AGRIS - AGRO / AAWCO Warehouse Examiner Data Interface

Table of Contents

Background Information and Benefits

Background Information:

The AAWCO Warehouse Examiner Data interface allows submission of standardized examination data efficiently using the Association of American Warehouse Control Officials (AAWCO) electronic data interface standard created by AAWCO in 1995. AAWCO changed its name "The Association of Grain Regulatory Officials" (AGRO). For more details, visit this site: http://agroonline.org/Views/EDI/EDI.aspx

This enables the transfer of the following information to a file for the examiner's analysis:

Unreceipted storage
Deferred price contracts
Sales contracts
Purchase contracts
Warehouse receipts
Grain payable / receivable records

Benefits:

The interface provides the following benefits:

Eliminates hours of manual data entry and the possibility of transposition errors.
Speeds up the examination process and reduces disruption to your business by eliminating requests for information, reducing demand for
assistance during examinations, and requiring less onsite time for the examiner.
Reduces confusion of terminology for reduced stress in providing the required information.

Setup Process

The basic steps to setup the AAWCO interface in AGRIS include:

Verify access to the feature.
Transfer Reports/Forms to the AAWCO interface.
Configure CFT process.
Setup cross-references.
Setup AAWCO reports in a report stream (optional step to reduce time running reports later).

1. Verify access to the feature.

The AAWCO WAREHOUSE EXAMINERS feature is available to all companies licensed to use the AGRIS Agribusiness or Grain package. The feature is included in the Standard, Advanced and Elite editions of AGRIS.

Navigation: Customize > System Security > select user(s) > 4) Edit Security Levels > type "M" > select "CFT FILE TRANSLATIONS AAWCO WAREHOUSE EXAMINERS" > Select.

User Level permission should be set to "Delete" (see below screen).

To set "Delete" User Level, press Select and the screen below will appear. Enter "6" and press OK.

2. Transfer Reports/Forms to the AAWCO interface.

This step assigns the AGRIS reports to the applicable AAWCO export file.

Navigation: Packages > Communications > File Translations > AAWCO Warehouse Examiners

The resulting screen below show the basic process the AGRIS reports to transfer.

Navigation: Utilities > Transfer Reports/Forms > 5) Custom Transfer Options > enter "1" in Reports/Forms > press OK.

Click the "Report Name" column in order to sort the list by Report Name.

The AAWCO Export reports should appear in order like this:

Select the first report ("AAWCO EXPORT 1of7: OPEN CONTRACTS" and press "Select". A screen like this will appear.

Enter "Y" and press OK.

Repeat this for the remaining reports #2 - #7 below AAWCO EXPORT reports as depicted here:

3. Configure CFT.

Navigation: CFT > File Translations > AAWCO Warehouse Examiners > Click OK > Choose #2 AAWCO Warehouse Examiners Configuration

This is where you add your Warehouse License Number on Screen 1 of 2

Click OK > Continue on to Screen 2 By clicking Next. This is where you list the document numbers of all your Warehouse Receipts.

Once Screen 1 & 2 are updated, hit Save/Exit to save changes.

4. Setup cross-references.

Navigation: CFT > Cross Reference Tables. This creates a file named "CFTXRF.CFT" located in the folder of the \\Apps\AGRIS\Datasets\004 folder, like this (where the dataset number is 004):

Open Windows Explorer and navigate to the folder that contains the CFTXRF.CFT file.

Double click the file and the file should open in Notepad and look something like this:

Print the report to paper so that you can right your values on the paper. It is about 10 pages long.

Navigation: GRN > Commodity Tables > Commodity Codes > 4) Print Commodity Codes. Print this report to paper. It will look something like this:

Trade Weight Section

Use your Commodity Codes report results to populate the values in the "Trade Weight Section" of the CFTXRF.CFT file which looks like this:

Commodity Code Section

Use your Commodity Codes report to populate the values in the "Commodity Code Section" of the CFTXRF.CFT file which looks like this:

Discount Code Section

Navigation: GRN > Commodity Tables > Discount Codes > 4) Print Commodity Codes > Ok . Print this report to paper. It will look something like this:

Use your Commodity Codes report to populate the values in the "Commodity Code Section" of the CFTXRF.CFT file which looks like this:

Weight Base and Grade Base Sections

Navigation: GRN > Setup Information > Weights And Grades > 5) Print Weight/Grade Base Codes > Select. Print this report to paper. It will look something like this:

Use your Weight/Grade Base Codes report to populate the values in the "Weight Base Section" of the CFTXRF.CFT values. It should look something like this:

Delivery Terms Section

Navigation: GRN > Setup Information > Delivery Terms > 5) Print Weight/Grade Base Codes > Select. Print this report to paper. It will look something like this:

Use your Weight/Grade Base Codes report to populate the values in the "Weight Base Section" of the CFTXRF.CFT values. It should look something like this:

Contract Types Section

Navigation: GRN > Setup Information > Contract Types > Print. Print this report to paper. It will look something like this:

Use your results to populate the values in the "Contract Type Section" of the CFTXRF.CFT file. It should look something like this:

Board Name Section

Navigation: GRN > Commodity Tables > Boards of Trade > Print > OK. Print this report to paper. It will look something like this:

Use your results to populate the values in the "Board Name Section" of the CFTXRF.CFT file. It should look something like this:

Transport Mode Section

Navigation: GRN > Setup Information > Transportation Modes > 10) Print Modes > OK. Print this report to paper. It will look something like this:

Use your results to populate the values in the "Transport Mode Section" of the CFTXRF.CFT file. It should look something like this:

5. Setup AAWCO reports in a report stream (optional step to reduce time running reports later).

Navigation: Maintenance > Report Stream Maintenance

If you have no Report Streams, press "OK" on the screen like this:

Press "Yes" to Add A Report Stream?"

If you already have Report Streams, press "Insert" on the screen like this:

It will ask if you want to Insert Before [ existing report ]. Chooses Yes or No (it does matter).

Complete the screen below with something like this:

Press "Yes" if you wish to "Set Up Stream Password" or "No" if you do not want to pass word protect it.

Select the applicable reports per the green box:

So for "1) Print GRN Contract Report" AWWCO EXPORT 1of7: OPEN CONTRACTS", go to the GRN Pkg and select CONTRACT REPORTS.

Then choose 2) User Defined Reports > Select on this screen:

Then choose "AWWCO EXPORT 1of7: OPEN CONTRACTS"" on this screen and press "Select".

On the screen below, choose "Yes" if you want to continue to the next step in the stream if there is an error OR No if you want to stop the stream when there is an error.

Continue this process until you have the other steps complete and the screen looks like this:

Generating and Transmitting the AGRIS EDI File

Navigation: Reports > Report Streams > Select your AAWCO Report stream:

If you select "Yes" the following screen will appear. Just select "No" and then OK to run the stream.

Screens like this will appear as the AAWCO export report stream runs, creating a file called "EDI.DAT":

This creates a file named "EDI.DAT" located in the folder of the \\Apps\AGRIS\Datasets\004 folder, like this (where the dataset number is 004):

Open Windows Explorer and navigate to the folder that contains the "EDI.DAT" file.

Email the file to your examiner:

Right-Click on the "EDI.DAT" file.
Click Send to
Select Mail recipient.

Warehouse Examiner's (Association of Grain Regulatory Official) View

After you provide the file to the examiner and the examiner uploads the file into the ExamHand software, the examiner will see your information on screens like below:

Other Information

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