EWR Cotton Client Interface Manual

Transcription

1 EWR Cotton Client Interface Manual Files Sent to EWR Revised 04/17/2018 Copyright , EWR, Inc.

2 - New Receipts Issued - Regular New Receipts Issued - Certificated Maintain Regular Receipts Maintain Certificated Receipts Convert Electronic Receipts to Paper Convert Paper Receipts to Electronic Cancel Receipts by Receipt Number Uncancel Receipts by Receipt Number Issue Non-Negotiable Block Receipts Issue Negotiable Block Receipts Cancel Receipts by Shipping Order Number Reserved Warehouse Bale Relocation Maintain Block Receipts Change Block Receipt Data Reserved Reserved Reserved Reserved Reserved Shipping Order Instructions and Bales Request Bank Release of Collateral Shipping Order Update Warehouse Invoice ii

3 Phytosanitary Request (New 2018) Phytosanitary Inspection Completed (New 2018) Reserved Reserved Reserved Sample Order Instructions and Receipts Early Shipping Order Issue World Container IEWR (Obsolete) Reserved World Container Request (Obsolete) Deliver a World Container (Obsolete) Cancel a World Container (Obsolete) Ship a world Container (Obsolete) Validate a World Container (Obsolete) Uncancel a World Container (Obsolete) Reserved Reserved Issue World Certificated IEWR (Obsolete) Reserved Maintain World IEWR (Obsolete) Reserved Reserved Reserved Inbound Certificated Weigher (Obsolete) iii

4 - Reserved Deliver Receipts Deliver Receipts via Bank Draft Deliver Receipts via Loan Options Put Receipts in CCC Loan Reserved Request Loan Deficiency Payment Reserved Deliver Receipts by CMA Loan Redemption Reserved Reserved Request Receipt Data by Receipt Number Reserved Change Receipt Data Change Classing Data Request Warehouse Profile Request Record Data by Selection Criteria Request Reconciliation File Reserved Reserved Reserved Bank Release of Shipping Orders (Banks Only) Bank Release of Drafts (Banks Only) Bank Release of Collateral (Banks Only) iv

5 Appendix A Common Batch Trailer Layout... A-1 Appendix B Shipping Instruction Codes... B-1 Appendix C Transmission File Header and Trailer Layout... C-1 Appendix D EWR Receipt Types or Codes... D-1 Appendix E Certificated Delivery Points... E-1 Appendix F Certificated Classing Offices (Obsolete)... F-1 Appendix G EWR Definition ID... G-1 Appendix H Country Origination Code and Compression Codes... H-1 Appendix I Bagging and Ties Codes... I-1 v

6 - New Receipts Issued - Regular Batch Type 01 is used by a warehouse located in the USA to create and issue a new electronic warehouse receipt for a bale of cotton that was grown in the USA. The receipt being issued cannot already be on file. That is, electronic receipt numbers cannot be duplicated for a crop year. Since only warehouses may issue receipts, they are always considered the first holder. When successfully issued, the electronic receipt status is active and open. To successfully complete a Batch Type 01, the warehouse must send a batch that contains all required information as defined in the Layout section in this document. If trailer records are used, then RECORD COUNT must be correct. Warehouse Receipt Number must be unique. Gin Code and Tag cannot be active. On regular non-negotiable receipts (Receipt type E ), it can only be delivered to one holder once the issuing warehouse delivers it. That holder can only deliver the receipt back to the warehouse. The regular non-negotiable receipt will not be delivered to a collateral holder of a holder. There will never be a subholder on the receipt except for when it is shipped. If any errors are found in the batch, an error message is given and the batch will continue to process. All warehouses must have a warehouse profile, and all federal and some state warehouses must have receipt ranges to issue receipts. Warehouses located outside the United States of America will not be allowed to use this batch type to create receipts on the provider system. If the loan transfer field is Y then the following rules will apply: The reconcentrated flag must be Y. The previous warehouse ID must be populated. The previous receipt number must be populated. The previous warehouse ID and receipt must be on file on the EWR system. The previous warehouse ID and receipt number must be cancelled by the original warehouse. Disposition Holder ID can be blank or C The holder of the new issued receipt will be CCC (C000001) and the subholder will be the previous subholder from the original receipt. 1-1

7 The field LOCATOR ID is used to indicate the exact location of a bale within a warehouse. National Cotton Council recommends that the 8-character field be subdivided in the following manner: The 1st group of 3 characters represents whatever is most important to the warehouse in locating the bale probably shed or building. The 2nd group of 3 characters represents the next most important thing to the warehouse in locating the bale probably the row. The final 2 characters represent the least important thing to the warehouse in locating the bale probably the section/level. New Changes 2018 Beginning in the Fall of 2018 the LOCATOR ID will be required (not empty) for a receipt to be successfully issued Acknowledgements The layouts for acknowledgments and errors generated are outlined in the document Files Received From EWR. Acknowledgments produced by a Batch Type 01, when the warehouse remains the Holder are: The warehouse will receive a Holder acknowledgment. This confirms that the batch was successfully received. Within the acknowledgment will be details listing: Total number of bales processed, issued, and individual bales in error. Warehouses may, at the time of issue, designate a new Holder for the electronic receipt. This entity is referred to as the "Disposition Holder". If this designation is made, then immediately upon storing the record in the host computer, the Current Holder field is changed from the issuing warehouse to the Holder ID of the Disposition Holder (e.g. M987654). Acknowledgments produced by a Batch Type 01, when a Disposition Holder is identified, are: The Disposition Holder will receive a delivery or download of all detail data for each of the receipts they now hold. The Disposition Holder will receive a Holder acknowledgment showing who sent the receipts to them. The warehouse will receive both a Holder acknowledgment for issuing the receipts and a Holder acknowledgment for changing holdership to the Disposition Holder. If the Disposition Holder is collateralized, then both the merchant and bank will receive an acknowledgment (Type 81). Acknowledgments generated by a Batch Type 01, when a receipt is immediately converted to paper are: Warehouse receives a Holder acknowledgment for issuing receipts 1-2

