Transactional Reporting Guide

Transcription

1 Transactional Reporting Guide WestBred Winter and Spring Wheat2016 BROUGHT TO YOU BY:

2 Table of Contents Transactional Reporting Guide Winter and Spring Wheat Page Introduction... 3 Before You Begin... 6 Customize Your Account... 9 Step One: Input Your Inventory (Adjustments) Change a Quantity Step Two: Complete Certification (Work Orders)...23 Step Three: Enter Sales Transactions (Customer Orders) View or Print PDFs...35 Step Four: Reconcile Royalties (Royalty Reporting) View Data Outside System Thank You

3 Welcome to the ConnectIN Wheat Insight System. This is your system to manage the data that helps you focus on what matters most: your customers and your business. So you can reduce manual steps and office paperwork and provide agronomic recommendations that your customers can use to make more informed planting decisions. The ConnectIN Wheat Insight System brought to you by WestBred wheat provides a new way to record your transactions. We apologize for the delay in access to the ConnectIN System that occurred in the summer of We had hoped to have the system available to you for recording as transactions occurred, and we realize the inconvenience this delay has likely caused. BROUGHT TO YOU BY: At this time, you can access the system to begin completing transactional reporting. Please note that this form of post-entry of transactions for the purpose of transactional reporting is temporary. In the future, you will be able to record and enter all your inbound, outbound and other transactions in real time with the web-portal login or mobile tablet app. Additionally, you can expect constant improvements within the system for continued features and benefits. This guide will provide step-by-step instructions to help your transactional reporting for winter and spring wheat by entering all WestBred inventory from 7/1/16 to 12/31/16. Once this is complete, you will enter your certification (purity and germ) information per lot of seed and input all of your sales transactions from the time frame above. You will then reconcile royalties to complete transactional reporting. All of this will provide the foundation for entering transactions for the next sales seasons. 3

4 INTRODUCTION A Few Things to Consider Before Getting Started: You should have received a username and password to log in. If you have not received or lost this information, please contact us at Support.ConnectIN@monsanto.com. You are not required to complete all reporting at once. You can save any progress by selecting Save at the bottom of select screens. Many of the steps in this guide must be completed on a computer, laptop or by using a browser app on a tablet at Make sure all of your cleaning and storage locations are shown within the system. If any locations are missing, you can contact us through the information below. We will assist with adding any missing locations directly to your ConnectIN Wheat Insight System account. Click a at any time throughout the process to favorite any information you think you may use frequently. Click the to add an item. Access additional training materials when you visit Transactional reporting for 7/1/16 to 12/31/16 will be due on February 15, Other functions of the ConnectIN System not mentioned in this guide will be available for use at a later date. If you have any questions as you continue, you can contact us at Support.ConnectIN@monsanto.com or by calling (855)

5 INTRODUCTION Take Advantage of the Full System for Future Reporting. Depending on your facility, you may be required to obtain system hardware to take full advantage of the ConnectIN Wheat Insight System s features. If you meet the requirements, you will need to obtain a ConnectIN Seed Counter and be in possession of a tablet and printer. When you order your ConnectIN Seed Counter(s) before December 30, 2016, you re eligible to earn financial incentives. You can learn more and complete your order by visiting ConnectINSystem.com/Hardware. All associates will need to speak with your Regional Commercial Manager or call WestBred wheat to evaluate your need for the ConnectIN Seed Counter for all of your cleaning and storage facilities. Once you re in the system, you ll have access to smarter business planning, better sales and inventory management and easier reporting and analytics. You ll also have the ability to provide your growers with Optimal Seeding Rate recommendations to help them maximize their yield potential and help you stand out from the competition. Let s get you set up for transactional reporting. To begin, visit to log in to the system. 5

6 Before You Begin 6

7 BEFORE YOU BEGIN Compile Inventory and Sales. You need to input all current inventory and all sales transactions that occurred from July 1, 2016, to December 31, 2016, into the system by February 15, While this does mean more information must be compiled for recording transactions, it is essential to track inventory in the future and ensure you are getting the most benefits from the ConnectIN Wheat Insight System. We understand that this is a new form of recording and there are a few steps of collecting information as you begin this process. If you have any questions or concerns as you compile this information to prepare for transactional reporting, contact us at Support.ConnectIN@monsanto.com or by calling (855)

