

65 65 Cotton Buyer - Setup Use the Buyer Setup to enter Buyer data. Continue. Overview

66 66 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. Continue. Overview Defines the type of buyer.

67 67 Cotton Buyer – Setup - EWR Continue. Overview To update receipt information, enter the data on the EWR tab. Enter Tariff paid data to get updated on the receipt.

68 68 Cotton Buyer – Setup – File/Report Continue. Overview If the buyer requires a special data file or report, set it up here to send when the bales are processed.

69 69 Cotton Buyer – Setup - Contracts Continue. Overview Enter contract details. See following pages.

70 70 Cotton Buyer – Contract Details - Main 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. Overview For entering producer contract details.

71 71 Cotton Buyer – Contract Details - Purchase Enter the pricing set ID or use the ? to select from a list. Continue. If applicable, enter the Charge Table ID or use the ? to select from a list. Overview

72 72 Cotton Buyer – Contract Details - Sale Enter the pricing set ID or use the ? to select from a list. Continue. If applicable, enter the Charge Table ID or use the ? to select from a list. Overview

73 73 Cotton Buyer – Process Cotton Buyer Bales… Continue. When bales are posted and ready for delivery to a buyer, click on Process Buyer Bales… Overview

74 74 Cotton Buyer – Process Cotton Buyer Bales… Continue. 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. Overview

75 75 Cotton Buyer – Payment Reconciliation… Continue. 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. Overview

76 76 Cotton Buyer – Payment Reconciliation… Continue. Overview This is the only report necessary in order to insure the co-op deductions for Gin/Whse charges match your calculation.

77 77 Cotton Buyer – Manage Commitments… Continue. 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. Overview

78 78 Cotton Buyer – Processed Bales Report… Continue. A Processed Bales report is generated for view and printing. Overview

79 79 A Buyer Bale Status report is generated for view and printing. Cotton Buyer – Cotton Buyer Bales Status Report… Overview Return to Gin Main Menu Return to Gin Main Menu

80 80 Recap The following pages illustrate how to use the Recap option. Continue. Overview Return to Gin Main Menu Return to Gin Main Menu

81 81 Recap – Recap Entry Continue. Overview Create a recap in preparation for a settlement invoice. The Pricing Information controls the premiums and discounts for each bale.

82 82 Recap – Recap Entry – Add Bales Continue. Get a printout of the recap by clicking on the Print button. Overview

83 83 Recap – Recap Entry Continue. The Recap data can be automatically ed by clicking the button. Overview

84 84 Recap – Recap Entry Continue. The Recap is formatted into an friendly report. Overview

85 85 Recap – Recap Entry 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. Overview

86 86 Continue. Overview The buyer can download the eCotton CATAPULT Utility which allows them to build and the pricing tables and sets. Recap – Pricing Tables and Pricing Sets…

87 87 Recap – Reports Click here for recap related reports. Overview Return to Gin Main Menu Return to Gin Main Menu

88 88 Invoice The following pages illustrate how to use the Settlement Invoice option. Continue. Overview Return to Gin Main Menu Return to Gin Main Menu

89 89 Continue. As described in the Recap Entry section, the invoice is created by associating it with a recap. Invoice – Settlement Invoice… Overview

90 90 Continue. 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. Invoice – Settlement Invoice… Overview

91 91 Continue. 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. Invoice – Settlement Invoice… Overview

92 92 Continue. Invoice – Settlement Charge Table… Overview This option displays a list of the Producer or Buyer Settlement Charge Tables.

93 93 This option displays the Warehouse Charge Tables. A separate table is setup for each warehouse in the system. Continue. Invoice – Warehouse Charge Tables… Overview

94 94 Click here for Invoice related reports. Invoice – Reports Overview Return to Gin Main Menu Return to Gin Main Menu

95 95 Shipment- Enter Truckers Acceptance… Continue. Overview Return to Gin Main Menu Return to Gin Main Menu The TA (Truckers 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 .

