CINCH Sales/Seed Software
Procedures Manual
Version 18.2 M6
August 2019
Introduction
What's in this manual?
Symbols and conventions
Additional resources
Part 1: General
Chapter 1: Transaction Branch
Chapter 2: Cinch Area Pages
Chapter 3: Miscellaneous
Voucher Vendor Change
Tracking Prepays Using Analytical Accounting
Receivings Transaction Entry
Bank Deposit Report
Customer Item Lookup
Part 2: Sales Transactions
Chapter 4: Prepay
Prepay Cash Receipts
Applying Prepay
Prepay Transfers
Prepay Pricing
Chapter 5: Sales Documents
Bookings
Sales Contracts
Orders/Quotes
Counter Sales
Invoices
Returns
Splitting a Sales Document
Entering Sales Freight
Vendor Returns
Farms, Fields, Licenses, and Credit Limits
Chapter 6: Scheduling and Fulfillment
Chapter 7: Purchasing
Using Purchase Order Entry
Drop Ship
Inventory Receipts
Not Using Purchase Order Entry
Chapter 8: Branch Transfers
Transferring Inventory
Voiding Inventory Transfers
Creating an Internal Order
Chapter 9: Lot Analysis
Lot Analysis Entry
Lot Analysis Advanced Lookup
Inventory Adjustment Lot Entry
Chapter 10: Certificate of Analysis (COA
COA Quality Results Entry
COA Quality Results Inquiry
COA Document Analysis
Inspection Maintenance
Inspection Maintenance Inquiry
Sales Order Entry with COA
Counter Sales Entry with COA
Invoice Maintenance with COA
Outbound Shipping Entry with COA
Bulk Shipping Entry with COA
Bulk Transfer Entry with COA
COA Report
COA Out of Spec Approval
Inspection Question Fail Approval
Chapter 11: Posting
Chapter 12: Inquiries
Branch Transfer Inquiry
Booking Inquiry List
Credit Limit Inquiry
Credit Limit Override Inquiry
Customer Balance Inquiry
Customer Summary Inquiry List
Field History Inquiry
Inventory Transaction Inquiry
Lot Analysis Inquiry List
Lot Transactions Inquiry List
Prepay Cash Receipts Inquiry
Sales Inquiry
Sales Batch Inquiry List
Sales Contract Inquiry
Sales Contract Quantity Inquiry
Sales Contract Amendment Inquiry
Sales Contract Amendment Inquiry Zoom
Sales Detail Inquiry List
Sales History Inquiry
Sales Order Processing Document Inquiry
Schedule Inquiry List
XML Export Inquiry
Inventory Sales Position Report
Number System Inquiry
Freight Inquiry List
Shipment Invoicing Inquiry
Item Long Short Inquiry
Inventory Inquiry
Chapter 13: Reports
Reports Available in CINCH Sales/Seed
Prepay Reports
Bookings Reports
Sales Reports
Customer Reports
License Reports
Sales Contract Reports
Sales Management Reports
Receivables Credit Report
Lot Analysis Reports
Batch Sales Edit Reports
Part 3: Integration Invoicing
Chapter 14: CINCH Shipments
CINCH Shipments
Chapter 15: Shipment Invoicing
Chapter 16: AgWorks Integration
Chapter 17: Fertilizer Invoicing Integration
Part 4: Routines
Chapter 18: Statements
Chapter 19: Prepay Season Close
Chapter 20: Expired Prepay Close
Chapter 21: Prepay Effective Date Change
Chapter 22: Petroleum File Import
Chapter 23: Order Schedule Qty Reconcile
Chapter 24: AgWorks Routines
Integration Error Log
AgWorks Integration
Chapter 25: XML Export Entry
Chapter 26: Sales Document Import
Chapter 27: Reprint Archived Statements
Chapter 28: Reporting Cost Adjustments
Reporting Cost Adjustment Item Entry
Reporting Cost Adjustment Manual Entry
Reporting Cost Adjustment Calculation Processing
Reporting Cost Adjustment Inquiry
Reporting Cost Adjustment Inquiry Detail

Introduction

This information was current as of December 2019. Refer to the ReadMe/What's New documents accompanying updates for the most updated information about CINCH Software.
This introduction is divided into the following sections:
 What's in this manual?
 Symbols and conventions
 Additional Resources

What's in this manual?

This manual introduces the user to CINCH Sales/Seed Software Procedures and presents important information on using the system. It is divided into the following parts:
 Part 1: General. Explains Transaction Branches, Cinch Area Pages and other general items within CINCH.
 [ Part 2: Sales Transactions|#Part2]. Explains how to use CINCH Sales/Seed windows. This will include entering prepay, bookings, orders, invoices and returns as well as other functionality

• Part 3: Integration Invoicing. Explains how CINCH Shipments, AgWorks and Petroleum File Import transactions can be edited and invoiced in CINCH Sales.
• Part 4: Routines. Explains how to complete CINCH Sales/Seed routines such as printing statements, closing prepay, and completing a Petro Vend import.

Symbols and conventions

This manual uses the following symbols and conventions to make specific types of information stand out.

The conventions table explains how we refer to chapter, sections, acronyms, and other information in the document.

For Information on common button functionality (Save, Clear, Delete, Notes, etc.), please refer to the Microsoft Dynamics GP System User's Guide Manual, Page 30-36.

Additional resources

Use the following tools to learn how to use Microsoft Dynamics GP & CINCH Sales/Seed. Many of the documentation resources are provided in online format, either as an online help file or as an Adobe Acrobat .PDF file.

To learn about Microsoft Dynamics GP

Use Microsoft Dynamics GP Orientation Training (Help >> Orientation Training) to learn more about Microsoft Dynamics GP, an overview of accounting, how to move around in Microsoft Dynamics GP, and how to perform basic procedures in each module.

To complete day-to-day tasks

Use the online help for Microsoft Dynamics GP (Help >> About This Item, or press F1) to view context sensitive assistance about windows, fields, alert messages, and procedures. The user can also choose the help icon button in each window. Use the online manual (Help >> Printable Manuals) to view the printed manuals online in Adobe Acrobat .PDF format or see other documentation information (Help >> Documentation Online) for more resources.

Part 1: General

This part describes some general items within CINCH.

• Chapter 1: Transaction Branch, explains how setup and use Transaction Branch.
• Chapter 2: Area Pages, describes the web-like interface to access windows as an alternative to the drop-down menus.
• Chapter 3: Miscellaneous, describes miscellaneous items within CINCH.

Chapter 1: Transaction Branch

Transaction Branch provides users the ability to change transactions branch on the fly without having to close any CINCH windows. This allows users to have multiple transactional windows open, each of which may be for different branches.
Enable Transaction Branch is setup per user within the User Extension Setup window. When enabled the Region Branch on all the major CINCH transaction windows will have drilldown capability. Drilldown on the Region Branch opens the Transaction Branch Lookup window where the alternate branch can be selected. If the users checks the Remember box CINCH will continue to use this alternate Branch for this transactional window until the window is closed.
The displayed branches are based on the User Branch Access list and the Enable Branch Security setting. When Branch Security is enabled users will only see Branches they have access to. When Branch Security is not enabled users will see all Branches set up in the system

Chapter 2: Cinch Area Pages

Cinch Area Pages

Area Pages provide a web-like interface to access windows as an alternative to the drop-down menus.

1. From the Navigation Pane Grain Purchasing, Ag Sales Processing or Grain Sales can be selected.
2. Because of the volume of screens and options in Cinch Grain two area pages have been created, Grain Purchasing and Gain Sales. Functions considered "common" to both sides have been added to both the Purchase and Sales pages and are labeled Grain Transactions.
3. Some commands will be duplicated across Grain Purchasing and Grain Sales. For example Setup, Utilities and Routines have settings specific to both sides and as such have been added to both area pages.
4. A single AgSales Processing page has been created for the AgSales module.

1. Grain Purchasing has Purchase Transactions, Purchase Inquiry, Grain Transactions, Purchase Reports, Cards, Routines, Setup and Commodity Trading tabs. Each section can be expanded or minimized as needed.

1. Grain Sales has Sales Transactions, Commodity Trading, Grain Transactions, Sales inquiry, Cards, Sales Reports, Routines and Setup tabs. Each section can be expanded or minimized as needed.

1. Ag Sales Processing has Transactions, Sales Inquiry, Reports, Routines, Cards, Import/Export Cards and Setup tabs. Each section can be expanded or minimized as needed.

Chapter 3:Miscellaneous

This chapter describes miscellaneous items within CINCH.
This chapter is divided into the following sections:

• Voucher Vendor Change
• Tracking Prepays Using Analytical Accounting
• Receivings Transaction Entry
• Bank Deposit Report
• Customer Item Lookup

D2HML|C1H Conditional|platform=manual

Voucher Vendor Change

Vouche r Vendor ChangeD2HML|C1H Manual

Voucher Vendor Change provides the ability to change the vendor on a previously posted but not paid voucher.

1. Open the Voucher Vendor Change window.

(Transactions>>Purchasing>>Voucher Vendor Change)

1. Select Vendor and Voucher Number.

• Voucher originated from Cinch Payable allows the change to the vendor but the change will not get written back to the original Cinch transaction if applicable.
• Vouchers will not display if they have been paid or have a printed check associated.
• Document Date, Document Number and P.O. Number will default from original voucher, but can be changed.
• Distributions, system will look to the Vendor Extensions for the Vendor Account Segment.
• Processing the change will create a credit memo for the original vendor and a new voucher for the new vendor.

1. Select New Vendor ID, Ship Method and Tax Schedule.
2. Address ID, Remit-To OD and Payment terms will default for the selected vendor but can be changed.
3. Process will generate an offsetting credit memo and new voucher.

Tracking Prepays using Analytical Accounting

Tracking Prepays Using Analytical AccountingD2HML|C1H Manual

Vendor Prepayments can be tracked using Microsoft Dynamics GP Multi-Dimensional Analysis (MDA). Functionality has been added to assist with inquiring about the vendor prepayments.

1. Open the Receivings Transaction Entry window.

(Transactions>>Purchasing>>Receivings Transaction Entry)

1. Select Distributions button to access the Purchasing Distribution Entry.

• • When the account line is selected, if the account is setup for Account Analysis the icon will be active.
  • When the icon is selected the Receivings Analysis Posting Detail opens.

• • Go to Additional, select DTA Group Summary to access the Group – Code Summary Inquiry which provides the quantity and dollar balances for each of the Code IDs.

• • • The Inquiry allows the filtering of the Group/Codes by entering search criteria in the Group, Code or Description boxes in the header.
  • If the Amount entered for the specific Code ID exceeds the remaining amount a prompt will be displayed to alert the user that the Code ID will be over run.

1. Windows are also available in the Purchasing Invoice Analysis Posting Detail window.

• Open Purchasing Invoice Entry (Transactions>Purchasing>Enter/Match Invoices).
• Select Distributions button to access the Purchasing Invoice Distribution Entry.
  • When the icon is selected the Purchasing Invoice Analysis Posting Detail opens.
  • Go to Additional; select DTA Group Summary to access the Group – Code Summary Inquiry.

1. The view IRDTAPrePaidTrxByDateV has also been created to assist with SmartList or other reporting needs.

Receivings Transaction Entry

Receivings Transaction Entry D2HML|C1H Manual

1. Open the Receivings Transaction Entry window.

(Transactions>>Purchasing>> Receivings Transaction Entry)

1. Distributions, transactions created from AgWorks Integration will create the distributions base on the receiving site.
2. Item expansion button opens the Receivings Item Detail Entry.

• BOL/Pro No. will be populated with the AgWorks Ticket ID number.

1. Additional>Add Gross Qty, opens the Additional POP Line Information window.

• • Purchase Receipt, Item Number and description default from the selected line.
  • Enter Gross Quantity.
    • Reporting on the Gross Quantity will be done via Smart List, using the IRPOPLINECOMP table.
  • Click OK

1. Save process has been updated to step through the lines of the transaction, if the Item is entered in the General Setup>Item Validate Qty Setup screen the user will be required to enter the Gross Qty before saving the transaction.
   • If Gross Quantity is not entered user will be prompted, Lines exist that require a missing Gross Qty
2. If a Receivings Receivables Transaction line is deleted:
   • If Gross Quantity has been entered, the Gross Quantity will also be deleted.
   • If the purchase receipt originated in AgWorks, the user will be prompted asking if they would like the document reopened in AgWorks.
     • Yes, the ticket is reopened in AgWorks, allowing it to be re-imported.
       • The user will be prompted asking if they would like to Delay Invoicing in AgWorks.
         • Yes, the Delay Invoicing checkbox will be marked when the Ticket is reopened in AgWorks.
       • The Invoiced box will be unchecked on the Ticket.
       • The status will be updated in the IRUpdateStatus table.
     • No, the ticket is not reopened in AgWorks, and is not allowed to be re-imported.
   • If the purchase receipt originated from a non-grain settlement scale ticket, the user is prompted asking if they would like to unpost the scale ticket.
     • Yes, the Receivings Transaction is deleted and the ticket is changed back to unposted allowing user to make changes and repost.
     • No, the Receivings Transaction is deleted and the scale ticket remains posted.

Deposit Report

Bank Deposit ReportD2HML|C1H Manual

1. Open the Bank Deposit Entry Zoom window.

(Inquiry>>Financial>>Checkbook Register: Drill back on Number)

1. Additional; Deposit Report when selected the Deposit Detail report will be printed.

Customer Item Lookup

Customer Item LookupD2HML|C1H Manual

Customer Item Lookup screen will restrict Items to only those that have been defined in the Customer Item Maintenance.

1. Open Customer Item Lookup.

(Item lookup on various screens)

1. The item lookup window that opens is based on the selected customer.
   • If items have been associated to the customer within the Customer Item Maintenance window, the Customer Item Lookup will open restricting the lookup to list only the associated items.
   • If no items have been associated to the customer the Items lookup will open for all items.
2. Restrict options include:
   • Customer Items
   • All Items
3. Find options include:
   • Item Number
   • Item Description
   • Customer Item
   • Customer Item Description
4. The Find by label will change based on the selected Find by selection.
   • Type all or a portion of the item and tab off the field to restriction the lookup.
5. The Item expansion button when selected will open Item Maintenance for the selected item.
6. The Customer Item expansion button when selected will open Customer Item Maintenance for the selected customer/item.
7. The following windows will call the new lookup if the customer used has Customer Items setup:
   • Sales Contract Entry
   • Load Order Entry
   • Bulk Shipping Entry
   • Outbound Shipping Entry
   • Sales Order Entry
   • Counter Sales Entry

Part 2: Sales Transactions

This part explains how to use CINCH Sales/Seed windows. This will include entering prepay, bookings, orders, invoices and returns as well as other functionality.
 Chapter 4: Prepay – This chapter explains how to enter various types of prepay into the system and also how to transfer existing prepay to another type of prepay or to accounts receivable.
 Chapter 5: Sales Documents – This chapter will explain how to use several sales documents including Bookings, Sales Contracts, Orders/Quotes, Counter Sales, Invoices and Returns.
 Chapter 6: Scheduling and Fulfillment – This chapter explains how schedule orders. Scheduled shipment and/or orders can then be fulfilled recording the actual delivered quantity before invoicing.
 Chapter 7. Purchasing – This chapter explains the Drop Ship Purchase Orders process to either update inventory or bypass updating inventory.

• • Chapter 8: Branch Transfers – This chapter explains how to complete branch transfer transactions which can be used to move inventory from one site to another.

 Chapter 9: Lot Analysis – This chapter explains how to record detailed lot information for lot numbered items if the CINCH Seed module has been purchased.

• • Chapter 10: COA – This chapter describes how to enter, email and print the Certificate of Analysis. The system will compare the COA quality information to the specification and warn the user if the product is Out of Spec.

 Chapter 11: Posting – This chapter explains how to post activity for all sales procedures.
 Chapter 12: Inquiries – This chapter explains how to view inquiries within CINCH.
 Chapter 13: Reports – The chapter explains how to view reports within CINCH. A list of all of the reports in CINCH Sales/Seed is also provided.

Chapter 4:Prepay

This chapter explains how to enter various types of prepay into the system and also how to transfer prepay between prepay types or to accounts receivable. Prepay can then be applied to an order or invoice.
The chapter is divided into these sections:
 Prepay Cash Receipts – This section shows the user how to accept prepayments or deposits from customers.
 Applying Prepay – This section shows the user how to apply/un-apply prepay in Order Entry, Counter Sales and/or Invoice Maintenance.
 Prepay Transfers – This section shows the user how to transfer prepay to a different prepay type or accounts receivable.

• Prepay Pricing – This section describes the prepay pricing options and how they work.

D2HML|C1H Manual

Sales Procedures

Prepay Cash Receipts

Prepay Cash Receipts

D2HML|C1H ManualThe Prepay Cash Receipts window is used to accept prepayments or deposits from customers. This section is divided into the following procedures:
 Accepting a Prepayment
 Additional Credit for Prepayments

Accepting a Prepayment

1. Open the Prepay Cash Receipts window.

(Transactions>>Cinch Sales>>Prepay Entry)

1. The Prepay Number is display only and is system generated. It is based on the prepay number setup in Next Number Maintenance.
2. Enter or select the Customer making the prepayment.
   • The user will be warned and not allowed to select a customer that has been placed on hold or is inactive.
3. After selecting the customer, a light box will appear next to the customer field indicating their credit status. Green for plenty of credit, yellow if they are within 80% of their limit, and red for over their credit limit.

The amounts included in calculating the credit limit warning are based on the selections made in Credit Limit Setup. Please refer to the CINCH Sales/Seed System Manual for more information

1. The read only Note Icon next to the Customer field allows the user to view the customer note from the Customer Master if a note exists.
2. Enter or select a Batch Number to save the prepayment to a batch to post at a later time.
3. The Date will default with the system date, but can be changed if necessary.
4. Enter or select Comment ID to print on the prepayment receipt.
5. Select one of the following radio buttons; Check, Cash or Credit Card, to show how the prepayment was paid for by the customer.
6. Enter the Prepayment Amount.
7. Enter or select the Checkbook ID that the prepayment will be deposited to.
8. If the customer is paying by Check, enter the Check Number received.
9. The Cash Account is based off of the selected Checkbook ID, and cannot be changed.
10. If the customer is paying by Credit Card, enter the Credit Card ID, Card Number, Expiration Date and Authorization Code.
11. Choose from the following types of prepay:

Item – will be available for use on this item only.

• The user will be warned and not allowed to select an item that is classified as Discontinued.

Product – will be available for use on this product only.
Prepay Class – will be available for use on items assigned to this Prepay Class.
Open – will be available for use on any item purchased.
Deposit – allows a deposit of so many dollars per unit on an item.

• Document – allows a shipment advance to be linked to the prepay receipt.

1. In the Apply To field, select the Item, Product or Class to apply the prepayment to. If Open prepayment type has been selected, this field will be disabled.
   • Apply To Description on the line detail is view only, the selected Prepay Type will determine what will display in this field:
     • Item Prepay Type, the Apply to Description will display the Item Description from Item Master.
     • Deposit Prepay Type, the Apply to Description will display the Item Description from Item Master.
     • Product Prepay Type, the Apply to Description will display the Product Description from Product Entry.
     • Prepay Class Prepay Type, the Apply To Description will display the Class Description from Prepay Class Maintenance.
2. Enter or select a Price Level for the prepayment. This Price Level will be used when applying the prepayment to an invoice.
3. The Quantity field is optional, and will calculate the amount for the line. When Open and Prepay Class types are selected, this field will be disabled.
4. The U of M field is associated with the quantity entered, if any.
5. If making a deposit, enter the Deposit amount.
6. The Price will default in, if Item or Product prepayment types are selected. This is used to calculate the amount if a quantity is also entered.
   • If the Prepay Types is Item and Deposit, when the entered price falls outside the range the user will be warned or stopped completely depending on a companywide setting. Refer to Cinch Sales – Seed System Manual, Price Setup for more information on Price Validation.
7. The U of M is associated with the price entered, if any.
8. The Amount will automatically be filled in, if a quantity and price are entered. If that information has not been entered, or have Open or Prepay Class prepayments, enter the amount.
9. Select the Email icon to email a Prepay Receipt to the customer.
   • The icon will be active if the Cash Receipt checkbox is selected in the Customer's Cinch Customer E-mail Options window.
     • Depending on how the Cinch Customer E-mail Options is setup, e-mail addresses will be determined one of two ways:
       • If Email Address Based On Doc Type, Enabled checkbox is marked and Cash Receipt is marked, addresses will be based on the addresses selected within the Email Address Based On Doc Type window.
         • If there are no addresses selected within the Email Address Based On Doc Type window then the system will behave the same as if the Disabled checkbox is marked.
       • If Email Address Based On Doc Type, Disabled checkbox is marked and Cash Receipt is marked, addresses will be determined based on the document Bill To address.
     • If no email exists a Send Document Error window will be displayed stating that an e-mail address could not be found. The user will then be given the opportunity to print the report based on the users default report destination settings.
10. Select the Printer icon to print the Prepay Receipt or a Prepay Batch Edit List if desired.
11. Choose Save to save the Prepay, or Post to post the prepay directly from this window. Depending on Prepay setup, the Prepay Receipt may or may not print automatically.

Additional Credit for Prepayments

1. To give the customer additional credit on the prepayment received, choose the expansion button on the line to enter the additional value information.

1. Tank ID, the tank the Prepay will be used on.
   • Tank ID can be entered all Prepay Types except Open.
   • The system will validate the selected Tank ID is associated to the Prepay Customer. If the Customer Number doesn't match a warning will be displayed.
   • The system does NOT validate the Item on the Tank to the Prepay Item.
2. Enter a description for in the Prepay Description field. This is a 30 character string to describe this specific prepay line.
3. Choose from the following Additional Value Types:

Dollar – For example, when receiving a prepayment of $500 and an additional value of $100, the credit will be $600.
Percent – For example, when receiving a prepayment of $500 and an additional value of 10%, the credit will be $550.

• CD – the system will take the percent entered and subtract it from 100%. This value will then be divided by the Prepay amount entered to determine the Additional Value Amount and will added to the Total Prepay Amount.

1. If Percent is selected for the Additional Value Type, enter the Additional Value Percent.
2. If Dollar is selected for the Additional Value Type, enter the Additional Value Amount.
3. The Additional Value Account will default with the account selected in the Prepay Setup window, but can be changed if necessary.
4. The Prepay Account will default but can be changed if necessary.
   • When the Prepay Type is Item or Deposit, the system will check the Item for a Prepay Account. If the prepay account is not defined for the item the prepay account from Prepay Setup will be used.
   • For non-Item based prepay types the account selected in the Prepay Setup window will be used.
5. Effective Dates, allows the user to select a Date Period with a Start Date and End Date that will provide the system with an Effective Prepay Date range the Prepay is valid for.
   • Start Date, the earliest date that the prepayment will be valid. This date will default in from the Date Period selected but can be overwritten, or the user is able to manually enter the date without selecting a Date Period.
     • Start Date must be less than or equal to the End Date.
   • End Date, the latest date that the prepayment will be valid. This date will default in from the Date Period selected and can be overwritten, or the user will be able to manually enter the date without selecting a Date Period.
     • End Date must be greater than or equal to the Start Date.
6. Document – Long Short:
   • When the Prepay Type is Item or Deposit a document can be associated to the prepay. The combination of the Document type and document number are used by the system to determine where document values should be displayed on the long short inquiry, in the prepay or the document section.
     • Documents tied to a prepay will be positioned as Prepaid. That is, any Document tied to a prepayment will NOT be position as the other document. It will be assumed that the position will be reported via the prepay document. For example if Booking NL10890 is tied to Prepayment NL1450, The quantity booked in the NL10890 document will be ignored EVEN IF the Quantities between the booking and the prepayment do not match. The assumption is, if a customer only prepays part of a booking, that booking will be modified by the user so that one booking will be for the part prepaid, and another booking would be created for the part of the booking that was not prepaid. The prepaid booking will be linked to the prepay, so the inventory will be positioned as prepaid. The non-prepaid booking will NOT be linked to a prepay, so that booking will show in the Booked position line.
   • Document drop down list will only be active for an Item or Deposit Prepay Types.
   • Document drop down list will have the following options:
     • None is the default value.
     • AgWorks Booking
     • Cinch Booking
     • Cinch Sales Order
     • Cinch Sales Contract
   • Document Lookup opens the lookup for the selected document type. The Customer and Item on the Prepay must match the Customer and Item on the selected document.
7. Document – Shipment Advance
   • When Prepay Type is Document the Document Type will default to Advance and the lookup will open the Shipment Advance Lookup to allow selection of the Shipment Advance. After Prepay Receipt is posted the associated Shipment Advance will be available to apply within Grain Shipment Invoicing.
8. Tax Schedule ID, will default from Customer Maintenance, but can be changed.
9. Tax Amount, when the Prepay Setup Option, Prepay Taxes is marked, will be calculated using the sales tax engine as follows:
   • Prepay Type must be Item or Deposit.
   • Default Ship To on Customer Maintenance will determine which customer address will be used.
   • Shipping Method on the Customer Address Maintenance:
     • If selected Ship Method has Pickup marked, the tax schedule from the Branch Maintenance Main Inventory Site will be used in determining which tax details will be used in the calculation.
     • If the selected Ship Method has Delivery marked, the tax schedule from the Customer Address Maintenance will be used in determining which tax details will be used in the calculation.
10. Tax Amount expansion button, opens the Sales Line Tax Detail Edit window which will be populated tax calculation(s) and can be edited if needed.
11. The tax amount will be included with the prepay amount for general ledger distributions .The Prepay Total for the line will include the Prepay amount plus the additional value amount plus the tax amount.
12. The total additional value will display in the Advances Issued field.
13. The Prepay Total will display the prepayment amount, plus the additional value amounts.
14. User can select User Def List 1 and User Def List 2 values to associate to the line.
    • If the Prepay Setup, Require User Def 1 or Require User Def 2 checkboxes are marked user will be required to select a value before leaving the line.

Applying Prepay

Applying PrepayD2HML|C1H Manual

This section shows how to apply/un-apply prepay in Order Entry, Counter Sales and/or Invoice Maintenance.
This section is divided into the following procedures:
 Apply Line Level Prepay
 Apply Document Level Prepay
 Un-apply Line & Document Level Prepay
 Applying Prepay to Split Documents

Apply Line Level Prepay

1. If a line has prepay that can be applied to it, one of the following symbols will be displayed in the PP field of the scrolling window.

PO – Open type prepay is available
PI – Item type prepay is available
PC – Prepay Class type prepay is available
PD – Deposit type prepay is available

• PP – Product type prepay is available

Open the Prepay Apply window by focusing on a line with one of the above symbols and clicking on the PP field in the scrolling window.

1. The Split Line Checkbox allows the user to split a line where a price has been established (Item/Product Prepay) or when a price has been changed and the Prepay Amount Remaining isn't enough to cover the entire line extension amount.
   • Not splitting (leaving the checkbox unchecked) the line will give the customer the Prepay Price for the entire qty on the line.
   • Splitting the line (checking the Split Line checkbox) doesn't allow the prepay price for the entire amount; it will create a new line for the overrun quantity at the default Price.
   • When splitting a line due to insufficient prepay and the transactions has been imported, from AgWorks or Shipment Invoicing, system will retain the imported price and use that price for the balance of the sale not covered by prepay.
2. The Document Date field will display the date of the sales document.
3. The Document Source field will display the type of the sales document. (I.e. Counter Sales, Invoice, etc.)
4. The Document Number field will display the document number associated with the source.
5. The Item Number field will display the item number of the line selected for prepay.
6. The Amount field will display the value of the line selected for prepay.

The Tax, Freight, and Terms Discount fields will only be populated if the Prepay Tax, Prepay Freight and the Prepay Use Terms Discount checkboxes are checked in the Prepay Setup window.

1. The Tax field will display the tax amount calculated on the line selected for prepay.
2. The Freight field will display the freight amount of the associated source document
3. The Terms Discount field will display the discount available amount of the associated source document.
4. The Total field will display the total amount that will be able to apply Prepay to. It will be the sum of the Amount, Tax Freight & Terms Discount fields. The prepay can be applied to either a portion or the entire amount.
5. The scrolling window displays all available and applicable prepay for the selected line.

To have the system display the expanded view for each prepay line upon the opening of the Prepay Apply window, please see "Setting Up Prepay Options" in the CINCH Sales/Seed System Manual.
 The Branch field displays the Branch ID where the Prepay Cash Receipt was received.
 The Prepay Number field displays the Prepay Number of the Prepay Cash Receipt.
 The Date field displays the Date when the Prepay Cash Receipt was received.
 The Prepay Type field displays the type of prepay that can be applied.
Only applicable Prepay Types will display in the scrolling window. For example, if prepaying fertilizer and there is a Prepay on the Item Class 'Chemical', this prepay will not be displayed in the window.

• The Expansion Button, next to the Prepay Type field, will open the Prepay Cash Receipts Zoom window displaying the original Prepayment in its entirety.

• The Prepay Total field displays the total amount of prepay received for the type plus any additional value given at the time of the Prepay Cash Receipt.
• The Prepay Remaining field displays the amount of prepay that is available to be applied to the document. This is calculated by subtracting the allocated and consumed from the prepay total.
• Prepay Qty Remaining is calculated by taking the remaining dollars, deducting any applicable taxes and dividing by the price and will be displayed in the items base UOM.

Allocated prepay is the amount of prepay applied to an Order. Consumed prepay is the amount of prepay applied to an Invoice.

• Use the expansion button, next to the Available field, to open the Prepay Applied Inquiry window to view more information about how the prepay has been consumed or allocated.

1. Select the expansion button next to the Select field and the following will appear giving further information about the prepay line.

1. The Apply field allows the user to enter the amount to apply to the document, it can be less than or equal to the amount available.
   • If an amount is entered in the Apply field, the Select checkbox will automatically be marked. Or, to apply the entire amount of Available prepay, simply choose the Select checkbox.
2. Applying prepay and Tank ID's:
   • If the selected prepay does not have a Tank ID associated with it, the system will allow applying to a document line regardless if a Tank ID is associated to it or not.
   • If the selected prepay has a Tank ID associated to it, the document line must also have a Tank ID associated that matches.
3. Based on the Prepay Setup, Effective Date Warning level, validation will occur when the user attempts to mark the Select checkbox. If the document date falls outside the Prepay Effective Date range.
   • Don't Warn, the system will ignore any dates that are entered when applying Prepay.
   • Warn Only, the system will give the user a warning if the Date of the document is outside the Effective Date range, but will allow the Prepay to be applied.
   • Don't Allow, the system will give the user a warning if the Date of the document is outside the Effective Date range and not allow the Prepay to be applied to a document.
   • If an Effective Date range hasn't been entered on the Prepay the system will not do any validations of dates. For any validation to take place a Start and End Date must be entered on the Prepay Cash Receipt.
   • If the warning level has not been defined, validation will behave like Don't Warn.
4. Choose Apply to apply the amount to the document. The Prepay Amount applied will be shown in the Prepay Applied field of the appropriate window.

Apply Document Level Prepay

1. If a document has prepay that can be applied to it, the following symbol will display in the PP field of the scrolling window.

PO – Open type prepay is available
Open the Prepay Apply window by clicking on the PP field located in the lower right hand corner next to the Prepay Applied field.
The Document Level Prepay checkbox in the Prepay Setup window has to be checked in order to apply document level prepay.

1. The same window as Line Level Prepay will appear. The only differences will take place in the following fields:

The Item Number field will be left blank.
The Amount field will display the subtotal of the document.
The Tax field will display the total tax amount for the document.

Un-apply Line & Document Level Prepay

1. If a line has prepay applied to it, the letters AP (Applied Prepay) will be displayed in the PP field of the scrolling window.
2. To remove prepay from a line simply focus on a line and select the RP field in the scrolling window. The system will display a message stating that prepay has been removed from the line. The letters AP will change to one of the following: PO, PI, PC, PD, or PP.
3. To remove prepay from a document simply select the RP field located in the lower right hand corner next to the Prepay Applied Field. The system will display a warning asking if you are sure you want to delete all prepayment from the document. Select Yes to remove prepay. The letters AP will change to one of the following; PO, PI, PC, PD, or PP on each line.

Applying Prepay to Split Documents

1. Open a Counter Sales Entry window. (Counter Sales Entry or Sales Return Entry).
2. Enter or select a Customer. If the Customer entered has split codes created for him, the splits available icon will be displayed next to the customer field.
3. Enter the Split Code ID for the customer.
4. Enter the Order, Counter Sale or Return information.
5. The PP field will display NA (not applicable), even if the originating customer on the sales document has available prepay. The user will need to go into the Line Split Details Entry window to apply prepay.
6. Use the Line Splits Details button located in the upper right hand corner of the scrolling window to open the Split Details Entry window. This window allows the user to view and/or change the split details for the line item only.

1. Follow the procedures for Applying Line Level Prepay.

Prepay Transfers

Prepay TransfersD2HML|C1H Manual

The Prepay Transfer window is used to transfer prepay to a different prepay type or accounts receivable. The user can also transfer prepay from one customer to another or create a new prepay by transferring accounts receivable to a prepayment.
This section is divided into the following procedures:
 Prepay to Prepay Transfer
 Prepay to AR Transfer
 AR to Prepay Transfer

Prepay to Prepay Transfer

1. Open the Prepay Transfer window.

(Transactions>>Cinch Sales>>Prepay Transfer)

1. The Transfer Number is display only and will default from the Next Number Maintenance window.
2. Choose Prepay to Prepay for the Transfer Type.
3. Enter a Comment about the prepay if desired.
4. The Date will default with the system date, but may be changed if necessary.
5. Enter or select the From Customer Number to transfer from.
6. The Functional AR Balance will be populated when the From Customer Number is selected.
   • Drill back on Functional AR Balance will open the Customer Balance Inquiry.
   • If the Transfer type is AR to Prepay, when the Transfer Amount is entered, the user will be warned if the amount is greater than the AR credit Balance.
   • If the Transfer type is AR to Prepay and if Transfer Amount is calculated based on the Quantity and Price, validation will be done when the user selects Post, the user will be warned if the amount is greater than the AR Balance.
7. From Prepay Account will default from Prepay Setup, Prepay Account Number but will change to the Prepay Account on the selected Prepay Document.
8. Select the Prepay Document to transfer from. After selecting the document, select the arrow button next to the document field to open the Prepay Applied Inquiry window to view all of the past prepay applied.
9. The Prepay Type and Prepay Amount are display only and will fill in once the Prepay Document is selected. The Prepay Amount represents how much available prepay is left on the document.
10. Effective From Date and Effective To Dates, defaults from the Prepay Receipt.
    • When a Prepay To Prepay transfer takes place and an Effective Date Range exists on the original Prepay, the same Effective Prepay Date Range will be transferred to the new Prepay Line.
    • User cannot change the effective dates on the transfer To Prepay; however, user will have ability to change effective dates via the Prepay Effective Date Edit window.
    • Effective Date button will open the Prepay Effective Date Change window.
11. The To Customer Number will default with the From Customer Number, but can be changed if necessary.
12. Tax Schedule ID will default for the selected customer, but can be changed.
13. The Prepay Description from the Prepay Cash Receipt will default in the Transfer To Prepay Desc but is editable. The Transfer To Prepay Desc will be passed to the new Prepay Receipt line.
14. Enter the Transfer Amount, is calculated as follows:
    • This can be less than or equal to the Prepay Amount.
    • If the transfer amount is not entered, the quantity and price will be used to calculate the prepay amount and tax amount which will be added together to arrive at the transfer amount. Changing the quantity or price will result in the amounts being recalculated.
    • If the transfer amount is entered, tax is calculated for a single unit based on the price entered for the item being transferred. Quantity that can be prepaid is based upon the price and tax amount.
15. Transfer Fee
    • Transfer Fee expansion is only available if the Transfer Type is Prepay to Prepay.
    • Select the Transfer Fee expansion to access Transfer Fee Entry.

• • • Fee Option drop down list:
      • None when select no fees will be charged. None is the default value.
      • Invoice when selected the system will create an Invoice for the Invoice Item and Document Amount.
      • Invoice / Prepay when selected the system will create an Invoice and Prepay Detail for the Invoice Item and Document Amount.
    • Customer is the customer on the Invoice. This is the Transfer From Customer from the Prepay Transfer.
    • Fee Per Unit is the amount per unit. This will be the Unit Price on the Invoice.
    • Quantity this will be the Quantity on the Invoice.
    • Document Amount is a calculated value, Fee Per Unit * the Quantity. If the Document Amount is manually entered the Quantity and Fee Per Unit will be calculated.
    • Batch Number is the Sales Batch Number the Invoice will be added to.
    • Ship Method is the Ship Method on the Invoice.
    • Site is the Site on the Invoice.
    • Invoice Item is the item on the Invoice for the Fee being charged.
    • Price Level is the Price Level used when creating the Prepay Detail and Invoice.
    • OK button when select the Transfer Fee information will be saved and the Document Amount will be placed in the Transfer Fee field on the Prepay Transfer screen.
    • Cancel button when selected clears the selected data and closes the window.
  • Open Invoice Maintenance checkbox becomes active when there is a Transfer Fee.
    • When the checkbox is marked the system will automatically open the Invoice Maintenance screen displaying the Invoice created for the Transfer Fee.
      • The user will be able to apply the Prepay to the Invoice if that option was selected. The system will not automatically apply the Prepay that was created to the Invoice.
    • When the checkbox is not marked, an Invoice will be created but does not open the Invoice Maintenance window.

1. The Prepay Number will be the next available Prepay Number and is display only.
2. Select the Prepay Type to transfer to. The rest of the fields will become available as needed and will work exactly like the Prepay Cash Receipts window.
3. To Prepay Account allows the user to see and edit the account to transfer the prepay to.
   • The field is only editable when the Transfer type is Prepay to Prepay.
4. Prepay Amount is the amount without taxes.
5. Tax Amount, when the Prepay Setup Option, Prepay Taxes is marked, will be calculated using the sales tax engine as follows:
   • Prepay Type must be Prepay To Prepay or AR to Prepay and the Transfer To Prepay type must be Item or Deposit.
   • Default Ship To on Customer Maintenance will determine which customer address will be used.
   • Shipping Method on the Customer Address Maintenance.
     • If the selected Ship Method has Pickup marked, the tax schedule from the Branch Maintenance Main Inventory Site will be used in determining which tax details will be used in the calculation.
     • If the selected Ship Method has Delivery marked, the tax schedule from the Customer Address Maintenance will be used in determining which tax details will be used in the calculation.
6. Sales Line Tax Detail Edit, accessed from the Tax Amount expansion button, will be populated with the above calculation and can be edited if needed.
   • Adjustments made to the Tax Details, Tax Amount is brought back to the Prepay Transfers screen and the system will use the Tax Amount and Prepay Amount to calculate a new Quantity leaving the Transferred Amount unchanged.
   • The tax amount will be included with the prepay amount for general ledger distributions.
7. User can select User Def List 1 and User Def List 2 values to associate to the transfer.
   • If the Prepay Setup, Require User Def 1 or Require User Def 2 checkboxes are marked user will be required to select a value before posting the transfer.
8. Long Short Document Type and Number
   • The combination of the Long Short Document type and document number are used by the system to determine where the document values should be displayed on the long short inquiry, in the prepay or the document section.
     • Documents tied to a prepay transfer will be positioned as Prepaid.
     • If the Transfer From prepay document has a Long Short Document and the Transfer To does not, if the total Transfer Amount including Transfer Fees is the total of the Transfer From prepay amount, the Long Short Document will be included in the document section of the Item Long Short Document.
   • Long Short Document drop down list will only be active for an Item or Deposit Prepay Types.
   • Long Short Document drop down list will have the following options:
     • None is the default value.
     • AgWorks Booking
     • Cinch Booking
     • Cinch Sales Order
     • Cinch Sales Contract
   • Long Short Document Lookup opens the lookup for the selected document type. The Customer and Item on the Prepay must match the Customer and Item on the selected document.
9. Tank ID, Tank ID, the tank the Prepay will be transferred to.
   • Tank ID can be entered all Prepay Types except Open.
   • The system will validate the selected Tank ID is associated to the Transfer To Customer. If the Customer Number doesn't match a warning will be displayed.
   • The system does NOT validate the Item on the Tank to the Prepay Item.
   • The Posting Process will include the Tank ID on the prepay detail created from the transfer.
10. Choose Post to complete the Prepay Transfer.
    • The system will check the Item Prepay Account for Item and Deposit Prepay Types.
      • If the Prepay Account is not defined for the Item the Prepay Account from Prepay Setup will be used.
      • For non-Item based prepay types the account selected in the Prepay Setup window will be used.
    • If there is a Transfer Fee on the Prepay Transfer:
      • The system will take the Transfer Fee + Transfer Amount into account to validate the transfer isn't more than what is available to be transferred.
      • If Fee Option, Invoice is selected an Invoice will be created for the Transfer Fee Item/Document Amount.
        • The Transfer From Prepay will be consumed by the Transferred Amount.
      • If Fee Option, Invoice / Prepay is selected an Invoice will be created for the Transfer Fee Item/Document Amount and a Prepay Transfer detail line will be created for the Transfer Fee Item/Document Amount that can be applied to the created Invoice.
        • The Transfer From Prepay will be consumed by the Transferred Amount and the Transfer Fee.
      • Prepay Transfer Receipt will include Transfer Fee information, Transfer Fee amount and the Invoice Number associated to the transfer fees.

Prepay to AR Transfer

1. Open the Prepay Transfer window.

(Transactions>>Cinch Sales>>Prepay Transfer)

1. The Transfer Number is display only and will default from the Next Number Maintenance window.
2. Choose Prepay to AR for the Transfer Type.
3. Enter or select the From Customer Number to transfer from.
4. The Date will default with the system date, but may be changed if necessary.
5. Select the Prepay Document to transfer from. After selecting the document, select the arrow button next to the document field to open the Prepay Applied Inquiry window to view all of the past prepay applied.
6. The Prepay Type and Prepay Amount are display only and will fill in once the Prepay Document is selected. The Prepay Amount represents how much available prepay is left on the document.
7. The To Customer Number will default with the From Customer Number but can be changed if necessary.
8. The Prepay Description from the Prepay Cash Receipt will default in the Transfer To Prepay Desc but is editable. The Transfer To Prepay Desc will be passed to the new Prepay Receipt line.
9. Enter the Transfer Amount to transfer from Prepay to AR.
10. Choose Post to complete the Prepay to AR Transfer.
    • The system will check the Item for the Accounts Receivable account and Prepay Account for Item and Deposit Prepay Types.
      • If the Prepay Account is not defined for the Item the Prepay Account from Prepay Setup will be used.
      • For non-Item based prepay types the account selected in the Prepay Setup window will be used.
      • If the Accounts Receivable account is not defined for the Item the receivable account from Posting Accounts Setup will be used.
        • Accounts receivable records are created in Functional Currency, when transferring Prepay to AR for a multi-currency transaction the exchange rate will be used based on the date of the prepay.

AR to Prepay Transfer

1. Open the Prepay Transfer window.

(Transactions>>Cinch Sales>>Prepay Transfer)

1. The Transfer Number is display only and will default from the Next Number Maintenance window.
2. Choose AR to Prepay for the Transfer Type.
3. Enter or select the From Customer Number to transfer from.
4. The Date will default with the system date, but maybe changed if necessary.
5. The To Customer Number will default with the From Customer Number, but can be changed if necessary.
6. The Prepay Description from the Prepay Cash Receipt will default in the Transfer To Prepay Desc but is editable. The Transfer To Prepay Desc will be passed to the new Prepay Receipt line.
7. Enter the Transfer Amount to transfer from AR to Prepay.
   • The user will be warned if the amount is greater than the AR credit Balance.
   • If Transfer Amount is calculated based on the Quantity and Price, validation will be done when the user selects Post, the user will be warned if the amount is greater than the AR Balance
8. The Prepay Number is display only and will default from the Next Number Maintenance window.
9. Select the Prepay Type that to transfer to. The rest of the fields will become available as needed and will work exactly like the Prepay Cash Receipts window.
10. Choose Post to complete the AR to Prepay Transfer.
    • The system will check the Item for the Accounts Receivable account and Prepay Account for Item and Deposit Prepay Types.
      • If the Prepay Account is not defined for the Item the Prepay Account from Prepay Setup will be used.
      • For non-Item based prepay types the account selected in the Prepay Setup window will be used.
      • If the Accounts Receivable account is not defined for the Item the receivable account from Posting Accounts Setup will be used.

Prepay Pricing

Prepay Pricing

D2HML|C1H ManualThis section describes the different prepay pricing options available within the system.

Regular Prepay Pricing

When an item entered in an Order, Counter Sale, Invoice or Return has prepay available and a prepay price was entered on the prepay cash receipt (see above), PREPAY will be displayed in the Price Level field. The price will be pulled from the price entered on the prepay cash receipt. If a price was not entered on the receipt, the Price Level entered in Sales User Setup will be used.

Disable Prepay Pricing

When the Disable Prepay Pricing checkbox is marked in Sales Setup, the prepay pricing is only used during the apply process. If an item is entered that has a price on the prepay cash receipt, the default price level will be used until a prepay is selected within Prepay Apply. Once that is selected, the transactional window will display the corresponding prepay price.

Chapter 5:Sales Documents

This chapter will explain how to use several sales documents including Bookings, Sales Contracts, Orders/Quotes, Counter Sales, Invoices and Returns. It is divided into the following sections:
 Bookings – This section shows the user how to enter pre-season orders (bookings) for a customer, release a full or partial booking to an order, create booking confirmations, record appropriate details, and fully or partially release them to an order.
 Sales Contracts – This section shows the user how to enter and view sales contracts for products that will later be shipped and invoiced.
 Orders/Quotes – This section shows the user how to create orders or quotes for customers, enter farm/field tracking information, edit line accounts, enter license information, split an order, attach prepay and release orders to invoices.
 Counter Sales – This section shows the user how to quickly complete transactions in a store front allowing the user to receive cash, check, or on account payments.
 Invoices – This section shows the user how to create invoices for customers.
 Returns – This section explains how to create a return or a return/re-bill for a customer.
 Splitting a Sales Document – This section shows the user how to create split sales documents.
 Entering Sales Freight – This section shows how to enter freight from Sales Order Entry, Counter Sales Entry and Invoice Maintenance that will create freight matching records when the Payment Liability is Company Pays and the document is invoiced.
 Vendor Returns – This sections explains how to enter returns to a Vendor for product that has been transferred to other locations or sold to customers and returned.

• • Farms, Fields, Licenses & Credit Limits – This section shows the user how to apply farm field information to the following SOP documents; bookings, orders, counter sales, invoices, & returns. It also explains what the system will do with restricted use items, and how credit limits will be monitored and displayed.

D2HML|C1H Manual

Bookings Entry

Bookings

D2HML|C1H ManualThis section shows the user how to enter/view pre-season orders (bookings) for a customer, release a full or partial booking to an order, create booking confirmations, record appropriate details, and fully or partially release them to an order.
Bookings do not allocate inventory because they are pre-orders. Once they are released to an order, inventory is allocated.
The section is divided into the following procedures:
 Creating a Booking
 Entering Additional Item Booking Information
 Releasing a Booking
 Printing a Booking Confirmation

• • Emailing a Booking Confirmation

Creating a Booking

1. Open the Booking Entry window.

(Transactions>>Cinch Sales>>Bookings)

1. Select the Customer for the booking. If a customer is selected that already has a booking in the system, it will ask if you want to select the existing booking. Say OK to add to the existing booking, or Cancel to create a new booking.
2. When a customer has a Note Attached to the Customer Maintenance record, a Note Icon will appear and provide access to a READ ONLY version of the note.
3. The Booking Number will default from Next Number Maintenance, but can be changed if necessary.
4. The Bill To Address will default from the Customer Maintenance window, but can be changed if necessary.
5. Enter a Split ID to do a split booking. For more information on how to split a booking see the section Splitting a Sales Document.
   • When Customer Extensions Maintenance Internal Customer checkbox is marked on the selected Customer and Branch Transfer Setup, Allow SOP Transfers is marked and the Split ID will be disabled.
6. The Ship To Address will default from the Customer Maintenance window, but can be changed if necessary.
7. The Payment Term will default from the Customer Maintenance window, but can be changed if necessary.
8. The Default Site will default from the Sales User Setup window, but can be changed if necessary.
9. The Booking Date will default with user date, but can be changed if necessary.
10. Enter the Required Ship Date if necessary.
11. Select a Discount to be applied to the booking.
12. Enter the following information in the scrolling window:

Item Number or Product
Quantity
Qty UM – will default from the Item Selling U of M
Price Level - will default from the Customer
Unit Price – will default from the Item

• When the user tabs off the line, if the entered price falls outside the range the user will be warned or stopped completely depending on a companywide setting. Refer to Cinch Sales – Seed System Manual, Price Setup for more information on Price Validation.

Price UM – will default from the Item
Extended Price – Quantity * Unit Price
Qty Available – on hand quantity available for the item
Released Qty – the quantity that has been previously released to an order
Req Ship – will default from the Req Ship Date entered in the booking header
Site – will default from the Default Site in the booking header
Closed – will be marked if all of the quantity has been released to an order, or the line can be manually closed without releasing the full quantity.

1. The scrolling window icons are defined as follows:

Farm Field – See the Farms, Fields, Licenses, & Credit Limits Section.
Delete Line – Deletes the active line.
Shrink – Expand Scroll – See the Entering Additional Item Booking Information procedure in this section.

1. Enter the Salesperson and Territory for the booking.
2. Enter a Reference Number.
3. The Ship Method will default from the Customer.
4. Enter a PO Number.
5. Enter a Comment to print on the booking.
6. Choose Save to save the booking.

Entering Additional Item Booking Information

1. Open the Booking Entry window. Click on the expanded line icon to view the expanded line information.

1. The Ship To will default from the Customer, but can be changed if necessary.
2. The Salesperson ID will default from Sales Default Setup, but can be changed if necessary.
3. The Item Tax will default from the Sales Tax Schedule ID in Item Maintenance, but can be changed if necessary.
4. Enter or select a Comment ID to attach to the line.
5. The middle column is User Defined fields that can be setup in CINCH Sales Setup to track additional custom information. There are 2 text fields, 1 currency field, 1 numeric field, and 2 custom list fields.
6. The Discount ID field will default from the Sales Default Setup window, but can be changed if necessary.
7. The Markdown Amount field can be used to enter a markdown price. Choose the expand button to open the Markdown Entry window, which can act as a calculator to automatically determine the Markdown Amount based on percent or amount. If there is a Discount ID on the line, the Markdown Amount will automatically reflect the discount markdown amount, but can be changed if necessary.

The Booking Number, Customer Name and Item Description are display only.
Enter the Markdown Percent and/or Amount to apply to the item.
The Selling Price and UM are display only.
The Markdown is display only and will be calculated based on the Selling Price and Markdown Percent or Amount entered.
The Markdown Price is display only and will reflect the Selling Price minus the Markdown.
The Sales Qty and UM are display only and will come from the transaction window.
The Extended Price is display only and will display the new extended price for the line after applying the Markdown.
Choose OK to apply the markdown to the line.

1. Select a Lot Number if the item is tracking lot numbers

Releasing a Booking

1. Open the Booking Entry window.
2. Select the Booking to release.
3. Select Ship Complete to ship all the lines. If Sales Setup, Booking Release Available checkbox is marked, the user will be prompted "Set all Release quantities for this Bookings to the sites quantity available?"
   • Available, will populate the Qty Releasing field with the value from the Qty Available field.
     • Qty Releasing will be updated based on (Booked Quantity – Released Quantity) or the Qty Available, whichever is lower.
   • Complete, will populate the Qty Releasing with the value from the Booking Quantity regardless of Qty Available.
   • Cancel, will return to Bookings Entry without any changes made to Qty Releasing.
4. Any quantity can be manually entered in the Qty Releasing field. If less than the original booking quantity is entered, the booking will remain in Booking Entry after the release until the entire booking amount has been released or the line is marked as Closed. If the exact amount is entered or more than the original booking quantity, the booking will be closed after release.
5. Select the expansion button next to the Create CS button to open the Order/Sale Transfer Details window.