8 Voids Batch 01 allows an electronic receipt to be immediately voided. Voiding simply renders the electronic receipt number unusable. A legal receipt is never issued when the void designation is made. EWR, Inc. is required to send a weekly report to USDA-FSA listing voided receipt numbers by warehouse. Acknowledgments are affected somewhat by a voided receipt. Users can expect to see: The warehouse will receive a Holder acknowledgment for the number of actual receipts issued, not including any voided receipts. Voided receipts do not appear in the totals. 1-3

9 Inbound File Layout BATCH 01 HEADER LAYOUT Record Size = 120 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes H = Header Record 2 Holder ID AN Yes Holder ID of warehouse issuing receipts 3 User ID AN Yes User ID of person creating batch, unique for each user of the EWR system 4 User Password AN Yes Password for the User, can be changed by the user 5 Batch Number N Yes Sequential number assigned for each batch. Cannot be duplicated within the same day 6 Batch Type N Yes 01=Issue New Receipts 7 Batch Date N Yes Date batch created or updated; MMDDYYYY 8 Batch Time N Yes Time batch created or updated; HHMMSS 9 Warehouse Code N Yes Warehouse code receipts are issued in 10 Filler A Reserved for EWR, Inc. use 1-4

10 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes D=Detail Record 2 Electronic Receipt Number N Yes Electronic receipt number for the individual bale. Will be the same as the warehouse tag number 3 Record Number N 1 9 Yes 1=First record of receipt 4 Receipt Type A 1 10 Yes R=Regular, V=Void; E=Non- Negotiable Single Bale Receipt 5 Issue Date N Yes Date entered into the data field by the warehouse, not assigned by EWR. Storage date of the bale- MMDDYYYY 6 Tare Weight N Yes Represents the number pounds subtracted from the gross weight to compensate for bagging and ties on the bale 7 Net Weight N Yes Gross weight of bale minus tare weight. User enters appropriate amount 8 Gin Code N No USDA assigned code which identifies the site where the cotton was ginned Note: must have data in either fields 8 & 9 OR fields 21 & 22 9 Gin Tag N Bale Tag number assigned by the gin 10 Bagging Type A 1 36 Yes See Appendix I Bagging and Tie Codes for requirements 11 Ties A 1 37 Yes See Appendix I Bagging and Tie Codes for requirements 12 Bagging Condition A 1 38 Yes Bag condition - User Defined Examples are: A = Bale is completely covered B = Bale may have minor tears and an exposed sample opening C = Exposed cotton in addition to sample opening 13 Compression N 1 39 Yes See Appendix H) 14 Receiving Charge N Yes 9999 (2 decimal); Warehouse defined charge, example 0250 = $ V99 15 Storage Charge N Yes 9999 (2 decimal); Warehouse defined charge, example 0250 = $ V99. If Storage Charge Frequency is Daily, the entry will display as cents/day, e.g = 9.50 cents per day 1-5

11 16 Storage Charge Frequency A 1 48 Yes Frequency at which storage charges are assessed: W=Weekly, M=Monthly, D=Daily 17 Receiving Paid A 1 49 Yes Y=Paid, N=Not Paid 18 Loading Paid A 1 50 Yes Y=Paid, N=Not Paid 19 Classing Paid A 1 51 Yes Y=Paid, N=Not Paid 20 Compression Paid A 1 52 Yes Y=Paid, N=Not Paid 21 Reconcentrated A 1 53 Y=reconcentrated bale, N=Not reconcentrated 22 Previous Whse Code 23 Previous Receipt Number 24 Storage Paid Through N Code of previous warehouse. Entered only if the bale is reconcentrated N Warehouse receipt number from previous warehouse, entered for reconcentrated cotton only N Storage paid through date; MMDDYYYY Last date that storage charges against the bale were paid 25 State Code N No USDA defined State Code 26 County Code N No USDA defined County Code 27 Farm Number N No Farm Serial Number used for identifying specific areas of production 28 Grower Reference N No If entered must be 11 digits Number 29 Grower ID AN No Optional information 30 Disposition Holder ID AN No Holder ID to which receipts will be transferred upon issuance. If disposition Holder is present, cannot have a paper receipt number 31 Filler N No Loan Transfer A No Y=yes loan transfer 33 Filler A No Reserved for EWR, Inc. use BATCH DETAIL RECORD 2 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes D=Detail Record 1-6

12 2 Electronic Receipt Number N Yes Electronic receipt number for the individual bale. Will be the same as the warehouse tag number 3 Record Number N 1 9 Yes 2=Second record of the electronic receipt 4 Received From A The name of the producer, gin or bearer 5 Filler A 1 40 Reserved for EWR, Inc. use 6 Is Stored Outside A 1 41 Y=Yes and Issue date is date moved outside;n=bale is inside; Blank, unknown 7 Locator ID AN Yes Exact location of bale within a warehouse. See Note in batch description for the batch type for further explanation. Required starting for 2018 crop year. 8 Crop Year N Yes Crop year in which the cotton was grown; YYYY 9 Producer Name AN Name of producer for CCC loan purposes 10 Filler A 1 88 Reserved for EWR, Inc. use 11 Gin Charges N Example99V99 12 User Defined Field AN Optional information that can updated by the current holder 13 Warehouse/Depo sitor A Yes Required by USDA to identify if the warehouse and producer are the same entity. N=warehouse & producer are not same entity Y=warehouse & producer are same entity 14 Graded/Depositor A Yes Required by USDA to identify if the bale is to be graded at the request of the depositor. N=NOT graded at request of depositor Y=GRADED. 15 Color Grade N Micronaire N Required if Graded Depositor =Y; AMS assigned color grade; Required if Graded Depositor=Y; AMS assigned. Measure of fiber fineness and maturity. e.g

