1 warehouse overview this presentation is intended to show the operation of the ecotton warehouse...

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Warehouse Warehouse OverviewOverview

This presentation is intended to show the operation of the eCotton This presentation is intended to show the operation of the eCotton Warehouse program. Warehouse program.

While some aspects apply to all customers, others will need to While some aspects apply to all customers, others will need to understand that their operations are unique. understand that their operations are unique.

For unique or specific requirements, please contact eCotton.For unique or specific requirements, please contact eCotton.

Remember, on every eCotton program screen pressing F1 displays Remember, on every eCotton program screen pressing F1 displays HELP for that subject.HELP for that subject.

Click here to continue.Click here to continue.

Please read ALL instructions on every screen.

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OverviewOverview

Create Create OutboundOutboundFileFile

Read anRead anInboundInboundFileFile

Run aRun aCustomCustomReportReport

BackupBackup

Bale ReviewBale Review

Accural ReportAccural Report

Import BalesImport BalesFrom GinFrom Gin

Enter BalesEnter Bales

Export EWRExport EWRTransactionsTransactions

To ProviderTo Provider

ImportImportShipping OrdersShipping Orders

Shipping OrderShipping OrderSchedulingScheduling

Shipping OrderShipping OrderPicking ListPicking List

Shipping OrderShipping OrderEntryEntry

Use these fast access icons. Each is also defined withina menu bar options. For example: Import bales from Ginis also found in Remote Inbound Import Bales from Gin.

Click here to continue.Click here to continue.

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Title BarTitle Bar

Close

Minimize

Menu BarMenu BarIcon BarIcon Bar

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Additional Options - Additional Options - Screen DesignScreen Design

All 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 and click on Screen Design.

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Screen DesignScreen Design Note that the arrow pointer changes to a hand pointer.

Move the pointer over any input area and click the left mouse button.

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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.

6End OrientationEnd Orientation

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Click on any Menu Option for details

Entries Warehouse Shipping Order Audit CCC Reports Remote Utilities HelpEntity

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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 Entity’s 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.

EntityEntity

Return to Main MenuReturn to Main Menu Continue.Continue.

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Choose which Entity you desire by clickingChoose which Entity you desire by clickingthe entity name once to highlight, then clickthe entity name once to highlight, then clickSelect.Select.

Make entity copies for:Make entity copies for:

Prior to performing major data functions: Prior to performing major data functions: Rebuild Year to Date totals, changing a Rebuild Year to Date totals, changing a large amount of information, before you large amount of information, before you begin a new season, etc. begin a new season, etc.

Entity - Entity - Entity SelectionEntity Selection

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The Entity name is displayed on the The Entity name is displayed on the title bar.title bar.

If it is desired to have a specific entity If it is desired to have a specific entity opened each time the program loads, opened each time the program loads, click on the click on the DefaultDefault button with the button with the entity highlighted.entity highlighted.

To Add or copy an Entity, click theTo Add or copy an Entity, click the + + AddAdd button.button.

Entity - Entity - Entity SelectionEntity Selection

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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.

ThenType 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 - Entity Selection - Entity Selection - Copy EntityCopy Entity

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Entity - Entity - Printer SetupPrinter Setup

Use this screen for multiple printer setupUse this screen for multiple printer setupif using different printers for different tasks.if using different printers for different tasks.

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Entity - Entity - System ParametersSystem Parameters

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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.

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Entity - Entity - System Parameters - System Parameters - CompanyCompany

Used onprinting of

invoices andother reports.

Used as yourEmail return

Address.

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Edit the footer information to the desired text.

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Entity - Entity - System Parameters - System Parameters - SettingsSettings

The settings determine theThe settings determine theWarehouse storage charges Warehouse storage charges

calculated when a shipping calculated when a shipping order is processedorder is processed

Enter a date range thatEnter a date range thatis not too restrictive.is not too restrictive.

The bale and tare weightThe bale and tare weightmust be in a range thatmust be in a range that

conforms to imported balesconforms to imported balesfrom a GIN.from a GIN.

Tariffs are created using Entries Enter Tariffsfrom the Menu Bar.

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Entity - Entity - System Parameters - System Parameters - SettingsSettings

Click on the ? To display a list of user-defined tariffs.

Select the appropriate tariff by clicking on itto highlight, then click on the Select button below.

