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Add initial data entry to documentation.

Neal Wilson 11 years ago
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56 56 
 								<li><a href="documentation/firsttime.html#configfile">Open Configuration File</a></li>
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 								<li><a href="documentation/firsttime.html#hardware">Configuring Typica for your Hardware</a></li>
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 							</ul>
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-							<li><a>Initial Data Entry</a></li>
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+							<li><a href="documentation/dataentry.html">Initial Data Entry</a></li>
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 							<ul>
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-								<li><a>Green Coffee Purchases</a></li>
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-								<li><a>Roasted Coffee Items</a></li>
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-								<li><a>An Initial Inventory</a></li>
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-								<li><a>Saving and Using Target Roast Profiles</a></li>
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+								<li><a href="documentation/dataentry.html#green">Green Coffee Purchases</a></li>
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+								<li><a href="documentation/dataentry.html#roasted">Roasted Coffee Items</a></li>
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+								<li><a href="documentation/dataentry.html#inventory">An Initial Inventory</a></li>
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+								<li><a href="documentation/dataentry.html#profiles">Saving and Using Target Roast Profiles</a></li>
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 							</ul>
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 						</ul>
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 						<li><a>Tips, Tricks, and Frequently Asked Questions</a></li>

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+<html>
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+	<head>
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+		<title>Typica - Data for Coffee Roasters</title>
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+		<link rel="stylesheet" type="text/css" href="../style.css">
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+	</head>
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+	<body>
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+		<div id="page">
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+			<div id="topmatter">
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+				<div id="topbanner">
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+					<img src="../logo96.png" height="96px" width="96px" alt="Typica logo" />
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+					<h1>Typica</h1>
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+					<h2>Data for Coffee Roasters</h2>
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+				</div>
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+				<div id="menu">
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+					<a class="tab" href="../index.html">Project Home</a>
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+					<a class="tab" href="../downloads.html" >Downloads</a>
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+					<a class="tab active" href="../documentation.html" >Documentation</a>
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+					<a class="tab" href="../screenshots.html" >Screenshots and Videos</a>
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+					<a class="tab" href="../involvement.html" >Get Involved</a>
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+					<a href="http://appliedcoffeetechnology.tumblr.com/tagged/Typica" class="tab">Blog</a>
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+				</div>
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+			</div>
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+			<div id="maintext">
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+				<ul>
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+					<li><a href="#green">Green Coffee Purchases</a></li>
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+					<li><a href="#roasted">Roasted Coffee Items</a></li>
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+					<li><a href="#inventory">An Initial Inventory</a></li>
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+					<li><a href="#profiles">Saving and Using Target Roast Profiles</a></li>
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+				</ul>
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+
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+				<h1>Initial Data Entry</h1>
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+
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+				<p>Much of the benefit of using Typica comes from its ability
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+				to track coffee inventories and roast profiles. When using the
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+				software regularly, data entry is a quick and easy part of the
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+				relevant workflows, but when setting up the software initially
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+				there may be a large amount of data to enter.</p>
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+
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+				<p>When requesting information from Typica, the quality of the
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+				information presented can only be as good as the quality of the
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+				data it is given to work with. It is generally recommended to
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+				start with only as much data entry as is needed for Typica to
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+				present the current state of inventory and to simply be aware
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+				of the limitations in obtaining historical information. It may
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+				be tempting to enter older records, but the benefits of doing
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+				that rarely outweigh the cost of time to enter these older
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+				records accurately.<p>
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+
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+				<p>Before entering this data into Typica, you should take an
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+				inventory of your current green coffee supply, locate the
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+				invoices for coffees you currently have in inventory, and have
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+				a list of the roasted coffee items that you produce.</p>
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+
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+				<a name="green" />
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+				<h2>Green Coffee Purchases</h2>
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+
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+				<img src="images/navpurchase.png" />
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+
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+				<p>As you purchase coffee, data will need to be entered in
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+				Typica to track green coffee inventory. This is done by
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+				pressing the Purchase Green Coffee button.</p>
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+
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+				<img src="images/coffeepurchase.png" />
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+
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+				<p>At the top of this window you will find information that
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+				applies to every item on an invoice. Take an invoice that
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+				contains coffee presently in inventory and enter the invoice
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+				date in the Date field, the company that sold you the coffee in
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+				the Vendor field, and the invoice number in the Invoice field.
