Support Archives - Seed System Solutions

SupportJuly 22, 2025July 22, 2025byseedsystemco

What is the GPOS Setup Report and What Does It Do?

The GPOS Setup Report is used to assign individual sales lines or quantities from a booking under a dealership to the final grower of the seed.

When creating a booking, a user has three options.

If the grower is listed as the customer and the price type is end user, the customer will also be the grower.
If the dealer is listed as the customer and the price type is dealer price type, the grower is assigned under Booked For and all booking lines are assigned to the grower.
If the dealer is listed as the customer and no one is assigned as the Booked For, the seed will be distributed to multiple growers.

The GPOS setup is used for the Option three listed above.

To begin, open the GPOS Setup Report by going to the Main Menu – Reports – GPOS – GPOS Setup Report. We recommend using the filter to narrow down your results and work on a specific dealer and a specific hybrid at a time.

Some filters to note are:

Applied will include or omit any sales with a grower already assigned.
Delivered Only will narrow the results to only seed you have delivered.
Dumped will include or omit seed marked as dumped.
Licensing Company will narrow the results to show only seed you have to report.
Year is the booking year.
Year Reporting is the year that has been assigned for this seed to be reported in.
Exclude replant will exclude lines marked as replant.
Only replant will only include lines marked as replant.

A few things to note when assigning a grower:

A light gray, italicized line with no button, indicates the booking is based on Option one above and it has an end-user price type assigned. To assign a different grower to this booking line, the price type on the booking will need to be reassigned to a different price type.

An orange button labeled –Grower indicates that this booking is based on Option two above. This button will remove the grower assigned at the booking level and allow you to reassign the grower on the individual line. Using this button DOES NOT remove the previously assigned grower from all of the lines on that booking. In order to assign a grower, please use the green Assign button.

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Support

SupportJuly 4, 2025July 22, 2025byseedsystemco

Effortlessly Create & Schedule Reports

Please Note: if this is the first scheduled report that has been set up for your organization, there may be a few background set up pieces to ensure the process is working correctly. Please have your admin associate contact us at [email protected] to complete this setup.

From the Main Menu, go to System Settings and select Scheduled Actions. In the hamburger menu select New.

From the newly created record, under Transaction Type select Report or Transaction. Under Action select the Saved Report or Saved Transaction Name. If the Saved Transaction is a Bill or Vendor Credit Memo, enter the Vendor ID number in the notes box.

Under emails, select all of the desired recipients using the tabs labeled customer account, vendor account, sales rep, or user record. You can assign multiple email addresses to each report. Use the Subject and Message tab to assign the wording that will be sent with this scheduled report.

Schedule means the frequency for the report to be ran. You can also check Repeat to have the report run on a recurring basis.
Every allows you to enter a frequency number and terms. The scheduled report can only run at most once every day.
From means is the date on which the report will be run. You must choose a start date, but the end date can be blank. If you are choosing to send the report only on specific days, such as every Monday, then select the day of the week. If you plan to send the report on a day of the month, leave all days of the week checked. You can now close the popover and the scheduled reports will begin to run right after midnight every morning.

Scheduling Notes

Daily schedules: Enter the number of days ( between 1 and 7) you want between send, e.g., three daily sends every three days.
Weekly schedules: Enter the number of weeks (between 1 and 4) between sends and the day of the week to send on.
Monthly schedules: Enter the number of months (between 1 and 12) between sends and the date of the month to send on.
Yearly schedules: Emails are sent once per year. Enter the day and month to send on.

To properly calculate the next run date, we suggest entering the date the report would have last run as the start date.

If you ever need to reset a report to run off-schedule, you can change the last run date back to the previous date the report would have run. This will reset the next run date, and the scheduled report will rerun with the scheduled script the following night.

If you are having difficulties receiving the report, please reach out to Seed System Support for assistance, as there could be a problem at the server level, email level, or the report level.

At Seed System Solution, we frequently build clients custom reports or add custom filter/sort options. If you need a custom report, please reach out to us.

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Support

SupportJuly 2, 2025July 22, 2025byseedsystemco

How to Build and Save Reports Efficiently

Disclaimer: Unfortunately, not all of these options are available on the web platform due to programming limitations. However, all of them are available on FileMaker Pro desktop.

First, find a report Go to Main Menu – Reports. From the list of report categories, select your desired report.

Next, use the Filter Icon to sort the report however you please. There may be some filters set by default, but these can be removed by using the “X” icon next to each item. You can add additional filters by selecting the filter category. For dates, you can either select it from the calendar or enter the date manually.

