AgVantage Software
Grain Contract
with Email
and
eAgVantage Electronic Signatures
Version 8
Documentation
Developed & Published by:
AgVantage Software, Inc.
107 Wood Lake Drive S.E.
Rochester, MN 55904
Screen images depicted in this publication are intended to be representations and not duplications of the
actual screens encountered in the AgVantage Software system. Names of persons, corporations, or
products that are used in the examples in this document are intentionally fictional. Any resemblance to
persons living or dead or to actual corporations or products is purely coincidence.
IBM® is a registered trademark of International Business Machines Corporation.
Copyright © 2013 AgVantage Software, Inc.
All Rights Reserved
Published by AgVantage Software, Inc.
No part of this material may be reproduced by any means without written permission from the publisher.
Printed in the United States of America
February 2013
Grain Contract email eAgV sig.docx
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Grain Contract with Email and eAgVantage
Signature Confirmation
Contents
Programs – required package features ......................................................................................................... 3
Grain Contract Entry ..................................................................................................................................... 3
Process Contract for emailing ....................................................................................................................... 4
Email example: .......................................................................................................................................... 6
Sign Contract with EAgVantage Electronic Signature ................................................................................... 7
Adobe Grain Contract example............................................................................................................... 10
Setup ........................................................................................................................................................... 11
Activate Features .................................................................................................................................... 11
eDocuments UEMAIL setup .................................................................................................................... 12
Add customer account email addresses ................................................................................................. 15
NOTES: ................................................................................................................................................ 16
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Grain Contract with Email and eAgVantage Signature Confirmation
This feature will give the ability to send an email of new or amended Grain contract. Confirmation
emails will send after contract is viewed and approved for emailing from eAgVantage and confirm/print
the contract. The email contains a link to eAgVantage pending unsigned grain contracts. The ‘Grain
Pending’ button in eAgVantage contains a link to the contract viewable with Adobe PDF and the ability
to sign the contract electronically.
Programs – required package features
AgVantage Grain Software
AgVantage eDocuments
EAgVantage Web Software
Grain Contract Entry
These Purchase Classes are available for emailing process.
Contract Purchase Classes
11
Fixed Price Contract
12
Basis Contract
13
Futures/Cash Contract
14
Minimum Price Contract
16
Delayed Price Contract
17
Ethanol Contract
18
Put/Cash Contract
19
Target Price Contract
U5MNP2
Grain Purchase Control Menu
System:
Select one of the following:
1. Purchase Contract/Control Info. Maintenance
2. Storage Prepayments Maintenance
3. Manage Emails for Electronic Confirmation of Contracts
Grain contracts will follow your normal contract printing setup if they have no email address in ‘UEMAIL
– Option 8 Maintain contract e-mail customer list’. When an email address is on file and the signature
flag is Y, the program will processed be processed for pending approval. An Adobe PDF document will
be saved for the approval for email processing in the IFS in folder
‘/AgVantage/ProdData/COxDATA/Grain/SignPurCont/’. The contract will not email until approved.
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U5PCM0
(A,C,I,D) A
PURCHASES CONTROL
Customer Number 7280806 A HARKNESS ALAYNA J
Crop C
Purchase Class 11
Control No
Location
1
Old/New Crop (O/N)
O
Date
5/31/12
Time
E/T/O Code
E
Deliver To Number
Buyer Number
424
Direct Del. Prem.
Delivery Terms-(F)OB or (D)LVD
Delivery Basis
Comment
Allow Auto Apply?(Y/N) Y
Received Units-Net
Received Units-Gross
Settled Units
Signed Status (Y/N)
A
---------------------------CONTRACT INFORMATION----------------------------Contracted Units
Priced Units
Delivery Dates
0/00/00 to 0/00/00
REGULAR
- Contract Price
BASIS & F/C
- Futures Price
Futures Month & Year
Basis Amount
Total Price Adjustments
MINIMUM PRICE - Minimum Price
Strike Price
Options Month & Year
MPPC Covered By
Last Exercise Date
0/00/00
F4-Prompt
F7-Amendments
F8-Underfill
F9-Contract Pricing
F11-Adjustments
F12-Cancel
Adding a Buyer number will give the ability to print an electronic Buyer signature. (See Buyer signature
setup document to print a Buyer signature on the contract.) Contract creation date will print to the right
of the Buyer signature.
