# Presentation: 657125

## Cotton Online Processing System(COPS)

- July 2007

- _[www.fsa.usda.gov/cotton](http://www.fsa.usda.gov/cotton)_

**Notes:**
The NITC password can be changed in COPS. 

The password must be Alpha/Numeric with at least: one alpha and one numeric character.  If a password is incorrectly enter 3 times the id will 
be suspended.  Once suspended security will have to reset the id.

To change the password in COPS:
Enter the User id
Current password
Enter the new password
Confirm the new password
Click the submit button

## Slide 4

**Notes:**
COPS maintains a user profile for each user.  To make changes to the profile:
click User maintenance 
on the list criteria screen click on the line number

**Notes:**
Enter changes and click update.  The page will be updated with the information that was entered.

**Notes:**
COPS maintains Bale information for each bale. To view:

click on the bale information link from the home page
on the bale criteria screen
enter key information:  gin code/tag or warehouse code/receipt and select crop year
click the Go Directly to the Bale Details button to open the bale information screen.

## Slide 7

**Notes:**
The bale information screen is divided into sections: Loan/ LDP Bale information and Electronic Warehouse information.

## Slide 8

**Notes:**
COPS maintains all history, bale and transfer and all classing information.

**Notes:**
When the Bale history button is clicked the history for that bale is displayed. Click close to return to the bale detail screen

## Slide 10

**Notes:**
When the Transfer history button is clicked the transfer history for that bale is displayed. Click close to return to the bale detail screen

**Notes:**
When the classing button is clicked the classing information for that bale is displayed. Click close to return to the bale detail screen

**Notes:**
If a  duplicate occurs with other LSAs or  within your own file, it  will result in an upfront rejection.  

COPS will generate an R030 or R031 if a duplicate benefit is paid between a county and LSA.

To view the duplicate errors 

Click Error information the error information screen opens.

On the Duplicate Bale Criteria Screen:
Select the crop year
Loan number 
Click the List bales button

## Slide 13

**Notes:**
Click on the number of bales to open the list of error bales.

## Slide 14

**Notes:**
To view the error bales click on the line number to open the bale details.

**Notes:**
COPS displays up to 5 errors in the Bale Error Information column.  Click on the error code to view the errors.

## Slide 16

## Slide 17

**Notes:**
COPS maintains all  Loan information
To view loan information:
Click the Loan information link to open the criteria screen.
On the criteria screen enter the crop year and loan number if known 
Or
From the drop down list select report type.

**Notes:**
Click on the line number to view bales on the loan.

## Slide 19

**Notes:**
All bales on the loan will appear.  Click on the line number to view bale information.

**Notes:**
Bale information for that loan is displayed.

## Producer Collection Letter

- 	**If paid within 30 calendar days of the notification letter, LSA’s shall:**
- acquire manual authorization code from Jan DeLancey @ 816-926-2638 or Diana Johnson @ 816-926-1945
- OR
- if automated, transmit the CCC-719 trailer record w/another bale detail record to NITC (include the COPS invoice # [23] obtained from the COPS web site).  An authorization code will be generated.

**Notes:**
LSA will automatically receive notification of the Statement of Charges due for each loan forfeited through COPS.
LSA will have to access COPS to acquire and print the Producer Collection (PC) Invoice.

## Collecting Charges Due from Producer

-     **Email the following data to Diana Johnson at **_[diana.johnson@kcc.usda.gov](mailto:diana.johnson@kcc.usda.gov)__ when a manual authorization code is requested or when an automated CCC-719 is transmitted:_
**charges to be repaid as indicated on the COPS PC Invoice**
**number of bales forfeited**
**Producer Collection Invoice number**
**authorization code**
**date of wire transfer**
**	****If a manual auth code is requested, in lieu of an email, the LSA can fax a completed CCC-719 to FSC.FCMO, CLIG, Attn: Diana Johnson, at 816-926-5940 with the above information.**

## Collecting Charges Due from Producer

- 	**If invoice remains unpaid 30 calendar days after the date of the notification letter, LSA’s shall contact:**
**producer’s administrative County Office to request a receivable be established and provide a case file that contains copies of**
**	****	****- producer collection invoice**
**	****	****- LSA notification letter**
**	****	****- documentation of any collection activity**

## Collecting Charges Due from Producer

- email Roger Pieper at _[roger.pieper@kcc.usda.gov](mailto:roger.pieper@kcc.usda.gov)__ to provide:_
- 		-invoice number
- 		-name of administrative County Office the 	debt was referred
- Any funds collected by LSA after the debt has been referred shall be forwarded to the administrative County Office to be recorded as a debt collection.

**Notes:**
Review  22-CN (Rev. 2), Amend. 3, Para 54D for any additional information.

## Slide 25

**Notes:**
To view the Producer Collection letter:
click on the Invoice Review link
select Producer Collection from the Invoice type drop down list.

**Notes:**
Click on the line number to open the invoice

**Notes:**
After reviewing the Statement of Charges due, the LSA must determine the statement of charges is for the correct producer and loan

**Notes:**
When NITC is non-operational the LSA can fax a copy of the CCC-734. submit fully completed CCC-734’s only as provided by 21-CN, paragraph 23, when FSA's systems are not operational or experiencing problems.  Use of CCC-734's will be authorized by Kansas City. 

 FAX CCC-734 to the Kansas City staff at 816-448-5855.

 include the following information with each CCC-734:
	 request date
	 tape year
	 file number
	 payment amount
	 total number of bales
	 number of bales for each transaction code.

 Once received the information is updated in COPS website.

To view the CCC-734
click on the CCC-734 link. 
on the criteria screen click on the view button.

## Slide 29

**Notes:**
Click on the line number to view the CCC-734.

## Slide 30

**Notes:**
File transmission screens are provided for each CMA/LSA to allow them to see if there file was received by CCC and view  their file processing without having to contact us.  This screen displayes the date/time stamp of when the file was accepted through our system, the authorization code, and the time summary of the processing events will be displayed. 

## Slide 32

**Notes:**
The LSA will be pre-filled in the ENTITIES drop down box.
Select the file or tape year.
Select the file date.
Once you have entered all your criteria, click LIST.

Select the file or tape year in the FILE YEAR drop down box.  Select the file date.  You can either enter a date in the FILE DATE box, or you can click the buttons to retrieve today’s date, yesterday’s date, etc.  You can also sort by different criteria.  Once you have entered all your criteria, click LIST.

## Slide 33

**Notes:**
Click the line no. to acquire the detail of the file transmission.

## STATUS TYPES

- X – File received.
- P – File is processing.
- Z – File completed processing.

## Slide 35

## Slide 36

**Notes:**
In this example, ACRS determined that 2 of the 4 bales did not pass the edits.  When the counts of the records into the process do not match the successfully processed counts at the end of the step, the line will be highlighted in red as a warning to the coop.  

## Slide 37

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## Slide 44

**Notes:**
To determine the status of a bale in that is involved in a transfer.
click on the Transfer Information link
Cotton Transfer Criteria screen opens 
select the type of inquiry from the drop down box

## Slide 45

**Notes:**
On the Cotton Transfer Criteria screen
Select the provider id
Select the state
Select the county
Then click on the list button

## Slide 46

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## Slide 49

**Notes:**
Bye selecting the Transfer Summary from the drop down box opens the Cotton Transfer Criteria screen
Select the Provider id
Select the State and the county
Click the List button

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