Note: In Web Direct, you may have to click a second time for the calendar to appear.

For a check box, select the desired box. For a text box, begin typing in the preset text. For a value list, you should see the list appear to make your selections from.

If you select Omit, records matching the selected filters will not be included in the results. You can use the Back Button to add more filters or press Apply to set the filters.

Your report will run with your selected filter criteria and any background filters set up based on the report. The report will be sorted using the Default Sort order.

You can adjust the sort by using the column header sorts or by creating a custom sort.

Note: Web Direct only supports column header sorting.

To create a custom sort, open the Filter Icon and select Sort. A list of sorting options will appear. Select the columns in the order you wish them to occur, ascending or descending, and if you want a gray sub-summary line to display for this sort option. If the word Sub is not selected, the report will still sort by this data but not display the summary line. To remove a sort category, use the X button. Once all sort options are selected, press Apply to initiate the report to filter and sort as requested.

For most reports, you can choose to print, create a PDF, email (not available in Web Direct), and export. Certain reports may have additional options, such as viewing a customer list or switching to a different view.

Saving Your Customized Filter to Build a Saved Report

A few things to note before continuing:

If you played around with the sorts but ultimately want the default report to save, please close out, reopen, and re-filter the report before continuing on. The report will load much faster if the default sorts are applied instead of a custom sort.
You must have run the report filters before pressing Save Report or it will create a saved report with no filters set.
If a date was automatically set the filters when you ran the report, remove it first by pressing the X icon next to the filter. This will allow the system to reset the date each time the saved report is run instead of running it with the date that you created the report. The main example of a report that sets a date automatically are Accounts Receivable and Accounts Payable reports.

Reopen the Filter Icon, select Save Report, and enter a unique name. Next, assign whether or not specific jobs groups and/or specific users can view this report in their Saved Reports menu. Then press Save Report.

If you have a saved report that was built prior to your Build 100 update that is using the default sort, please recreate it as a few changes were made to the process of opening these reports more efficiently.

You should have the ability to run a saved report from the Web Direct version, but it will only contain the default sort, not a custom sort. Any column header sorts that may have been performed after filtering will not be saved to a saved report.

At Seed System Solution we frequently build clients custom reports or add custom filter/sort options. If you need a custom report, please reach out to us.

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Support

SupportJuly 2, 2025July 22, 2025byseedsystemco

Easily Manage Sales Rep Commissions

Sales Rep Commissions can be set up to calculate based on a per unit calculation, a percentage calculation, or both. These should be entered at the beginning of the sales season prior to when the Bookings are entered. These are set up on a per year basis and will need to be entered every year. The process for carrying it over year to year is outlined below.

There are two places where Sales Rep commissions need to be set up.

When setting up Products in the Product list, all products that earn commission must have a commission type assigned. If you have not set this up on existing products, please contact us for assistance. You can name your own commission types, but some default ones are Common or Premium. Note: you will need to set up a new commission structure for each commission type.

Next, you will need to set up the commission table for each sales rep. This can be done in System Settings under the Sales Rep button. Once in the Sales Rep table, open the Gear Icon next to the Sales Rep. From there, go to the Commissions Tab.

Class – the class of the product
Price Type – the price type of the booking
Commission Type on Product – the commission type assigned to the product.
Per Unit $ – how much commission in dollars per unit sold
% Calculation – the percentage earned from the value of sales line (enter this number in decimal format)
Expense Account – from the Chart of Accounts
Liability Account – from the Chart of Accounts
Repeat steps 1-7 for every Class, Price Type, and Commission Type combination that this rep may earn Commissions on.

To enter the above information into a report or list format, select the green button “Go to Commissions setup report (green button).” From there you can:

Filter the report for desired criteria.
Use the New button in the hamburger menu or on the line to create a new line. It will display at the top of the report. Enter the information from above.
Use the Duplicate button next to the commission to replicate an already setup commission. Then, make the necessary changes on the duplicated line.
Use the Omit button to exclude the commission from the print.

You can also copy the previous year commission into the New Sales Year.

Open the hamburger menu
Enter the new reporting year for the commissions. The system will process through and copy all of the commissions from the previous year into the entered Sales Year.
Make any adjustments or changes to the commissions that you may need.

You can view the Commission Calculations on the reports under the sales reports titled “Sales Rep Commission Report” or “Sales Commissions Summary.”
Disclaimer: If you are entering commissions now for a Sales Year that already has data entered, please contact us at [email protected] or [email protected] to update current sales lines. We are building a process for that update.