A - Approval pending for email process
E – Buyer approved contract and Ready to Email
S – Emails been sent and awaiting electronic Signature
N – Contract is not signed. Does not have email address and signature on file. Contract prints.
Y – Contract is signed.
Process Contract for emailing
U5MNP2
Grain Purchase Control Menu
Select one of the following:
1. Purchase Contract/Control Info. Maintenance
2. Storage Prepayments Maintenance
3. Manage Emails for Electronic Confirmation of Contracts
Select option 3 to view and approve the entered contracts for emailing.
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U5PCM910
Purchase Contracts Pending Confirmation
AGVANTAGE SOFTWARE, V7
Location
___
Zeros = All
Buyer Number
___
Zeros = All
Signed Status
___
A = Approval Pending
E = Ready to Email
S = Sent Email/Awaiting Signature
Enter
F3-Exit
F4-Prompt
F12-Cancel
You may filter the contracts for emailing by location, buyer, and/or signed status. Signed views are
A = Approval pending,
E = Ready to Email, and
S= Sent Email/Awaiting Signature
Enter with all filters blank will display all unsigned contracts.
U5PCM920
Purchase Contracts Pending Confirmation
Buyer:
Location:
Status:
2=Modify email addresses 5=Display PDF 6=Regenerate PDF 8=Send Email
Customer
Control
Sel Status Number Name
Crop PC Number Loc
Contracted
__
A
6012003 Wyatt Atollefson
C
11
547
1
5000.00
__
A
6012003 Wyatt Atollefson
C
11
552
1
1000.00
__
A
6012003 Wyatt Atollefson
C
11
554
1
10000.00
__
E
1028 Johnson Bro LLC
C
11
538
1
500.00
__
E
1028 Johnson Bro LLC
B
11
539
1
5000.00
__
S
424 JOHN L GROMLEY
B
12 1200204
1
5000.00
__
S
424 JOHN L GROMLEY
B
14 1400068
1
1000.00
__
S
700 JILL L FARMER
B
11
553
1
5000.00
__
S
7280806 Alayna J A Harkness C
11
509
1
10000.00
__
S
7280806 Alayna J A Harkness B
11
513
1
5000.00
__
S
7280806 Alayna J A Harkness C
11
546
1
10000.00
__
S
9141994 Anna Atollefson
C
11
537
1
5000.00
Enter
F2-Approve All Pending
F3-Exit
F8-Email All Approved
PDF
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Bottom
F12-Cancel
2= Modify - email addresses opens the UEMAIL menu to edit email addresses if needed.
5=Display PDF - will open the contract from the IFS /AgVantage/ProdData/COxDATA/Grain/
SignPurCont/ in Adobe PDF format.
6=Regenerate PDF - will recreate the contract in the IFS. Any change made to the contract or if
the PDF flag is N, regenerate the PDF before emailing. The last generated PDF will be available
from eAgVantage Pending Contracts for electronic signature.
8=Send email - will email contract immediately.
You have the ability to change the status to resend the email one at a time.
o A = Approval Pending
o E = Ready to Email
o S = Sent Email/Awaiting Signature
F2-Approves - All Pending contracts changing the status from A to E.
F8-Email All Approved - will send all E status contracts at once.
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Email example:
Email In Box
Email with Attachment
This example includes the contract attachment.
Click on Link number (the link number is the contract number). The link will open eAgVantage
log in screen to view contract attachment and sign with electronic signature.
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Sign Contract with EAgVantage Electronic Signature
eAgVantage Customer Account will open for your customers default browser. Your customer will be
required to signon into their eAgVantage account.
Your customer must log into their eAgVantage account. If they have no account they can setup their
account with ‘First time signon’ or call your office to be enrolled, if your company does not have ‘First
time signon’ enabled.
Clicking on contract number link will open the contract for customer’s approval.
Checking the confirm box signs the contract.
Once all contracts are confirmed, eAgVantage Grain will be available.
Your customer must call your office, if your customer doesn’t agree with the contract or the
contracts terms.
Contract will be in Pending Contracts until the customers signs electronically or you
maintenance the contract in AgVantage Grain.
