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.
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 .
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
Federal
Federal Permits can be set up on the Edit A Customer screen. In the Federal Permits grid, enter the permit number and the expiration date, then select Save. It is recommended to start with the name of the permit holder preceding the permit number so it is easily identifiable when printing on transactions. Up to 500 permits may be stored per Customer.
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.
Note: For customers in Minnesota and Michigan, Federal and/or State Permits will need to be denoted with a pipe symbol ( | ) separating the permit holder’s name and the permit number such as Permit Name | Permit ####. This allows the information on the MN and MI Restricted Use Pesticide report in Agvance to be formatted correctly. Customers outside of Minnesota and Michigan may also format their permit numbers in this way if they choose to utilize the Include All States option on the MN or MI report.
State
To set up a State Permit for a Customer in Agvance, edit the Customer and, at the bottom of the Edit A Customer screen, select State Permits. These permits may be associated with specific Products or All Products. There is no limit to the number of State Permits for a Customer.
On the Customer Permits screen, choose the Product(s) to which the permit applies, enter a Permit number and Expire Date, and select Save. To edit the expiration date for the State Permit, select Edit Date and change the date in the Expire Date field. Select Save.
Product
On the Product's Safety tab, a Federally Restricted checkbox is available to indicate the Product is restricted federally. If utilizing a DOT regulatory interface chemical database, this checkbox is automatically maintained for items linked to the corresponding regulatory database product.
Select State Restricted to indicate in which state(s) this Product is restricted.
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 – All sales of restricted Products (both Federal and State restricted) will be allowed.
- Warn Only – A dialog box will appear when the sale of a restricted Product is attempted that gives the option to continue with the sale with no valid permit, go back to the transaction to add a valid permit, or remove the restricted Products from sale.
- Disallow – The transaction will not be saved without selecting an unexpired permit.
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 – Agvance will verify a Federal Permit is being used when saving a transaction, by looking for a Permit number and expiration date for both Federal and State restricted products.
- State – Agvance will confirm a valid State Permit is set up for products that are Federal or State restricted. The State Permit must also have an unexpired expiration date.
- Both – Agvance will check that a Federal Permit/unexpired date exists for Federal restricted products, as well as ensure that a State Permit/unexpired date for the products being sold exists.
Note: When checking for state restricted Products, Agvance first looks for this state on the Field file, then the Ship To, followed by the Grower’s Account, and finally the Location. Assuming the Method to Check Sale of Restricted Products preference is set to Warn Only or Disallow, if the program finds a state set at the Field level with the proper permits in place, the sale will be allowed. If no state exists on the Field level, it will look to the Ship To on the Grower’s account. If no state is set at this point, it will look to the Grower’s account. If none is found, it will go to the Location level. Again, if nothing is found after looking to the Location, it will stop the sale.
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.
Permit Checking Examples
If none of the Products on the transaction are federally or state restricted, a Restricted Products message does not display.
Source of Customer Permit Checking - Federal
The guidelines below refer to when Federal is selected from the Source of Customer Permit Checking drop-down menu option on the Company Preferences screen. The following assumes one unexpired State Permit and/or one unexpired Federal Permit is being used. This scenario most commonly refers to those outside of California.
Customers with a valid Federal Permit only will not receive a Restricted Products message regardless of Products included in the transaction.
When referencing No Permits, this indicates either a permit does not exist, a Permit exists with an expired date, or there is more than one unexpired permit. In this case, no permits is referencing Federal permits because the Source of Customer Permit Checking is set to Federal.
Note: If only one unexpired permit exists for a Grower account, Agvance will default to that permit on the transaction. If more than one unexpired permit exists, select the appropriate permit for the Product(s) are being sold. If no permit is selected, Agvance will display the warning dialog box upon trying to save the transaction when the preference is set to Disallow or Warn Only.