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Support

SupportJuly 2, 2025July 22, 2025byseedsystemco

How to Create a New Budget in Seed System Solutions

Did you know that you can build a budget within Seed System Solutions? You will first have to have a chart of accounts entered. This can be entered under Menu – System Settings – Chart of Accounts.

Then to create a new budget you will need to go to Menu – Reports – Accounting. You will be prompted with the standard search dialog box. You can leave the criteria blank and select “ok” to populate the budget list, enter a filter criteria, or select “new”.

From the budget list you can select “New” in the Hamburger menu to create a new budget.

From here you need to enter a few Budget setup pieces. Select one option from “Monthly” (12 data entry points), “Quarterly” (4 data entry points), or “Annual” (1 data entry point).

Upon making that selection you will be prompted to enter the Budget start date.

Then select if this will be for the entire company or if you will build departmental budgets. (Departments are set up in the same location as the chart of accounts). If you select by Department you will use the Select Department buttons to navigate between the departments. The department will appear red if no budget values have been entered, yellow if values are entered, green if it was marked complete.

Once the setup criteria is entered the screen will refresh with the number of data entry boxes needed. You will enter values based on the account number in the chart of accounts.

Once complete there is no save needed. Use the Company logo or back button to navigate back to the main menu.

Under Menu – Reports – Accounting there are 2 reports for comparing the budget to the P&L. Budgets vs Actuals and Budgets vs Actuals totals.

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Support

SupportJuly 2, 2025July 22, 2025byseedsystemco

A Step-by-Step Tutorial to Processing Customer Returns

Processing Returns

Returns are processed from the Customer Detail Page for the customer on the booking through the Line Items Tab. Open the Green “Return/Transfer” button.

Four Return options

Original Locations – Returns Seed Back to the customer and inventory line it was sold from.
Alternate Location – Returns Seed back to the customer and inventory line it was sold from and then builds a work order to move the seed to the new location.
Customer Transfer – Returns Seed back to the customer and inventory line it was sold from and then creates a new booking, Pick Ticket, and invoice under the newly selected customer/grower.
Discard – Returns Seed back to the customer and inventory line it was sold from and then builds a work order to discard the seed.

Setting up the Return

With each return you will need to enter the Date Of The Return. This is the date that will be used on any transaction association with this return. You can also enter a return tracking number, trucking information, and notes for the Pick Tickets and work orders created. If a new location is selected then you will need to select the warehouse to transfer the seed to. If a Customer Transfer is selected you will need to assign the new customer, grower, price type and booking information.

Returning the Lines

Within the Return Portal you will see a summary of the available quantities to return based on the original booking quantities sold by line, by product, by grower. You can only return the available quantities to a customer.

To return select the edit pencil:

Enter in the Quantity to Return
Additional Options you may see to return
- Customer Transfers
  - Price Override – New price on the new booking line created
  - Replant – Mark the line on the new booking as “Replant”
- Warehouse Transfers
  - Location in Warehouse – Warehouse Bin Location
Lot – Use is not recommended but can be used for a returning process when the seed that is delivered to a grower does not match the seed lot assigned to that grower in Seed System Solution
Line Note for Return/New Booking – Will enter this information into the Notes field on the line
Line Note on Work Order – Will enter this information into the Notes field on the line
Press Continue
Repeat for any additional lines to return
Process Return/Transfer

You will be taken through a series of screens that will create the return, the new deliveries if applicable, and complete the work orders if applicable. You may be prompted to print or email documents as well depending on the settings.

The amount of time the return will take to process will depend on the number of lines being returned and if any additional documents are required for processing as well. Please do not close out of Seed System Solution while this is processing or you will encounter errors.

If you do close out or are forced out please verify that the delivery ticket for the return customer is complete, the delivery ticket for the customer transfer is complete, and the work order, if applicable, is complete. If these are not complete please manually complete them.

Reverse the Return

If you completed a Return in error and need to reverse it this can be done using the following steps.

If a work order was completed through the “Warehouse Transfer” or “Discard” return selections, open the completed work order then open the Hamburger menu and select “Reverse Work Order.”

If a new booking was completed through the “Customer Transfer process”

Go to the Pick Ticket on the new customer
Open the Hamburger Menu and select Reverse Delivery
Select to remove from the Pick Ticket
Delete the Pick Ticket
Go to the INV/Pay tab and delete the blank invoice from the associated Pick Ticket
Open the new booking that was created
Delete the booking

Reverse the Return

Go to the Pick Ticket for the returning customer
Open the Hamburger Menu and select Reverse Delivery
Select to remove from the Pick Ticket
Delete the Pick Ticket
Go to the INV/Pay tab and delete the blank return credit from the associated Pick Ticket
Delete any return booking lines that were created for this customer. If multiple booking lines were associated with the return, run the Shipping report for the customer and find all of the booking lines with a negative quantity

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Support

SupportJuly 2, 2025July 22, 2025byseedsystemco

NEW FEATURE! Receiving a Refund Payment from a Vendor

We’re excited to announce a new and improved way to receive Vendor Refund payments directly into your Vendor account! This process integrates seamlessly with your normal deposit workflow, making it easier than ever to manage your payments.