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U5PCM0
(A,C,I,D) C
PURCHASES CONTROL
8/22/12
05:36:54
Customer Number 6012003 ATOLLEFSON WYATT
Crop C
Purchase Class 11
Control No
541
Location
1
Old/New Crop (O/N)
O
Date
8/03/12
Time
E/T/O Code
E
Deliver To Number
Buyer Number
424
Direct Del. Prem.
Delivery Terms-(F)OB or (D)LVD
Delivery Basis
Comment
Nov 2012
Allow Auto Apply?(Y/N) Y
Received Units-Net
Received Units-Gross
Settled Units
Signed Status (Y/N)
Y
---------------------------CONTRACT INFORMATION----------------------------Contracted Units
1000.00
Priced Units
1000.00
Delivery Dates
11/01/12 to 11/30/12
Amendments Exist? Y
REGULAR
- Contract Price
5.75000
BASIS & F/C
- Futures Price
Futures Month & Year
Basis Amount
Total Price Adjustments
MINIMUM PRICE - Minimum Price
Strike Price
Options Month & Year
MPPC Covered By
Last Exercise Date
0/00/00
F4-Prompt
F7-Amendments
F8-Underfill
F9-Contract Pricing
F11-Adjustments
F12-Cancel
Signed status changes from S to Y after your customer electronically signs from eAgVantage Pending
Grain Contracts.
U5PMI020
Contract Amendment
Customer Number 6012003 ATOLLEFSON WYATT
Crop C Corn
Purchase Class 11 Control Number
541
Seq#
1
Print?(Y/N). .: Y
Comment. . . .: Confirm Addr: 192.168.1.38
Field Changed.: Signed Status
New Value. . .: Y
Old Value. . .: S
Date Changed .: 8/16/12
Time . . . . .: 110223
Workstation ID: EAGVAPACHE
User ID. . . .: QTMHHTTP
An amendment to the contract is added if you have amendment tracking enabled. Amendment saves
the IP address, signed status flag change, date, time, etc.
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eAgVantage Administrator and sub-admin accounts may view Pending Grain contracts.
Click on ‘Pending Grain’ will give you the ability to search by customer.
Enter your customer’s number or search your by name.
Pending contracts display with a link to the contract in Adobe PDF format.
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Adobe Grain Contract example
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Setup
Activate Features
Emailing
– U5MNST2 - 11. Activate Features - Grain
UPDCOMDTA
Activate Features - Grain
SCREEN15
Purchase Contract/Control Maintenance:
Prevent assigning a contract number to another customer? Y/N .
Force the entry of delivery terms and delivery basis? Y/N . .
Put heading text in purchase contract comments? Y/N . . . . .
Error if Final Price not equal to Futures less Basis? Y/N . .
Automatically show adjustment screen for PC=14 and 18? Y/N . .
Automatically show adjustment screen for PC=13? Y/N. . . . . .
Allow price to be entered for PC=13? Y/N (Max Basis Contracts)
Allow no price data to be entered for PC=18? Y/N . . . . . . .
.
.
.
.
.
.
.
.
Y
N
Y
Y
Y
Y
Activate tracking contract changes as amendments? Y/N. . . . . .
Activate tracking contract pricing changes as amendments? Y/N. .
Print signature line on Amendment sheet? Y/N . . . . . . . . . .
Y
Y
N
Automatically print price confirmation when price added? Y/N . .
Print price adjustments on contract pricing confirmation? Y/N. .
Activate Contract confirmations with eDocuments and eAgVantage.
Email Contract as an Adobe PDF attachment with confirmation. .
Y
Y
Y
N
F3=Exit
Y
F12=Cancel
Enable feature by changing ‘Activate Contract confirmations with eDocuments and eAgVantage’ to a ‘Y’
to enables Grain menu option for emailing.
There is an additional flag to attach an Adobe PDF format of the Grain contract in the email. This
feature is optional. The email will also contain a link to the Adobe PDF grain contract in ‘Pending
Contracts’ in eAgVantage.
Buyer
See Buyer Setup Documents for electronic Buyer signatures to print on contracts.
Amendments
Print amendments on contract is an optional feature.
– U5MNST - 11. Grain Forms Menu (optional )
U5MNFM
Grain Forms Menu
File Maintenance
1. Forms Processing
2. Check Print Options
3. Contract Print Options
4. Laser Shipment Invoice Setup
-
Select option 3 for Contract Print Options
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SCREEN10
Update GRNDATA Data Area
Purchase Contracts:
Print Purchase Contracts with overlays? Y/N . . . . . .