• Select the Invoice Batch Number that the Booking will get released when releasing to a Counter Sales document.
• Select the Order Batch Number that the Booking will get released to when releasing to a Sales Order document.
• Enter the Order Sale Date to be placed on the document.
• Select the Release Branch to create the document in an alternate branch. If left blank the branch on the booking will be used to create the document.
• Enter the Release Location, to override the location on the booking when creating the document.
• Open Counter Sale checkbox when marked Counter Sales Entry will open to display the newly created document when select Create CS is selected.
• Choose OK to save the order information.

1. Choose Order to release the booking quantity to Sales Order. The user will receive a message that Order # X was created. The user may then go to Sales Order Entry to view the order that was created.
2. Choose Create CS button to release the booking quantity to Counter Sales.
   • If the booking line is a Product (not an Item) the user will need to change the booking to a specific item id in order to release to Counter Sales Entry.

Printing a Booking Confirmation

1. Open the Booking Entry window.
2. Enter or select a Booking Number.

3. Select the printer icon in the upper right hand corner. A small popup window will appear. Select the report named Acknowledgement. The following report will print.

Emailing a Booking Confirmation

1. Open the Booking Entry window.
2. Enter or select a Booking Number
3. E-mail Icon will be active if the Booking Confirmation checkbox is selected in the Customer's Cinch Customer E-mail Options window
   • When selected, a Booking Confirmation will be emailed to the customer.
     • Depending on how the Cinch Customer E-mail Options is setup, e-mail addresses will be determined one of two ways:
       • If Email Address Based On Doc Type, Enabled checkbox is marked and Booking Confirmation is marked, addresses will be based on the addresses selected within the Email Address Based On Doc Type window.
         • If there are no addresses selected within the Email Address Based On Doc Type window then the system will behave the same as if the Disabled checkbox is marked.
       • If Email Address Based On Doc Type, Disabled checkbox is marked and Booking Confirmation is marked, addresses will be determined based on the document Bill To address.
     • If no email exists a Send Document Error window will be displayed stating that an e-mail address could not be found. The user will then be given the opportunity to print the report based on the users default report destination settings.

Sales Contract Entry

Sales Contracts

D2HML|C1H ManualSales Contract Entry may be used to enter sales contracts for products that will later be shipped and invoiced.
This section is divided into the following procedures:
 Entering a Sales Contract
 Entering Delivery Information
 Posting Sales Contracts

• Sales Contract Amendments
• Sales Contract Created from FMS Integration

Entering a Sales Contract

1. Open the Sales Contract Entry window.

(Transactions>>Cinch Sales>>Sales Contract Entry)

1. The Contract field will default in the next sales contract number based on the setup information entered in the Next Number Maintenance window. The default contact number can be changed.
2. The Posted checkbox is display only and will be checked if the contract has been posted and unchecked in the contract is not posted.
3. Mark the closed checkbox to close the sales contract.
   • When a contract is fully applied, posted, and invoiced the checkbox will automatically be marked. However, if the General Setup, Disable Sales Contract Auto Close checkbox is marked, the sales contracts will have to be manually closed.
4. Mark the On Hold checkbox to place the contract on hold. The following is not allowed once a contract is placed on hold:

Take an order against this contract in the Sales Order Entry window.
 Contracts placed on hold cannot be applied to an invoice in either the Bulk Shipment Invoicing window, the Counter Sales Entry window, the Sales Order Entry window, or the Invoice Maintenance window.
The system will track the user ID that placed the Contract on Hold or removed the Contract from on Hold, and the Date the changes took place.

1. Select the Contract Type from one of the following options:

Spot – Select if both the futures and basis have already been established for the contract.
Cash – Select if both the futures and basis have already been established for the contract. A cash contract typically has a price with a basis and a delivery period already decided.
Basis – Select if only the basis has been established for the contract.
Price Later – Select if neither the futures nor basis have been established for the contract.
Other – Select this if none of the other contract options apply.

• Futures Fixed – Select if only the futures has been established for the contract. This lets the user lock in on a price but not a basis.
• Maximum Price – Select if the contract is a maximum price contract.

1. Enter a description for the contract.
2. Enter the Date for the Contract. This will default in with the system date, but may be changed.
3. Lookup or enter the Customer for the sales contract.
   • The Expansion Button next to the Customer Number is enabled if the General Setup setting Cross Customer Sales Contract is set to Allow Related.
   • Once the Customer Number is entered, the Customer Expansion Button will open the Contract Partner Entry, which allows the user to enter Partners that will be allowed to be assigned to the Sales Contract.

• • • Multiple Partners can be specified for the contract.
    • Partners can be added after the Sales Contract has been posted.
    • If Partners are removed from the Sales Contract, the system will not validate customers on existing documents already applied to the contract.

1. A credit limit light icon will be displayed to help the user decide if to continue with the transaction.
   • If the setting in Credit Limit Setup Sales Contract Warning Level is anything but Don't Warn when the Contract Price has been added to the Delivery Period and the user tabs off the Delivery Line, the system will recalculate the Credit Limit values and redisplay the visual credit warning.
   • The Pending Transaction amount on the Credit Limit Inquiry represents the amount of the unsaved transaction.
   • The system will calculate the Contract Amount based on the Delivery Period Qty minus the Delivery Period Delivered Qty.
   • The user won't be prompted to override the Credit Limit until the Contract is saved.
   • When a user overrides a Credit Limit warning the system will record the information and can be viewed from Credit Limit Override Inquiry.
2. Lookup or enter an Item for the contract. The system will ask which lookup to use;

The Commodity lookup will only display those items marked as a commodity in the Item Extensions Maintenance window.
The Item lookup will display all items.

1. Hedge Item, view only field displaying:
   • If the selected Item has a hedge item(s) defined in Item Extensions Maintenance, Hedge Item Entry it will default.
   • If the selected Item has multiple hedge item(s) defined, Multiple will display in the Hedge Item field.
   • If the selected Item does not have a hedge item defined in Item Extensions Maintenance, Hedge Item Entry the item will be used as the hedge item with a factor of 1.00000 and percent of 100.00000.
2. Hedge Item expansion button, opens the Hedge Item Entry window.

• • The hedge item(s) defined in Item Extensions Maintenance, Hedge Item Entry will default for the selected Item.
  • The user is allowed to make any changes to the Hedge Item Entry (Item, Hedge Factor, Percentage or Exclude from Price Calculator) for the selected contract however a hedge item is required for every contract. If the contract is not going to be hedged the Percentage value can be set to zero.
    • If an item is strictly for hedging purposes and will not be part of the price calculation (Price Calculator Entry) the Exclude from Price Calculator checkbox should be marked.

1. Hedge Factor, view only field displaying:
   • If the selected Item has a hedge factor(s) defined in Item Extensions Maintenance, Hedge Item Entry it will default.
   • If the selected Item has multiple hedge item/factors(s) defined, the fields will be un-editable and 0.00 will be displayed in the field.
2. Tank ID expansion opens Sales Contract Tank Entry.

• • Enter or Select Tank ID(s) to be assigned to the Sales Contract.
    • The system will validate the selected Tank ID is associated to the Contract Customer. If the Customer Number doesn't match a warning will be displayed.
    • The system does NOT validate the Item on the Tank to the Contract Item.
  • When a contract is selected on a SOP Document the SOP Line must also have a Tank ID that matches one of the Tanks assigned to the contract.

1. Enter a Batch Number. A batch number is needed in order to save a contract.

For more information on posting please see the Posting Chapter and/or Posting Sales Contracts.

1. Lookup or enter a Comment for the sales contract.
2. Note ID provides the user the ability to setup a note that can then subsequently be added to a sales contract and printed.
   • Drill back on Note ID opens the Note Maintenance window where the user can setup Notes.

• • • Select Series, Purchase or Sales
    • Enter Note ID, the unique identifier for the note.
    • Enter the note, note can be up to 32K.
    • Select Save to save the note.
    • Clear will clear the window without saving changes.
    • Delete will delete the selected Note.
    • Cancel will clear the window without saving changes.
  • Lookup allows the user to lookup an existing Note ID.
    • Note Series must be Sales to be selected.
  • Note ID, Expansion opens the Note Edit window.

• • • User can manually enter a note without selecting a Note ID.
    • User can edit a Note associated to the Contract being entered without updating master Note ID.
  • A visual indicator will be located before the Note ID field if a note was manually added or if the Note ID was edited.
  • Note is editable on both posted and un-posted contracts.
  • Contract report can be modified by adding a relationship to the IRGNSCNoteMSTR table then adding the note onto the report.

1. Lookup or enter the Payment Terms for the sales contract.
2. The Bill To and Ship To fields will default from their corresponding fields in the Customer Maintenance window, but may be changed as necessary.
3. Enter or select the Discount Schedule that will be tied to the contract.
4. Enter or select a Program Schedule
5. Program Schedule Expansion button opens the Contract Programs Detail Entry window.
   • Sales Contract, Item and Program Schedule default from Sales Contract Entry.
   • Details assigned to the selected program schedule and pertain to the item selected will be displayed.
     • Program Details can be manually added/deleted as desired.
     • Only a Program Details marked as Invoiceable with a defined Item Number will/can be added.
     • Only Calculation Methods of Flat Rate Flat, Flat Amount, and % Rate will/can be added.
     • The contract primary & substitute items will be validated against the Program Detail, Allowed On Commodity.
       • Only details that match all sub items will be allowed on the contract.
   • Application to shipments:
     • The following records will generate Program Details when the contract is applied but will only be visible from the shipment invoicing windows:
       • Load Order Entry
       • Load Generator
       • Bulk Shipping Entry
       • Outbound Shipping Entry
       • Grain Shipment Invoicing
       • Bulk Shipment Invoicing
6. Enter a PO Number if desired.
7. In the Contract Qty field, enter the contract quantity, or leave blank. If left blank it will automatically filled in when the # of Loads and Load Size information is entered.
8. The Contract UOM field will automatically be filled in with the selling unit of measure for the Item when the Item is selected. This may be changed if necessary.
9. Enter the # of Loads the sales contract will be filled in.
10. Enter the Load Size information.
11. Mark the Load Based checkbox to have the contract automatically close after the number of loads entered in the # of Loads field have been delivered.
12. The # Shipped field displays the number of loads shipped for this contract.
13. In the Weights field, select a Weights to Govern ID to determine where the final shipping weights will be taken.
    • The dropdown list will display the Weights to Govern ID's defined in the Weights to Govern Maintenance – Sales window entered via the General Setup window's Additional Setup.
      • If no Weights to Govern ID's have been setup Origination and Destination are the default values in the drop down list.
      • Origination is the default value but can be changed.
    • This field will be locked once a shipment has been applied to the contract.
14. In the Grades field, select a Grades to Govern ID to determine where the final grades will be taken.
    • The dropdown list will display the Grades to Govern ID's defined in the Grades to Govern Maintenance – Sales window entered via the General Setup window's Additional Setup.
      • If no Grades to Govern ID's have been setup Origination and Destination are the default values in the drop down list.
      • Origination is the default value but can be changed.
    • This field will be locked once a shipment has been applied to the contract.
15. The In Transit field is display only and will include origination quantities from all shipments assigned to the contract that have not had destination weights entered or been invoiced.
    • In Transit expansion button will open the Sales Contract Deliveries window to display In Transit shipments.
16. The Shipped Qty field is display only and will display shipment quantities that have had destination weights entered or have been invoiced.
    • Shipped Qty expansion button will open the Sales Contract Deliveries window which displays shipments applied to the contract that have had destination weights entered or have been invoice.
17. The Canceled Qty field is display only and will show how much of the contract has been canceled. The expansion button will open the Contract Wash inquiry to display contract washes associated to the canceled quantity.
18. The Remaining Qty field is display only and will be calculated by adding the In Transit and Shipped Qty and subtracting that amount from the Contract Quantity.
19. Use any of the four Def fields to enter any additional information about the contract. This information could be used for reporting purposed if desired.
20. Use any of the four User Def List fields to enter validated list items pertaining to the contract. This information could be used for reporting purposes if desired.
21. Click the Additional Info button to open the Additional Contract Information window.

• Lookup or enter the Trader responsible for initiating the sale.
• In the Commission field, select either amount or percent.
• Enter a Commission Rate for the sale.
• In the Commission Type field, select either Net From Price, Payable or None.
• The Sent checkbox will be automatically marked and the date will be set to the user date when the contract is printed, however this can be edited if needed.
• Select the Returned checkbox when the signed confirmation has been returned from the customer. When the checkbox is selected the Return date will automatically populate with the user date, this date can be edited.
• Price Confirmation button will print the Contract Pricing Confirmation report for the selected contract.

Mark the Allow Overrun checkbox to allow overruns on the contract; then enter a % or Qty limit to determine how much above the contract quantity is allowed.
Mark the Allow Under Run checkbox to allow under runs on the contract; then enter a % or Qty Limit to determine how much under the contract quantity is allowed.

1. The Totals at the bottom will display the Remaining and Shipped Qty, left to right.
2. Choose Save to save the contract or Post to post the contract directly from this window. See Posting Sales Contracts for more information.
3. Choose Clear to clear the entered or selected sales contract.
4. Choose Delete to delete the sales contract.
5. Choose the Printer button to print the Sales Contract.

The Load Generation button is part of the CINCH Grain module. For more information on running the Load Generator, please see the CINCH Grain Procedures manual.

1. Choose Copy to copy data from an existing Sales Contract to a new Sales Contract.
   • The Copy button becomes enabled once the Contract Number has been validated as New and remains active until the contract delivery information is entered.
   • Selecting the Copy button opens the Sales Contract Lookup window allowing user to select the contract to copy from. Once the copy from Contract has been selected the contract header information will be copied from the selected Sales Contract, but can be edited.
   • If the General Setup setting Cross Customer Sales Contract is set to Allow Related, the Related Partners will also be copied.
2. If the Customer has an email defined, the Send document in E-mail icon will become active. When the Send document in E-mail icon is selected, the contract document will be emailed to the customer.
   • Depending on how the Cinch Customer E-mail Options is setup, e-mail addresses will be determined one of two ways:
     • If Email Address Based On Doc Type, Enabled checkbox is marked and Sales Contracts is marked, addresses will be based on the addresses selected within the Email Address Based On Doc Type window.
       • If there are no addresses selected within the Email Address Based On Doc Type window then the system will behave the same as if the Disabled checkbox is marked.
     • If Email Address Based On Doc Type, Disabled checkbox is marked and Sales Contracts is marked, addresses will be determined based on the document Bill To address.
   • The e-mail message and format of the attachment are based on the Customer Maintenance, Cinch Customer E-mail Options setup.
   • The Sales Contact Report Definition determines the report that gets emailed.
3. If the contract has been posted, the Amendment button will be active. See Sales Contract Amendments for more information.

Entering Delivery Information

1. Open the Sales Contract Entry window. The scrolling window is used to enter delivery information.

1. Lookup or enter a Delivery Period. Or choose the calendar button to open the Delivery Period Clock window to automatically create sequential delivery periods.

• The Contract and Quantity fields are display only and will display the contract information.

 Select the Number of Delivery Periods to create from 2 to 12.
 The Start Month will default with the current system month, but can be changed if necessary.
 The Start Year Month will default with the current system year, but can be changed if necessary.
 Choose OK to automatically create the delivery periods based on the entered information. One delivery period will be created for every month, starting with the Start Month chosen.

1. The Start and End Dates will default in based on the selected Delivery Period, but may be changed as necessary.
2. Enter the Delivery Qty for the period.
3. Enter the # of Loads that will be picked up for the period.
4. Ticker, Board, Basis and Zero Basis checkbox allows grain users the ability to enter the pricing components without using the price entry screen.
   • The price fields will be un-editable if information is entered using Price Calculator Entry.
   • When the user enters a price on the Contract Delivery Period line, if the entered price falls outside the range the user will be warned or stopped completely depending on a companywide setting. Refer to Cinch Sales – Seed System Manual, Price Setup for more information on Price Validation.
5. Ticker Cont. displays the Ticker Information.
6. Enter the Price for the period and/or conduct the following options by drilling down on the Price field.
   • Go to the Sales Contract Price Entry window (Price>Price Entry) to view/select entered pricing information for the hedge item(s).

• • • Items will default for the primary contract item and each item included in the hedge item entry for the selected contract.
      • If an item is updated/removed from the contract Hedge Item Entry, it will also be updated/removed from the price calculator screen.
      • By default the primary item will default with Exclude from Price marked on the price detail line.
      • A hedge item cannot be added to the scrolling window that is not already added to the hedge item screen on the main sales contract.
      • If adjustments are made to hedge item(s) from the Price Calculator Entry window the adjustments will not roll back to the Hedge Item Entry.
    • Ticker will default to all hedge items from the Sales Contract Price Setup, Default Ticker Symbol if one is defined for the primary contract item.
      • Each commodity can be assigned a ticker, market board, month and year. (This will drive the market position record).
    • % Total will default from the Hedge Item Entry Percentage but can be modified.
    • Quantity will be calculated by taking contract quantity times the hedge factor times the hedge item percentage.
    • Board is the Board Price for the hedge item.
    • Basis is the Basis Price for the hedge item.
    • Net Price is board + basis or user entered net price.
    • Adjustments is a sum of the 3 user defined price adjustments that are displayed on the item line detail.
      • These will default to all hedge items from the Sales Contract Price Setup, if defined for the primary contract item, but can be changed.
      • Adjusted Price calculation decimal precision will default from Sales Contract Price Setup, Adjusted Decimals. If this is not defined it will default to 5 decimals.
    • Base Price is net price + adjustments.
    • Item line detail includes:
      • Ticker Cont displays the Ticker Information.
      • Zero Basis checkbox determines if this item has a zero basis or not.
      • Exclude from Price Calculator checkbox, when marked this item will be strictly a hedge item only, it will not be included in the calculation of the Weighted Base Price.
      • The User Defined fields (Price and Comment) will display based on what was entered in Sales Contract Price Setup, these can be changed as necessary.
    • Weighted Base Price is the weighted sum of all the hedge items that are not marked Exclude from Price.
      • All hedge items not marked must be priced for the weighted base price to calculate.
      • The sum of the % Total * Base Price for each item.
      • Weighted Base Price decimal precision will default from Sales Contract Price Setup, Weighted Decimals. If this is not defined it will default to 5 decimals.
    • Net Price is calculated by adding the addition adjustments to the weighted base price.
      • Net Price decimal precision will default from Sales Contract Price Setup, Net Decimals. If this is not defined it will default to 5 decimals.
    • Provisional Invoicing Information, provides a way to create Provisional and Final Invoices for Bulk Shipments:

When using Provisional Price to create a Provisional Invoicing do not enter a price in the Sales Contract Entry for the Delivery Period.

• • • • Provisional Price checkbox. Mark to assign a Provisional Price to the selected Delivery Period.
        • When selected the Provisional Board, Basis, Net Price and by Date will be enabled.
        • If the Provisional Price checkbox is unmarked on a contract where shipments have been assigned user will be prompted.
      • Provisional Pricing:
        • Board Price and Basis Price will determine the Net Price.
        • These prices will default into the Bulk Shipment Invoicing when creating the Provisional Invoice.
      • Provisional by Date: This date indicates when the Contract Delivery Period should be priced via the Final Invoice.
      • Comment Line 1: When entered, will be displayed as the Provisional Price Comment at time of Final Invoice.
      • Comment Line 2: When entered, will be displayed as the Price Terms Comment at time of Final Invoice.
    • Choose Save to accept the Net Price.
    • Choose Clear All to clear all price fields on the Price calculator Entry window.
    • Choose Clear Pricing to clear all price fields except for the values from the Sales Contract Price Setup.
  • Go to the Sales Contract Sub-Items (Price>Sub Items) window to enter substitute information for the item. Substitute items are supported within all the sales modules with the exception of Outbound Shipping Entry, Unit Train Shipment and Grain Shipment Invoicing.

• • • A Sub Item for each Customer and Partner Address ID, if assigned prior to entering a delivery period, will be auto created if the Customer Address Companion Entry Exclude Sales Contract Adds checkbox is not selected. The Item, Customer UOM and Price will default to the Primary Contract Item when:
      • The delivery period start and end dates are entered on the Sales Contract.
      • The Load Order is created from Load Order Entry or Load Generator.
      • If there are Contract Partners associated to the contract a separate sub item will automatically be created for each Contract Partners, Customer Address.
    • The header information is display only and will display contract information.
    • The Primary Contract Item scrolling window displays the original item entered on the Sales Contract Entry window and is not editable.
    • Within in the Substitute Item scrolling window:
      • Select the Substitute Item to use.
      • The description is display only and comes in from the substitute item selected.
      • Select the Customer.
        • • • If General Setup, Cross Customer Sales Contract is set to Allow Related, Customer lookup opens Sales Contract Partner Lookup to allow user to select the Related Partner.
          • A substitute item must be setup for the related partner/Ship To, to allow it to be selected from the Sales Contract Delivery Lookup.
            • If General Setup, Cross Customer Sales Contract is set to Allowed – All, Customer lookup opens Customers and Prospects to allow user to select the Customer.
          • Any Customer/Ship To combination can be added to the Sales Contract Sub Items.
            • If General Setup, Cross Customer Sales Contract is set to Not Allowed, substitute items can only be setup for the contract customer.
      • Select the Ship To for the selected customer.
      • Select the UOM for the substitute item.
      • Enter the Price for the item. Or drill down to open the Sales Contract Sub-Item Price Entry window.
        • When Standard Pricing is enabled Price validation is not supported.
        • When Extended Pricing is enabled, when the user enters a price on the Contract Delivery Period line, if the entered price falls outside the range the user will be warned or stopped completely depending on a companywide setting. Refer to Cinch Sales – Seed System Manual, Price Setup for more information on Price Validation. Choose OK to save the substitute item information.
    • Select Copy to open Copy Contract Sub-Items allowing user to select the Contract/Delivery Period to copy from.

• • • • The Delivery Period Lookup button is used to open the Sales Contract Delivery Lookup which is filtered by the contract Item number.
        • If General Setup, Cross Customer Sales Contract is set to either Allowed – All or Allowed Related, selecting the Contract Partners checkbox will display the partners setup as a Sub Item for the selected Contract and Item.
        • Selecting the All Items and the Contract Partners will displayed all the partners and items setup as a Sub Items for the selected contract.
        • Include Closed Delivery Periods checkbox, when selected delivery periods that are closed will be included in the lookup scrolling window.
        • Open/Closed Contracts dropdown will default to Open Contracts but can be changed. The restriction allows copying sales contract sub items (Copy Contract Sub Items) for open or closed contracts.
        • Match Ship To restriction will default as marked. When selected the scrolling window will only display lines that have a Primary Ship To address code that match the Ship To address code from the transaction the calling window. If the passed in Ship To address code is blank, the Match Ship To checkbox will become unchecked, and all lines will be displayed.
      • Selecting the Contract/Delivery Period will return the Item Number, Customer Number, Ship To, Price UOM and Price for the Sales Contract Sub-Items for the selected contract.
      • Mark Include Pricing checkbox to include the prices when copying the Items to the Sales Contract Sub-Items. If not marked only the Sub Items, Ship To and Price UOM will be copied.
        • The price for the Sales Contract main item will not be affected by Including Pricing only the sub item prices will be copied.
      • Select the Copy button to copy the selected Sub Items to the Sales Contract Sub-Items window.
      • Select the Cancel button to discard selections and return to the Sales Contract Sub Item window.
    • Clicking the Price button opens the Sales Contract Sub-Item Price Entry window.

• • • • Enter the Board, Basis and Ticker information for the Sub item.
      • The User Defined fields will display based on what has been entered in the Sales Contract Price Setup, this can be changed as necessary.
      • Choose OK to accept the Net Price.
      • Choose Clear to clear all values in the window and enter values from scratch.
      • Choose Clear and Initialize to clear any manually entered prices, then the default prices will come in from Sales Contract Price Setup.
      • Sales Contract Sub-Item Price Entry records will not create a position record.
  • Go to the Position Entry (Price>Position Entry) window to view the current position records for this hedge item.

• • • Hedge Item Previous and Next arrows – Allows the user to move through the hedge items setup on this contract.
    • Position records:
      • Each Position Entry, Position ID that has Sales Contracts selected to Create Position Records selected will be listed.
      • User is allowed to add, edit or delete the current position records.
    • Period is the month/period this record is currently positioned in.
    • Year is the year this record is currently positioned in.
    • The Hedge checkbox will always be default as marked but this can be unmarked.
      • If the Hedge check box is marked and the contract has a hedge item a position record will be created for each Position ID/Hedge item(s) combination.
      • The position records are used to determine in which month contract quantities are displayed on the Long Short Inquiry for the specified hedge item(s).
    • FMS Feed Contracts - to generate Long Short Inquiry position records for Sales Contracts created from FMS Integration, the user has the option of setting up a Position Entry that will automatically create position records based upon the delivery start or end date or opening up the Cinch Sales contract and adding a ticker or a position record for the market month of the pricing.

1. Lookup or enter comments for the Delivery and Price.
2. Lookup or enter Ship Company information.
3. Lookup or enter FOB information.
   • When a FOB is inactive, user will not be allowed to select the FOB.
4. In the Payment Resp. field, select one of the following:
   • Customer Pays Freight – This will disable the Invoice Freight checkbox.
   • Company Pays Freight – This will enable the Invoice Freight checkbox.
5. The Market Zone will default from the Market Zone selected in Branch Maintenance, but can be changed if necessary.
6. Enter an MTM Adjustments amount that needs to be made for the Market Zone.
7. Freight In Price Per Unit is enabled if the Freight Setup, GL Freight In Price Adjustment checkbox is marked.
   • When entered, the amount will be used in the freight in price calculation that will reduce the sales amount and write a separate freight GL distribution when an invoice is created.
   • The Freight In Price UOM is the same as the contract UOM.
   • The freight in price calculation will occur from the following locations:
     • Bulk Shipment Invoicing
     • Sales Order Entry
     • Counter Sales Entry
     • Invoice Maintenance
     • Sales Return Entry
   • The amount can be adjusted after the invoice is created. However, the sales transactions will not be automatically updated. The user will need to un-apply and re-apply the contract for the changes to take place.
8. The # Load Shipped field will show the number of loads shipped for the selected delivery period.
9. The Freight Rate field and the Freight U of M will default from the FOB or Ship Company, whichever is entered first, but can be changed. If a FOB or Ship Company is changed, the existing Freight Rate and Freight U of M will not update automatically. The user will need to change these values manually.
10. Mark the Invoice Freight checkbox if the Freight is going to be invoiced out (Company Pays Freight is selected as the Payment Resp). This should be used when the company is responsible for freight, and they will charge the customer for freight. This will allow the invoiced rate to be different from the rate that is paid by the plant to the trucker.
11. When the Invoice Freight checkbox is marked, use the expansion button to open the Invoice Freight Amount Entry window. The Freight Rate and Freight U of M will default in from the Freight Rate and Freight U of M on the Sales Contract Entry screen. Make changes as necessary and hit OK to save changes.

Enter an Invoice Freight Rate.
Select Per Load, Per Gross Unit or Per Net Unit of Measure.

1. Board Date defaults when the board price is entered the user is able to change it if needed.
2. Basis Date defaults when the basis price is entered the user is able to change it if needed.
3. Price Date defaults when the price is entered the user is able to change it if needed.
4. The In Transit field is display only and will include origination quantities from all shipments assigned to the contract and have not had destination weights entered or have been invoiced.
5. The Del/Cancel Qty is display only and will show the quantity that has already been delivered (destination weights have been entered on the shipment, or shipment has been invoiced) or canceled for that period. The expansion button has a drop down list for Wash and Delivery Inquiry. Delivery Inquiry will open the Sales Contract Deliveries window which displays shipments applied to the period. Wash will open the Contract Wash Inquiry window if there is canceled quantity for the period.
6. The Committed field displays the quantity unavailable to ship.
7. The # Load Shipped field will show the number of loads shipped for the selected delivery period.
8. The Closed checkbox will be marked when the period has been fully delivered. If the contract is closed prior to the delivery period being fully delivered the delivery period will be closed.
9. The Net Open field displays the quantity available to ship. This would be the Remaining Qty or the quantity from unshipped loads.
10. The Del. Qty field displays the delivered quantity for the period.
11. The Can. Qty field displays the canceled quantity for the period.

Posting Sales Contracts

Sales Contracts must be posted in order to link them to any load, shipment or invoice. Two CINCH posting processes are available for sales contracts. They are transaction posting and batch posting.

1. Transaction Posting.
   1. Open the Sales Contract Entry window.
   2. Enter or Select a Contract.
   3. Select the Posting button. The following items will be validated:
      1. Required fields
      2. Contract quantities versus delivery quantities
      3. Price information
   4. Select Yes or No to print or not print the sales contract.
   5. Close the Sales Contract Entry window. A Contract Posting Journal will be created and printed. If there are errors during the posting process, the contract will not be posted and an Edit List will be printed for review.
2. Batch Posting, for more information on batch posting please see the Posting chapter.

Once the contract is posted, its status will change to Posted.

Sales Contract Amendments

Sales Contract Amendments allows the tracking of changes made on sales contracts and allows charging customers for those changes via the Sales Contract Amend window.

1. Open the Sales Contract Amend window.

(Transactions>Cinch Grain>>Sales/Outbound>Sales Contract Amend or Transactions>Cinch Grain>Sales/Outbound>Sales Contract Entry, Amendment button)

1. Contract, enter or lookup Contract Number.
   1. The following fields cannot be changed on a sales contract:
      1. Contract Type
      2. Contract Number
   2. All other fields can be changed at any time up until the contract has been fully invoiced.
      1. Changing the Item will require the user to reenter contract pricing.
      2. If a FOB or Ship Company is changed, the existing Freight Rate and Freight U of M will not update automatically. The user will need to change these values manually.
2. Print drop down list contains the printing options available when the contract amendment is saved. Options are:
   1. Contract
   2. Contract Addendum
      1. NOTE: If the Contract Addendum is not printed at when the amendment is saved, it cannot be reprinted!
   3. None (Default)
3. Amendment Options button is a drop down list containing:
   1. Enter Log and Amendment – when selected the Contract Log Entry window opens.
      1. The Contract Log Entry provides explanations for the changes made to a sales contract. It also allows the user to provide a text amendment for the contract.

1. 1. 1. Contract defaults to the selected contract number being amended.
      2. Log Explanation, can be used to apply the same explanation to all the changes made.
         1. The Apply Explanation to All button, will set the Log Explanation entered to all lines in the scrolling window.
      3. Mark All will check the Print on Amendment for all lines in the scrolling window.
      4. Unmark All will uncheck Print on Amendment for all lines in the scrolling window.
      5. Scrolling window lists all the changes made in a contract amendment.
         1. T is the type of change, Contract or Delivery Period or Price.
         2. Field Name is the text description of the field that was changed.
         3. Old Value represents the previous value of the field.
         4. New Value represents the amended value of the field.
         5. Print on Addendum checkbox, when marked indicates the field change will show on the contract amendment.
         6. Log Explanation allows the user to enter a comment as to why the field was changed.
      6. Roll to Open Load checkbox provides the ability to roll the certain fields to the open load orders.
         1. The checkbox is located on the scrolling window line detail and is only active for changes that are available to roll to open loads.
      7. Roll to Open Shipment checkbox provides the ability to roll the certain fields to un-invoiced shipments.
         1. The checkbox is located on the scrolling window line detail and only displays on changes that are available to roll to un-invoiced shipments.
      8. Explanation to print on Contract Addendum allows the user to enter a description of the changes that will make up the contract amendment. This is 500 char text field.
   2. Enter Amend Fees – when selected the Amendment Fee Entry window opens.
      1. The Amendment Fee Entry window allows the user to add fees due to the sales contract amendment.

1. 1. 1. Contract defaults to the selected contract number being amended.
      2. Fee Type is a drop down list
         1. No Fee – clears all fee fields and resets required status on the fee fields.
         2. Invoice – when selected, once the amendment is saved a sales invoice will be created for the total amount.
            1. When selected the Invoice Item, Batch Number, Shipping Method and Site are enabled and required.
            2. Quantity will default from the Sales Contract Amend and is used to calculate the Total.
            3. Unit Price this is the rate amount to be charge per Quantity.
            4. Total Amount is an editable field that will show the invoice amount.
2. Save, when selected the contract will be updated with the amendments made. In addition, the amendments will be stored and the amended versions of a contract can be viewed from Sales Contract Amendment Inquiry.
3. Clear, when selected any changes made will be cleared and the contract will not be updated.

Sales Contract created from FMS Integration

This section discusses the Sales Contract created from the Integration between Feed Mill Manager and CINCH.

1. Contracts entered from the FMS Contract/Booking Entry - Feed window (Transactions>>Feed>> Sales Contract Entry) will create a CINCH Sales Contract based on the following:
   • The FMS Contract/Booking is Cash Type for priced contract.
   • The FMS Contract/Booking is entered as Other Type for formula contracts with a price of .001 and a basis of zero.
   • The Use Contract Integration checkbox on the FMS Contract/Booking Entry window is marked.
   • The Item number or the corresponding hedge item on the Item Extensions Maintenance window is marked as a commodity.
2. Updates to the FMS Contract/Booking Entry-Feed will update the CINCH Sales Contract.
   • Shipped quantity will increase when the FMS order is invoiced, does not need to be posted.
3. Invoice/Post from FMS Feed Orders Entry will consume contract quantity.
4. The integration allows FMS Contract/Bookings to be included in the CINCH Long Short and Position Reports.
   • To generate Long Short Inquiry position records for Sales Contracts created from FMS Integration, the user has the option of setting up a Position Entry that will automatically create position records based upon the delivery start or end date or opening up the Cinch Sales contract and adding a ticker or a position record for the market month of the pricing.
5. Open the Cinch Sales Contract (Transactions>Cinch Grain>Sales/Outbound>Sales Contract Entry).

• • The Contract field will default with the next sales contract number based on the setup information entered in the Next Number Maintenance window.
  • The Posted checkbox will be checked when the contract is created.
  • The Closed checkbox will be checked when the contract has been closed from FMS Contract/Booking Entry-Feed.
  • The Contract Type will be one of the following options:
    • Cash – If the Item Number from FMS Contract/Booking Entry-Feed is not a guaranteed feed item.
    • Other – If the Item Number from FMS Contract/Booking Entry-Feed is a guaranteed feed item.
  • Date will default from the FMS Contract/Booking Entry-Feed.
  • Customer will default from FMS Contract/Booking Entry-Feed.
  • Item will default from FMS Contract/Booking Entry-Feed and the field and will be disabled.
  • If the selected Item has a FMS Commodity defined in Item Extensions Maintenance, it will be displayed in the Hedge Item field.
  • If the selected Item has a FMS Cmdty Factor defined in Item Extensions Maintenance, the hedge factor field will be populated with the calculation based upon the unit of measure and unit of measure schedule along with the FMS Cmdty Factor on the Item Extension Maintenance, i.e. if the FMS contract is in pounds and the hedge factor in Item Maintenance is set to 56, the hedge factor will be .01786 (1/56).
  • The Batch Number is a display only based on the user that created and saved the FMS Contract/Booking Entry-Feed.
  • When a comment is entered on a FMS contract, the Comment expansion button is editable allowing the user to view the comment in the Sales Contract Comment Inquiry window.
  • Note ID is disabled.
  • Payment Terms default based on the Customer.
  • The Bill To and Ship To fields will default from their corresponding fields in the Customer Maintenance window.
  • Discount Schedule is disabled.
  • PO Number is disabled.
  • Contract Qty will default from FMS Contract/Booking Entry-Feed and the field and will be disabled.
  • Shipped quantity will increase when the FMS order is invoiced, but does not need to be posted.
  • The Contract UOM field will default from FMS Contract/Booking Entry-Feed.
  • # of Loads is disabled.
  • Load Size is disabled.
  • Load Based check box is disabled.
  • # Shipped will be the number of feed orders invoiced that utilized the linked FMS contract.
  • The Quantities field is defaults to Origination.
  • The FMS Contract Number is the linked Contract Number from FMS Contract/Booking Entry-Feed.
    • If the FMS Contract was for a guaranteed item the last three digits represent the component line number.
  • The Copy button is disabled.
  • The Generate Loads button is disabled.
  • The Previous and Next buttons will not be displayed.
  • The Created and Last Modified date, time and user will be the system dates.

1. Delivery Information
   • Delivery Period is not used and therefore not populated.
   • The Start and End Dates will default in from FMS Contract/Booking Entry-Feed, Shipping Period From.
   • Delivery Qty will default in from FMS Contract/Booking Entry-Feed, Contract Qty.
   • # of Loads will be the number of feed orders invoiced that utilized the linked FMS contract.
   • Price and Board Price will default in from FMS Contract/Booking Entry-Feed, Price. The Zero Basis checkbox will also be marked.
     • User can enter/update the Board, Basis and Ticker information for the item. This will affect how the contract is displayed on the position and mark to market reports.
   • Market Zone value will default based upon the market zone entered on the Branch Maintenance.
   • The Del/Cancel Qty is display only and will display the quantity that has already been consumed.
   • The Closed checkbox will be marked when the period has been fully consumed.
     • If the FMS contract is closed prior to the delivery period being fully delivered the delivery period will be closed.
     • If the FMS contract closed checkbox is unmarked the delivery period will be reopened.
   • The scrolling window will not allow additional lines to be entered.
   • The Delete Row will be disabled.

Sales Orders/Quotes Entry

Orders/Quotes

D2HML|C1H ManualThis section shows the user how to create orders or quotes for customers, enter farm/field tracking information, edit line accounts, enter license information, split an order, attaching prepay and release orders to invoices.
This section is divided into the following procedures:
 Entering an Order or Quote
 Entering Additional Customer Order Information
 Editing Line Accounts for an Order
 Entering Additional Item Order Information

• • Generating an Order by Copying an Existing Order

 Creating an Invoice in Sales Order Entry

Entering an Order or Quote

1. Open the Sales Order Entry window.

(Transactions>>Cinch Sales>>Sales Orders)
The Sales Default Entry window will display on top of the Sales Order Entry window each time the Sales Order Entry window is opened. It allows the user to enter in defaults for the Sales Order Entry window.

Invoice Date – required, and will default with the system date, but can be changed if necessary.
 Req Ship Date – will look at the Sales Order Processing Setup, Requested Ship Date to determine the default value.

• The Sales Order Processing Setup Options are Document Date or Days after Doc. Date, plus the number of days.
• This value is editable and will be used till the value is changed or the window is closed.

Batch Number – required, enter or select the Batch Number to save the orders to.
Invoice Batch – enter the Invoice Batch number if invoicing directly from the Sales Order Entry window. This will be required to activate the Invoice button in Sales Order Entry.
Price Level – will default from the Sales User Setup window, but can be changed if necessary.
Default Site – will default from the Sales User Setup window, but can be changed if necessary.
Discount ID – enter or select a Discount ID to be applied to the orders.
Checkbook ID – will default from the Sales User Setup window, but can be changed if necessary.
Comment ID – will default from the Sales User Setup window, but can be changed if necessary.
Select Ok to continue to the Sales Order Entry window or Cancel to close both windows.

1. The Order Type will be Order by default, but can be changed to Quote if desired. A Quote will not allocate inventory and cannot be invoiced.
2. The Sales Number is display only and will default from the Next Number Maintenance window.
3. Enter or select the Customer that is completing the sale. The Name will display once the Customer is entered.
4. When a customer has a Note Attached to the Customer Maintenance record, a Note Icon will appear and provide access to a READ ONLY version of the note.
5. Use the expansion button next to the Customer field to open the Sales Detail window. See the Entering Additional Customer Order Information procedure for more information about this window.
6. The Ship To/Bill To Addresses will display the Ship To/Bill To Address selected in Customer Maintenance, but can be changed if necessary. The expansion button next to this field will open the Customer Address Maintenance window.
7. Enter or select the Split Code ID. See the section Splitting a Sales Document for more information on this field and on the expansion button next to this field.
8. Enter or select the Ship Method for the order.
9. Freight Total will display the freight amount calculated from Sales Freight Entry. Refer to Entering Sales Freight for more information.
   • Freight will not default from an applied Sales Contract, user will manually enter the freight information.
   • If the Order is not saved/deleted, all freight records for the Order will also be deleted. If the Order is associated to freight records of other documents, the association will be removed.
   • When the Order is Invoiced any freight records will be copied to the Invoice/Counter Sale document. The actual Freight Matching record will not be created until the Invoice is posted.
   • If an Order is copied, freight records will NOT be copied to the new order document.
10. Freight Total expansion button will open Sales Freight Entry to enter/edit freight information.
    • If the Sales Freight Entry is already open from another record, user will be prompted indicating that they need to close the Sales Freight Entry form before they can edit the current document freight records.
    • If Order Type is Quote the expansion button will be disabled.
    • Since an Order can contain multiple units of measure, the system only supports Per Load Freight UofM. A load is considered as all items/lines on the document.
11. The Order Date will default from the Sales Default Entry window, but can be changed if necessary.
12. The Req Ship Date will default from the Sales Default Entry window, but can be changed if necessary.
13. Enter or select the Payment Terms. To setup a specific Discount Date and Due Date for this order, select the Expansion button next to Payment Terms to open the Payment Terms Details window.

The Payment Terms, Discount Percent and Discount Available are display only.
Enter the Discount Date to give the customer for this order.
Enter the Due Date to give the customer for this order.
Choose OK to save the changes and apply the new dates to the order.

1. Mark the Drop Ship checkbox to indicate a Drop Ship Order. Refer to Creating a Drop Ship for more information on this.
2. Use the scrolling window to enter order information.

Enter or select the Item Number.

• If the Sales Setup, Disable Discontinued Items checkbox is selected a Discontinued Item will not be allowed to be used.

Enter the Quantity for the order.

• The Qty UM will default from the U of M Schedule ID in Item Maintenance, but can be changed if necessary.

The Price Level will default from the Sales User Setup window, but can be changed if necessary. If the line has Prepay Available, PREPAY may be displayed depending on selected setup options.
The Unit Price will default from the Item Price Level, but can be changed if necessary.

• When the user tabs off the line, if the entered price falls outside the range the user will be warned or stopped completely depending on a companywide setting. Refer to Cinch Sales – Seed System Manual, Price Setup for more information on Price Validation.

The Prc UM will default from the Item Price Level, but can be changed if necessary.
The Taxes will be calculated off the Item Tax Schedule, but can be changed if necessary.

• Taxes expansion button, when selected the Sales Line Tax Detail Edit window opens, which allows the edit of Line Tax details.

• • The Tax Amount can be edited for each of the Line Tax details.
  • Tax Details can be added or deleted for the selected transaction line.
  • The delete line icon will deleted the selected Tax Detail.
  • The refresh icon will update the difference amount.
  • OK button will update the Cinch Sales window with the updated tax amount.
  • Delete button will delete all Tax Details for the selected line.

The Extended Price will calculate as Quantity * Unit Price, but can be changed. If it is changed it, user will be prompted if they want to recalculate the Unit Price based off the new extension.
Choose the Prepay buttons (PP or RP) to either apply prepay or remove prepay. See the Applying Prepay section in the Prepay chapter.
The Item Description is display only and will display the Item Description.

• Click the Add Tank Info Icon next to the Item Description to access the Budget – Tank Details window. Icon will only display if Sales Setup, Energy Integration Enabled checkbox is marked.

• • Enter or lookup Tank ID.
  • Enter Fuel Ticket
  • Budget ID is used by Energy Integration.

The Available field will display the amount available for the quantity.
If using Sales Contracts, select a Sales Contract to use on the line being entered.

• The system will validate the General Setup setting Cross Customer Sales Contract. If set to Allow Related or Allow All, the system will validate the selected Customer Number is a Partner on the Sales Contract Sub-Items when the contract is assigned. Refer to Sales Contracts for more information on Related Customers.
• If the selected sales contract has a Tank(s) assigned to it, the document line must also have a Tank ID associated that matches one of the contracts assigned Tanks.
• If the selected sales contract does not have a Tank(s) assigned, the system will allow applying to a document line regardless if a Tank ID is associated to it or not.

The Site will default from the Sales Default Entry window, but can be changed if necessary.
 The Lot Number field is used to enter both the Lot Number and the COA Lot Number.

• The arrow icon next to the field heading will change the field label from Lot Number to COA Lot Number or vice versa and the lookup will open the applicable lookup window based on the field that is currently shown.
  • If the selected item is setup to track lot numbers the Lot Number field and label will be displayed.
  • If the selected item is not setup to track lot numbers but the item has Item Specification defined then the COA Lot Number label will be displayed.
• Refer to Certificate of Analysis (COA) for more information on COA Lot Numbers.
• Selecting a Lot Number verifies the following:
  • Item Maintenance Options, Warn checkbox and Days before Lot Expires combination:
    • When checkbox is marked, and the Lot Number is selected, the system will validate if the Lot Number Expiration Date falls between the number of days to expire. If it does the user will be warned and ask if they want to use the selected lot.
    • When NOT marked, no validation will be done.
  • Inventory Control Setup, Use Expired Lots in Other Transactions checkbox and Password.
    • If the checkbox is selected user is allowed to select a Lot Number where the Expiration Date has passed. Otherwise, user will not be allow to select an expired Lot Number.
    • If the Password field is populated user will be required to enter the password before the lot can be selected.

1. The scrolling window icons are defined as follows:

 MSDS, Label and dropdown list which contains:

• Display WPS when selected, the Greenbook Worker Protection report will be printed that contains the information from the Greenbook web service.
• Display MSDS when selected, the Product MSDS PDF file from Greenbook will be displayed for the selected item.
• Display Label when selected, the Product Label PDF file from Greenbook will be displayed for the selected item.
  • Farm Field Tracking – See the Farms, Fields, Licenses, and Credit Limits Section.

Edit Line Accounts – See the Editing Line Accounts for an Order procedure in this section.
License Entry – See the Farms, Fields, Licenses, and Credit Limits
Line Split Details – See the Splitting a Sales Document section

• Insert Line Above – Insert a line above the selected line.

Delete Line – Deletes the active line.

• If the document originated from a Booking deleting the line will return the quantity to the booking document.

Shrink – Expand Scroll – See the Entering Additional Item Order Information procedure in this section.

1. Enter or select a Comment ID to print on the order.
2. Enter a Customer PO#, when entered or changed the system will check if the Customer PO Number entered was used in the past, on open or historical orders for this customer.
   • If the Customer PO Number has been previously used the user will receive a warning. When the user clicks "OK" on the warning, the system will return the user to the Sales Order Entry screen with the focus remaining on the Customer PO Number field where the user can change the Customer PO Number or tab off and create the Order with the entered Customer PO Number.
3. Enter a Reference number if desired.
4. The Subtotal will display the sum of the Extended Price for all lines.
5. The Tax will display the total Tax for the order.
6. The Total will display the Subtotal plus Tax.
7. The Prepay Allocated will show any prepay amounts applied to the order.
8. Choose the Prepay button to open the Prepay Cash Receipts.
   • Prepay Cash Receipts will open with the Customer populated from the Sales Order and the Prepay Amount will be populated with the value of the Sales Order.
9. Choose the Defaults button to open the Sales Default Entry window to change any of the default values entered.

Any changes made to the Sales Default Entry window are for NEW transactions only. When working on an existing transaction and a change is made, it will NOT be saved. The user will have to change the field in Sales Order Entry to change it on the existing transaction.

1. Choose the Email icon to select the report to email.
   • Icon will be active if the Sales Order checkbox is selected in the Customer's Cinch Customer E-mail Options window.
   • When selected and the user selects the Packing List, Picking Ticket or Receipt, the report will be emailed to the customer.
     • Depending on how the Cinch Customer E-mail Options is setup, e-mail addresses will be determined one of two ways:
       • If Email Address Based On Doc Type, Enabled checkbox is marked and Sales Order is marked, addresses will be based on the addresses selected within the Email Address Based On Doc Type window.
         • If there are no addresses selected within the Email Address Based On Doc Type window then the system will behave the same as if the Disabled checkbox is marked.
       • If Email Address Based On Doc Type, Disabled checkbox is marked and Sales Order is marked, addresses will be determined based on the document Bill To Address ID.
     • If no email exists a Send Document Error window will be displayed stating that an e-mail address could not be found. The user will then be given the opportunity to print the report based on the users default report destination settings.
2. Choose the Print button to select the report to print.
   • If Print Options is selected, the Sales User Setup will open allowing user to define the printing options.
   • If HazMat is selected:
     • When Sales Setup, Greenbook Enabled checkbox is marked.
       • And the GP Item is linked to a Greenbook Item the Greenbook HazMat Shipping document will be printed.
       • If GP Item is NOT linked to a Greenbook Item no HazMat Shipping document will be printed.
     • When the Sales Setup, Enabled checkbox is NOT marked the standard Cinch HazMat document will be printed.
3. Choose Save to Save the Order or Quote.
4. Choose Delete to delete the selected order or quote.
   • When a document is deleted or voided and it originated from AgWorks, the user will be prompted asking if they would like to delay invoicing in AgWorks.
   • When the document is deleted or voided and it originated from a Booking will return the quantities to the booking document. If the Booking document is in history it will be reopened.

Entering Additional Customer Order Information

1. Use the expansion button next to the Customer field to open the Sales Detail window. This window allows the user to enter additional customer information for the transaction.

1. Address Detail:

Bill To/Ship To Address - Displays the default address id setup up in the Customer Maintenance window.
Bill To/Ship To radio buttons - Select the Bill To or Ship To radio button to display the address information for that id.
Ship/Bill to Name, Contact, Address 1, Address 2, City, Sate, Zip, and Phone 1 & 2 fields display the contents of the ids selected and can be changed.

1. Dates:

Order Date – Displays the invoice date.
Requested Ship – Displays the requested ship date.

• • Requested Ship Time – Displays the requested ship time.

1. Details – Allows the user to edit/change the customer's defaults for the following items: Document ID, Batch Number, Price Level, Shipping Method, Tax Schedule, Salesperson ID, and Sales Territory.
2. Select the Cust User Def button to open the Customer User Defined window. This window allows the user to enter customer based values for the defined fields setup in the General Setup window. If values for these fields are displayed, they defaulted from the Customer User Defined Entry window and can be changed.

1. Select the SOP User Def button to open the Sales User-Defined Fields Entry window.

This is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for additional information on this window.

• • Use the Sales User-Defined Fields Entry window to enter information for user-defined fields set up for Sales Order Processing. User-defined fields are used to enter information specific to your business. The prompts for these fields were set up in the Sales User-Defined Fields Setup window.

Editing Line Accounts for an Order

1. Use the Line Accounts button located in the upper right hand corner of the scrolling window to open the Sales Line Item Distribution Entry window.

1. Only the Inventory, Cost of Sales, and Sales are required accounts.
   • The system will use the Receivables Account based off the Item selected. If the Receivables Account is not defined for the item the customer standard Account Receivable account will be used.

The Sales Line Item Distribution Entry window is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for more information.

Entering Additional Item Order Information

1. Use the Shrink-Expand button located in the upper right hand corner of the scrolling window to choose the expanded line view in the scrolling window. The button looks like a piece of narrow lined paper and is the last scrolling window button. This window allows the user to enter additional information about the line item transaction.