8 BEFORE YOU BEGIN While you likely have your own method for recording transactions throughout the season, there are important details you need to gather before you log in to the ConnectIN Wheat Insight System. Once this information is entered, the system will take these details about your products into account so you can track inventory more precisely than ever before. What you will need. 1. List all WestBred varieties you currently have on hand or have transacted from 7/1/16 to 12/31/ For each LOCATION a. Determine on-hand inventory at each location. i. On-hand inventory is inventory that you have today. b. Determine, by variety, sales transactions from the time window of 7/1/16 to 12/31/16 at each location. 3. For each VARIETY a. Determine seed classification, packaging and treatment for all varieties by lot number, both on-hand inventory and sales transactions, from 7/1/16 to 12/31/16. b. Gather purity and germ information (if applicable to variety). 4. Determine your winter and spring wheat inventory balance. a. Inventory balance of winter and spring wheat is your on-hand inventory plus sales transactions from 7/1/16 to 12/31/16 sorted by location, lot and SKU. 8

9 Customize Your Account 9

10 CUSTOMIZE YOUR ACCOUNT Customize Your Account Log in to your account by visiting Once you ve logged in to your account, you ll enter your dashboard or home page. Before selecting any of the available options, let s customize your account to fit your operation. Choosing preferences that fit your operation will ensure you can tailor the ConnectIN Wheat Insight System to your needs. MAKE SURE YOU VE COMPLETED THE STEPS ON PAGE 8 BEFORE PROCEEDING. 10

11 CUSTOMIZE YOUR ACCOUNT Customize Your Account 1. In the top right corner of the home page, click on your account and select User Preferences from the drop-down menu. 2. On the User Preferences page, under Unit of Measure select the global unit of measurement that is most compatible within your operation. Moving forward, all inventory and transactions within your account will automatically convert to this unit of measurement.* Be careful not to change the unit of measurement after entering inventory. * If your preferred unit of measurement is not selected, the system will default to a unit of measurement that may not align with your operation s needs. 3. Forecasting/Commitments are not required fields at this time. 11

12 CUSTOMIZE YOUR ACCOUNT 4. At the bottom of the page, under Commercial Pricing, use the drop-down menu to select whether you would like to display commercial pricing on screens. If you select Yes, you can track your pricing by product within the system.* If you select No and prefer not to have pricing in the system, you can track this manually, outside of the system. *Please note: if you select Yes, WestBred wheat can view all pricing. 5. You ve now completed all required fields. Click Save at the bottom of the page. 6. Click Done in the pop-up screen. 7. Once you ve completed updating your user preferences, click on Menu and select Home. Your user preferences are now saved. You can now start entering your Inventory. 12

13 Step One: Input Your Inventory (Adjustments) 13

14 Step One: Input Your Inventory (Adjustments) You need to enter your winter and spring wheat inventory. This includes all products you have on hand today, plus your sales transactions completed from 7/1/16 to 12/31/16. This is important because you must have your original inventory logged in order to track your previous and future transactions. HAVE YOU COMPILED YOUR INVENTORY AND SALES? Have you compiled your inventory and sales information? For each variety you enter into inventory, you will need to know the: variety name; location (where it was sold from or is currently on hand); packaging; seed classification; lot number; and purity and germ information (if applicable). If you have not compiled this information, return to page 8 before you begin. 14

15 STEP ONE: INPUT YOUR INVENTORY (ADJUSTMENTS) Step One: Input Your Inventory (Adjustments) 1. Select Adjustments from the home screen. If navigating from another screen, click on Menu, select Inventory Manager and then select Adjustments. or 2. Click New Adjustment in the top right corner of your screen. 3. Select Add Products to Warehouse. 15

16 STEP ONE: INPUT YOUR INVENTORY (ADJUSTMENTS) 4. Click Continue at the bottom of the page. If you have more than one warehouse location*, select the correct location by clicking the. - You can either type the location you re looking for in the search bar or scroll through the options. - If your location is missing, contact us for support. - Click Continue. *You will only see this screen if you have more than one location. 5. Add the product to your account by clicking the. All products from the 7/1/16 to 12/31/16 transaction period must be added. Type the product name you re looking for in the search bar and hit enter. Review variety name and select product with the correct SKU. Check variety name, packaging and treatment.* * If you do not see your product listed, double check that the variety name and format are correct. If you still cannot find your product, contact us for support. 16