Print buyer signature overlays? Y/ N . . . . . . . .
Print position - Across . . . . . . . . . . . . .
Down . . . . . . . . . . . . . .
Omit Submitted By: line? Y/N (Non-overlay only) . . . .
Omit Date under signature lines? Y/N (Non-Overlay only)
Print Futures Price & Basis on Fixed Price? Y/N . . . .
Print amendments on purchase contract? Y/N . . . . . .
Print box around customer signature for Delayed Price?.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
. . . .
. . . .
4.500
10.100
. . . .
. . . .
. . . .
. . . .
. . . .
. Y
. Y
.
.
.
.
.
N
N
Y
Y
Y
Change Print amendment on purchase contract to Y.
eDocuments UEMAIL setup
Enter UEMAIL from any AgVantage Menu except the main menu or from A/R Menu take the below
options.
- 7. End of Month
1. Print Statements
- 10. E-mail setup menu
UEMAIL
E-Mail Menu
Select one of the following:
Invoice E-mail
1. Schedule invoice e-mail send time(s)
2. Maintain invoice e-mail customer list
3. Invoice e-mail reports
Statement E-mail
5. Setup e-mail statement definition
6. Maintain statement e-mail customer list
7. Send statement e-mail
Grain
8.
9.
10.
E-mail
Maintain contract e-mail customer list
Schedule settlement e-mail send time(s)
Maintain settlement e-mail customer list
8. Maintain contract e-mail customer list’. The program will insert a message in the body of
each email. You may edit the email body text from a mapped drive to
‘/AgVantage/ProdData/COxDATA/u5emlpctrl.txt’ using Notepad or from the email maintenance
menu with F8. A sample of an HTML file will be in your IFS in the above AgVantage directory
and file name. You may edit this sample to accommodate your establishment. See screens
below for editing from the menu.
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UAEMM0
U5SETTL
Grain Settlement E-mail Maintenance
AgVantage Software
2=Change 4=Delete 5=Display
Customer Mail Customer
Opt
ID
Type Name
7280806 PDF A HARKNESS ALAYNA J
4182006 PDF ATOLLEFSON GARRETT
6012003 PDF ATOLLEFSON WYATT
F3=Exit
F5=Refresh
F6=Add
F11=View 2
F8=Edit Text
F12=Cancel
More...
F17=Position
F8 – Edit Text
Select PDF by placing curser anywhere on PDF line and enter.
Edit E-mail Text (UAEMLTM)
Type choices, press Enter.
E-mail Application
E-mail type . . .
Edit type . . . .
System path . . .
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
. > U5PCTRL
Character value
. > PDF
Character value
.
*IFS
*PC, *IFS
. > '\\QS103EB9P\Root'
Change Edit type from *PC to *IFS and enter to edit the HTML text
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Edit File: /AgVantage/ProdData/COYDATA/u5emlpctrl.txt
Record :
1 of
31 by 10
Column : 1
Control :
112 by 126
CMD ....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+....8....+....9....+....0....+....1....
************Beginning of data**************
<html>
<head>
<title>AgVantage Software</title>
</head>
<body bgcolor="#FFFFFF" text="#000000" link="#180884" vlink="#180884" alink="#180884">
<Table Width=100% align="CENTER">
<TR><TH valign="TOP" align="LEFT" width=30%>&cust</TH>
<TD align="CENTER" width=40%>
<img border="0" src="http://www.agvantage.com/agvweb/banner.gif" width="265" height="89">
<BR><h1>&title</h1></TD>
<TH valign="TOP" align="RIGHT" width=30%>Phone-&phone<br><br>&date &time</TH>
</TR>
</TABLE><br>
<p>
You are receiving this email because you have a electronic signature on file and have agreed to confirm
your contracts using our website. At the bottom you will find the contract number needing confirmation. Please
click on the contract number and you will be taken to our website so you can log on and proceed with the
electronic confirmation of this contract.
