advertisement
USER GUIDE
Trimble AG Software
with
ADVANCED DESKTOP ACCOUNTING
Version 2017 or later
Revision A
February 2017
TRANSFORMING THE WAY THE WORLD WORKS
Contact and Legal Information
Trimble Inc.
PO Box 250
Hamilton, IN 46742
USA
Contact numbers
USA / Canada : +1 800-282-4103
Other countries : +1 260-488-3492
Europe : +44 1786-465100
Australia / New Zealand: +61 (3) 8680-7222
Legal Notices
Copyright and Trademarks
© 2010–2017, Trimble Inc. All rights reserved. Trimble, Ag GPS, EZ-Guide, EZ-Pilot, FmX, GreenSeeker, Juno, Nomad, and Yuma are registered trademarks of Trimble Inc., registered in the United States and in other countries. CFX-750, FM-750, FM-1000, TMX-2050, and
XCN-2050 are trademarks of Trimble Inc.
Microsoft, ActiveSync, Windows, Windows Vista, and Windows Mobile are either registered trademarks or trademarks of Microsoft
Corporation in the United States and/or other countries.
All other trademarks are the property of their respective owners.
Release Notice
This is the February 2017 release, version 2017 or later, Revision A of the Trimble AG Software Desktop User Guide .
Product Limited Warranty Information
For applicable product Limited Warranty information, please refer to Legal Notices in the License Agreement for this product, or consult your local Trimble authorized reseller.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 2
Contents
SECTION 1: FIELD MAPPING AND RECORD KEEPING . . . . . . . . . . . 12
1 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Related information and technical support . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Windows Vista and Windows 7 operating system . . . . . . . . . . . . . . . . . . . . 14
Registering the software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Creating and opening a farm project . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Selecting a measurement system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Changing user information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Changing the working date / system date . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Menus, submenus, and contextual menus . . . . . . . . . . . . . . . . . . . . . . . . 21
Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2 Setting Up Farms, Fields, and Inputs . . . . . . . . . . . . . . . . . . . . . . . . . .28
Setup options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Adding a new Supply . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Adding a new Tank Mix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Editing a Commodity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Managing Farms, Fields, and Inputs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Viewing or modifying information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Deleting a farm, field, or input . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Retiring a farm, field, or input . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 3
3 Field Record Keeping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65
Using the View menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Completing planned jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Recording tillage operations (manually) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Recording planting operations (manually) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Recording harvesting operations (manually). . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Editing landlord/sharecrop information when completing a job . . . . . . . . . . . . . . . . 82
Finding a job in the Farm tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Finding a job in the Jobs tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Finding a job in the Inputs tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Exporting CSV or XML files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Importing FODM XML files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Linking resources when synchronizing or importing jobs . . . . . . . . . . . . . . . . 88
Adding weather information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Viewing and printing a weather report . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Assigning a County and State to each field . . . . . . . . . . . . . . . . . . . . . . . . 98
Assigning RMA Identities to Commodities . . . . . . . . . . . . . . . . . . . . . . . . 99
Assigning a Practice and Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Submitting data to Great American Insurance Group . . . . . . . . . . . . . . . . . . 103
Linking crops. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Changing Practices and Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Filtering listed fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Submitted data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Printing Job reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Printing a Job Efficiency report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Printing Field, Equipment, and Supply usage reports . . . . . . . . . . . . . . . . . . 118
4 Mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Downloading road and waterway data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Calibrating and geo-referencing images without GPS data . . . . . . . . . . . . . . . . . . . 127
Registering GPS points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Calibrating the image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 4
Loading the image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Drawing and importing boundaries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Drawing field boundary maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Automatically drawing fields from yield maps . . . . . . . . . . . . . . . . . . . . . . 136
Importing field boundaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Field boundary display: View changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Working with Guidance Line Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Creating area features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Creating line features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Creating point features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Multi Swath Lines management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Crop Row Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Working with Multi Swath Lines as planting lines . . . . . . . . . . . . . . . . . . . . 168
Editing row settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Creating planned Multi Swath Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Copying planned Multi Swath Lines from other sources. . . . . . . . . . . . . . . . . 173
Working with offsets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Working with Swath IDs for Case and New Holland displays . . . . . . . . . . . . . . 178
Editing individual line Swath IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Editing Swath IDs for multiple lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Creating clip lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Clipping lines to an area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Writing out planned and crop row lines for use with a display . . . . . . . . . . . . . 186
Working with yield and as-applied maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Importing Job data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Importing CNH vault data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Importing CNH large square baler data . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Analyzing yield and as-applied data . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Reprocessing Trimble yield data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Merging jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Splitting point data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Creating reconciled yield maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Adding polygon variety maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Hand-drawing polygon variety maps . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Writing Variety maps to a supported device . . . . . . . . . . . . . . . . . . . . . . . 215
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 5
Using ranges created by the software . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Creating your own ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Changing the colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Creating a template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
The Show Me feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Markers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Working with grids and contour maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Adding grids or contours to a map . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Averaging polygons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Downloading and importing soil type maps . . . . . . . . . . . . . . . . . . . . . . . 240
Creating a soil sample grid map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Modifying soil sample grid maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Exporting soil sample grid maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Importing soil sample data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Exporting VRA maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
Exporting VRA map to a third-party controller or monitor . . . . . . . . . . . . . . . 260
5 Mapping Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
6 Synchronizing with the Online Solution. . . . . . . . . . . . . . . . . . . . . . . . 281
Other Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Options button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283
Selecting jobs to be synchronized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Synchronizing data with a field display . . . . . . . . . . . . . . . . . . . . . . . . . . 285
Processing the Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Using the desktop software with an Agco display . . . . . . . . . . . . . . . . . . . . . . . . 294
Uploading resources for use with an Agco Display . . . . . . . . . . . . . . . . . . . . 294
Sending a Work Order to an Agco display. . . . . . . . . . . . . . . . . . . . . . . . . 296
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 6
7 Synchronizing Data with the Farm Works Mobile Software . . . . . . . . . . . . . 297
Marking planned jobs as work orders in the Farm Works Mobile Software . . . . . . . . . . 298
Synchronizing with the Farm Works Mobile Software . . . . . . . . . . . . . . . . . . . . . 299
® data from the Farm Works Mobile Software . . . . . . . . . . 301
SECTION 2: ACCOUNTING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
8 Overview: Accounting Functionality . . . . . . . . . . . . . . . . . . . . . . . . . 307
9 Initial Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Accounting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
Check / Deposit Ticket Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
Owner's Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Payable Reminder Date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
VAT / GST setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Adding Names and Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Setting up the Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Setting up Bank and Cash Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Setting up Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330
Setting up Land . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330
Setting up Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331
Setting up Equipment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Setting up Improvements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335
Setting up Livestock. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335
Setting up Field Inventories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Setting up Harvested Crops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Setting up Supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Setting up Prepaid accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344
Setting up Other Assets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
Setting Up Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Setting up Loans. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
Setting up CCC Loans and Other Liabilities . . . . . . . . . . . . . . . . . . . . . . . . 349
General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Exiting the Initial Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
10 Payments and Purchases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
The Payment and Purchase dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 7
Menu bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Calculator button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355
The Vendor area. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
The Items Purchased area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
The How You Paid area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
Purchasing supplies on account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
Prepaying supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Payment on depreciable improvement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Making prepay payments for supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Prepaying for Supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Returning supplies and posting vendor return payment / credits . . . . . . . . . . . . . . . 377
Returning supplies for credit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Purchasing supplies with vendor credits . . . . . . . . . . . . . . . . . . . . . . . . . 380
Making loan payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Making payments on loans with unknown principal and interest . . . . . . . . . . . 387
Making payments for family living expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
Splitting utility bills between farm and home . . . . . . . . . . . . . . . . . . . . . . 390
Other expenses and payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Making partial payments on Commodity Credit Corporation loans . . . . . . . . . . 393
Paying rent for land . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Paying veterinary bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398
Setting up and using hedging accounts . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Working with attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Adding an attachment when creating an entry. . . . . . . . . . . . . . . . . . . . . . 409
Adding an attachment to an existing transaction . . . . . . . . . . . . . . . . . . . . 411
Making corrections to payments and purchases. . . . . . . . . . . . . . . . . . . . . . . . . 411
Editing transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411
Voiding entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 413
Selecting check styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Printing individual checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Printing batches of checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Printing Accounts Payable reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
Printing the Purchases Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
Printing 1099 forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
11 Income, Sales, and Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 8
Menu bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Calculator button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 430
The Purchaser area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 430
The Items Sold area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431
The How You Deposited area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431
Selling harvested crops at net values . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
Selling harvested crops and tracking discounts. . . . . . . . . . . . . . . . . . . . . . 438
Entering revenue from supply sales and custom-hire income. . . . . . . . . . . . . . 443
Selling Livestock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446
Selling land and structures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
Selling equipment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
Entering Received on Account transactions . . . . . . . . . . . . . . . . . . . . . . . 453
Entering income from loans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454
Entering family & personal income . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Entering income from patronage dividends . . . . . . . . . . . . . . . . . . . . . . . 458
Entering income from hedging gains . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
Billing landlords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461
Harvested Crop Sales Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
Selling Harvested Crops. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466
Harvested Crop Contract Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466
Making corrections to income, sales, and deposits . . . . . . . . . . . . . . . . . . . . . . . 471
Editing transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
Voiding entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
Printing invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
Printing accounts receivable reports . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
Printing a Sales report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
Printing an Invoice/Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 481
12 Cash Account Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Adding and editing bank accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
Transferring funds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
Reconciling checking accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484
Making bank adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
Searching the Account Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 489
Changing entries in the Account Register . . . . . . . . . . . . . . . . . . . . . . . . . 491
Adding entries to the Account Register . . . . . . . . . . . . . . . . . . . . . . . . . . 492
13 Inventory Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493
Adding harvested crops to supply inventories . . . . . . . . . . . . . . . . . . . . . . . . . . 495
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 9
14 Depreciation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501
15 Enterprises. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505
Allocations using Other Expenses & Payments . . . . . . . . . . . . . . . . . . . . . . 508
Allocations using the Loan Payment Interest Allocation . . . . . . . . . . . . . . . . . 509
Allocating using Other Sales & Expense Reductions . . . . . . . . . . . . . . . . . . . 510
Allocating using Allocate Inputs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 511
Adding Overhead Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512
Making sharecrop transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515
Adding newborn livestock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 516
Feeding livestock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517
Moving Livestock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 519
Removing Livestock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 520
Printing Crop Marketing Enterprise Statements . . . . . . . . . . . . . . . . . . . . . . . . . 523
16 Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525
17 Budgets and Market Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 529
Setting up Market Value balance sheets . . . . . . . . . . . . . . . . . . . . . . . . . 534
Printing Market Value balance sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 536
18 Family Living. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 537
Categorizing expenses for family living or personal budgets . . . . . . . . . . . . . . . . . . 538
19 General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 10
Adding accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 542
Deleting an account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 543
Editing Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 545
Exporting Accounting Transactions to QuickBooks Software . . . . . . . . . . . . . . . . . . 546
Exporting accounting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547
Reading data into the QuickBooks software . . . . . . . . . . . . . . . . . . . . . . . 549
Creating a new blank project in the QuickBooks software . . . . . . . . . . . . . . . 550
Importing an Intuit Interchange File into a blank Quick Books project . . . . . . . . . 558
Verifying data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 560
Printing a Report of Financial Measures . . . . . . . . . . . . . . . . . . . . . . . . . 562
Printing a Journal Entry report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568
Printing General Ledger Detail reports . . . . . . . . . . . . . . . . . . . . . . . . . . 569
Printing Balance Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 571
Printing Income Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 571
Printing Trial Balance reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 573
20 Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575
Setting up employer tax information . . . . . . . . . . . . . . . . . . . . . . . . . . . 576
Setting up the Federal Tax Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 577
Setting up State Tax Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 578
Setting up Unemployment Insurance Tax Tables . . . . . . . . . . . . . . . . . . . . . 579
Setting up Deductions & Reductions . . . . . . . . . . . . . . . . . . . . . . . . . . . 580
Entering payroll times & amounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 584
Entering commodity wages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 592
Entering sales of commodities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 592
Entering commodity wages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 594
Printing Employee Earnings reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . 595
Printing Social Security and Withholding reports . . . . . . . . . . . . . . . . . . . . 596
Printing New Hires reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 596
Printing Unemployment Insurance reports . . . . . . . . . . . . . . . . . . . . . . . . 597
Printing W-2 forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 597
21 Year-End Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 11
SECTION 1: FIELD
MAPPING AND RECORD
KEEPING
2
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 12
C H A P T E R
1
Getting Started
In this chapter:
Related information and technical support
Running the software for the first time
Changing the working date / system date
This section describes how to get up and running with the Trimble® AG Software. It also describes common software operations.