Here’s how to get started:

Create a Vendor Credit Memo

First, you’ll need to create a Vendor Credit Memo, which will offset the account for the bill you overpaid.

To create the Vendor Credit Memo:

Go to the Transaction tab
Click the + button
Select Vendor Credit Memo
From the Accounts tab, click the + button
Enter the Expense or Cost of Goods Account for the overpaid bill
Enter the Refund Amount, then save the line
Repeat if additional accounts need to be added
Exit the Vendor Credit Memo

Create a Vendor Refund

After your Credit Memo has been created, you can create the Vendor Refund.

To create the Vendor Refund:

Go to the Vendor who has issued the refund
Navigate to the Transaction tab and click the + button
Select Refund Payment
Enter the Check/Payment Number, Refund Payment Type, Payment Date, and the Refund Amount
Choose the Vendor Credit Memo to apply the payment against

Deposit the Payment

Finally, you’ll deposit the refund payment.

To deposit the payment:

Add a deposit via the Add menu or directly from the Check Register Report
Enter the Deposit Date
Select the Vendor Refund Payment to be deposited
Exit the deposit by using the company logo

By following these easy steps, you’ll ensure a smooth process for managing Vendor Refunds. If you have any questions or need assistance, please don’t hesitate to reach out!

Your business grows when you get Support!

Support

SupportJuly 2, 2025July 22, 2025byseedsystemco

Creating and Printing Batch Checks

Did you know that you can build a batch of checks off of open payables that you have?

You will start at the Open Payable Report. (This may be found under the Purchases or Vendors report sections).

Once on the report open your filter box and narrow your criteria based on a date range, date due range, or as simple as a type of Filter for the Bill.

NOTE: We do recommend verifying first that you have no open Vendor Credit Memos to apply before creating payments.

Once you have your list of Bills to pay. You can assign Bills to the check by selecting the check box under “Add To Check Batch”. If you need to override the amount to pay click the box under the Amount to Pay Header and enter in the amount.

You can add a Bill individually, all Bills for a vendor by selecting the check box on the vendor line, or all bills on the report using the “Add All to Checks Batch” in the hamburger menu.

The “OMIT” button can be used to Omit specific bills from your found set before using an apply all feature.

ONE Check will be built for each vendor for all Bills selected for that Vendor.

Once all Bills have been added to the Check Batch select “Create Checks Batch” in the Hamburger Menu. You will be asked to enter the Date of the Checks.

You will then be directed to the Check Report Summary for printing your checks created in this batch.

To Print Check Batch

You can Omit specific Checks before printing using the “Omit” button.
When you have your found set to print, select “Print Checks” or “Mark Checks Printed” from the Hamburger menu.
Enter the starting check number for printing.

NOTE: Always verify your print settings before printing. Must select option for “Records Being Browsed.”

If printing checks, you will be asked when printing is completed if all checks printed correctly. You can select that they all printed correctly, some printed correctly, or none. If you select some it will give you the option to enter the check number to restart on.

We recommend test printing first to verify if your printer prints from last page to first page in which case you will need to load your checks backward. If you need any layout changes for the check layout please contact [email protected] or [email protected] for customization.

You can access a list of Checks needing to print a few ways.

Menu – Reports – Vendors – “Checks to Print”
Menu – Reports – Customers – “Checks to Print”
Menu – Reports – Customers – “Check Report Summary” Filter for “To Be Printed”

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Support

SupportJuly 2, 2025July 22, 2025byseedsystemco

Pick Ticket, Packing Slip, and Delivery Features

We know you all have created a plethora of Pick Tickets in your time, but we wanted to call attention to a few things you may or may not know about within Pick Tickets.

Did you know that a new Pick Ticket can be started from the Pick Ticket List, a shipping Report, or the Pick Ticket tab on the Customer Detail page. Or that you can build a Dealer Pick Ticket? If the customer has a price Type linked to the Dealer value list you will see an option for Dealer Pick Ticket. When this is selected the pick ticket portal will display all open Booking Lines where the Dealer matches the customer on the pick ticket.