1. Enter any cancelled quantities.
2. Enter the Ship/Pickup Date for the order or invoice. If in Invoice Maintenance, this date will fill from the Invoice Date in the header.
3. The Unit Cost will display from Item Maintenance, but can be changed if necessary. Depending on the CINCH Sales Setup, the Unit Cost may not be visible.
4. The Salesperson ID will default from Sales Default Setup, but can be changed if necessary.
5. The Tax Schedule will default from the Tax Schedule ID setup in Customer Maintenance, but can be changed if necessary.
6. The Item Tax will default from the Sales Tax Schedule ID in Item Maintenance, but can be changed if necessary.
7. Enter or select a Comment ID to attach to the line.
8. Mark RePlant checkbox if transaction is a replant.
   • Once flagged, certain sales reports can be run to include or exclude the replant seed sales depending on the reporting objective.
   • Invoicing the Order where transaction line(s) are marked Replant, will create sales invoices with lines also marked as Replant.
9. Freight In Price Per Unit is the amount used in the freight in price calculation.
   • The price is view only and defaults from the selected sales contract delivery period.
     • If the sales contract delivery period's Freight In Price per Unit is changed after the sales order is saved, the user will need to un-apply and re-apply the contract for the changes to take place.
   • The following is required for the Freight In Price Per Unit to be populated:
     • Freight Setup, GL Freight In Price Adjustment checkbox must be marked.
     • Transaction must be applied to a sales contract that has a Freight In Price Per Unit price entered on the selected delivery period.
10. Freight In Price Amount is the dollar amount of freight included in the price of the item.
    • The amount is view only and is system calculated (Freight In Price per Unit * Quantity).
    • The amount will be recalculated if the Quantity is changed.
    • When the order is Invoiced, the Freight In Price Per Unit and Freight In Price Amount will flow to the Invoice or Counter Sale and be used in the freight in price calculation that will reduce the sales amount and write a separate freight GL distribution.
11. The Payment Terms ID will default from the header but can be overridden allowing the user to calculate a different line discount.

The due date and discount date on the line's payment term must be the same as the headers payment term.

1. The Terms Disc Avail field will display the line discount.
2. The next six fields are User Defined fields that can be setup in CINCH Sales Setup to track additional item information. There are 2 text fields, 1 currency field, 1 numeric field, and 2 custom list fields.
3. The Discount field will default from the Sales Default Setup window, but can be changed if necessary.
4. The Markdown Amount field can be used to enter a markdown price. Choose the expand button to open the Markdown Details window, which can act as a calculator to automatically determine the Markdown Amount based on percent or amount. If there is a Discount ID on the line, the Markdown Amount will automatically reflect the discount markdown amount, but can be changed if necessary.

The Item Number and Description are display only.
Enter the Markdown Percent and/or Amount to apply to the item.
The Selling Price and UM are display only.
The Markdown is display only and will be calculated based on the Selling Price and Markdown Percent or Amount entered.
The Markdown Price is display only and will reflect the Selling Price minus the Markdown.
The Sales Qty and UM are display only and will come from the transaction window.
The Extended Price is display only and will display the new extended price for the line after applying the Markdown.
Choose OK to apply the markdown to the line.

1. Prepay Applied will show any prepay applied to the line.
2. The Line Total will display the total for the line.
3. Scheduled Qty will display the quantity that is scheduled for delivery.
4. Prev. Shipped will display any quantities that have been previously shipped.
5. Select the User Defined button to open the Item User Defined window. This window allows the user to enter item based values for the defined fields setup in the General Setup window. If values for these fields are displayed, they defaulted from the Item User Defined Entry window and can be changed.

Generating an Order by Copying an existing Sales Order

Sales Order Copy provides the ability to copy a sales order to create a new sales order exactly like the original. The original order could be either an open sales order or a historic sales order.

1. Open the Sales Order Entry window. (Transactions>>Cinch Sales>>Sales Orders)
2. Click the Copy button to open the Order Copy Screen.

• • The Order Number will default in from the Sales Order Entry screen if the user is viewing an existing order. Or the user will be able to select an order to copy by using the Lookup Button.
    • Order, when selected the system will allow the user to select an existing open order that has not been invoiced.
    • Historical Oder, when selected the system will allow the user to select an historical order using the Sales Order History Lookup screen.
  • Once an Order Number has been selected, the expansion button next to the Oder Number will zoom back on the selected order.
  • Number of Copies, allows the user to enter the number of copies of the order they want the system to create. This will default to 1 when the screen is opened.
  • Batch Number, is the Sales Batch the created Order(s) will be placed in. It will default to the Batch Number entered in the Sales Defaults on the Sales Order Entry window.
  • Copy button initiates the Copy Process.
  • Cancel will close the Order Copy screen.
  • To make any changes to the newly created Order(s) the user will have to view the order in the Sales Order Entry window.

1. All the lines on the newly created Order(s) will not have a price associated to them.
2. If a Contract existed on original order the system will clear the Contract Number and Delivery Row Sequence on the new Order(s).
3. The system will determine the Item Tax Schedule ID based on the current Tax Schedule assigned to the Item and create the Tax Details based on that Schedule ID. All the Details will be created with the assumption of the required taxes when the order is being copied.
   • The system will not just copy the Tax Details that were on the order being copied because Tax Details can change and the system will dynamically create the correct details.
4. The system will create the License records for any items on orders that are needed when the order is being created. If the Customer on the Order has a Default License Holder ID entered, this License Holder and the associated License Number and Expiration Date will be used.
   • The system will not just copy License records that were on the order being copied because license can change.

Creating an Invoice in Sales Order Entry

1. Open the Sales Order Entry window. (Transactions>>Cinch Sales>>Sales Orders)
2. The Sales Default Entry window will open. Enter the default information.

Enter an Invoice Batch in the Sales Default Entry window to activate the Invoice button in the Sales Order Entry window.

1. Enter the invoice information.
2. Next to the Invoice button, select one of the following options from the drop down list. The default Invoice action (Invoice, Create CS or Open CS) will default based on Sales Setup, Order Destination setting. Once an option is selected that option will remain selected for subsequent orders as they are entered unless changed.

Create CS – will create a Counter Sale invoice when the Invoice button is pressed.
Open CS – will create a Counter Sale invoice and will open the Counter Sales Entry window when the Invoice button is pressed.
Invoice – will create an Invoice that will be available in Invoice Maintenance when the Invoice button is pressed.

1. Choose Invoice to complete the Invoice.
   • If the Sales Setup, Suppress Hazmat Auto Print checkbox is marked the Hazmat document will not automatically print when the Order is Invoiced.

Counter Sales Entry

Counter Sales

D2HML|C1H ManualThis section shows the user how to quickly complete transactions in the store front allowing the user to receive cash, check, or on account payments.
This section is divided into the following procedures:
 Entering a Counter Sale (CS)
 Entering Additional Customer CS Information
 Editing Line Accounts for a CS
 Entering Additional Item CS Information

• • Assign Multiple Lots (CS)

Enter a Counter Sale (CS)

1. Open the Counter Sales Entry window.

(Transactions>>Cinch Sales>>Counter Sales)
The Sales Default Entry window will display on top of the Counter Sales Entry window each time the Counter Sales Entry window is opened. It allows the user to enter in defaults for the Counter Sales Entry window.

Invoice Date – required, will default with the system date, but can be changed if necessary.
 Shipped Date – will look at the Sales Order Processing Setup, Requested Ship Date to determine the default value.

• The Sales Order Processing Setup Options are Document Date or Days after Doc. Date, plus the number of days.
• This value is editable and will be used until the value is changed or the window is closed.

Batch Number – required, enter or select the Batch Number to save the orders to.
Salesperson ID – will default from the Sales User Setup window, but can be changed if necessary.
Price Level – will default from the Sales User Setup window, but can be changed if necessary.
Discount ID – enter or select a Discount ID to be applied to the orders.
Default Site – will default from the Sales User Setup window, but can be changed if necessary.
Shipping Method – will default from the Sales User Setup window, but can be changed if necessary.
Comment ID – will default from the Sales User Setup window, but can be changed if necessary.
Checkbook ID – required, will default from the Sales User Setup window, but can be changed if necessary.
Select Ok to continue to the Counter Sales Entry window or Cancel to close both windows.

1. The Sales Number is display only and will default from the Next Number Maintenance window.
2. Enter or select the Customer that is completing the sale. The Name will display once the Customer is entered.
3. PP checkbox will display marked if the selected customer has remaining prepay on any type of prepay.
4. When a customer has a Note Attached to the Customer Maintenance record, a Note Icon will appear and provide access to a READ ONLY version of the note.
5. The Customer Has Bookings icon will display if the selected customer has an open booking(s).
   • Clicking the Customer Has Bookings icon drills down to the Bookings Entry screen.
     • If the customer has only one booking it will be displayed.
     • If the customer has mulitple bookings user will need to select the booking from the Bookings Lookup.
6. Use the expansion button next to the Customer field to open the Sales Detail window. See the Entering Additional Customer CS Information section for more information about this window.
7. The Ship To/Bill To Addresses will display the Ship To/Bill To Address selected in Customer Maintenance, but can be changed if necessary.
8. Enter or select the Split Code ID. See the section Splitting a Sales Document for more information on this field and on the expansion button next to this field.
9. Freight Total will display the freight amount calculated from Sales Freight Entry. Refer to Entering Sales Freight for more information.
   • Freight will not default from an applied Sales Contract, user will manually enter the freight information.
   • If the Counter Sale is not saved/deleted, all freight records for the Counter Sale will also be deleted. If the Counter Sale is associated to freight records of other documents, the association will be removed.
   • When the Counter Sale is Invoiced any freight records will be copied to the Invoice document. The actual Freight Matching record will not be created until the Invoice is posted.
   • Split Invoices are currency not supported.
10. Freight Total expansion button will open Sales Freight Entry to enter/edit freight information.
    • If the Sales Freight Entry is already open from another record, user will be prompted indicating that they need to close the Sales Freight Entry form before they can edit the current document freight records.
    • Since a Counter Sale can contain multiple units of measure, the system only supports Per Load Freight UofM. A load is considered as all items/lines on the document.
11. The Invoice Date will default from the Sales Default Entry window, but can be changed if necessary.
12. Enter or select the Payment Terms. To setup a specific Discount Date and Due Date, select the Expansion button next to Payment Terms to open the Payment Terms Details window.
13. Mark the Drop Ship checkbox to indicate a Drop Ship Order. Refer to Creating a Drop Ship for more information on this.
14. Use the scrolling window to enter the counter sale information.

Enter or select the Item Number.

• If the Sales Setup, Disable Discontinued Items checkbox is selected a Discontinued Item will not be allowed to be used.

Enter the quantity for the order.
The Qty UM will default from the U of M Schedule ID in Item Maintenance, but can be changed if necessary.
The Price Level will default from the Sales User Setup window, but can be changed if necessary. If there is prepay available, PREPAY may be displayed depending on the setup options.
The Unit Price will default from the Item Price Level, but can be changed if necessary.

• When the user tabs off the line, if the entered price falls outside the range the user will be warned or stopped completely depending on a companywide setting. Refer to Cinch Sales – Seed System Manual, Price Setup for more information on Price Validation.

The Prc UM will default from the Item Price Level, but can be changed if necessary.
The Taxes will be calculated off the Item Tax Schedule, but can be changed if necessary.

• Taxes expansion button, when selected the Sales Line Tax Detail Edit window opens, which allows the edit of Line Tax details.

• • The Tax Amount can be edited for each of the Line Tax details.
  • Tax Details can be added or deleted for the selected transaction line.
  • The delete line icon will deleted the selected Tax Detail.
  • The refresh icon will update the difference amount.
  • OK button will update the Cinch Sales window with the updated tax amount.
  • Delete button will delete all Tax Details for the selected line.

The Extended Price will calculate as Quantity * Unit Price, but can be changed. If user chooses to change it, it will ask the user if they want to recalculate the Unit Price based off the new extension.

• The Contract Indicator will display if the Item has a contract available or applied.
  • If the transaction line has a contract available C will be displayed.
  • If the transaction line has a contract applied A will be displayed.
  • The system also checks to see if the line item exists as a Substitute Item on any open sales contracts for that customer and ship to.

 To apply a Sales Contract to the line, click the Contract Apply Icon to access the Contract Apply window.

• The window will display all open contracts for the customer and selected item.
• The All Customers and All Ship To checkboxes are only enabled if the General Setup, Cross Customer Sales Contract setting is set to Allowed – All.
  • When General Setup, Cross Customer Sales Contract setting is set to Allowed – All or Allowed Related, will allow other partner's transactions to be applied to the contract. Refer to Cinch Grain Software Procedure, Sales Contracts for more information on Related Customers.
  • When both the All Customers and All Ship To checkboxes are not marked, all Contract and Sub-Item Contract lines where the Customer, Item, Ship To & Unit of Measure on the sales transaction equals the Primary or a Partner on the Sales Contract(s) will be displayed.
  • When only the All Customers checkbox is marked, all Contract and Sub-Item Contract lines where the Item, Ship To and Unit of Measure match the sales transaction will be displayed.
  • When only the All Ship To checkbox is marked, all Contract and Sub-Item Contract lines where the Customer, Item and Unit of Measure match the sales transaction will be displayed.
  • When both the All Customers and All Ship To checkboxes are marked, all Contract and Sub-Item Contract Lines where the Item and Unit of Measure match the sales transaction will be displayed.
• Unposted checkbox, when selected will include unposted contracts in the display.
• Closed Deliveries checkbox, when selected, contract delivery periods that are closed will be included in the display.
  • The contract application process will NOT split the line when a closed delivery period is selected.
• Mark the Select checkbox of the contract the line will be applied to.
  • If transaction customer is defined within the selected contract's Sales Contract Sub-Items the Customer/Ship To must match the transaction to be assigned.
  • Contracts and Tank ID's
    • If the selected contract has a Tank ID associated to it, the document line must also have a Tank ID associated that matches.
    • If the selected contract does not have a Tank ID associated with it, the system will allow applying to a document line regardless if a Tank ID is associated to it or not.
  • When an overrun scenario exists:
    • The system will automatically select the Split Line checkbox.
    • The Unapplied Quantity will display the overrun amount.
    • When the Apply button is selected the line will be applied to the selected contract and a new line created for the unapplied quantity.
    • The new line will be priced based on the original values used before contract application.
  • If an over apply scenario exists:
    • User can unmark the Split Line checkbox.
    • When Apply button is select user is prompted to split the line due to contract overrun.
      • If Yes is selected the full line amount will be applied to the contract overrunning the contract.
      • If No is selected the line will be applied to the selected contract and a new line created for the unapplied quantity.
• Further editing of quantity or pricing data for a contract applied line will require the contract will be unapplied.
• Choose the Prepay buttons (PP or RP) to either apply prepay or remove prepay. See the Applying Prepay section in the Prepay chapter.

 The Item Description is display only and will display the Item Description.
The Available field will display the amount available for the quantity.
The Site will default from the Sales Default Entry window, but can be changed if necessary.
 The Lot Number field is be used to enter both the Lot Number and the COA Lot Number.

• The arrow icon next to the field heading will change the field label from Lot Number to COA Lot Number and the lookup will open the applicable lookup window based on the field that is currently shown.
  • If the selected item is setup to track lot numbers the Lot Number field and label will be displayed.
  • If the selected item is not setup to track lot numbers but the item has Item Specification defined then the COA Lot Number field and label will be displayed.
• Refer to Certificate of Analysis (COA) for more information on COA Lot Numbers.
• Selecting a Lot Number verifies the following:
  • Item Maintenance Options, Warn checkbox and Days before Lot Expires combination:
    • When checkbox is marked, and the Lot Number is selected, the system will validate if the Lot Number Expiration Date falls between the number of days to expire. If it does the user will be warned and ask if they want to use the selected lot.
    • When NOT marked, no validation will be done.
  • Inventory Control Setup, Use Expired Lots in Other Transactions checkbox and Password.
    • If the checkbox is selected user is allowed to select a Lot Number where the Expiration Date has passed. Otherwise, user will not be allow to select an expired Lot Number.
    • If the Password field is populated user will be required to enter the password before the lot can be selected.

1. AgWorks Delivery Inquiry Icon will be displayed when a line is selected with an AgWorks Delivery ticket associated.
   • When the Icon is selected the AgWorks Ticket Detail Inquiry window opens.
     • The Item Description, U of M and Shipped Qty will be displayed for the AgWorks Ticket ID.
2. The scrolling window icons are defined as follows:

 MSDS, Label and WPS is a dropdown list which contains:

• Display WPS when selected, the Greenbook Worker Protection report will be printed that contains the information from the Greenbook web service.
• Display MSDS when selected, the Product MSDS PDF file from Greenbook will be displayed for the selected item.
• Display Label when selected, the Product Label PDF file from Greenbook will be displayed for the selected item.
  • Farm Field Tracking – See the Farm Field, License & Credit Limit Section.

Edit Line Accounts – See the Editing Line Accounts for a CS procedure in this section.
License Entry – See the Farm Field, License & Credit Limit Section
Line Split Details – See the Splitting a Sales Document section
 Insert Row Above

• Delete Line – Delete the active line.
• If the document originated from a Booking deleting the line will return the quantity to the booking document.

Shrink – Expand Scroll – See the Entering Additional Item CS Information procedure in this section.

1. The Terms Available is display only and will show any terms discounts that may be available.
2. Enter any Terms Discounts Taken amounts. If an amount is entered without applying other payments (regular or prepay), and the transaction is saved, the next time it is pulled back up, the terms discount taken amount that was entered will be set back to zero. User will be able to go to the Sales Payment Maintenance window (expansion button next to Amount Received field) and view the Terms Discount Taken previously.
3. The Net Cash Amount will display the Total amount minus any Prepay Applied, minus Terms Disc Taken.
4. To make a payment from this window, enter the Amount Received from the customer. Choose the Amounts Received expansion button to open the Sales Payments Maint window. This window will display all the payments received against the counter sale and will allow the user to enter more specific information about the payment.

• • Select the checkbook when applying a payment, Cash Check or Credit Card to a sales transaction.
    • GL distributions will be created per bank account based on the selected Checkbook setup.
  • Enter the Cash Amount received.
  • Enter the Check Amount received.
  • If a check is received, enter the Check Number.
  • Prepay Applied is display only and will display the amount of prepay applied to the counter sale.
  • If a Credit Card payment is received, enter the Credit Card, Authorization Number, Expiration Date and Card Amount.
  • Choose Insert to apply the Amount Received.
  • To edit an existing payment, select the line and select the Edit Payment button.
  • Choose OK to exit the window.

1. The Amount Returned, if the Amount Received is greater than the Total Invoice, the excess will populate On Account, if the user returns cash they will enter that amount in the Amount Returned field thereby reducing the On Account value.
2. Select the checkbook when applying a payment, Cash Check or Credit Card to a sales transaction.
   • GL distributions will be created per bank account based on the selected Checkbook setup.
3. If a check payment is received, enter the Check Number.
4. If a credit card payment is received, enter the Card Name, Authorization Code, and Expiration Date.
5. If the Customer has anything on account, it will be displayed in the On Account field.
6. The Subtotal will display the Extended Price for all of the lines in the order.
7. The Tax will display the total Tax for the order.
8. The Total will display the Subtotal plus Tax.
9. The Prepay Applied will show any prepay amounts applied to the order.
10. Budget – Note Applied is used with Budget Billing and Savings & Loan.
11. Choose the Defaults button to open the Sales Default Entry window to change any of the default values entered.

Any changes made to the Sales Default Entry window are for NEW transactions only. When working on an existing transaction and a change is made, it will NOT be saved. The user will have to change the field in Sales Order Entry to change it on the existing transaction.

1. Choose the Commissions button to open the Sales Commission Entry window to record any commission necessary for the order.

This is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for additional information on this window.

1. The Distribution button will open the Sales Distribution Entry window where the user can view and make changes to the account distributions.
   • The system will use the Receivables Account based off the Item selected. If the Receivables Account is not defined for the item the customer standard Account Receivable account will be used.
     • If there are multiple items on the counter sale with item specific Receivables Accounts, the item with the highest dollar amount will determine the account to be used for the entire document.
     • Prepay and Payments will reduce the amount of the AR distribution. Prepay and Payments will continue to adjust the single AR distribution for the document.

This is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for additional information on this window.

1. Choose the Email icon to select the report to email.
   • Icon will be active if the Sales Order checkbox is selected in the Customer's Cinch Customer E-mail Options window.
   • When selected and the user selects the Packing List, Picking Ticket or Document, the selected document will be emailed.
     • Depending on how the Cinch Customer E-mail Options is setup, e-mail addresses will be determined one of two ways:
       • If Email Address Based On Doc Type, Enabled checkbox is marked and Sales Order is marked, addresses will be based on the addresses selected within the Email Address Based On Doc Type window.
         • If there are no addresses selected within the Email Address Based On Doc Type window then the system will behave the same as if the Disabled checkbox is marked.
       • If Email Address Based On Doc Type, Disabled checkbox is marked and Sales Order is marked, addresses will be determined based on the document Bill To address.
     • If no email exists a Send Document Error window will be displayed stating that an e-mail address could not be found. The user will then be given the opportunity to print the report based on the users default report destination settings.
2. Choose the Print button to select the report to print.
   • If the Sales Setup, Print restart checkbox is selected the window will clear and reset after the document is printed.
   • If Print Options is selected, the Sales User Setup will open allowing user to define the printing options.
   • If HazMat is selected:
     • When Sales Setup, Greenbook Enabled checkbox is marked:

• And the GP Item is linked to a Greenbook Item the Greenbook HazMat Shipping document will be printed.
• If GP Item is NOT linked to a Greenbook Item no HazMat Shipping document will be printed.
  • • When the Sales Setup, Enabled checkbox is NOT marked the standard Cinch HazMat document will be printed

1. Choose Delete button to delete the document.
   • If the Sales Setup, Cash Doc Trap checkbox is selected when the document has cash received and has been printed, the Delete button will become a Void button and the user will not be allowed to delete the document.
   • When a document is deleted or voided and it originated from AgWorks, the user will be prompted asking if they would like to delay invoicing in AgWorks.
   • When the document is deleted or voided and it originated from a Booking will return the quantities to the booking document. If the Booking document is in history it will be reopened.
2. AgWorks button will only be enabled and visible if the Sales Setup, AgWorks Enabled checkbox is marked. If the checkbox is not marked the button is not visible to the user.
   • Refer AgWorks Cash Receipts Integration for more information on this.
3. Choose Save to save the Counter Sale or Invoice to Invoice the Counter Sale.
   • If the Sales Setup, Suppress Hazmat Auto Print checkbox is marked the Hazmat document will not automatically print when the Counter Sale is Invoiced.

Entering Additional Customer CS Information

1. Use the expansion button next to the Customer field to open the Sales Detail window. This window allows the user to enter additional customer information for the transaction.

1. Address Detail:

Bill To/Ship To Address - Displays the default address id setup up in the Customer Maintenance window.
Bill To/Ship To radio buttons - Select the Bill To or Ship To radio button to display the address information for that id.
Ship/Bill to Name, Contact, Address 1, Address 2, City, Sate, Zip, and Phone 1 & 2 fields display the contents of the ids selected and can be changed.

1. Dates:

Invoice Date – Displays the invoice date.
Requested Ship – Displays the requested ship date.
Shipped Date – Displays the actual ship date.

1. Details – Allows the user to edit/change the customer's defaults for the following items: Document ID, Batch Number, Price Level, Discount, Ship Method, Tax Schedule, Sales Territory, Salesperson ID, and Comment ID.
2. Enter a Customer PO Number.
3. Enter a Reference.
4. Original Doc type displays the originating document type.
5. Original Number displays the originating number.
6. Select the Short Blend checkbox to allow the counter sale to display a short blend. This checkbox may default based on its setting in the Customer Extension Maintenance window. This is only available if completing an AgWorks blend.
7. Select the SOP User Def button to open the Sales User-Defined Fields Entry window.

This is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for additional information on this window.

• • Use the Sales User-Defined Fields Entry window to enter information for user-defined fields set up for Sales Order Processing. User-defined fields are used to enter information specific to your business. The prompts for these fields were set up.in the Sales User-Defined Fields Setup window/

1. Select the Cust User Def button to open the Customer User Defined window. This window allows the user to enter customer based values for the defined fields setup in the General Setup window. If values for these fields are displayed, they defaulted from the Customer User Defined Entry window and can be changed.

Editing Line Accounts for a CS

1. Use the Line Accounts button located in the upper right hand corner of the scrolling window to open the Sales Line Item Distribution Entry window.

1. Only the Inventory, Cost of Sales, and Sales are required accounts.
   • The system will use the Receivables Account based off the Item selected. If the Receivables Account is not defined for the item the customer standard Account Receivable account will be used.
     • If there are multiple items on the counter sale with item specific Receivables Accounts, the item with the highest dollar amount will determine the account to be used for the entire document.
     • Prepay and Payments will reduce the amount of the AR distribution. Prepay and Payments will continue to adjust the single AR distribution for the document.

The Sales Line Item Distribution Entry window is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for more information.

Entering Additional Item CS Information

1. Use the Shrink-Expand button located in the upper right hand corner of the scrolling window to choose the expanded line view in the scrolling window. The button looks like a piece of narrow lined paper and is the last scrolling window button. This window allows the user to enter additional information about the line item transaction.

1. When using CINCH Grain and want the line to come from the customer's grain bank assembly, mark the Use Grain checkbox.
   • When the Use Grain Bank checkbox is marked and a customer is selected an assembly number is applied based off of the oldest ticket date.
     • If Use Cross Branch GB is activated it will apply to the assembly with the oldest open ticket based upon the branches the user has access to.
     • If Use Cross Branch GB is not activated it will apply to the assembly with the oldest open ticket for the transaction branch.

If the Site ID is not going to be defined within Sales Default Entry during Counter Sale Entry, add a Drop Ship Inventory Account to the item in the event the user selects the Use Grain Bank prior to selecting the site. The Drop Ship account will not be used but will allow the transaction to post without errors.

• • If using FMM, the customer's feed mill transaction will be relieved.
  • If there is not enough grain bank, the user will receive a warning that a shortage exists for this grain bank transaction. The Grain Bank Details window opens which displays all grain bank information for the customer.

• • • The scrolling window displays:
      • Branch – is the branch associated with the assembly.
      • Oldest Tkt Date – is the date of the oldest open ticket assigned to an assembly.
      • Assembly – open grain bank assemblies that exists for the given item and customer will be displayed.
        • If Use Cross Branch GB is activated all assemblies across branches for the item and customer will be displayed and the assembly with the oldest ticket assigned will automatically be selected.
      • Available Qty – is the available quantity on the assembly sheet.
      • Committed Qty – is the amount that will be committed / consumed from the assembly. This field is editable.
    • The apply information in the scrolling window can be modified by either selecting/deselecting assemblies or changing the Committed Qty amount.
      • User is not able to commit more qty than what is available on an assembly.
    • The user also has the option of selecting a different Grain Suppliers grain bank to apply against for the selected transaction line.

1. If grain bank from another branch is consumed, the physical inventory was decreased at one branch and the grain bank was decreased from another branch an adjustment needs to be created for each branch's Great Plains inventory and for each branch's DPR.
   • An Inventory record will be created.
   • Inventory will increase at the branch that owns the grain bank assembly.
   • Inventory will decrease at the Branch that used that grain bank quantity.
   • A DPR Company Owned record will be created.
   • Company Owned will increase at the branch that owns the grain bank assembly.
   • Company Owned will decrease at the branch that used the grain bank quantity.
   • Net Affect for the branch that owns the grain bank assembly.
   • Physical inventory – no change.
   • Grain Bank – will decrease by the quantity used in the transaction.
   • Company Owned – will increase by the quantity used in the transaction.
   • Net Affect for the branch that used the grain bank quantity.
   • Physical inventory – will decrease by the quantity used in the transaction.
   • Grain bank – no change.
   • Company owned – will decrease by the quantity used in the transaction.
2. Enter the Ship/Pickup Date for the order or invoice. If in Invoice Maintenance, this date will fill from the Invoice Date in the header.
3. The Unit Cost field will display the unit cost for the item. Normally this field is display only but if the Prompt for Cost on Non IV checkbox is selected, in the Sales Setup window, one will be allowed, not required, to enter a unit cost for any non-inventory item. A non-inventory item is an item setup with an item type of flat fee, service, or misc. charge. A warning will be displayed when tabbing off the line and the unit cost is set to zero. If the Unit Cost field is blank then the Hide Unit Cost checkbox in CINCH Sales Setup has been selected.
4. The Salesperson ID will default from Sales Default Setup, but can be changed if necessary.
5. The Tax Schedule will default from the Tax Schedule ID setup in Customer Maintenance, but can be changed if necessary.
6. The Item Tax will default from the Sales Tax Schedule ID in Item Maintenance, but can be changed if necessary.
7. Enter or select a Comment ID to attach to the line.
8. Select the expansion button next to the Additional Info field to open the SOP Line Extras window.

 All of the information will default from Counter Sales Entry and include information from the Counter Sale, whether grain bank is being used, if there were any quantities manufactured for the order, and where the counter sale originated from.

• • If completing an AgWorks Blend, mark or unmark the Short Blend checkbox depending on how the blend should be displayed on the printed invoice.
  • If completing an AgWorks Blend, mark the Hide checkbox if the selected line should not show on the invoice.
  • The Composite Sequence will display the corresponding composite information if completing an AgWorks Blend.
  • If completing an AgWorks Blend, the Extension will display the extended price for the blend component.
  • The Comments field will fill with the order completed date from AgWorks.
  • Vehicle ID will display if it exists from the origination.
  • Enter Tank ID associated to document.
    • If the user attempts to remove or change the Tank ID from the document:
      • If a Prepay Applied Amount exists on the line the system will determine if the Prepay Detail applied has a Tank ID assigned to it.
        • If a Tank ID exists on the Prepay the system will not allow the user remove the Tank ID on the line until the Applied Prepay is removed.
        • If a Tank ID does not exist on the Prepay the system will allow the user to add or change the Tank ID.
      • If a Sales Contract is applied on the line the system will determine if the Sales Contract applied has a Tank ID assigned to it:
        • If a Tank ID exists on the Sales Contract the system will not allow the user remove the Tank ID on the line until the applied Sales Contract is removed.
        • If a Tank ID exists on the Sales Contract the system will allow the user to change tanks on the line if the selected Tank ID is associated to the Sales Contract.
        • If a Tank ID does not exist on the Sales Contract the system will allow the user to add or change the Tank ID.
      • If there is no Prepay or Sales Contract applied on the line the user will be able to enter or remove a Tank ID as long as the Tank ID is assigned to the Customer.
  • Budget Applied is used with Budget Billing.
  • Denaturant Percent will default from the Bulk Shipment but this value can be changed.
    • If the Invoice did not originate from the Bulk Shipment this field will not default but is editable to enter a value.
  • Denaturant Qty will default from the Bulk Shipment but this value can be changed.
    • If the Invoice did not originate from the Bulk Shipment this field will not default but is editable to enter a value.
  • RINs Transferred Qty will default from the Bulk Shipment but this value can be changed.
    • If the Invoice did not originate from the Bulk Shipment this field will not default.
      • If the Item RIN Setup, Default RINs Transferred Qty checkbox is marked the field is editable for user to enter a value.
      • If the Item RIN Setup, Default RINs Transferred Qty checkbox is not marked the field is not editable.
  • If the item is set up to be manufactured upon ordering, the Mfg Qty to Build will display how much of the item has to be manufactured to fill the order.
  • The Origination section will display where the order/invoice originated from (AgWorks, Sales Order Entry, Booking, Sales Shipment, Load, Manufacturing, Assembly and/or Energy Integration).

1. Mark RePlant checkbox if transaction is a replant.
   • Once flagged, certain sales reports can be run to include or exclude the replant seed sales depending on the reporting objective.
   • Invoicing the Counter Sale where transaction line(s) are marked Replant, will create sales invoices with lines also marked as Replant.
2. Freight In Price Per Unit is the amount used in the freight in price calculation.
   • The price is view only and defaults from the selected sales contract delivery period.
     • If the sales contract delivery period's Freight In Price per Unit is changed after the counter sale is saved, the user will need to un-apply and re-apply the contract for the changes to take place.
   • The following is required for the Freight In Price Per Unit to be populated:
     • Freight Setup, GL Freight In Price Adjustment checkbox must be marked.
     • Transaction must be applied to a sales contract that has a Freight In Price Per Unit price entered on the selected delivery period.
   • The price can be populated from:
     • Bulk Shipment Invoicing if applied to a sales contract that has a Freight In Price Per Unit price entered on the selected delivery period.
     • Sales Order if applied to a sales contract that has a Freight In Price Per Unit price entered on the selected delivery period.
     • Contract Apply if selected sales contract has a Freight In Price Per Unit price entered on the selected delivery period.
3. Freight In Price Amount is the dollar amount of freight included in the price of the item.
   • The amount is view only and is system calculated (Freight In Price per Unit * Quantity).
   • The amount will be recalculated if the Quantity is changed.
   • Distributions:
     • A distribution will be created for the Freight In Price Amount. The Freight In Price Adjustment Account is determined from Freight Setup, GL Freight In Price Adjustment, GL Account to Use.
     • The Sales distribution account will be reduced by the amount of the Freight In Price Amount.
4. The Payment Terms ID will default from the header but can be overridden allowing the user to calculate a different line discount.

The due date and discount date on the line's payment term must be the same as the headers payment term.

1. The Terms Disc Avail field will display the line discount.
2. The next six fields are User Defined fields that can be setup in CINCH Sales Setup to track additional custom information. There are 2 text fields, 1 currency field, 1 numeric field, and 2 custom list fields.
3. The Discount ID field will default from the Sales Default Setup window, but can be changed if necessary.
4. The Markdown Amount field can be used to enter a markdown price. Choose the expand button to open the Markdown Details window, which can act as a calculator to automatically determine the Markdown Amount based on percent or amount. If there is a Discount ID on the line, the Markdown Amount will automatically reflect the discount markdown amount, but can be changed if necessary.

The Item Number and Description are display only.
Enter the Markdown Percent and/or Amount to apply to the item.
The Selling Price and UM are display only.
The Markdown is display only and will be calculated based on the Selling Price and Markdown Percent or Amount entered.
The Markdown Price is display only and will reflect the Selling Price minus the Markdown.
The Sales Qty and UM are display only and will come from the transaction window.
The Extended Price is display only and will display the new extended price for the line after applying the Markdown.
Choose OK to apply the markdown to the line.

1. The Line Total will display the total for the line.
2. Prepay Applied will show any prepay applied to the line.
3. PP Disc Taken will display any prepay discounts taken.
4. Select the User Defined button to open the Item User Defined window. This window allows the user to enter item based values for the defined fields setup in the General Setup window. If values for these fields are displayed, they defaulted from the Item User Defined Entry window and can be changed.

Assigning Multiple Lots (CS)

1. Open the Counter Sales Entry window.

(Transactions>>Cinch Sales>>Counter Sales)

1. Lot Number Expansion, when the selected the Multi Lot Entry window opens allowing user to select multiple lots for the selected line item.
   • Prepay must be removed prior to selecting multiple lots.

• • • Item, Extended Quantity and Site ID will default from the selected Counter Sale line.
    • Available lots are displayed in the Available Lots scrolling window.
    • Enter Quantity Selected for the appropriate lot and click Insert.
      • The selected lot and quantity will be moved to the selected scrolling window.
    • Remove when selected will remove the selected lot.
    • Remove All when selected will removed all selected lots.
    • Click OK
      • The window will close and the selected Counter Sale line will be updated for the first Lot/Quantity and additional lines will be inserted for each additional item lot combination.
      • If the user selects less Quantity than the Extended Quantity the selected line will be updated for the amount not applied to a lot and additional lines will be inserted for each of the selected item lot combinations.
      • Sales Contracts or Bookings will roll down to newly generated Counter Sales line(s).
      • Farm/Field will roll down to the newly generated Counter Sales line(s).

Invoice Maintenance

Invoices

D2HML|C1H ManualThis section shows the user how to create invoices for customers. It is divided into the following procedures:
 Entering an Invoice
 Entering Additional Customer Invoice Information
 [ Editing Line Accounts for an Invoice|#EditingLineAccountsforanInvoice]
 Entering Additional Item Invoice Information

• Assigning Multiple Lots

Entering an Invoice

1. Open the Invoice Maintenance window.

(Transactions>>Cinch Sales>>Invoices)
The Sales Default Entry window will display on top of the Invoice Maintenance window each time the Invoice Maintenance window is opened. It allows the user to enter in defaults for the Invoice Maintenance window.

Invoice Date – required, will default with the system date, but can be changed if necessary.
Batch Number – required, enter or select the Batch Number to save the orders to.
Salesperson ID – will default from the Sales User Setup window, but can be changed if necessary.
Default Site – will default from the Sales User Setup window, but can be changed if necessary.
Discount ID – enter or select a Discount ID to be applied to the orders.
Comment ID – will default from the Sales User Setup window, but can be changed if necessary.
Checkbook ID – required, will default from the Sales User Setup window, but can be changed if necessary.
Select Ok to continue to the Invoice Maintenance window or Cancel to close both windows.

1. The Invoice Number is display only and will default from the Next Number Maintenance window.
2. Enter or select the Customer that is completing the sale. The Name will display once the Customer is entered.
3. Has PP checkbox will display marked if the selected customer has remaining prepay on any type of prepay.
4. When a customer has a Note Attached to the Customer Maintenance record, a Note Icon will appear and provide access to a READ ONLY version of the note.
5. Use the expansion button next to the Customer field to open the Sales Detail window. See the Entering Additional Customer Invoice Information section for more information about this window.
6. The Bill To Address will display the Bill To Address selected in Customer Maintenance, but can be changed if necessary.
7. The Ship To Address will display the Ship To Address selected in Customer Maintenance, but can be changed if necessary.
8. Enter or select the Split Code ID. See the section Splitting a Sales Document for more information on this field and on the expansion button next to this field.
9. The Invoice Date will default from the Sales Default Entry window, but can be changed if necessary.
10. The Batch Number will default from the Sales Default Entry window, but can be changed if necessary.
11. Enter or select the Payment Terms. To setup a specific Discount Date and Due Date for this order, select the Expansion button next to Payment Terms to open the Payment Terms Details window.
12. Mark the Drop Ship checkbox to indicate a Drop Ship Order. Refer to Creating a Drop Ship for more information on this.
13. Use the scrolling window to enter the invoice information:

 Enter or select the Item Number.

• If the Sales Setup, Disable Discontinued Items checkbox is selected a Discontinued Item will not be allowed to be used.

 Item expansion arrow opens the Additional Line Information window.

• Enter the Quantity for the order.

The Qty UM will default from the U of M Schedule ID in Item Maintenance, but can be changed if necessary.
The Price Level will default from the Sales User Setup window, but can be changed if necessary. If the line has Prepay Available, PREPAY will be displayed depending on the setup options.
The Unit Price will default from the Item Price Level, but can be changed if necessary.

• When the user tabs off the line, if the entered price falls outside the range the user will be warned or stopped completely depending on a companywide setting. Refer to Cinch Sales – Seed System Manual, Price Setup for more information on Price Validation.

The Prc UM will default from the Item Price Level, but can be changed if necessary.
The Taxes will be calculated off the Item Tax Schedule, but can be changed if necessary.

• Taxes expansion button, when selected the Sales Line Tax Detail Edit window opens, which allows the edit of Line Tax details.

• • The Tax Amount can be edited for each of the Line Tax details.
  • Tax Details can be added or deleted for the selected transaction line.
  • The delete line icon will deleted the selected Tax Detail.
  • The refresh icon will update the difference amount.
  • OK button will update the Cinch Sales window with the updated tax amount.
  • Delete button will delete all Tax Details for the selected line.

The Extended Price will calculate as Quantity * Unit Price, but can be changed. If the user choose to change it, it will ask if they want to recalculate the Unit Price based off the new extension.

• The Contract Indicator that will display if the Item has a contract available or applied.
  • If the transaction line has a contract available C will be displayed.
  • If the transaction line has a contract applied A will be displayed.
  • The system also checks to see if the line item exists as a Substitute Item on any open sales contracts for that customer and ship to.

 To apply a Sales Contract to the line, click the Contract Apply Icon to access the Contract Apply window.

• The window will display all open contracts for the customer and selected item.
• The All Customers and All Ship To checkboxes are only enabled if the General Setup, Cross Customer Sales Contract setting is set to Allowed – All.
  • When General Setup, Cross Customer Sales Contract setting is set to Allowed – All or Allowed Related, will allow other partner's transactions to be applied to the contract. Refer to Cinch Grain Software Procedure, Sales Contracts for more information on Related Customers.
  • When both the All Customers and All Ship To checkboxes are not marked, all Contract and Sub-Item Contract lines where the Customer, Item, Ship To & Unit of Measure on the sales transaction equals the Primary or a Partner on the Sales Contract(s) will be displayed.
  • When only the All Customers checkbox is marked, all Contract and Sub-Item Contract lines where the Item, Ship To and Unit of Measure match the sales transaction will be displayed.
  • When only the All Ship To checkbox is marked, all Contract and Sub-Item Contract lines where the Customer, Item and Unit of Measure match the sales transaction will be displayed.
  • When both the All Customers and All Ship To checkboxes are marked, all Contract and Sub-Item Contract Lines where the Item and Unit of Measure match the sales transaction will be displayed.
• Unposted checkbox, when selected will include unposted contracts in the display.
• Closed Deliveries checkbox, when selected contract delivery periods that are closed will be included in the display.
  • The contract application process will NOT split the line when a closed delivery period is selected.
• Mark the Select checkbox of the contract the line will be applied to.
  • If transaction customer is defined within the selected contract's Sales Contract Sub-Items the Customer/Ship To must match the transaction to be assigned.
  • Contracts and Tank ID's
    • If the selected contract has a Tank ID associated to it, the document line must also have a Tank ID associated that matches.
    • If the selected contract does not have a Tank ID associated with it, the system will allow applying to a document line regardless if a Tank ID is associated to it or not.
  • When an overrun scenario exists:
    • The system will automatically select the Split Line checkbox.
    • The Unapplied Quantity will display the overrun amount.
    • When the Apply button is selected the line will be applied to the selected contract and a new line created for the unapplied quantity.
    • The new line will be priced based on the original values used before contract application.
  • If an over apply scenario exists:
    • User can unmark the Split Line checkbox.
    • When Apply button is select user is prompted to split the line due to contract overrun.
      • If Yes is selected the full line amount will be applied to the contract overrunning the contract.
      • If No is selected the line will be applied to the selected contract and a new line created for the unapplied quantity.
• Further editing of quantity or pricing data for a contract applied line will require the contract will be unapplied.
• Choose the Prepay buttons (PP or RP) to either apply prepay or remove prepay. See the Applying Prepay section in the Prepay chapter.

The Item Description is display only and will display the Item Description.
The Available field will display the amount available for the quantity.
The Discount will default from the Sales Default Entry window, but can be changed if necessary.
The Markdown Amount field can be used to enter a markdown price. Click the Markdown label to open the Markdown Details window, which can act as a calculator to automatically determine the Markdown Amount based on percent or amount. If there is a Discount ID on the line, the Markdown Amount will automatically reflect the discount markdown amount, but can be changed if necessary.

• The Item Number and Description are display only.
• Enter the Markdown Percent and/or Amount to apply to the item.
• The Selling Price and UM are display only.
• The Markdown is display only and will be calculated based on the Selling Price and Markdown Percent or Amount entered.
• The Markdown Price is display only and will reflect the Selling Price minus the Markdown.
• The Sales Qty and UM are display only and will come from the transaction window.
• The Extended Price is display only and will display the new extended price for the line after applying the Markdown.
• Choose OK to apply the markdown to the line.

The Site will default from the Sales Default Entry window, but can be changed if necessary.
Disc Taken will display any available discounts that were taken.
Prepay Applied will show any prepay values applied to the line.

1. The scrolling window icons are defined as follows:

 MSDS, Label and WPS dropdown list which contains:

• Display WPS when selected, the Greenbook Worker Protection report will be printed that contains the information from the Greenbook web service.
• Display MSDS when selected, the Product MSDS PDF file from Greenbook will be displayed for the selected item.
• Display Label when selected, the Product Label PDF file from Greenbook will be displayed for the selected item.
  • Farm Field Tracking– See the Farm Field, License & Credit Limit Section.

Edit Line Accounts – See the Editing Line Accounts for an Invoice procedure in this section.
License Entry – See the Farm Field, License & Credit Limit Section
Line Split Details – See the Splitting a Sales Document section
 Insert Row Above

• Delete Line – Delete the active line.
• If the document originated from a Booking deleting the line will return the quantity to the booking document.

Shrink – Expand Scroll – See the Entering Additional Item Invoice Information

1. Terms Available will display any terms discounts that are available for the invoice based on the payment term selected.
2. Enter any Terms Discounts Taken.

Discounts can only be applied when prepay and/or a payment has been received.

1. Enter any Amount Received from the customer. The Sales Payment Maintenance window will open so the user can enter payment details. Choose the Amounts Received expansion button to open the Sales Payments Maint window. This window will display all the payments received against the Invoice and will allow the user to enter more specific information about the payment.

• Select the checkbook when applying a payment, Cash Check or Credit Card to a sales transaction.
  • GL distributions will be created per bank account based on the selected Checkbook setup.

Enter the Cash Amount received.
Enter the Check Amount received.
If a check is received, enter the Check Number.
Prepay Applied is display only and will display the amount of prepay applied to the invoice.
If a Credit Card payment is received, enter the Credit Card, Authorization Number, Expiration Date and Card Amount.
Choose Insert to apply the Amount Received.

• To edit an existing payment, select the line and select the Edit Payment button.

Choose OK to exit the window.

1. On Account will display any amounts on their account.
2. The Checkbook ID will default from Sales Default Entry, but can be changed if necessary.
3. Enter or select the Ship Method for the Invoice.
4. Freight Total will display the freight amount calculated from Sales Freight Entry. Refer to Entering Sales Freight for more information.
   • Freight will not default from an applied Sales Contract, user will manually enter the freight information.
   • If the Invoice is not saved/deleted, all freight records for the Invoice will also be deleted.
   • When the Invoice SOP Batch is posted Freight Matching records will be created. Refer to Cinch Grain Software Procedures Manual, Freight Charge Matching for more information on the Freight Matching records.
5. Freight Total expansion button will open Sales Freight Entry to enter/edit freight information.
   • If the Sales Freight Entry is already open from another record, user will be prompted indicating that they need to close the Sales Freight Entry form before they can edit the current document freight records.
   • Since an Invoice can contain multiple units of measure, the system only supports Per Load Freight UofM. A load is considered as all items/lines on the document.
6. Enter or select the Tax Schedule ID for the Invoice.
7. The Subtotal will display the Extended Price total for the invoice.
8. The Tax will display the total tax for the invoice. Zoom to the Sales Tax Summary Entry window to edit tax information.
9. The Total will display the subtotal plus tax.
10. Prepay Applied will display the total prepay/shipment advance applied to the invoice.
11. Budget - Note App is used with Budget Billing and Savings and Loan.
12. Choose the Defaults button to open the Sales Default Entry window to change any of the default values entered.

Any changes made to the Sales Default Entry window are for NEW transactions only. If working on an existing transaction and make a change, it will NOT be saved. The user will have to change the field in Sales Order Entry to change it on the existing transaction

1. Choose the Commissions button to open the Sales Commission Entry window to record any commission necessary for the order.

This is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for additional information on this window.

1. Choose the Distributions button to open Sales Distribution Entry window to make changes to the distribution accounts for the invoice.
   • The system will use the Receivables Account based off the Item selected. If the Receivables Account is not defined for the item the customer standard Account Receivable account will be used.
     • If there are multiple items on the invoice with item specific Receivables Accounts, the item with the highest dollar amount will determine the account to be used for the entire document.
     • Prepay and Payments will reduce the amount of the AR distribution. Prepay and Payments will continue to adjust the single AR distribution for the document.

This is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for additional information on this window.

1. Choose Delete button to delete the Invoice.
   • If the Sales Setup, Cash Doc Trap checkbox is selected when the document has cash received and has been printed, the Delete button will become a Void button and the user will not be allowed to delete the document.
   • When a document is deleted or voided and it originated from AgWorks, the user will be prompted asking if they would like to delay invoicing in AgWorks.
   • When the document is deleted or voided and it originated from a Booking will return the quantities to the booking document. If the Booking document is in history it will be reopened.
   • If an invoice is deleted or voided that has a Document Type Prepay applied, the prepay will be unapplied, then:
     • If the Shipment(s) are not deleted with the invoice, the user will be prompted on how the advance will be handled:
       • Received, the Shipment Advance applied amount will be removed and the status set to Received, this will allow the Shipment Advance to be reapplied within Grain Shipment Invoicing.
       • Satisfied, the Shipment Advance applied amount will not be removed and the Status will be set to Satisfied. The Shipment Advance will no longer be available for application within Grain Shipment Invoicing. The Prepay will still be available to apply within Cinch Sales.
     • If the Shipment(s) are delete with the Invoice, the Shipment Advance applied amount will not be removed and the status will be marked as Satisfied. The Prepay will still be available to apply within Cinch Sales.
2. Choose the Email icon to select the report to email.
   • Icon will be active if the Sales Invoice and the Sales Order checkboxes are selected in the Customer's Cinch Customer E-mail Options window.
   • When selected and the user selects the Packing List or Invoice, the selected document will be emailed.
     • Depending on how the Cinch Customer E-mail Options is setup, e-mail addresses will be determined one of two ways:
       • If Email Address Based On Doc Type, Enabled checkbox is marked and Sales Invoice and the Sales Order are marked, addresses will be based on the addresses selected within the Email Address Based On Doc Type window.
         • If there are no addresses selected within the Email Address Based On Doc Type window then the system will behave the same as if the Disabled checkbox is marked.
       • If Email Address Based On Doc Type, Disabled checkbox is marked and Sales Invoice and the Sales Order are marked, addresses will be determined based on the document Bill To address.
     • If no email exists a Send Document Error window will be displayed stating that an e-mail address could not be found. The user will then be given the opportunity to print the report based on the users default report destination settings.
3. Choose the Print button to select the report to print.
   • Packing List
   • Invoice
     • When the Sales Setup, Suppress Hazmat Auto Print checkbox is marked the Hazmat document will not automatically print when the Invoice is printed.
   • Bill of Lading
   • Haz Mat
     • When Sales Setup, Greenbook Enabled checkbox is marked:
       • And the GP Item is linked to a Greenbook Item the Greenbook HazMat Shipping document will be printed.
       • If GP Item is NOT linked to a Greenbook Item no HazMat Shipping document will be printed.
     • When the Sales Setup, Enabled checkbox is NOT marked the standard Cinch HazMat document will be printed.
   • Sales Settlement Sheet, when selected the Settlement Sheet Detail will be printed for shipments associated to the invoice.
   • If Print Options is selected, the Sales User Setup will open allowing user to define the printing options.
4. Choose Save to Save the Invoice.

Entering Additional Customer Invoice Information

1. Use the expansion button next to the Customer field to open the Sales Detail window. This window allows the user to enter additional customer information for the transaction.

1. Address Detail:

Bill To/Ship To Address - Displays the default address id setup up in the Customer Maintenance window.
Bill To/Ship To radio buttons - Select the Bill To or Ship To radio button to display the address information for that id.
Ship/Bill to Name, Contact, Address 1, Address 2, City, Sate, Zip, and Phone 1 & 2 fields display the contents of the ids selected and can be changed.

1. Dates:

Invoice Date – Displays the invoice date.
Requested Ship – Displays the requested ship date.
Shipped Date – Displays the actual ship date.

1. Details – Allows the user to edit/change the customer's defaults for the following items: Document ID, Price Level, Salesperson ID, Sales Territory, and Comment ID.
2. Enter a Customer PO Number.
3. Enter a Reference.
4. Original Doc type displays the originating document type.
5. Select the Short Blend checkbox to allow the invoice to display a short blend. This checkbox may default based on its setting in the Customer Extension Maintenance window.
6. Select the SOP User Def button to open the Sales User-Defined Fields Entry window.

This is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for additional information on this window.

• • Use the Sales User-Defined Fields Entry window to enter information for user-defined fields set up for Sales Order Processing. User-defined fields are used to enter information specific to your business. The prompts for these fields were set up in the Sales User-Defined Fields Setup window.

1. Select the Cust User Def button to open the Customer User Defined window. This window allows the user to enter customer based values for the defined fields setup in the General Setup window. If values for these fields are displayed, they defaulted from the Customer User Defined Entry window and can be changed.