17 STEP ONE: INPUT YOUR INVENTORY (ADJUSTMENTS) 6. Enter the Lot Number. 7. Enter the Adjustment Quantity. Enter total quantity of on-hand inventory and/or sales transacted inventory for each variety and lot from 7/1/16 to 12/31/ If you have additional lots for a product, click Add Additional Lots and continue as needed. 9. Once you have entered all necessary information for the product, click Add Notes at the bottom of the page. 10. Select Onboarding from the Adjustment Reason drop-down menu. 11. Enter Onboarding into Notes for each product. This lets WestBred wheat know that this entry was a part of the transactional reporting process. 17

18 STEP ONE: INPUT YOUR INVENTORY (ADJUSTMENTS) 12. Click Review at the bottom of the page. 13. Click Confirm at the bottom of the page if all information appears correct. If there is any information that is incorrect, click the Back button at the bottom of the page to fix the incorrect data. 14. Click Done in the pop-up window. This information is now saved. 15. Add additional inventory as needed by repeating steps Once you re done entering your inventory, click on Menu and select Home. View your entire Adjustment History and any Details from each entry on the Adjustments page at any time. Once you have input all your inventory, you can continue to Work Orders. 18

19 STEP ONE: INPUT YOUR INVENTORY (ADJUSTMENTS) Change a Quantity IF YOU DO NOT NEED TO CHANGE THE INVENTORY QUANTITY, GO TO PAGE 23 TO BEGIN COMPLETING CERTIFICATION. If you have made an error in entering the quantity of your original adjustment, you can increase or decrease the quantity of your inventory in a few quick steps. 1. Click New Adjustment in the top right corner. 2. Select Increase Quantity from the dashboard. 19

20 STEP ONE: INPUT YOUR INVENTORY (ADJUSTMENTS) 3. Click Continue at the bottom of the page. 4. Add the product you would like to adjust by clicking on the. You can either type the product name you re looking for in the search bar or scroll through the listed options on the left. Review variety name and select product with the correct SKU. Check variety name, packaging and treatment.* * If you do not see your product listed, double check that the variety name and format are correct. If you still cannot find your product, return to step one to enter your product in your inventory. If you have more than one warehouse location, select the correct location from the drop-down menu. 5. Here, you will have the option to increase the quantity of the selected product. Be sure to enter only the difference (e.g., If you originally entered 50 for the product quantity, but the correct quantity was 75, then you must enter 25 into the increased quantity box for an accurate final quantity). 20

21 STEP ONE: INPUT YOUR INVENTORY (ADJUSTMENTS) 6. Click Add Notes at the bottom of the page. 7. Select the Adjustment Reason that best applies. 8. Enter Onboarding into Notes for each product. 9. Click Review at the bottom of the page. 10. Click Confirm at the bottom of the page if all information appears correct. If there is any information that is incorrect, click the Back button at the bottom of the page to fix the incorrect data. 11. Click Done in the pop-up window. This information is now saved. 21

22 STEP ONE: INPUT YOUR INVENTORY (ADJUSTMENTS) If you need to reduce the quantity for an added product, select Reduce Quantity on the New Adjustments page and follow the previous steps

23 Step Two: Complete Certification (Work Orders) 23

24 Step Two: Complete Certification (Work Orders) Before you can complete the sales transaction process, you will need to complete certification entry of purity and germ information on all of your inventory in the system. (Please note: all Registered and Certified Seed must be entered in the system.) In order to keep this information readily available you will now log the certification data of your seed in the ConnectIN Wheat Insight System. Your completion of this process will ensure your growers receive a ConnectIN Insight Sheet, an information document that will provide purity and germ data, along with other benefits, when they pick up their seed. Please note: every lot of seed entered in step one must go through this process. HAVE YOU GATHERED YOUR CERTIFICATION PAPERWORK? You will need this information handy before completing this step. 24

25 STEP TWO: COMPLETE CERTIFICATION (WORK ORDERS) Step Two: Complete Certification (Work Orders) 1. Select Work Orders from the home screen. If navigating from another screen, click on Menu and select Work Orders. or 2. Click Create Work Order(s) in the top right corner of your screen. If you have more than one location*, add the location you shipped from or the location of on-hand product by clicking the. - You can either type the location you re looking for in the search bar or scroll through the options. - If your location is missing, contact us for support. - Click Continue. *You will only see this screen if you have more than one location. 25