System Settings Changes – Under Menu – System Settings – Advanced Settings – Inv/Shipping Tab

Shipping Companies value list – Control the value list for trucking companies and add a tracking number link
Truck ID’s value list
Delivery Type value list
Assign a Default customer ID’s that can pull through Ship To Address and Name of to the BOL for Freight and COD customers
Control the weights for Pallets/Boxes entered through the Pallet button on pick tickets.

Tracking Number in Delivery Ticket Email – If a Tracking number is entered then it will be automatically included in the delivery ticket email.
Split Line – This button has moved locations
Go to Booking Detail – To make it easier to add a line to a booking when necessary there is now a go to detail button for bookings. (You can hide discount and pricing for specific users from the Jobs Settings in the User Table).
Additional Filters added to the Filter icon to narrow down the pick ticket portal.
Colored Line Indicators
Green – Inventory Available in requested Location
Yellow – Inventory available but not in the requested location or only a partial inventory quantity available.
Red – No inventory available at any location
Allocation and Outside of Weight Restrictions in Inventory portal
Hybrid Position Box – Format change to make finding a product easier, and conditional formatting that shows matching treatments, grades, or package types.

Packing Slip – Did you know you can create Pallet Labels?

In the Packing Slip # box enter in the Pallet Number. All lines with a matching pallet number will group together on a Packing Slip. Enter an unlimited number of Pallet Numbers and Labels with your own number system.

As a reminder to get different pallet labels to print for multiple boxes each box will need to have it’s own booking line. You can use the Split process to split boxes into their own booking lines.

Pallet Button – You can adjust the tare weight for a truckload by adding the pallets or boxes being shipped on the load. Weights entered into the system setting.

NEW – LOAD DOCUMENT PRINT OPTION

Print/Email selected documents
Can print the delivery ticket without adjusting inventory/creating invoice
Confirm delivery and create invoice at a later time after truck returns back to the warehouse.

NEW – Import from other picks

If booking lines were assigned to a different pick ticket and you want to deliver them with this invoice you can pull the lines from an undelivered pick ticket onto this one.

NEW – Undeliver Pick Ticket

If the Delivery ticket was done in error you can now reverse it with 1 click.
Keep Picked – undelivers but keeps lines picked for a future delivery.
Remove from Pick – undelivers and removes lines from the pick ticket

As a reminder, any customer facing documents such as Pick Tickets, Delivery Tickets, BOL, Packing slip, Invoices can be customized.

Your business grows when you get Support!

Support

SupportJuly 2, 2025July 22, 2025byseedsystemco

Easily Create Work Orders from Inventory!

There are numerous ways to create a work order but one of my favorite ways is directly from inventory. From inventory you can create work orders based on an individual line or as a Found Set.

From an individual inventory line open the gear icon next to the inventory line. From here you have 2 options. The first is to create a new work order and then the second, new, option is to add this line to an existing open work order. When choosing either of these make sure to CLOSE ALL OTHER DETAIL WINDOWS before processing.

If you create a new work order select the work order type from the drop down list. A new work order will be created with the Take popover open. The available quantity from inventory is set at the take quantity automatically. You can make any adjustments and set the new location for a Warehouse transfer. Then save the popover. It will create the Take (and make lines if needed). You can then manually add additional lines to the work order, complete the work order, or leave the work order.

The next option in the gear icon is “Add to an Existing Work Order”. Before selecting this option make sure you DO NOT already have the work order open. With this NEW option a popup will display with any open work orders that you have. You can then select the open work order that you want to add this inventory line to. Just as the process above it will take you to that work order with the Take popover open for you to make adjustments and save.

In inventory you also have the option to build 2 types of bulk work orders. These options are found in the Hamburger menu. Both of the options below will create a work order for all inventory lines in your found set. We highly recommend narrowing your found set through the filters prior to creating these work orders. The quantity that will be set for the Take and/or Make lines will be the AVAILABLE quantity not the on hand quantity.

Discard All – This selection will build a Discard work order that creates one line for each of the inventory lines. This work order will automatically complete with today’s date as the completion date.

Transfer All – This selection will build a Warehouse Transfer work order that creates a Take and Make line for each inventory line. After making this selection you will be prompted to assign the New Location. You can also assign a new Bin Warehouse location if all of the lines will be moved into one single bin. This work order will not auto complete and adjustments can be made on the work order prior to completing. You can manually adjust the bin location on the Make lines from the portal without having to open the edit popover.

If you ever have any questions please reach out to us or attend one of our monthly Seed System Support meetings.

Your business grows when you get Support!

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