<p>Also once logged in you may view or print the contract using Adobe Reader. If you do not have a copy of
Adobe Acrobat Reader you can use the following link to download a free copy:
you can use the following link to download a free copy:
<a href="http://www.adobe.com/products/acrobat/readstep.html">http://www.adobe.com/products/acrobat/readstep.html</a>
<p>
Do not reply to this email. If you have any questions please contact
<a href="mailto:dawnn@agvantage.com">dawnn@agvantage.com</a>.
<p>
Thanks for your Patronage.
F2=Save F3=Save/Exit F12=Exit F15=Services F16=Repeat find F17=Repeat change F19=Left F20=Right
Make changes and press F2 to Save or F3 to Save and Exit. Editing HTML text maybe difficult. Contact
AgVantage Support Department if you would like assistance.
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Add customer account email addresses
Add your customer’s email addresses to UEMAIL . You made add one or multiple email addresses for
each account.
UEMAIL
E-Mail Menu
System:
Select one of the following:
Invoice E-mail
1. Schedule invoice e-mail send time(s)
2. Maintain invoice e-mail customer list
3. Invoice e-mail reports
Statement E-mail
5. Setup e-mail statement definition
6. Maintain statement e-mail customer list
7. Send statement e-mail
Grain
8.
9.
10.
E-mail
Maintain contract e-mail customer list
Schedule settlement e-mail send time(s)
Maintain settlement e-mail customer list
More...
Selection or command
===> 8
F3=Exit
F4=Prompt
F9=Retrieve
F12=Cancel
UEMAIL – Option 8 Maintain contract e-mail customer list
UAEMM0
U5SETTL
Grain Settlement E-mail Maintenance
AgVantage Software
2=Change 4=Delete 5=Display
Customer Mail Customer
Opt
ID
Type Name
7280806 PDF A HARKNESS ALAYNA J
4182006 PDF ATOLLEFSON GARRETT
6012003 PDF ATOLLEFSON WYATT
F3=Exit
F5=Refresh
F6=Add
F11=View 2
F8=Edit Text
F12=Cancel
More...
F17=Position
Use F6 to Add a customer number and email.
UAEMM0O
Change Grain Contracts E-mail Info
AgVantage Software
Type choices, press Enter.
Application code. . . . . U5PCTRL
6012003
ATOLLEFSON WYATT
Wyatt Atollefson
Signature on File:
Y
Type CC Email Address
PDF Y agvedocs1@hotmail.com
PDF
agvedocs1@live.com
Signature on File flag must be Y for contract to be emailed available for the email process.
Type is PDF for Adobe PDF format.
* Y under the CC will include both email addresses in the same email. Enter a valid email
address.
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NOTES:
Your auditor may require your customer’s legal signature on file.
When signed flag is an N and your customer is not setup for emailing, AgVantage Grain prints the contract
to the assigned printer and does not send confirmation email for eAgVantage electron signature.
If the contract is rejected by your customer, they will need to contact your office to discuss the contract
before they have the ability to access their Grain information on eAgVantage. You will need to delete or
edit the contract for reprocessing.
If you need to make changes and want to resend the contract to your customer, change the Signed flag
back to ‘A’ in ‘Grain Purchase Control Menu’ option 1. ‘Purchase Contract/Control Info. Maintenance’.
This will change the print contract flag to Y. The contract will regenerate in the IFS. Process the changed
contract with option 3. ‘Manage Emails for Electronic Confirmation of Contracts’.
You may reprint the contract in the office when the Signed status is Y or N and the Print Contract flag is
changed to Y.
Email addresses will copy from UEMAIL – Option 10 ‘Maintain settlement e-mail customer list
Settlements’ if an address exits to the database in option 8 when entering a contract. You will need to
change the Signature on File to a Y before the account is enabled.
Confirmation emails won’t send if PDF flag is an N. Use Regenerate PDF feature.
Amendments will print with the contract if tracking amendments is enabled and if amendment Print is a Y.
In this example below only 2 of the amendment changes will print with the contract.
U5PMI010
Display Amendments
Customer Number 6012003 ATOLLEFSON WYATT
Crop C Corn
Purchase Class 11 Control Number
5=Display
Opt Print? Amendment Comment
Seq
Date
New Value
Y
Confirm Addr: 192.168.1.96
1 8/23/12
Y
N
2 8/24/12
A
N
3 8/24/12
N
Y
4 8/24/12
A
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Field Chgd
Signed Status
Signed Status
Signed Status
Signed Status
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