13 17 Extraneous Matter N Strength AN Required if Graded Depositor=Y; spaces are valid; AMS assigned. Any substance found in cotton which is not considered normal for grading purposes. e.g. 21= grass Required if Graded Depositor=Y; AMS assigned. The strength of the fiber measured in grams/tex. Entered as 99.9 The third character displays as a decimal 19 Leaf Grade N Required if Graded Depositor=Y; AMS assigned. Grade which indicates the amount of leaf in the sample. Valid entries Length N BATCH TRAILER See Appendix A Common Batch Trailer Required if Graded Depositor=Y; AMS assigned. Length of cotton fibers measured in 100ths of an inch; e.g. 108 = 1-1/16 of an inch 1-8

14 - New Receipts Issued - Certificated Batch Type 02 is used by a warehouse located in the USA to create a certificated electronic warehouse receipt for a bale of cotton that was grown in the USA. The receipts being issued cannot be on file, that is, electronic receipt numbers cannot be duplicated. A Batch Type 02 differs from a 01 in that it involves issuance of receipts which are deliverable against a futures contract on the ICE Exchange (ICE) and then the warehouse must be approved by ICE to issue certificated receipts. ICE will only accept electronic receipts. Certificated receipts must have USDA-AMS classing information in the fields provided in order to be a legal certificated receipt. To successfully complete a Batch Type 02, the warehouse must send a batch that contains all required information as defined in the Layout section in this document. If trailer records are used, then RECORD COUNT must be correct. Gin Code and Tag are required and cannot be on another open receipt. Crop Year is verified via USDA-AMS classing. Acknowledgments may be slow because provider must verify crop year against AMS classing data. If any errors are found in the batch, an error message is given and the batch will continue to process. All warehouses must have a warehouse profile, and all Federal and some state warehouses must have receipt ranges to issue receipts. Locator ID The field LOCATOR ID is used to indicate the exact location of a bale within a warehouse. National Cotton Council recommends that the 8-character field be subdivided in the following manner: The 1st group of 3 characters represents whatever is most important to the warehouse in locating the bale probably shed or building. The 2nd group of 3 characters represents the next most important thing to the warehouse in locating the bale probably the row. The final 2 characters represent the least important thing to the warehouse in locating the bale probably the section/level. Smith-Doxey Classing Beginning in January 2014, the warehouse will have the ability to designate a cert receipt as having Smith-Doxey classing. There will be a new field added at the end of the 3 rd Detail record. It will be field number 27. If the bale is classed using Smith-Doxey classing, it should contain SD, otherwise it should be blank. If field 27 contains SD, then field 21 (Tenderable) should be empty or blank. If the Tenderable field is set to NT and the Smith-Doxey field is set to SD, the receipt will be rejected. 2-1

15 World Cotton Changes 2015 Beginning in the Fall of 2015 the 02 batch process will be updated for the provider system to determine (validate) if a #2 certificated receipt is eligible for the world cotton contract as defined by ICE. This validation will be based on the classing data provided by the warehouse when sending this batch type to the provider system. A new field will be added to the inbound layout for designating the delivery point. This is an optional field. See Appendix E Delivery Points for correct values. Note: Warehouses located outside the United States of America will not be allowed to use this batch type to create receipts on the provider system. New Changes 2018 Beginning in the Fall of 2018 the LOCATOR ID will be required (not empty) for a receipt to be successfully issued Acknowledgements The layouts for acknowledgments and errors generated are outlined in the document Files Received from EWR. Acknowledgments generated by a Batch Type 02, when the warehouse remains the holder, are: The warehouse will receive a Holder acknowledgment. This confirms that the batch was successfully received. Within the acknowledgment will be details listing: Total number of bales processed, issued and individual bales in error. Warehouses may, at the time of issue, designate a new holder for the electronic receipt. This entity is referred to as the Disposition Holder. If this designation is made, then immediately upon storing the record in the host computer, the Current Holder field is changed from the issuing warehouse to the Holder ID of the disposition Holder (e.g. M987654). Acknowledgments generated by a Batch Type 02, when a Disposition Holder is used, are: The Disposition Holder will receive a delivery or download of all detail data for the receipts delivered to them. The Disposition Holder will receive a Holder acknowledgment showing who sent the receipts to them. The warehouse will receive both a Holder acknowledgment for issuing the receipts and a Holder acknowledgment for changing holdership to the Disposition Holder. If the Disposition Holder ID collateralized, then both the merchant and bank will receive an acknowledgment (Type 81). 2-2