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Entity - Entity - System Parameters - System Parameters - PreferencesPreferences

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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.

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Entity - Entity - System Parameters - System Parameters - LocationsLocations

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Click here to setup the bale location scheme.

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Entity - Entity - System Parameters - System Parameters - Bale CodesBale Codes

Set up user defined miscellaneous flags.

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Entity - Entity - System Parameters - System Parameters - InterfaceInterface

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 boxand enter the upload security code.

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When the annual accounting interface license fee is paid, update the license by clicking on this button.

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Entity - Entity - System Parameters - System Parameters - BlocksBlocks

Non-negotiable electronic block receiptscan be accommodated.

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Entity - Entity - System Parameters - System Parameters - EWREWR

Controls how Electronic Receipts are handled.

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Entity - Entity - System Parameters - System Parameters - Recon & Cert DetailsRecon & Cert Details

Note

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Entity - Entity - System Parameters - System Parameters - CCC Loan/LDPCCC 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 MenuReturn to Main Menu

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EntriesEntries

Continue.Continue.Return to Main MenuReturn to Main Menu

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Entries - Entries - CustomersCustomers

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.

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Entries - Entries - CustomersCustomers When selected, the customer data is displayed. Or enter the new customer information.

This section keeps a running total of the customer’s data.

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Entries - Entries - ShippersShippers When selected, the shipper data is displayed. Or enter the new shipper information.

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This section keeps a running total of the shipper’s data.

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Entries - Entries - TruckersTruckers

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Entries – Entries – Gin ParametersGin Parameters

Set up a Gin ID for eachgin you receive cottonfrom.

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EntriesEntries

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Entries - Entries - TariffsTariffs

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:

001 - Receiving002 - Compression003 - Load Out (Shipping)004 - User defined005 - 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.

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Entries - Entries - TariffsTariffs When selected, the tariff data is displayed. Or enter the new tariff information.

Enter date the tariff charge starts and the tariff rate.

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Return to Main MenuReturn to Main Menu

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WarehouseWarehouse

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Continue.Continue.

Warehouse – Warehouse – Enter BalesEnter Bales

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Bales can be manually entered or edited.

Enter Balesfast access Icon.

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Warehouse – Warehouse – Enter BalesEnter Bales

Enter or edit bale date.

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When all required data is entered, click the Save button.

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Warehouse – Warehouse – Edit/Post Imported Bales…Edit/Post Imported Bales…

If bales are retagged or reweighed, they are imported into edit/post.

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Warehouse – Warehouse – Edit/Post Imported Bales…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.

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Warehouse – Warehouse – Edit/Post Imported Bales…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.

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Warehouse – Warehouse – Edit/Post Imported Bales - CopyEdit/Post Imported Bales - Copy

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Use the edit/post copy function to performautomated tasks such as reassigning WH Balenumbers.

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Typically, bale locations are imported using a scanner file.

Bale locations can be manually entered.

Warehouse – Warehouse – Enter Bale Locations…Enter Bale Locations…

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Warehouse – Warehouse – Sample Boxes…Sample Boxes…

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Typically, sample locations are imported using a scanner file.

Sample locations can be manually entered.

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Warehouse – Warehouse – Service Invoice…Service Invoice…

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Return to Main MenuReturn to Main Menu

Create an invoice for services prior to shipping the cotton.

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Shipping Orders are from your EWR provider or manually entered.

OverviewOverviewShipping OrderShipping Order

Return to Main MenuReturn to Main Menu

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Shipping Order– Shipping Order– Import Shipping OrdersImport Shipping Orders

Click on Import Shipping Orders….

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Import Shipping Orders fast access Icon.

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OverviewOverviewShipping Order– Shipping Order– Import Shipping OrdersImport 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.

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Shipping OrderShipping Order

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Shipping OrderShipping Order

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Click the Ship button to ship the order.

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Shipping OrderShipping Order

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Ensure dates areaccurate, then click Save.

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Shipping OrderShipping Order

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The shipping orderinvoice is generatedand a listing of the bales on the order.

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Shipping Order – Shipping Order – Picking List - Add OrdersPicking 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 orclick on + to enter a shipping order.

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Shipping Order – Shipping Order – Picking List – Report InformationPicking List – Report Information

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Click the Generate button to create the picking list.

Click on the Report Information tab to alter the report appearance.