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+				Typica only requires the Date field, but having the other
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+				information may make it easier to find records if they are
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+				needed later such as for certification reporting.</p>
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+
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+				<p>This top area also has a Add Item button. This window starts
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+				with a set of fields for entering the details of one coffee
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+				item. To enter details on more coffees, click the Add Item
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+				button until there are enough spaces to enter the details of
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+				all of the coffees on the invoice you are entering.</p>
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+
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+				<p>Next there is an area where information about the coffee is
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+				entered. There are several fields to note.</p>
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+
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+				<h3>Item</h3>
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+				<p>This is the name of the green coffee. When you adjust the
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+				inventory of this coffee or specify its use in roasting, this
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+				is the text that will appear to identify the coffee.
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+				<strong>This field is required.</strong></p>
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+
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+				<h3>Reference</h3>
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+				<p>This is intended to be the ICO number of the coffee or, in
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+				the case of coffees that do not have that, some other set of
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+				markings that uniquely identifies the coffee.</p>
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+
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+				<h3>Quantity</h3>
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+				<p>This is the amount of coffee purchased. It can be in either
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+				pounds or kilograms. <strong>This field is
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+				required.</strong></p>
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+
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+				<h3>Unit</h3>
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+				<p>This field allows you to select if the quantity is expressed
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+				in pounds or kilograms. Which is selected has no influence on
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+				how that data can be retrieved later, but it is important that
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+				the quantity is correct in terms of the unit specified. It is
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+				easiest to use whatever unit is used on your invoice.</p>
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+
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+				<h3>Cost</h3>
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+				<p>The cost of the green coffee can be entered in terms of the
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+				cost per unit or the total cost of the coffee purchased. Which
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+				is specified in the box next to the cost field. <strong>This
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+				field is required.</strong></p>
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+
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+				<h3>Origin</h3>
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+				<p>This field is used by some reports to aggregate information
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+				based on where the coffee comes from. This is generally the
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+				name of the country that the coffee was grown in, but you may
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+				find it useful in some cases to deviate from this. For example,
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+				some find it useful in the case of coffees from Indonesia to
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+				specify the name of the island the coffee was grown on rather
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+				than the country. Whichever you decide, you should enter
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+				purchase information consistently over time. <strong>This field
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+				is required.</strong></p>
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+
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+				<h3>Region</h3>
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+				<p>This field can specify a distinct producing region.</p>
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+
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+				<h3>Producer</h3>
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+				<p>This field can specify the producer of the coffee.</p>
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+
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+				<h3>Grade</h3>
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+				<p>This field can specify the grade of the green coffee.</p>
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+
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+				<h3>Milling</h3>
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+				<p>This field can specify how the coffee was milled.</p>
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+
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+				<h3>Drying</h3>
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+				<p>This field can specify how the coffee was dried.</p>
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+
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+				<h3>Bags</h3>
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+				<p>This field specifies the number of bags the green coffee
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+				comes in. In some facilities you may empty bags of coffee as
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+				they are roasted. If this is the case, the inventory of that
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+				coffee can be adjusted to correct the current inventory for
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+				measurement errors. <strong>This field is
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+				required.</strong></p>
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+
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+				<h3>Decaffeinated</h3>
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+				<p>If the coffee is decaffeinated, this check box should be
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+				checked. <strong>The decaffeination method is a required field
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+				if the check box is checked.</strong></p>
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+
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+				<h3>Certifications</h3>
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+				<p>If there are any certifications on the coffee that should be
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+				tracked, enter these one at a time in the field to the right of
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+				the Add Certification button. After typing the name of one
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+				certification, press the button. This will add that
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+				certification to a list to the left of the button.</p>
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+
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+				<h3>Fees</h3>
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+				<p>This section describes any fees that apply to the invoice.