1
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 13
1 – Getting Started
•
•
Related information and technical support
Trimble provides a range of support options:
You can email the technical support group at [email protected]
.
If you are subscribed to an Annual Software Maintenance Plan, you can contact the technical support group at one of the following numbers:
USA / Canada : +1 800-282-4103
Other countries : +1 260-488-3492
Europe : +44 1786-465100
Australia / New Zealand: +61 (3) 8680-7222
The Annual Software Maintenance Plan gives you access to current updates to all of your software modules as well as unlimited telephone support.
Installing the software
To install the software:
1. Insert the installation disk into the CD/DVD drive of your desktop computer.
The installation starts automatically.
2. Select the software module(s) or manual that you want to install / download and then follow the on-screen instructions.
Some software modules require a software product code—these codes are located within your account on the Store or will be included with your software purchase.
Windows Vista and Windows 7 operating system
If you are running the software on a computer running the Windows Vista® or Windows® 7 operating system, and you receive an error message (for example, DBI Create Table Error ) when you run the software, you may need to set the program shortcut to Run as an Administrator . For more information, see http://www.farmworks.com/files/faqs/General/Vista_and_7_Setup.pdf.
Registering the software
You must register your software to get full use of it. You can register the software automatically over the Internet by selecting the appropriate option when you run the software for the first time.
Alternatively, you can register your software by calling the number listed for support in the front of the manual or by contacting your Reseller. If you are calling to register, make sure that you are at your computer with the software installed and running.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 14
Running the software for the first time
1 – Getting Started
Creating and opening a farm project
Every time that you start the software, the Project Selection dialog appears.
In this dialog:
Click ...
To ...
A project name in the list Select a project.
New Project
Change Project Info
Create a new project. See
Change the project name and/or password.
Restore Project
Copy Project
Delete
Restore a backup of a project previously saved to another storage device.
Copy a project or part of a project.
Delete a project
CAUTION – It is strongly recommended that you back up your projects frequently to protect vital project information in the event that a computer suffers hardware failure or become infected by a virus. The software saves the backup to your desktop computer's hard drive, but you can also save
the backup to a removable medium, such as a flash drive or CD. See Backing up projects, page 24
.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 15
1 – Getting Started
Adding a new project
If this is the first time you use the software, no projects will be listed in the Project Selection dialog.
To create a new project:
1. In the Project Selection dialog, click New Project .
2. In the Add New Project dialog, enter a name for the new project in Project Name . You can also enter a password in Password— this is optional .
Passwords are case sensitive and may have up to eight letters and numbers, but no special characters, such as the at sign (@) or tilde (~). If no password is required, leave Password blank.
To remove the password at a later date: a. In the Project Selection dialog, select the project and then click Change Project Info .
b. Enter your password in the Project Password dialog and then click OK .
c. In the Project dialog, select the password, press [Delete] on the keyboard and then click OK.
CAUTION – A password will protect your project, but if you forget it, you will not be able to view your project. Make sure that your password is easy for you to remember, but not easy for others to guess.
If you do forget your password, contact the technical support team.
3. Click OK to return to the Project Selection dialog.
4. The Project Selection dialog displays the name of your project. To open your project, make sure that you have highlighted the correct project name and then click OK .
The software creates a new blank project that you can start working in.
Note – A project represents all of the maps, records, and accounting information for a farming operation. If Accounting is enabled, each project will have a separate set of books and should represent a separate taxable entity. Most users require only a single project. The data in each project is kept separate from all other projects and there is no way to combine or merge the data from multiple projects.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 16
1 – Getting Started
Selecting a measurement system
The first time that you open the software, you are prompted to select a measurement system.
Select the required option and then click OK . The options are:
•
•
•
US-English
Metric
Show All Units. This shows US and Metric units—the software uses the first selection (US-English or Metrics) for area and distance measurements, but gives both US-English and Metrics for any volume measurements.
The Show All Units option is suitable for users in Canada who want US distance and area measurements and metric volume and quantity measurements.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 17
1 – Getting Started
Changing user information
The contact information that is printed on many reports is sourced from the user information entered in the software. To change this:
1. Select File / Preferences / User Info .
2. In the User Information dialog, select the tabs in turn to enter the details that you want to appear on printed reports and then click OK .
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 18
1 – Getting Started
Changing the working date / system date
If you want to enter data or print reports for a particular date, you can change the working date.
1. Click the date in the top right-hand corner of the screen.
2. Enter or select the Working Date that you want to use for data entry or for generating a report and then click OK .
3. Once you finish entering data/printing reports, repeat Step 1 through Step 2 to change the
Working Date back to the System Date .
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 19
1 – Getting Started
Changing languages
The language feature allows you to change the language that you selected during the original installation, without requiring you to reinstall the software.
1. Select File / Preferences / Language .
2. Select the required language from the drop-down list and then click OK .
3. The software prompts you to restart the software. Once you have done this, the language change appears.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 20
1 – Getting Started
Interface overview
This section describes the elements of the software.
•
Menus, submenus, and contextual menus
You can select items from a menu. Where these items show an arrow next to them, there is a submenu. In the manual, this is described as “Select File / Preferences / User Info” .
• Hover over an item and then click the right mouse button to show a contextual menu. In the manual, this is described as “right-click <User Info> and then select New Client ”.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 21
1 – Getting Started
Note – Most, but not all, of the items contained in the menus and submenus have corresponding toolbar icons (buttons). If you cannot find an icon to perform the command you want, look for the command on the appropriate menu.
Toolbars
You can select a toolbar from the drop-down list. This list shows all toolbars that are available for the current software.
To view icon information, hover the mouse pointer over the icon.
Click any icon on the toolbar to open the dialog—in this example, click the Structure icon to open the Structure Properties dialog where you can create a new structure.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 22
1 – Getting Started
Dialogs
Dialogs appear when you need to perform an action. Dialogs contain elements you may use to add, edit, delete, view, and print information—for example, buttons, options, check boxes, lists, and fields.
• Drop-down lists: You can select an item from drop-down lists. To show the available items in a list, click the arrow. Click an item to select it.
If the list allows you to select more than one item, press [Ctrl] on the keyboard to select additional items.
<Add/Edit> : If this appears in a list, you can select it to add a new item to the list, or change the name of an item that appears in the list.
•
<New> : If this appears in a list, you can select it and then enter a new item in an adjacent box.
<All> : If this appears in a list, it selects all items in an adjacent list.
Dialog fields : You can enter information directly into a dialog field by clicking in the field. This includes Notes or Description fields, where you can enter a description or reminder.
Note – If a field appears greyed-out, it is not available. This means that you cannot enter or modify information in these shaded boxes.
•
•
Some fields allow you to enter information directly, or pick it from a list or calendar.
Radio buttons and check boxes : You can click to select only one option from a list of radio buttons. However, you can select more than one check box. Check boxes are generally used to enable one or more options. If you select a radio button, it is marked with a black dot; if you select a check box, a check mark appears in the box. To clear a radio button or check box, click it again.
Buttons: When you click a button (either a toolbar icon or a command button) this performs an immediate action, such as enabling an option or opening a dialog. For example, if you click OK , it usually closes the dialog.
Common buttons are used as follows:
Button
OK
Cancel
Record
Done
Action
Save information and close a dialog.
Close a dialog without saving the information.
Save information and clear the dialog so that you can enter new data.
• If you did not enter information, the dialog closes.
• If you did enter information, you are prompted to save it before the dialog closes.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 23
1 – Getting Started
Backing up projects
To safeguard your data, it is recommended that you make regular and frequent backups of your project to a medium other than your hard drive (USB, CD, hard disk, and so on) in case of failure, loss, or damage. This enables you to restore the backup of your project and recover lost data. Without a project backup, there is no way to recover the records and maps for your farm.
1. Select File / Backup Project .
2. Enter a name for the backup in the Backup To field, or replace an earlier backup by selecting it from the drop-down list.
By default, the software saves project backups in the backup folder on the computer hard drive
(c:\farmproj\backup). To save the backup to a different folder or to a removable drive:
–
– a. In the Backup Project dialog, click Browse . b. In the Save As dialog, do one of the following:
Select the required folder or removable drive from the Save In list.
Select an icon in the left column of the dialog and then browse to the folder or drive where you want to save the backup (for example, to save the backup to a USB drive, select the My
Computer icon , select the letter for the removable drive to enter it in the Save In field).
c. Enter a name for the backup file in the File Name field, or replace an earlier backup by selecting it from the drop-down list.
3. Do one of the following:
–
–
Click Save to return to the Backup Project dialog.