Federal Restricted
This appears when attempting the sale of a federal restricted Product with no valid Federal permits.
| Product on Transaction | No Permits
|
Valid State Permit Only
|
| Federal Restricted Product | Yes | Yes |
| State Restricted Product | No | No |
Federal and State Restricted
This appears when attempting the sale of a federal and state restricted Product with no valid Federal and State Permits.
| Product on Transaction | No Permits
|
Valid State Permit Only
|
| Federal Restricted Product | Yes | Yes |
| State Restricted Product | Yes | Yes |
State Restricted
This appears when attempting the sale of a state restricted Product with no valid State Permits.
| Product on Transaction | No Permits | Valid State Permit Only |
| Federal Restricted Product | No | Yes |
| State Restricted Product | Yes | Yes |
Source of Customer Permit Checking - Both
The guidelines below refer to when Both is selected from the Source of Customer Permit Checking drop-down menu option on the Company Preferences screen. The following assumes one unexpired State Permit and/or one unexpired Federal Permit is being used. This scenario most commonly refers to those in California.
When referencing No Permits, this indicates either a permit does not exist, a permit exists with an expired date, or there is more than one unexpired permit. In this case, no permits is referencing Federal and/or State Permits because the Source of Customer Permit Checking is set to check Both.
Note: If only one unexpired permit exists for a Grower account, Agvance will default to that permit on the transaction. If more than one unexpired permit exists, select the appropriate permit for the Product(s) being sold. If no permit is selected, Agvance will stop the sale when the preference is set to Disallow or Warn Only.
Federal Restricted
This appears when attempting the sale of a federal restricted Product with no valid permits.
| Product on Transaction | No Permits | Valid State Permit Only |
| Federal Restricted Product | Yes | Yes |
| State Restricted Product | No | Yes/No |
Federal and State Restricted
This appears when attempting the sale of a federal and state restricted Product with no valid permits.
| Product on Transaction | No Permits |
| Federal Restricted Product | Yes |
| State Restricted Product | Yes |
State Restricted
This appears when attempting the sale of a state restricted Product with no valid permits.
| Product on Transaction | No Permits | Valid Federal Permit Only |
| Federal Restricted Product | No | Yes/No |
| State Restricted Product | Yes | Yes |
Source of Customer Permit Checking - State
The guidelines below refer to when State is selected from the Source of Customer Permit Checking drop-down menu option on the Company Preferences screen. The tables assume one unexpired State Permit and/or one unexpired Federal Permit is being used.
Customers with valid State Permits and no Federal Permits will receive no Restricted Products message regardless of the Products included on the transaction.
When referencing No Permits, this indicates either a permit does not exist, a permit exists with an expired date, or there is more than one unexpired permit. In this case, no permits is referencing Federal and/or State Permits because the Source of Customer Permit Checking is set to check Both.
Note: If only one unexpired permit exists for a Grower account, Agvance will default to that permit on the transaction. If more than one unexpired permit exists, select the appropriate permit for the Product(s) being sold. If no permit is selected, Agvance will stop the sale when the preference is set to Disallow or Warn Only.
Federal Restricted
This appears when attempting the sale of a federal restricted Product with no valid permits.
| Product on Transaction | No Permits | Valid Federal Permit Only |
| Federal Restricted Product | Yes | Yes |
| State Restricted Product | No | No |
Federal and State Restricted
This appears when attempting the sale of a federal and state restricted Product with no valid permits.
| Product on Transaction | No Permits | Valid Federal Permit Only |
| Federal Restricted Product | Yes | Yes |
| State Restricted Product | Yes | Yes |
- Customer has no permits with a federal restricted Product and state restricted Product.
- Customer with valid State Permit and no Federal Permit does not have a federal restricted Product but does have a state restricted Product.
State Restricted
This appears when attempting the sale of a state restricted Product with no valid permits.
| Product on Transaction | No Permits | Valid Federal Permit Only |
| Federal Restricted Product | No | No |
| State Restricted Product | Yes | Yes |