96 96 Shipment- Enter Truckers Acceptance… Continue. Click the additional options arrow to add a comment to be printed on the TA, change the report layout format or other options. Overview

97 97 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 TAs entry panel. Overview Return to Gin Main Menu Return to Gin Main Menu

98 98 Loan Continue. Overview 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 Return to Gin Main Menu

99 99 Loan – FSA Loan/LDP Utility… Loan Type Continue. Overview

100 100 Loan – FSA Loan/LDP Utility… State/County Code Continue. 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. Overview

101 101 Loan – FSA Loan/LDP Utility… State/County Code Continue. 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. Overview

102 102 Loan – FSA Loan/LDP Utility… Bale Selection Filters Continue. To include all eligible bales, click the + Add Bales button. Overview

103 103 Loan – FSA Loan/LDP Utility… Save… Continue. 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. Overview

104 104 Loan – FSA Loan/LDP Utility… Choose one of these options for Loan related reports. Overview Return to Gin Main Menu Return to Gin Main Menu

105 105 Reports Continue. 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. Overview Return to Gin Main Menu Return to Gin Main Menu

106 106 Reports – Custom Reports Continue. 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. Overview

107 107 Reports – Custom Reports These custom reports can substitute for layouts used throughout the GIN system or can be executed as standalone reports. Overview Return to Gin Main Menu Return to Gin Main Menu

108 108 Remote Continue. 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). Overview Return to Gin Main Menu Return to Gin Main Menu

109 109 Continue. Clicking on the Inbound option displays this panel. Data files are read into the GIN system according to the structure of an inbound layout. Remote – Inbound File Layouts… Overview

110 110 Remote – Read Remote Classing Data… Continue. 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. Overview

111 111 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. Overview Return to Gin Main Menu Return to Gin Main Menu

112 112 Utilities Continue. A description of the GIN System Utilities follows. Overview Return to Gin Main Menu Return to Gin Main Menu

113 113 Utilities – Bale Review… Continue. Displays bale information. Overview

114 114 Utilities – Transfer Bale Ownership… Continue. Fill in the required information to transfer bales to a landlord and click the Go button. Overview

115 115 Utilities – Enter Classing Data… Continue. Overview Use Find to locate the bale and click the blue Edit triangle. Correct, click on the Save button, then click Close.

116 116 Utilities – Enter Warehouse Data… Continue. Use Find to locate the bale and click the blue Edit triangle. Correct, click on the Save button, then click Close. Overview

117 117 Utilities – Bale Director… Continue. Overview 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.

118 118 Utilities – Calculate Rebates… Continue. Reports are generated and checks can be printed. Overview

119 119 Utilities – Begin New Season… Continue. Each year, prior to beginning a new ginning season, this operation needs to be done. PLEASE READ! Overview

120 120 Utilities – Data File Maintenance… Continue. 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. Overview

121 121 Utilities – User Setup… Continue. Overview Define user setup by assigning IDs and passwords. Select the access for each user.

122 122 Utilities – Show Network Users… Continue. This option identifies who is on the network. This information is beneficial when making upgrades or changes to the system parameters by the Administrator. Overview

123 123 Utilities – BackUp… Continue. WinBack is the preferred backup method. Use this option for making a quick backup. Overview

124 124 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. Overview Return to Gin Main Menu Return to Gin Main Menu

125 125 Help Continue. All eCotton programs have a Help option on the Menu Bar. Following is a description of the GIN system Help Menu. Overview Return to Gin Main Menu Return to Gin Main Menu

126 126 Help – GIN Help… Continue. This is how the GIN system Help appears when Help is selected. Overview

127 127 Help – Whats new? Continue. Whats New? displays a listing of the updates and additions to the system. Each version is listed with dates and specific enhancements and/or corrections. Overview

128 128 Help – eCotton Home Page, CottonHost.com Home Page… 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

129 129 Help – eCotton Home Page, CottonHost.com Home Page… Continue. 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. Overview

130 130 Help – Update to Latest Version… Continue. After the annual license fee is paid, update your license using this function. Overview

131 131 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). Overview Return to Gin Main Menu Return to Gin Main Menu


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