16 Due to US federal law, the functionality exists to immediately convert the electronic receipt to paper upon issuance. This is accomplished by entering the paper receipt number in the PAPER RECEIPT field prior to transmitting the batch. The host computer processes the 02 batch and stores the information and deactivates the electronic receipt number. At that point, the paper receipt (issued by the warehouse) is the legal title document for the bale of cotton. Warehouses are always identified in the host computer as the Current Holder of a paper receipt. Therefore, Batch 02 cannot include both a paper receipt number and a Disposition Holder ID. NOTE: ICE only accepts electronic receipts. Acknowledgments generated by a Batch Type 02, when a receipt is immediately converted to paper, are: Warehouse receives a Holder acknowledgment for issuing receipts Void Receipts Batch Type 02 allows an electronic receipt to be immediately voided. Voiding simply renders the electronic receipt number unusable. A legal receipt is never issued when the Void designation is made. Acknowledgments are affected somewhat by a voided receipt. Users can expect to see: The warehouse will receive a Holder acknowledgment for the number of actual receipts issued, not including any voided receipts. Voided receipts do not appear in the totals. 2-3

17 Inbound File Layout BATCH 02 HEADER LAYOUT Record Size = 120 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes H = Header Record 2 Holder ID AN Yes Holder ID of warehouse issuing receipts 3 User ID AN Yes User ID of person creating batch, unique for each user of the EWR system 4 User Password AN Yes Password for the User, can be change by the user 5 Batch Number N Yes Sequential number assigned for each batch. Cannot be duplicated within the same day 6 Batch Type N Yes 02=Issue New Certificated Receipts 7 Batch Date N Yes Date batch created or updated; MMDDYYYY 8 Batch Time N Yes Time batch created or updated; HHMMSS 9 Warehouse Code N Yes Warehouse code which issues the receipts 10 Filler A Reserved for EWR, Inc. use 2-4

18 BATCH DETAIL - RECORD 1 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes D=Detail Record 2 Electronic Receipt Number N Yes Electronic receipt number for the individual bale. Will be the same as the warehouse tag number 3 Record Number N 1 9 Yes 1=first record of receipt 4 Receipt Type A 1 10 Yes C=Certificated, V=Void 5 Issue Date N Yes Date entered into the data field by the warehouse, not assigned by EWR. Storage date of the bale- MMDDYYYY 6 Tare Weight N Yes Represents pounds subtracted from gross weight to compensate for bagging and ties on the bale 7 Net Weight N Yes Gross weight of bale minus tare weight. User enters appropriate amount 8 Gin Code N Yes USDA assigned code which identifies the site where the cotton was ginned 9 Gin Tag N Tag number assigned by the gin 10 Bagging Type A 1 36 Yes See Appendix I Bagging and Tie Codes for requirements. 11 Ties A 1 37 Yes See Appendix I Bagging and Tie Codes for requirements 12 Bagging Condition A 1 38 Yes Bag condition-user Defined. Examples are: A = Bale is completely covered B = Bale may have minor tears and an exposed sample opening C = Exposed cotton in addition to sample opening 2-5

19 13 Compression N 1 39 Yes See Appendix H Country and Compression Codes for recommendations 14 Receiving Charge N Yes 9999 (2 decimal); Warehouse defined charge, example 0250 = $ V99 15 Storage Charge N Yes 9999 (2 decimal); Warehouse defined charge, example 0250 = $ V99. If Storage Charge Frequency is Daily, the entry will display as cents/day, e.g = 9.50 cents per day 16 Storage Charge Frequency A 1 48 Yes Frequency at which storage charges are assessed: W=Weekly, M=Monthly, D=Daily 17 Receiving Paid A 1 49 Yes Y=Paid, N=Not Paid 18 Loading Paid A 1 50 Yes Y=Paid, N=Not Paid 19 Classing Paid A 1 51 Yes Y=Paid, N=Not Paid 20 Compression Paid A 1 52 Yes Y=Paid, N=Not Paid 21 Reconcentrated A 1 53 Y=reconcentrated bale, N=not reconcentrated 22 Previous Warehouse Code 23 Previous Receipt Number 24 Storage Paid Through N Code of previous warehouse. Entered only if the bale is reconcentrated N Warehouse receipt number from previous warehouse, entered for reconcentrated cotton only N Storage paid through date; MMDDYYYY: Last date that storage charges against the bale were paid to the warehouse 25 State Code N USDA assigned State Code 26 County Code N USDA assigned County Code 27 Farm Number N Farm Serial Number used for identifying specific areas of production 2-6

20 28 Grower Reference Number N If entered must be 11 digits 29 Grower ID AN Optional information 30 Disposition Holder ID AN Holder ID to which receipts will be transferred upon issuance. If a disposition Holder ID is entered, there cannot be paper receipt number entry in the record (see next field.) 31 Filler N Reserved for EWR, Inc. use 32 Loan Transfer A Y=yes loan transfer 33 Filler A Yes Reserved for EWR, Inc. use BATCH DETAIL RECORD 2 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes D=Detail Record 2 Electronic Receipt Number N Yes Electronic receipt number for the individual bale. Will be the same as the warehouse tag number 3 Record Number N 1 9 Yes 2=Second record of the electronic receipt detail 4 Received From A The name of the producer, gin or Bearer 5 Filler A 1 40 Reserved for EWR, Inc. use 6 Is Stored Outside A 1 41 Y=Yes and Issue Date is date moved outside; N=No, bale is inside; Blank=unknown 7 Locator ID AN Yes Exact location of bale within a warehouse. See note in batch description for the batch type for further explanation. Required starting for 2018 crop year. 8 Crop Year N Yes Crop year in which the cotton was grown; YYYY 9 Producer Name AN No Name of producer for CCC loan purposes 2-7

21 10 Filler A 1 88 Reserved for EWR, Inc. use 11 Gin Charges N No example 99V99 12 User Defined AN No Optional information that can updated by the current holder 13 Warehouse is Depositor A Yes Required by USDA to identify if the warehouse and producer are the same entity. N=warehouse & producer are not same entity Y=warehouse & producer are same entity 14 Graded/Depositor A Yes Required by USDA to identify if the bale is to be graded at the request of the depositor. For CERT bales the entry is always N, N=NOT graded at request of depositor 15 Filler A Reserved for EWR, Inc. use 2-8