Editing Line Accounts for an Invoice

1. Use the Line Accounts button located in the upper right hand corner of the scrolling window to open the Sales Line Item Distribution Entry window.

• • The system will use the Receivables Account based off the Item selected. If the Receivables Account is not defined for the item the customer standard Account Receivable account will be used.
    • If there are multiple items on the invoice with item specific Receivables Accounts, the item with the highest dollar amount will determine the account to be used for the entire document.
    • Prepay and Payments will reduce the amount of the AR distribution. Prepay and Payments will continue to adjust the single AR distribution for the document.

The Sales Line Item Distribution Entry window is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for more information.

Entering Additional Item Invoice Information

1. Use the Shrink-Expand button located in the upper right hand corner of the scrolling window to choose the expanded line view in the scrolling window. The button looks like a piece of narrow lined paper and is the last scrolling window button. This window allows the user to enter additional information about the line item transaction.

1. If using CINCH Grain and want the line to come from the customer's grain bank assembly, mark the Use Grain checkbox.
   • When the Use Grain Bank checkbox is marked and a customer is selected an assembly number is applied based off of the oldest ticket date.
     • If Use Cross Branch GB is activated it will apply to the assembly with the oldest open ticket based upon the branches the user has access to.
     • If Use Cross Branch GB is not activated it will apply to the assembly with the oldest open ticket for the transaction branch.
   • If using FMM, their feed mill transaction will be relieved.
   • If there is not enough grain bank, the user will receive a warning that a shortage exists for this grain bank transaction. The Grain Bank Details window opens which displays all grain bank information for the customer.

• • • The scrolling window displays:
      • Branch – is the branch associated with the assembly.
      • Oldest Tkt Date – is the date of the oldest open ticket assigned to an assembly.
      • Assembly – open grain bank assemblies that exists for the given item and customer will be displayed.
        • If Use Cross Branch GB is activated all assemblies across branches for the item and customer will be displayed and the assembly with the oldest ticket assigned will automatically be selected.
      • Available Qty – is the available quantity on the assembly sheet.
      • Committed Qty – is the amount that will be committed / consumed from the assembly. This field is editable.
    • The apply information in the scrolling window can be modified by either selecting/deselecting assemblies or changing the Committed Qty amount.
      • User is not able to commit more qty than what is available on an assembly.
    • The user also has the option of selecting a different Grain Suppliers grain bank to apply against for the selected transaction line.

1. If grain bank from another branch is consumed, the physical inventory was decreased at one branch and the grain bank was decreased from another branch an adjustment needs to be created for each branch's Great Plains inventory and for each branch's DPR.
   • An Inventory record will be created.
   • Inventory will increase at the branch that owns the grain bank assembly.
   • Inventory will decrease at the Branch that used that grain bank quantity.
   • A DPR Company Owned record will be created.
   • Company Owned will increase at the branch that owns the grain bank assembly.
   • Company Owned will decrease at the branch that used the grain bank quantity.
   • Net Affect for the branch that owns the grain bank assembly.
   • Physical inventory – no change.
   • Grain Bank – will decrease by the quantity used in the transaction.
   • Company Owned – will increase by the quantity used in the transaction.
   • Net Affect for the branch that used the grain bank quantity.
   • Physical inventory – will decrease by the quantity used in the transaction.
   • Grain bank – no change.
   • Company owned – will decrease by the quantity used in the transaction.
2. Enter the Ship/Pickup Date for the order or invoice. When in Invoice Maintenance, this date will fill from the Invoice Date in the header.
3. The Unit Cost field will display the unit cost for the item. However, if Hide Unit Cost is selected in CINCH Sales Setup, this field will be blank. If the Prompt for Cost on Non IV checkbox is selected, in the Sales Setup window, a warning will be displayed when tabbing off the line and the unit cost is set to zero.
4. The Salesperson ID will default from Sales Default Setup, but can be changed if necessary.
5. The Tax Schedule will default from the Tax Schedule ID setup in Customer Maintenance, but can be changed if necessary.
6. The Item Tax will default from the Sales Tax Schedule ID in Item Maintenance, but can be changed if necessary.
7. Enter or select a Comment ID to attach to the line.
8. The Payment Terms ID will default from the header but can be overridden allowing the user to calculate a different line discount.

The due date and discount date on the line's payment term must be the same as the headers payment term.

1. The next six fields are User Defined fields that can be setup in CINCH Sales Setup to track additional custom information. There are 2 text fields, 1 currency field, 1 numeric field, and 2 custom list fields.
2. If the item is a manufactured item, the Mfg Quantity will display the quantity to be manufactured.
3. The Terms Disc Avail field will display the line discount.
4. The Line Total will display the total for the line.
5. The Lot Number field is used to enter both the Lot Number and the COA Lot Number.
   • The arrow icon next to the field heading will change the field label from Lot Number to COA Lot Number or vice versa and the lookup will open the applicable lookup window based on the field that is currently shown.
     • If the selected item is setup to track lot numbers the Lot Number field and label will be displayed.
     • If the selected item is not setup to track lot numbers but the item has Item Specification defined then the COA Lot Number field and label will be displayed.
   • Refer to Certificate of Analysis (COA) for more information on COA Lot Numbers.
   • Selecting a Lot Number verifies the following:
     • Item Maintenance Options, Warn checkbox and Days before Lot Expires combination:
       • When checkbox is marked, and the Lot Number is selected, the system will validate if the Lot Number Expiration Date falls between the number of days to expire. If it does the user will be warned and ask if they want to use the selected lot.
       • When NOT marked, no validation will be done.
     • Inventory Control Setup, Use Expired Lots in Other Transactions checkbox and Password.
       • If the checkbox is selected user is allowed to select a Lot Number where the Expiration Date has passed. Otherwise, user will not be allow to select an expired Lot Number.
       • If the Password field is populated user will be required to enter the password before the lot can be selected.
6. If the item should be taken from a Customer's Storage Assembly, select an Assembly Number.
7. Additional Info expansion arrow opens the Additional Line Information window.

• • Enter Tank ID associated to document.
    • If the user attempts to remove or change the Tank ID from the document:
      • If a Prepay Applied Amount exists on the line the system will determine if the Prepay Detail applied has a Tank ID assigned to it.
        • If a Tank ID exists on the Prepay the system will not allow the user remove the Tank ID on the line until the Applied Prepay is removed.
        • If a Tank ID does not exist on the Prepay the system will allow the user to add or change the Tank ID.
      • If a Sales Contract is applied on the line the system will determine if the Sales Contract applied has a Tank ID assigned to it.
        • If a Tank ID exists on the Sales Contract the system will not allow the user remove the Tank ID on the line until the applied Sales Contract is removed.
        • If a Tank ID exists on the Sales Contract the system will allow the user to change tanks on the line if the selected Tank ID is associated to the Sales Contract.
        • If a Tank ID does not exist on the Sales Contract the system will allow the user to add or change the Tank ID.
      • If there is no Prepay or Sales Contract applied on the line the user will be able to enter or remove a Tank ID as long as the Tank ID is assigned to the Customer.
  • Budget Applied is used with Budget Billing.
  • Denaturant Percent will default from the Bulk Shipment but this value can be changed.
    • If the Invoice did not originate from the Bulk Shipment this field will not default but is editable to enter a value.
  • Denaturant Qty will default from the Bulk Shipment but this value can be changed.
    • If the Invoice did not originate from the Bulk Shipment this field will not default but is editable to enter a value.
  • RINs Transferred Qty will default from the Bulk Shipment but this value can be changed.
    • If the Invoice did not originate from the Bulk Shipment this field will not default.
      • If the Item RIN Setup, Default RINs Transferred Qty checkbox is marked the field is editable for user to enter a value.
      • If the Item RIN Setup, Default RINs Transferred Qty checkbox is not marked the field is not editable.

1. Mark RePlant checkbox if transaction is a replant.
   • Once flagged, certain sales reports can be run to include or exclude the replant seed sales depending on the reporting objective.
2. Freight In Price Per Unit is the amount used in the freight in price calculation.
   • The price is view only and defaults from the selected sales contract delivery period.
     • If the sales contract delivery period's Freight In Price per Unit is changed after the invoice is saved, the user will need to un-apply and re-apply the contract for the changes to take place.
   • The following is required for the Freight In Price Per Unit to be populated:
     • Freight Setup, GL Freight In Price Adjustment checkbox must be marked.
     • Transaction must be applied to a sales contract that has a Freight In Price Per Unit price entered on the selected delivery period.
   • The price is populated from:
     • Bulk Shipment Invoicing if applied to a sales contract that has a Freight In Price Per Unit price entered on the selected delivery period.
     • Sales Order if applied to a sales contract that has a Freight In Price Per Unit price entered on the selected delivery period.
     • Counter Sale if applied to a sales contract that has a Freight In Price Per Unit price entered on the selected delivery period.
     • Contract Apply if applied to a sales contract that has a Freight In Price Per Unit price entered on the selected delivery period.
3. Freight In Price Amount is the dollar amount of freight included in the price of the item.
   • The amount is view only and is system calculated (Freight In Price per Unit * Quantity).
   • The amount will be recalculated if the Quantity is changed.
   • Distributions:
     • A distribution will be created for the Freight In Price Amount. The Freight In Price Adjustment Account is determined from Freight Setup, GL Freight In Price Adjustment, GL Account to Use.
     • The Sales distribution account will be reduced by the amount of the Freight In Price Amount.
4. Select the User Defined button to open the Item User Defined window. This window allows the user to enter item based values for the defined fields setup in the General Setup window. If values for these fields are displayed, they defaulted from the Item User Defined Entry window and can be changed.

Assigning Multiple Lots

1. Open the Counter Sales Entry window.

(Transactions>>Cinch Sales>>Invoices)

1. Lot Number Expansion, when the selected the Multi Lot Entry window opens allowing user to select multiple lots for the selected line item.
   • Prepay must be removed prior to selecting multiple lots.

• • • Item, Extended Quantity and Site ID will default from the selected Invoice line.
    • Available lots are displayed in the Available Lots scrolling window.
    • Enter Quantity Selected for the appropriate lot and click Insert.
      • The selected lot and quantity will be moved to the selected scrolling window.
    • Remove when selected will remove the selected lot.
    • Remove All when selected will removed all selected lots.
    • Click OK
      • The window will close and the selected Invoice line will be updated for the first Lot/Quantity and additional lines will be inserted for each additional item lot combination.
      • If the user selects less Quantity than the Extended Quantity the selected line will be updated for the amount not applied to a lot and additional lines will be inserted for each of the selected item lot combinations.

Sales Returns Entry

ReturnsD2HML|C1H Manual

This section explains how to create a return or a return/re-bill for a customer. It is divided into the following procedures:
 Entering a Return
 Entering Additional Customer Return Information
 Editing Line Accounts for a Return
 Entering Additional Item Return Information

Entering a Return

1. Open the Sales Return Entry window.

(Transactions>>Cinch Sales>>Returns)
The Returns Default Entry window will display on top of the Sales Return Entry window each time the Sales Return Entry window is opened. It allows the user to enter in defaults for the Sales Return Entry window.

Return Date – required, will default with the system date, but can be changed if necessary.
Batch Number – required, enter or select the Batch Number to save your orders to.
Rebill Batch – enter or select a batch number to create a rebill on the return.
Discount ID – enter or select a Discount ID to be applied to the orders.
Comment ID – will default from the Sales User Setup window, but can be changed if necessary.
Checkbook ID – required, will default from the Sales User Setup window, but can be changed if necessary.
Select Ok to continue to the Invoice Maintenance window or Cancel to close both windows.

1. The Return Number is display only and will default from Next Number Maintenance window.
2. Enter the Customer making the return.
3. When a customer has a Note Attached to the Customer Maintenance record, a Note Icon will appear and provide access to a READ ONLY version of the note.
4. Use the expansion button next to the Customer field to open the Sales Detail window. See the Entering Additional Customer Return Information section for more information about this window.
5. If making a return from a previous sales invoice, select the Return From lookup button. The Sales History Lookup window will be displayed.

The Find field allows the user to search the history invoices based on Invoice, Split ID, Ship to, or Sale Date.
The From Sale Date allows the user to restrict the amount of history invoices to be displayed in the scrolling window. The field is calculated based on the Dynamics User Date minus the Sales User Setup, Return Lookup Days but can be changed.
Check the Split Original checkbox to display all split originals.
Select the Redisplay button to redisplay the scrolling window with changes made to Find or Restriction fields.
Select the history invoice to make returns to.
The entire invoice will default into the Sales Return Entry window. To only select a line item from a previously invoiced sales document use the Sales Doc lookup button in the returns scrolling window.
Select the Document Inquiry button to open the Sales History Inquiry window.
Select the OK button to return to the Sales Returns Entry window.

1. Mark the Rebill checkbox to rebill a previously invoiced sales document. The Rebill Details window will open.

A previously invoiced sales document or line item must be selected in the Return From lookup or the Sales Doc lookup in order for the rebill function to work.

This window can also be opened via the expansion button next to the Return button. This expansion button is only available once the Rebill checkbox is selected.
 The system will default the Rebill Date from the Sales Return Entry window, but can be changed if necessary.

• Select or lookup the Rebill Customer. The system will default the Customer ID from the Sale Returns Entry window, but it can be changed.
• Select a Bill To Address.
• Select a Ship To Address.

Select or lookup a Rebill Split ID if the rebill invoice is to be a split invoice.
Select the OK button to close the Rebill Detail window.
Once the return is completed the system will open the Counter Sales Entry window and fill it with the rebilling information.

1. The Bill To/Ship To Address will default from the Bill To/Ship To Address in the Customer Maintenance window, but can be changed if necessary.
2. To do a split return, enter or select the Split ID.
3. Enter or select the Reason Code for the Return.
4. The Return Date will default from the Return Default Entry but can be changed if necessary.
5. The Batch Number will default from the Return Default Entry window, but can be changed if necessary.
6. The Discount ID will default from the Return Default Entry window, but can be changed if necessary.
7. Enter or select the Payment Terms for the return. To assign a specific payment term, choose the expansion button to open the Payment Terms Details window.
8. Enter the following information in the scrolling window to complete the return.

Enter or select the Item Number.
Enter the Quantity for the order.
The Qty UM will default from the U of M Schedule ID in Item Maintenance, but can be changed if necessary.
The Price Level will default from the Sales User Setup window, but can be changed if necessary. If the line has Prepay Available, PREPAY may be displayed depending on the setup.
The Unit Price will default from the Item Price Level, but can be changed if necessary.
The Prc UM will default from the Item Price Level, but can be changed if necessary.
The Taxes will be calculated off the Item Tax Schedule, but can be changed if necessary.

• Taxes expansion button, when selected the Sales Line Tax Detail Edit window opens, which allows the edit of Line Tax details.

• • The Tax Amount can be edited for each of the Line Tax details.
  • Tax Details can be added or deleted for the selected transaction line.
  • The delete line icon will deleted the selected Tax Detail.
  • The refresh icon will update the difference amount.
  • OK button will update the Cinch Sales window with the updated tax amount.
  • Delete button will delete all Tax Details for the selected line.

The Extended Price will calculate as Quantity * Unit Price, but can be changed. If the user chooses to change it, it will ask if they want to recalculate the Unit Price based off the new extension.
The Item Description is display only and will display the Item Description.
The Reason Code will default from the header reason code selected, but can be changed if necessary.
 The Sales Doc field allows the user to select a specific line off of a previously invoiced sales document. Select the Sales Doc lookup button to display the Sales Line Lookup window.

• The Find field allows the user to search the history invoice lines based on Invoice, Item Description, Sales Date and Site.
• The From Sale Date allows the user to restrict the amount of history lines to be displayed in the scrolling window. The field is calculated based on the Dynamics User Date minus the Sales User Setup, Return Lookup Days but can be changed.
• The Site field allows the user to restrict the amount of history lines to be displayed in the scrolling window. The field automatically defaults from the Returns Details window.
• The Ship To Address field allows the user to further restrict the amount of history lines to be displayed in the scrolling window.
• The Items Number field allows the user to further restrict the amount of history lines to be displayed in the scrolling window.
• Select the Redisplay button to redisplay the scrolling window with changes made to Find or Restriction fields.
• Select the history invoice to make returns to.
• Select the Invoice Inquiry button to open the Sales History Inquiry window.
• Select the OK button to return to the Sales Returns Entry window.
• In the Return To field select from the following options: On Hand, Returned, In Use, In Service or Damaged.

The Discount ID will default from the header discount field, but can be changed if necessary.
 The Site will default from Return Default Entry, but can be changed if necessary.
 To not split this line, mark the No Split checkbox

1. The scrolling window icons are defined as follows:

Farm Field – See the Farm Field, License & Credit Limit Section.
Edit Line Accounts – See the Editing Line Accounts for a Return procedure in this section.
Line Split Details – See the Splitting a Sales Document section
Delete Line – Delete the active line.
Shrink – Expand Scroll – See the Entering Additional Item Return Information

1. The Terms Disc will display any terms discounts available based on the Payment Term selected. Any Terms Disc applied will be subtracted from the Net Return.
2. The PP Disc Rtn will display the sum of any discounts on prepay that is being returned against.
3. Enter the Total Disc Rtn amount; this amount cannot be less than the PP Disc Rtn field.
4. The Net Return will display the Return amount minus the total discounts and prepay.
5. The Subtotal will display the Extended Price totals for the return.
6. The Tax will display the total Tax for the return. Choose the expand button to open the Sales Tax Summary Entry window to make changes as necessary.
7. The Total will display the Subtotal plus the Tax amount.
8. The Prepay Returned will display any prepay amounts returned to prepay documents.
9. Choose the Defaults button to open the Return Default Entry window to make changes to any default selections.

Any changes made to the Return Default Entry window are for NEW transactions only. If working on an existing transaction and make a change, it will NOT be saved. The user will have to change the field in Sales Order Entry to change it on the existing transaction

1. Choose the Commissions button to open the Sales Commission Entry window to make changes to any Salesperson or Commission information.

This is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for additional information on this window.

1. Choose the Distributions button to open the Sales Distribution Entry window to make changes to distribution accounts.
   • The system will use the Receivables Account based off the Item selected. If the Receivables Account is not defined for the item the customer standard Account Receivable account will be used.
     • If there are multiple items on the return with item specific Receivables Accounts, the item with the highest dollar amount will determine the account to be used for the entire document.
     • Prepay and Payments will reduce the amount of the AR distribution. Prepay and Payments will continue to adjust the single AR distribution for the document.

This is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for additional information on this window.

1. Choose the Email icon to select the report to email.
   • Icon will be active if the Sales Return and Sales Order checkboxes are selected in the Customer's Cinch Customer E-mail Options window.
   • When selected and the user selects the Picking Ticket or Document, the report will be emailed
     • Depending on how the Cinch Customer E-mail Options is setup, e-mail addresses will be determined one of two ways:
       • If Email Address Based On Doc Type, Enabled checkbox is marked and Sales Return and Sales Order are marked, addresses will be based on the addresses selected within the Email Address Based On Doc Type window.
         • If there are no addresses selected within the Email Address Based On Doc Type window then the system will behave the same as if the Disabled checkbox is marked.
       • If Email Address Based On Doc Type, Disabled checkbox is marked and Sales Return and Sales Order are marked, addresses will be determined based on the document Bill To address.
     • If no email exists a Send Document Error window will be displayed stating that an e-mail address could not be found. The user will then be given the opportunity to print the report based on the users default report destination settings.
2. Choose the Print button to select the report to print.
   • If Print Options is selected, the Sales User Setup will open allowing user to define the printing options.
3. Choose Save to save the return information.
4. Choose Delete to delete the return transaction.
   • When a document is deleted or voided and it originated from AgWorks, the user will be prompted asking if they would like to delay invoicing in AgWorks.
5. Choose Return to complete the return. If Rebill was selected, a new document will be created for the customer at this time and will reside in Counter Sales. If completing a split return, individual return documents will be created at this time.

Entering Additional Customer Return Information

1. Use the expansion button next to the Customer field to open the Sales Detail window. This window allows the user to enter additional customer information for the transaction.

1. Address Detail:

Bill To/Ship To Address - Displays the default address id setup up in the Customer Maintenance window.
Bill To/Ship To radio buttons - Select the Bill To or Ship To radio button to display the address information for that id.
Ship/Bill to Name, Contact, Address 1, Address 2, City, Sate, Zip, and Phone 1 & 2 fields display the contents of the ids selected and can be changed.

1. Dates:

Invoice Date – Displays the invoice date.
Requested Ship – Displays the requested ship date.
Shipped Date – Displays the actual ship date

1. Details – Allows the user to edit/change the customer's defaults for the following items: Document ID, Batch Number, Price Level, Ship Method, Tax Schedule, Sales Territory, Salesperson ID, and Comment ID.
2. Enter a Customer PO Number.
3. Enter a Reference.
4. Select the Short Blend checkbox to allow the return to display a short blend. This checkbox may default based on its setting in the Customer Extension Maintenance window.
5. Select the User Defined button to open the Sales User-Defined Fields Entry window.

This is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for additional information on this window.

• • Use the Sales User-Defined Fields Entry window to enter information for user-defined fields set up for Sales Order Processing. User-defined fields are used to enter information specific to your business. The prompts for these fields were set up in the Sales User-Defined Fields Setup window.

1. Choose OK to save the information.

Editing Line Accounts for a Return

1. Use the Line Accounts button located in the upper right hand corner of the scrolling window to open the Sales Line Item Distribution Entry window.

1. Only the Inventory, Cost of Sales, and Sales are required accounts.
   • The system will use the Receivables Account based off the Item selected. If the Receivables Account is not defined for the item the customer standard Account Receivable account will be used.
     • If there are multiple items on the return with item specific Receivables Accounts, the item with the highest dollar amount will determine the account to be used for the entire document.
     • Prepay and Payments will reduce the amount of the AR distribution. Prepay and Payments will continue to adjust the single AR distribution for the document.

The Sales Line Item Distribution Entry window is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for more information.

Entering Additional Item Return Information

1. Use the Shrink-Expand button located in the upper right hand corner of the scrolling window to choose the expanded line view in the scrolling window. The button looks like a piece of narrow lined paper and is the last scrolling window button. This window allows the user to enter additional information about the line item transaction.

1. Enter the Returned Date.
2. The Unit Cost will default from the Item, but can be changed if necessary.
3. The Salesperson ID will default from the Customer, but can be changed if necessary.
4. The Tax Schedule ID will default from the Customer, but can be changed if necessary.
5. The Item Tax will default from the Item, but can be changed if necessary.
6. The Comment ID will default from the Return Entry window, but can be changed if necessary.
7. Click the expansion button next to Additional Info to view information about the original transaction.
8. Freight In Price Per Unit is the amount used in the freight in price calculation.
   • The price is view only and defaults from the selected sales contract delivery period.
   • The following is required for the Freight In Price Per Unit to be populated:
     • Freight Setup, GL Freight In Price Adjustment checkbox must be marked.
     • Transaction must be applied to a sales contract that has a Freight In Price Per Unit price entered on the selected delivery period.
9. Freight In Price Amount is the dollar amount of freight included in the price of the item.
   • The amount is view only and is system calculated (Freight In Price per Unit * Quantity).
   • The amount will be recalculated if the Quantity is changed.
   • Distributions:
     • A distribution will be created for the Freight In Price Amount. The Freight In Price Adjustment Account is determined from Freight Setup, GL Freight In Price Adjustment, GL Account to Use.
     • The Sales distribution account will be reduced by the amount of the Freight In Price Amount
10. The Payment Terms ID will default from the header but can be overridden allowing the user to calculate a different line discount.

The due date and discount date on the line's payment term must be the same as the headers payment term

1. The Terms Disc will display any terms discount available for the line.
2. The Terms Returned will display any terms being returned if a prepay is returned against.
3. If they would like to return against a prepay, select the Prepay Doc.
4. The Prepay Returned will be displayed after the Prepay Doc has been selected. The full amount of the prepay will automatically be displayed, but can be changed if necessary.
5. Select a Sales Contract to use on the return if desired.
   • The system will validate the General Setup setting Cross Customer Sales Contract. If set to Allow Related or Allow All, the system will validate the selected Customer Number is a Partner on the Sales Contract Sub-Items when the contract is assigned. Refer to Cinch Grain Software Procedure, Sales Contracts for more information on Related Customers.
6. The Line Total will display the total for the line.
7. Enter a Markdown Amount if desired. If there is a Discount ID on the line, the Markdown Amount will automatically reflect the discount markdown amount, but can be changed if necessary.
8. If returning a Lot Numbered item, enter the Lot to make the return against.
9. Additional Info expansion arrow open the Additional Line Information window.

• • Denaturant Percent will default from the Bulk Shipment but this value can be changed.
    • If the Invoice did not originate from the Bulk Shipment this field will not default but is editable to enter a value.
  • Denaturant Qty will default from the Bulk Shipment but this value can be changed.
    • If the Invoice did not originate from the Bulk Shipment this field will not default but is editable to enter a value.
  • RINs Transferred Qty will default from the Bulk Shipment but this value can be changed.
    • If the Invoice did not originate from the Bulk Shipment this field will not default.
      • If the Item RIN Setup, Default RINs Transferred Qty checkbox is marked the field is editable for user to enter a value.
      • If the Item RIN Setup, Default RINs Transferred Qty checkbox is not marked the field is not editable.

1. Mark RePlant checkbox if transaction is a replant.
   • Return From document, if the selected document has transaction line(s) that are marked Replant, the Return line that is created will also be marked as Replant.
   • Once flagged, certain sales reports can be run to include or exclude the replant seed sales depending on the reporting objective.
2. Select User Defined button to open the User Defined Entry window. This window allows the user to enter item based values for the defined fields setup in the Sales Setup window and in the Item User Defined Entry window. If values for these fields are displayed, they defaulted from the Customer User Defined Entry window and can be changed.

Splitting a Sales Document

Splitting a Sales Document

D2HML|C1H ManualThis section shows the user how to create split sales documents. It is divided into the following procedures:
 Entering a Split Sales Document
 Viewing Split Details

• Split Details and Tank ID's

 Viewing Split Partners
Split documents can be created in Bookings Entry, Sales Order Entry, Counter Sales Entry or Sales Returns Entry not in Invoice Maintenance. The Invoice Maintenance window will only allow the user to view an existing split originating in Order Entry or Counter Sales Entry.

Entering a Split Sales Document

1. Open a Sales Entry window. (Bookings Entry, Sales Order Entry, Counter Sales Entry or Sales Return Entry)
2. Enter or select a Customer. If the Customer entered has split codes created for him, the user will see the splits available icon next to the customer field.

1. Enter the Split Code ID for the customer.
2. Enter the transaction information.
3. To exclude a certain line from the split, mark the No Split checkbox. The line will only be invoiced to the originating customer on the booking, order or counter sale.

The PP field will display NA (not applicable), even if the originating customer on the sales document has available prepay. Go into the Line Split Details Entry window to apply prepay. For more information on applying prepay, please see the Applying Prepay section.

1. If the Split Exception defined for the selected item exceeds 100% the user will be prompted "A split exception has caused a negative allocation to the main partner."
2. Use the Line Splits Details button located in the upper right hand corner of the scrolling window to open the Split Details Entry window. This window allows the user to view and/or change the split details for the line item only.

The Split Details Entry window can also be opened by using the expansion button next to the Split ID field and selecting Details. By entering the Split Details Entry window this way, the user will be able to view all the split lines at once. See the procedure Viewing Split Details for more information.

1. Choose Save or Order on the Booking Entry window, Save or Invoice on the Order Entry & Counter Sales Entry window or Save or Return on the Sales Return Entry window. The split will occur when the order is invoiced. A separate invoice will be created for each partner. The Invoices will end in S1, S2, etc.

Viewing Split Details

1. Open the Sales Document window. (Bookings Entry, Sales Order Entry, Counter Sales Entry or Sales Return Entry).
2. Enter or select a Customer.
3. Enter the Split Code ID for the customer.
4. Enter the Booking, Order, Counter Sale or Return information
5. Open the Split Details window by selecting the expansion button next to the Split Code ID field and then Details. The following window will appear.

The Split Details Entry window can also be opened by on a line by line base. Use the Line Splits Details button located in the upper right hand corner of the scrolling window.
The Document, Document Date, Customer, Customer Name, Split ID and Split Description are display only.
Each Customer in the split will be displayed in the scrolling window.
 The user can manually change the Price Level, Price and Extended Price if desired.
The PP field will display the proper notation if there is available prepay for the customer. Highlight the line and choose PP in the header to open the Prepay Apply window to apply prepay to the individual split. Once Prepay has been fully applied, an AP will be displayed in the PP field.

• To apply a Sales Contract to the line, click the Contract Apply Icon to access the Contract Apply window.

• • The window will display all open contracts for the customer and selected item.
  • The All Customers and All Ship To checkboxes are only enabled if the General Setup, Cross Customer Sales Contract is set to Allowed – All.
    • When General Setup, Cross Customer Sales Contract setting is set to Allowed – All or Allowed Related, will allow other partner's transactions to be applied to the contract. Refer to Cinch Grain Software Procedure, Sales Contracts for more information on Related Customers.
    • When both the All Customers and All Ship To checkboxes are not marked, all Contract and Sub-Item Contract lines where the Customer, Item, Ship To & Unit of Measure on the sales transaction equals the Primary or a Partner on the Sales Contract(s) will be displayed.
    • When only the All Customers checkbox is marked, all Contract and Sub-Item Contract lines where the Item, Ship To and Unit of Measure match the sales transaction will be displayed.
    • When only the All Ship To checkbox is marked, all Contract and Sub-Item Contract lines where the Customer, Item and Unit of Measure match the sales transaction will be displayed.
    • When both the All Customers and All Ship To checkboxes are marked, all Contract and Sub-Item Contract Lines where the Item and Unit of Measure match the sales transaction will be displayed.
  • Unposted checkbox, when selected will include unposted contracts in the display.
  • Closed Deliveries checkbox, when selected contract delivery periods that are closed will be included in the display.
    • The contract application process will NOT split the line when a closed delivery period is selected.
  • Mark the Select checkbox of the contract the line will be applied to.
    • If transaction customer is defined within the selected contract's Sales Contract Sub-Items the Customer/Ship To must match the transaction to be assigned.
    • When an overrun scenario exists:
      • The system will automatically select the Split Line checkbox.
      • The Unapplied Quantity will display the overrun amount.
      • When the Apply button is selected the line will be applied to the selected contract and a new line created for the unapplied quantity.
      • The new line will be priced based on the original values used before contract application.
    • If an over apply scenario exists:
      • User can unmark the Split Line checkbox.
      • When Apply button is select user is prompted to split the line due to contract overrun.
        • If Yes is selected the full line amount will be applied to the contract overrunning the contract.
        • If No is selected the line will be applied to the selected contract and a new line created for the unapplied quantity.
  • Further editing of quantity or pricing data for a contract applied line will require the contract will be unapplied.

Use the Line Accounts button to open the Sales Line Item Distribution Entry window.
The Sales Line Item Distribution Entry window is a Microsoft Dynamics GP window. Please see the Microsoft Dynamics GP documentation for more information
 The Delete Row button will not allow the user to delete a split detail line.
Select the Refresh button to refresh the line.
 Expand the line to change/add tax information, sales info and user defined data, etc.
Choose Save to save the split detail changes.

Split Details and Tank IDs

1. Open the Counter Sales Entry window.
2. Enter or select a Customer.
3. Enter the Split Code ID for the customer.
4. Enter the Counter Sale information.
5. Open the Split Details window by selecting the expansion button next to the Split Code ID field and then Details.

1. Enter the Tank ID for the split customer.
   • If the Split Customer does not match the Customer on the Tank Maintenance user will be warned but allowed to continue.
   • If the user attempts to remove or change the Tank ID from the Split Detail line:
     • If a Prepay Applied Amount exists on the SOP Line or Split Detail Line the system will determine if the Prepay Detail applied has a Tank ID assigned to it.
       • If a Tank ID exists on the Prepay the system will not allow the user to remove the Tank ID on the Split Detail line until the Applied Prepay is removed.
       • If a Tank ID exists on the Prepay, the system will only allow the user to enter a Tank ID that matches the Tank ID on the Prepay Detail.
     • If a Prepay Applied Amount does not exist on the Split Detail line the user will be able to enter or remove a Tank ID.
2. The PP field will display the proper notation if there is available prepay for the customer. Highlight the line and choose PP in the header to open the Prepay Apply window to apply prepay to the individual split. Once Prepay has been fully applied, an AP will be displayed in the PP field.
3. When applying a Sales Contract:
   • If the selected sales contract does not have a Tank(s) assigned the system will allow the contract to be applied to the SOP line to have or not have a Tank ID on it.
   • If the selected sales contract does have a Tank(s) assigned to it the SOP line must also have a Tank ID that matches one of the assigned Tanks on the contract.
4. Budget ID is used with Budget Billing.
5. Budget App is used with Budget Billing.

Viewing Split Partners

1. Open the Sales Order Entry window. (Bookings Entry, Sales Order Entry, Counter Sales Entry or Sales Return Entry)
2. Enter or select a Customer.
3. Enter the Split Code ID for the customer.
4. Open the Sales Split Entry window by selecting the expansion button next to the Split Code ID field and then Partners. The following window will appear:

The Document Number, Customer, Split ID and Numeric Entry fields are all display only.
The scrolling window will display all of the split partner information, including exceptions, if any.
 User can change any of the Exception, Fraction or Percentage fields and also add a split partner by adding another Split Customer line. These changes will apply only to this sales document.
Choose the Partner Details button to open the Partner Details window. This will display the Split Order Numbers that will be created for each partner; the user can change Payment Terms, Price Level, Bill To, Salesperson, Discount ID, and Tax Schedule for each document that will be created.

Choose Save to save the partner changes for this sales document only.

Entering Sales Freight

Entering Sales Freight

D2HML|C1H ManualThis section shows how to enter freight from Sales Order Entry, Counter Sales Entry and Invoice Maintenance that will create freight matching records when the Payment Liability is Company Pays and the document is invoiced:

Entering Sales Freight

1. Open Sales Freight Entry

(Access from Sales Order Entry, Counter Sales Entry and Invoice Maintenance; Freight Total expansion button)

1. Sales Number will default from the sales document the user is viewing.
   • Freight will not default from an applied Sales Contract, user will manually enter the freight information.
   • The actual Freight Matching record will not be created until the Invoice is posted.
2. Select the Shipping Company/Vendor that freight records will be created for.
3. Select a FOB if desired.
4. Select a Payment Liability, Customer Pays or Company Pays.
   • A selection is required for the freight record to be saved.
   • If Company Pays is selected, freight matching records will be created when the document is invoiced only if a Vendor/Shipping Comp is selected.
5. Freight UofM will default to Per Load and is the only option. A load is considered to be all items on a sales document.
6. Enter Freight Rate, Adjustment, Misc Amt, and Fuel Surcharge %.
7. Freight Amount is calculated based on Freight Rate and Freight UofM.
8. Fuel Surcharge is calculated based on the Surcharge % entered.
9. Multiple freight records can be created for any of the sales documents.
   • Enter any additional freight lines as needed, choose Insert to add the record.
   • Choose Remove/Remove All to remove freight records.
10. Choose OK to save/close the window.
11. Clear button when selected will clear the window without saving information.
12. Delete button when selected will delete the selected fright record.
13. Redisplay button when selected will refresh the freight window.

Vendor Returns

Vendor Returns

D2HML|C1H ManualThis section describes the Vendor Return processes where a user can enter returns to a Vendor for product that has been transferred to other locations or sold to customers and returned.
It is divided into the following procedures:
 Entering a Vendor Return
 Posting a Vendor Return Batch

• • Vendor Return Inquiry

Entering a Vendor Return

The Vendor Return Entry window allows users to enter returns to a Vendor. The return will generate two transactions, an inventory adjustment for the quantity of the return and an accounts payable return for the dollar amount of the return.

1. Open Vendor Return Entry

(Transactions > Cinch Sales > Vendor Return Entry)

1. The Return Number will default in the next Vendor Return number based on the setup information entered in the Next Number Maintenance.
2. The Lookup button will open the Vendor Return Lookup window, which can be sorted by Return Number, Vendor ID or Date.

1. Return Date will default to the user date, but can be changed.
2. Enter a Description for the return.
3. Enter a Batch Number.
4. Enter or Lookup the Vendor ID.
5. Vendor Name will default for the selected Vendor.
6. Enter the Authorization Number.
7. Enter or Lookup the Shipping Method.
8. Enter or Lookup the Reason Code.
9. Tax Schedule defaults to the Tax Schedule assigned to the Vendor and is used only to default a Tax Schedule to the lines. If it is removed, the system will look to the vendor when calculating taxes.
10. Enter or select the Location, inventory site, the return will be returned from. This location will then default to each line item but can be changed.
11. Address defaults to the vendor's Primary Address ID.
12. Enter the User Defined Prompts (1 & 2). The labels will display based on the User Def Prompts defined the header section on the Vendor Return Setup window.
13. Within the scrolling window
    • Enter or Lookup an Item Number or Vendor Item Number. Item Number and Vendor Item Number work in conjunction with each other.
      • When the Item Number is selected the corresponding Vendor Item Number will default. If a Vendor Item is not setup it will be left blank.
      • If the Vendor Item Number is selected the corresponding Item Number will default.
    • The Item Lookup button will present a drop list with the following options:
      • Item Lookup opens the Items lookup window and allows the user to select from all items. Cost will default based on Item Current Cost.
      • Receipt Lookup opens the Purchase Receipt Item Lookup window that displays all purchase receipts for the selected vendor created in the past six months. Return will be based on the selected Receipt Cost.

• • • • Receipt Date defaults to the last six months from the user date, but can be changed.
      • Receipt Type defaults to Both but can be changed to Work (open receipts) or History (posted receipts).
      • Vendor ID defaults to the vendor from the Vendor Return Entry and is display only.
  • The Vendor Item Number Lookup button will present a drop list with the following options:
    • Vendor Item Lookup opens the Vendor Items window and will display all items attached to the Vendor ID.
    • Receipt Lookup opens the Purchase Receipt Item Lookup window that displays all purchase receipts for the selected vendor created in the past six months.
  • Enter the Qty to return, defaults to one.
  • U of M, will default to the Purchasing U of M within Item Purchasing Options Maintenance window but can be changed.
  • Cost defaults to the items Current Cost unless the Purchase Receipt is selected, then cost will be based on the selected Receipt Cost.
  • Price defaults to the item's Current Cost but can be changed.
  • Price UOM, defaults to the Purchasing U of M within Item Purchasing Options Maintenance window but can be changed.
  • Return Amount is calculated by taking the Qty * Price but can be edited. User will be prompted to recalculate the Unit Price in the event the Return Amount is edited.
  • Location defaults to the location selected in the header but can be changed.
  • Extended Cost is calculated by taking the Qty * Cost and is not editable.
  • Lot Number is enabled if the item is lot tracked.
  • Tax Schedule ID, optional field, defaults to the Purchase Tax Schedule ID for the item.
  • Enter the User Defined Prompts (1 & 2). The labels will display based on the User Def Prompts defined the detail section on the Vendor Return Setup window.
  • Enter or select a Comment ID.

1. Subtotal, the total of all the line items entered for the return.
2. Trade Discount, a discount to be deducted from the Total.
3. Freight Amount, a freight expense to be added to the Total.
4. Misc Amount, additional deductions to be added to the Total.
5. Tax Amount, calculated amount for the document.
   • The expansion button opens the Vendor Return Tax Entry window, to view or change the amounts distributed to individual tax details.
6. Total, is calculated as follows: Subtotal – Trade Discount + (Freight + Miscellaneous + Tax).
7. Distributions button opens the Vendor Return Distributions window.
   • User will not be allowed to change Debit or Credit amounts.
8. Save, when selected saves the changes made for the transaction.
   • In the event the U of M and Price UOM do not default from the Item Purchasing UOM, validation has been added to prompt the user that the UOM must be selected.
9. Delete, when selected will delete the selected transaction.
10. Post, when selected will post the transaction.
    • Vendor Return can be posted on the fly or from Batch Entry.
      • In the event the U of M and Price UOM do not default from the Item Purchasing UOM, validation has been added to prompt the user that the UOM must be selected.
    • The posting process will create two transactions.
      • Accounts Payable Return:
        • Debit
          • Accounts Payable from the vendor.
          • Trade Discount account from the vendor if applicable.
        • Credit
          • Inventory Offset account from the item.
          • Tax Account if applicable.
          • Miscellaneous account from the vendor if applicable.
          • Freight account from the vendor if applicable
      • Inventory Adjustment:
        • Debit, Inventory Offset, Accrued Purchases account from the Vendor.
        • Credit, Inventory, Inventory account from the item.
11. Print icon, provides the option to print the Vendor Return or the Edit List.

Posting a Vendor Return Batch

Batch Entry allows the posting of Vendor Returns.

1. Open Batch Entry

(Transactions > Cinch Sales > Batch Entry)

1. Select the Batch where the Batch Type is Vendor Returns.
2. Print Icon opens the Batch Print Options:
   • Edit List, when selected will print the Vendor Return Edit List.
   • Documents, when selected will print the Vendor Return Receipt.
3. The posting process will create two transactions, Accounts Payable Return and Inventory Adjustment.

Vendor Return Inquiry

Vendor Return Inquiry allows the user to view Vendor Returns for a vendor.

1. Open Vendor Return Inquiry

(Inquiry>Cinch Sales>Vendor Return Inquiry)

1. Select Range Restrictions:
   • Vendor ID
   • Return Date
2. Redisplay, when selected will fill the scrolling window based on the selected restrictions.
   • Select the Return Number and click the expansion button to open the Vendor Return Inquiry Zoom.

• • Distributions will open the Vendor Return Distributions window.
  • OK, when selected will close the window.
  • Window can also be accessed from the following:
    • Inventory Transactions Inquiry, select Adjustment Number. Select line and click Additional; E-Markets Additional Detail. If the Source document originated from Vendor Return the Vendor Return Inquiry Zoom window will open
    • Payable Transaction Inquiry – Vendor, select document and Click on Document Number to open Payable Transaction Entry Zoom. From Payable Transaction Entry Zoom select Additional; Commodity Trx. If the Document Number originated from Vendor Return the Vendor Return Inquiry Zoom window will open.

1. OK, when selected will close the window.
2. Clear, when selected will clear the window and restrictions.
3. Export, when selected will export the displayed information to a Microsoft Excel spreadsheet.

Farms, Fields, Licenses, and Credit Limits

Farms, Fields, Licenses, and Credit Limits

D2HML|C1H ManualThis section shows the user how to apply farm field information to the following sales documents; bookings, orders, counter sales, invoices, & returns and to add/change field history information for the above sales documents once they have been posted. All of which helps with identity preservation (IP). It also explains what the system will do with restricted use items, and how credit limits will be monitored and displayed.
It is divided into the following procedures:
 Entering Farm Field Information
 Entering Field History Information
 Entering License Information
 Credit Limit Functionality

Entering Farm Field Information

1. Use the Farm Field Tracking button located in the upper right hand corner of the scrolling window to open the SOP Farm Field window. The button looks like a mapped field and is the first of the scrolling window buttons.

This window allows the user to enter additional farm field information for the transaction. If this button is selected in Sales Order Entry, Counter Sales Entry or Invoice Maintenance the SOP Farm Field window will open. If this button is selected in the Booking Entry window the Booking Farm Field window will open.
The sales document must be saved prior to entering the SOP Farm Field window.

Or

Only one farm/field can be attached to a single sales line record.

1. The Type field is a display only field and will be set in accordance to the referenced document from the originating window.
2. The Booking Number field is a display only field and will be set in accordance to the referenced document from the originating window.
3. The Doc Number field is a display only and will be set in accordance to the referenced document from the originating window.
4. The Farm, Field, Crop Year, and Crop Zone drop down lists allow the user to select a farm, field, crop year, and crop zone respectively for the item.

For the crop year to default, select a crop year in the Branch Maintenance window. For more information on the Branch Maintenance window please see the CINCH Sales/Seed System Manual.

1. The Assign button will assign the farm, field, crop year, and crop zone selected to the item in the scrolling window.

In order for this information to display in the Field History Entry window or the Field History Inquiry window a farm, field and a crop year must be entered prior to invoicing.

1. Use the scrolling window to enter farm and field information.

The Item Number field is display only and is the item from the referenced document.
The Item Description field is display only and is the item description from the referenced document.
The Quantity field is display only and is the quantity from the reference document.
Enter rate information for the particular item in the Rate field.
Select a farm from the Farm drop down list.
Select a field from the Field drop down list. Only fields from the farm selected above will be available in the drop down list.
Select a crop year from the Crop Year drop down list.
Select a crop zone from the Crop Zone drop down list. Only crop zones from the crop year selected above will be available in the drop down list.
 User Defined 1, User Defined 2 and User Defined 3 fields allow the user to enter optional user definable information.
The Reference Number field allows the user to enter optional reference information for the particular farm field transaction.

Entering Field History Information

1. Open the Field History Entry window.

(Transactions>>Cinch Sales>>Field History Entry)

1. Enter or select a Customer. If there is a customer/vendor link the linked Supplier/Vendor will default.
2. Enter or select a Supplier/Vendor. If there is a customer/vendor link the linked Customer will default.

In order for information to be displayed a farm, field and a crop year must be selected and only transactions that have a farm, field and a crop year entered will be displayed. If a crop zone was entered on a transaction then the user must also select the crop zone here in order for it to be displayed.

1. The Farm drop down list will be filled once the customer is selected and will fill with all valid fields associated with the customer/vendor.
2. The Field drop down list will be filled, once a farm is selected, with all of the fields for that farm.
3. The Crop Year drop down list will be filled, once the customer is selected, with all active crop years.

For the crop year to default, select a crop year in the Branch Maintenance window. For more information on the Branch Maintenance window please see the CINCH Sales/Seed System Manual.

1. The Crop Zone drop down list will be filled, once the crop year is selected, with all crop zones for the selected farm, field and crop year.
2. Select the Redisplay button to view all transaction history with the above restrictions. The scrolling window will default with all sales transactions that have been posted and fit the restriction criteria selected above.
3. The user can either add a new line of information or change an existing line.

 Enter or select an Item, Item Description and U of M will default for the selected item.
 Enter Rate per acre information for the given Item.
 Enter the Quantity to be applied to the field/crop zone.
 Enter a description of what Crop is on the field. If a Crop Zone has been selected above, the description of the Crops Zone will default.
Enter a Reference Number that can be used to associate this transaction with another document outside the system or any kind of reference information that may need to be captured.
Enter additional information for the line by using User Defined 1, 2 & 3 fields.
The Created field will display the date the line was created.
The Modified field will display the date the line was modified.

Entering License Information

1. Use the License Entry button located in the upper right hand corner of the scrolling window to open the SOP License Entry window. The button has a person holding a piece of paper and is the third scrolling window button.

This window allows the user to enter license information for restricted use line items. If trying to invoice an item that requires a license, the user will be required to enter a valid license before invoicing can be completed.

1. The Item Number that requires the license information.
2. The License Type assigned to the item.
3. A License Holder will be displayed if there is one attached to the customer and they have the corresponding license for the license type. Use the lookup window to select a different license holder if necessary.
4. The License Number for the License Holder will be displayed if one exists. Use the lookup window to select a different license number.
5. The Expiration Date is display only and will display the expiration date of the license.
6. Choose OK to save the license information.

Credit Limit Functionality

1. Open the Sales Entry window to use.
2. Enter the Customer.
3. A credit limit light icon will be displayed to help the user decide if they want to continue with the transaction.

Green – good credit, not close to his/her credit limit
Yellow – within 80% of his/her credit limit
Red – over his/her credit limit

1. Upon saving or invoicing the order, if the customer has exceeded their credit limit, the user may receive one of the following warnings based on the Credit Limit Setup.

If Don't Warn is selected, the user will be able to save/invoice without being warned that the customer is over his/her credit limit.
If Warn Only is selected, the user will receive the warning: "This Transaction Exceeds the Customer's Credit Limit". Choose OK to continue and save the order.
If Warn & Require Password or Warn & Require One Time Password is selected, the user will receive the warning: "This Transaction Exceeds the Customer's Credit Limit". Choose OK to continue. The user will receive the prompt "Please Enter the override password". Enter the password setup in Credit Limit Setup to continue saving the order.

Chapter 6: Scheduling and Fulfillment

This Chapter describes how to create schedules for orders. The user can then fulfill the schedule or order, entering in the actual quantity delivered before invoicing.
 Scheduling an Order
 Fulfilling a Scheduled Shipment or Order
D2HML|C1H Manual

Shipment Schedule Entry

Scheduling an Order

D2HML|C1H ManualThe Shipment Schedule Entry window can be used to schedule the shipment of orders. The user can then use Fulfillment Entry to enter the actual quantity delivered for the scheduled shipment.

1. Open the Shipment Schedule Entry window.

(Transactions>>Cinch Sales>>Schedule Entry)

1. Enter the Schedule.
2. Enter the Picking Date.
3. Enter the Ship Date.
4. Enter the Ship Time.
5. Enter the Vehicle ID that will be making the delivery. The Description and Vehicle Capacity will fill in.
6. Enter the Shipping Method
7. Choose to select by Item or Product. Item will be marked by default.
8. Select the Ranges that to search for the orders to make deliveries against.

Requested Ship Date
Quadrant
Customer
Ship To
Item
Item Class
Order Number

1. Choose Redisplay to fill the scrolling window with orders that match the range search.
2. To insert a whole Order for delivery, highlight the order, and choose Insert Order. All of the lines will be moved to the bottom scrolling window and will be added to the schedule.
3. To insert one line of an order for delivery, highlight the line, and choose Insert Line. The line will be moved to the bottom scrolling window and will be added to the schedule.
4. In the bottom schedule scrolling window, use the up and down arrows to move lines to show when they will be loaded on to the truck to provide for easier delivery. If a line is moved that has the same customer and ship to as other lines slated for delivery, all the lines will be moved with it.
5. Choose Print button to print any of the following documents.

Load List
Pick Ticket by Ship To
Pick Ticket by Order
Bill of Lading – Total Load
Bill of Lading by Ship To

1. Choose Save to save the schedule. Complete the delivery and use the schedule in Fulfillment Entry to show how much was delivered compared to the actual quantity.

Fulfillment Entry

Fulfilling a Shipment or Order

D2HML|C1H Conditional|platform=manualThe Fulfillment Entry window can be used to enter actual shipped quantity information for scheduled shipments or orders.

1. Open the Fulfillment Entry window.

(Transactions>>Cinch Sales>>Fulfillment Entry)

1. Use the drop down list to select how an Order or Shipment Schedule will be processed:

Create CS – Creates a Counter Sales once the Process button is selected.
Invoice – Creates an Invoice once the Process button is selected.

1. Enter or select an Order or Shipment Schedule to process.
2. Enter or select the Batch to save the processed Order or Shipment Schedule to. Use the expansion button to open the Sales Batch Inquiry List window.
3. Enter or select a Shipping Method for the processed Order or Shipment Schedule.
4. The Ship Date will default from the system date, but can be changed if necessary.
5. The scrolling window will fill with the information from the shipment schedule/order selected.

The Order, Item/Product, Rem Order Qty and Sched Qty are display only and based on how many items were delivered.
Enter the actual Shipped Qty for the item. If the full quantity was shipped for all items in the scrolling window, choose the Ship All button and the Shipped Qty will be filled with the Rem Order Qty.
The Sub Qty will display the Shipped Qty from the Substitution Information entered in the expanded line view (see below).
If the item requires a lot number, select the Lot number that the delivery was made against.
Choose Close to close the line order, regardless if it has all been shipped or not.

1. To enter/change Site information or need to enter item substitution information, choose expanded line view to enter the following information.

