G/I FLOW OF EVENTS
At this point, you are ready to process the Grain Inspection module. Establish your own time frame for day to day procedures based on the volume of invoice activity in your office. The Flow of Events provides a general outline for these procedures.
Grain Inspection processing can be divided into a few main activities:
1) maintaining the Master files
2) entering inspection data
3) printing certificates and posting to IDW
4) printing invoices
5) printing monthly reports
6) month/year end processing
The Flow of Events described below is a guideline of options to follow for Grain Inspection processing. When you are using an option for the first time, please read the entire Option Description for detailed instructions on using that option.
Maintaining The Master Files:
As new Customers, Rates, Factors, Inspectors, Job Sites, and Locations are encountered, add new records to the appropriate MASTER file through the appropriate Maintenance option on the G/I Master File Maintenance Menu. Whenever changes are made to a MASTER file, it is a good practice to reprint the master file report to have a current hardcopy on hand.
Entering Inspection Data:
As new samples are inspected or weighed, add new records to the appropriate option on the G/I Processing Menu. Use the appropriate report to check for accuracy. If necessary, use the Maintenance option to make corrections.
Printing Certificates and Posting To IDW:
Use the appropriate option on the G/I Processing Menu to print internal and customer copies of certificates. There are options available to send the customer copies in a PDF format via email. (If you need to resend a certificate please see the Resend Certificate Instructions.)
There is an option to post the certificates directly to IDW.
Print internal and customer copies of invoices and integrate the billing information to our Accounts Receivable and Payroll modules.
Printing Monthly Reports:
Reports in the Grain Inspection module may be run at any point in time. However, we suggest reviewing reports each time invoices are posted. If this is not feasible, hardcopies of these reports should be printed, verified and filed at least once a month prior to month-end processing.
Month - End Processing:
To insure the integrity of the data in your Grain Inspection files, the following steps should be completed before entering any new invoices for the next month.
Backup data - follow the instructions provided with your backup device.