22 BATCH DETAIL - RECORD 3 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes D=Detail Record 2 Electronic Receipt Number N Yes Electronic receipt number of the bale, this entry must be the same as in detail records 1 & 2 3 Record Number N 1 9 Yes 3=Third record of electronic receipt 4 Lot Number N Yes Lot number assigned by ICE 5 Color Grade N Yes AMS assigned. Used by EWR for determining world tenderable 6 Staple N Yes AMS assigned. Used by EWR for determining world tenderable 7 Micronaire N Yes AMS assigned. Used by EWR for determining world tenderable 8 Extraneous Matter N AMS assigned. 9 Remarks N AMS assigned. 10 Strength N Yes AMS assigned. The strength of the fiber measured in grams/tex. Entered as Third character always displays as a decimal. Used by EWR for determining world tenderable 11 HVI Color N AMS assigned. 12 Color Quadrant N 1 31 AMS assigned. 13 Delivery Point ID N Optional See Appendix E Delivery Points 14 HVI +B N AMS assigned. 15 Leaf Grade N 1 37 Yes AMS assigned. Used by EWR for determining world tenderable 16 Trash % N AMS assigned. 17 Length N AMS assigned. 18 Filler A Reserved for EWR, Inc. use 19 Class Date N AMS assigned. Classing date MMDDYYYY 20 Weigh Date N Yes Warehouse assigned MMDDYYYY 2-9

23 21 Tenderable A Yes Warehouse assigned. Based on the AMS grades and the specifications of ICE Futures. Blanks=Tenderable; meets the specs. NT=not Tenderable, does not meet specs 22 Rain Grown A 1 63 Yes Cotton R=rain grown N=non rain 23 HVI RD N AMS assigned 24 Uniformity N AMS assigned. 25 Record Type A 1 70 AMS assigned. 26 Record Status A 1 71 AMS Assigned. 27 Smith-Doxey Class A SD means this bale was classed using Smith-Doxey data. Blank means that is using traditional certificated classing. If SD is in this field, then field 21 should be blank. 28 Filler A Reserved for EWR, Inc. use BATCH TRAILER See Appendix A Common Batch Trailer 2-10

24 - Maintain Regular Receipts To legally change non-certificated, non-block receipt data stored on the host computer, a warehouseman must use a Batch Type 03. The warehouse can change all the data fields listed, if it is the Current Holder. If it is not the Current Holder, then only the following field can be changed: Locator ID. It may also be able to change the net weight, if the gin is the Current Holder and there is a signed agreement on file. This is the only means by which all the required data can be changed. Additionally, only warehouse that created the receipt can change the information through a batch type 03. This batch also provides the ability to modify, change, or delete optional receipt data at the same time required information is edited. To change any data, the current receipt status must be opened. If trailer records are used, then RECORD COUNT must be correct. To create a Batch Type 03 and change an electronic receipt, the warehouse must identify three (3) key fields: RECEIPT NUMBER WAREHOUSE CODE CROP YEAR These key fields cannot be changed under any circumstance, and they are used only to identify which receipts in the host computer to change. After a receipt is identified, only the fields to be changed should be edited. For example, if the net weight was correctly entered when the receipt was issued, no entry in this field of the Batch Type 03 is required. Also certain fields can be cleared (filled with spaces), if a single asterisk ( * ) is placed in the field. If any of the key fields identified above are incorrect and require change, then the electronic receipt must be canceled and a new receipt issued. There is no other option. The field LOCATOR ID is used to indicate the exact location of a bale within a warehouse. National Cotton Council recommends that the 8-character field be subdivided in the following manner: The 1st group of 3 characters represents whatever is most important to the warehouse in locating the bale probably shed or building. The 2nd group of 3 characters represents the next most important thing to the warehouse in locating the bale probably the row. The final 2 characters represent the least important thing to the warehouse in locating the bale probably the section/level. If any errors are found in the batch, an error message is given and the batch will continue to process. On regular non-negotiable receipts (Receipt type E,) it can only be delivered to one holder, once the issuing warehouse delivers it. That holder can only deliver the receipt back to the warehouse. The regular non-negotiable receipt will not be delivered to a collateral holder of a holder. There will never be a subholder on the receipt except for when it is shipped. 3-1

25 Acknowledgments generated from a Batch Type 03, when the warehouse remains the holder are: The warehouse receives a Holder acknowledgment for the Maintain Receipts batch. Acknowledgments generated by a Batch Type 03, when the Disposition field is entered, are: The warehouse receives a Holder acknowledgment A Disposition Holder (if entered) will receive a Holder acknowledgment The Disposition Holder will receive a detailed data download If the Disposition Holder is collateralized, then both the merchant and bank will receive an acknowledgment (Type 81) Acknowledgments generated by a successful Batch Type 03, when the Disposition field is empty and the warehouse is NOT the Current Holder, are: The warehouse receives a Holder acknowledgment If there is a Current Holder and no Subholder, then Current Holder receives Holder acknowledgment and detailed data download. If there is a subholder, then the subholder Holder receives Holder acknowledgment and detailed data download. The layouts for acknowledgments and errors generated are outlined in the document Files Received From EWR. Note: Warehouses located outside the United States of America will not be allowed to use this batch type to maintain receipts on the provider system. 3-2