Click Cancel to close the dialog without saving the backup.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 24
1 – Getting Started
4. In the Options section of the Backup Project dialog, select a value from the Compression dropdown list to change the size of the backup file and the amount of time it will take to create the backup. The options are Maximum (slowest), Normal (default), Fast , Super Fast , or None :
–
–
If you select Maximum , the software takes longer to create the backup but the file will be smaller.
If you select None , the software will takes a shorter time to create the backup, but the file will be much larger.
5. If you are saving the backup to a USB drive or a disk, you can select Wipe Disk from the Disk Prep drop-down list to erase all files on the USB drive or floppy disk before making the backup.
CAUTION – Before you select Wipe Disk, verify there are no files you want to keep.
6. You can also select the checkboxes to include backdrops and /or Mobile archived data.
Note – Backdrops include aerial images and digital photos. Mobile data is a copy of the original data from the Mobile software.
7. Click OK . A progress screen appears.
Click Cancel to close the dialog box without making a backup.
8. Repeat
to save another backup to a different folder, removable drive, or floppy disk.
Restoring project backups
If your data is corrupted or if you lose your data through a hardware failure, you can attempt to recover it by restoring a backup you created earlier with the backup option (as described above).
Note – The software will not restore backups made with other software, such as the Windows XP backup utility.
Restoring a project backup replaces the information in the current project with the information that you had at the time you made the backup. For example, if you created a backup on Monday, and then needed to restore it on Friday of the same week, you will lose any information entered Tuesday through Thursday of that week.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 25
1 – Getting Started
1. Do one of the following:
–
–
Select File / Restore Backup .
In the Project Selection tab, click Restore Project .
2. From the Backup Project drop-down list, select the backup file you created previously. If the backup does not appear on the list, browse to locate it: a. Click the Browse button to open a second Restore Backup dialog.
b. Do one of the following:
–
–
Browse to the folder or drive where you previously saved the backup.
Select an icon in the left column and then browse to the folder or removable drive where you previously saved the backup (for example, if you saved the backup to your My Documents folder, select the My Documents icon to transfer it to the Look In field).
3. Select the backup file—it moves to the File Name field—and then click Open .
4. In the Restore Backup dialog, the backup file now appears in the Restore From field.
5. From the drop-down list, select the Project Name that you want to restore the backup to.
Note – If you selected Restore Backup from the File menu, you cannot restore to the project that you were previously in. To restore to this project, exit the software, restart it and then click Restore Project in the Project Selection tab.
6. Do one of the following:
– Click OK to restore the file.
– Click Cancel to close the dialog box without restoring the backup.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 26
7. If you click OK , you are prompted to confirm the restore operation.
1 – Getting Started
8. Click OK . A progress screen appears—you can click Cancel to close the dialog box without restoring a backup.
During the restoration of the backup, the software replaces the current data in your project with the data in the backup file. When the restoration is complete, you can begin working with the restored data.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 27
C H A P T E R
2
Setting Up Farms, Fields, and
Inputs
2
In this chapter:
Setting Up Farms, Fields, and Inputs
Client / Farm / Field or Inputs tabs
Managing Farms, Fields, and Inputs
This section describes how to set up the elements that are used within record keeping, mapping, accounting, and water management.
For a description on how to manually enter field record jobs / tasks, see
If Accounting is enabled, you also need to set up a number of financial elements. See
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 28
2 – Setting Up Farms, Fields, and Inputs
•
•
•
Setting Up Farms, Fields, and Inputs
Before recording farming operations, you must set up the following:
–
–
On the Farm tab :
.
Farms. See
.
–
– Structures. See
On the Inputs tab :
–
–
–
–
–
–
–
Machines. See
Supplies. See
– Animals. See
Other:
.
Job types. See
Chapter 3, Field Record Keeping .
–
Markers. See Markers, page 230 .
Attribute types. See
Setting up and selecting layer attributes, page 155 .
Setup options
•
•
•
To add farms, fields, and inputs to the software, use any of the following:
Toolbar icons. For example, click the New Animal icon . See
.
Menu. For example, select Resources / New Client . See
Context-specific menus. For example, right-click a Client name and then select New Farm . See
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 29
2 – Setting Up Farms, Fields, and Inputs
Job/Resource Tools
The icons that appear on the Job/Resource toolbar enable you to do the following:
Icon
New Client
Function
Add a new Client.
New Farm Add a new Farm.
New Field Add a new Field.
New
Structure
Add a new Structure, such as bins, to your farm.
New Person Add a new Person
New Machine Add a new Machine
New Supply Add a new Supply
New Animal Add a new Animal
Read Job Data This option is used to read data from a range of precision agricultural displays, including the Trimble FmX® integrated display, the Trimble CFX-750™ display, and the
CNH Pro 700 display.
Write Job
Data
This option is used to write setup data, including Clients / Farms / Fields and Inputs to a range of precision agricultural displays, including the FmX integrated display, the
CFX-750 display, and the CNH Pro 700 display.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 30
2 – Setting Up Farms, Fields, and Inputs
Menu
Use the menu options instead of or as well as the toolbar icons.
The menus offer selections that are not available through the toolbar icons. For example, the
Resources menu has the same options as the toolbar, as well as Enterprises , Commodities, Job Types,
Markers, Attributes, and Landlords .
Shortcut menus
Right-click to open additional shortcut menus (also referred to as “contextual menus”. This method is used when setting up Clients, Farms, Fields, Crop Enterprises, and Inputs.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 31
2 – Setting Up Farms, Fields, and Inputs
•
•
•
Client / Farm / Field or Inputs tabs
To work with the elements on the Client / Farm / Field or Inputs tab in tree view:
Click + beside the appropriate icon to expand the tree.
Click - to collapse the tree.
To view and/or edit assigned properties: a. Right-click the element (Client, Farm, Person, Machine, Supply, and so on).
b. Select Properties .
c. View, add, or change the element properties as required.
d. Click OK .
Client/Farm/Field tab Inputs tab
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 32
2 – Setting Up Farms, Fields, and Inputs
Setting up a Client
Clients appear on the Client/Farm/Field tab with Farms, Fields, Crop enterprises, and possibly Jobs listed under each. Selecting a client name on the Farm tab enables you to view the Farms and Fields associated with that Client.
Clients are useful for custom applicators, fertilizer resellers, consultants and others who want to keep maps and records for Clients/customers.
If you are a grower, you can set up a single Client for yourself.
You cannot change or delete Unassigned Client, Unassigned Farm, Unassigned Field , or Unassigned
Crop . These are a safety net to hold imported data that the software is unable to otherwise assign to a Client, Farm, and/or Field.
To add a Client:
1. Click the New Client icon .
2. Enter the required information in the General , Address , Contact , and Category tabs and then click
OK .
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The new Client appears on the Farm tab.
2 – Setting Up Farms, Fields, and Inputs
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2 – Setting Up Farms, Fields, and Inputs
Setting up a Farm
Farms can be used to group Fields.
Multiple Farms are generally used with different Landlords, as you can organize Fields by Farm name.
You must add Farms to the Farm tab before you can add Fields.
You can also move fields that were previously added in the software to a new Farm. See
1. Click the New Farm icon .
2. Enter a name for the farm in the Description field.
3. The Client field is populated automatically with the client name if you right-click the Client Name in the Barn tab and then select New Farm . You can select a different client from the drop-down list, or select Add from the list to create a new client, see
Setting up a Client, page 33 .
The Area fields are not available, as the Fields assigned to the Farm will populate the acreage areas.
4. In the Notes field, enter any miscellaneous information for the farm (up to 255 characters).
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2 – Setting Up Farms, Fields, and Inputs
Setting up a Field
Once you set up a Farm, you can quickly set up Fields so that you can begin recording farming operations:
1. Click the New Field icon .
2. Enter the following into the tabs:
Tab
General
Group
Description
Description
Enter a name for the Field. This is required.
Area • Mapped acres are calculated automatically from mapped boundaries.
• Enter the number of Legal acres.
• Enter the number of Tillable acres. This is required information, which is used in field records and reports.
Owner / Landlord • Select the Client and Farm that the Field belongs to. If you do not know, select <Unassigned Farm> , or select <Add> to add a farm that is not in the list.
• Select whether the Field is owned, cash rented, or share cropped.
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Tab
Info
Group Description
2 – Setting Up Farms, Fields, and Inputs
Landlords
(If Share cropping)
State
County
FSA
Legal
Description
Select the State where the field is located.
Select the County where the field is located.
Enter the correct information in the FSA Farm #, Field #, Tract #, and Land
Class fields.
Enter the correct information in the Section #, Township #, and Range # fields.
Enter a brief description of the field; up to 255 characters, including spaces and punctuation marks.
If you are located outside the United States of America, you can enter any other required information for the field.
Select the field next to Landlords and then select Add/Edit . See
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2 – Setting Up Farms, Fields, and Inputs
Tab
Photo
(Optional)
Group
Note – The image file can be in bitmap (.bmp), Joint Photographic Experts Group (.jpg), Tagged
Image File Format (.tif), or PC Paintbrush (.pcx) format.
Photos added in this area are used only for reference purposes. They do not appear on maps or other areas.
Change Photo
Description
1. Click Change Photo .
2. Select the folder where you previously saved a digital photograph of the field, such as My Pictures.
3. Select the required file and then click Open . The photograph appears in the Field Properties dialog.
4. To choose a different photograph, click Change Photo again
Print Photo
Remove Photo
Print the selected photograph.
Remove the selected photograph from the Field Properties dialog: This does not delete the file from the computer hard drive or removable drive.
5. Once you finish entering Field information, click OK . The Field name appears under the selected
Farm.
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2 – Setting Up Farms, Fields, and Inputs
Setting up a Landlord
This procedure is done as part of
Setting up a Field, page 36 if you select the Sharecrop option in the
General tab. You can also access the Landlord option by selecting Resources / Landlords .
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In the Landlords dialog.
2 – Setting Up Farms, Fields, and Inputs
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1. Click Add . The Contact Properties dialog appears.
2 – Setting Up Farms, Fields, and Inputs
2. Select the General tab and then enter the Landlord’s name or business name, job title, and Tax ID
(business or social security number).
3. Select the Address tab to enter the Landlord’s address information.
4. Select the Contact tab to enter the Landlord’s telephone numbers, paper number, email address, and web address.
5. Select the Categories tab to select as many of the following as apply:
Sell To
Buy From/Pay To
1099 Required
Landlord (automatically selected)
Other (for labels, general contact)
6. Click OK twice to return to the Landlord tab in the Fields Properties dialog.
If there are multiple landlords for the same field, click Add L.L.
and then repeat these steps as many time as required.
To remove a Landlord from the Field, select the name and then click Remove L.L.