Site – Site the Item was delivered from. This will default from the site entered for the original order but can be changed if necessary.
The Customer and Item Description are display only for information purposes.
If a different item(s) was delivered in place of the original item or product, enter the Substitute Item, U of M, Shipped Qty, Site and Lot Number. If multiple substitute items were delivered select the expansion button next to Item to open the Fulfillment Item Substitution window. From there, enter multiple substitute items and all of their need information.

1. Choose Process to complete the Fulfillment. After processing is complete, the updated order or shipment schedule will be available in either Counter Sales Entry or Invoice Maintenance where the user will be able to make changes.
2. Print is a drop down list:
   • Choose Fulfillment Process to print the Fulfillment Process Journal for posted fulfillments associated to the Order/Schedule.
   • Choose HazMat to print the HazMat report.
     • When Sales Setup, Greenbook Enabled checkbox is marked:
       • And the GP Item is linked to a Greenbook Item the Greenbook HazMat Shipping document will be printed.
       • If GP Item is NOT linked to a Greenbook Item no HazMat Shipping document will be printed.
     • When the Sales Setup, Enabled checkbox is NOT marked the standard Cinch HazMat document will be printed

Chapter 7:Purchasing

This chapter explains the Drop Ship Purchase Orders process to either update inventory or bypass updating inventory.
For Drop Ship Purchase Loads to be associated to a Bulk Shipment refer to the Wholesale chapter within Cinch Grain Software Procedure Manual.D2HML|C1H Conditional|platform=manual;target=Manual

Purchasing

The Drop Ship Purchase Orders process to either update inventory or bypass updating inventory based on the process used.
This section is divided into the following sections:
 Using Purchase Order Entry

• • Not Using Purchase Oder Entry

Using Purchase Order Entry

This section is divided into the following sections:
 Purchase Order Entry

• • Drop Ship

 Inventory Receipts

Entering a Microsoft Dynamics GP Purchase Order

This section explains how to enter a Drop Ship Purchase Order.

1. Open the Purchase Order Entry window.

(Transactions>>Purchasing>>Purchase Order Entry)

1. For the Type, Drop-Ship must be selected.
2. The PO Number will default
3. The Purchase Order, Allow Sales Documents Commitments checkbox must be marked.
4. Enter a Vendor ID. The Enter Drop-Ship Customer window will be displayed. We suggest a generic customer be set up and assigned to all drop-ship purchase orders. This customer will be changed to the customer selected during the load matching process.
5. Enter the rest of the purchase order information.
6. Open the Load Generator window to create loads from the purchase order by selecting Additional>>Generate Loads.
7. Open the Purchase Load Inquiry window to view information about any drop-ship purchase load entered in the system by selecting Additional>>Load Inquiry.
8. Choose Save to complete the purchase order.

Drop Ship

This section explains how linking sales documents to a Drop Ship Purchase Order will bypass the inventory system and use the cost of the Purchase Order on the sales transaction.
This section includes the following

• • Creating a Drop Ship Sales Order
  • Creating a Drop Ship Counter Sale
  • Creating a Drop Ship Invoice
  • Correcting a Drop Ship Invoice

Creating a Drop Ship Sales Order

1. Open Sales Order Entry.

(Transactions>Cinch Sales>Sales Orders)

1. Mark the Drop Ship checkbox to indicate a Drop Ship Order.
   • When the checkbox is marked the PO Number on the line become active.
     • Select the PO Number to tie the document to.
       • The Purchase Order must be a Drop Ship Type.
       • The Purchase Order, Allow Sales Documents Commitments checkbox must be marked on the Purchase Order.
       • The Customer and Item Number on the line must match the Customer Number and Item on the selected Purchase Order.
       • When the Drop Ship checkbox is marked and the Item Type for the selected Item is Sales Inventory, a PO is required.
       • To create a Purchase Order on the fly drill back on the PO Number to access Purchase Order Entry.
   • The unit cost from the Purchase Order will be used on the sales transaction.
   • When the Sales Order is Invoiced to either Counter Sales or Invoice Maintenance the PO information will follow along to the newly created document.
     • The purchase match invoice of the Drop Ship will not be created until the Invoice is posted.
   • The system does NOT support Splits along with Drop Ship.

Creating a Drop Ship Counter Sale

1. Open the Counter Sales Entry.

(Transactions>Cinch Sales>Counter Sales)

1. Mark the Drop Ship checkbox to indicate a Drop Ship Counter Sale.
   • When the checkbox is marked the PO Number on the Additional Line Information window become active.
     • Select the PO Number to tie the document to.
       • The Purchase Order must be a Drop Ship Type.
       • The Purchase Order, Allow Sales Documents Commitments checkbox must be marked on the Purchase Order.
       • The Customer and Item Number on the line must match the Customer Number and Item on the selected Purchase Order.
       • When the Drop Ship checkbox is marked and the Item Type for the selected Item is Sales Inventory, a PO is required.
       • To create a Purchase Order on the fly drill back on the PO Number to access Purchase Order Entry.
   • If the Counter Sale originated from a Drop Ship Order the checkbox will be marked.
   • When the Counter Sale is Invoiced the PO information will follow along to the newly created document.
     • The unit cost from the Purchase Order will update the item unit cost when the Counter Sale is Invoiced.
     • The purchase side of the Drop Ship will not be created until the Invoice is posted.
   • The system does NOT support Splits along with Drop Ship.

Creating a Drop Ship Invoice

1. Open the Invoice Maintenance.

(Transactions>Cinch Sales>Invoices)

1. Mark the Drop Ship checkbox to indicate a Drop Ship Invoice.
   • When the checkbox is marked the PO Number on the Additional Line Information window become active.
     • Select the PO Number to tie the document to.
       • The Purchase Order must be a Drop Ship Type.
       • The Purchase Order, Allow Sales Documents Commitments checkbox must be marked on the Purchase Order.
       • The Customer and Item Number on the line must match the Customer Number and Item on the selected Purchase Order.
       • When the Drop Ship checkbox is marked and the Item Type for the selected Item is Sales Inventory, a PO is required.
       • To create a Purchase Order on the fly drill back on the PO Number to access Purchase Order Entry.
   • The unit cost from the Purchase Order will update the item unit cost when the Purchase Order is selected.
   • If the Invoice originated from a Drop Ship Sales Order or Counter Sale the checkbox will be marked.
     • When the Sales Order or Counter Sale is Invoiced the PO information will follow along to the newly created document.
   • The system does NOT support Splits along with Drop Ship.
   • Distributions will debit accounts receivable and credit sales.
2. When the Invoice is posted the system will do the following:
   • Distributions will debit Accounts Receivable and Cost of Goods Sold. It will also credit Sales and Drop Ship Items during posting.
   • Create an unposted Purchase Invoice.
   • Inventory will NOT flow through Dynamics GP Inventory, it will flow through the Drop Ship Items account.
   • The COGS will flow through at the General Ledger level.
   • If you receive an error stating that distribution account(s) are missing or invalid, check to make sure the item has a Drop Ship Items account assigned to it.

Correcting a Drop Ship Invoice

Drop Ship corrections will be handled from Sales Return Entry.

1. Open Sales Return Entry.

(Transactions>Cinch Sales>Returns)

1. To return a drop ship item into inventory:
   • Enter the return, do not use the Return From document.
2. To correct a billing price:
   • Select the Return From Drop Ship document.
   • Select the Rebill checkbox.
   • The return distributions will be from the Drop Ship account on the Item, no inventory will be returned.
   • The rebill document will be created as a drop ship with the original Purchase Order selected.
     • When the corrected rebill invoice is posted user will need to void/delete the Purchase Invoice that is created.

Inventory Receipts

This section explains how associating a Drop Ship Purchase Loads to Bulk Tickets will update Inventory and create the GP Purchase Invoice.
For Drop Ship Purchase Loads to be associated to a Bulk Shipment refer to the Wholesale chapter within Cinch Grain Software Procedure Manual.
Branch Transfer Entry
This section includes the following:

• • Creating a Purchase Load Order
  • Bulk Ticket Entry with a Purchase Load

Creating a Purchase Load Order

Purchase Load Orders can be created from either Load Generator or Load Order Entry.

1. Open the Load Generator or Load Order Entry window.

(Transactions>Cinch Grain>Sales/Outbound>Load Generator or Load Order Entry)

1. Enter Load information.
   • Refer to Cinch Grain Software Procedure Manual for more information on entering a Load Order.
2. Use the Shipment From drop down list to select Purchase.
   • The PO Number field will become required (in Load Generator, this is the field next to the shipment drop down).
3. Select the PO Number to create the load for.
   • Only a Drop Ship Purchase Order can be selected.
4. Item
   • Any Item that is to be received into inventory and create the GP Purchase Invoice requires the Item Extensions Maintenance, Non Grain Settlement checkbox to be marked.
     • When item is being received into inventory the transaction will be entered in the Bulk Ticket Entry.
5. Save the Load Order.

Bulk Ticket Entry with Purchase Load

Bulk Ticket Entry can be used to receive Purchase Order items into inventory. For the following the Item on the Bulk Ticket requires the Item Extensions Maintenance, Non Grain Settlement checkbox to be marked.

1. Open Bulk Ticket Entry

(Transactions>Cinch Grain>Purchase/Inbound>Scale Tickets>Bulk Ticket Entry)

1. Enter Ticket information
   • Refer to Cinch Grain Software Procedure Manual for more information on entering a Bulk Ticket.
2. Select Load, a Purchase Load Order.
3. Enter Disposition, this is required to post a bulk ticket.
   • When the Item Extensions Maintenance, Non Grain Settlement checkbox is marked an Assembly is NOT required for the ticket batch to be posted.
4. Enter Bill of Lading, this is required to post a bulk ticket for a Non Grain Settlement Item.
5. When the Ticket Posting Process occurs, system will look at the Non Grain Settlement checkbox on the Item Extensions Maintenance.
   • If the checkbox is marked and the Bulk Ticket has a Purchase Load Order associated to a Drop Ship Purchase Order the following will occur when the ticket is posted:
     • Inventory is updated
       • Debit Inventory account from the item
       • Credit Accrued Purchases
         • Scale Accrued Purchases must be setup on the Added Accounts from Item Extensions.
       • Cost will be the cost from the Drop Ship Purchase Order.
     • The Bulk Ticket will be marked as Settled
     • A GP Purchase Invoice will be created that can be matched to the vendor's invoice.
     • Posting Matched invoice updates Accounts Payable for payment.
       • Debit Accrued Purchases
       • Credit Accounts Payable
   • When the checkbox is not marked normal ticket posting process will occur. Inventory will be increased and the ticket will be settled through Settlement Entry.

Not Using Purchase Order Entry

This section explains how processing a Bulk Tickets will create a GP Purchase Receipt.

Bulk Ticket Entry

Bulk Ticket Entry can be used to create a GP Purchase Receipt. For the following the Item on the Bulk Ticket requires the Item Extensions Maintenance, Non Grain Settlement checkbox to be marked.

1. Open Bulk Ticket Entry

(Transactions>Cinch Grain>Purchase/Inbound>Scale Tickets>Bulk Ticket Entry)

1. Enter Ticket information
   • Refer to Cinch Grain Software Procedure Manual for more information on entering a Bulk Ticket.
2. Enter Disposition, this is required to post a bulk ticket.
   • When the Item Extensions Maintenance, Non Grain Settlement checkbox is marked an Assembly is NOT required for the ticket batch to be posted.
3. Enter Bill of Lading, this is required to post a bulk ticket for a Non Grain Settlement Item.
4. When the Ticket Posting Process occurs, system will look at the Non Grain Settlement checkbox on the Item Extensions Maintenance.
   • If the checkbox is marked can have two different functionalities.
     • Drop Ship, Inbound Bulk Ticket marked as Direct Ship. (A Bulk Ticket created form the CinchX Excel Shipment Import 02 adapter). When the Ticket is posted the following will happen:
       • A GP Purchase Receipt will be created that can be matched to a GP Purchase Invoice.
       • The Ticket will be marked as Settled.
       • Inventory will not be increased because the Non Inventory flag on the GP Purchase Receipt line will be marked.
     • Purchase to Inventory, Inbound Ticket is not marked as Direct Ship. When the Ticket is posted the following will happen:
       • A GP Purchase Receipt will be created that can be matched to a GP Purchase Invoice.
       • The Ticket will be marked as Settled.
       • The Non Inventory flag on GP Purchase Receipt line will not be marked so when the Receipt is posted the Inventory will be updated.
   • When the checkbox is not marked normal ticket posting process will occur. Inventory will be increased and the ticket will be settled through Settlement Entry.

Chapter 8:Branch Transfers

This chapter explains how to complete branch transfer transactions which can be used to move inventory from one site to another. The system utilizes an "In-Transit" site as an interim location while the physical transfer is occurring.
The Branch Transfer Setup window will need to be configured prior to conducting any transfers. Please see the Setting up Branch Transfer Defaults procedure in the Region & Branch Maintenance Section of the Sales/Seed Software System Manual for more information.
This section is divided into the following sections:
 Transferring Inventory – This section explains how to transfer inventory from one site to the next.
 Voiding Inventory Transfers – This section explains how to reverse an inventory transfer.

• • Creating an Internal Order – This sections explains how to process shipments to an internal branch via a branch transfer.

D2HML|C1H Conditional|platform=manual;target=Manual

Branch Transfer Entry

Transferring InventoryD2HML|C1H Conditional|platform=manual;target=Manual

This section explains how to transfer inventory from one site to the next. It is divided into the following procedures:
 Entering a Branch Transfer
 Entering Additional Item Branch Transfer Information

Entering a Branch Transfer

1. Open the Branch Transfer Entry window.

(Transactions>>Cinch Sales>>Branch Transfers)

1. The Transfer No will default from Next Number Maintenance and cannot be changed.
   • If the transfer originated from AgWorks the AgWorks Ticket Ids fields will be displayed, if not the fields will not be displayed.
2. Enter a Reference No for the transfer.
3. Select the Origination Site for the inventory.
4. The In Transit Site is the site will that will hold the inventory in Microsoft Dynamics GP until it is received at the destination. The site will be determined based on the Branch Transfer Setup, Default Site From.
5. Select the Destination Site for the inventory.
6. The next two fields are user defined fields. Prompts for these fields can be setup in the Branch Transfer Setup window.
7. Select the Batch that the inventory transaction will be posted to.
8. The Dest Branch field will display the branch assigned to the Destination Site. This identifies the branch were the DPR would be adjusted if the transfer involves a commodity (any item tracked on the DPR).
9. Select a Comment for the transfer.
10. The Shipped and Received Date, Time and User fields are all display only and will fill with the information once it is recorded.
11. Enter the following information in the scrolling window.

Item Number
If the item being transferred is not assigned to either the transit site and/or the destination site the system will ask to add it now.
Ship Qty – quantity coming from the origination site
If the user attempts to transfer a quantity that exceeds the quantity on hand at the origination site, they will receive a warning that the quantity entered is greater than the quantity available. The user can choose to use just the quantity available, override the warning and deliver the original quantity, or choose cancel to stop the transfer.
Receive Qty – quantity received by the destination site from the in-transit site. If receiving less than the ship qty, the user will be required to enter a Receive Reason in the expanded scrolling window to explain what happened to the other quantities.
UOM – will default from the Item Number.
Lot Number – select a lot number if the item is tracking lot numbers.

1. The scrolling window icons are defined as follows:

Delete Line – Delete the active line.
Show Details – See the Entering Additional Item Branch Transfer Information

1. To receive all of the lines and their full quantities, choose the Receive All button.
2. To clear all of the lines received quantities, choose the Clear All button.
3. Choose the Freight button to open the Transfer Freight Entry window.

• If the Shipping Company was entered on the main window, it will automatically be inserted in to the scrolling window.
• The Transfer Number is display only and will default from the Transfer Entry window.
• Depending on what was selected in Freight Setup, either Shipping Company or Vendor will display in the drop down list. Select the Shipping Company/Vendor that to create freight records for.
• Select the Freight Allocation to Add to Item Cost or Expense the Cost.
• The selected Branch Expense, Origination or Destination, will determine which branch will be charged when the transactions is posted. This will default to Origination but can be changed.
• Origination Qty is view only and will default from Branch Transfer Entry.
  • The Origination Qty is arrived at by taking the Ship Qty times the Shipping Weight on the Item Maintenance. If the Shipping Weight is 0, then the Qty is set to 1.
• Destination Qty is view only and will default from Branch Transfer Entry.
  • The Destination Qty is arrived at by taking the Ship Qty times the Shipping Weight on the Item Maintenance. If the Shipping Weight is 0, then the Qty is set to 1.
• Use Quantity is always based upon Origination Qty.
• The Freight U of M, Freight Rate, Adjustment, Misc Amt, and Fuel Surcharge % will default from the Shipping Method Detail Maintenance window, but can be changed if necessary.
• Net Quantities are not fully determined until transactions are saved, when the Freight U of M is set to Per Net Unit, the total freight amount may not be accurate until the transaction is saved.
• The Fuel Surcharge will automatically be calculated based on the Surcharge % entered.
• If a Shipping Company was entered in Bulk Transfer Entry that needs calculating, highlight the line in the scrolling window. The Shipping Company will display in the Header and the user can enter the appropriate information. Choose Insert to change the line in the scrolling window.
• Choose Insert to insert the record. Enter any additional freight lines as needed.
• Choose OK to close the window. The Total Freight field will be updated with the newly calculated freight. It is required to choose OK to close the window to verify that all freight information has been entered. If OK is selected without inserting a line and there is information in the header, it will ask if you want to insert the information.

1. Choose the Cost button to open the Branch Transfer Item Cost Entry window.

The Transfer No is display only.
Choose to Adjust by Percent or Amount. Enter the Percent or Amount as needed.
The Freight Total is display only and will display the Freight Total from the Branch Transfer Freight Entry window.
The Total Addl Cost will display the Freight Total plus the Amount chosen to adjust by Amount.
Select the Cost Rolldown Option by Cost, Qty or Weight.
Select Rolldown Addl Cost to rolldown the cost to all of the lines in the scrolling window.
Select Clear All Adjustments to remove any additional cost added to all of the lines.
Choose OK to close the window

1. Choose Save if to save the transfer without shipping or receiving any inventory
2. Choose Process to Ship and/or Receive.

Ship – will remove inventory from the origination site and place it in the in-transit site.
Receive – will remove inventory from the in-transit site and place it in the destination site.
Ship/Receive – will move the inventory from origination to in-transit and from in-transit to destination

1. Choose Reports

Bill of Lading – System will print a Bill of Lading.
Receiver Doc – System will pint a receiving document.
 Haz Mat –

• When Sales Setup, Greenbook Enabled checkbox is marked:
  • And the GP Item is linked to a Greenbook Item the Greenbook HazMat Shipping document will be printed.
  • If GP Item is NOT linked to a Greenbook Item no HazMat Shipping document will be printed.
• When the Sales Setup, Enabled checkbox is NOT marked the standard Cinch HazMat document will be printed. System will utilize CDMS in order to generate Haz Mat information for the item being transferred.
• Edit List – System will print the Branch Transfer Batch Edit List.

Entering Additional Item Branch Transfer Information

1. Use the Show Details button located in the upper right hand corner of the scrolling window to choose the expanded line view in the scrolling window.

1. The Item Short Name and Ship Weight will be displayed.
2. Enter/select a Receive Reason.
3. Enter the number of Containers this item will be packaged in.
4. If user defined fields for line items have been setup in the Branch Transfer Setup window they will be displayed

Voiding Inventory Transfers

Voiding Inventory Transfers

D2HML|C1H ManualThis section explains how to reverse an inventory transfer.

Voiding a Branch Transfer

1. Open the Branch Transfer Entry window.
2. Select the Transfer No to void.
3. Choose the Void button.
4. The Void Reason window will open. The user will be required to provide a reason code as to why the transfer is being cancelled.
   • If the transfer originated from AgWorks integration, the Re-Open AgWorks Tickets checkbox will default as marked, but this can be unmarked.
     • Re-opening an AgWorks Ticket will unmark the Invoiced setting in AgWorks and the ticket will be re-imported the next time integration is run.
   • If the transfer did not originate from AgWorks the checkbox is disabled.

1. Choose Continue on the Void Reason window to void the transfer.

Creating an Internal Order

Creating an Internal Order

D2HML|C1H ManualThis section explains how to process Sales Orders, Counter Sales and Fulfillment shipments to an internal branch via a branch transfer.

Creating an Internal Order from a Sales Order

1. Open the Sales Order Entry window.
2. When Branch Transfer Setup, Allow SOP Transfers is marked and the Customer Extensions Maintenance Internal Customer checkbox is marked on the selected Customer:
   • The Split Code ID and Prepay Apply will be disabled.
   • When Invoice is selected from the drop down list and the Order is Invoiced a Branch Transfer will be created as follows.
     • Transfer Batch will be based on Originating Site Branch Prefix + TO + Destination Site Branch Prefix from Branch Maintenance.
     • Origination Site is the Site from the SOP line.
     • In Transit Site
       • If Branch Transfer, Default Site From is set to Origination the site will default from the Def In Transit Site defined for the Origination site. If the Default In Transit Site is empty for the selected Origination Site, the value from Branch Transfer Setup will be used.
       • If Branch Transfer, Default Site From is set to Destination, the system will use the Default Branch on the Customer to determine the Main Inventory Site from the Branch and from that site determine the Default In Transit Site. If the Location Code COMP Entry, Def In Transit Site is not defined the system will use the Default In-Transit Site set up in the Branch Transfer Setup.
     • Destination Site is the Main Inventory Site of the customer's Default Branch. If the Branch Main Inventory Site is not populated user will be required to enter the destination site.
     • The Reference Number will be populated with the Order Number.
     • The Order will be flagged as cancelled after a Branch Transfer is created and the Order is written to history.
       • Subsequent changes or deletions to the Branch Transfer will not affect the original Order.
     • When the Branch Transfer Setup, Auto Receive SOP Transfer checkbox is marked the system will automatically populate the following fields when the branch transfer is created.
       • Received Date
       • Received User
       • Received Quantity will be set to the shipped quantity.
   • When Create CS or Open CS is selected from the drop down list when the Order is Invoiced a Counter Sale will be created.

Creating an Internal Order from a Counter Sale

1. Open the Counter Sales Entry window.
2. When Branch Transfer Setup, Allow SOP Transfers is marked and the Customer Extensions Maintenance Internal Customer checkbox is marked on the selected Customer:
   • The Split Code ID and Prepay Apply will be disabled.
   • When the Counter Sale is Invoiced a Branch Transfer will be created as follows.
     • Transfer Batch will be based on Originating Site Branch Prefix + TO + Destination Site Branch Prefix from Branch Maintenance.
     • Origination Site is the Site from the SOP line.
     • In Transit Site
       • If Branch Transfer, Default Site From is set to Origination the site will default from the Def In Transit Site defined for the Origination site. If the Default In Transit Site is empty for the selected Origination Site, the value from Branch Transfer Setup will be used.
       • If Branch Transfer, Default Site From is set to Destination, the system will use the Default Branch on the Customer to determine the Main Inventory Site from the Branch and from that site determine the Default In Transit Site. If the Location Code COMP Entry, Def In Transit Site is not defined the system will use the Default In-Transit Site set up in the Branch Transfer Setup.
     • Destination Site is the Main Inventory Site of the customer's Default Branch. If the Branch Main Inventory Site is not populated user will be required to enter the destination site.
     • The Reference Number will be populated with the Counter Sale Number.
     • The Counter Sale will be flagged as cancelled after a Branch Transfer is created and the Counter Sale is written to history.
       • Subsequent changes or deletions to the Branch Transfer will not affect the original Counter Sale.
     • When the Branch Transfer Setup, Auto Receive SOP Transfer checkbox is marked the system will automatically populate the following fields when the branch transfer is created.
       • Received Date
       • Received User
       • Received Quantity will be set to the shipped quantity.

Creating an Internal Order from Fulfillment Entry

1. Open the Fulfillment Entry window.
2. When Branch Transfer Setup, Allow SOP Transfers is marked and the Customer Extensions Maintenance Internal Customer checkbox is marked on the selected Customer:
   • When Invoice is selected from the drop down list and the Fulfillment is Processed a Branch Transfer will be created as follows.
     • Transfer Batch will be based on Originating Site Branch Prefix + TO + Destination Site Branch Prefix from Branch Maintenance.
     • Origination Site is the Site from the SOP line.
     • In Transit Site
       • If Branch Transfer, Default Site From is set to Origination the site will default from the Def In Transit Site defined for the Origination site. If the Default In Transit Site is empty for the selected Origination Site, the value from Branch Transfer Setup will be used.
       • If Branch Transfer, Default Site From is set to Destination, the system will use the Default Branch on the Customer to determine the Main Inventory Site from the Branch and from that site determine the Default In Transit Site. If the Location Code COMP Entry, Def In Transit Site is not defined the system will use the Default In-Transit Site set up in the Branch Transfer Setup.
     • Destination Site is the Main Inventory Site of the customer's Default Branch. If the Branch Main Inventory Site is not populated user will be required to enter the destination site.
     • The Reference Number will be populated with the Order Number.
     • The Order will be flagged as cancelled after a Branch Transfer is created and the Order is written to history.
       • Subsequent changes or deletions to the Branch Transfer will not affect the original Order.
     • When the Branch Transfer Setup, Auto Receive SOP Transfer checkbox is marked the system will automatically populate the following fields when the branch transfer is created.
       • Received Date
       • Received User
       • Received Quantity will be set to the shipped quantity.
   • When Create CS is selected from the drop down list and the Fulfillment is Processed a Counter Sale will be created.

Chapter 9:Lot Analysis

This chapter explains how to record detailed lot information for lot numbered items if the CINCH Seed module has been purchased.
The Lot Analysis Setup will need to be configured prior to entering lot analysis information. Please see the Lot Analysis Setup chapter in the Sales/Seed Software System Manual for more information.
This chapter is divided into the following section(s):
 Lot Analysis Entry – This section explains how to record detailed information about each of the lots.
 Lot Analysis Advanced Lookup – This section explains how to view the detailed lot information when a lot numbered item is selected to sell in all of the transactional windows.
 Inventory Adjustment Lot Entry – This section explains how to enter a Lot Number during an Inventory Adjustment in Item Transaction Entry.

D2HML|C1H ManualLot Analysis Entry

Lot Analysis Entry

D2HML|C1H ManualThis section explains how to record detailed information about each of the lots.

Entering a Lot Analysis

1. Open the Lot Analysis Entry window.

(Transactions>>Cinch Seed>>Lot Analysis Entry)

1. Enter or select an Item.
2. Mark the Active checkbox to make the analysis information active.
3. Mark the Certified checkbox if the analysis is certified.
4. Enter or select a Site ID if necessary.
5. Enter or select the Lot Number.
6. Enter the Test ID when entering new information, or use the Lot Analysis Advanced Lookup window to select an existing Test ID to make changes to an existing analysis.
7. Enter the Test Description, Ref Number, Date Submitted, Date Received, Grower Lot No, Sales/Seed Origin, Sales/Seed Per Mass and Weight Base Unit.
8. Changing the Date Received field on the Lot Analysis Entry will prompt user "Roll this date down to all analysis lines?" Selecting OK on the prompt will roll down the Date Received to the Analysis lines. Selecting Cancel will not roll down the Date Received to the Analysis lines.
9. In the Scrolling Window, select the Analysis ID and enter the Date, Result Type and Result for the analysis.

Analysis ID's and the order in which they appear can be defaulted into the scrolling window based on the Item Class of the Item selected. Please refer to Lot Analysis Sequence Entry in the CINCH Sales – Seed System Manual.

1. If the Note column contains a checkmark for a selected Analysis ID, click the Note icon button to view and/or edit the attached Note.
2. Choose the copy button to copy all of the information in the scrolling window and optionally move the test to a new Item, Site, and Lot as well as assigning a new Test Id. The fields default from the original Lot Analysis but are editable.

1. Choose Save to save the analysis information.

Lot Analysis Advanced Lookup

Lot Analysis Advanced Lookup

D2HML|C1H ManualThis section explains how to view the detailed lot information a lot numbered item is selected to sell in all of the transactional windows

Viewing a Lot Analysis

1. Open the Lot Analysis Advanced Lookup window by choosing the lookup button next to lot number in any of the transaction windows or Lot Analysis Entry.

1. The Item Number will display from the transactional window.
2. The Site ID will default to the current branch, but can be changed if necessary.
3. The top scrolling window will display all lot numbers available for the item, and will display all pertinent information about each one.
4. In the bottom scrolling window, select a Test ID to bring up all Analysis information for that test to help the user decide which lot to choose. If there is a checkmark in the Note column for an Analysis ID, to view the attached note click the Note icon button. The Org represents the Seed Origin from the selected Test ID.
5. Select the Lot Number to assign to the item.
6. Choose Select to choose the lot number and return to the transaction window.

Inventory Adjustment Lot Entry

Inventory Adjustment Lot EntryD2HML|C1H Manual

This section explains how to enter a Lot Number during an Inventory Adjustment transaction in the Item Transaction Entry window.
An Alternate Microsoft Dynamics GP Window is used in the CINCH system to allow the user to enter a Lot Number in the scrolling window of the Item Transaction Entry window. In order to use the Alternate window, the user must have access to the window through Microsoft Dynamics GP Security Setup.
When using the alternate Item Transaction Entry window, the Serial/Lot button will be disabled and multiple lots on a line are not supported. If multiple lot numbers need to be entered for a line, the standard Microsoft Dynamics GP Item Transaction Entry window will have to be used.

Item Transaction Entry – Lot Number Entry

1. Open the Item Transaction Entry window.

(Transactions>>Inventory>>Transaction Entry)

1. Select a Document Type of Adjustment.
2. Number will populate automatically from Microsoft Dynamics GP.
3. Enter or select a Date for the transaction.
4. Enter or select a Batch ID for the transaction to be placed it.
5. Enter or select a Default Site ID.
6. Enter the following fields in the scrolling section of the window:

• Item Number – Select the Item Number for the inventory adjustment.
• U of M – Will be populated based off the selected Item Number.
• Description - Will be populated based off the selected Item Number.
• Quantity – Enter the quantity of the inventory adjustment for the selected item.
• Site ID – Enter or select a Site ID for the transaction.
• Unit Cost – Enter the unit cost of the item for the transaction.
• Lot Number – Enter or select the lot number for the selected item. When the lookup button is used, the Lot Analysis Advanced Lookup window will be opened for selecting a Lot Number.

When the Lot Number is entered manually for an increase adjustment, the system will not validate the lot number.
When the Lot Number is entered manually for a decrease adjustment, the system will validate that the lot exists and that the lot quantity is greater than the decrease amount.

1. Click Save to save the inventory adjustment transaction.

Chapter 10:Certificate of Analysis (COA

This chapter describes how to enter, email and print the Certificate of Analysis. The system will compare the COA quality information to the specification and warn the user if the product is Out of Spec.
Refer to Cinch Sales – Seed System Manual for information on setting up COA.D2HML|C1H Conditional|platform=manual;target=Manual

Certificate of Analysis (COA)

This section describes how to enter, email and print the Certificate of Analysis. The system will compare the COA quality information to the specification and warn the user if the product is Out of Spec.
The section is divided in to the following:

• COA Quality Results Entry
• COA Quality Results Inquiry
• COA Document Analysis
• Inspection Maintenance
• Inspection Maintenance Inquiry
• Sales Order Entry with COA
• Counter Sales Entry with COA
• Invoice Maintenance with COA
• Outbound Shipping Entry with COA
• Bulk Shipping Entry with COA
• Bulk Transfer Entry with COA
• COA Report
• COA Out of Spec Approval
• Inspection Question Fail Approval

COA Quality Results Entry

COA Quality Results Entry is used to enter the COA test quality results and to view applied documents.

1. Open COA Quality Results Entry

(Transactions>Cinch Sales>COA Quality Results Entry)

1. Enter COA Lot Number, the identifier for the COA.
2. COA Lot Number Expansion button when selected opens the COA Unlock window.

• • When a COA report has been printed or emailed the COA Quality Results becomes locked or uneditable.
  • User can mark the Unlock checkbox to unlock the COA Quality Results to make changes.
  • The Unlock checkbox is not editable and the Save button disabled if the COA Quality Result has not been printed or emailed.

1. Enter Item
   • The scrolling window will be populated with the Analysis IDs) associated to the Item.
     • Analysis ID's will be displayed in the sequence as setup on Item Analysis.
2. Lot Number
   • If the selected item is setup for Lot Numbers the field will be editable.
   • The Lot Number will default to the COA Lot Number but is editable.
   • There is no validation for the entered value.
3. Enter COA Date
4. Vessel Number is user defined.
5. COA Note ID, select an existing COA Note ID or select the COA Note ID expansion button to edit or enter the note.
6. Item Note ID will default from the Item Specification Comment ID, select the Item Note ID expansion button to view the item note.
7. Analysis scrolling window:
   • Analysis IDs and description will default from the Item Specification for the selected Item.
   • Enter Value, the inspection value for the analysis line.
     • Value is used to determine if the analysis record is out of spec.
     • Value cannot be changed once the COA Lot Number has been tied to orders or if any Out of Spec analysis line has been approved or disapproved.
   • Zero checkbox when marked confirms that a 0 Value has been entered by the user.
8. Document scrolling window displays documents associated to the COA Lot Number.
   • Document Type, is the type of document attached to the COA. Possible types are:
     • Counter Sales
     • Sales Order
     • Invoice
     • Load Order, not currently used.
     • Bulk Transfer
     • Shipment
   • Document Number
     • Document lookup will open the applicable lookup based on the selected Document Type.
     • Multiple documents can be associated to the COA Lot Number.
     • A document that has already been tied to a COA Lot number cannot be selected.
   • Customer will default from the selected document.
   • The Customer expansion button will open the Comment window tied to the Customer Item Analysis Maintenance.
   • Quantity will default from the selected document.
   • Out of Spec checkbox will be marked if any of the analysis lines on the document are out of spec.
     • System compares the Analysis ID Value to the Analysis ID from the Customer Item Analysis Maintenance Min and Max values. If there is not an analysis record for the Customer Item then the Item Specification Min and Max values will compared to determine if the document is out of spec.
     • The checkbox will default to marked if the Analysis Value is greater than Specification Max or less than Specification Min.
       • The validation will be performed when the document is selected.
     • If the Value is 0 and the Zero checkbox has not been marked then the presumption is that an analysis line that has not been given a value defaults to Out of Spec.
   • The Out of Spec expansion button will open the COA Document Analysis window.
   • The Delete Row Button will remove the document and detach the COA Lot Number from the document record.
     • This delete is not allowed if any Out of Spec analysis lines have been approved or disapproved.
9. Prepared By captures the user that created the COA.
   • When creating a COA this will default to the current user.
   • Once the COA record has been created this field will be locked.
10. Reviewed By captures the user that reviewed the COA.
11. Save button when selected will save the record.
    • When tied to an Order document type, the order record will be updated with the COA Lot Number.
    • When tied to a Counter Sales document type, each line that matches the Item will be updated.
12. Clear button when selected will clear the window without saving changes.
13. Delete button when selected will the delete the record.
    • The COA Lot Number is not allowed to be deleted if any of the Out of Spec analysis lines have been approved or disapproved.
14. Print icon when selected will print the COA.
    • User will be warned and report cannot be printed if any of the analysis lines are marked as being Out of Spec and have not been approved.
    • A COA Report will be printed for each customer/document listed for the COA Quality Results.
    • When a COA report has been printed the COA Quality Results becomes locked or uneditable.
15. Email icon when selected will email the COA.
    • User will be warned and report cannot be emailed if any of the analysis lines are marked as being Out of Spec and have not been approved.
    • A COA Report will be emailed for each customer/document listed for the COA Quality Results.
    • When a COA report has been emailed the COA Quality Results becomes locked or uneditable.

COA Quality Results Inquiry

COA Quality Results Inquiry is used to view the COA test quality results and applied documents.

1. Open COA Quality Results Inquiry

(Inquiry>Cinch Sales>COA Quality Results Inquiry)

1. Select the COA Lot Number and the window will be populated from the COA Quality Results Entry.
2. Print icon when selected will print the COA.
   • User will be warned and report cannot be printed if any of the analysis lines are marked as being Out of Spec and have not been approved.
   • A COA Report will be printed for each customer/document listed for the COA Quality Results.
   • When a COA report has been printed the COA Quality Results becomes locked or uneditable.
3. Email icon when selected will email the COA.
   • User will be warned and report cannot be emailed if any of the analysis lines are marked as being Out of Spec and have not been approved.
   • A COA Report will be emailed for each customer/document listed for the COA Quality Results.
   • When a COA report has been emailed the COA Quality Results becomes locked or uneditable.
4. Ok button when selected will close the window.
5. Clear button when selected will clear the window.

COA Document Analysis

COA Document Analysis will display the COA Lot Number analysis information attached to the selected document.

1. Open COA Document Analysis

(Accessed from COA Quality Results Entry, Sales Order Entry, Counter Sales Entry, Invoice Maintenance, Grain Shipping Entry, Bulk Shipping Entry and Bulk Transfer Entry)

1. COA Lot Number.
2. COA Lot Number expansion opens the COA Quality Results Inquiry.
3. Item Number on the COA.
4. COA Date
5. Customer from the associated document.
6. Document Type, the type of document attached to the COA. Possible types are:
   • Counter Sales
   • Sales Order
   • Invoice
   • Load Order, not currently used.
   • Bulk Transfer
   • Shipment
7. Document Number attached to the COA.
8. Analysis scrolling window:
   • Analysis ID
     • Analysis ID(s) are from the Customer Item Analysis Maintenance or from the Item Specification if not defined on the Customer Item Analysis Maintenance.
   • Specification Min minimum acceptable value for the Analysis ID.
   • Specification Max maximum acceptable value for the Analysis ID.
   • Value is the inspection value that was entered in the COA Quality Results Entry window.
   • Out of Spec checkbox indicates the analysis line is out of spec.
   • Approved By will display the date and time the out of spec analysis line was approved and the User ID who approved it.
   • Disapproved By will display the date and time the out of spec analysis line was disapproved and the User ID who disapproved it.
9. Ok button when selected will close the window.

Inspection Maintenance

Inspection Maintenance is used to answer questions defined on Question Schedule Maintenance for the selected document type.

1. Open Inspection Maintenance

(Accessed from COA Quality Results Entry, Sales Order Entry, Counter Sales Entry, Invoice Maintenance, Grain Shipping Entry, Bulk Shipping Entry and Bulk Transfer Entry)

1. The SOP Number and Item Number will default from the selected document line.
2. Question Prompts will be displayed based on the Question Schedule defined for the selected document type.
3. Enter or select values to the Question Prompts.
   • System will assess the prompt results to determine the Pass or Fail results. All prompts must pass in order to make the Pass condition.
4. Save button when selected will save the record.
5. Delete button when selected will delete the record.

Inspection Maintenance Inquiry

The Inspection Maintenance Inquiry allows the user to display inspection questions and results gathered on existing documents.

1. Open Inspection Maintenance Inquiry

(Accessed from Load Shipping Inquiry Zoom, Bulk Shipment Inquiry Zoom, Bulk Transfer Inquiry Zoom and Sales Inquiry)

1. The number field will display either Shipment Number or SOP Number. Shipment Number if the inspection comes from a Load or Bulk Shipment or SOP Number if the inspection comes from a Sales Document.
2. The Load Number field will only display if the inspection comes from a Load or Bulk Shipment.
3. The OK button once selected will close the window.
4. The Printer Icon will print the Inspection Question Report.

Sales Order Entry with COA

Sales Order Entry when using the Inspection Maintenance and the COA Lot Number which will tie the COA quality results to the Sale.

1. Open Sales Order Entry

(Transactions>Cinch Sales>Sales Orders)

1. The Lot Number field is used to enter both the Lot Number and the COA Lot Number.
   • The arrow icon next to the Lot Number heading of the scrolling window will be used to swap between displaying the Lot Number and the COA Lot Number.
     • The field label will be swapped and the lookup will open the applicable lookup window based on which lot number field which is currently shown.
     • If the selected item is setup to track lot numbers the Lot Number field and label will be displayed.
     • If the selected item is not setup to track lot numbers but the item has Item Specification defined then the COA Lot Number field and label will be displayed.
2. Select the COA Lot Number which will tie the COA quality results to the item.
   • The Item on the COA Lot Number must match the Item Number on the line.
   • If any of the analysis lines on the selected COA Lot Number record are marked as Out of Spec, a warning will be displayed notifying the user.
3. Select the COA Lot Number expansion to open the COA Document Analysis window to view the COA Lot Number analysis information that will be attached to the document.
4. Select the No Split expansion button on the scrolling window to open Inspection Maintenance.
5. Printer Icon drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be printed:
       • A COA Lot Number must exist on the line.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
     • If the same COA Lot Number exists on more than one Item line, the report for the COA Lot Number will only be printed once.
   • The Bill of Lading report has the following restrictions when the Line item has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will print together providing they both have meet the COA report restrictions.
6. Email Icon drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be emailed:
       • A COA Lot Number must exist on the line.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
     • If the same COA Lot Number exists on more than one Item line, the report for the COA Lot Number will only be emailed once.
   • The Bill of Lading report has the following restrictions when the Line item has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will email together providing they both have meet the COA report restrictions.
7. Invoice process will be blocked if any of the COA Lot Numbers have any analysis lines marked as Out of Spec which have not been approved.
8. Delete Row and Delete transaction is not allowed if any Out of Spec analysis lines have been approved or disapproved.

Counter Sales Entry with COA

Counter Sales Entry when using the Inspection Maintenance and the COA Lot Number which will tie the COA quality results to the Sale.

1. Open Counter Sales Entry

(Transactions>Cinch Sales>Counter Sales)

1. The Lot Number field is used to enter both the Lot Number and the COA Lot Number.
   • The arrow icon next to the Lot Number heading of the scrolling window will be used to swap between displaying the Lot Number and the COA Lot Number.
     • The field label will be swapped and the lookup will open the applicable lookup window based on which lot number field which is currently shown.
     • If the selected item is setup to track lot numbers the Lot Number field and label will be displayed.
     • If the selected item is not setup to track lot numbers but the item has Item Specification defined then the COA Lot Number field and label will be displayed.
2. Select the COA Lot Number which will tie the COA quality results to the item.
   • The Item on the COA Lot Number must match the Item Number on the line.
   • If any of the analysis lines on the selected COA Lot Number record are marked as Out of Spec, a warning will be displayed notifying the user.
3. Select the COA Lot Number expansion to open the COA Document Analysis window to view the COA Lot Number analysis information that will be attached to the document.
4. Select the No Split expansion button on the scrolling window to open Inspection Maintenance.
5. Printer Icon drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be printed:
       • A COA Lot Number must exist on the line.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
     • If the same COA Lot Number exists on more than one Item line, the report for the COA Lot Number will only be printed once.
   • The Bill of Lading report has the following restrictions when the Line item has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will print together providing they both have meet the COA report restrictions.
6. Email Icon drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be emailed:
       • A COA Lot Number must exist on the line.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
     • If the same COA Lot Number exists on more than one Item line, the report for the COA Lot Number will only be emailed once.
   • The Bill of Lading report has the following restrictions when the Line item has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will email together providing they both have meet the COA report restrictions.
7. Invoice process will be blocked if any of the COA Lot Numbers have any analysis lines marked as Out of Spec which have not been approved.
8. Delete Row and Delete transaction is not allowed if any Out of Spec analysis lines have been approved or disapproved.

Invoice Maintenance with COA

Invoice Maintenance when using the COA Lot Number which will tie the COA quality results to the Sale.

1. Open Invoice Maintenance

(Transactions>Cinch Sales>Invoices)

1. The Lot Number field is used to enter both the Lot Number and the COA Lot Number.
   • The arrow icon next to the Lot Number heading of the scrolling window will be used to swap between displaying the Lot Number and the COA Lot Number.
     • The field label will be swapped and the lookup will open the applicable lookup window based on which lot number field which is currently shown.
     • If the selected item is setup to track lot numbers the Lot Number field and label will be displayed.
     • If the selected item is not setup to track lot numbers but the item has Item Specification defined then the COA Lot Number field and label will be displayed.
2. Select the COA Lot Number which will tie the COA quality results to the item.
   • The Item on the COA Lot Number must match the Item Number on the line.
   • If any of the analysis lines on the selected COA Lot Number record are marked as Out of Spec, a warning will be displayed notifying the user.
3. Select the COA Lot Number expansion to open the COA Document Analysis window to view the COA Lot Number analysis information that will be attached to the document.
4. Printer Icon drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be printed:
       • A COA Lot Number must exist on the line.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
     • If the same COA Lot Number exists on more than one Item line, the report for the COA Lot Number will only be printed once.
   • The Bill of Lading report has the following restrictions when the Line item has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will print together providing they both have meet the COA report restrictions.
5. Email Icon drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be emailed:
       • A COA Lot Number must exist on the line.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
     • If the same COA Lot Number exists on more than one Item line, the report for the COA Lot Number will only be emailed once.
   • The Bill of Lading report has the following restrictions when the Line item has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will email together providing they both have meet the COA report restrictions.
6. Save will be blocked if any of the COA Lot Numbers have any analysis lines marked as Out of Spec which have not been approved.
7. Delete Row and Delete transaction is not allowed if any Out of Spec analysis lines have been approved or disapproved.

Outbound Shipping Entry with COA

Outbound Shipping Entry when using the Inspection Maintenance and the COA Lot Number which will tie the COA quality results to the Shipment.

1. Open Outbound Shipping Entry

(Transactions>Cinch Sales>Load Shipping Grain)

1. Select the COA Lot Number which will tie the COA quality results to the item.
   • The Item on the COA Lot Number must match the Item Number on the Shipment.
   • If any of the analysis lines on the selected COA Lot Number record are marked as Out of Spec, a warning will be displayed notifying the user.
2. Click the COA Lot Number label to open the COA Document Analysis window to view the COA Lot Number analysis information that will be attached to the document.
3. Select the Shipment # expansion button on the scrolling window to open Inspection Maintenance.
4. Printer button, select report from drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be printed:
       • A COA Lot Number must exist on the shipment.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
   • The Bill of Lading report has the following restrictions when the shipment has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will print together providing they both have meet the COA report restrictions.
5. Email icon, select report from drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be emailed:
       • A COA Lot Number must exist on the shipment.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
   • The Bill of Lading report has the following restrictions when the shipment has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will email together providing they both have meet the COA report restrictions.
6. Delete is not allowed if any Out of Spec analysis lines have been approved or disapproved.
7. Posting process will be blocked if any of the COA Lot Numbers have any analysis lines marked as Out of Spec which have not been approved.

Bulk Shipping Entry with COA

Bulk Shipping Entry when using the Inspection Maintenance and the COA Lot Number which will tie the COA quality results to the Shipment.

1. Open Bulk Shipping Entry

(Transactions>Cinch Sales>Bulk Shipping)

1. Select the COA Lot Number which will tie the COA quality results to the item.
   • The Item on the COA Lot Number must match the Item Number on the Shipment.
   • If any of the analysis lines on the selected COA Lot Number record are marked as Out of Spec, a warning will be displayed notifying the user.
2. Click the COA Lot Number label to open the COA Document Analysis window to view the COA Lot Number analysis information that will be attached to the document.
3. Select the Shipment # expansion button on the scrolling window to open Inspection Maintenance.
4. Printer button, select report from drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be printed:
       • A COA Lot Number must exist on the shipment.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
   • The Bill of Lading report has the following restrictions when the shipment has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will print together providing they both have meet the COA report restrictions.
5. Email icon, select report from drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be emailed:
       • A COA Lot Number must exist on the shipment.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
   • The Bill of Lading report has the following restrictions when the shipment has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will email together providing they both have meet the COA report restrictions.
6. Delete is not allowed if any Out of Spec analysis lines have been approved or disapproved.
7. Posting process will be blocked if any of the COA Lot Numbers have any analysis lines marked as Out of Spec which have not been approved.

Bulk Transfer Entry with COA

Bulk Transfer Entry when using the Inspection Maintenance and the COA Lot Number which will tie the COA quality results to the Shipment.

1. Open Bulk Transfer Entry

(Transactions>Cinch Grain>Bulk Transfer Entry)

1. Select the COA Lot Number which will tie the COA quality results to the item.
   • The Item on the COA Lot Number must match the Item Number on the transfer.
   • If any of the analysis lines on the selected COA Lot Number record are marked as Out of Spec, a warning will be displayed notifying the user.
2. Click the COA Lot Number label to open the COA Document Analysis window to view the COA Lot Number analysis information that will be attached to the document.
3. Select the Transfer Number expansion button on the scrolling window to open Inspection Maintenance.
4. COA/BOL print icon drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be printed:
       • A COA Lot Number must exist on the transfer.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
   • The Bill of Lading report has the following restrictions when the transfer has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will print together providing they both have meet the COA report restrictions.
5. Email Icon drop down list:
   • Certificate of Analysis (COA):
     • The following restrictions must be satisfied before the COA report can be emailed:
       • A COA Lot Number must exist on the transfer.
         • If no COA Lot Number has been selected the COA report will be blank.
       • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
       • If Inspection Maintenance has taken place, it must have passed.
   • The Bill of Lading report has the following restrictions when the transfer has a COA Lot Number associated:
     • If the COA Lot Number has analysis lines marked as Out of Spec those lines must have been approved.
     • If Inspection Maintenance has taken place, it must have passed.
   • BOL & COA, when selected both the Certificate of Analysis (COA) and Bill of Lading reports will email together providing they both have meet the COA report restrictions.
6. Delete is not allowed if any Out of Spec analysis lines have been approved or disapproved.
7. Posting process will be blocked if any of the COA Lot Numbers have any analysis lines marked as Out of Spec which have not been approved.

COA Report

The following describes the Certificate of Analysis report that can be emailed or printed.

1. The system will print all the Analysis ID's that have a result entered. If no result has been entered, then the Analysis ID will not print.
2. If a customer is not setup to print the specification, then the "Specification Max and Min" will not be displayed.
3. The calculation to determine if a COA is out of spec is as follows:
   • Basic Rule - In order to pass, the COA results must fall within the range of all specifications from the Customer Item Specification (or Item Specification if no Customer Item Specification). The following further explains this rule
     • System will assume that if a Customer Item Specification and an Item Specification are not entered, the COA passes.
     • If a COA result is entered, but it is not in the customer item specification (or item specification) it will be ignored for pass/fail purposes.
     • System will follow the hierarchy of looking at the Customer Item Specification first, then the Item Specification. If both exist, the COA need only pass the Customer Item specification. That is, the Customer Item Specification overrules the Item specification, they are not combined.
     • If customer or customer item specification calls for an analysis that has not been entered, the COA will fail.
   • Pass/Fail Rules:
     • If the Customer Item Specification exists, then all COA results must:
       • Be entered, a specification where a test result is not entered in COA entry is assumed to fail.
       • Be between the Min and Max values of the Customer Item Specification.
       • Pass Or Fail, the Item Specification will not be checked if a Customer Item Specification exists.
     • If the Customer Item Specification does not exit, then check for Item Specification:
       • If an Item Specification does not exists, then pass.
       • If an Item Specification does exists then all COA results must:
         • Be entered, a specification where a test result is not entered in COA entry is assumed to fail.
         • Be between the Min and Max values of the Item Specification.

COA Out of Spec Approval

COA Out of Spec Approval allows the user to approve or disapprove COA Lot Number analysis lines that are out of spec.