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+				If you have warehousing, palletizing, shipping, or other fees
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+				associated with this invoice, you can enter the fee description
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+				and amount in this area. Additional lines in this table will be
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+				created as you enter data in this area.</p>
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+
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+				<p>Review the information that you've entered, ensuring that it
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+				is accurate and that all required fields have been filled. Once
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+				this is done, click the Submit button to save this information
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+				to the database.</p>
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+
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+				<p>Repeat the steps in this section until you have entered all
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+				of the invoices required for your current inventory. These same
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+				steps should be followed as more green coffee is purchased in
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+				the future.</p>
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+
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+				<a name="roasted" />
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+				<h2>Roasted Coffee Items</h2>
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+
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+				<img src="images/navroasted.png" />
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+
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+				<p>The coffee roasting process transforms a quantity of one or
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+				more green coffees into a quantity of a roasted coffee. Roasted
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+				coffee items are associated with target roast profiles and
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+				these also maintain an association with the most recent set of
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+				green coffees used to produce that roasted coffee. Roasted
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+				coffee items are managed by clicking the Manage Roasted Coffee
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+				Items button.</p>
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+
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+				<img src="images/manageroasted.png" />
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+
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+				<p>When entering an initial set of roasted coffee items, only
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+				the top part of this window is needed. Enter the name of the
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+				roasted coffee item in the New Roasted Coffee field and then
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+				click the Add New Coffee button. Note that if you produce
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+				items with different roast profiles, these should be different
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+				roasted coffee items even if they are produced from the same
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+				green coffee. Items that are produced through additional
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+				processing after roasting such as flavored coffees or blends
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+				that are assembled from multiple roasted coffees need not be
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+				entered, but the component roasted coffees should be
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+				entered. As you enter these roasted coffee items they will be
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+				added to a list under Current Items.</p>
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+
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+				<p>As you roast coffees, you may find that you no longer
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+				produce a particular roasted coffee. It is generally a good
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+				idea to remove this item from the current set of roasted coffee
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+				items so that you cannot accidentally specify that you are
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+				producing something that you do not presently roast. To do
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+				this, select the item from the Current Items list and then
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+				click the Remove Item button. The item will no longer appear
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+				as an option when entering the details of a batch to roast and
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+				it will be moved to the Discontinued Items list.</p>
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+
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+				<p>If you later resume the production of a previously
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+				discontinued roasted coffee item, you can restore the existing
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+				item rather than create a new one. To do this, select the item
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+				from the Discontinued Items list and click the Restore Item
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+				button. This will remove the item from the Discontinued Items
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+				list and add it to the Current Items list. This will make that
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+				roasted coffee available to select when roasting coffee.</p>
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+
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+				<p>When you are finished altering the set of roasted coffee
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+				items, close the window.</p>
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+
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+				<a name="inventory" />
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+				<h2>An Initial Inventory</h2>
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+
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+				<img src="images/adjustinventory.png" />
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+
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+				<p>You may periodically wish to take an inventory of your green
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+				coffee supply and update the information in Typica to reflect
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+				reality. This should at least be done after using the last of a
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+				green coffee to set the inventory to 0, but if it is possible,
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+				this can be done after emptying any bag of coffee.</p>
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+
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+				<p>Click the Update Inventory button to bring up the window
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+				seen above. At the top you will see a list of green coffees
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+				with an inventory that is not 0. Selecting an item will change
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+				the text area at the bottom to indicate the name of the green
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+				coffee item and the current inventory in both pounds and bags
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+				of coffee.</p>
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+
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+				<p>To adjust the inventory of the currently selected item,
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+				enter either the number of bags or the number of pounds of
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+				coffee remaining in inventory, select either bag or lb from the
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+				box next to this field, and click the Update button. The text
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+				area at the bottom will change to reflect the change you have
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+				just made in the inventory.</p>
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+
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+				<p><strong>Note that inventory adjustments take effect
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+				immediately. Ensure that data on any roasting batches has been
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+				sent to the database before making inventory adjustments on
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+				these coffees.</strong></p>
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+
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+				<a name="profiles" />
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+				<h2>Saving and Using Target Roast Profiles</h2>
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+
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+				<p>Each roasted coffee keeps track of the most recent target
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+				roast profile if one has been specified for this item. For the
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+				initial data entry you will not have any target roast profiles
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+				as these have not yet been entered. The easiest way to enter a
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+				target roast profile is to roast a batch of coffee to that
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+				profile and let Typica record that data for you.</p>
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+
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+				<p>For this step you must have already configured Typica for
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+				your roasting equipment. If you have not done this, please do
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+				so now.</p>
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+
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+				<p>Select the coffee roaster you will be using and click the
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+				Roast Coffee button. This will bring up a window showing the
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+				temperature measurement channels that you have set up for that
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+				roaster, a timer indicating the duration of the current roast,
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+				buttons for marking the start and end of the batch, a table
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+				capable of showing both the target roast profile and your
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+				current batch data at various levels of detail, and a graph
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+				that can show the same measurement data. Other things may
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+				appear as well depending on how you have configured Typica for
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+				this machine.</p>
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+
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+				<img src="images/newbatchwindow.png" />
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+
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+				<p>From the Batch menu, select New Batch. This will bring up a
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+				window where you can enter the details for a batch of roasted
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+				coffee. At the top you will see the name of the coffee roaster
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+				you are using and you can select the unit that will be applied
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+				to all weight measurements. You can select grams, kilograms,
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+				ounces, or pounds.</p>
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+
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+				<p>Next you can select the roasted coffee you will be
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+				producing. This is the list of current roasted coffee items
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+				that you created previously. <strong>This field is
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+				required.</strong></p>
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+
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+				<p>If you have roasted this coffee previously and the green
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+				coffees that were used are all still available to roast, the
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+				coffees will automatically be selected in the Green Coffee
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+				section. The first time a coffee is roasted, that information
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+				is not available to Typica so you will need to select that
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+				information manually. Cells in the first column of this table
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+				will bring up a list showing the currently available green
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+				coffees. The weight should be entered in the uit specified at
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+				the top of the window. As you enter information, additional
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+				rows will be added to accomodate coffees that are blended prior
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+				to roasting. <strong>Both the green coffee used and the weight
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+				of each green coffee are required fields.</strong></p>
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+
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+				<p>When you have finished entering information on the green
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+				coffee, the Green Weight field will be calculated
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+				automatically. <strong>This field must not be 0 when the
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+				batch is submitted to the database. Roasting a batch of no
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+				coffee makes no sense and entering nonsense will adversely
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+				affect the quality of data you can get out of
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+				Typica.</strong></p>
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+
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+				<p>If you had a previously saved target roast profile for the
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+				selected roasted coffee item the Load Profile button will be
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+				available. If a target roast profile is not available, if you
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+				would prefer to roast without a target roast profile, or if you
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+				would prefer to obtain target roast profile data from a
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+				different source, you will want to click the No Profile button.