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2 – Setting Up Farms, Fields, and Inputs
7. Enter the percentage of the crop that each Landlord receives, select which Inputs the Landlord gets billed for and what percentage they pay. If all items are billed at the same percentage, click
Fill Coll .
8. If the Landlord gets billed for any equipment usage, click Add Equip , select the equipment that they get charged for and then enter the Charge/Unit in dollars (not percentage as with the other inputs).
To remove equipment, click Remove Equip .
9. If the billed items and the percentages are the same as another previously entered field, click
Copy Landlord Info to avoid entering all of the information again. Select the Field from which to copy the Landlord information.
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2 – Setting Up Farms, Fields, and Inputs
Setting up a Structure
If Accounting is enabled, structures can be used as storage locations for harvested crops.
1. Click the New Structure icon .
2. Enter a Description .
3. Do one of the following:
–
–
If you selected the correct Client and Farm , those fields are automatically populated. No action is required.
If you did not select the correct
4. Click OK .
Client and Farm , select them now from the drop-down lists.
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2 – Setting Up Farms, Fields, and Inputs
Setting up a Person
Use the software to track operations that a Person (employee or other worker) performs.
Before you assign your workers to a job, you must add them to the Inputs tab:
1. Click the New Person icon .
2. Enter information into the tabs. You must enter the person’s first or last name on the General tab; the rest of the information is optional.
Tab
General
Address
Contact
Group/Field
Name
Address
Phone
Internet
Action
1. Select the Business check box to add a name of a business as a contact.
2. Select a title, enter their first, middle, and last name and then select the appropriate suffix.
Note – The Full Name and Sorted Name fields are automatically populated:
You can change these as preferred. The sorted name is how the name appears in all of the lists within the software.
3. Enter the name of the business for which the person works and their appropriate job title.
1. Enter a PO box, rural route, or street address in the Street 1 and Street 2 fields.
2. Enter a city/town, state/province, zip/postal code, and country as appropriate
Enter home, business, mobile number as appropriate.
Enter email and/or URL details.
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2 – Setting Up Farms, Fields, and Inputs
Tab
Category
Employee
Photo
Invoice
Group/Field
Categories
Employee
Costing
Action
Enter information as appropriate.
If the employee has a pesticide applicator’s license, enter the license number here. This number appears on the Job Report.
Enter the charge rate in dollars per hour that the employee gets paid. This information is used for costing purposes on the Job Report.
Change, remove, rotate, or print digital images. For more information, see
Select this check box to add information to the invoice.
Include on
Invoice
Description on
Invoice
Invoice Rate
If you select Include on Invoice, enter information here to be included.
Enter the required rate. See the note under this field.
3. Once you finish entering the information, click OK . The worker now appears in the Inputs tab under the People icon.
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Setting up a Machine
To set up a new machine:
1. Click the New Machine icon .
2 – Setting Up Farms, Fields, and Inputs
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2 – Setting Up Farms, Fields, and Inputs
2. Enter information into the tabs.
Tab
General
Group/Field
Machine
Service
Options
Model
Console
Operation
Service
Service Notes
Options
Fuel
Action
• Enter the Machine name.
• From the Category drop-down list, select the type of machine.
Enter the make, model, year, and serial number.
Enter the Console ID# (AGCO GTA users only).
• From the Costing Unit drop-down list, select how the machine is to be charged: this will typically be acre/hectare or hour.
• Under Charge Rate, enter the rate per acre/hectare or hour.
The charge rate will be used on the Enterprise statements, applied directly to the acres or hours the machine farmed, and applied on planned operation reports.
If Accounting is enabled and you selected Profit Enterprise for the equipment, the charge rate goes directly to the Fields covered by the equipment. If you selected Passive Enterprise, the charge rate is used only for planning reports. For more information, see
• If you are using the Farm Works Mobile software, enter the Machine width.
• From the Service Interval Unit drop-down list, select the required value.
• In Current Meter , enter the current acres or hours on the machine.
• In Last Serviced , enter the acres or hours at the time of the last service.
• In Last Service Date , enter the date of the last service, or select the calendar icon and choose the date in the calendar.
• In Service Interval , enter the number of acres or hours to elapse between each service. This automatically calculates and shows in
Next Service the number of hours or acres until the next service is due.
Enter any notes; up to 255 characters.
• Select the Fuelable check box if you want to track fuel usage.
• Select the Harvester check box if you will use the machine to perform harvesting operations, for example, combines or balers.
• Select the Metered check box if you are using the Mobile software and want to keep track of the hours and acres used for the service options.
• If the machine uses fuel, select the correct fuel type from the Supply
Fuel list. If required, select <Add> to add a new fuel supply.
• Enter the Default Burn Rate, and select Gal/Acre or Gal/Hr.
• If Accounting is enabled, select Passive or Profit Enterprise under
Enterprise Type .
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2 – Setting Up Farms, Fields, and Inputs
Tab
Photo
(Optional)
Group/Field
Note – The image file can be in bitmap (.bmp), Joint Photographic Experts Group (.jpg), Tagged
Image File Format (.tif), or PC Paintbrush (.pcx) format.
Photos added in this area are used only for reference purposes. They do not appear on maps or other areas.
Change Photo
Action
1. Click Change Photo .
2. Select the folder where you previously saved a digital photograph of the field, such as My Pictures.
3. Select the required file and then click Open . The photograph appears in the Field Properties dialog.
Invoice
Print Photo
Remove Photo
4. To choose a different photograph, click Change Photo again.
Print the selected photograph.
Remove the selected photograph from the Field Properties dialog: This does not delete the file from the computer hard drive or removable drive.
• Select Include on Invoice .
• In Invoice Rate enter an amount if different from the Costing Rate entered on the General Tab.
5. Once you finish entering information for the Machine, click OK . The machine appears in the appropriate machine category of the Inputs tab under the Machines icon.
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2 – Setting Up Farms, Fields, and Inputs
Setting up a Supply
You can keep comprehensive information for all of the supplies you apply to your fields, such as seed, fertilizers, insecticides, and other chemicals.
Adding a new Supply
1. Click the New Supply icon .
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2 – Setting Up Farms, Fields, and Inputs
2. Enter information into the tabs:
Tab
General
Chemical
Group/Field
Description
Type
Units
Action
• Enter a name for the supply.
• If relevant, enter the Part # number.
• If Accounting is enabled, you must select the applicable account from the Account drop-down list.
• Select the Add to Markers check box, if applicable.
Select the type of supply.
Enter the Purchased Units, Unit Cost, Distributed Unit, and the Default
Application Rate.
Note – Unit cost is similar to the charge rate for a Machine and a Person. It is used on Enterprise statements if Accounting is not enabled, and on planned operation reports. If Accounting is enabled, you must still enter this value, as it is used on all planned operation reports.
Carrier
• Select the Keep Detailed Chemical Records check box.
• Enter the following information: Take it from the product label:
Chemical Name
–
–
–
–
–
–
EPA #
Manufacturer
Formulation
Mode of operation
Default carrier
1. Click Add/Edit.
2. Enter the Carrier name.
3. Select a Unit value from the list and then click OK .
Default Carrier Rate Enter a value.
Target Problems
(max. 5)
1. Click
2. Click
Add/Edit Problem List
Add/Edit.
.
3. Click Add and then enter the pest name. Repeat this to add more pests.
Tip – To include more pests in the selection of five names, use a wider term such as Broadleaves or Grasses.
4. When finished, click OK .
5. From the Pests list, select up to five pests to move to the Selected Pests list. To select multiple items, press and hold [Ctrl] as you click the names.
6. To add the names, click >>---> .
7. To remove a pest from the Selected Pests list, select the name and then click <---<< . To remove all pests, click <<---<< .
8. To add a new pest, repeat from Step 2
.
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2 – Setting Up Farms, Fields, and Inputs
Tab
Fertilizer
Group/Field Action
Fertilizer Nutrients 1. Click the blank field in the Nutrient column.
2. From the drop-down list, select the first nutrient, and the percentage of the analysis that nutrient makes up in the Percent % column.
Product Weight
3. To add more nutrients, click Add Nutrient , select the name from the list and then enter the percentage. Repeat this step as required.
4. If the nutrient you want is not in the list, select Add/Edit from the list and then click Add in the dialog that appears. Enter a nutrient name and abbreviation and then click OK .
5. To remove a nutrient from the list, click next to its name.
This conversion factor is automatically entered.
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Tab Group/Field
Restrictions Re-entry restrictions
2 – Setting Up Farms, Fields, and Inputs
Action
Enter restrictions as they appear on the product label.
1. Select the Re-entry Restrictions check box and then enter the required number of hours in Restricted-Entry Interval (REI) .
2. In PPE Required for Handlers and Early Entry PPE Required for Workers , enter the required protective equipment for those handling the supply.
3. In Other Label Requirements , enter the other requirements for those handling the supply.
4. If applicable, select Treat Area Posting and Oral Notification Required .
For example.
PHI
Invoice
Pre-Harvest Interval If this applies to the chemical:
1. From the Crop drop-down list, select the crop name or select
<Add/Edit> to add the crop.
2. Enter a value in the Pre-Harvest Interval (Days) column.
3. If there are restrictions for more than one crop, click Add Crop and then repeat steps 1 and 2.
1. Select Include on Invoice .
2. Enter a description.
3. Enter the Invoice Rate only if it differs from the Unit Cost you entered on the General tab.
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2 – Setting Up Farms, Fields, and Inputs
Adding a new Tank Mix
1. On the Inputs tab, right-click Supplies Category and then select New Tank Mix .
2. In the Tank Mix Properties dialog, enter in a Description for the tank mix.
3. Select the correct Carrier from the drop-down list or select Add/Edit to create a new carrier.
To add a Carrier: a. In the Carriers dialog click Add.
b. In the Carrier Properties dialog, enter the Carrier name, select a Unit value from the list and then click OK .
c. In the Carriers dialog, click OK .
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2 – Setting Up Farms, Fields, and Inputs
4. In the Tank Mix Properties dialog, in the Format section, select Quantity or Rate and then enter the Total Quantity .
5. In the Ingredients section, click the plus sign next to the correct supply category, and then select the supply.
6. Click Add to add the supply to the Tank Mix . Add other supplies as required to complete the tank mix.
7. Enter a Quantity for each supply and then click OK .
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2 – Setting Up Farms, Fields, and Inputs
8. The Inputs tab now shows a Tank Mix Category . To use the Tank Mix in a job add it to the Working
Group and Apply to fields.
Note – When you enter a Farming Job, you will enter the rate or total amount of the tank mix used.
However, all your field records will show the individual ingredients used.
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2 – Setting Up Farms, Fields, and Inputs
Setting up an Animal Group
1. On the Inputs tab, click + to expand the tree view, right-click the animal’s icon and then select
New Animal .
