Agvance has some advanced options available to help regulate distribution of restricted products. These rules are complicated by the fact that laws vary widely from state to state. There are two major types of checking that can be invoked from within Agvance. Available for Distribution checks to see if the product can be sold in the destination state. Permit Checking looks to the buyer to see if the proper permits are in place for all of the products on the Point of Sale (POS) document. When configured to do either of these, the POS documents where the checking occurs are Invoices, Delivery Tickets, and Blend Tickets.
Additionally, Quick Tickets have their own preference to warn or disallow sales of Restricted Use Pesticides.
Available for Distribution
This option checks that the products on the Point of Sale (POS) document can be sold into the destination state. This function requires a DOT regulatory interface database be available and the cross referencing between the regulatory database products and Agvance products be complete.
To turn on this level of regulation checking, go to Hub / Setup / Company Preferences and on the Product tab, edit the Method to Check Available Distribution option to the desired level.
- Don’t Check – No checking occurs.
- Warn Only – If a violation occurs, a warning displays but the save of the POS document is allowed.
- Disallow – If a violation occurs, the save of the document is not allowed.
Agvance checks the following data elements of the POS in the order listed to determine the destination state: Ship to Address, Field, Grower (first in the split), Location (of the POS document). If for some reason a state is not found in any of those places, the save of the POS document is not allowed. If either Warn Only or Disallow is set, all products on the document are scanned for violation.
Permit Checking
The options available to check that the buyer has the correct permits to purchase restricted products are flexible but somewhat complex.
Set Up Customer Permits
Although the permits covering federally restricted materials are issued by the state, those permits are considered Federal Permits for the purpose of this document. When entering these Federal Permits, they should be entered in the Federal Permit grid on the Customer Profile window rather than under the State Permits option. Those are reserved for permits covering state-imposed restrictions that are above and beyond the federal restrictions.
Federal Permit numbers are stored at the customer’s Profile window.
A customer might have multiple valid Federal Permits if they have several employees that purchase product on their account or farm in multiple states. Our recommended format for entering these permits is: Joe Farmer-123-123444-54. Including the customer’s name in the Federal Permits column makes it easier to select the correct permit from a list. The Exp. Date is key to determining the validity of the permit.
Up to 500 permits may be stored per customer.
Note: For the Minnesota Restricted Use Pesticide Report to display the grower/applicator’s name and license number properly, the format for entering the information is as follows: Joe Farmer|123-123444-54. The character between the name and permit number is called a “pipe” and is entered by holding the shift key on the keyboard and pressing the backslash key.
State Permit numbers are stored at the customer level as well but under the State Permits option. These permits may be associated with specific products or All Products. There is no limit to the number of State Permits for a customer.
Set Up Product Restrictions
- Federal Restrictions – The Federally Restricted checkbox on the Safety tab of the product file, found at File / Open / Product, flags that product as such. If utilizing a DOT regulatory interface chemical database, this checkbox is automatically maintained for items linked to the corresponding regulatory database product.
- State Restrictions – also at the Safety tab of File / Open / Products there is a State Restricted option. This allows selecting states where this product is regulated.
Permit Checking Options
The Method to Check Sale of Restricted Products setting at Hub / Setup / Company Preferences on the Customer tab determines the level of permit checking on the sale of restricted products.
These company-wide options are as follows:
- Don’t Check – No checking occurs. Sales with invalid permits are allowed.
- Warn Only – If a violation occurs, a warning message displays, but the save of the POS document is allowed.
- Disallow – If a violation occurs, the save of the document is not allowed.
The Source of Customer Permit Checking setting at Hub / Setup / Company Preferences on the Customer tab determines how the permit checking is handled (assuming the Method to Check option is set to either Warn Only or Disallow).
The options are as follows:
- Federal – The inventory items marked as federal or state restricted on the product’s Safety tab require a valid customer Federal Permit to allow the sale.
- State – The inventory items marked as federal or state restricted on the product’s Safety tab require a valid customer State Permit to allow the sale. A valid state permit is one that either has the All Products option marked or the restricted product is listed in the valid products for this permit.
- Both – State restricted products require a valid State Permit and federally restricted products require a valid Federal Permit. There is no cross over between state and federal in this mode.
Permit Checking Rules
When either Warn Only or Disallow are set at the Method to Check option at the Hub / Setup / Company Preferences on the Customer tab, the following rules apply:
- Only those Point of Sale (POS) transactions that are NOT custom applied are checked for valid permits. The checkbox that determines if it is custom applied is found on the Additional Info window on the Invoice or Delivery Ticket, or on the General tab for Blend Tickets.
- When filling out a POS transaction, the Federal Permit selection box on the Additional Info screen is populated with all the Federal Permits of all customers involved in the document that expire on or after the date of the POS. Unless there is only one in the list box, the correct permit must be selected from that list. The selected permit number prints on Delivery Tickets, Invoices and the optional Load Copy that can print at invoicing.
- When filling out a POS transaction, the State Permits listed in the Permits grid on the Additional Info screen are those available for the first person in the split arrangement (those permits that have not expired by the POS date). The first permit only prints on the POS document.
- To determine the destination state on a point of sale document, the system scans the following data elements in the order listed: field, ship to address, customer (first in the split), then location. If for some reason no state is found and the permit checking option is set to either State or Both the sale is stopped.
- If the method of checking triggers a violation, a message displays. This could indicate one of the following:
- One of the valid permits was not selected at the Additional Info screen. The user may select the correct permit and proceed.
- No valid permit exists. The expiration date of the permit must be equal to or greater than the point of sale transaction date.
Quick Tickets
Although the Quick Ticket function does not do the thorough permit checking like the standard Invoicing screen, a warning or stop sale of restricted product may be set at Accounting / A/R / Manage Quick Tickets by selecting Options.
If permit checking is preferred, set this to Warn Only or to Disallow (the sale). If no permit checking is necessary, choose Don’t Check .