26 Inbound File Layout BATCH 03 HEADER LAYOUT Record Size = 120 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes H = Header Record 2 Holder ID AN Yes Holder ID of warehouse maintaining receipts 3 User ID AN Yes User ID of person creating batch, unique for each user of the EWR system 4 User Password AN Yes Password for the User, can be change by the user 5 Batch Number N Yes Sequential number assigned for each batch. Cannot be duplicated within the same day 6 Batch Type N Yes 03=Maintain Receipts 7 Batch Date N Yes Date batch created or updated; MMDDYYYY 8 Batch Time N Yes Time batch created or updated; HHMMSS 9 Warehouse Code AN Yes Warehouse code which issues the receipts 10 Action Code A 1 49 U=updating Locator ID, entered by Warehouse. Can be blank, but should be U if warehouse is only updating the Locator ID. 11 Activity AN This information will appear on the acknowledgment 12 Filler A Reserved for EWR, Inc. use 3-3

27 BATCH DETAIL - RECORD 1 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes D=Detail Record 2 Electronic Receipt Number N Yes Electronic receipt number for the individual bale. Will be the same as the warehouse tag number 3 Record Number N 1 9 Yes 1=First record of receipt 4 Receipt Type A 1 10 R=Regular; E=Non-Negotiable Single Bale Receipt 5 Issue Date N Date entered into the data field by the warehouse, not assigned by EWR. Storage date of the bale- MMDDYYYY 6 Tare Weight N Represents the number of pounds subtracted from the gross weight to compensate for bagging and ties on the bale 7 Net Weight N Gross weight of bale minus tare weight. User enters appropriate amount 8 Gin Code N USDA assigned code which identifies the site where the cotton was ginned *Note: must have data in either fields 8 & 9 OR fields 21 & 22 9 Gin Tag N Tag number assigned by the gin 10 Bagging Type A 1 36 See Appendix I Bagging and Tie Codes for requirements 11 Ties A 1 37 See Appendix I Bagging and Tie Codes for requirements 12 Bagging Condition A Compression N 1 39 Compression code, valid entries are = Flat 2 = Modified Flat 3 = Standard Density 4 = Gin Standard 5 = Gin Universal Density 6 = Warehouse Universal Density 7 = Gin Universal Density 3-4

28 14 Receiving Charge N (2 decimal); Warehouse defined charge, example 0250 = $ V99 15 Storage Charge N (2 decimal); Warehouse defined charge, for example 0250 = $ V99. If storage charge frequency is Daily, the entry will display as cents/day e.g = 9.50 cents per day 16 Storage Charge Frequency A 1 48 Frequency at which storage charges are assessed: W=Weekly, M=Monthly, D=Daily 17 Receiving Paid A 1 49 Y=Paid, N=Not Paid 18 Loading Paid A 1 50 Y=Paid, N=Not Paid 19 Classing Paid A 1 51 Y=Paid, N=Not Paid 20 Compression Paid A 1 52 Y=Paid, N=Not Paid 21 Reconcentrated A 1 53 Y=reconcentrated bale, N=not reconcentrated 22 Previous Warehouse Code 23 Previous Receipt Number 24 Storage Paid Through N Code of previous warehouse. Entered only if the bale is reconcentrated N Warehouse receipt number from previous warehouse, entered for reconcentrated cotton only N Storage Paid through date: MMDDYYYY - Last date that storage charges against the bale were paid to the warehouse 25 State Code N USDA assigned State Code 26 County Code N USDA assigned County Code 27 Farm Number N Farm Serial Number used for identifying specific areas of production 28 Grower Reference N Number 29 Grower ID AN Optional information 30 Disposition Holder ID AN Holder ID to which receipts will be transferred to upon batch processing. If a disposition Holder ID is entered, there cannot be paper receipt number entry in the record (see next field). 3-5

29 31 Paper Receipt Number N Filler A Entered if a maintained receipt is to be coverted immediately to paper. The entry is the warehouse assigned paper receipt number. Reserved for EWR, Inc. use BATCH DETAIL - RECORD 2 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes D=Detail Record 2 Electronic Receipt Number N Yes Electronic receipt number for the individual bale. Will be the same as the warehouse tag number 3 Record Number N 1 9 Yes 2=Second record of the electronic receipt detail 4 Received From A The name of the producer, gin or even Bearer 5 Filler A Reserved for EWR, Inc. use 6 Locator ID AN Exact location of bale within a warehouse. See Note in batch description for the batch type for further explanation. 7 Crop Year N Yes Crop year in which the cotton was grown; YYYY 8 Producer Name AN Name of producer for CCC loan purposes 9 Filler A 1 88 Reserved for EWR, Inc. use 10 Gin Charges N User Defined Field AN Optional information that can updated by the current holder 12 Warehouse is Depositor A Yes Required by USDA to identify if the warehouse and producer are the same entity. N=warehouse & producer are not same entity. Y=ware & producer are same entity. 3-6

30 13 Graded/Depositor A Yes Required by USDA to identify if the bale is to be graded at the request of the depositor. N=not graded at request of depositor. Y=Graded at the request of the depositor. 14 Color Grade N Micronaire N Extraneous Matter N Strength N Required if field Graded Depositor=Y; AMS assigned color grade Required if field Graded Depositor=Y; AMS assigned. Required if field Graded Depositor=Y; spaces are valid; AMS assigned. Required if Field Graded Depositor=Y; AMS assigned. The strength of the fiber measured in grams/tex. Entered as The third character displays as a decimal. 18 Leaf Grade N Required if field Graded Depositor=Y 19 Length N BATCH TRAILER See Appendix A Common Batch Trailer Required if field Graded Depositor=Y 3-7