2. In the Animal tab of the Animal Properties dialog enter a Description .
3. In the Photo tab, insert a photo, if required.
4. Click OK .
The animal appears on the Inputs tab under the Animal icon.
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2 – Setting Up Farms, Fields, and Inputs
Setting up a Crop Enterprise
You can set up multiple Crop Enterprises under one Field. For example, if you have a 100 acre field and you plan to plant corn on 75 acres and soybeans on 25 acres, you can add 2 Crop Enterprises to the Field and assign the correct acreage for each crop. If you subsequently plant 100 acres in corn and then 50 acres each of corn and soybeans, the software accommodates each scenario and maintains Field histories.
You can use Crop Enterprises to analyze a certain crop in a given year or over several years: There is a new Enterprise for each year within a given crop. To compare records and profitability of one crop to another, and one year to another, they must have separate Enterprises. For example, if you grow several types of one crop (soybeans and low linolenic soybeans), and you want to compare the two, they must all have separate Enterprises.
1. On the Farm tab, click + beside the appropriate Client or Farm to expand the tree view, right-click the Field to which the enterprise is to be added and then select New Crop Enterprise .
2. From the Crop drop-down list of the Enterprise Properties dialog, select <Add> .
The Year defaults to the current year. You can select a different year from the drop-down list.
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2 – Setting Up Farms, Fields, and Inputs
If Accounting is enabled, you must also select an account. The account is used to keep track of costs associated with the crop, harvest, and other costs.
3. From the Commodity drop-down list of the Crop Properties dialog, select <Add/Edit> .
4. Click Add and then select a Commodity from the list or select < New > to add your own.
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2 – Setting Up Farms, Fields, and Inputs
5. Click OK .
–
–
In the Commodity Properties dialog, some items selected from the list automatically populate the fields, with the exception of the color. Select a color to appear on the Enterprise map view.
– RMA identity is used to collect crop insurance information if you are located in the United
States of America.
Units are the harvested units of the commodity.
Density and Moisture are used to calculate dry quantities when harvesting. Moisture should be the moisture that dry weight is calculated from: Obtain this information from your local elevator or wherever you deliver your grain.
–
–
–
The units, density, and moisture information is used for yield mapping and detailed harvest records (including scale tickets).
The value of the commodity is used on reports.
The color appears on the map where that commodity is being grown.
6. Click OK to save the entry and exit the Commodity Properties dialog.
7. Click OK to save and exit the Commodities dialog.
8. In the Area field of the Enterprise Properties dialog, enter the number of acres to be planted with the selected commodity. Area defaults to the total Field acreage so you do not need to change the area if the entire field is to be planted with one crop.
9. You can enter a Plant Date , but this is optional. If you do not enter a plant date, the date is entered automatically when a planting farming operation is recorded.
10. If required, enter a Crop Insurance Unit and Yield Number .
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2 – Setting Up Farms, Fields, and Inputs
11. Select a Process and Type from the drop-down list. You can use this information to collect crop insurance information if you are located in the United States of America.
12. Click OK .
13. For all other Commodities to be planted in the field for the crop year, repeat
Editing a Commodity
Commodities that are used in the software have properties tied to them that can be edited. You can choose from a list of pre-entered commodities. Commodities must be added to appear in lists as active. To edit commodity properties:
1. Select Resources / Commodities . Commodities currently being used appear in the Commodities dialog.
2. To add a commodity, click Add and then select the new commodity from the list or select < New > to add your own.
3. To delete a Commodity, select it and then click Delete .
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2 – Setting Up Farms, Fields, and Inputs
4. To edit commodities information, select the commodity and then click Properties .
5. Enter or change information as required:
–
–
Units are the harvested units of the commodity.
Density and moisture are used to calculate dry quantities when harvesting. Moisture should be the moisture that dry weight is calculated from: Obtain this information from your local elevator or wherever you deliver your grain.
–
–
–
The units, density, and moisture information is used for yield mapping and detailed harvest records (including scale tickets).
The value of the commodity is used on reports.
The color appears on the map where that commodity is being grown.
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2 – Setting Up Farms, Fields, and Inputs
Managing Farms, Fields, and Inputs
Note – You cannot delete a Client, Farm, Field, Person, Equipment, Animal, or Supply if it has been used in a Farming operation or if it was purchased using Accounting.
This section describes how to view or modify information about an element (Client, Farm, Machine, and so on), and how to delete or retire a farm, field, or input. Select the appropriate tab ( Farm or
Inputs ) for the element that you want to manage.
Viewing or modifying information
1. In the Farm or Inputs tab, right-click the element name and then select Properties .
2. In the dialog that appears, view the information or make the necessary changes and then click
OK .
Deleting a farm, field, or input
You can delete a farm, field, or input if you no longer need it, provided that it has not been used in a farming operation or accounting transaction.
1. In the Farm or Inputs tab, right-click the element name and then select Delete .
2. Click OK to confirm deleting the element and all associated records.
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2 – Setting Up Farms, Fields, and Inputs
•
•
Notes:
•
If an Input was used in a job, you cannot delete it but you can retire the Input.
If you delete an operation that Input was used in, or change it so that the Input is not included, you can then delete the Input.
If you delete a Client, all the Farms, Fields, and any records and maps under each field will be deleted.
Retiring a farm, field, or input
If you cannot delete a farm, field, or input, you can retire it:
1. In the Farm or Inputs tab, right-click the farm, field, or input name and then select Retire .
The retired farm, field, or input name remains in the system. The software adds an asterisk after the name and keeps the history for future reference.
2. To show a retired farm, field, or input in the Farm or Inputs tab, select View from the main menu and then select Show Retired Land Areas or Show Retired Inputs .
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2 – Setting Up Farms, Fields, and Inputs
To hide a retired element, select View from the main menu and then click Show Retired Land
Areas or Show Retired Inputs to remove the tick mark.
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Field Record Keeping
C H A P T E R
3
3
In this chapter:
Creating a planned job
Recording tillage operations (manually)
Recording planting operations (manually)
Recording harvesting operations (manually)
Editing landlord/sharecrop information when completing a job
Submitting crop insurance data
This section describes how to work with farming operations (“jobs”) and create invoices based on completed farming operations.
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3 – Field Record Keeping
Jobs tab
The Jobs tab shows all planned and completed jobs.
To widen or narrow a column, move your cursor over the space between the column headers until the cursor changes to one with two arrows . Hold the left mouse button down as you drag your mouse to the left or right to adjust the column width.
At the bottom of the screen there are a number of buttons:
Click ..
Clear Filter
Edit Filter
Merge
Complete
Export
Delete
Properties
To ...
Clear any filter settings that were applied in the Farm , Input , or Jobs tab.
Select filter settings for the Jobs
.
Merge two or more selected jobs that are for the same field, enterprise, and job type.
Print reports for a selected job. See Reports, page 113 .
Complete a selected planned job. See Completing planned jobs, page 72
.
Export an .xml file of a job.
Delete a selected job.
View or edit job details for a selected job.
Using the View menu
In the View menu, you can set viewing preferences for the Farm and Inputs tabs—you can show or hide Farm tab items such as retired land areas, planned and completed jobs, or inputs such as machines, people, or supplies. You can use the View menu to show or hide background images, such as aerial photos to display with maps of your fields. Check marks beside items in the View menu indicate which items are shown.
The options are:
Select ...
Show Retired Land
Areas
To ...
Show retired farms and fields in the Farm tab —they are identified with an asterisk
(*).
To unretire a farm or field, right-click it and then select Un-Retire .
To hide the retired land areas, clear the check mark.
Show Retired Inputs Show retired inputs in the Inputs tab—they are identified with an asterisk (*).
To unretire an input and bring it back into use, right-click it and then select Un-Retire .
To hide the retired inputs, clear the check mark.
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3 – Field Record Keeping
Select ...
Show Jobs in Land
Areas
Show Background in
Land Areas
To ...
Show planned and completed jobs in the Farm tab. The jobs appear under the applicable Farm, Field, and Crop Enterprise icons.
To hide the jobs in the Farm tab, clear the check mark.
The Display Background Image icons are located on the Farm tab. A background image icon is added to the Farm tab for each background image that has been imported into the software.
To display the image, double-click the image name or icon. For more information,
To hide the image icons and aerial photograph names, clear the check mark.
Creating a planned job
To create planned jobs, add all the inputs (machinery, people, and supplies) you expect to use to the
Working area.
Note – When planning a job not all of the inputs may be known. In this case, apply only the inputs
that are known; you can add others when the job is complete. See Editing jobs, page 85
.
To record a planned job:
1. In the Inputs tab expand the tree view.
2. Double-click each input (machines, people, supplies) that will be used for the job to move it to the Working area. Alternatively select an input and then click the Add icon .
To remove an input from the Working area, double-click it, or select it and then click the Remove icon .
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To remove all inputs from the Working area, click the Remove All icon .
3 – Field Record Keeping
3. After you have all of the inputs you expect to use during the operation in the Working Group area, click Apply to Fields .
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3 – Field Record Keeping
4. Click + to expand the tree, click the box beside the field(s) for which you are planning the job and then click Record Planned Jobs .
The Farming dialog shows the general information for the planned job (note the orange color), followed by the information for each input (in the order People, Machines, Supplies ). You may need to scroll up and down to see all of the items listed for the operation. If more than one Field is selected, the dialog shows a separate column for each field and a Total column. You may enter total values—these are moved across each Field according to the proportion of the area farmed in each field.
You may also select the fields that the operation will be performed on in the Map tab. To select multiple fields, hold down the [Shift] key while selecting them. Then right-click and select Apply
Working Group to Planned.
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5. Enter the information for the planned job—to make a change to any Field, select it and overtype or select a different option from the drop-down list that appears, or click Delete to remove any element: a. The Field name and job type are listed in Job Name . b. To change the planned crop enterprise, select a different commodity and year in Crop
Enterprise list. Select <Add> to add a new crop enterprise if required.
6.
Crop Enterprise is blank if you have not previously selected a crop enterprise for the field—you can select or add a crop from the drop-down list.
Note – It is recommended that you select a crop enterprise even if you are unsure of the crop; this can be edited at any time. If the Crop Enterprise changes throughout the year (for example, you planted beans where you planned on planting corn) you can edit this under each individual job.
7. The Job Type is automatically populated according to the type of machine(s) used in the farming operation, for example if you select a machine from the Planting/Seeding folder, Planting /
Seeding is listed as the Job Type . You can select or add a different Job Typ e from the drop-down list. Because job types are often used to search operations that take place throughout the year and can be queried for reports and editing, it is important to select the correct job.