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Shipping Order – Shipping Order – Shipping Order SchedulingShipping Order Scheduling

Shipping Order Scheduling fast access icon.

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Shipping Order – Shipping Order – Shipping Order SchedulingShipping 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 = unshippedDark Green bale color = shipped. Note

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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.

OverviewOverviewShipping Order – Shipping Order – Shipping Order SchedulingShipping Order Scheduling

Find Marks by clicking onthe Additional Options arrow.

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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.

OverviewOverviewShipping Order – Shipping Order – Shipping Order SchedulingShipping Order Scheduling

Return to Main MenuReturn to Main Menu

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Click the Print button to select a print option.

OverviewOverviewShipping Order – Shipping Order – Shipping Order SchedulingShipping Order Scheduling

Return to Main MenuReturn to Main Menu

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AuditAudit

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Return to Main MenuReturn to Main Menu

The Audit menu generates reports and data files used for the USDA, state licensing, accounting and insurance company.

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AuditAudit

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Return to Main MenuReturn to Main Menu

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Audit – Audit – EWR Reconciliation ReportEWR Reconciliation Report

Return to Main MenuReturn to Main Menu

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Use this option to show any discrepanciesbetween the provider system and your warehouse system.Click on Call Provider to initiate the reconciliation process.

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CCCCCC

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 importthe CCC data.

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AuditAudit

Return to Main MenuReturn to Main Menu

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ReportsReports

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The reports menu in the Warehouse system is a powerful toolproviding a vast assortment of reports. Run the reports fora sampling of what data is provided.

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Bale Listing expands to allow creating a variety of bale detail reports.

Reports - Reports - Bale ReportsBale Reports

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Reports – Reports – Custom ReportsCustom Reports

Customized reports can be substituted for layouts used throughout the Warehouse system or can be used as stand alone reports.

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Return to Main MenuReturn to Main Menu

Use the Customize Menu…. option to create a list of more commonly used reports.

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RemoteRemote

Return to Main MenuReturn to Main Menu

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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).

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Remote - Remote - InboundInbound

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Import Bales from Gin is an example of a pre-defined Inbound process.

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Remote - Remote - InboundInbound

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Import Bales from Gin is an example of a pre-defined Inbound process.

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Remote - Remote - OutboundOutbound

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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 MenuReturn to Main Menu

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Remote - Remote - OutboundOutbound

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Return to Main MenuReturn to Main Menu

Click Yes to create, update or cancel receipts.

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UtilitiesUtilities

A description of the Warehouse Utilities menu follows.

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Utilities – Utilities – Bale ReviewBale Review

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To find a specific bale, click on Search.

Enter the bale number and click OK.The bale is located and highlighted.

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Use to review bale detail information.

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Utilities – Utilities – Bale ReviewBale Review

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Click the View Details button.

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Displays Bale detail information.

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Utilities – Utilities – Begin New Season…Begin New Season…

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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.

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Utilities – Utilities – User Setup…User Setup…

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Define user setup and restrictions by assigning logins and passwords.

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Utilities – Utilities – Backup…Backup…

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The preferred backup method is to use the eCotton WinBack utility.

This option is for making a quick backup.

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Utilities – Utilities – Pack & Reindex…Pack & Reindex…

Return to Main MenuReturn to Main Menu

Pack & Reindex is used to re-index the system data files. Run on a weekly basis to maintain system performance

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HelpHelp

Return to Main MenuReturn to Main Menu

All eCotton programs have a Help option on the Menu Bar. Following is a description of the Warehouse Help Menu.

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Help - Help - Warehouse HelpWarehouse Help

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

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Help - Help - What’s NewWhat’s New

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What’s New displays a listing of the improvements and changes to the system. Each version is listed with dates and specific enhancements and/or corrections.

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Help – Help – eCotton and IsMyLoadReady.com Home Pages…eCotton and IsMyLoadReady.com Home Pages…

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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.

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Help – Help – eCotton and IsMyLoadReady.com Home Pages…eCotton and IsMyLoadReady.com Home Pages…

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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.

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Help – Help – Update To Latest Version…Update To Latest Version…

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After the annual license fee is paid, update to latest version using this function.

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Update weekly.

All eCotton programs arecapable of retrieving updates.

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Help – Help – About the eCotton Warehouse System…About the eCotton Warehouse System…

Return to Main MenuReturn 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.

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