31 - Maintain Certificated Receipts To legally change certificated receipt data stored on the host computer, a warehouseman must use a Batch Type 04. The warehouse can change all the data fields listed, (excluding Gin Code, Gin Tag, and Crop Year) if it is the Current Holder. If it is not the Current Holder, then only the following field can be changed: Locator ID. It may also be able to change the net weight, if the gin is Current Holder and there is a signed agreement on file. This is the only means by which all the required data can be changed, and then the warehouse must be the Current Holder of the electronic receipt. Additionally, only the warehouse that created the receipt can change the information through a batch type 04. This batch also provides the ability to modify, change, or delete optional receipt data at the same time required information is edited. To change any data, the current receipt status must be open and not canceled. If trailer records are used, then RECORD COUNT must be correct. This batch type is not used to Decertificate a receipt; that is done using batch type 62. To create a Batch Type 04 and change an electronic receipt, the warehouse must identify three (3) key fields: RECEIPT NUMBER WAREHOUSE CODE CROP YEAR These key fields cannot be changed under any circumstance, and they are used only to identify which receipts in the host computer to change. After a receipt is identified, only the fields to be changed should be edited. For example, if the net weight was correctly entered when the receipt was issued, no entry in this field of the Batch Type 04 is required. Also certain fields can be cleared (filled with spaces), if a single asterisk ( * ) is placed in the field. If any of the key fields identified above are incorrect and require change, then the electronic receipt must be canceled and a new receipt issued. The field LOCATOR ID is used to indicate the exact location of a bale within a warehouse. National Cotton Council recommends that the 8-character field be subdivided in the following manner: The 1st group of 3 characters represents whatever is most important to the warehouse in locating the bale probably shed or building. The 2nd group of 3 characters represents the next most important thing to the warehouse in locating the bale probably the row. The final 2 characters represent the least important thing to the warehouse in locating the bale probably the section/level. 4-1

32 Smith-Doxey Classing Beginning in January 2014, the warehouse will have the ability to designate a cert receipt as having Smith-Doxey classing. There will be a new field added at the end of the 3 rd Detail record. It will be field number 27. If the bale is classed using Smith-Doxey classing, it should contain SD, otherwise it should be blank. If field 27 contains SD, then field 21 (Tenderable) should be empty or blank. If the Tenderable field is set to NT and the Smith-Doxey field is set to SD, the receipt will be rejected. World Cotton Changes 2015 Beginning in the Fall of 2015 the 04 batch process will be updated for the provider system to determine (validate) if a #2 certificated receipt is eligible for the world cotton contract as defined by ICE. This validation will be based on the classing data provided by the warehouse when sending this batch type to the provider system. Also a new field will be added to the inbound layout for designating the delivery point. This is an optional field. See Appendix E Delivery Points for correct values. Note: Warehouses located outside the United States of America will not be allowed to use this batch type to maintain receipts on the provider system. The layouts for acknowledgments and errors generated are outlined in the document Files Received from EWR. Acknowledgments generated from a Batch Type 04, when the warehouse remains the Holder are: The warehouse receives a Holder acknowledgment for the Maintain Cert Receipt batch Acknowledgments generated by a successful Batch Type 04, when a Disposition field is entered, are: The warehouse receives a Holder acknowledgment. The Disposition Holder (if entered) will receive a Holder acknowledgment. The Disposition Holder will receive a detailed data download. If the Disposition Holder is collateralized, then both the merchant and bank will receive an acknowledgment (Type 81). 4-2

33 Acknowledgments produced by a successful Batch Type 04, when the Disposition field is empty and the warehouse is NOT the Current Holder, are: The warehouse receives a Holder acknowledgment. If CCC is Current Holder. They will receive a Holder acknowledgment and no detail. If there is a Current Holder and no subholder, then Current Holder receives Holder acknowledgment and detailed data download. If there is a subholder, then the subholder Holder receives Holder acknowledgment and detailed data download. If any errors are found in the batch, an error message is given and the batch will continue to process. 4-3

34 Inbound File Layout BATCH 04 HEADER LAYOUT Record Size = 120 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes H = Header Record 2 Holder ID AN Yes Holder ID of warehouse issuing receipts 3 User ID AN Yes User ID of person creating batch, unique for each user of the EWR system 4 User Password AN Yes Password for the User, can be change by the user 5 Batch Number N Yes Sequential number assigned for each batch. Cannot be duplicated within the same day 6 Batch Type N Yes 04=Maintain Certificated Receipts 7 Batch Date N Yes Date batch created or updated; MMDDYYYY 8 Batch Time N Yes Time batch created or updated; HHMMSS 9 Warehouse Code AN Yes Warehouse code which issues the receipts 10 Action Code A 1 49 U=updating Locator ID. Entered by Warehouse. Can be blank, but should be U if warehouse is only updating the Locator ID. 11 Activity AN This information will appear on the acknowledgment 12 Filler A Reserved for EWR, Inc. use BATCH DETAIL - RECORD 1 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes D=Detail Record 2 Electronic Receipt Number N Yes Electronic receipt number for the individual bale. Will be the same as the warehouse tag number 3 Record Number N 1 9 Yes 1=First record of receipt 4 Receipt Type A 1 10 C=Certified, D=Decertificated 4-4