8. Enter/change the Area Farmed if required.
During a planned operation, Area Farmed is usually not changed from the tillable acres as actual applied acres will not be known until the job is complete. They may be changed if a partial operation is planned. Area Farmed carries to the charge units and applied area of the inputs below.
9. The Dates default to the date the planned job was created. If required, you can clear the fields, enter the Start and Stop Date (actual or estimated; they can be edited later) in m/d/yyyy format, or click the Calendar icon .
10. Enter the information required for each of the inputs. The Job Hours based on these entries and the Charge Units (Hours) are both calculated automatically. If time is not known, estimate or leave these items blank.
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11. You can add or delete inputs if required:
– To add an Input: a. From the Add menu, select Input .
b. Click the + beside the appropriate item to expand the tree, click the check box to select the input you want and then click OK .
c. In the Farming dialog, enter the required information associated with the added input:
If a Person is added, the Costing Rate defaults from the rate entered in the Person Properties dialog; the Quantity (hours) defaults from Job Hours. You may change these values as required.
If a Machine is added, the Costing Rate and the Quantity (acres) default from the Machine
Properties dialog. If the machine uses fuel, the estimated Fuel Used and Fuel Cost also appear.
You can change these values as required. d. To remove any input, click Delete next to it.
12. If a listed supply is going to be applied using Variable Rate Application , select the check box. This allows you to create a variable rate prescription map for the supply. See
.
Select the machine that will be applying the supply and, if needed, edit the Applied Area, Planned
Rate , and Cost . The Planned Rate and Costing Rate were entered when the supply was set up.
Quantity Used is calculated from the Applied Area and Planned Rate . Changing the Quantity Used also changes the Planned Rate and vice versa.
13. If applicable, select a Chemical Carrier and enter a Carrier Rate for each chemical (restricted-used supplies).
14. If a supply is an insecticide, herbicide, or other pest-control chemical, you can click Pests
Controlled and then select the pests (up to five) controlled by that chemical.
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15. Click OK . The planned job appears in orange colored text in the Job tab. If you selected more than one Field, the software adds a separate job for each Field to the Jobs tab.
Completing planned jobs
When a job is actually carried out, you can complete the planned job in the software and update the details to match what was done.
To complete a planned job:
1. In the Jobs tab, find the job you want to mark as complete. You can scroll to the job, or sort or filter the jobs. See
Note – Jobs that are complete appear in black and show a Completed icon ; Jobs in the planning stage appear in orange and show a Planned icon .
2. Right-click the job and then select Complete.
3. In the Farming dialog (which now appears in grey), make any required changes, for example, enter any information that was not known when the job was planned and correct any information that may have changed and then click OK .
The job is marked as complete, the text color changes to black and the Completed icon appears.
•
•
Once you mark a job as complete, you cannot change it back to a planned job. However, you can:
Change the completed job as required. See Editing jobs, page 85
.
Delete a completed job and reenter it as a planned job. See Creating a planned job, page 67
.
Recording tillage operations (manually)
Rather than recording planned farming operations and then marking them as complete, you can also manually record completed farming operations.
To record a tillage operation:
1. In the Inputs tab: a.
Add Machines to the Working Group : Click + beside Machines to expand the group and then double-click the machine(s) you want to use in the tillage operation to add them to the
Working Group . b.
Add People to the Working Group : Click + beside People to expand the group and then double-click person(s) you want to use in the tillage operation to add them to the Working
Group .
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2. Once you add all the required machines and people to the Working Group , click Apply to Fields .
3. Click + to expand the tree, click the box beside the field(s) for which you are planning the job and then click Record Completed Jobs.
To remove a field from the tillage operation, clear the check box.
If a wrong Field is selected, click it and then select a different Field from the Fields dialog.
4.
Crop Enterprise is blank if you have not previously selected a crop enterprise for the field—you can select or add a crop from the drop-down list.
Note – It is recommended that you select a crop enterprise even if you are unsure of the crop; this can be edited at any time. If the Crop Enterprise changes throughout the year (for example, you planted beans where you planned on planting corn) you can edit this under each individual job.
5. The Job Type is automatically populated according to the type of machine(s) used in the farming operation, for example if you select a machine from the Land Preparation folder, Land
Preparation is listed as the Job Type . You can select or add a different Job Typ e from the dropdown list. Because job types are often used to search operations that take place throughout the year and can be queried for reports and editing, it is important to select the correct job.
6.
Area Farmed defaults to the tillable acres of the selected field—if a partial operation was completed previously, it defaults to the remaining tillable acres.
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Area Farmed carries to the charge units and applied area of the inputs below.
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The completed operation is added to the Jobs tab in black text and shows the Completed icon for every field where the operation was performed.
If you do not plan to set up more jobs using current inputs, click the Remove All icon to remove the items from the Working Group .
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Recording planting operations (manually)
To manually enter a planting job:
1. In the Inputs tab: a.
Add Machines to the Working Group : Click + beside Machines to expand the group, and then double-click the machine(s) you want to use in the planting operation to add them to the
Working Group . b.
Add People to the Working Group : Click + beside People to expand the group, and then double-click the person(s) you want to use in the planting operation to add them to the
Working Group . c.
Add Supplies to the Working Group : Click + beside Supplies to expand the group, and then double-click the supply(ies) you want to use in the planting operation to add them to the
Working Group .
2. Once all the required machines and people are added to the Working Group , click Apply to Fields .
3. Click + to expand the tree, click the box beside the field(s) for which you are planning the job and then click Record Completed Jobs .
To remove a field from the planting operation, clear the check box.
If a wrong Field is selected, click it and then select a different field from the Fields dialog.
4.
Crop Enterprise is blank if you have not previously selected a crop enterprise for the field—you can select or add a crop from the drop-down list.
Note – It is recommended that you select a crop enterprise even if you are unsure of the crop; this can be edited at any time. If the Crop Enterprise changes throughout the year (for example, you planted beans where you planned on planting corn) you can edit this under each individual job.
5. The Job Type is automatically populated according to the type of machine(s) used in the farming operation, for example if you select a machine from the Planting/Seeding folder, Planting /
Seeding is listed as the Job Type . You can select or add a different Job Typ e from the drop-down list. Because job types are often used to search operations that take place throughout the year and can be queried for reports and editing, it is important to select the correct job.
6.
Area Farmed defaults to the tillable acres of the selected field—if a partial operation was completed previously, it defaults to the remaining tillable acres.
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Area Farmed carries to the charge units and applied area of the inputs below.
3 – Field Record Keeping
The completed operation is added to the Jobs tab in black text and shows the Completed icon for every field where the operation was performed.
If you do not plan to set up more jobs using current inputs, click the Remove All icon to remove the items from the Working Group .
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Recording harvesting operations (manually)
To enter a harvest job:
1. In the Inputs tab: a.
Add Machines to the Working Group : Click + beside Machines to expand the group, and then double-click the machine(s) you want to use in the harvesting operation to add them to the
Working Group .
Note – At least one of the machines must be set up as a “Harvester”. Do this in the Options tab of the
Machine Properties dialog.
b.
Add People to the Working Group : Click + beside People to expand the group, and then double-click the person(s) you want to use in the harvesting operation to add them to the
Working Group .
To remove an item from the Working Group , click the Remove icon . To remove all items, click the Remove All icon .
2. Once all the required machines and people are added to the Working Group , click Apply to Fields .
3. Click the plus sign to expand the tree, click the box beside the field(s) for which you are planning the job and then click Record Completed Jobs .
To remove a field from the planting operation, clear the check box.
If a wrong Field is selected, click it and then select a different Field from the Fields dialog.
4.
Crop Enterprise is blank if you have not previously selected a crop enterprise for the field—you can select or add a crop from the drop-down list.
Note – It is recommended that you select a crop enterprise even if you are unsure of the crop; this can be edited at any time. If the Crop Enterprise changes throughout the year (for example, you planted beans where you planned on planting corn) you can edit this under each individual job.
5. The Job Type is automatically populated according to the type of machine(s) used in the farming operation, for example if you select a machine from the Harvesting folder, Harvesting is listed as the Job Type . You can select or add a different Job Typ e from the drop-down list. Because job types are often used to search operations that take place throughout the year and can be queried for reports and editing, it is important to select the correct job.
6. Enter/change the Console ID if required.
7.
Area Farmed defaults to the tillable acres of the selected field—if a partial operation was completed previously, it defaults to the remaining tillable acres.
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Area Farmed carries to the charge units and applied area of the inputs below.
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8. In addition to these steps, do the following: a. In the Harvest Information area, enter the Yield/Ac or Qty. Harvested . The correct amount for the other is calculated based on the Area Farmed. b. Enter the Unit Price. If the Value was entered when the commodity was setup, the program will default the unit price to that value. The price entered here is used on the Field Enterprise
Statements and typically is the price the crop could be sold for if sold at harvest.
c. If scale tickets are available, click Scale Tickets and then enter the required information. See
Entering Scale Tickets, page 79 .
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3 – Field Record Keeping d. If Accounting is enabled, click Harvest Destination . For more information on harvested crop inventories, see
Chapter 13, Inventory Maintenance .
When the harvest is recorded, it is in effect sold from the field enterprise to the marketing enterprise. Adjustments made to the commodity by over-selling or adjusting is only recorded as a gain or loss on the marketing enterprise. If the harvested amount is incorrect, you must adjust the harvest job.
The completed operation is added to the Jobs tab in black text and shows the Completed icon for every field where the operation was performed.
If you do not plan to set up more jobs using current inputs, click the Remove All icon to remove the items from the Working Group .
Entering Scale Tickets
When entering a harvest operation, you can also enter scale tickets. This can be an easy way to calculate yield, and allows you to keep these records and print scale ticket reports. Scale ticket information is transferred to Qty. Harvested and Yield/ac in the Farming dialog.
Scale tickets may not be available at the time of harvest—you can enter an estimate when you set up the job and enter accurate information when it is available. This overrides any previously entered values.
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1. In the Farming dialog, click Scale Tickets in the Harvest Information area.
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2. Select the Commodity or select <Add/Edit> to add a new commodity if this is not listed. If the field has a commodity assigned to it, the program will default that commodity in the Commodity field of the scale tickets.
3. Enter the Dry Moisture, Lbs/bushel, and Shrink values. When you enter the ticket information, these numbers are used to calculate the Qty. (Dry).
Dry Moisture and Lbs/Bushel will default based on the information set up in the Commodity
Properties .
4. In the table, enter the Load ID (ticket number), Gross Wt., Tare Wt., % Moisture, and % FM from the scale ticket.
5. To add additional columns that you can use to keep track of information, such as Test Weights,
Protein, and other values: a. Select File / Edit User Defined Items .
b. Select the User Value or User Text check box and then enter a name for the column in the field below the check box. You can up to four numeric and one text item.
c. Click OK . The Scale Ticket dialog now has new columns where you can enter additional information for each load / scale ticket.