1. Open COA Out of Spec Approval

(Tools>Routines>Cinch Sales>COA Out of Spec Approval)

1. Select Restrictions that will help filter the Out of Spec records:
   • Date Range, the COA Date on the COA Lot Number entered on COA Quality Results Entry.
     • From date will default to 30 days prior to the current date but is editable
     • To date will default to the current date but is editable.
   • Approval Status, select one:
     • Neither, when selected only records that have not been approved or disapproved will be displayed.
     • Approved, when selected only records that have already been approved will be displayed.
     • Disapproved, when selected only records that have previously been disapproved will be displayed.
   • Branch restriction:
     • All Branches
     • Current Branches
     • My Branches
2. COA Lot Numbers scrolling window, will list COA Lot Number that has at least one Out of Spec analysis line.
   • Sel, when selected Out of Spec Analysis ID(s) for the selected document will be display in the Analysis scrolling window.
   • COA Lot Number that has at least one Out of Spec analysis line.
   • Description displays the Item Description from the COA Lot Number.
   • Document Type associated COA Lot Number.
   • Document Number associated COA Lot Number.
   • Approve checkbox is selected to approve the Out of Spec Analysis ID(s) for the selected document.
     • The approval applies to all out of spec lines for the COA Lot Number.
   • Disapprove checkbox is selected to disapprove the Out of Spec Analysis ID(s) for the selected document.
     • The disapproval applies to all out of spec lines for the COA Lot Number.
3. Analysis scrolling window will be display the Out of Spec Analysis ID(s) for the selected COA Lot Number.
   • Analysis ID
   • Value is the value that was entered in the Inspection Entry window.
   • Specification Min will display the value from Item Specification window.
   • Specification Max will display the value from Item Specification window.
   • Out of Spec checkbox will be marked on the Out of Spec lines.
   • Approved By will display the date, time and the User ID of previously approved Out of Spec analysis lines.
   • Disapproved By will display the date, time and the User ID of previously disapproved the Out of Spec analysis lines.
4. Save button when selected will save the selected COA Lot Numbers Approval/Disapproval.
   • The Approved By and Disapproved By fields within the Analysis section will be updated with the date, time and the User ID the COA Lot Number Analysis that was approved/disapproved.
   • The Out of Spec value remains set if a COA Lot Number is approved or disapproved.
   • Approvals/Disapprovals are final and cannot be reversed.
5. Clear button when selected will clear the window without saving changes.
6. Redisplay button when selected will refresh the window based on the selected restrictions.

Inspection Question Fail Approval

Inspection Question Fail Approval allows the user to approve or disapprove Inspection Questions where the answer failed.

1. Open Inspection Question Fail Approval

(Tools>Routines>Cinch Sales>Inspection Question Fail Approval)

1. Select Restrictions that will help filter the failed inspections questions:
   • Date Range, the date of the transactions.
     • From date will default to 30 days prior to the current date but is editable.
     • To date will default to the current date but is editable.
   • Approval Status, select one:
     • Neither, when selected only records that have not been approved or disapproved will be displayed.
     • Approved, when selected only records that have already been approved will be displayed.
     • Disapproved, when selected only records that have previously been disapproved will be displayed.
   • Branch Selection:
     • All Branches
     • Current Branch
     • My Branches
2. Scrolling window, will list the document and each question that failed.
   • Document Type of the transaction.
   • Document Number
   • Question that failed.
   • Customer Number
   • Approve checkbox is selected to approve the Inspection question for the selected document.
   • Disapprove checkbox is selected to disapprove the Inspection question for the selected document.
3. Save, when selected will save the selected Approval/Disapproval for each question.
4. Clear button when selected will clear the window without saving changes.
5. Redisplay button when selected will refresh the window based on the selected restrictions.

Chapter 11:PostingD2HML|C1H Manual

Posting

This chapter contains information on how to post activity. Posting within CINCH makes the transactions you've entered part of your company's permanent records. Until they are posted, transactions can be changed or deleted. Once they have been posted, they cannot be changed in any way, though the user can enter transactions to correct errors.
CINCH uses three levels of posting:
Transaction-level Posting – This type of posting (sometimes called "real-time" posting) allows the user to enter and post transactions without ever having to create a batch. Sales and inventory information will be up to date when posting using this method, because transactions are posted or deleted immediately.
Transaction-level posting is optional and can be selected in the Extensions Setup window for some modules and Microsoft Dynamics GP's Posting Setup window for others. If the system has been set up to allow transaction-level posting, the user will be able to enter and post transactions directly. If the system doesn't allow individual transaction entry, the user will need to create a batch before saving the transactions.
Batch-level Posting – This type of posting allows the user to post one batch at a time from either the Batch Entry window or the Sales Batch Entry window. The first window "Batch Entry" is a CINCH window the second window "Sales Batch Entry" is a Microsoft Dynamics GP window. The following shows which transactions use which window.
Batch Entry window (CINCH) - Prepays, Shipments, Branch Transfers, Bulk Transfers, and Sales Contracts
Sales Batch Entry window (Microsoft Dynamics GP) - Counter Sales, Invoices, Returns, and Sales Orders
When posting a sales batch created in the Sales Batch Entry window, the Receivables Management and Inventory Control (if applicable) records will be updated to reflect the information from the transactions. The General Ledger accounts will be updated, depending on the posting setup selections.
Batch-level posting is optional for some CINCH modules and can be selected in your Extensions Setup window. If you cannot post batches, you will need to contact your system administrator in order to post a batch.

• Grain Series Posting – This type of posting allows users to select and post batches post by series. Available series are Inbound Tickets and Outbound Shipments, only selected batches will be posted. Series posting is performed as a background process, so users can enter, add, edit or delete transactions while posting is underway; however, they can't enter transactions in batches that currently are being posted, that are marked for posting, or that are being edited.

Microsoft Dynamics GP's Series Posting and Master Posting will display batches created using Microsoft Dynamics GP's Sales Batch Entry window allowing the user to post more than one batch at a time.

Posting an Individual Transaction

1. Open a CINCH Sales Entry window. (I.e. Invoice Maintenance, Sales Contract Entry, etc.)
2. Enter or select a transaction. For new transactions, leave the Batch ID field blank. For existing transactions that were previously entered in a batch, clear the Batch ID field.
3. Choose Post to post the transaction.
4. Close the window. The Posting Journals will be printed if this audit trail report was selected to when setting up Microsoft Dynamics GP.

When posting transactions individually, the user ID will appear on reports as a batch ID.

Posting a Batch – Batch Entry (CINCH)

1. Open the Batch Entry window.

(Transactions>>Cinch Sales>>Batch Entry)

1. In the Type field, select the type of batch to post.
2. In the Batch field, enter the batch name, or use the lookup next to Type to select the Batch.
3. The Comment field will display the previously save comment that describes the batch.
4. Check the Approved checkbox to indicate the batch was approved prior to posting. This function is optional. If this checkbox is checked the system will keep track of the user ID and approval date. Once approved, a batch can't be edited unless Approved is unmarked.
5. In the Posting Date field, enter in the date or a date the batch was or should be posted.
6. The DPR field is only available for the batch type of "Ticket." In the DPR Date field, enter the date the transactions in the batch will have an effect on the DPR Report. For the batch type of "Shipment" the system will use the Ship Date as the DPR date.
7. The No. of Trx field, is display only, it indicates the number of transactions the batch includes.
8. In the Batch Total field, enter a control amount for the batch if desired.
9. Choose the Printer Icon. The Batch Print Options window will appear. Use it to print sales documents or edit lists for sales documents.

Documents – Allows printing sales documents for the batch select in Batch Entry. (I.e. Prepay Cash Receipts)
Edit List - An edit list is a list of the transactions in an unposted batch. Print an edit list for a batch to verify the accuracy of the transactions in the batch and to look for any errors before posting.

1. Choose Post to post the batch. Posting Journal(s) will be printed if this audit trail report was selected when setting up Microsoft Dynamics GP.

Posting a Batch – Sales Batch Entry (Microsoft Dynamics GP)

1. Open the Sales Batch Entry window.

(Transactions>>Cinch Sales>>SOP Batch Entry)

1. In the Batch field, enter the batch name, or use the lookup to select the Batch.
2. Choose Additional>Print Bill of Ladings to print Bill of Ladings associated to each transaction within the batch.
3. Choose the Printer Icon. The Sales Document Print Options window will appear. Use it to print sales documents or edit lists for sales documents.

The first four options to print (document, alignment form, edit list, and batch list) are Microsoft Dynamics GP documents. The last three options to print (Batch Sales Edit Detail, Batch Sales Edit Summary, and Batch Edit Inventory) are CINCH documents.

1. Select Invoices within the Include/Format section.
   • The Format, should be Blank Paper. The forms printed/emailed for Cinch Invoices will depend on the Sales Setup, Invoice Use Forms and Grain Form settings.
2. Select the Destination.
   • Print Document checkbox:
     • Selected by itself will print each invoice within the selected batch.
     • Selected with the Send Document in Email checkbox:
       • Invoices will be printed for Customers that do NOT have Cinch Customer E-mail Setup, Sales Invoice checkbox selected.
       • Invoices will be emailed to Customers that have Cinch Customer E-mail Setup, Sales Invoice checkbox selected. E-mail addresses will be determined based on the Email Address Based On Doc Type, Enabled/Disable checkbox, see below.
   • Send Document in Email checkbox:
     • Checkbox is only enabled when an Include checkbox is selected.
     • Selected by itself only invoices, within the selected batch, whose customers have Cinch Customer E-mail Setup, Sales Invoice checkbox selected.
       • Depending on how the Cinch Customer E-mail Options is setup, e-mail addresses will be determined one of two ways:
         • If Email Address Based On Doc Type, Enabled checkbox is marked and Sales Invoice is marked, addresses will be based on the addresses selected within the Email Address Based On Doc Type window.
           • If there are no addresses selected within the Email Address Based On Doc Type window then the system will behave the same as if the Disabled checkbox is marked.
         • If Email Address Based On Doc Type, Disabled checkbox is marked and Sales Invoice is marked, addresses will be determined based on the customer's Bill To address ID.
     • Selected with the Print Document checkbox:
       • Invoices will be printed for Customers that do NOT have Cinch Customer E-mail Setup, Sales Invoice checkbox selected.
       • Invoices will be emailed to Customers that have Cinch Customer E-mail Setup, Sales Invoice checkbox selected. E-mail addresses will be determined based on the Email Address Based On Doc Type, Enabled/Disable checkbox, see above.

The system will not validate if an email has already been sent. Regardless if the Reprint Previously Printed/Sent checkbox is selected or not, Customers could receive multiple emails.

1. Choose Post. One or more posting journals will be printed, depending on how the system is set up. A Report Destination window might appear for each posting journal that is printed.
2. If one of the Batch Sales Edit reports is selected, the Batch Sales Edit window will open:

• • The Report Name is display only and will display the selected edit report.
  • The Batch Number From and To will default with the batch selected in Sales Batch Entry, but can be changed if necessary.
  • Mark the Include Returns checkbox for the Quantity Returned column to be displayed on the Batch Sales Edit Report.

For more information on the Sales Batch Entry window and/or the Sales Document Print Options window, please see the Microsoft Dynamics GP documentation.

Grain Series Posting (CINCH)

1. Open the Grain Series Post window.

(Transactions>>Cinch Grain>>Grain Series Post)

1. Select the batches to display, Inbound Tickets and and/or Outbound Shipments. By Default both will be selected.
2. Select the Display Batches, All or Marked for posting.
3. Select batches to post:
   • Mark All will select all displayed batches.
   • Unmark All will unselect all batches.
   • Select individual batches from the scrolling window.
4. Select the Branch restriction, Current Branch, My Branches or All Branches.
5. Scrolling window:
   • Batch ID, displays the ID for each batch created.
   • Drilldown on the Batch ID will open the Batch Entry window.
   • Origin, indicates the batch type, Inbound Ticket or Outbound Shipment.
   • Status, the posting status of the batch.
     • Available indicates that the batch is available to be marked for posting.
     • Marked indicates that the batch has been marked for posting.
     • No Transactions indicates that the batch doesn't have any transactions to post.
     • Busy indicates that the batch is in use.
     • Post Failed on MMDDYY HH:MM:SS AM/PM indicates that someone attempted to post the batch, but wasn't completely posted.
   • Comment, displays any comments for the batch.
   • User ID, the user who originally created the batch.
   • No of Trx, the number of transactions in each batch.
   • DPR Date, the date that the transactions will effect on the DPR Report.
6. Sorting Options:
   • By Batch ID, sorts batches in alphabetical order by Batch ID.
   • By Origin, sorts batches in alphabetical order by Origin.
7. Post, when selected will post all selected Batch IDs.
8. Redisplay, when selected will update the scrolling window, displaying any information that has been added or changed by the user or another user since the window was opened.

Chapter 12:Inquiries

Inquiries allow the user to view existing information. This chapter explains how to view inquiries within CINCH. It is divided into the following sections:
 Branch Transfer Inquiry – This section allows the user to view information about branch transfer transactions.
 Booking Inquiry List – This section allows the user to view information about bookings entered in the system.
 Credit Limit Inquiry – This section allows the user to view credit information for individual customers.

• Credit Limit Override Inquiry – This inquiry allows the user to view the Credit Limit warnings users have accepted.

 Customer Balance Inquiry – This section provides the user with the ability to determine a payoff dollar amount based on user selected transaction sources and available discounts/credit.
 Customer Summary Inquiry List – This section allows the user to view sales information about customers or vendors, including invoices and prepay. It also provides the ability to determine a payoff dollar amount based on user selected Transaction Sources and available Cash Discounts/Credit.
 Field History Inquiry – This section allows the user to view farm/field information for transaction that have been posted.
 Inventory Transaction Inquiry – This section allows the user to view information about inventory transactions originating in multiple Microsoft Dynamics GP and CINCH transactions.
 Lot Analysis Inquiry List – This section allows the user to view all lot analysis information in the system.
 Lot Transactions Inquiry List – This section allows the user to view any transactions in the system that has used lot numbered items.
 Prepay Cash Receipts Inquiry – This section allows the user to view information about prepays entered in the system.
 Sales Inquiry – This section allows the user to view an original invoice.
 Sales Batch Inquiry List – This section allows the user to view any open CINCH Sales transactions and what Batch they are in.
 Sales Contract Inquiry – This section allows the user to view information about contracts entered in the system.
 Sales Contract Quantity Inquiry – This section allows the user to see contract quantities in a more detailed view.
 Sales Contract Amendment Inquiry – This section allows the user to see sales contracts that have been amended and the amended versions of a contract.
 Sales Contract Amendment Inquiry Zoom – This section allows a user to see a specific version of a contract amendment.
 Sales Detail Inquiry List – This section allows the user to view information about all types of sales documents in the system.
 Sales History Inquiry – This section allows the user to view sales history documents.
 Sales Order Processing Document Inquiry – This section allows the user to view information about all types of sales documents.
 Schedule Inquiry List – The Schedule Inquiry List can be used to view all of the shipment schedules currently in the system.
 XML Export Inquiry – This section allows the user to view transmissions that have previously taken place.
 Inventory Sales Position Report – This section allows the user to view available and committed inventory balances per item or product.
 Number System Inquiry – This section allows the user to view document numbers per module.
 Freight Inquiry List – This section allows the user to view freight charges that exist in the CINCH system.
 Shipment Invoicing Inquiry – This section allows the user to view transactions that have been imported from the Petroleum File Import window, AgWorks, or CINCH Shipments.

• Item Long Short Inquiry – This section is used to calculate an items quantity position or currency margin for current and future periods
• Inventory Inquiry – This section can be used to more clearly display the item inventory quantities and break out, in detail, the allocated quantities and quantities not posted.

D2HML|C1H Conditional|platform=manual;target=Manual

Sales Inquiries

Branch Transfer Inquiry

Branch Transfer Inquiry

D2HML|C1H ManualThis inquiry allows the user to view information about branch transfer transactions.

1. Open the Branch Transfer Inquiry window.

(Inquiry>>Cinch Sales>>Branch Transfer Inquiry)

1. Select the Range criteria to search for.
2. Choose to include Unposted or Posted transactions.
3. Choose Redisplay to view the transactions.

Booking Inquiry List

Booking Inquiry ListD2HML|C1H Manual

This inquiry allows the user to view information about bookings entered in the system.

1. Open the Booking Inquiry List window.

(Inquiry>>Cinch Sales>>Booking Inquiry)

1. Select the Range criteria to search for.
2. Select to Include Open or Closed Bookings. Open will be marked by default.
3. Choose Redisplay to view the bookings.

Credit Limit Inquiry

Credit Limit Inquiry

D2HML|C1H ManualThis inquiry allows the user to view credit information for individual customers. The Credit Limit Inquiry window can be drilled down to from any CINCH Sales transactional windows to quickly view credit information.

1. The Credit Limit Inquiry window can be used to view credit information for individual customers.

(Inquiry>>Cinch Sales>>Credit Limit Inquiry)

1. Select the Customer to view credit information for.
2. The window will fill with the customer's current credit information including the Total Balance and Remaining Credit.
3. Pending Transaction
   • From Sales Contract Entry, drill back to Credit Limit Inquiry - Pending Transaction represents the amount of the current unsaved transaction.
   • From Load Order Entry:
     • If Order/Counter Sales is selected in Credit Limit Setup, Pending Transaction amount represents the amount of the new document being created.
     • If Order/Counter Sales is not selected in Credit Limit Setup, Pending Transaction amount will not be affected by the new document being created.
   • From Load Generator:
     • If Order/Counter Sales is selected in Credit Limit Setup, Pending Transaction amount represents the amount of the new document being created – after preview button has been selected.
     • If Order/Counter Sales is not selected in Credit Limit Setup, Pending Transaction amount will not be affected by the new document being created.

Credit Limit Override Inquiry

Credit Limit Override Inquiry

D2HML|C1H Conditional|platform=manualWhen a user overrides a Credit Limit warning the system will record the information and can be viewed from the new Credit Limit Override Inquiry.

1. Open Credit Limit Inquiry

(Inquiry>>Cinch Grain>>Sales/Outbound>>Credit Limit Override Inquiry or Inquiry>>Cinch Sales>>Credit Limit Override Inquiry)

1. Select the Range to restrict records to be displayed.
   • • • • Date
         • User
   • Customer
2. Credit Limit Warning overrides by the user will be displayed in the Credit Limit Override Inquiry. Warnings from the following windows will be recorded:
   • • • • Sales Contract Entry
         • Load Order Entry
         • Load Generator
         • Sales Order Entry
         • Counter Sales Entry
         • Bookings
   • Invoice Maintenance
3. The system basically creates a snapshot of the customer's credit and A/R status at the time the message was overridden.
   • Password Created, tracks the user that created the One Time Password.
4. Export button allows the user to export the displayed records to Excel.

Customer Balance Inquiry

Customer Balance Inquiry

D2HML|C1H ManualThis inquiry provides the user with the ability to determine a payoff dollar amount based on user selected transaction sources and available discounts/credit.

1. Open the Customer Balance Inquiry window.

(Inquiry>>Cinch Sales>>Customer Balance)

1. Enter or select a Customer Number.
2. The system will display the Credit Limit Information, the Deferred Date – Dollar Amount, Sales Document Source totals, and Available Discounts and Credits for the customer number entered.
3. Enter a Deferred Date. Invoices with a Due Date past this date will be considered deferred.
4. Select or unselect the amounts to include in the payoff amount.

 Sales Document Sources

• • Receivable Debit Balance – Displays all posted non deferred document totals for the selected customer.
  • Finance Charges – Displays the Finance Charges for the selected customer. If selected will be included in the Selected Payoff Amount. If not selected, will not be included in the Selected Payoff Amount
  • Un-Posted Sales – Displays the dollar amount of un-posted sales documents for the selected customer. I.e. invoices, counter sales, returns, etc.
    • Note this amount may not match the Customer Payment Summary Inquiry Unposted Sales since the Customer Payment Summary Inquiry, Unposted Sales does not consider the Cinch Invoices, Orders and Returns.
  • Un-Invoiced Shipments – Displays the dollar amount of Un-Invoiced Shipments for the selected customer.

If Un-Invoiced Shipments are included in the Debit calculation, and they contain un-priced line items, a message box will appear. The user can cancel or include the dollar amount of un-invoiced shipments

• • Open Order – Displays the dollar amount of Open Orders for the selected customer.
  • Open Bookings – Displays the dollar amount of Open Booking documents for the selected customer.
  • Deferred Documents – Displays the dollar amount of Deferred Documents for the selected customer.
  • Total Calculated Debit – Displays the sum of all Sales Documents for the selected customer

Available Discounts and Credits

• • Discount Available Balance as of - Allows the user to take advantage of or limit the discount amount(s) the customer will receive depending on the date the customer says he/she will pay.
  • Receivable Credit Balance - Displays the dollar amount of the selected customer's receivable credit balance.
  • Discount Available AR – Displays the dollar amount of the selected customer's posted deferred sales discount amount and will only display an amount if the Deferred Document checkbox is selected in the Sales Document Sources column.
  • Discount Available Un-Posted Sales – Displays the dollar amount of the selected customer's un-posted sales discount amount.
  • Discount Available Orders – Displays the dollar amount of the selected customer's order discount amount.
  • Prepayment Available Amount – Displays the dollar amount of the selected customer's remaining prepaid amount.
  • Total Calculated Credit – Displays the sum of all the Available Discounts and Credits for the selected customer. This total does not include discounts taken on Bookings or Returns until the Booking either becomes an order/invoice and the Return is posted.

1. Use the expansion button next to the Discount Available AR total to open the Deferred Discounts window.

This window will populate if the customers deferred documents are using tiered payment terms.

1. The Selected Payoff Amount displays the difference between Sales Document Sources and the Available Discounts/Credits.
2. Select the Payment Inquiry button to open the Customer Payment Summary Inquiry window.

Customer Summary Inquiry List

Customer Summary Inquiry List

D2HML|C1H ManualThis inquiry allows the user to view sales information about customers or vendors, including invoices and prepay. It also provides the ability to determine a payoff dollar amount based on user selected Transaction Sources and available Cash Discounts/Credit.

1. Open the Customer Summary Inquiry List window.

(Inquiry>>Cinch Sales>>Customer Summary)

1. Choose to view Customer or Vendor information. Select the person to view information for.
   • The expansion arrow next to the Grain Supplier/Customer is a new drop list with the following options:
     • Customer, when selected opens the Customer Maintenance window.
     • Grain Supplier, when selected opens the Vendor Maintenance window.
   • The Visual icon will display if the selected Grower has unexpired Liens on any commodity.
     • Clicking the icon will open the Vendor Extension Maintenance allowing user to edit or view the assigned Liens.
2. Select the Qty Decimal Precision List to set the decimal precision on a scale of 0 to 5 decimals to be displayed.
3. Choose the display restrictions:
   • The Position checkbox, when selected will display the Customer's open Grain Position.
   • The Grain checkbox, when selected, will display the customer's contract, grain bank and storage information.
   • The Sales checkbox, when selected, will display the open sales transactions by Cinch document type.
4. The left side will display a tree view sorted by the display restriction, then by commodity, then by transaction type. Drill down as far as needed and click to see specific details in the scrolling window.
5. Only Open transactions will be displayed.
6. Print provides a report drop down list with the following reports:
   • The Summary Inquiry Report, which provides a listing of all the customer's open grain contracts and open storage assembly sheets.
   • The Customer Grain Status Report, which provides the customer a summary of what grain they have in the elevator.
     • The report is sorted by Customer, then Commodity, then Branch.
     • The report will be subtotaled, one line per branch per commodity and totaled by commodity.
   • The Customer Grain Summary Report, which provides the customer with a listing of what grain they have in the elevator. This report is divided into two parts, the first part displays the grain that has been delivered and the second part lists the grain that is contracted and yet to be delivered.
     • The report is sorted by Commodity, Branch, Contract Number and Delivery Date.
     • The following defines what is included in each column:
       • Unapplied – Tickets that are not applied to an assembly.
       • Open Storage – Tickets applied to Storage Disposition types less any quantity on an open Warehouse Receipt.
       • Warehouse Receipts – the total of open Warehouse Receipts.
       • Grain Bank - Tickets applied to Grain Bank Disposition types.
       • Hold – Tickets applied to Disposition ID's defined in the Customer Summary Inquiry Setup. Any quantities in this column will not be duplicated in another column. Care should be taken to properly setup Disposition ID's to avoid confusion on the "position" of the grain.
       • Unpriced – Tickets applied to Assemblies 1) with a purchase disposition with no contract on the assembly sheet and 2) where the Contract Price record has not been priced, i.e. Price Later, Basis and Futures Fixed.
       • Deferred – Tickets applied to an Assembly where the Settlement has been marked as deferred and posted.
       • Unpaid – Tickets applied to Assemblies that have been Priced but not Paid. Priced quantities will remain in this column until the check has been posted, with the exception of when the report is generated at the same time as when the check is printed.
         • If there are pending Settlements it will be noted on the report and these transactions will be included in the unpaid column.

Field History Inquiry

Field History InquiryD2HML|C1H Manual

This inquiry allows the user to view farm/field information for transaction that have been posted.

1. Open the Field History Inquiry window.

(Inquiry>>Cinch Sales>>Field History Inquiry)

1. Enter or select a Customer. If there is a customer/vendor link the linked Supplier/Vendor will default.
2. Enter or select a Supplier/Vendor. If there is a customer/vendor link the linked Customer will default.

In order for information to be displayed a farm, field and a crop year must be selected and only transactions that have a farm, field and a crop year entered will be displayed. If a crop zone was entered on a transaction then the crop zone must also be selected in order for it to also be displayed.

1. The Farm drop down list will be filled once the customer is selected and will fill with all valid fields associated with the customer / vendor.
2. The Field drop down list will be filled, once a farm is selected, with all of the fields for that farm.
3. The Crop Year drop down list will be filled, once the customer is selected, with all active crop years.

For the crop year to default, select a crop year in the Branch Maintenance window. For more information on the Branch Maintenance window please see the CINCH Sales/Seed System Manual.

1. The Crop Zone drop down list will be filled, once the crop year is selected, with all crop zones for the selected field and crop year.
2. Select the Redisplay button to view all transaction history with the above restrictions.

The Crop field in the scrolling window will display the crop associated with the transaction. If the transaction was manually entered it will display what was entered for the crop in the Field History Entry window. If the transaction originated from CINCH sales documents this will be the Crop information associated with the crop zone, if crop zones are not being used this field will be blank.

Inventory Transaction Inquiry

Inventory Transaction Inquiry

D2HML|C1H ManualThis inquiry allows the user to view information about inventory transactions originating in the following CINCH or Microsoft Dynamics GP transactions:
 CINCH: Sales/Seed: Branch Transfer
 CINCH: Sales/Seed: Invoice or Counter Sales
 CINCH: Grain: Sales Invoicing/Load Shipments
 CINCH: Grain: Inbound Scale Ticket
 CINCH: Process Manufacturing
 Microsoft Dynamics GP: Inventory Control
 Microsoft Dynamics GP: SOP
 Microsoft Dynamics GP: POP

1. Open the Inventory Trx Inquiry window.

(Inquiry>>Cinch Sales>>Item Transaction Inquiry)

1. Enter or select an item number.
2. Determine which transaction records to view. Select a range of records based on any of the following record attributes.

To see all item records – Mark All.
To see a specific range of records – Mark From. Select a type of document range – such as document number, document type, CINCH module, Microsoft Dynamics GP module, site id, or reference number – and then select the beginning and ending values for the range.

1. Specify a document date range to restrict information. Select to view all documents or mark From and then select the beginning and ending dates for the range.
2. In Transit Site from the Bulk Transfer User Setup screen but can be changed.
3. Review information in the scrolling window by selecting the Redisplay button.
4. To view more detailed information about a transaction, select the transaction and click the Number label to open another window.

Refer to the table for information about which window will open, based on the transaction type.

1. For transactions that reduce inventory click the Costing button to open Cost Allocation Inquiry window. The cost layers associated to the selected transaction are displayed.

• • Vendor/Customer Name, Bill of Lading Number will be populated for inbound tickets only.
  • Load Number will be populated for Invoices and Direct Ship Inbound Tickets.

1. Choose File >> Print or select the print icon to print the Item Transaction Inquiry Report.
2. When finished viewing information, close the windows.

Lot Analysis Inquiry List

Lot Analysis Inquiry List

D2HML|C1H ManualThe Lot Analysis Inquiry List window can be used to view all lot analysis information in the system.

1. Open the Lot Analysis Inquiry List window.

(Inquiry>>Cinch Seed>>Lot Analysis Inquiry)

1. Select the Range criteria to search for.
2. Choose Redisplay to view the schedules that match the criteria.
3. Click the Lot Trx Inquiry button to display the Lot Transaction Inquiry List window.
4. Click the Lot Analysis Inquiry button to display the Lot Analysis Inquiry window.

Lot Transactions Inquiry List

Lot Transactions Inquiry List

D2HML|C1H ManualThe Lot Transactions Inquiry List window can be used to view any transactions in the system that has used lot numbered items.

1. Open the Lot Transactions Inquiry List window.

(Inquiry>>Cinch Seed>>Lot Transactions)

1. Select the range criteria to search for.
2. Choose to Include IV, POP or SOP Transactions. All will be marked by default.
3. Choose Redisplay to view the transactions.

Prepay Cash Receipts Inquiry

Prepay Cash Receipts Inquiry

D2HML|C1H ManualThe Prepay Cash Receipts Inquiry window can be used to view information about prepays entered in the system.

1. Open the Prepay Cash Receipts Inquiry window.

(Inquiry>>Cinch Sales>>Prepay Receipts)

1. Select the Range criteria to search for.
2. Choose to Include Item, Prepay Class, Product, Open, Deposit, and/or Document type prepay cash receipts. All of them will be marked by default.
3. Choose Redisplay to fill the scrolling window with receipts that match the range options.
4. The Type expansion button opens the Prepay Cash Receipts Zoom.

• • The Prepay Total field displays the total amount of prepay received for the type plus any additional value given at the time of the Prepay Cash Receipt.
  • The Prepay Remaining field displays the amount of prepay that is available to be applied to the document. This is calculated by subtracting the allocated and consumed from the prepay total.
  • The Prepay Qty Remaining is calculated by taking the remaining dollars, deducting any applicable taxes and dividing by the price and will be displayed in the items base UOM.
  • Tank ID is populated if a Tank is associated to the Prepay.
  • The Long Short Document type and number determine are populated if they were defined when the Prepay Receipt was created. They determine where the document values are to be included on the Item Long Short Inquiry
  • If the Prepay is the result of a Prepay Transfer, Transfer checkbox (T) will be marked and drillback on the T will open the Prepay Transfer Inquiry.
  • Select Print to Print the Prepay Cash Receipt Reprint report.

1. The Consumed expansion button opens the Prepay Applied Inquiry to display the applied document(s). Drillback on the applied document will open the document type inquiry window.
2. The Qty Remaining column will display quantity remaining for the prepay, in the items base UOM.
3. Start Date is the earliest date that the prepayment will be valid.
4. End Date, the latest date that the prepayment will be valid.
5. The Total Qty Remaining field will only be visible when range is for a single Item Number or a single Product restriction.
6. Total Remaining represents the total amount open for the Prepay Cash Receipts.

Sales Inquiry

Sales Inquiry

D2HML|C1H ManualThis inquiry allows the user to view an original invoice. The Sales Inquiry window is only available via a drill from the following windows:
FMM Integration Reconcile. Open (Microsoft Dynamics GP >> Tools >> Utilities >> Cinch Sales >> FMM Integration Reconcile). Click the Invoice drill down.
Sales Order Processing Document Inquiry. Open (Inquiry>>Cinch Sales>>Sales Documents). Click the Document Number drill down.

1. Choose the Print button to select the report to print.
   • Packing List
   • Packing Ticket
   • Receipt
   • Bill of Lading
   • PTD
   • Final Invoice Detail
   • Sales Settlement Sheet, when selected the Settlement Sheet Detail will be printed for shipments associated to the invoice.
2. The Drop Ship checkbox indicates a Drop Ship Invoice.
3. From the line detail, drill back on the Additional Info expansion button to access the Additional Line Information Inquiry.

• Purchase Order Number displays the Drop Ship PO number associated to the line.
• Partner PO Line displays the line number from either the CIDX Sales Order Import XML file used to create the order or the selected Drop Ship PO associated to the line.
• Partner Item displays the partner item number from the CIDX Sales Order Import XML file used to create the order.
• Description displays the partner item description from the CIDX Sales Order Import XML file used to create the order.
• Denaturant Percent is used to assist in tracking RIN information. Field will only be populated if the transaction originated from a bulk shipment and the selected item is setup (Item RIN Setup) to default RINs Transferred Qty.
• Denaturant Qty is used to assist in tracking RIN information. Field will only be populated if the transaction originated from a bulk shipment and the selected item is setup (Item RIN Setup) to default RINs Transferred Qty.
• RIN's Transferred Qty, is used to assist in tracking RIN information. Field will only be populated if the transaction originated from a bulk shipment and the selected item is setup (Item RIN Setup) to default RINs Transferred Qty.
• Price Doc Type is an informational field from Cresco displaying the document type used Price the shipment.
• Price Doc Number is an informational field from Cresco displaying the document number used to Price the shipment.
• Cresco Invoice ID is the Cresco Invoice ID that was imported on the shipment.

1. Choose the Email icon to select the report to email.
   • Icon will be active if the Customer has email defined based on the document type in the Customer's Cinch Customer E-mail Options window.
   • When selected and the user selects Packing List, Picking Ticket, Receipt or Settlement Sheet, the selected report will be emailed.
     • Depending on how the Cinch Customer E-mail Options is setup, e-mail addresses will be determined one of two ways:
       • If Email Address Based On Doc Type, Enabled checkbox is marked and Sales Invoices is marked, addresses will be based on the addresses selected within the Email Address Based On Doc Type window.
         • If there are no addresses selected within the Email Address Based On Doc Type window then the system will behave the same as if the Disabled checkbox is marked.
       • If Email Address Based On Doc Type, Disabled checkbox is marked and Sales Invoice is marked, addresses will be determined based on the document Bill To address.
     • If no email exists a Send Document Error window will be displayed stating that an e-mail address could not be found. The user will then be given the opportunity to print the report based on the users default report destination settings.

Sales Batch Inquiry List

Sales Batch Inquiry List

D2HML|C1H ManualThe Sales Batch Inquiry List window allows the user to view open CINCH Sales transactions and which Batch they are in.

1. Open the Sales Batch Inquiry List window.

(Inquiry>>Cinch Sales>>Sales Batch Inquiry).

2.Select a Sales Document From and To, to view only certain sales documents.
3.Choose Redisplay to fill the scrolling window. Drill back on each transaction type to open the originating window (Counter Sales, Sales Order Entry, etc.).
4.Choose OK to close the window.

Sales Contract Inquiry

Sales Contract Inquiry

D2HML|C1H ManualThis inquiry allows the user to view information about contracts entered in the system.

1. Open the Sales Contract Inquiry window.

(Inquiry>>Cinch Sales>>Contract Inquiry)

1. Choose the Range criteria to search for. Choose from Contract, Contract Type, Customer, Item, Delivery Date, Contract Date or Item Class.
2. Choose to Include Open and/or Closed Sales Contracts. It will default to include Open contracts.
3. Mark the Negative Remaining checkbox to display Sales Contracts that have a negative Remaining Qty.
4. Choose the expansion button next to the Range drop down list to open the Current Restrictions window to display the selected range restrictions used to filter the displayed data.

1. Hit Redisplay to show the selected range in the scrolling window.
2. Within the line detail:
   • The Del/Cancel/IT field includes Delivered, Canceled and In Transit quantity.
   • In Transit quantity will include origination quantities from all shipments assigned to the contract and have not had destination weights entered or been invoiced.
   • Delivered quantity will include shipment quantities that have had destination weights entered or have been invoiced.
3. Choose the expansion button next to Contract to zoom back to the Sales Contract Inquiry zoom window to show more details about a specific contract.

If Ordered/Invoiced quantities displayed are from FMS, the Sales Order drill back will open the FMS integrate.


The FMS Contract Number will display on the Sales Contract Inquiry Zoom if FMM is installed and the contract was created from the FMM Integration.

Sales Contract Quantity Inquiry

Sales Contract Quantity Inquiry

D2HML|C1H ManualThis inquiry allows the user to see contract quantities in a more detailed view.

1. Open the Sales Contract Quantity Inquiry window.

(Inquiry>>Cinch Sales>>Sales Contract Quantity Inquiry)

1. Choose the Range criteria to search. Choose from Contract, Contract Type, Customer, Item, Delivery Date, Contract Date or Item Class.
2. Choose to Include Open and/or Closed Sales Contracts. It will default to include Open contracts.
3. Choose the Negative Remaining checkbox to include contracts with negative remaining amounts.
4. Select the Load Shipments button to view the Load Shipment Inquiry for the selected contract.
5. Select the Sales Order button to view the Sales Detail Inquiry List for the selected contract.
6. Select the Sales Invoices button to view the Sales Detail Inquiry List for the selected contract.
7. Scrolling window will display the following quantities:
   • Net Qty is the Contract Qty.
   • Del/Canceled is the net quantity of Shipments (posted or unposted), Invoices, and Counter Sales plus any cancelled quantities.
   • Remaining Qty will equal the Net Qty subtracted from the Del/Canceled Qty.
   • Ord Not Shpd is the total quantity of created Load Orders that have not been shipped yet.
   • Remain To Order will equal the Remaining Qty subtracted from the Ord Not Shpd Qty.
   • Shpd Not Invcd will equal the net of Posted Bulk Shipments, Posted Grain Shipments, and Counter Sales.
   • Invoiced Qty is the total Invoices (unposted or posted).
   • The expanded view in the scrolling window will contain the Total Ordered Qty.
8. Choose the expansion button next to the Range drop down list to open the Current Restrictions window to display the selected range restrictions used to filter the displayed data.
9. Choose the Contract expansion button to open the Sales Contract Inquiry zoom window to show more details about a specific contract.
10. Choosing the Del/Canceled expansion button has the following options:
    • Delivered Inquiry
    • Cancelled Inquiry
11. OK, when selected, will close the window.
12. Clear, when selected, will clear the window.
13. Redisplay, when selected, will refresh the scrolling window based on selected restrictions.
14. Export, when selected, will export the displayed records to Excel.

D2HML|C1H Manual Sales Contract Amendment Inquiry

Sales Contract Amendment Inquiry

D2HML|C1H ManualSales Contract Amendment Inquiry allows the user to see sales contracts that have been amended and the amended versions of a contract. The user is allowed to drill down on a particular version to see the details of the contract for the selected version.

1. Open Sales Contract Amendment Inquiry.

(Inquiry>Cinch Grain>Sales/Outbound>Sales Contract Amendment Inquiry)

1. Range Restrictions are:
   • Contract
   • Contract Type
   • Customer
   • Item
   • Amendment User
   • Amendment Date
2. Redisplay will display Amended Contracts that meet the restriction criteria.
3. Scrolling window displays the Amended Contract and Amended Version number.
   • Version number will increment from 1 – Cur (current). This will allow the user to select the particular version to view
4. Contract Expansion allows the user to open the Sales Contract Amendment Inquiry Zoom or the Sales Contract Inquiry Zoom.
5. Select the User Defined button to open the Sales Contract User Defined Inquiry window.

1. OK, when selected will close the window.
2. Clear, when selected will clear the window and the selected restrictions.
3. Redisplay, when selected will update the scrolling window based on the selected restrictions.
4. Export button, when selected the displayed records will be exported to Excel.

Sales Contract Amendment Inquiry Zoom

Sales Contract Amendment Inquiry Zoom

D2HML|C1H ManualSales Contract Amendment Inquiry Zoom allows a user to see a specific version of a contract amendment.

1. Open Sales Contract Amendment Inquiry Zoom.

(Inquiry>Cinch Grain>Sales/Outbound>Sales Contract Amendment Inquiry: Contract Expansion)

1. Version number will be incremented from 1 to xx as changes are made with the effective version labeled as Cur (current). This will allow the user to view the contract states with each amendment. 1 to xx represents the contract in the original state. Cur represents the current state of the contract.
2. Amendment Options button is a drop down list containing:
   • View Amend Fees – when selected the Amendment Fee Inquiry window opens allowing the user to view the invoice fees and Invoice Number associated to the contract version.
   • View Log and Amendment – when selected the Contract Log Inquiry window opens allowing the user to view the log of edits and explanations associated contract version.

Sales Detail Inquiry List

Sales Detail Inquiry List

D2HML|C1H ManualThis inquiry allows the user to view information about all types of sales documents in the system.

1. Open the Sales Detail Inquiry List window.

(Inquiry>>Cinch Sales>>Sales Detail Inquiry)

1. Select the Range Criteria to search for.
2. Select to Include Work or History documents. Work will be marked by default.
3. Select the Replant Restriction, options are:
   • Exclude RePlants when selected, transactions marked as replant will not be included in the display.
   • Exclude RePlants when selected, transactions marked as replant will not be included in the display.
4. Choose Redisplay to view the desired documents.
   • The Drop Ship checkbox when marked indicates a Drop Ship Invoice.

Sales History Inquiry

Sales History Inquiry

D2HML|C1H ManualThis section allows the user to view sales history documents. The Sales History Inquiry window is available via a drill from the Sales Order Processing Document Inquiry window.

1. Open the Sales Order Processing Document Inquiry window.

(Inquiry>>Cinch Sales>>Sales Document)
Set the Include option to History, then select the Document Number drill down.

1. This window will allow the user to reprint the Historical Receipts, PTD, Haz Mat, Final Invoice and Sales Settlement Sheet reports.
   • When selected the Settlement Sheet Detail will be printed for shipments associated to the invoice.
2. The Drop Ship checkbox indicates a Drop Ship Invoice.
3. From the line detail, drill back on the Additional Info expansion button to access the Additional Line Information Inquiry.

• • Purchase Order Number displays the Drop Ship PO number associated to the line.
  • Partner PO Line displays the line number from either the CIDX Sales Order Import XML file used to create the order or the selected Drop Ship PO associated to the line.
  • Partner Item displays the partner item number from the CIDX Sales Order Import XML file used to create the order.
  • Description displays the partner item description from the CIDX Sales Order Import XML file used to create the order.
  • Denaturant Percent is used to assist in tracking RIN information. Field will only be populated if the transaction originated from a bulk shipment and the selected item is setup (Item RIN Setup) to default RINs Transferred Qty.
  • Denaturant Qty is used to assist in tracking RIN information. Field will only be populated if the transaction originated from a bulk shipment and the selected item is setup (Item RIN Setup) to default RINs Transferred Qty.
  • RIN's Transferred Qty, is used to assist in tracking RIN information. Field will only be populated if the transaction originated from a bulk shipment and the selected item is setup (Item RIN Setup) to default RINs Transferred Qty.
  • Price Doc Type is an informational field from Cresco displaying the document type used Price the shipment.
  • Price Doc Number is an informational field from Cresco displaying the document number used to Price the shipment.
  • Cresco Invoice ID is the Cresco Invoice ID that was imported on the shipment.

1. Click Costing button to open Cost Allocation Inquiry.

• • If the cost layer was created by the posting of a Cinch Inbound Ticket the Vendor, Ticket and Contract will be displayed.
    • If a Ticket is linked to multiple contracts only the first contract will be displayed. Further detail is available via a drill down to the ticket will display the all of the contracts used.

1. Choose the icon to select the report to email.
   • Icon will be active if the Customer has email defined based on the document type in the Customer's Cinch Customer E-mail Options window.
   • When selected and the user selects Receipt or Sales Settlement Sheet, the selected report will be emailed.
     • Depending on how the Cinch Customer E-mail Options is setup, e-mail addresses will be determined one of two ways:
       • If Email Address Based On Doc Type, Enabled checkbox is marked and Sales Invoices is marked, addresses will be based on the addresses selected within the Email Address Based On Doc Type window.
         • If there are no addresses selected within the Email Address Based On Doc Type window then the system will behave the same as if the Disabled checkbox is marked.
       • If Email Address Based On Doc Type, Disabled checkbox is marked and Sales Invoice is marked, addresses will be determined based on the document Bill To address.
     • If no email exists a Send Document Error window will be displayed stating that an e-mail address could not be found. The user will then be given the opportunity to print the report based on the users default report destination settings.

Sales Order Processing Document Inquiry

Sales Order Processing Document Inquiry

D2HML|C1H ManualThis inquiry allows the user to view information about all types of sales document.

1. Open the Sales Order Processing Document Inquiry window.

(Inquiry>>Cinch Sales>>Sales Documents)

1. The window will automatically be filled with all unposted sales transaction in the system.
2. Select the Range criteria to search for.
3. Check to Include Unposted or History transactions. Unposted will be marked by default.
4. Choose Redisplay to view the desired documents.
5. Use the following drill downs to further review the documents:

Document Number – Opens the Sales Inquiry window, a CINCH window.
Customer ID – Opens the Customer Inquiry window, a Microsoft Dynamics GP window.
 Document Status – Opens a Microsoft Dynamics GP window when a fulfillment order/invoice is selected.

Schedule Inquiry List

Schedule Inquiry List

D2HML|C1H ManualThe Schedule Inquiry List can be used to view all of the shipment schedules currently in the system.

1. Open the Schedule Inquiry List window.

(Inquiry>>Cinch Sales>>Schedule Inquiry)

1. Choose to restrict by Item or Product.
2. Select the Range criteria to search for.
3. Choose Redisplay to view the schedules that match the criteria.

XML Export Inquiry

XML Export InquiryD2HML|C1H Manual

This section allows the user to view transmissions that have previously taken place.

1. Open the XML Export Inquiry window.

(Inquiry>>Cinch Sales>>Export Inquiry)

1. Enter or select a Transmit Number.
2. The system will fill the fields and the user will be able to view each transaction that was included in the transmit number.

Inventory Sales Position Report

Inventory Sales Position Report

D2HML|C1H ManualThis section allows the user to view available and committed inventory balances per item or product.

1. Open the Inventory Sales Position Report window.

(Inquiry>>Cinch Sales>>Inventory Sales Position Report)

1. Select the Range criteria to search for.
2. Mark Suppress Zero Qty checkbox to not include branches/sites that do not have any activity.
3. Choose Redisplay to view the documents that match the criteria.
4. Prepay Errors prompt will appear in the header section of the scrolling window when:
   • View by Item, if an Item Prepay exists that does not have a price for the Item.
   • View by Product, if a Product Prepay exists that does not have a price for the Product.
   • Clicking the Prepay Errors prompt will open the Un-Priced Product/Item Prepay Records window.

• • • The Prepay Number, Item or Product, and the Location will be displayed for the records that do not have prices.
    • The Prepay Number expansion button will open the Prepay Cash Receipts Zoom for the select Prepay Number.

1. Select Print to print the position report.
2. The Committed to Sales Contracts amount will only display Sales Contracts if the Branch Maintenance Main Inventory Site ID is setup.

Number System Inquiry

Number System Inquiry

D2HML|C1H ManualThis section allows the user to view document numbers per module.

1. Open the Number System Inquiry window.

(Inquiry>>Cinch Sales>>Document Numbers)

1. Enter or select a Module.
2. Choose Redisplay to view the documents that match the criteria.

Freight Inquiry List

Freight Inquiry List

D2HML|C1H ManualThis section allows the user to view freight charges that exist in the CINCH system.

1. Open the Freight Inquiry List window.

(Inquiry>>Cinch Sales>>Freight Inquiry)

1. Select the Range criteria to search for.
2. Choose Redisplay to view the documents that match the criteria.

Shipment Invoicing Inquiry

Shipment Invoicing Inquiry

D2HML|C1H ManualThis section allows the user to view transactions that have been imported from the Petroleum File Import window, AgWorks, or CINCH Shipments.

1. Open the Freight Inquiry List window.

(Inquiry>>Cinch Sales>>Sales Shipments)

1. Select the Range criteria to search for.
2. Choose Redisplay to view the documents that match the criteria.

Item Long Short Inquiry

Item Long Short Inquiry

D2HML|C1H ManualThis section is used to calculate an items quantity position or currency margin for current and future periods.

1. Open the Item Long Short Inquiry window.

(Inquiry>>Cinch Sales>>Item Long Short Inquiry)

1. Report ID Lookup is a drop down list with the following options:
   • Saved when selected will open the Long Short lookup window that shows a list of saved snap shots.
   • New when selected will open the Report ID lookup.
2. Select a valid Report ID and the screen will display the current position.
3. Report Description will default from the selected Report ID.
4. Date:
   • For a saved snapshot this is the date the snap shot was created.
   • For a new snapshot this is the current date the Report ID is selected.
5. Time:
   • For a saved snapshot this is the time the snap shot was created.
   • For a new snapshot this is the current time the Report ID is selected.
6. Quantity/Currency radio button determines what values will display in the list view.
   • Quantity is the default setting.
   • Currency, when selected will generate the report by Weighted Average Price/Cost per unit of measure.
     • If no price exists on the sales document, that transaction will be ignored when determining the Weighted Average Price.
     • If no cost exists on the purchase document, that transaction will be ignored when determining the Weighted Average Cost.
7. Starting Period/Year is a drop down list filled with the list of column description defined in the report setup window.
   • Period will default to the current period based off the user date.
   • Year default to the current year based off the user date. If the period covers two years the year of the starting year will be used.
8. Suppress Zero Qty checkbox, when marked the branches and items that have no activity will be suppressed. By default the checkbox is marked.
9. Details button is a drop down list that will list all of the columns in the list view that can be used to open the inquiry windows for the selected category.
10. Tree View:
    • The tree view will list all the Items/Groups associated with the selected Report ID.
      • If this is a historical snap shot it will display the items and groups associated at the time it was created.
    • For each Item/Group the tree can be expanded to see all the branches.
      • There will an additional line in the branch section of "*UNASSIGNED* that will be used to place any transactions for sites that are not associated to a branch.
    • When an Item/Group is selected the list view will display the values for the overall item/group in the list view.
    • When the item is expanded and a branch is selected the list view will show only values associated for the item and branch combination.
11. List View:
    • The list view will contain quantity or currency information on an item or item branch combination for the following categories. Included categories are based on the setup of the selected Report ID:
      • On Hand:
        • Dynamics GP Inventory On Hand adjusted for Transactions in process including.
          • Unposted Purchase Receipts if on a purchase order.
          • Unposted Manufacturing transactions, both Produced (added to inventory) and Consumed (subtracted from inventory).
          • Shipped not yet invoiced, from Cinch Shipment Invoicing if on a sales contract.
          • AgWorks Deliveries not yet pulled into Cinch Shipment Invoicing.
          • Invoiced not yet posted, including Invoices and Returns.
          • Unposted Inventory Adjustments.
        • Drill back opens Inventory On Hand Inquiry List window that displays the details for the calculations on the Item Long Short for the inventory on hand line for a specific period.