35 5 Issue Date N Date entered into the data field by the warehouse, not assigned by EWR. Storage date of the bale- MMDDYYYY 6 Tare Weight N Represents the number of pounds subtracted from the gross weight to compensate for bagging and ties on the bale 7 Net Weight N Gross weight of bale minus tare weight. User enters appropriate amount 8 Gin Code N This field cannot be changed. It can be blank or match the current gin code on the EWR Receipt Record 9 Gin Tag N This field cannot be changed. It can be blank or match the current gin bale tag on the EWR Receipt Record 10 Bagging/Ties codes A See Appendix I. Bagging in position 36 and Ties in Bagging Condition A 1 38 Bag condition - User Defined Examples are: A = Bale is completely covered. B = Bale may have minor tears and an exposed sample opening C = Exposed cotton in addition to sample opening 12 Compression N 1 39 See Appendix H 13 Receiving Charge N (2 decimal); Warehouse defined charge, example 0250 = $ V99 14 Storage Charge N (2 decimal); Warehouse defined charge, example 0250 = $ V99. If Storage Charge Frequency is Daily, the entry will display as cents/day, e.g = 9.50 cents per day 15 Storage Charge Frequency A 1 48 Frequency at which storage charges are assessed: W=Weekly, M=Monthly, D=Daily 16 Receiving Paid A 1 49 Y=Paid, N=Not Paid 4-5

36 17 Loading Paid A 1 50 Y=Paid, N=Not Paid 18 Classing Paid A 1 51 Y=Paid, N=Not Paid 19 Compression Paid A 1 52 Y=Paid, N=Not Paid 20 Reconcentrated A 1 53 Y=reconcentrated bale, N=not reconcentrated, and previous Warehouse Code and previous Receipt Number are cleared 21 Previous Warehouse Code 22 Previous Receipt Number 23 Storage Paid Through N Code of previous warehouse. Entered only if the bale is reconcentrated. Cannot be changed to another warehouse code N Warehouse receipt number from previous warehouse, entered for reconcentrated cotton only N Storage paid through date; MMDDYYYY. Last date that storage charges against the bale were paid to the warehouse 24 State Code N USDA assigned State Code 25 County Code N USDA assigned County Code 26 Farm Number N Farm Serial Number used for identifying specific areas of production 27 Grower Reference N Optional information Number 28 Grower ID AN Optional information 29 Disposition Holder ID AN Filler N Filler A Holder ID to which receipts will be transferred to after the maintain batch processes. If a disposition Holder ID is entered, there cannot be paper receipt number entry in the record (see next field).. Reserved for EWR, Inc. use Reserved for EWR, Inc. use 4-6

37 BATCH DETAIL - RECORD 2 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes D=Detail Record 2 Electronic Receipt Number N Yes Electronic receipt number for the individual bale. Will be the same as the warehouse tag number 3 Record Number N 1 9 Yes 2-Second record of the electronic receipt detail 4 Received From A The name of the producer, gin, or Bearer. 5 Filler A Reserved for EWR, Inc. use 6 Location ID AN Exact location of bale within a warehouse. See Note in batch description for the batch type for further explanation. 7 Crop Year N Yes Crop year in which the cotton was grown; YYYY 8 Producer Name AN Name of producer for CCC loan purposes 9 Filler A 1 88 Reserved for EWR, Inc. use 10 Gin Charges N User Defined Field AN Optional information that can updated by the current holder 12 Warehouse is Depositor A Required by USDA to identify if the warehouse and producer are the same entity. N=Warehouse & producer are not same entity Y=Ware & producer are same entity 13 Graded/Depositor A Required by USDA to identify if the bale is to be graded at the request of the depositor. For CERT bales the entry is always N. N=NOT graded at request of depositor 14 Color Grade N For Cert receipts always blank Micronaire N For Cert receipts always blank Extraneous Matter N For Cert receipts always blank Strength N For Cert receipts always blank 4-7

38 18 Leaf Grade N For Cert receipts always blank 19 Length N For Cert receipts always blank 120 BATCH DETAIL - RECORD 3 Field Field Name Type Size Pos Req Description 1 Record Type A 1 1 Yes D=Detail Record 2 Electronic Receipt Number N Yes Electronic receipt number of the bale, this entry must be the same as in detail records 1 & 2 3 Record Number N 1 9 Yes 03=Third record of electronic receipt 4 Lot Number N Lot number assigned by NYCE 5 Color Grade N AMS assigned color grade 6 Staple N AMS assigned. 7 Micronaire N AMS assigned. 8 Extraneous Matter AN AMS assigned. 9 Remarks AN AMS assigned. 10 Strength AN AMS assigned. The strength of the fiber measured in grams/tex. Entered as Third character always displays as a decimal. 11 HVI Color N AMS assigned 12 Color Quadrant N 1 31 AMS assigned. 13 Delivery Point ID N Optional See Appendix E Delivery Points 14 HVI +B N AMS assigned. 15 Leaf Grade N 1 37 AMS assigned. 16 Trash % N AMS assigned 17 Length N AMS assigned. 18 Filler A Reserved for EWR, Inc. use 19 Class Date N AMS assigned. Classing date MMDDYYYY 20 Weigh Date N Warehouse assigned. MMDDYYYY 4-8

39 21 Tenderable A Warehouse assigned. Based on the AMS grades and the specifications of ICE Futures. Blanks=Tenderable; meets the specs. NT=not Tenderable, does not meet specs. 22 Rain Grown A 1 63 R=rain grown; N=non rain 23 HVI RD N AMS assigned. 24 Uniformity AN AMS assigned. 25 Record Type A 1 70 AMS assigned. 26 Record Status A 1 71 AMS assigned. 27 Smith-Doxey Class A SD means this bale was classed using Smith-Doxey data. Blank means that is using traditional certificated classing. If SD is in this field, then field 21 should be blank. 28 Filler A Reserved for EWR, Inc. use BATCH TRAILER See Appendix A Common Batch Trailer 4-9