6. To add rows, click New Load .
7. Once all the ticket information is entered, click Calculate All . This calculates the remaining fields and the Total row.
Note – To print an abbreviated scale ticket report, select File / Print. If you want to print a complete report, select Reports / All Reports, click Field and then select Scale Ticket Report.
8. Click OK . The Total Qty. (Dry) is entered into the Qty. Harvested field in the Farming dialog.
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Editing landlord/sharecrop information when completing a job
Enter Sharecrop Information in the Farming dialog. This allows you to modify any charges, receipts, and inputs for a landlord while performing a farming operation:
1. In the Farming dialog, click Landlords in the Sharecrop Information area.
2. The Landlords tab of the Field Properties dialog appears. From here, you can add/modify any information for Harvest/Input charges and percentages as well as equipment charges, if applicable.
3. You can also add and remove landlords from the sharecrop information on the Field.
For more information on landlord properties, see
.
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Finding an existing job
You can find planned and completed farming operations (jobs) in the Farm, Jobs , or Input tab.
Finding a job in the Farm tab
1. Select View / Show Jobs in Land Areas.
2. Click + to open the Farm tree where you recorded the job.
3. To find a specific job recorded for this particular field and enterprise, highlight the correct crop enterprise and then select the Filter Jobs by Selection check box. Only the jobs recorded for this field and enterprise appear in the Jobs tab.
To remove the filter, clear the Filter Jobs by Selection check box or click Clear Filter in the Jobs tab.
Finding a job in the Jobs tab
The Jobs tab shows all the planned jobs (orange text, Planned icon ) and completed jobs (black text, Completed icon ) you entered, synchronized, or imported into the software.
In the Jobs tab, scroll to the job or use the sorting and filtering options:
• Click the column header (for example, Client or Date ). Click the header again to reverse the sort order.
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• Apply a filter to find a job: a. Click Edit Filter.
3 – Field Record Keeping b. Enter Filter criteria—click the appropriate check box (for example, Commodity ) and then select the required item from the drop-down list (for example, Corn ) and then click OK.
You can enter more than one filter at the same time to limit the search. For example, you can also select Status and then select Planned , or use a specific date range.
Only jobs that meet the criteria appear in the Jobs tab.
To remove criteria from the job filter, clear the check boxes.
c. Click OK .
To show all jobs again, click Clear Filter in the Jobs tab.
Note – If you apply a filter and no jobs appear in the Jobs tab, click Clear Filter to view all jobs.
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Finding a job in the Inputs tab
This allows you to find a job based on a Machine, Person, or Supply:
1. In the Inputs tab, click + to open the category for the input used in a job.
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2. To find a specific job, highlight the input item and then select the Filter Jobs by Input check box.
All jobs that use this input appear in the Jobs tab.
To remove the filter, clear the Filter Jobs by Inputs check box or click Clear Filter in the Jobs tab.
Editing jobs
You can edit both planned and completed jobs.
1. Find the job you want to edit, see
Finding an existing job, page 83
, right-click it and then select
Properties .
2. Make the required changes to the Farming dialog—you can change or modify any field. See
Creating a planned job, page 67
.
3. You can also:
–
–
Add an input; select Add/ Input
.
Delete an input. See
.
4. Click OK to record the changes made to the job.
Removing/deleting jobs
CAUTION – Once a job is deleted, records are permanently removed.
You can delete planned or completed farming operations at any time. If you delete a job, it permanently removes the job and replaces any inventories (only if Accounting is enabled), and subtracts any charge units when inputs were used.
1. Find the job you want to delete. See Finding an existing job, page 83 .
2. Verify that this is the correct job—right-click it and then select Properties . To return to the Jobs tab, click Cancel .
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3. If you are satisfied that this is the job you want to delete, select it in the Jobs tab and then click
Delete .
To delete several jobs at once that are not grouped together, hold down the [Ctrl] key as you select each operation in the Jobs tab and then click Delete .
To delete several jobs at once that are grouped, hold down the [Shift] key, select the first job in the group and then select the last job in the group and then click Delete .
Exporting jobs
Once jobs are created, you can export both planned and completed jobs for different uses outside of the office or on another device. This may be called exporting or writing data. Jobs can be exported in several formats, including CSV and FODM (.xml) files, and for use with the Mobile software.
Exporting a job does not remove it or change it in the Jobs list. You can use the job data in another field or project.
Exporting CSV or XML files
You can export only one CSV file at a time, but you can export multiple jobs in a single XML file.
1. In the Jobs tab, scroll to the job or use the sorting and filtering options to find the job(s). See
Finding a job in the Jobs tab, page 83
.
2. Right-click the required job and then select Export, or click Export .
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3. Select a location in the Save in field, enter a name for the job in File Name and then select an option from the Save as type list. The options are Comma Separated Values File (*.csv) or FODM
XML File (*.xml).
4. Click Save .
The exported job is saved to the chosen location. Use Explorer to locate the file to copy it to a removable drive, attach it to an email, or import it back into the software.
Importing FODM XML files
You can import FODM (*.xml) files that were created by another user of the software or by other software. FODM files include field record data as well as any associated map data. The imported job is added to the Jobs tab where you can view, edit, print, or export it.
1. Select File / Read Job Data or click the Read Job Data icon .
2. Click Browse to select the File Location .
3. Click OK ; the XML file appears in the Job tab. The Linker dialog appears—click + next to Generic
Import and then select FODM XML (*.xml).
4. Click OK .
The imported job is added to the Jobs tab.
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Linking resources when synchronizing or importing jobs
When importing jobs from a file or from the Mobile software, there may be resources and job entry items that were not previously entered into the office software. These can be created elsewhere and then set up when importing. When a resource is entered in the field, a different name may be used than that used in the office.
The Linker dialog appears when you import jobs to create new resources and allows you to "link" new and current items. Once items are linked, the software assumes that the two different items are actually one. There are two resource lists: Operation and Desktop . If there are items in the Operation list, you must either create or link them using the desktop software.
1. Select an item in Operation Resources and then do one of the following:
– Click Create with the item highlighted on the operations resource side. This opens the
Commodity Properties dialog so that you can set up the particular item.
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– If it is a new item, click OK and then enter the required information into the Commodity
Properties dialog.
Note – You will not be prompted to enter this information until you have completed all the Link screens.
– If the item is the same as an item already listed in then click Link .
Desktop Resources, select both items and
If you are confident that the item was set up earlier, but it does not appear in Desktop
Resources , it may be a retired item. Select the Show Retired check box.
2. Once all items are linked or created, click OK .
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Merging crop enterprises
1. Select Resources / Enterprises .
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2. Select the two enterprises that you want to merge and then click Merge .
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Weather tab
The Weather tab allows you to enter weather observations and apply them to one or more fields.
The information can be edited, applied to additional fields, removed from fields, or deleted.
Adding weather information
1. In the Weather tab, click Add .
2. In the Weather dialog: a. In the Fields area, select the Farm / Fields to which the weather information will be applied. b. In the Weather information area, enter the Date, High Temperature, Low Temperature,
Precipitation , and Humidity .
c. Click OK .
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The weather information appears in the Weather tab.
3 – Field Record Keeping
•
•
You can now do any of the following:
• To edit weather information, select the item and then click Edit . To clear Clients/Farms/Fields, clear the check box. Once you have made the required changes, click OK .
To delete weather information, select the item and then click Delete .
To add additional weather information, click Add .
Viewing and printing a weather report
1. Do one of the following:
–
–
Select Reports / All Reports .
Click the report icon .
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2. Click + beside the Field category or click Expand All .
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3. Select Weather Report and then click OK .
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4. Select each item that you want to include in the report or click Select All to select all items.
5. Enter a Date Range and then click Preview .
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The Print Preview shows the first page of the report. To view other pages, click the Next Page [>] or Previous Page [<] icon.
Creating invoices
You can create invoices for use in billing custom-hire work, supply and crop sales, and Landlord percentages.
1. Make sure that the equipment, people, and supplies to be used in invoicing are set up correctly.
2. In the Inputs tab expand the tree for the required category, right-click the item you want to include on the invoice and then select Properties .
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3. In the Properties dialog, select the Invoice tab and then select the Include on Invoice check box.
Change the Description on Invoice (if required) and then enter a dollar amount in Invoice Rate .
4. Click OK .
5. Complete
through
Step 4 for all equipment, supplies, and people that you want to invoice.
6. In the Jobs tab, scroll to the job or use the sorting and filtering options to find the required job, see
Finding a job in the Jobs tab, page 83 .
7. Select the required job(s) to highlight them, right-click any selected job and then select Create
Invoice.
8. If a Landlord was set up for this field, you are prompted to select the inputs that must be billed.
Select from Farm Inputs Only, Landlord Inputs Only , or Farm and Landlord Inputs and then click
OK .
9. Select the Client / Landlord to be billed and then complete the other fields. Any items that you
through Step 4 appear on screen.
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To add additional items, click + , select Add Input and then enter the required inputs; to delete an item, click next to the item you want to delete.
10. If required, select the Comment or Footer check box and enter a message or footer to appear on the invoice.
11. Click OK .
Invoices appear in the Invoice tab.
12. To print an invoice, right-click the invoice and then select Print . From the print preview screen you can print or export the invoice.
You can also:
• Mark an invoice as paid: Right-click the invoice and then select column.
Paid . A cross appears in the Paid
•
•
If required, you can reverse this: Right-click the invoice and then select Unpaid . A cross disappears from the Paid column.
Change the invoice: Right-click the invoice, select Properties and then make the required changes .
Delete an invoice: Right-click the invoice and then select Delete .
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•
•
•
Submitting crop insurance data
Users of the software can submit their crop insurance records electronically to supported crop insurance providers by directly transferring planting and harvest data.
Before you can do this, you must assign the following in the software:
A County and State to each field, see below
RMA identities to commodities
A Type and Practice
Assigning a County and State to each field
To successfully use the Great American Insurance Submission option, assign a County and State to each field:
1. On the Farm tab, click + beside the appropriate Client or Farm to expand the tree view, right-click the required field and then select Properties :
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2. In the Field Properties screen:
3 – Field Record Keeping a. On the General tab, enter the Tillable acres . This data item will be exported to the XML
Export option only—it is not submitted to Great American Insurance.
b. Select the Info tab and then select the State and County where the field is located.
Note – If the State and County are already displayed, you must still click OK to record the information. c. Click OK to save changes.
Repeat this procedure for each field.
Assigning RMA Identities to Commodities
1. Select Resources / Commodities . The Commodities dialog shows all commodities currently used.
2. Select the commodity to which you want to assign an RMA identity and then click Properties .
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3. In the Commodity Properties screen, select the correct RMA Identity from the drop-down list (if this has not yet been done).