26 STEP TWO: COMPLETE CERTIFICATION (WORK ORDERS) 3. Select Add/Update Lot Certification from the dashboard. 4. Click Continue at the bottom of the page. 5. Add the product you would like to complete certification for by clicking on the. You can either type the product name you re looking for in the search bar or scroll through the listed options on the left. Review variety name and select product with the correct SKU. Check variety name, packaging and treatment.* * If you do not see your product listed, double check that the variety name and format are correct. If you still cannot find your product, return to step one to enter product in your inventory. 26

27 STEP TWO: COMPLETE CERTIFICATION (WORK ORDERS) 6. Select the small circle next to the Lot Number that applies to the product you would like to complete certification for. 7. Click Continue at the bottom of the page. 8. Fill all required boxes under Certification Details and Test Results marked with a red asterisk. 9. Click Review at the bottom of the page. Add notes or click Add File in the bottom left corner of your screen to attach any supporting documents that you may want to track.* *This step is not required. 27

28 STEP TWO: COMPLETE CERTIFICATION (WORK ORDERS) 10. Click Confirm Order at the bottom of the page if everything on your screen appears correct. If there is any information that is incorrect, click the Back button at the bottom of the page to fix the incorrect data. 11. Click View Completed to return to the Work Order home screen. 12. Create additional certifications as needed by completing steps Once you ve completed entering your certifications, click on Menu and select Home. Now that you have completed certifications, you can continue on to Customer Orders. 28

29 Step Three: Enter Sales Transactions (Customer Orders) 29

30 Step Three: E nter Sales Transactions (Customer Orders) Now that you ve successfully entered all of your inventory and completed certification for your products, you need to enter all sales transactions by customer. Similar to previously required reporting systems, you will enter transactions to report your year s sales. Within the ConnectIN Wheat Insight System, each transaction will be recorded by SKU to help you better track inventory and see exactly what your growers are requesting. By completing this transaction process, you ensure your growers will receive a ConnectIN Insight Sheet that will provide variety information, their agreement and their receipt all in one place. This means you won t have to track down growers at a later date to sign license agreements, so you can spend more time growing your business. 30

31 STEP THREE: ENTER SALES TRANSACTIONS (CUSTOMER ORDERS) Step Three: Enter Sales Transactions (Customer Orders) 1. Select Customer Orders from the home screen. If navigating from another screen, click on Menu and select Customer Orders. or 2. Click Create New Order in the top right corner of your screen. If you have more than one warehouse location*, select the correct location by clicking the. - You can either type the location you re looking for in the search bar or scroll through the options. - If your location is missing, contact us for support. - Click Continue. *You will only see this screen if you have more than one location. 31

32 STEP THREE: ENTER SALES TRANSACTIONS (CUSTOMER ORDERS) 3. Select existing customers from the database by clicking on the or add a new grower* to the system if necessary. You can either type the customer name you re looking for in the search bar or scroll through the options. To add a new grower: Click Add New Grower. Fill in all required fields. *Please search for customers in database before creating a new grower. 4. Click Continue at the bottom of the page. 5. Add the product that this customer bought by clicking on the. You can either type the product name you re looking for in the search bar or scroll through the listed options on the left. Review variety name and select product with the correct SKU. Check variety name, packaging and treatment.* * If you do not see your product listed, double check that the variety name and format are correct. If you still cannot find your product, return to step one to enter product in your inventory. You can enter multiple products at one time. 32

33 STEP THREE: ENTER SALES TRANSACTIONS (CUSTOMER ORDERS) 6. Enter the Ordered Quantity for each product on the correct lot. Unit Price(s) and Req. Ship Date are not required fields at this time. Here, you can add notes about the transaction if you choose. 7. Click Continue at the bottom of the page. 8. Select the Planting Season, Exp. Planting Date and Available Water from the drop-down menus. Please fill in these required fields to the best of your knowledge. This information does not need to be exact. Acres and Drill Row Spacing are not required fields at this time. 9. Click Review Order at the bottom of the page. Here, you have the ability to add notes or any attachment you d like to use as reference. If there is any information that is incorrect, click the Back button at the bottom of the page to fix the incorrect data. 33

34 STEP THREE: ENTER SALES TRANSACTIONS (CUSTOMER ORDERS) 10. Click Ship Order if all of the information appears correct. 11. Enter your Shipment ID. This can be found on your Bill of Lading or seed tracker. Here, you can enter additional information about the shipment if you choose. 12. Click Confirm Order at the bottom of the page. 13. Here you can either click Print PDF to provide the ConnectIN Wheat Insight System Insight Sheet to your grower or click PDF to the transaction to the grower. If you prefer to print all sales transactions at one time, click Done and see page Enter additional sales transactions as needed by repeating steps Once you ve completed entering sales transactions, click on Menu and select Home. Now that you ve entered your sales transactions, you can get started on Royalty Reporting. 34

