Summary
The Ginning Services feature is designed to manage and process gin runs efficiently within the Croperations platform. This powerful tool not only handles the ingestion of gin run data but also automatically generates invoices or Recipient Created Tax Invoices (RCTIs) for the relevant parties. Additionally, it facilitates the entry of bales into the Croperations system as inventory. You can easily access the Ginning Services feature from the Sidebar Navigation.
To understand how to use the ginning services feature, you can read about the different tabs and their purposes below.
Action Required Tab - All Gin Run Statuses
Action required is where all gin runs that require user intervention will display. Below are the different statuses that can be triggered and what is required from you to complete the gin run.
Grower Not Found
A Ginning Services Grower record must exist, matching the grower_id for the primary grower and all other grower_parties.
Solution:
Click the ‘Open’ button on the gin run row marked as ‘grower not found’.
Scroll down to the grower card missing the grower party information. You will notice a red banner like this:
In the ‘Linked Contact’ dropdown, select the appropriate contact.
Click ‘Resume Gin Run’. The status will change to ‘waiting to submit’. For more information about this status, click here.
❗️If the contact does not exist
If the contact isn’t available in the dropdown, you’ll need to add a new one:
Navigate to the settings, then select ‘Contacts’ from the secondary sidebar.
Click ‘Create New’.
Enter the required details such as name, email, and external reference (typically from your accounting system).
Click ‘Create Contact’.
Return to the Ginning tab and locate the same gin run with the ‘grower not found’ status. Repeat steps 1 through 4.
Merchant Not Found
A Ginning Service Merchant within Croperations must exist to match the merchant_id
Solution:
Click the ‘Open’ button on the gin run row marked as ‘Merchant not found’.
Scroll down to the grower card missing the Merchant information. You will notice a red banner like this:
In the ‘Linked Contact’ dropdown, select the appropriate contact.
Click ‘Resume Gin Run’. The status will change to ‘waiting to submit’. For more information about this status, click here.
❗️ If the Merchant does not exist
If the Merchant isn’t available in the dropdown, you’ll need to add a new one:
Navigate to the settings, then select ‘Contacts’ from the secondary sidebar.
Click ‘Create New’.
Enter the required details such as name, email, and external reference (typically from your accounting system).
Click ‘Create Contact’.
Return to the Ginning tab and locate the same gin run with the ‘grower not found’ status. Repeat steps 1 through 4.
Gin Not Found
Gins have a Gin ID, this ID can be located by opening up Settings>Locations>Gins, find the Gin Name and the Gin ID is in the Code Column. If 'Gin Not Found' is shown on the Gin Run, it means the platform cannot find the Gin ID code.
Solution:
Verify the gin code is correct that has been sent by opening the Gin Run and checking the information next to Gin ID.
Check in Settings> Locations> Gins, that the gin details are correct or add a new gin if required.
If the details are correct, return to the gin run with and click ‘retry’. If this does not work, submit a ticket with the Croperations help.
Missing External Reference
Contacts have required information to be able to be used in a Gin Run. If you are reciving the 'Missing External Reference' status, it means the platform cannot find this information.
Solution:
Check in Settings> Contacts, open the contact that is Missing the external reference.
If the details are missing, fill in the external ID, return to the Gin Run and click on 'Resume Gin Run' or 'Retry' from the Action Required Tab.
If you have followed these two steps, submit a ticket with the Croperations Help.
Unable to Ingest Bales
If you receive this status, submit a ticket and a Croperations Team member will assist with this status.
Unknown
If you receive this status, submit a ticket and a Croperations Team member will assist with this status.
Waiting to Submit
Once the gin run has been successfully ingested into the system, the status will update to "WAITING TO SUBMIT." This status gives you the opportunity to review all details thoroughly before proceeding. When you're ready, click on the "Submit" button to finalise the gin run and send it for invoicing.
Submitting a Gin Run:
Once you have checked all the details are correct as a Gin Run sits in 'WAITING TO SUBMIT' status, you can now submit the Gin Run.
Open the Gin Run you want to submit.
In the top right, click on 'Submit Gin Run'
ℹ️ What happens now? All invoices will be sent to relevant parties. You now have the ability to download a Gin Run.
Gin Runs Tab
Gin runs is a historical record of all gin runs that have come through the croperations system within a given delivery period. Gin runs are sorted in a chronological order with the latest gin run displaying at the top.
From this page you can find a past gin run and view the gin run status. You can view the details of the gin run by clicking the open option on the gin run item.
Growers Tab
The Growers Tab is where all of your grower contact details exist. When you open a Grower Contact from this tab, you have the ability to:
edit/add the existing contact link
edit/add the external ID
Add GFS contract/s
Add GFS (Gin for Seed) Contract
Navigate to Ginning>Growers Tab, then open the contact you want to add a GFS contract to.
Click on add GFS Contract
A popup will appear, fill in the required fields and click on 'save'.
Merchants Tab
The Merchants Tab is where all of your merchant contact details exist. When you open a Merchant Contact from this tab, you have the ability to:
edit/add the existing contact link
edit/add the external ID
Toggle a merchant as a First Party Merchant