• • • • • Report ID Being Viewed default from the Item Long Short Inquiry.
          • Date and Time if this is a new report this is the date/time the report was selected.
          • Date and Time if this is a saved report this is the date and time the snap shot was created.
        • The top scrolling window lists the detail records for the selected position type.
          • Export will export the displayed records into Excel.
          • Redisplay will refresh the top list view to what it was when the window was first opened.
          • Details button is used to drill back to the originating document shown in the list view, if possible. Drill back is not allowed on a saved report.
    • Purchase Orders:
      • Position Quantity is quantity remaining to ship.
        • Cancelled quantity and shipped quantity (both posted and unposted) reduce the quantity.
      • Drill back opens Purchase Order Inquiry List window that displays the details for the calculations on the Item Long short for the purchase orders line for a specific period.
    • Purchase Contracts:
      • Position quantity:
        • In the contract quantity less delivered and cancelled quantities.
          • Posted and unposted contracts are included regardless of the pricing components.
        • If a contract is closed or settled, the contract is NOT included in the Position.
      • Hedge Items on the contract or on the Item Extensions/Hedge Items will not be used.
      • Drill back opens Purchase Contract Inquiry List window that displays the details for the calculations on the Item Long short for the purchase contract line for a specific period.
    • Total Available is a calculated field (Inventory + Purchase Orders + Purchase Contracts).
    • Sales Orders:
      • Cinch/Dynamics GP Sales Orders Position Date is based on the Sales Orders Requested Ship Date.
      • Position Quantity:
        • Ordered quantity less previously shipped less Prepay applied (item or deposit).
          • Example, if an order for 100 units has previously shipped and invoiced 60 units and has 10 units of item prepay applied to it, the system will only position a quantity of 30.
          • System will determine the number of units that are prepaid by:
            • Item prepay, divide prepay applied by price.
            • Deposit prepay, prepay applied divided by deposit amount per item applied.
      • Drill back opens Sales Order Inquiry List window that displays the details for the calculations on the Item Long short for the sales order line for a specific period.
    • Sales Contracts:
      • Position Quantity:
        • In the sales contract quantity less delivered and cancelled quantity.
          • Posted and unposted contracts are included regardless of the pricing components.
        • If contract is closed or settled, the contract is NOT included in the Position.
      • Hedge Items on the contract or on the Item Extensions/Hedge Items will not be used.
      • Drill back opens Sales Contract Inquiry List window that displays the details for the calculations on the Item Long short for the sales contract line for a specific period.
    • Bookings:
      • Based on Item Long Short Setup:
        • If only AgWorks Bookings is marked the row description will read AgWorks Bookings.
        • If only Cinch Bookings is marked the row description will read Cinch Bookings.
        • If both Cinch Bookings and AgWorks bookings are marked the row description will be Cinch/AgWorks Bookings.
      • AgWorks Bookings:
        • Position Date, if a booking expires before the starting date of the position inquiry, the system will NOT include that booking in the position.
        • Position Quantity is Booking less Shipped quantity.
      • Cinch Bookings:
        • Position Date is the Requested Ship Date from the Cinch Booking Lines.
        • Position Quantity is Booking Quantity less Released Quantity.
      • Drill back opens Bookings Inquiry List window that displays the details for the calculations on the Item Long short for the bookings line for a specific period.
    • Prepay:
      • Position only includes Item and Deposit Prepays.
      • Position Date, is the Prepay Effective from date.
      • Position Quantity:
        • Item Prepay, system backwards calculate the quantity, Open Amount and divide by Price (as adjusted by sales tax).
        • Deposit Prepay, system uses the entire quantity that was prepaid. I.e. if taking 25% deposit prepay on 100 Tons of Fertilizer at $400/ton = $4,000 this would equal $1,000 of deposit prepay. System will Position the entire 100 tons as short.
      • Drill back opens Prepay Inquiry List window that displays the details for the calculations on the Item Long Short for the prepays line for a specific period.
    • Total Committed is a calculated filed (Sales Orders + Sales Contracts + Cinch/AgWorks Bookings + Prepay).
  • If Quantity is selected the following will be displayed.
    • Long/Short is a calculated field (Total Available – Total Committed).
    • Futures/Options:
      • Based on Item Long Short Setup:
        • If only the futures checkbox is marked the row description will say Futures.
        • If only the options checkbox is the row description will say Options.
        • If both options and futures are marked the row description will display Futures/Options
      • Future Contracts:
        • Position Date is based on Hedge Mo/Year as entered in Futures & Options Entry.
        • Quantity to Position:
          • Only posted contracts will be included.
          • System will only consider the unmatched (partially or fully) futures contracts.
          • Sales will be considered as "Short", Purchase as "Long". System will display the Net of the two.
          • Since Trades are entered as "Number of Contracts", system will look to the contract size to determine the quantity to position. (# of unmatched contracts X contract Size (full or min)).
          • Hedge Item, system will look to the Hedge items that are setup on the Item COMP to determine Hedge Item and hedge factor. Hedge items attached to the contract itself will be ignored.
      • Option Contracts:
        • Position Date is based on Hedge Mo/Year as entered in Futures & Options Entry.
        • Quantity to Position:
          • Only posted contracts will be included.
          • System will only consider the unexpired and unmatched (partially or fully) option contracts.
          • Puts and Calls can be bought and sold. The effect on the position is as follows; Put buys are considered "Short", sells are considered "Long". Call buys are considered "Long", sells are considered "Short".
          • Since Trades are entered as "Number of Contracts", system will look to the contract size to determine the quantity to position. (# of unmatched contracts X contract Size (full or min)).
          • Hedge Item, system will look to the Hedge items that are setup on the Item COMP to determine Hedge Item and hedge factor. Hedge items attached to the contract itself will be ignored.
      • Drill back opens Futures & Options Inquiry List window that displays the details for the calculations on the Item Long short for the prepays line for a specific period
    • Net Position is a calculated filed (Long/Short + Futures/Options).
    • Projection:
      • Drill back opens Item Projection Entry window for a specific period.
    • Final Net Position is a calculated field (Net Position + Projection).
  • If Currency is select the following will be displayed:
    • Est Gross Margin is a calculated field (Total Committed – Total Available).
    • Futures/Options.
  • Branch Security
    • Is not enforced at the item position level. In other words if a user only has security for Branch A, and NOT branch B or C. The user can still see the overall, region and branch position for All branches A, B, and C. However, drill backs exposing branch specific transactions (not rolled up) WILL BE restricted by Branch.
    • Dynamics GP transactions are not branch specific. As such, the system will use the Inventory Site as specified by the transaction, then use the Default Branch for that site as specified in Cinch Location Code COMP Entry.
  • Column headings for the list view will be based on the column descriptions defined in Item Long Short Setup.
    • Total, the total of the position quantities.
    • Previous, the quantity of item with dates before the start date.
    • Each column will group based on the month/day ranges defined and a new column will be created for each unique year.
    • The year will be added to the end of the column description defined in Item Long Short Setup.
  • Unit of Measure, will display quantities based on the Item/Group selected on Item Long Short Setup.
  • Hedge Item/Hedge Factor, the system positions a transaction for an item, the Hedge Item Entry will be used to determine the item and the quantity of that item to use in the position. For example: an item of 10-10-10 fertilizer may be setup in the system as a Stock blend. The Hedge items might be: Urea 26%, Dap 43% and Potash 32%. When positioning 100 Tons of 10-10-10 system will position it as 26 tons Urea, 43 Tons DAP, and 32 Tons Potash.

1. Save button when selected save the current snap shot being displayed so that it can be viewed again at a later time.
2. Clear button when selected reset the screen to view another report inquiry.
3. Delete button when selected will remove the snap shot being displayed.
   • This will only be available when an existing snap shot is being viewed.
4. Redisplay will refill the list view.
5. Export button is a drop list with the following options:
   • Item Detail when selected will export the contents of the list view for the selected item to Excel.
   • Item Summary when selected will export each item and period as displayed in the list view to Excel.
   • Item Branch Summary when selected will export each item and branch combination to Excel.
6. Print button is a drop down list with the following options:
   • Item Detail when selected will print a report displaying the details as displayed on the screen for the selected item or item branch.
     • Report will include Item, Previous, Total, 8 period columns and a Future column, if needed that includes the total of additional periods.
     • When displaying Quantity, decimal precession on the quantity report is zero regardless of the Item Long Short Setup.
     • When displaying Currency, decimal precession on the currency report is two regardless of the Item Long Short Setup.
   • Item Summary when selected will print a report listing one line for all the items displaying the Final Net Position numbers.
     • Report will include Item, Previous, Total, 8 period columns and a Future column, if needed that includes the total of additional periods.
     • When displaying Quantity decimal precession on the quantity report is zero regardless of the Item Long Short Setup.
     • When displaying Currency decimal precession on the currency report is two regardless of the Item Long Short Setup.
   • Item Branch Summary when selected will print a report displaying a line for each Item and Branch combination.
     • Report will include Item, Previous, Total, 8 period columns and a Future column, if needed that includes the total of additional periods.
     • When displaying Quantity decimal precession on the quantity report is zero regardless of the Item Long Short Setup.
     • When displaying Currency, decimal precession on the currency report is two regardless of the Item Long Short Setup.

Inventory Inquiry

Inventory Inquiry

D2HML|C1H ManualInventory Inquiry can be used to more clearly display the item inventory quantities and break out, in detail, the allocated quantities and quantities not posted.

1. Open Inventory Inquiry

(Inquiry>Cinch Sales>Inventory Inquiry)

1. Restriction fields limit the data that is displayed in the list view portion of the window:
   • Item Range, enter the From Item and To Item.
   • Results to Return, defaults to 256, limits the number of results that are displayed in the list view of the window.
   • Zero Quantities, when checked, allows the user to show results with zero quantities.
   • Quantity Unit of Measure to Display, determines the unit of measure that is used when displaying quantities in the results view. The selling unit of measure is the default option but it can be changed to the base unit of measure.
   • Branch defaults to the user's branch but can be changed.
2. Details to Display controls how the quantities for items are summarized and displayed.
   • Item, one column summarizes all lot and site quantities per item. Any lot tracked items that have quantities not assigned will be included in the summarization.
   • Site, columns will display depending on what has been selected within the Branch dropdown field. Each column will summarize the quantities for each item and site combination. Any lot tracked items that have quantities not assigned will be included in the summarization.
   • Lot, columns will display depending on what has been selected within the Branch dropdown field and if the items has multiple lot numbers. Each column will summarize the quantities for each item, site and lot number combination. Any lot tracked items that have quantities not assigned to lots will not be included in this summarization.
3. List View, contains quantity information for all items matching the restriction criteria and scrolls vertically.
   • On Hand displays the quantity available plus quantity allocated for the item.
   • Un-Posted Incoming Quantities:
     • Purchase Receipts displays the total of inventory for all un-posted Purchase Receipts.
     • Scale Tickets displays the total of inventory for all scale tickets that have not been posted.
     • Mfg. Receipts displays the total of inventory for all un-posted Mfg. Receipts.
     • Returned Not Posted displays the total of inventory for all un-posted returns.
     • Sub-Total displays the total of all Un-Posted Incoming Quantities.
   • Un-Posted Outgoing Quantities:
     • Committed to Mfg. displays the total of all inventory committed to manufacturing.
     • Shipped Not Posted displays the total of all inventory (Grain and Bulk Shipments) shipped but not yet posted.
     • Shipped Posted Not Invoiced displays the total of all inventory (Grain, Bulk and Shipment Invoicing shipments) shipped and posted but not yet invoiced.
     • Counter Sales not Posted displays the total of all inventory sold via the Counter Sales Entry window but not yet posted.
     • Invoiced not posted displays the total of all inventory sold via the Invoice Maintenance window but not yet posted.
     • Sub-Total displays the total of all Un-Posted Outgoing Quantities.
   • IV Adjustments Not Posted displays the total of inventory for all un-posted inventory adjustments.
   • IV Transfers Not Posted displays the total of inventory for all un-posted inventory transfers.
   • Sub-Total displays the total of all inventory adjustment and transfers.
   • Grand Total displays the total of On Hand plus Un-Posted Incoming Quantities minus Un-Posted Outgoing Quantities plus all inventory adjustments and transfers.
   • Committed to Sales Orders displays the total of all inventory committed via the Sale Order Entry window.
4. Clear, when selected will clear the screen.
5. Redisplay, when selected will update the display based on selected criteria.
6. Print, when selected will print the Sales Inventory Position Report.
7. Export, when selected will export the results to Microsoft Excel.

Chapter 13:Reports

CINCH Sales/Seed supplies the user with several options for printing reports. A report can be printed to the printer, screen or to a file. Use the default reports that come with CINCH, or create custom reports using Report Writer or Crystal Reports.
A report can be printed in its entirety, or enter range restrictions to print only the range of information specified. Printing in CINCH is a background process—once printing has started, the user can continue with other activities, without waiting for the reports to finish printing. For example, the user could print an edit list, and then begin entering transactions in a new batch while the edit list was being printed.
Please refer to Microsoft Dynamics GP Manuals for more information on printing reports, grouping reports, and customizing reports.
This Chapter is divided into the following sections:
 Reports Available in CINCH Sales/Seed – This section allows the user to see, at a glance, the reports available within CINCH Sales/Seed.
 Prepay Reports – This section gives a brief overview of each prepay report.
 Bookings Reports – This section gives a brief overview of each Bookings report.
 Sales Reports – This section gives a brief overview of each Sales report.
 Customer Reports – This section gives a brief overview of each Customer report.
 License Reports – This section gives a brief overview of each License report.
 Sales Contract Reports – This section gives a brief overview of each Sales Contract report.
 Sales Management Reports – This section gives a brief overview of each Sales Management report.

• Receivables Credit Reports - This section gives a brief overview of each Receivables Credit reports.

 Lot Analysis Reports – This section gives a brief overview of each Lot Analysis report.
 Batch Sales Edit Reports – This section gives a brief overview of each Batch Sales Edit report.

Reports Available in CINCH Sales/Seed

This section allows the user to see, at a glance, the reports available within CINCH Sales/Seed. The following table lists the reports by narrowing it down first by Report Type then Report. The information in the sections following will give a brief overview of each report.

D2HML|C1H Manual

Sales Reports

Prepay Reports

Prepay Reports

D2HML|C1H ManualThis section explains how to print prepay reports. It also gives a brief overview of each prepay report, and how to locate each report.
It is divided into the following procedures:
 Printing Prepay Reports
 Overview/Location of all Prepay Reports

Printing Prepay Reports

1. Open the Prepay Reports window.

(Reports>>Cinch Sales>>Prepay Reports)

2.Select the Report Option to print.
3.Select the Destination for the report.
4.Enter the Report Name. The Report Name is required, and can optionally be saved to use at a later time.
5.Choose from the following report Restrictions:

• Enter an Item From and To, or leave the All Items checkbox marked.
• Enter a Product From and To, or leave the All Products checkbox marked.
• Enter a Customer From and To, or leave the All Customers checkbox marked.
• Enter a Date From and To, or leave the All Dates checkbox marked.
• Enter a Prepay Class From and To, or leave the All Prepay Classes checkbox marked.
• Select the Prepay Status
  • Posted, when selected only posted Prepay transactions will be included on the report.
  • Unposted, when selected only un-posted Prepay transactions will be included on the report.
  • Both, when selected both posted and un-posted Prepay transactions will be included on the report.
• Select Prepay Type to include when running one of the Item/Prepay reports:
  • Item
  • Deposit
  • Both

Overview/Location of all Prepay Reports

Bookings Reports

Bookings Reports

D2HML|C1H ManualThis section explains how to print bookings reports. It also gives a brief overview of each bookings report, and how to locate each report.
It is divided into the following procedures:
 Printing Bookings Reports
 Overview/Location of all Bookings Reports

Printing Bookings Reports

1.Open the Bookings Reports window.
(Reports>>Cinch Sales>>Bookings Reports)

2.Select the Report Option to print.
3.Select the Destination for the report.
4.Enter the Report Name. The Report Name is required, and can optionally be saved to use at a later time.
5.Choose a Report Sort By. Depending on the option selected, choose to sort by Customer, Document Date, Product, Site, Item, Salesperson, User Defined 1 or User Defined 2.
6.Choose from the following report Restrictions:

• Enter a Date From and To, or leave the All Dates checkbox marked.
• The Deferred Date field is not an available restriction for the Bookings reports.
• Enter a Document From and To, or leave the All Documents checkbox marked.
• Enter a Customer From and To, or leave the All Customers checkbox marked.
• Enter a Customer Class From and To, or leave the All Customer Classes checkbox marked.
• Enter an Item From and To, or leave the All Items checkbox marked.
• Enter an Item Class From and To, or leave the All Item Classes checkbox marked.
• The Product From and To fields are disabled for all Bookings Reports. All Products and Include Unspecified will be marked.
• Enter a Sales Territory From and To, or leave the All Territories checkbox marked.
• Enter a Salesperson From and To, or leave the All Salespersons checkbox marked.
• Enter a Site From and To, or leave the All Sites checkbox marked.
• Enter a User Defined 1 From and To, or leave the All User Defined 1s checkbox marked.
• Enter a User Defined 2 From and To, or leave the All User Defined 2s checkbox marked.
• The Reason Code From and To are disabled for all Bookings Reports.

Overview/Location of all Bookings Reports

Sales Reports

Sales Reports

D2HML|C1H ManualThis section explains how to print Sales reports. It also gives a brief overview of each Sales report, and how to locate each report.
It is divided into the following procedures:
 Printing Sales Reports
 Overview/Location of all Sales Reports

Printing Sales Reports

1.Open the Sales Reports window.
(Reports>>Cinch Sales>>Sales Reports)

2.Select the Report Option to print.
3.Select the Destination for the report.
4.Enter the Report Name. The Report Name is required, and can optionally be saved to use at a later time.
5.Choose a Report Sort By. The Sort By list will vary depending on the Report Option selected.
6.Choose from the following report Restrictions:

• Select the Replanted Restriction options are:
  • Include Replant, when selected the report will include lines marked as Replant and those not marked as Replant. This is the default value.
  • Exclude Replant, when selected the report will exclude all sales lines marked as Replant.
  • Replant Only, when selected the report will include only sales lines marked as Replant.
  • Reports affected by the Replanted Restriction are Sales Volume Detail by Item, Sales Volume Detail by Customer, Sales Volume Line Detail by Item and Sales Volume Line Detail by Customer.
• Enter a Date From and To, or leave the All Dates checkbox marked.
• If printing one of the Deferred Invoice reports or the Returns Detail or Summary report, enter a Deferred Date.
• Enter a Document From and To, or leave the All Documents checkbox marked.
• Enter a Customer From and To, or leave the All Customers checkbox marked.
• Enter a Customer Class From and To, or leave the All Customer Classes checkbox marked.
• Enter an Item From and To, or leave the All Items checkbox marked.
• Enter an Item Class From and To, or leave the All Item Classes checkbox marked.
• Enter a Product From and To, or leave the All Products checkbox marked. The Include Unspecified products checkbox will be marked by default, unselect it to leave out unspecified products.
• Enter a Sales Territory From and To, or leave the All Territories checkbox marked.
• Enter a Salesperson From and To, or leave the All Salespersons checkbox marked.
• Enter a Site From and To, or leave the All Sites checkbox marked.
• Enter a Schedule F Category From and To, or leave the All Categories checkbox marked.
• Enter a User Defined 1 From and To, or leave the All User Defined 1s checkbox marked.
• Enter a User Defined 2 From and To, or leave the All User Defined 2s checkbox marked.
• If running a Returns report, enter a Reason Code From and To, or leave the All Reason Codes checkbox marked.
• Enter a License Type From and To, or leave the All License Types checkbox marked.
• Enter a Manufacturer From and To, or leave the All Manufacturers checkbox marked.
• Enter Requested Ship Date From and To, or leave the All Requested Ship Dates checkbox marked.

Overview/Location of all Sales Reports

Customer Reports

Customer ReportsD2HML|C1H Manual

This section explains how to print Customer reports. It also gives a brief overview of each Customer report, and how to locate each report.
It is divided into the following procedures:
 Printing Customer Reports
 Overview/Location of all Customer Reports

Printing Customer Reports

1.Open the Customer Reports window.
(Reports>>Cinch Sales>>Customer Reports)

2.Select the Report Option to print.
3.Select the Destination for the report.
4.Enter the Report Name. The Report Name is required, and can optionally be saved to use at a later time.
5.The Exclude Current Customers checkbox will be marked by default. Uncheck it if to include customers that are current with their payments.
6.Choose from the following report Restrictions:

• Enter a Date From and To, or leave the All Dates checkbox marked.
• Enter a Customer From and To, or leave the All Customers checkbox marked.
• Enter a Salesperson From and To, or leave the All Salespersons checkbox marked.
• Enter a User Defined 1 From and To, or leave the All User Defined 1s checkbox marked.
• Enter a User Defined 2 From and To, or leave the All User Defined 2s checkbox marked.

Overview/Location of all Customer Reports

License Reports

License Reports

D2HML|C1H ManualThis section explains how to print License reports. It also gives a brief overview of each License report, and how to locate each report.
It is divided into the following procedures:
 Printing License Reports
 Overview/Location of all License Reports

Printing License Reports

1.Open the License Reports window.
(Reports>>Cinch Sales>>License Reports)

2.Select the Report Option to print.
3.Select the Destination for the report.
4.Enter the Report Name. The Report Name is required, and can optionally be saved to use at a later time.
5.Choose from the following report Restrictions:

• Enter a License Type From and To, or leave the All License Types checkbox marked.
• Enter a License Holder From and To, or leave the All License Holders checkbox marked.
• Enter an Expiration Date From and To, or leave the All Dates checkbox marked.

Overview/Location of all License Reports

Sales Contract Reports

Sales Contract Reports

D2HML|C1H ManualThis section explains how to print Sales Contract reports. It also gives a brief overview of each Sales Contract report, and how to locate each report.
It is divided into the following procedures:
 Printing Sales Contract Reports
 Overview/Location of all Sales Contract Reports

Printing Sales Contract Reports

1.Open the Sales Contract Reports window.
(Reports>>Cinch Sales>>Sales Contracts)

2.Select the Report Option to print.
3.Select the Destination for the report.
4.Choose from the following report Restrictions:

• Choose a Contract Status of Open, Closed or Both. Open will be chosen by default.
• Enter the Contract Type From and Contract Type To, or leave the All Contract Types checkbox marked.
• Enter a Date From and To, or leave the All Dates checkbox marked.
• Enter a Contract Number From and To, or leave the All Contract Numbers checkbox marked.
• Enter an Item Class From and To, or leave the All Item Classes checkbox marked.
• Enter an Item From and To, or leave the All Items checkbox marked.
• Enter a Customer From and To, or leave the All Customers checkbox marked.
• Enter a Deliver Start Date From and To, or leave the All Delivery Dates checkbox marked.

Overview/Location of all Sales Contract Reports

Sales Management Reports

Sales Management Reports

D2HML|C1H ManualThis section explains how to print Sales Management reports. It also gives a brief overview of each Sales Management report, and how to locate each report.
It is divided into the following procedures:
 Printing Sales Management Reports
 Overview/Location of all Sales Management Reports

Printing Sales Management Reports

1.Open the Sales Management Reports window.
(Reports>>Cinch Sales>>Sales Management Reports)

2.Select the Report Option to print.
3.Select the Destination for the report.
4.Enter the Report Name. The Report Name is required, and can optionally be saved to use at a later time.
5.Choose the Sort By for the report. The Sort By List will vary depending on what Report Option selected.
6.Choose from the following report Restrictions:

• Enter Cost Adjustment From and To, or leave the All Cost Adjustments checkbox marked.
• Enter an Item From and To, or leave the All Items checkbox marked.
• Enter an Item Class From and To, or leave the All Item Classes checkbox marked.
• Enter Document From and To, or leave the All Documents checkbox marked.
• Enter Customer From and To, or leave the All Customers checkbox marked.
• Enter Customer Class From and To, or leave the All Customer Classes checkbox marked.
• Enter Manufacturer From and To, or leave the All Manufacturers checkbox marked.
• Enter Vendor From and To, or leave the All Vendors checkbox marked
• Enter a Date From and To, or leave the All Dates checkbox marked.
• Enter an Assigned To User From and To, or leave the All Assigned To User checkbox marked.

Overview/Location of all Sales Management Reports

Receivables Credit Report

Receivables Credit Report

D2HML|C1H ManualThis section explains how to print Receivables Credit reports. It also gives a brief overview of the Receivables Credit report, and how to locate the report.
It is divided into the following procedures:
 Printing Receivables Credit Report
 Overview/Location of all Sales Management Reports

Printing Receivables Credit Report

1.Open the Receivables Credit Reports window.
(Reports>>Cinch Sales>>Credit Reports)

2.Select the Report Option to print.
3.Select the Destination for the report.
4.Choose from the following report Restrictions:

• Enter a Customer From and To, or leave the All Customers checkbox marked.
• Enter a Customer Class From and To, or leave the All Customers Classes checkbox marked.
• Enter a Salesperson From and To, or leave the All Salespersons checkbox marked.
• Enter a Sales Territory From and To, or leave the All Territories checkbox marked
• Enter a Default Branch From and To, or leave the All Branches checkbox marked.
• Enter or select a From and To Total Balances.
• Enter or select a From and To Remaining Credit, or select the Over Credit Limit checkbox.

1. Information about the report:
   • Total Balance:
     • Amount is calculated by taking the total of the AR Balance + Bookings Amt + Orders Amt + Shipments Amt + Unposted Invoice Amt + Deferred Invoice Amt – Prepay Amount – Unposted Cash Receipts.
   • Remaining Credit Amount:
     • Calculated by taking the Credit Limit – Total Balance
   • The following information is not on the report but the information is stored in the table so the user can modify the report if they feel the information is needed.
     • Pending Amount, this column is never going to have any value in it since it only gets filled in the Credit Limit Inquiry screen when that screen is accessed from a Transaction window where the user is entering a new transaction where the amount should be taken into consideration.
     • Terms Taken Amount
     • Quotes Amount, since most users don't use Quotes this column isn't being shown to save room on the report.

Overview/Location of all Receivables Credit Reports

Lot Analysis Reports

Lot Analysis Reports

D2HML|C1H ManualThis section explains how to print Lot Analysis reports. It also gives a brief overview of each Lot Analysis report, and how to locate each report.
It is divided into the following procedures:
 Printing Lot Analysis Reports
 Overview/Location of all Lot Analysis Reports

Printing Lot Analysis Reports

1.Open the Lot Analysis Reports window.
(Reports>>Cinch Seed>>Lot Analysis Reports)

2.Select the Report Option to print.
3.Select the Destination for the report.
4.Enter the Report Name. The Report Name is required, and can optionally be saved to use at a later time.
5.Choose the Sort By for the report. The Sort By List will vary depending on what Report Option selected.
6.Choose from the following report Restrictions:

• Enter an Item Class From and To, or leave the All Item Classes checkbox marked.
• Enter an Item From and To, or leave the All Item checkbox marked.
• Enter a Site From and To, or leave the All Sites checkbox marked.
• Enter a Lot From and To, or leave the All Lots checkbox marked.
• Enter a Date Submitted From and To, or leave the All Submitted Dates checkbox marked.

Overview/Location of all Lot Analysis Reports

Batch Sales Edit Reports

Batch Sales Edit Reports

D2HML|C1H ManualThis section explains how to print various Batch Sales Edit reports. It also gives a brief overview of each of the Batch Sales Edit reports which are added edit reports to give additional information compared to the generic Microsoft Dynamics GP Edit Lists. It is divided into the following procedures:
 Printing Batch Sales Edit Reports
 Overview/Location of all Batch Sales Edit Reports

Printing Batch Sales Edit Reports

1.Open the Sales Document Print Options window.
(Transactions>>Cinch Sales>>SOP Batches>>Printer Icon)

2.Select to Print Batch Sales Edit Detail, Batch Sales Edit Summary or Batch Sales Edit Inventory.
3. The Batch Sales Edit window will automatically open when one of the above is selected.

• The Report Name is display only and will display the Print option chosen from Sales Document Print Options.
• The Batch Number From and To will default with the batch selected in Sales Batch Entry, but can be changed to print more than one batch.
• Mark the Include Returns checkbox to display returns on the edit list.
• Choose Print to Print the edit list.

Overview/Location of all Batch Sales Edit Reports

Part 3:Integration Invoicing

This section describes how different 3^rd party applications will integrate with CINCH and how to create invoices for these transactions.
The Part is divided in to the following Chapters:
 Chapter 14: CINCH Shipments. This chapter explains how to use CINCH Shipments and how the shipments can be viewed, edited and invoiced in CINCH Sales.
 Chapter 15: Shipment Invoicing. This chapter describes the shipment invoicing window, which is used to process transactions from 3^rd party software.

• Chapter 16: AgWorks Integration. This chapter describes the Integration between AgWorks and Cinch.
• Chapter 17: Fertilizer Invoicing Integration. This section shows the user how to integrate Cresco Ag's OptiGro with CINCH.

Chapter 14: CINCH Shipments

This chapter explains how to use the CINCH Shipments piece, a separate program from CINCH Sales/Seed. This program automatically writes records to CINCH Sales/Seed and Microsoft Dynamics GP. The records are then brought over to the Shipment Invoicing window where the user can make changes and/or invoice the shipments.
This chapter is divided into the following sections:
 CINCH Shipments – This section explains how to use CINCH Shipments. The user is also able to print Pick Sheets, Shipping Documents and Placard information for the shipment(s).D2HML|C1H Manual

Sales Integration Invoicing

CINCH Shipments

CINCH Shipments

D2HML|C1H Conditional|platform=manualThis section explains how to use CINCH Shipments. The user is also able to print Pick Sheets, Shipping Documents and Placard information for the shipment(s). It is divided into the following Procedures:
 Starting CINCH Shipments
 Changing Company and Branch Information
 Viewing Connection Information
 Setting up Options
 Creating Shipments & Printing Documents

Starting CINCH Shipments

1. Start CINCH Shipments by clicking on the CINCH Shipments icon on your desktop. You will receive the following login window.

For more information on installing CINCH Shipments, please contact your customer support representative.

1. The Server Name, User Name, Database Name and Branch will default in from setup, but can be changed if necessary.
2. Enter your Password.
3. Select the Options button to open the server and company login window. This window allows you to change your name and password.

1. Choose OK to login to CINCH Shipments. The following window will appear.

Changing Company and Branch Information

1. Open the Company/Branch window.

(File>>Company/Branch)

The Companies and Branches available are the companies and branches that were created in Microsoft Dynamics GP and CINCH Sales/Seed.

1. The Company will default with the company you are currently logged in to. Use the drop down list to select a different company if desired.
2. The Branch will default with the branch you are currently logged in to. Use the drop down list to select a different branch if desired.
3. Choose OK to complete the change. Any Shipments created will now be entered into the different company/branch

Viewing Connection Information

1. Open the Connection Info window.

(View>>Connection)

1. To quickly view Server, Login and Company Information.
2. Choose the x to close the window.

Setting up Options

1. Open the Options window.

(Tools>>Setup)

The System tab will be displayed by default.

1. The Startup Module will default to <None>, but can be changed to Shipments. If it is changed to shipments, the next time you log in, the Shipments window will automatically be displayed.
2. Choose the Shipments tab to enter default shipment information and upload a branch report logo if desired.

1. To have a logo print on your reports, select Load Image to select your image and upload it.
2. Mark the Prompt for Lots checkbox to be asked to input lots when you are entering shipment information.
3. Select a Default Ship Method from the drop down list. The list will be from the shipping methods set up in Microsoft Dynamics GP.
4. Select a Default Crop Year from the drop down list. The list will be from the crop years setup in CINCH Sales/Seed.
5. Choose OK to save and close the window.
6. Choose Apply to save the option changes.

Creating Shipments & Printing Documents

1. Open the Shipments window.

(Modules>>Shipments)

1. Select the Customer from the drop down list. The customer list will be filled from the Microsoft Dynamics GP customers. Choose the lookup button to open the Customer Search window.

1. Choose the Add button to open the expanded Shipment window to enter item and shipping information.

The Shipment # and Customer are display only. If creating a new shipment, the Shipment # will say <New>.
The Date will default with the system date, but can be changed if necessary.
Enter a PO Number that ties to the shipment.
The Ship Method will default to what was selected in the Options Shipment window, but can be changed if necessary.
The Site will default from the Inventory Site selected in CINCH Branch Maintenance, but can be changed if necessary.
Select a Farm, Field, Crop Year, and Crop Zone from the drop down list. The lists will be filled from CINCH Sales/Seed.
Choose Add to add a line item to the shipment. The Product Search window will open to select or search for the item. All items will fill from Microsoft Dynamics GP.

• After the item is selected, the Product Quantity window will open.

• The Item Number and Description are display only based on the selected item.
• If the Item is tracking Lot information, use the drop down lists to select the Lot.
• Use the Quantity Calculator to enter the amounts. Enter the Quantity, and then choose the Unit of Measure from the drop down list.
• There may be several Pak Type fields based on the unit of measure setup for the item in Microsoft Dynamics GP. They will display the conversion factors based on the unit of measure selected for the quantity.
• Select a Farm, Field, Crop Year, and Crop Zone from the drop down list. The lists will be filled from CINCH Sales/Seed.
• Choose Ok to add the item to the shipment.

If using CDMS, and the item had CDMS information, the user can choose to print one of the following:

• MSDS – Clicking this will open a material safety data sheet window and allow it to be printed.
• Labels – Clicking this will open a window with all the product labels for this item, allowing them to be printed.
• WPS – Clicking this will open a worker protection sheet window and allow it to be printed.

Notes or Billing Comments can be entered, which will be written back to Microsoft Dynamics GP with the shipment.
Choose Save to save the shipment, or continue to add line items as necessary. After saving, the shipment will now be available in CINCH Shipment Invoicing in Microsoft Dynamics GP, where the user can then process it and produce a Counter Sale.

1. Once shipments have been created for a customer the user will be able to select a shipment and print a Pick Ticket, Shipping Document or Placard for the shipment.

5.Select the OK button to close the Shipment window.

Chapter 15: Shipment Invoicing D2HML|C1H Conditional|platform=manual

Shipment Invoicing

This chapter explains how to use the Shipment Invoicing window. Any transactions imported from the Petroleum File Import window, AgWorks or CINCH Shipments will display in Shipment Invoicing. The transactions can then be edited and processed to create a counter sale, invoice or return. If transactions have errors, use the Sales Shipment Delete window to remove them from Shipment Invoicing. For more information on the Sales Shipment Delete window, please refer to the CINCH Sales – Seed Software System Manual.

Invoicing 3^rd Party Transactions

1.Open the Shipment Invoicing window.
(Transactions>>Cinch Sales>>Shipment Invoicing)

1. Enter a Sales Batch ID. The transactions chosen to invoice will be created in this Microsoft Dynamics GP SOP Batch
2. From and To Source filter:
   • From and To Source filter will default if the Sales User Setup, Default Sales Shipment Source is defined.
   • From and To Source filter will be disabled if Sales User Setup, Lock Source checkbox is marked
3. Enter any Range restrictions.
4. Include Restriction: Limits the AgWorks transactions that will be displayed. Drop down list contains the following:

• Shipment, when selected all AgWorks shipments not marked as a return will be included.
• Return, when selected all AgWorks shipments marked as a return will be included.
• Both, the default value, when selected all AgWorks shipments will be included.
• Split Only checkbox when selected will display documents with a Split Code attached.

1. Prepay Only checkbox when selected will display shipments where prepay is available.
2. Choose Redisplay to fill the scrolling window with available transactions.

• The following fields will be populated with the AgWorks return information:
  • AgWorks Return checkbox (Red R), if the checkbox is marked this indicates the record is an AgWorks Return.
  • Reason Id, defaults from AgWorks Setup Option, but can be edited. This value will be passed into Returns Entry.
    • If AgWorks Return checkbox is not checked the field will be locked.
  • Price: If return shipment comes in from AgWorks with a price, system will use that price, or the user is allowed to enter a price or use Cinch price engine to determine the return price when the return invoice is created.
  • Sales Doc represents the original invoice the return is against.
    • Lookup allows the user to select the original invoice to be returned against. The price will be update with the original invoice price and passed to Returns Entry upon processing.
      • When processed any prepay on the original document will be included on the return document.
    • If AgWorks Return checkbox is not checked the field will be locked.
  • Split: During the AgWorks Sales Returns import process, the system will look to the Farm (if any) attached to the Return and use the default spit ID from Cinch Farm/Field setup as the Split ID for the return.
  • Seed Item: System supports the return of modified seed items.
  • Comments from AgWorks Return entry will flow into the Sales Return document comment field.
  • Shipping Method: Will default from AgWorks Setup Option setting.
• Contract Indicator that will display if the Item has a contract available or applied.
  • If the transaction line has a contract available C will be displayed.
  • If the transaction line has a contract applied A will be displayed.
• Prepay Status column (PP) is display only and will display the Prepay Status that is available for use on this item.
  • Possible Statuses are:
    • PD – Prepay Deposit
    • PI – Prepay Item
    • PP – Prepay Product
    • PC – Prepay Class
    • PO – Open Prepay
  • The system will not allow application of prepay at Shipment Invoicing time.
  • On assembled items the available prepay will display on the component item if applicable.
  • Shipment Invoicing Edit List displays the Prepay Status that is available for use on the item.
• When the user tabs off the line, if the entered price falls outside the range the user will be warned or stopped completely depending on a companywide setting. Refer to Cinch Sales – Seed System Manual, Price Setup for more information on Price Validation.
• Records created from Cinch Document Exchange, CSV Sales Shipment Import 01 and CIDX 4.0 Sales Shipment Import will include the GP Order number and order line ID. When the shipment is processed the order will be fulfilled and closed.
  • System will enforce a rule of one fulfillment per sales order. The sales order will be closed and no backorders allowed.
  • If the fulfilled order row id is empty, the system will attempt to match the shipment based on Item ID.
    • In the case where the item is found, system will use the information from the order line and fulfill it with the quantity from the shipment.
    • In the case where an item that is NOT on the order is imported, a new line will be created on the invoice.
    • In the case where an item is on the order, but was not in the shipment, the system will simply assume that order line will not be invoiced. The order will be fulfilled with a quantity of zero.
  • Multiple lines with the same item. Occasionally, an item will exist on a sales order more than once. Typically this occurs when a customer orders a quantity that fills one sales contract (at one price) and the remainder goes on a line tied to a different sales contract (at a different price). If the fulfilled Item ID exists on more than one line of the sales order, the system will take a FIFO approach, it will take the total fulfilled quantity and fill the first line with the quantity ordered, then go to the next line (with the designated item) and fulfill that one with the ordered quantity, and so on, until the last line that will be fulfilled with whatever is left.

1. The tree view on the left side will display all available shipments by Shipment Number. Use the drop-down list to change the sort by. Select one record to display just the transactions for that shipment in the scrolling window.
2. Choose Mark All to invoice all shipments, or mark the individual 'x' checkbox for each line to invoice.
3. Choose the Price Lines button to price any/all un-priced items displayed. This would mainly be used when bringing in an AgWorks transaction that does not have the price level linked. If the line is selected when the button is selected, the user will be prompted if they want to price the item selected. If a line is not selected, it will ask if you would like to price all un-priced items in the scrolling window. Select Yes to pull the item price based on the default price level selected in Sales User Setup. Choose No to leave the Price set at 0.
4. Choose the Header Details button to open the Shipment Header Details window.

• The Shipment Number and Ship Date are display only and will come from the Shipment.
• The Customer Number, Ship To, Bill To, Split Code, PO Number, Site, Payment Terms, Ship Method and Comment ID will default with the information from the shipment, but can be changed if necessary.
• If the shipment is coming from AgWorks, the AgWorks Ticket Number will be displayed.
• If the shipment is an AgWorks Blend, the AgWorks Blend checkbox will be marked, and depending on the setup, the Short Blend checkbox will be marked/unmarked.
• Choose OK to exit the window.

1. Choose the Expansion button to view/edit additional information about the shipment line.

1. Create Split Original Return checkbox controls how split returns are created:

• If checkbox is selected, a return that contains a split will be brought into Returns Entry as a Pending return with a split code on it.
• If the checkbox is not selected, the return will be brought into Returns Entry as a Received return and will already be split.

1. Open Entry Window after Process checkbox, when selected the selected entry window will open after process has completed.

• Counter Sales window will open if a shipment was included and the user selected Create Counter Sale/Return.
• Invoice window will open if a shipment was included and the user selected Create Invoice/Return.
• Return Entry will open if a return was included and the user selected either option.
• If both shipment and returns are included both windows will be opened with the first record created.

1. Choose Process, then select from one of the following displayed options:

• Create Counter Sale/Return – will move any selected shipments to Counter Sales and selected returns to Sales Return.
• Open Counter Sale – Creates a transaction in Counter Sales and opens the Counter Sales window with the transaction displayed.
• Create Invoice/Return – will move any selected shipments to Invoice Maintenance and any selected returns to Sales Return.

For AgWorks blend tickets that do not have an order, CINCH will create an invoice line for each individual item of the custom blend. CINCH will not create a custom blend invoice line for blend tickets that do not have an order.
If create invoices was selected, the user will receive the following prompt. Choose Yes to print the invoices now.

Chapter 16:AgWorks Integration D2HML|C1H Conditional|platform=manual

AgWorks Integration

This section shows the user how to integrate AgWorks with CINCH. It will explain how long/short blends, assembly items, inventory transfers, returns, restricted use pesticides, and certain farm maintenance processes will work between CINCH and AgWorks.
AgWorks must be installed in order for the integration between AgWorks and CINCH to work properly. Please contact CINCH Customer Support for more information. Refer to the CINCH install guide for the current AgWorks version that is supported.

AgWorks Integration Points

This section describes the different information integration points between AgWorks and CINCH.

1. 1. 1. 1. 1. If Customer Class is selected in AgWorks Setup Options, and a Customer is added/edited in that class in Microsoft Dynamics GP, that Customer will be added/edited in AgWorks.
            2. When a Customer's Address and/or Address2 is added or edited in Microsoft Dynamics GP, the Address information will be added/edited in the AgWorks Grower table.
            3. When a Customer's Contact is added or edited in Microsoft Dynamics GP, the Contact information will be added/edited in the AttnTo field in the AgWorks Grower table.
            4. When a Default Branch is added/edited in Customer Extensions Maintenance, the system will write the default branch to the LocationCode field in the AgWorks Object table.
2. When a Default License Holder is added/edited in Customer Extensions Maintenance, the system will write the license number and expiration date from the CINCH License Holder table to the AgWorks Customer table.
3. When an expiration date is updated for a Restricted Use Pesticide License Holder, the system will update the AgWorks Restricted Use Pesticide License expiration date.
4. Farm/Field information can be set up in either CINCH or AgWorks. However, if an AgWorks ticket contains farm/field information that does not exist in CINCH, CINCH will automatically create it.
5. Anhydrous Tank Weights – After a Tank has been Weighed Out then Weighed Back In and the Delivery Receipt is closed, the ticket will be ready to be brought over to CINCH Sales.
6. When OK is selected from the Delivery Ticket create window in AgWorks, the transaction will be ready to be brought over to CINCH Sales. AgWorks Tickets will use CINCH Split Codes. Once AgWorks transactions are written to CINCH Shipment Invoicing, the split code will be filled in based on the Farm used.

Please refer to Cinch Sales Seed Software System, Sales Split Maintenance section for information on how to setup split codes and exceptions and the Field & Farm Setup section for information on how to attach a split code to a farm.

1. If the Vendor Class is selected in AgWorks Setup Options, and a Vendor is added/edited in that class in Microsoft Dynamics GP that Vendor will be added/edited the AgWorks Distributor in the AgWorks Objects Table.
2. When a Vendor's Address is added or edited in Microsoft Dynamics GP, the Address information will add/edit a Shipping Terminal in the AgWorks Farm Table.
3. Distributor Shipments initiated in AgWorks will be ready to be brought over when OK is selected. When integrated it will create a Purchase Receipt. The Purchase Receipt created from the integration can be modified and processed in CINCH. The Distributor Shipments can be setup to pull from the Integration Maintenance window or pull automatically, similar to the Sales Shipments integration.
4. Unposted Purchase Receipts can be accessed from Inquiry>Cinch Sales>Inventory Sales Position Report>Drill Back on Quantity In Base.
   1. 1. Bookings saved within AgWorks will show as Committed to Bookings in the Inventory Sales Position Report.

Please see the AgWorks Routines section within Cinch Sales – Seed Software Procedure Manual for information on how to manually import data or transactions from AgWorks to CINCH Sales.

Processing AgWorks Assembly Items

1. AgWorks Assembly products will need to be cross referenced to a Cinch Item (AgWorks Item Entry), in order to support deliveries taken from stock and returns.
   • System will import the cross referenced Assembly Item and the Assembly Components.
   • The GL Distributions will be based on the AgWorks Setup Options, SB Dist setting, Component Items or the Composite Item (Assembly Item).
2. Assembly Items, the integration will treat the order like a Short Blend order. The difference will be that the Assembly Item will be the "blend item" instead of the "blend item" specified in Sales Setup. AgWorks record types with Assembly Items are:
   • Blend Order with Assembly Item
     • Inventory will be relieved based on the components.
   • Delivery Ticket from AgScale
     • Inventory will be relieved based on the components.
   • Delivery Ticket From Stock
     • Inventory will be relieved based on the Assembly Item.
   • Delivery Ticket Not From Stock
     • Inventory will be relieved based on the component items.
3. Assembly Pricing Rules:
   • Assembly item priced in AgWorks:
     • The Assembly Item will be imported with the AgWorks price.
     • The Assembly components will be imported without a price.
     • Within Shipment Invoicing when a Price line is selected it will roll down to price the Component items based on qty/price of Assembly Item.
     • If imported directly to Invoice Maintenance or Counter Sales the system will automatically roll down to price the Component items based on qty/price of Assembly Item similar to Shipment Invoicing/Price Lines.
   • Assembly item not priced in AgWorks
     • Both the Assembly Item and Assembly components will be imported without a price.
     • Within Shipment Invoicing when a Price line is selected all items, Assembly and Component will be populated with the Cinch\GP price.
       • However, when processed it will roll up the component qty/price and override the Assembly Item price.
       • The component items MUST be priced in the Cinch system in order for the pricing formulation to take place.
     • If imported directly to Invoice Maintenance or Counter Sales the system will automatically roll down to price the Component items based on qty/price of Assembly Item similar to Shipment Invoicing/Price Lines.
   • Shipment Invoicing Pricing note:
     • If an Assembly Item or a Component Item is selected in Shipment Invoicing, all items of a blend/assembly item to be selected.
       • If none of the component items are priced, and the assembly item is priced, the components will be priced when selected.
       • If one or more of the components have been manually priced, the automatic component price formulation will not run. That is, when the component prices are adjusted based on the Assembly price.
4. The Item Extension Maintenance, Include in Fertilizer Blend check box, determines if the item will be used in calculating the Assembly Item price when Customer Extensions Maintenance, Assembly Short checkbox is selected.
   • If selected the item will be included in the Assembly Item price and the system will not print the Assembly component on the line item statements and invoices.
   • If not selected the Assembly Component item will not be included in the Assembly Item price, instead the system will print the Assembly component as a separate line item on the line item statements and invoices.
5. The Customer Extensions Maintenance, Assembly Short checkbox determines if the assembly components will display on the on line item statements and invoices.
   • If the Assembly Short check box is selected only the Assembly Item will be displayed on the on line item statements and invoices.
   • If the Assembly Short check box is not selected the Assembly item and Assembly components will be displayed on the on line item statements and invoices.

Processing AgWorks Returns

1. Based on the AgWorks Setup Option, Return Synchronization and Return Option settings, the AgWorks Return will be imported to either the Shipment Invoicing or Sales Return Entry window.
2. System will import the transaction and mark the return as "Invoiced" in AgWorks
3. System will not import Returns where the Delay Invoicing checkbox is marked in AgWorks.
4. When an assembly item is returned, only the assembly item is returned, there will be no component lines.
5. Sales Shipment Delete will allow an AgWorks Returns to be deleted. Refer to Cinch Sales – Seed System Manual, Sales Shipment Delete for more information on this process.
6. The AgWorks Ticket number will be displayed on the Return Entry, Additional Line Information.

Processing AgWorks Transfers

1. AgWorks Transfer are imported into Branch Transfer Entry.

1. If the Transfer originated from AgWorks, the AgWorks Ticket Ids (transfer in and transfer out tickets) will be displayed. If the transfer does not originate from AgWorks then these fields will not be displayed.
2. Ticket Number will be the next Cinch Transfer Number of the origination site.
3. Origination Site & Destination Site will be populated based on the AgWorks Loc Entry cross reference between the AgWorks Warehouse and the Cinch Site.
   • The screen has been modified to support one sided transactions in the case where the transfer is from a non-AgWorks customer (New Transfer In ticket). In this case the user will be forced to enter the actual originating site so that the transfer can be completed.
4. In Transit Site, the In-Transit Site will be determined based on the Branch Transfer Setup, Default Site From.
5. Shipped & Received Date/Time, will be populated from the AgWorks Out/In tickets.
6. Item, will be populated based on the AgWorks Item Entry cross reference.
   • AgWorks Assembly and Modified Seed Items are supported.
7. AgWorks Assembly Components expansion button has been added next to the Item Number Lookup button. When selected the AgWorks Assembly Components window opens.

• • If the item is an AgWorks Assembly item, the AgWorks components will be listed.
  • When the Branch Transfer is processed the AgWorks Assembly item and when the AgWorks assembly option not to pull from stock is used:
    • The components will be used to generate a Manufacture Transaction on the fly to generate (create and post) the assembly Item in the Origination Site.
  • IT IS IMPORTANT that the Cost Method, Apply Cost and % of Cost fields are completed on Manufacturing Setup when using the Manufacture on the fly feature.
    • This allows customers to pre configure Allocated costing or standard costing for the assembly items.

1. Ship Qty, will be the AgWorks ticket quantity adjusted by the AgWorks Item Entry, Factor.
2. Lot Number, if the AgWorks out Ticket has a Product Lot Number it will be placed in the Lot Number field.
3. Void button opens Void Reason, Re-Open AgWorks Tickets has been added.

• • When the document being voided has originated from AgWorks the Re-Open AgWorks Tickets checkbox will be enabled and checked.
    • Re-opening an AgWorks Ticket will unmark the "Invoiced" setting in AgWorks. And the ticket will be re-imported the next time integration is run.
  • The User can unmark the Re-Open AgWorks Tickets checkbox if they do not want the tickets re-opened.
  • If the transfer is not an AgWorks ticket the Re-Open AgWorks Tickets checkbox will be disabled.

1. Transfer Processing notes:
   • In Process AgWorks tickets will not be pulled until the transactions have been saved.
   • System will import the transaction and mark the transfer as "Invoiced" in AgWorks.
   • If AgWorks integration is run before the destination branch enters in the Transfer In, the Cinch/AgWorks integration will create a Branch transfer with just origination items and quantities. When the Transfer In (Based on Transfer Out) is integrated the Branch Transfer will be update with the Transfer In destination items and quantities.
   • If the Transfer In, Based on Transfer Out, has more line items than the transfer out had, the system will create the additional lines on the Cinch Branch Transfer transaction with a Receive Qty and Ship Qty and inventory will be adjusted for both sites.
   • Branch Transfer process will record the following inventory transactions:
     • If the Transferred item is an AgWorks Assembly item the Branch Transfer process will generate a Manufacturing transaction on the fly.
       • An Adjustment document number for the Assembly Components from the Origination site.
       • An Adjustment document number for the Assembly Item to the Origination site.
     • Transfer document number. For the transaction that transfers from the Origination site to the In-Transit site.
     • Adjustment document number. For the adjustment transaction from In-Transit site.
     • Adjustment document number. For the adjustment transaction to the Destination site.
   • System will not automatically create Freight Matching records.

Credit Limit Status

The AgWorks Credit Limit Status interface has been added to provide the ability for AgWorks transaction entry to check a customer's credit status using CINCH sales activity and provide a warning in AgWorks

1. Current Profile Configuration Interface, CINCH Database Info section allows a connection to CINCH from AgWorks. This will enable reading the Cinch Credit Limit Inquiry information for Green, Yellow & Red indicators.
2. No message will be created for a customer that has a Green indicator, good credit status in CINCH.
3. If a Delivery Ticket, Delivery Receipt, or an Order is generated for a customer that has a Yellow indicator the following message will be displayed in AgWorks.

• • This is only a warning and clicking Ok will allow the user to continue.

1. If a Delivery Ticket, Delivery Receipt, or an Order is generated for a customer that has a Red indicator the following message will be displayed in AgWorks.

• • Clicking Ok to this warning will close the transaction window and the user will not be allowed to enter a transaction for that customer until action is taken to change the Red indicator to Green or Yellow.

AgWorks Cash Receipts

The AgWorks Cash Receipts interface has been added to provide the ability to quickly Invoice an AgWorks Delivery Ticket during a cash sale.

1. Counter Sales Entry, AgWorks button allows a single AgWorks shipment to be pulled into Counter Sales allowing for invoicing and cash collection.
   • AgWorks button will only be enabled and visible if the Sales Setup, AgWorks Enabled checkbox is marked. If the checkbox is not marked the button is not visible to the user
2. AgWorks button is a dropdown list with the Single Ticket option. When selected the AgWorks Delivery Tickets window opens.