35 STEP THREE: ENTER SALES TRANSACTIONS (CUSTOMER ORDERS) View or Print PDFs When Finished (Optional) IF YOU DO NOT NEED TO REPRINT PDFS, GO TO PAGE 36 TO BEGIN REPORTING ROYALTIES. You may access a final transaction document at any time from your Customer Orders dashboard. 1. Use the search bar to search for the correct order. 2. Click the PDF icon found on each order. 3. Selected PDF will open in a separate window. View, save or print as needed. View your entire Order History and any Details from each entry on the Custom Orders page at any time. 35

36 Step Four: Reconcile Royalties (Royalty Reporting) 36

37 Step Four: Reconcile Royalties (Royalty Reporting) For all initial transactions (at first point of clean sale), you will need to pay a royalty. Within this step, you must either approve or dispute all sales transactions entered in the ConnectIN Wheat Insight System. By completing this process, you can better track all royalties and as the system progresses, it will simplify end-of-year royalty reporting. When disputing a royalty, the more information you can provide, the easier it will be for us to work with you in the process of finalizing the final amount due. 37

38 STEP FOUR: RECONCILE ROYALTIES (ROYALTY REPORTING) Step Four: Reconcile Royalties (Royalty Reporting) 1. Select Royalty Reporting from the drop-down Menu. 2. Select the Reporting Period that applies from the drop-down menu. For this reporting process, select July 01 December 31. Search by variety or select a sorting option from the drop-down menu to find your desired variety. 38

39 STEP FOUR: RECONCILE ROYALTIES (ROYALTY REPORTING) 3. Click Details on the far right of the selected variety to display all shipped transactions attached to that particular variety. 4. Select any box with a status that reads: Needs Review. You can also select more than one box to approve or dispute multiple transactions at once. 5. To approve a royalty transaction, click Approval on the bottom of the page; to dispute a royalty transaction, click Dispute. 39

40 STEP FOUR: RECONCILE ROYALTIES (ROYALTY REPORTING) If you clicked: Click Done on the pop-up screen. Repeat steps 2 5 for all approved transactions. If you clicked: You will be re-directed to the Disputed Royalty Transaction dashboard. Enter Proposed Royalty Quantity that you believe you owe royalty on. Select the reason from the drop-down menu. Enter any additional notes in the Notes box.* Add a document, if needed, for the disputed transaction.* *This step is not required but the more information you enter the easier it will be to work with you to finalize the amount due. 40

41 STEP FOUR: RECONCILE ROYALTIES (ROYALTY REPORTING) Click Review and Confirm if the information appears correct. & - If there is any information that is incorrect, click the Back button at the bottom of the page to fix the incorrect data. Click Done. 6. Repeat steps 2 5 until all transactions are settled. Once you ve reconciled royalties, you will have successfully completed transactional reporting from 7/1/16 to 12/31/16. 41

42 STEP FOUR: RECONCILE ROYALTIES (ROYALTY REPORTING) View Your Data Outside the System IF YOU DO NOT NEED TO VIEW YOUR DATA OUTSIDE THE SYSTEM, CONTINUE TO PAGE 43. Click Export at any time to view your Royalty List in your preferred spreadsheet program. 42

43 Thank You for Submitting Your Inventory. We know you re busy with the pressures of running a seed business. So it s important that you have your sales transactions updated for the coming months. Soon you will receive access to more materials that will help you navigate additional tools within the ConnectIN Wheat Insight System. So you can take full advantage of smarter business planning, better sales and inventory management, easier reporting and analytics and the ability to provide important recommendations that help your customers succeed. For you and your customers, better practices can lead to better profits. And now, there s a better way to do business by simplifying the way you sell seed and enhancing the way your customers plant it. If you have any issues or have questions about the information included in this guide, you can contact us at Support.ConnectIN@monsanto.com or by calling (855) For more information on how the system can benefit your operation, visit ConnectINSystem.com. 43

44 Monsanto and Vine Design, WestBred and Design and WestBred are registered trademarks and ConnectIN is a trademark of Monsanto Technology, LLC. All other trademarks are the property of their respective owners Monsanto Company. MWHE-17003