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eCotton Gin System Overview

An overview of how to operate the eCotton Gin program. Learn about unique requirements and fast access icons. Access additional options and customize screens. Set up entities and system parameters.

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eCotton Gin System Overview

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  1. 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…..

  2. 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

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

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

  8. 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

  9. 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

  10. 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

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

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

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

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

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

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

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

  19. 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

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

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

  22. 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

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

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

  25. Overview Entries Return to Gin Main Menu Continue

  26. 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

  27. 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

  28. 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

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

  30. Overview Entries - Landlord Continue

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

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

  33. Overview Entries Continue

  34. 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

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

  36. Overview Entries Continue

  37. 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

  38. 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

  39. 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

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

  41. 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

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

  43. 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

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

  45. 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

  46. 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

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

  48. 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

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

  50. 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

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