• • Tickets will not be displayed for the following:
    • If the tickets have been previously imported, Invoiced checkbox is marked.
    • If the ticket is being Held, Delay Invoicing checkbox is marked.
    • If the ticket is In Process, user is still entering the transaction.
  • The displayed tickets are restricted by the Customer Number if entered on the Counter Sales Entry window, and by the transaction branch.
  • When a ticket is selected the following will occur:
    • The AgWorks Shipment Pull process is called for the selected Delivery Document. The system will import the AgWorks transaction and create a Counter Sales document
    • If a shipment fails to import from AgWorks the AgWorks Integration Error Log screen is opened.
  • The AgWorks Delivery Document will be marked as Invoiced.

1. If user attempts to Void or Delete the Counter Sales transaction before it is posted user will be prompted "This document originated from AgWorks via Shipments, you wish to reopen the document?"
   • Shipments, when selected system will delete the Counter Sales transaction and send the ticket to Shipment Invoicing to allow the ticket to be reprocessed at a later time.
   • AgWorks, when selected system will delete the Counter Sales transaction and reopen the AgWorks Delivery ticket (Invoiced checkbox unmarked) to allow it to be integrated again.
   • Delete, when selected system will delete the Counter Sales transaction and not reopen the AgWorks Delivery ticket (Invoiced checkbox will remain marked).

Chapter 17: Fertilizer Invoicing Integration D2HML|C1H Conditional|platform=manual

Fertilizer Invoicing Integration

This section shows the user how to integrate Cresco Ag's OptiGro with CINCH. Cresco Ag's OptiGro records the shipment transaction, calls their web service and writes the transaction to a SQL Invoice interface table. On a timed basis, Cinch reads the OptiGro Invoice Interface table and creates Cinch Sales Shipments.

Importing the Shipments

This section describes the SQL Job that runs the proc that will import the shipments from Import tables into the Cinch Shipment Invoicing tables.

1. User will set up a SQL timed job that will run the IRASImportFertilizerInvoices sql proc at the desired interval.
   • Only shipments where the CinchShipmentNumber field is blank will be imported.
2. The shipments will be imported using the following field mapping:
   • Shipment Number, the system will get the next available Shipment Number.
   • The following fields will be read from the Invoice table:
     • Customer Number is the AccountNumber in the table.
     • Ship Date is the ShipDate in the table.
     • Customer PO Number is the PONumber in the table.
     • Location Code (Site) is the ShippingLocationKey in the table.
     • Branch ID is the SalesLocationKey in the table.
     • Comment Text is the Note in the table.
     • Cresco Invoice ID is the InvoiceID in the table.
   • The following fields will be read from the Invoice Item table:
     • Item Number is the Number in the table.
     • Item Description is the Name in the table.
     • Quantity is the Quantity in the table.
     • Quantity UOM is the QuantityUOM field in the table.
     • Price is the Price in the table.
     • Price UOM is the PriceUOM in the table.
     • Short Blend Component Sequence is set based on the BlendComponent field in the table.
     • Short Blend Extension is set based on the BlendComponent field in the table.
     • Price Doc Type is the DocumentType in the table. This is informational only passed in from Cresco.
     • Price Doc Number is the DocumentNumber in the table. This is informational only passed in from Cresco.
3. During the Import the system will set the Processing field in the Invoice table to 1. This will lock the record so Cresco can't update or delete it will the import is taking place.
   • Any Exception Errors that occurred during the Fertilizer Import process that were logged in the IRASIntegrationExcMSTR table in Cinch can be viewed in the Integration Error Log screen.
4. After a successful import the system will do the following in the Invoice table:
   • Set the Processing field back to 0.
   • Write the System Date back to the ProcessDate in the table.
   • Write the System Date back to the ProcessDate in the table.

Sales Shipment Invoices

This section describes how the fields are populated on the Sales Shipment Invoices.

1. Select CRESCO from the From Source and To Source dropdown list to restrict records.
2. Information defaulted from the Customer Extension Maintenance.
   • Bill To Address ID
   • Ship To Address ID
   • Payment Terms ID
   • Ship Method
   • Salesperson ID
   • Short Blend checkbox determines if the blend should be shown as long or short blend.
     • If the Short Blend checkbox is marked the blend component lines will NOT be displayed on the invoice.
     • If the Short Blend checkbox is NOT marked the blend component lines will be displayed on the invoice.
3. Long Blend/Short Blends
   • Blend Item – Cresco will set the BlendSummary field to indicate the custom Blend item on the invoice.
     • The Number on the line that is flagged as a BlendSummary will be a valid Dynamics GP Non-Inventory item.
   • Blend Item Description, is the description to be used for the Blend Item and will display on the invoice for the Blend Item. Cresco will write that description to the Name field.
   • Each component that makes up the Blend Item will be listed as an invoice line. These lines are actual inventory items and when the invoice is posted the inventory will be affected.
     • Cresco will write the BlendComponent as true to the invoice line table for each line that is a component.
4. Cresco ID is the Cresco Invoice ID that was imported.
5. Region comes from the Branch imported from the table.
6. The user may know the Cinch Document number that is used to drive pricing in the case the following fields will be populated:
   • Price Doc Type is an informational field from Cresco displaying the document type used to Price this shipment.
   • Even though the pricing document may be specified in the shipment, it will be the user's responsibility to apply the Prepay or the Sales Contract to the Counter Sale or Invoice line.
7. Created User, Date and Time, are the System User, Date and Time in SQL.
8. Last Modified User, Date and Time, are the System User, Date and Time in SQL.
9. Delete Cresco Shipments, the user will have the option to re-open the shipment for re-import or not.
   • Deleted shipments will be tracked for audit purposes and the shipment number will NOT be reused.

Part 4:Routines

 Chapter 18: Statements. This chapter explains how to run the different kinds of statements included with CINCH Sales/Seed.
 Chapter 19: Prepay Season Close. This chapter will explain how to perform the Prepay Season Code routine, which will allow the user to zero out prepay balances. All balances can be transferred to a credit memo for the customer and/or written-off.

• • Chapter 20: Expired Prepay Close. This chapter will explain how to close Prepay Receipt details based on the Effective Dates and differs from the Prepay Season Close screen in that the user will be able to close individual Prepay detail(s) rather than closing the entire Prepay document that occurs in the Prepay Season Close screen
  • Chapter 21: Prepay Effective Date Change. This chapter will explain how to modify the Effective Prepay Date range on Posted Prepay Cash Receipts

 Chapter 22: Petroleum File Import. This chapter will explain how to perform Petroleum File Imports. Transactions imported can then be edited in Shipment Invoicing and invoiced.
 Chapter 23: Order Schedule Qty Reconcile. This chapter will explain how to update quantities on an order that has been scheduled.

• Chapter 24: AgWorks Routines. This chapter describes both the Integration Error Log and AgWorks Integration window. These windows can be used to view errors that occurred while reading AgWorks transactions and to transmit information from AgWorks to CINCH Sales.

 Chapter 25: Export Entry. This chapter explains how to retrieve, select and transmit transactions to an export file.

• Chapter 26: Sales Document Import. This chapter explains how to import Gas Boy, TopKat and Inman files and generate Invoices for each imported record.
• Chapter 27: Reprint Statements. This chapter explains how to Reprint Archived Statements.
• Chapter 28: Reporting Cost Adjustments. This chapter describes calculating rebate accrual amounts to more accurately report net sales margin (item by item) by tracking of rebates as Reporting Cost Adjustments.

Chapter 18:StatementsD2HML|C1H Manual

Sales Routines

Statements

The Print CINCH Receivables Statements window is used to print monthly statements. CINCH Sales/Seed statements will provide a statement that lists line item details as well as prepay, deferred and schedule F category balances to provide for a more robust and informative statement for your customer. There is also the option to print separate prepay and deferred statements which can also be sent out to your customers.

1. Open the Print Cinch Receivables Statements window.

(Microsoft Dynamics GP >> Tools >> Routines >> Cinch Sales >> Statements)

1. Enter or select the Statement ID to print.
2. If the statement ID has been printed previously, the Last Printed date will fill in.
3. Enter a Description for the statement ID.
4. Select to Print Statements or Alignment Form. Print Statements will be marked by default. You might want to print an alignment form before printing the statement to position the forms correctly in the printer
5. Enter or select an address to appear on statements. Click the Address ID link to view more information.
6. Select a Form from the drop down. The Generic Microsoft Dynamics GP layouts will be provided first, as well as the added CINCH Sales Statements of Line Item, Deferred and Prepay.

Line Item – is very similar to the Microsoft Dynamics GP Statement, however, the line detail with item, quantity, price, etc. is listed before the invoice total. The Deferred and Prepay Balances will be shown on the footer of the statement. The Schedule F Categories will print in the footer of the report, to provide important tax information for the customer.
Deferred – is very similar to the Line Item statement but will only display deferred invoices and will display the due date. This will include deferred invoices when partial payment or credit is applied. The criteria for displaying the invoices are based solely on the due and deferred dates. Application to Deferred Sales Invoices:

• If payment is applied to a deferred invoice it will not be removed from the Deferred Statement Report. Instead it will display as a payment within the report and give the new Deferred Amount.
• If a Return occurs on a deferred invoice the Deferred Statement will reflect the Return and will remain on the report. If the Return is applied to a document number at Return entry the description will reflect it was a Deferred apply rather than Return – Credit.
• If a Prepayment is applied to a deferred invoice the Deferred Statement will also reflect the Prepayment on the report.
• If a Credit Memo or Write Off is applied to a deferred invoice the Deferred Statement will also reflect the Write Off on the report.
• All deferred documents will remain on the report until the due date no longer qualifies it as a deferred document.

Prepay – When the Prepay is selected the "Current Period Balance" and "Current Paid-In-Full options will be selected in the Print For selection list. The Print For field will be locked with these options selected. Prepay Statements will print for any customer that has a Prepay Balance or that has current Prepay Apply activity and a Zero Prepay Balance. The Current Prepay Apply activity will be any Prepay Apply records where the Date of the Apply will fall in the range of the Summarize To date and the Cut-Off date.

• Prepay Qty will only display if General Setup, Enable Multi-Currency checkbox is not marked.
  • Enter Date to Print, the date that is shown as the Statement Date on the report. And select the Customer Ranges restriction.
  • Statements will print for selected customers that have open prepay at the time the report is generated.
    • The report sort order will be Customer, by Item, then Document Date. The report will subtotal by Item.
    • Report lists for Prepay Item Types, then groups and displays all other types at the bottom of the report.
• Line Item – Deferred will display running balance style statements with Open Item style data.
  • The following records will be included to affect the cumulative balance.
    • Payment Records
    • When a Write Off or Discount is found a Document Level Apply record will be created to reduce the running balance.
  • Enter the Date to Print Summarize To, Cut-Off Date, Deferred Date and Statement Due dates.
    • Statement Due Date determines Due Date on standard documents printed on the statement.
  • Statements will only print for customers with activity. Ex. A statement will print for a customer with a zero balance but that had some activity (sales activity between the Summary Date and Cut-Off Date.)

1. Customers: Select the order statements will be printed in. Sort by customer ID, name, class ID, user-defined field 1, salesperson ID, sales territory ID, ZIP code or other postal code, or statement cycle.
2. Documents: Indicate the order documents will be printed in on each statement. Sort by document number, transaction date, or due date.
3. Date to Print: Select a date to be printed on the statements. If applicable, enter a specific date.
4. Summarize to: Select a date for summarizing information and enter a specific date, if applicable.

Line Item Statements – All documents with a Due Date prior to or including this date will be included in the Balance Brought Forward. (BBF)
All Other Statements – Transactions on or before this date are summarized, and a total balance for those transactions is displayed; transactions after this date appear in detail.

1. Cut-Off Date: Select a cutoff date.

Line Item Statements – All documents with a Document Date prior to or including this date will be included on the Statement.
All Other Statements – Transactions through the specified date are included on statements. If applicable, enter a specific date.

1. Deferred Date: All documents with a Due Date prior to or including this date will be included in the details of the statement. All documents with a Due Date after the Deferred Date will be summarized in the Deferred Balance section of the statement.
2. Reduce Oldest Aging Period amounts by Unapplied Credit Amounts checkbox: When setting up and printing customer statements, mark whether to reduce aging period balances by the amount of any unapplied credits. When this option is selected, the following conditions apply:

The oldest aging period amount will be reduced first.
The aging periods will not be reduced to less than a zero amount.
Mark this option only if the Age Unapplied Credit Amounts in the Receivable Management Setup window was not marked. For more information concerning this window, please see the Microsoft Dynamics GP documentation.

1. Summarize Discounts Taken checkbox: If Form is set to Line Item, mark this checkbox to summarize the individual discount taken lines and only print the total of the discounts taken.
2. No Reprint checkbox when selected will not create the reprint records when the statement run. This will ensure the statement will not display on the Cinch Portal website.
3. Print for: Select the customer groups that will receive statements. The user also can indicate how applied payments should appear on statements.

1. Include Type: Mark whether to print statements for open item accounts, balance forward accounts, or all accounts.
2. Print: Mark whether to print credit limits, finance charges, payment terms, and messages on the statement.
3. Ranges: Specify a range of customers to print statements for.

From: Enter the start of a range to restrict the customers to print statements for. If this field is blank, the first record in the range type will be the default entry.
To: Enter the end of a range to restrict the customers to print statements for. If this field is blank, the last record will be the end of the range.
If the "by Branch ID" range is selected, statements will be printed for customers whose Default Branch setting in Customer Extensions Maintenance matches the range specified. If a customer has transactions in multiple branches, the statements will only be printed when the Default Branch is selected.

1. Choose Print to print the statements. The following is a brief description of the CINCH Sales/Seed statements.

Chapter 19:Prepay Season CloseD2HML|C1H Manual

Prepay Season Close

This chapter will explain how to perform the Prepay Season Code routine, which will allow the user to zero out prepay balances. All balances can be transferred to a credit memo for the customer and/or written-off.

Close Prepay

1. Open the Prepay Season Close window.

(Microsoft Dynamics GP>>Tools>>Routines>>Cinch Sales>>Prepay Close)

1. Choose from the following range options to narrow down the prepay documents; Customer, Customer Class, Salesperson, User Defined 1.
2. Select the Redisplay button to display, the range options in the scrolling window.
3. Enter a Receivables Batch number.
4. The Show balance less than checkbox:
   • When marked, the value entry field will become enabled. User is then able to enter the value of the prepay balance restriction.
     • Only Prepays will be displayed based on the selected restrictions and where the prepay balance less than or equal to the Show balance less than amount entered.
   • When not marked, prepays will be displayed based on the selected restrictions regardless of the prepay balance.
5. Mark the Writeoff checkbox to write off prepays that are less than a certain dollar amount.
6. If the Writeoff checkbox is selected, the Amounts Under field will become available; enter an amount in this field and any Prepay that has been selected and has a balance less than this amount will be written off.
7. In the scrolling window, choose Mark All to close all the displayed prepay, or use the Select checkboxes to individually select records to be written off.
8. Choose Process to complete the season close.
   • The system will make one or both of the following credit memos:

• For amounts larger than the write off amount, a credit memo will be created in Accounts Receivable for the amount remaining. The following distributions will be used:
  • Debit – The Prepay Account will be debited.
  • Credit – The Accounts Receivable account will be credited. The system will look to the Customer first to get the Account Number, and if one isn't set up the system will check in the Posting Setup table for the Accounts Receivable account.
• For amounts equal to or less then the write off amount, a credit memo will be created in Accounts Receivable with a zero dollar amount. The following distributions will be created:
  • Debit - The Prepay Account will be debited the amount of the writeoff.
  • Credit - The Accounts Receivable account will be credited the amount of the writeoff. The system will look to the Customer first to get the Account Number, and if one isn't set up the system will check in the Posting Setup table for the Accounts Receivable account

All of the chosen prepay records will be moved from open to history.

Chapter 20:Expired Prepay CloseD2HML|C1H Manual

Expired Prepay Close

This chapter will explain how to close Prepay Receipt details based on the Effective Dates and differs from the Prepay Season Close screen in that the user will be able to close individual Prepay detail(s) rather than closing the entire Prepay document that occurs in the Prepay Season Close screen.

Close Expired Prepay

1. Open the Expired Prepay Close window.

(Microsoft Dynamics GP>>Tools>>Routines>>Cinch Sales>>Expired Prepay Close)

1. Choose from the following range options to narrow down the prepay documents; Customer, Customer Class, Salesperson, User Defined 1.
2. Enter a Receivables Batch number.
3. Expiration Date filter, any Prepay detail with an Ending Effective Date greater than the Expiration Date entered will display in the screen and be available to close.
   • If expiration dates are not entered on the Prepay, they will not display in this window since they don't expire.
4. The Show balance less than checkbox:
   • When marked, the value entry field will become enabled. User is then able to enter the value of the prepay balance restriction.
     • Only Prepays will be displayed based on the selected restrictions and where the prepay balance less than or equal to the Show balance less than amount entered.
   • When not marked, prepays will be displayed based on the selected restrictions regardless of the prepay balance.
5. Mark the Writeoff checkbox to write off prepays that are less than a certain dollar amount.
6. If the Writeoff checkbox is selected, the Amounts Under field will become available; enter an amount in this field and any Prepay that has been selected and has a balance less than this amount will be written off.
7. Select the Redisplay button to display the range options in the scrolling window.
   • Multiple lines from the same Prepay can appear and the user can close one and leave the other open.
8. In the scrolling window, choose Mark All to close all the displayed prepay, or use the Select checkboxes to individually select records to be written off.
   • User cannot process if there are unposted invoices with prepay applied for the selected customer.
9. When lines are selected the closing process will do the following:
   • Create an Apply record for the Prepay Detail that is selected for the Balance remaining on the prepay line.
   • If the Balance is greater than the Writeoff Amount a Credit Memo will be created for the Customer associated with the Prepay for the Balance remaining on the Prepay detail. If multiple Prepay lines are closed for the same Customer the system will sum the Balances and create a single Credit Memo.
     • The following distributions will be created:
       • Debit - The Prepay Account will be debited for the Balance.
       • Credit - The Accounts Receivable account will be credited for the Balance. The system will look to the Customer first to get the Account Number, and if one isn't set up the system will check in the Posting Setup table for the Accounts Receivable account.
   • If the Balance is less than the Writeoff Amount the following will occur:
     • System will write an Apply record for the Prepay Detail with the Source Document set to WRITEOFF.
     • The following distributions will be created:
       • Debit - The Prepay Account will be debited for the amount of the writeoff.
       • Credit - The Accounts Receivable account will be credited for the amount of the writeoff. The system will look to the Customer first to get the Account Number, and if one isn't set up the system will check in the Posting Setup table for the Accounts Receivable account.
   • The system will check if the entire Prepay Cash Receipt has been consumed, and if it has will move the Prepay into the Prepay History tables.
   • Generate the Expired Prepay Close Report.

Chapter 21:Prepay Effective Date ChangeD2HML|C1H Manual

Prepay Effective Date Change

This chapter will explain how to modify the Effective Prepay Date range on Posted Prepay Cash Receipts.

Changing Prepay Effective Dates

1. Open the Prepay Effective Date Change window.

(Microsoft Dynamics GP>>Tools>>Routines>>Cinch Sales>>Prepay Effective Date Change)

1. Customer Number helps filter the Prepay Cash Receipts.
2. Lookup Prepay Number opens Prepay Detail Lookup.

• • Select the Prepay Line to update. The line expansion displays the Period ID and Effective Start and End Dates.
  • User is not allowed to select/change a prepay that has pending activity (unposted sales transaction(s)).

1. Prepay Type will default in from the existing Prepay Detail selected and will not be editable.
2. Apply To will default in from the existing Prepay Detail selected and will not be editable.
3. Original Amount will default in from the Prepay Amount from the existing Prepay Detail selected and will not be editable.
4. Description will default in from the existing Prepay Detail selected and will not be editable.
5. Effective Dates will default in the Prepay Period ID from the existing Prepay Detail selected. User is allowed to enter a new value that will be used to update the Prepay Cash Receipt.
6. Start Date will default in from the existing Prepay Detail selected. User is allowed to enter a new value that will be used to update the Prepay Cash Receipt.
7. End Date will default in from the existing Prepay Detail selected. User is allowed to enter a new value that will be used to update the Prepay Cash Receipt.
8. Reason Code allows user to select an existing Reason Code or enter a value in the Reason Description field.
9. Extension Fee provides the option of charging a fee for extending the Effective Date on a Prepay. The drop down list options are:
   • None, when selected the Customer will not be charged for the Effective Date extension or a Price change, and no Invoice will be created.
   • Invoice, when selected an Invoice will be created for the Customer using the information entered in the screen.
     • This option will create the Invoice but will NOT reduce the Prepay amounts for the Prepay being updated.
   • Transfer Prepay, when selected the following will occur:
     • An Invoice will be created for the Customer using the information entered in the screen.
     • Prepay Transfer will take place.
       • The Prepay Detail being extended will be reduced by the amount of the fee being charged and invoiced.
       • A new Prepay Detail will be created, the Prepay Type will be Item and the Apply To will be the Invoice Item Number specified regardless of the Prepay Type Prepay Detail being extended.
       • If the Open Invoice Maintenance checkbox is marked the Invoice Maintenance screen will automatically open allowing the user to apply the Prepay Detail just created to the new Invoice just created. The system will remember the Open Invoice Maintenance setting while the screen is opened so if the user is editing multiple Prepays they will not have to remember to mark or unmark the checkbox each time.
       • The system will NOT automatically apply the new Prepay Detail. The user will be required to do this manually.
10. When either the Invoice or Transfer Prepay option is selected in the Extension Fee field the following fields will be enabled allowing the user to enter the needed information for an Invoice.
    • Fee per Unit, user will enter the value to charge per unit.
    • Quantity is the Quantity of the Prepay being extended. It will default to the remaining quantity of the Prepay Detail but the user will be able to edit this value.
      • When the item has tax to calculate the quantity, the system will subtract the tax amount from the remaining quantity then divide by unit price.
    • Document Amount is the amount of the SOP Invoice being created. It will be calculated by Fee per Unit * Quantity.
      • If user overrides the calculated Document amount, the Quantity will be recalculated based on the new Document Amount and the Fee per Unit Price entered.
    • Batch Number is the SOP Batch the Invoice will be saved in.
    • Ship Method that will be used on the Invoice.
    • Site that will be used on the Invoice.
    • Invoice Item Number is the Item Number that will be used on the Invoice. It will also be the Item Number used in the Prepay Transfer if that option is selected. This Item will most likely be set up as a non-inventoried item.
11. Tax Schedule that will be used on the Invoice.
12. New Price, the user is allowed to change the Price of the Item on the original Prepay.
    • The system will consume the remaining quantity on the existing Prepay Detail and write a new Prepay Detail for the same Item at the new price for the remaining amount of the original detail. A new Prepay Qty will be calculated for the new Prepay detail by taking the remaining Prepay Amount / New Price.
    • The user will be able to change the price on a Prepay detail when any of the options are selected in the Extension Fee drop list.
    • Tax calculation is added when the prepay is for an item. Taxes plus Prepay Amount equals the Original Prepay and will be how the new detail line is created.
13. Update when selected the following will occur:
    • Update the existing Prepay Detail record.
    • A log record will be recorded in the IRASPrepayDateChangeLog table; a smart list can be generated base on users reporting requirements. Information includes:
      • Prepay Number
      • Prepay Sequence
      • Old Date Range ID
      • Old Start Date
      • Old End Date
      • Old Price
      • New Date Range ID
      • New Start Date
      • New End Date
      • New Price
      • Reason Code ID
      • Reason Description
      • Comment
      • Action ID (Extension Fee Type)
      • SOP Number (Invoice Number when Fee Extension is Invoice or Prepay Transfer)
      • User ID
      • Date Changed
      • Time Changed

Chapter 22:Petroleum File ImportD2HML|C1H Manual

Petroleum File Import

The Petroleum File Import window can be used to import Petroleum transactions to invoice in CINCH. The file import is a two-step process; the file is first read then secondly processed after any errors have been resolved. Once they have been imported, use Shipment Invoicing to make any changes and create an order or invoice.

1. Open the Petroleum File Import window.

(Microsoft Dynamics GP >> Tools >> Routines >> Cinch Sales >> Petroleum File Import)

1. Select an Import File by using the browse button.
2. Select an Archive Path by using the browse button. After importing, an archive import file will be created in the following format. (mmddyyyhhmmss.trn)
3. Select the File Type from the following drop down list:

• PetroVend
• Gasboy CFN III Raw
• Gasboy Daily
• Gasboy Autogas

1. When doing a Gasboy CFN III Raw or Gasboy Daily import, select to Include On Account and/or Credit Card Transactions.
2. Select the Customer X-Ref Type to import.
3. Select the Item X-Ref Type to import.
4. If you are doing a Gasboy CFN III Raw or Gasboy Daily import, select a Card X-Ref to import.
   • When using the Gasboy Daily Import the Gasboy Card Code must be setup in Credit Card X-Ref Entry. The following possible card codes can be cross referenced to separate customer accounts, a single customer account or any combination thereof to provide billing details:

1. The Site ID will default from the Site selected in Sales User Setup, but can be changed if necessary.
2. Select a Payment Terms that will be assigned to each imported transaction.
3. Select a Ship Method that will be assigned to each imported transaction.
4. Choose Read File button to read the file and check for errors. User can enter any missing cross reference info or edit the import file to remove the lines causing errors. Once all errors are resolved the Process button will be enabled.
5. Choose the Browse Errors button to open the Import Errors Inquiry window to display any errors from the Read File Process. Any missing cross reference information will be displayed. An error log is created and placed in the archive directory.
6. Choose the Preview button after the import file is successfully read without errors to view the shipment information. User can preview Customer, Date, Item Number, Quantity and Price on the shipments to be imported.
7. Choose Process to import the file. The orders in the file will be imported to Shipment Invoicing, which can then be sent to Counter Sales or Invoice Maintenance where they can be edited or invoiced.
8. Choose the Shipment Invoicing button to open the Shipment Invoicing to immediately continue with the invoicing process for the transactions.

Chapter 23:Order Schedule Qty ReconcileD2HML|C1H Manual

Order Schedule Qty Reconcile

The Order Schedule Qty Reconcile window can be used to reconcile scheduled quantities on orders.

1. Open the Order Schedule Qty Reconcile window.

(Microsoft Dynamics GP>>Tools>>Routines>>Cinch Sales>>Order Schedule Quantity Update)

1. Select the Order Number to reconcile.
2. Choose Reconcile Order.
3. The user will receive a message that the Reconcile completed with X error(s).
4. Choose OK to close the window.

Chapter 24: AgWorks RoutinesD2HML|C1H Manual

AgWorks Routines

This Chapter describes the Integration Error Log and AgWorks Integration windows, which are used in conjunction with sharing information between AgWorks and CINCH Sales.
The chapter is divided in to the following sections:

• Integration Error Log
• AgWorks Integration

Integration Error Log

The Integration Error Log window can be used to view any errors that may have occurred while bringing over transactions for AgWorks, Energy or Fertilizer.

1. Open the Integration Error Log window.

(Microsoft Dynamics GP>>Tools>>Routines>>Cinch Sales>>Integration Error Log)

1. The Show Process checkboxes allows the user to select the processes they would like to view. By default all checkboxes to be marked:

AgWorks Farm Import
AgWorks Field Import
AgWorks Shipment Import

• AgWorks Distributor Shipment

AgWorks Pricing Update

• AgWorks Inventory Transfer
• AgWorks Return Import
• Energy checkbox when selected will the display the Import failures for Energy transactions and replication, Customer, Address, Item, Deliveries and Prices.
• Process, Fertilizer checkbox when selected, will display any Exception Errors that occurred during the Fertilizer Import process that were logged in the IRASIntegrationExcMSTR table in Cinch.

1. The Scrolling window will display all of the errors for the selected process(es).

• The Process window will always display AgWorks Shipment Import.
• The Description will display the Delivery Ticket that had the error.
• The Branch and Region will display the CINCH Branch and Region the transaction will be imported to. These will be blank if the error is: 'Unable to find matching site in Cinch.'
• On expanded line view, the user can see the Error that stopped the transaction from coming over, Date and Time of the Import, and what AgWorks Database the transaction came from.

1. After the errors have been viewed, user can choose to delete them from the table by selecting Mark All or individually selecting the records and choosing Delete.
2. Next time the import is scheduled, if the transactions with errors have not been fixed, they will be displayed again.

AgWorks Integration

The AgWorks Integration window can be used to manually import data or transactions between AgWorks and CINCH Sales. SQL Server will typically have a job set up that runs periodically throughout the day to automatically move transactions or data. This window can be used in conjunction with that job to quickly move information as needed.
1.Open the AgWorks Integration Maintenance window.
(Microsoft Dynamics GP>>Tools>>Routines>>Cinch Sales>>AgWorks Integration)

2.The Import as of Date will display the system date, but can be changed if necessary. Any transaction entered in AgWorks up to and including this date will be imported. If the transaction has previously been successfully imported, it will not be imported again.
3.Select which type(s) of information to import at this time (Sales/Deliveries, Pricing, Distributor Shipments, Copy User, Farms, Fields or Initialize Distributors).

• The Sales/Deliveries button will pull the available AgWorks Delivery Tickets into CINCH Shipment Invoicing for the specified date. From Shipment Invoicing a Counter Sale or Invoice can be created.
  • If the AgWorks Setup Option, Sales Synchronization is set to Automatic, this process will be included in the sql job (IRAgWorksRepl_CompanyDatabaseName_AgWorksDatabaseName). The default setting is setup to run daily at 3 am but this can be changed.
  • Based on the AgWorks Setup Option, Shipment option will determine where the shipment will be imported. Refer to Cinch Sales – Seed System Manual, Sales Setup for more details on these settings.
  • CINCH will ignore Delivery Tickets that are marked as "In Process" in AgWorks. This means that if a user is editing a Delivery Document in AgWorks, CINCH will not import that document until the next time documents are imported and the document is no longer "In Process."
  • Any Delivery Ticket in AgWorks that is checked for "Delay Invoicing" will not be brought into CINCH Sales until this Flag on the ticket has been removed.
  • CINCH will ignore AgWorks documents that have been created within the last one minute to avoid the possibility of importing a partial document.
  • When Seed Modifier is enabled the system will include and validate the seed modifiers for the Items on the AgWorks Delivery Ticket. If a modifier(s) in AgWorks includes price differences integration will pull the updated price.
  • The Sales/Deliveries drill back button will access Shipment Invoicing, Counter Sales, or Invoice Maintenance depending on the AgWorks Setup Options, Shipment Options setting.
• The Distributor Shipments button will pull the available Agworks Distributor Shipments into CINCH for the specified date.
  • If the AgWorks Setup Option, Distributor Shipment Synchronization is set to Automatic, this process will be included in the sql job (IRAgWorksRepl_CompanyDatabaseName_AgWorksDatabaseName). The default setting is setup to run daily at 3 am but this can be changed.
  • When Seed Modifier is enabled the system will include and validate the seed modifiers for the Items on the AgWorks Distributor Shipments.
  • A Purchase Receipt (Transaction>Purchasing>Receiving Transaction Entry) is created for each integrated Distributor Shipment.

• • • Type = "Shipment"
    • Receipt No. = Next Receipt # from GP
    • Vendor Doc No. = AgWorks Bill of Lading number
    • Date = AgWorks Delivery Date
    • The Batch ID will include the Location Code as part of the Batch ID so that receipts are grouped by location. Batch ID = Last 3 characters of AgWorks Loc Code + '-AWR' + Month + Day. Example: "104-AWR6 22"
    • VendorID = GP Linked Vendor from AgWorks Distributors
    • Name = GP Linked Vendor Name
    • Currency ID = GP functional currency if used will default.
    • PO Number = Empty, we will not be pulling the AgWorks PO Number.
• PO Numbers do not flow from AgWorks into CINCH. Invoicing needs to be matched to Shipments in order to Post. Or the PO number can be manually entered in the Receivings Transaction Entry.
  • • Item = Linked Item according to AgWorks Item Entry
• If this is not setup the integration will fail and show up in the Integration Error Log. Refer to Cinch Sales – Seed System Manual, AgWorks Integration addresses this setup.
  • • Qty Shipped = AgWorks Qty.
    • U of M = Base U of M of GP Item
    • Site ID = Linked Site based on AgWorks Location Entry
    • Quantity Ordered = 0.0
    • Quantity Invoiced = 0.0
    • Extended Cost = 0.0
    • Description = Description of Linked Cinch Item
    • Previously Shipped = same as Qty shipped
    • Previously Invoiced = 0.0
    • If the item is lot tracked in GP, a lot number will be required from the AgWorks distributor shipments and the lot information will be written for the GP purchase receipt also.
    • Receipts can be edited and posted.
• Unposted Purchase Receipts (Inquiry>Cinch Sales>Inventory Sales Position Report>Drill Back on Quantity In Base) displays Unposted Purchase Receipts.

• • The Distributor Shipments drill back button will access the Receivings Transaction Entry window.
• The Pricing Button will push Pricing updates to AgWorks for mapped prices levels.
  • This process will be included in the sql job (IRAgWorksRepl_CompanyDatabaseName_AgWorksDatabaseName). The default setting is setup to run daily at 3 am but this can be changed.
  • The Pricing drill back button will access Item Price List Maintenance window.
• Copy Users will integrate new users added to the Microsoft Dynamics GP database to be added to the AgWorks database.
• The Error Log button opens the Integration Error Log window.
• The Returns button will pull all eligible AgWorks returns and import them into to Returns Entry or Shipment Invoicing depending on the AgWorks Setup Options, Return Option setting.
  • If the AgWorks Setup Option, Return Synchronization is set to Automatic, this process will be included in the sql job (IRAgWorksRepl_CompanyDatabaseName_AgWorksDatabaseName). The default setting is setup to run daily at 3 am but this can be changed.
  • The Returns drill back button will access Shipment Invoicing or Sales Returns depending on the AgWorks Setup Options, Return Options setting.
• The Transfers button will pull all eligible AgWorks transfers and import them into Branch Transfer Entry window.
  • If the AgWorks Setup Option, Inventory Transfer Synchronization is set to Automatic, this process will be included in the sql job (IRAgWorksRepl_CompanyDatabaseName_AgWorksDatabaseName). The default setting is setup to run daily at 3 am but this can be changed.
  • The Transfer drill back button will access the Branch Transfer Entry window.
• The Farms button will pull AgWorks Farms and create/update CINCH Farm Records.
  • This process will be included in the sql job (IRAgWorksRepl_CompanyDatabaseName_AgWorksDatabaseName). The default setting is setup to run daily at 3 am but this can be changed.
  • The Farms drill back button will access the Farm Maintenance window.
• The Fields button will pull AgWorks Fields and create/update CINCH Field Records.
  • This process will be included in the sql job (IRAgWorksRepl_CompanyDatabaseName_AgWorksDatabaseName). The default setting is setup to run daily at 3 am but this can be changed.
  • The Field drill back button will access the Field Maintenance window.
• Initialize Distributors provides the ability to create new AgWorks Distributors for existing Microsoft Dynamics GP Vendors. It will create an AgWorks Distributor for each Vendor setup with the appropriate Vendor Class. The initialize will include linking the new Distributors to the Vendors.
  • The Initialize Distributors will access the Vendor Maintenance window.

4.Choose OK to close the window. Use the Integration Error Log window to see if any transactions did not import.

Chapter 25:XML Export EntryD2HML|C1H Manual

XML Export Entry

The XML Export Entry window is used to retrieve, select and transmit transactions to an export file.

1. Open the XML Export Entry window.

(Microsoft Dynamics GP>>Tools>>Routines>>Cinch Sales>>Export Entry)

1. The Transmit Number will begin with 1 for the first transmittal and increment by one thereafter. This can be changed it if desired.
2. If errors were received on a previous transmission to retransmit, select the Retransmit Number, which will be the original transmit number they were supposed to transmit in.
3. Select the Export Name created in XML Criteria Entry.
4. The Export Type will display Inventory Actual, Product Movement, Meppel v.3 Product Movement, AgriMine Customer, AgriMine Item, or AgriMine Sales depending on the Criteria setup.
5. Enter a Start and End Date for the transactions to transmit.
   • When the selected Export Name is setup for Inventory Actual, Start and End Dates will default to the user date and be locked as the system export inventory quantities as of the time the export is run.
6. Choose the Get Transactions button to fill the scrolling window with all the Invoices, Orders, etc.

All transactions in the system will be displayed, regardless of the Cross Reference information selected in XML Criteria Entry.

1. Select the transactions to transmit to the export file by manually checking, or select Mark All to send all transactions in the window.
2. Choose the Transmit button to create and send the export file. Depending on the XML Criteria Setup, the file will be sent to a folder, FTP or email.
3. The Transmit Details section will fill with the Date/Time, User and Messages from the transition. If errors were received, a message will be displayed.
4. Choose the Display Only Transaction With Errors checkbox to view which transactions had issues and expand the scrolling window to see the specific error.

Fix the errors (cross reference missing items, customer, etc.) and retransmit.

Chapter 26:Sales Document ImportD2HML|C1H Manual

Sales Document Import

The Sales Document Import is used to import Gas Boy, TopKat and Inman files and generate Invoices for each imported record.

1. Open the Sales Document Import window.

(Microsoft Dynamics GP>>Tools>>Routines>>Cinch Sales>>Sales Document Import)

1. Enter or select the Import File location.
2. Enter or select the Import Archive Path.
3. Select the File Type from the drop list:
   • Gas Boy Daily
     • The system will read the record type using the 10 – 11 characters in the file.
     • The system will read the 6 character customer from the file.
   • Inman Import
     • The system will read the record type using the 10 – 11 characters in the file.
     • The system will read the 8 character customer from the file starting on position 56 and use this as the Customer to match in the Cinch system.
     • The system will read the 4 characters Card Name from the file starting on position 53 and use this as the Card Number to match in the Cinch system.
   • TopKat Import
     • The system will read the file and assume that all transactions are Charge transactions for the customer indicated in the import with no taxes or discounts.
4. Select the Customer X-Ref for the Import file.
5. Select the Item X-Ref for the Import file.
6. Select the Card X-Ref for the Import file.
   • When File Type is TopKat Import this field will be disabled. Transactions import as on account since there is no credit card information in the file.
7. Select the Cash Customer to be assigned to the Cash Sales.
   • The Cash and Credit Customer can be the same if no separation is needed by the end user.
   • When File Type is TopKat Import this field will be disabled since no payment is received.
8. Select the Exclude Cash check box for Cash Customers to be excluded from the import.
   • When the File Type is TopKat Import this will default as marked and be disabled since no credit information is received.
9. Select the Credit Customer to be assigned to the Credit Sales.
   • The Cash and Credit Customer can be the same if no separation is needed by the end user.
   • When File Type is TopKat Import this field will be disabled.
10. Select the Exclude Credit checkbox for Credit Customers to be excluded from the import.
    • When the File Type is TopKat Import this will default as marked and be disabled.
11. Select the Consolidate Cash-Credit Sales checkbox for the Cash and Credit Sales to be combined to a single Cash Sales document or a single Credit card provider document.
    • The checkbox is designed to save on restart and will remain checked until the window is closed or checkbox reset.
    • When File Type is TopKat Import this field will be disabled.
12. Select the transactional Branch ID to be assigned to the imported transaction.
    • Branch will default to the user's current branch.
13. Select the Site ID to be assigned to the imported transaction.
    • Site ID will default based on setup done on the Branch Maintenances Main Inventory Site ID.
14. Select the Payment Terms to be used for the entire transaction regardless of the selected customer.
    • Payment Terms will default if the field is left blank based upon the Payment Terms assigned to the selected customer.
15. Select the Ship Method to be used on the transaction.
    • Ship Method will default in based on setup in Sales User Setup.
16. Select the Tax Item Number so taxes are written as a line item on the invoice.
    • When File Type is TopKat Import this field will be disabled since no taxes will be calculated.
17. Select the Disc Item Number so discounts are written as a line item on the invoice.
    • When File Type is TopKat Import this field will be disabled since no discounts will be calculated.
18. Select the Sales Batch to be used on the transactions.
19. Select the Checkbook ID that the cash and credit transactions will be assigned to.
    • Checkbook ID will default based on Sales User Setup.
    • When File Type is TopKat Import this field will be disabled since no payment is received.
20. Select the Price Level that will be used to determine the price for the Item when the Invoice is being created.
    • This field is only enabled when the File Type is TopKat Import.
21. Select the Read File button to initiate the process of reading the selected File Type.
    • The Read File can be done multiple types so any missing X-Refs can be added and the file can be read again.
22. Select the Invoice button to initiate the invoice process.
    • Import Messages will display what invoice number that was created for what transaction number.
23. Select the Preview Docs button to review the read file after it has imported.

• • Select the Override button to allow the user to override the automatic rejections and import the transaction with errors.
    • Transaction with errors will likely need editing once in the Invoice Maintenance window.
  • Go To Transaction field filters to the record entered and selects it to view details.
  • Incl column will display what transaction will be invoiced when the process button is selected.
  • Trx# will display the transaction number for each record.
  • Customer ID will display the Customer ID X-Ref for each record.
  • Customer Name will display the Customer Name X-Ref for each record.
  • S/R will indicate if the transaction is a Sales or a Return.
    • Cash Returns will not consolidate with Cash Sales. Multiple Cash or Credit Sales will consolidate into a single return document.
  • CCC Name will display the Credit Card Name X-Ref for each record.
  • Pmt Received will display any payments that are received with a Credit Card.
  • Doc Total will display the transactions totals by customer.
  • Line will display the line of where the transaction came from in the imported file when one is selected from above.
  • Item Number will display the Item Number X-Ref for each selected record.
  • Item Description will display the Item Description X-Ref for each selected record.
  • Quantity will display the imported quantity of the selected record.
  • U of M will display the imported U of M of the selected record.
  • Price will display the Price of the selected record.
  • Extension will display the total amount of the selected quantity.

1. Select the Print Icon to print the Sales Import Edit List.
   • Either all records can be printed or Errors only can be printed when the Errors Only checkbox is selected.

Chapter 27:Reprint Archived StatementsD2HML|C1H Manual

Reprint Archived Statements

Reprint Archived Statement allows the user to display and reprint previously printed statements. Users will be able to filter and select settlements to reprint.

1. Open the Reprint Archived Statement window.

(Microsoft Dynamics GP>>Tools>>Routines>>Cinch Sales>>Reprint Statements)

1. Receivable Management Setup, Reprint Statements checkbox under Options must be selected to archive the Cinch statements.
   • The Cinch statements that will be archived and have the ability to reprint are Line Item, Prepay, and Deferred.
   • This feature will enable reprint of statements going forward once the Reprint Statements checkbox is selected, it will NOT recreate statements.
2. Restrict By:
   • Customer Number From and To
   • As of Date From and To
     • This represents the date of the statement(s) were processed.
3. Scrolling Window:
   • Run – displays the system generated run number associated to the statement process.
   • Customer – displays the customer on the statement. Each customer that received a statement in the statement process will be listed.
   • Statement ID - displays the Statement ID selected from Print Cinch Receivables Statements when the statements were processed.
   • As of Date – displays the Date to Print from Print Cinch Receivables Statements when the statements were processed.
   • Date Run – displays the system date the statements were processed.
   • Statement – displays the Form selected from Print Cinch Receivables Statements when the statements were processed
4. The Print button when selected will reprint a selected statement from the scrolling window.
   • The Cinch statements allowed to reprint from this window are Line Item, Prepay, and Deferred.
5. The Redisplay button when selected will display archived statements within the scrolling window that meet the selected restrictions.

Chapter 28:Reporting Cost AdjustmentsD2HML|C1H Manual

Reporting Cost Adjustments

A company is eligible for manufacturer rebates on sales of certain products at season end. Accounting rules dictate that the rebate be accrued during the sales season. These rebates can be substantial and do affect the final net margin on the sale of these products.
The system allows the user to setup each rebate separately or combine a group of them into a single Reporting Cost Adjustment for the effected item(s). The system will calculate the amount of the adjustment based on rules setup for the adjustment. Refer to Cinch Sales – Seed Software System Manual for more information on the Setup.
The chapter is divided in to the following sections:

• Reporting Cost Adjustment Item Entry
• Reporting Cost Adjustment Manual Entry
• Reporting Cost Adjustment Calculation Processing
• Reporting Cost Adjustment Inquiry
• Reporting Cost Adjustment Inquiry Detail

Reporting Cost Adjustment Item Entry

Reporting Cost Adjustment Item Entry allows users to view and/or enter new rebate information on an item by item basis.

1. Open Reporting Cost Adjustment Item Entry

(Transactions>Cinch Sales>RCA Item Entry)

1. Select From and To filter restriction to restrict items by.
2. Scrolling window includes the following information for each item/cost adjustment.
   • Item Number
     • If no filters are selected, all Inventory items for all Cost Adjustment ID's will appear in this scrolling window.
   • Cost Adjustment ID
     • The rebate information from the Cost Adjustment will default into the window.
     • If Cost Adjustment information is changed on this window, the change will flow to the Rebate Reporting Cost Adjustment Setup window as well.
   • U Of M will display the Unit of Measure from the Cost Adjustment ID and is not editable.
   • Adjustment Rate Type will display the Adjustment Rate Type from the Cost Adjustment ID and is not editable.
   • Start and End Dates will display the dates from the Cost Adjustment ID and is not editable.
   • Linked Selection will display the Target Rate Description if the Cost Adjustment ID is setup to Link Target Rate to Item and can be changed.

• • • Select Target Rate from drop down list.
    • OK button when selected will return the selected rate to the item.
    • Cancel button selected will return to the item without selecting rate.
  • Percent is the Adjustment Rate when Adjustment Type is Percent of List.
  • Amount
    • Is the Item List Price when Adjustment Type is Percent of List.
    • Is the Accrue to Amount when Adjustment Type is Accrue to Cost.
    • Is the Adjustment Amount when the Adjustment Type is Amount Per Unit.
  • Cost Adjustment Description
  • Vendor ID
  • Manufacturer
  • Wholesale, Retail, and All Customers checkboxes are the Meppel Customer Type.
  • Item Description defaults for the item.
  • Territory/Region ID
    • Multiple will be dispaled if the Cost Adjustment ID has multiple Territory/Region ID's selected.
  • Vendor Name
    • Direct Ship and Non-Direct Ship checkboxes are the Shipment Type.
  • Quantity Sold is the total Quantity (in the IDs Unit of Measure) from posted Invoices minus Returns meets the Cost Adjustment criteria and that has been used to calculate the Reporting Amount for the selected item

1. OK button when selected will close the window.
2. Clear button when selected will clear the window and not save any changes.
3. Refresh button when there are filters are utilized, the Refresh button has to be invoked before the item information is re-displayed.

Reporting Cost Adjustment Manual Entry

Reporting Cost Adjustment Manual Entry allows user to manually enter the rebate amount for each sales order line that meets the restrictions for a Cost Adjustment ID with an Adjustment Rate Type of Manual. Each line displayed represents a posted Invoice or Return transaction that can be rebated either manually or by an Amount Per Unit.

1. Open Reporting Cost Adjustment Manual Entry

(Transactions>Cinch Sales>RCA Manual Entry)

1. Enter Cost Adjustment ID. Once a valid Cost Adjustment ID has been selected, the Description field and all sales order lines matching the criteria will be displayed in the scrolling window.
2. Select Filter By to further restrict display, options are:
   • Document Date
   • Document Number
   • Item Number
   • Sales Order Type (Invoice or Return)
   • Shipment Type (Direct or Non Direct)
   • State
3. Amount Per Unit will be the adjustment amount used to calculate the Reporting Amount when the Calculate button is selected.
4. Calculate button when selected, Cost Adjustment will be calculated for each line displayed.
   • Cost Adjustment calculation is the Amount Per Unit * Quantity.
   • Cost Adjustment values will not be saved until the Save button is clicked.
5. Scrolling window will be populated with the following information base on the filter criteria.
   • SOP Type
   • Doc Date
   • SOP Number
   • Customer
   • State
   • Item Number
   • UOM
   • Quantity
   • Price
   • Reporting Adjustment
     • System will update this field when an Amount Per unit is entered and the Calculate button is selected.
     • User can override the calculated amount per line.
     • If the Calculate button is selected after manual reporting amounts have been entered, the system will overwrite the manual entries.
6. Save Button when selected the changes will be saved.
7. Clear button when selected will clear the window without saving changes.
8. Delete Amounts Button when selected the Reporting Amount for the selected Cost Adjustment will be deleted.
9. Redisplay Button when selected, will refresh the data with the current filter.

Reporting Cost Adjustment Calculation Processing

Reporting Cost Adjustment Calculation Processing allows the user to select and process the Reporting Cost Adjustment per Cost Adjustment ID.

1. Open Reporting Cost Adjustment Calculation Processing

(Microsoft Dynamics GP>Tools>Routines>Cinch Sales>RCA Batch Processing)

1. All active Cost Adjustments ID's with Adjustment Rate Types of Percent of List Price, Amount Per Unit and Accrue to Cost will display in the scrolling window.
2. Select the Cost Adjustment ID(s) to be processed.
3. Process button, when selected, will process all the sales order lines (Posted Invoices and Returns) matching the criteria of the selected Cost Adjustment ID(s).
   • The system will roll through each Cost Adjustment ID and calculate the cost adjustment amount for each sales transaction that meets the adjustment criteria.
     • System will only calculate Reporting Cost Adjustments on posted Sales Invoices and Returns.
     • Reporting Cost Adjustments are calculated based on the Reporting Cost Adjustment ID's Unit of Measure.
   • If sales order lines have already been processed, this action will reprocess them, replacing their data in the corresponding tables. This will continue until the Cost Adjustment ID is no longer active.
   • Sales Management Reports, Sales Reporting Cost Adjustment Detail and Sales Reporting Cost Adjustment Summary are used to print the Rebate Cost Adjustments per Manufacturer.
4. Ok button when selected will clear and close the window.
5. Clear button when selected will clear the window without processing.

Reporting Cost Adjustment Inquiry

Reporting Cost Adjustment Inquiry is used to view the Reporting Cost Adjustments amounts and allow export to Excel.

1. Open Reporting Cost Adjustment Inquiry

(Inquiry>Cinch Sales>RCA Inquiry)

1. Select Filter by From and To, options are:
   • Cost Adjustment ID
   • Manufacturer
2. Scrolling window will display the following for ID's that meet the filter by criteria:
   • Cost Adjustment ID
     • Drill back on the label opens the Reporting Cost Adjustment Setup for the selected ID.
   • Cost Adjustment Description
   • U Of M will display the Unit of Measure from the Cost Adjustment.
   • Manufacturer display the Manufacturer from the Cost Adjustment.
   • Quantity, is the net quantity (in the IDs Unit of Measure) of all items that meet the Cost Adjustment Setup criteria.
   • Cost Adjustment Amount, is the net reporting amount for all items that meet the Cost Adjustment Setup criteria.
   • Cost Adjustment Amount drill back opens the Reporting Cost Adjustment Inquiry Detail for the selected Cost Adjustment.
3. OK button when selected closes the window.
4. Clear button when selected will clear the window.
5. Export button when selected will export the displayed data to Excel.
6. Redisplay button when selected the scrolling window will refresh based on the filter by restrictions.

Reporting Cost Adjustment Inquiry Detail

Reporting Cost Adjustment Inquiry Detail is used to view the transaction line and dollar amount of each Reporting Cost Adjustment and provide the ability export the information to Excel.

1. Open Reporting Cost Adjustment Inquiry Detail

(Inquiry>Cinch Sales>RCA Inquiry Detail)

1. Select Filter by From and To, options are:
   • Cost Adjustment ID
   • Document Date
   • Item Number
   • Manufacturer
   • Sales Order Number
   • Sales Order Type (Invoice or Return)
2. Scrolling window will display Reporting Cost Adjustments that match the filter by criteria.
   • System will display each sales transaction and reporting amount for each cost adjustment.
   • If sales transaction qualifies for more than one Reporting Cost Adjustment, a separate detail line will be displayed for each Cost Adjustment.
3. OK button when selected closes the window.
4. Clear button when selected will clear the window.
5. Export button when selected will export the displayed data to Excel.
6. Redisplay button when selected the scrolling window will refresh based on the filter by restrictions.