Seed Management System

Software for the Seed Industry

Introduction

• Developed by seed-dealer/wife team• Designed from dealers’ perspective• Created of necessity • Quick and easy to learn and use• Enhancements suggested by dealers• 8th season in use

Overview

• Setup• Product• Customers• Receiving

& Transfers• Orders• Reports

System Setup

• Dealer Information /

Company Logo

• Warehouse-locations

• Cash discounts

• Incentive discounts

• Seed sizes

System Setup

Dealer Information

•Dealer contact information•Invoice display options

-Checks Payable To-Mail Check To-Payment Due Date

•Support contact information

System Setup

Preferences

•Multiple warehouses•Fee support•Customer sort option•Screen color

Enter company name and click logo button

Select logo file

System Setup

NEED HELP?NEED HELP?

SMS includes a complete, SMS includes a complete, integrated help systemintegrated help system

Press F1 for information pertinent Press F1 for information pertinent to the current screento the current screen

System Setup

Warehouse LocationsEnter descriptive name and abbreviation

May assign warehouses to affiliate dealers

Cash discounts entered here are available when creating orders

System Setup

Cash Discount Schedule

Enter cut-off dates and discount rates

System Setup

Incentive DiscountsDiscounts based on units

Select discount type $

Click New buttonEnter description

Enter “default” amount per unit (may be changed on orders)

Select seed-type

System Setup

Incentive DiscountsDiscounts based on percent of purchase

Select discount type %Click New buttonEnter descriptionEnter “default” percentage (may be changed on orders)Select seed-type or leave blank to apply discount to entire order

System Setup

Seed-Sizes

Enter size lists

Right-click to define bulk units

Enter unit price and fees

SizeSize must be must be selected from selected from drop-down list drop-down list and and may not be may not be blankblank

Fees may be Fees may be defined as defined as cash-discounted cash-discounted or non cash- or non cash- discounteddiscounted

Your Product

Select seed-type

Click the Add button

Enter product identifierSelect size

Enter optional allocations & stock orders

Inventory Inventory levels are levels are automatically automatically updated updated

Agronomic Profile

Your Product

Your Product

Product items may be imported Product items may be imported from an Excel spreadsheetfrom an Excel spreadsheet

See tutorial for printed guideSee tutorial for printed guide

Enter customer information• Name & address• Phone numbers• Email address• County

Your Customers

Enter customer # and tech-id # (if available)May designate as “Affiliate-Dealer”

-or- Assign customer to Affiliate

Click the Add button

Your Customers

Select to enter• Comments • Directions to farm-site• Farm Operation Profile

Select product & sizeTransaction Transaction TypesTypes •Receiving •Transfer-In•Transfer-Out•Internal-Transfer•Returns

Enter lot #, transaction #, date, and quantity

Receiving & Transfers

Click the Add button

Select transaction-type, and seed-type

Product item Product item must be in must be in inventory inventory

Inventory Inventory levels are levels are automatically automatically updated updated

Order Entry

• Create & change orders• Inventory automatically updated• Apply incentive discounts• Record payments• Calculate cash discounts• Record deliveries• Print order & delivery invoices• Direct access to reports

Order Entry

Creating an OrderCreating an Order

Select product & size

Order Entry Creating an Order

Select customer

Enter quantitySelect incentive discountsEnter # of units (if discount type is $ per unit)

SMSSMS calculates calculates totals and totals and discountsdiscounts

Order Entry

Recording a PaymentRecording a Payment

Order Entry Recording a Simple PaymentRecording a Simple Payment

Enter payment date & check#

SMSSMS calculates calculates cash discount cash discount based on pay based on pay datedate

Click red asterisk to record amount

Order Entry

Creating a QuoteCreating a Quote

Order Entry Creating a QuoteCreating a Quote

Select customer

Enter quote info

SMSSMS differentiates differentiates quotes with gray quotes with gray backgroundbackground

Click Quote

button

Inventory levels not affected Quote numbers noted on reports May be converted to regular order Orders may be switched to quote Payments may not be applied

About QuotesAbout Quotes Order Entry

Order Entry

Split OrdersSplit Orders

Order Entry Creating a Split OrderCreating a Split Order

Click pay-type Split

Click Payments/Splits button

Select payers & enter order shareSMSSMS calculates calculates payers’ sharespayers’ shares

Order Entry

Split PaymentsSplit Payments

Order Entry Recording Split PaymentsRecording Split Payments

Click Payments/Splits buttonSelect payerClick Payments/Splits againSMSSMS calculates calculates “Order Share”“Order Share”Enter payment informationClick Apply

No limit to # of payers No limit to percentage splits Cash discounts managed for all payers

in multiple cash-discount periods Print Invoice for entire order or for

individual payer’s share

About Split OrdersAbout Split Orders Order Entry

Order Entry

Recording DeliveriesRecording Deliveries

Order Entry Recording a DeliveryRecording a Delivery

Enter delivery dateClick Del button

For partial delivery: double-click Del box, then record units delivered

SMSSMS creates creates 2nd line item for 2nd line item for non-delivered non-delivered unitsunits

Order Entry

Customer ReturnsCustomer Returns

Order Entry Accepting a Customer ReturnAccepting a Customer Return

Enter return date

Create line item for returned unitsEnter negative quantity

Update discount units (if discount type is $ per unit)Change pay type

Click Del button

SMSSMS recalculates recalculates order totalsorder totals

Order Entry Checking for Errors

Click Check

SMSSMS reviews reviews the order for the order for errors and errors and displays a displays a warning warning messagemessageClick Cancel to disable error-checking

Discount units not equal to qty ordered Missing check date or payment Pay-type is single & order requires

multiple payment transactions Missing payer info on split order Incorrect cash-discount amount

Error Conditions EvaluatedError Conditions Evaluated

Order Entry

Order Entry

IMPORTANT

CASH DISCOUNTS ARE NOT AUTOMATICALLY RECALCULATED WHEN AN ORDER IS CHANGED.

User intervention is required.

Order Entry

RefundsRefunds

Order Entry Issuing a RefundIssuing a Refund

Check that pay-type is DistributedClick Payments buttonEnter refund date & check#Click Final PaymentRecalculate cash discountClick Apply

Order Entry Issuing a RefundIssuing a Refund

Refund is Refund is recordedrecorded

Order is Order is marked marked as paidas paid

Order Entry

Printing InvoicesPrinting Invoices

Print delivery invoice

Order Entry

Print order invoicePrint Preview

Click record selector to show delivery date

Printing InvoicesPrinting Invoices

SMS Help

NEED HELP?NEED HELP?

Remember that Remember that SMS includes a complete, SMS includes a complete,

integrated help systemintegrated help system

Press F1 for information pertinent Press F1 for information pertinent to the current screento the current screen

SMS Help

Query Reports

• May be printed• Product & inventory reports• Receiving transaction record• Customer lists• Order information• Customer payment summary• Sales & shipping summaries• Order & sales history

Query reports are designed to view on screen

Report Menu

Select the report to be printed

Select affiliate dealer to print reports for affiliate’s customers

Reports designed for hard-copy

Reports

• Product & inventory reports• Detailed Receiving record• Customer lists• Detailed order information• Customer payment summary• Sales & shipping summaries• Invoices• Mailing labels

Questions?

Thank You!