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+				This brings the previous window up and associates the roasting
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+				data with the batch you have just entered details for. You can
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+				enter the details of as many batches as you like before
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+				roasting, but you must press either the Load Profile or No
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+				Profile button in the window with information about the batch
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+				you will roast prior to starting each batch.</p>
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+
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+				<p>If you have information from a previous roast displayed,
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+				start by selecting Clear Log from the Log menu. Once you are
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+				ready, click the Start Batch button while simultaneously
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+				starting the roasting process. Typica will record the details
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+				of your batch. When you have finished roasting the coffee,
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+				click the Stop Batch button while simultaneously halting the
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+				roasting process.</p>
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+
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+				<p>When you click the Stop Batch button, the New Batch window
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+				will return. You should see that it has entered information in
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+				the Time and Duration fields for you.</p>
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+
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+				<p>You may select New Batch from the Batch menu if you would
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+				like to start roasting another batch of coffee immediately.
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+				Once the batch is cooled, weigh the coffee and enter the
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+				roasted weight. A percent weight loss will automatically be
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+				calculated.</p>
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+
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+				<p>Assuming you have roasted this coffee to your desired roast
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+				profile, click the check box next to Approved and the check box
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+				next to Save log as target profile. The former box should be
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+				checked for every batch that was roasted correctly, but once a
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+				target roast profile has been saved, there is no need to check
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+				the latter on subsequent batches unless there is a desire to
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+				alter the target roast profile.</p>
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+
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+				<p>If you would like to make a note of any information not in
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+				the recorded roasting data or elsewhere in the New Batch
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+				window, that information can be entered in the Annotation
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+				field.</p>
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+
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+				<p>Review the content of the window and ensure that all of the
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+				data has been entered appropriately before clicking the Submit
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+				button.</p>
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+
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+				<p>Congratulations! You have just saved a target roast profile
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+				for a roasted coffee item. The next time you roast that coffee
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+				you will be able to see the data from this batch next to the
365 
+				data from the current batch. Repeat this process for all of
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+				your roasted coffee items to conclude this initial data
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+				entry.</p>
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+
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+			</div>
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+		</div>
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+	</body>
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+</html>

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33 33 
 							<li><a href="firsttime.html#configfile">Open Configuration File</a></li>
34 34 
 							<li><a href="firsttime.html#hardware">Configuring Typica for your Hardware</a></li>
35 35 
 						</ul>
36 
-						<li><a>Initial Data Entry</a></li>
36 
+						<li><a href="dataentry,html">Initial Data Entry</a></li>
37 37 
 						<ul>
38 
-							<li><a>Green Coffee Purchases</a></li>
39 
-							<li><a>Roasted Coffee Items</a></li>
40 
-							<li><a>An Initial Inventory</a></li>
41 
-							<li><a>Saving and Using Target Roast Profiles</a></li>
38 
+							<li><a href="dataentry,html#green">Green Coffee Purchases</a></li>
39 
+							<li><a href="dataentry,html#roasted">Roasted Coffee Items</a></li>
40 
+							<li><a href="dataentry,html#inventory">An Initial Inventory</a></li>
41 
+							<li><a href="dataentry,html#profiles">Saving and Using Target Roast Profiles</a></li>
42 42 
 						</ul>
43 43 
 					</ul>
44 44 
 					<li><a>Tips, Tricks, and Frequently Asked Questions</a></li>

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