4. Click OK .
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Assigning a Practice and Type
You can assign the Practice and Type to fields when you submit the data or to the enterprise before data submission.
To assign a Practice and Type to the enterprise:
1. In the Farm tab, right-click the Crop Enterprise to edit and then select Properties .
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2. In the Enterprise Properties screen, select a Practice and Type from the drop-down lists.
The Practice and Type lists are limited to the appropriate choices for the field, based on the State and County selected in the Field Properties screen. If the correct Practice and Type are not listed, select the Show All Types and Practices checkbox to show all items for selection.
3. Click OK .
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Submitting data to Great American Insurance Group
1. Select File / Submit Insurance Data .
2. In the Crop Insurance screen, select Great American from the drop-down list, enter the correct
Harvest Year and then click Next .
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3. Enter the User ID and Password provided to you by Great American Insurance. If you do not have a User ID and/or Password, click the https://www.greatag.com
link to create an account.
4. Click Next .
5. Once the Ready to submit data message appears, click Finish .
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Linking crops
If you have crops within the software that do not have the same name as is used in the Crop
Insurance, you are prompted to link the crop listed in the software to the description in the Crop
Insurance Resources list. To do this, select the crop in the Desktop Resources list, select the matching crop in the Crop Insurance Resources list, click Link and then click OK .
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Changing Practices and Types
The Crop Insurance Policies screen lists all the fields within the selected harvest year that have a county and state assigned to the field, a crop commodity with an RMA identity, and a crop enterprise with a Practice and Type assigned.
You can assign or change Practices and Types on individual fields.
If you want to assign the Practice and Type to all of the fields with a selected Commodity, State, or
County:
1. Select Fill / Fill All Values .
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2. In the Crop Insurance screen, select the Show All Types and Practices checkbox to show all types and practices, not just the ones associated with the state and county.
3. Select the required Practice and Type from the drop-down lists and then click OK .
Filtering listed fields
1. Use the All Operations, All Commodities , or All Counties drop-down lists to filter the listed fields.
The fields that are marked with a check sign contain the information that will be submitted to
Great American Insurance.
2. Click OK to complete the submission process.
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Submitted data
Once the Submit Insurance Data process is completed, Great American Insurance will have the following information for each selected field:
Field Required? Description
Crop Year Yes Enterprise year for the particular crop assigned to the field.
State Yes
County Yes
State set up in the Field
Properties screen.
County set up in the Field
Properties screen.
Field
Name
Acres
Yes
No
Farm
Name
Yes
Field name for each field.
Acres entered into the
Tillable Acres field in the
Field Properties screen.
This data item will be exported to the XML
Export option only-it is not submitted to Great
American Insurance.
The name of the farm each field is assigned to.
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Field
RMA
Practice
Required? Description
Yes Practice for this enterprise selected in the Enterprise Properties screen.
RMA Type Yes Type for this enterprise selected in the Enterprise
Properties screen.
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FSA Farm No
FSA Field No
FSA Tract No
Legal
Section
Legal
Township
No
Legal
Range
No
No
FSA Farm Number entered in the Field
Properties screen.
FSA Field Number entered in the Field
Properties screen.
FSA Tract Number entered in the Field
Properties screen.
Legal Section Number entered in the Field
Properties screen.
Legal Township Number entered in the Field
Properties screen.
Legal Range Number entered in the Field
Properties screen.
Great American Insurance will receive the enterprise boundary for the crop. To verify the enterprise
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boundary, right-click the Enterprise and then select Edit Boundaries .
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Field
Planting Date
(Start Date)
Planting
Acres (Area
Farmed)
Required? Description
Yes Date crop was planted.
This date comes from any Planting or
Seeding farming operations entered into the program for the particular field and enterprise.
Note – If there is more than one Plant Date each plant date and the planted acres are included.
Yes The acres actually planted. This information comes from any Planting or
Seeding farming operations entered into the program for the particular field and enterprise.
Note – Verify that the
Planting Acres or Area
Farmed on the planting operation are correct before submitting the data to
Great American
Insurance. Make changes as necessary as these are the acres
Great American
Insurance looks for.
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Field
Harvest Date
(Start Date)
Harvest Acres
(Area
Farmed)
Required? Description
No This date comes from any Harvest farming operations entered into the program for the particular field and enterprise.
Note – If there is more than one Harvest
Date, each harvest date and the planted acres are included.
No Acres Harvested. This information comes from the Harvest farming operations entered into the program for this field and enterprise.
Note – Verify that the
Planting Acres or Area
Farmed on the planting operation are correct before submitting the data to
Great American
Insurance. Make changes as necessary as these are the acres
Great American
Insurance looks for
Quantity
(Total
Quantity)
Harvest Share
(Landlord
Quantity)
No
No
Total of harvest for this field. This information comes from the Harvest farming operations entered into the program for the particular field and enterprise.
The amount of harvest share if there is a landlord share for this field. The share amount is set up in the
Landlord tab of the
Field Properties screen.
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Reports
You can print reports for all of your machinery, field enterprises, and supply usage, including:
•
•
•
•
Equipment reports : Enterprise Statement, Fleet Management, Notation Report, Usage Reports
(Averages, Job Details, and Totals)
Field Reports : Field Equipment Usage, Field Enterprise Statement, Planning Summary by Crop, and Planning Summary Total
Fertilizer and Supply Usage Reports
Personnel Reports
Reports can be printed from the Reports dialog or from the Jobs tab and can be saved as Word documents, Excel spreadsheets, or PDF documents.
Printing Job reports
•
•
These reports are for planned and completed jobs:
The job report for a planned job is a work order to give to employees assigned to a job.
The job report for a completed job is a summary of the details of the farming operation that has been completed.
To print report(s):
1. In the Jobs tab, scroll to the job or use the sorting and filtering options to find the required job.
See Finding a job in the Jobs tab, page 83 .
2. Right-click the job and then select Print .
The preview report that appears lists all job elements.
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3. From the report preview, you can:
– Click the Print Setup icon to set the printer properties.
3 – Field Record Keeping
– Click the Print icon to print the report. In the Print dialog, you can select the pages and number of copies.
– Click the Export icon to export the report and save a copy.
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a. In the Export dialog, select the Format and Destination and then click OK.
3 – Field Record Keeping b. In the Export Options dialog, select the page range that you want to export, or click OK to export the whole report.
c. In the Choose Export File dialog, select the folder or removable drive where you want to save the report, enter a name for the file in File name and then click Save .
The report is exported to the specified location where it can be printed, copied, or emailed.
Printing a Job Efficiency report
You can print reports for all of your machinery, field enterprises, and supply usage.
1. Do one of the following:
–
–
–
Select Reports / All Reports.
Click the report icon .
In the Farm or Inputs tab, right-click an item and then select Reports .
2. Click + beside the Equipment category.
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3. Select Job Efficiency and then click OK .
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4. Select the required report and then click OK .
3 – Field Record Keeping a. Select each item that you want to include in the report. or click Select All to select all items.
b. Enter a Date Range .
c. Click Preview .
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The print preview window shows the first page of the report. To view other pages, click the
Next Page icon > or Previous Page icon < .
Printing Field, Equipment, and Supply usage reports
You can print reports for all of your machinery, field enterprises, and supply usage
1. Do one of the following:
–
–
Select Reports / All Reports.
Click the report icon .
– In the Farm or Inputs tab, right-click an item and then select Reports .
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2. Select the report you want to print. To do this, click + beside each category or click Expand All .
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3. Select the required report and then click OK .
3 – Field Record Keeping a. Select each item that you want to include in the report. or click Select All to select all items.
b. Enter a Date Range .
c. Click Preview .
The print preview window shows the first page of the report. To view other pages, click the
Next Page icon > or Previous Page icon < .
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4. From the report preview, you can:
– Click the Print setup icon to set the printer properties.
3 – Field Record Keeping
– Click the Print icon to print the report. In the Print dialog, you can select the pages and number of copies.
– Click the Export icon to export the report and save a copy.
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a. In the Export dialog, select the Format and Destination and then click OK.
3 – Field Record Keeping b. In the Export Options dialog, select the page range that you want to export, or click OK to export the whole report.
c. In the Choose Export File dialog, select the folder or removable drive where you want to save the report, enter a name for the file in File name and then click Save .
The report is exported to the specified location where it can be printed, copied, or emailed.
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C H A P T E R
4
Mapping
In this chapter:
Downloading road and waterway data
Calibrating and geo-referencing images without GPS data
Drawing and importing boundaries
Field boundary display: View changes
Assigning colors to fields by crop enterprise
Setting up and selecting layer attributes
Creating Guidance / Feature layers
Working with yield and as-applied maps
Working with grids and contour maps
Copying a layer to a different Farm or Field
The software provides unlimited layers for yield mapping, application logs, soil types, soil sample results, tile lines, and more.
If you import yield or application data into the software, it easily converts this spatial data into a field record.
See also, Chapter 7, Synchronizing with Trimble
AG Software Online .
4
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Toolbars
Toolbars contain icons (sometimes know as buttons) that enable you to perform many functions with
one click. For a description of these toolbars, see Toolbars, page 22 .
•
•
Job-Resource
Map
In addition, the software contains the Map-Editing toolbar.
This toolbar appears when you right-click a Field name in the Farm tab and then select Edit
Boundaries or when you click the Edit Layer icon. Use the drawing tools to draw field boundaries.
Depending on the types of maps showing in the Map tab, the toolbar contains up to 23 icons.
Icon/Tool
Select
Action
Select objects in the Map tab. This can be used to select items in a rectangle, circle, polygon, or line by clicking the down arrow.
Use Invert Selection to reverse the items that are selected on the map.
Edit Node
Include Polygon
Exclude Polygon
Split Polygon
Measure
Move the node points on a boundary or area / polygon map as well as for a line map to adjust the boundary/area/polygon/line shape:
Not available for point maps.
• Click-and-drag a node to move it.
• Double-click a line segment to create a new node.
• Right-click a node and then select Delete to remove a node.
The size of the selected area is shown, and changes as you modify the polygon.
Draw or add to a field boundary or area / polygon: Not available for point maps.
Exclude areas such as ponds or ditches from a field boundary or area/polygon: Not available for point maps.
Split a field boundary or area / polygon into separate area / polygon: Not available for point maps.
Measure objects in Map . Click where you want to start measuring and click again to start another segment. Total length and distance in the X and Y directions appear in the bottom right corner of the screen. The X and Y values are of the last segment only. Right click to stop measuring.
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Icon/Tool
Buffer
Endpoint
Midpoint
Grid Snap
Horizontal
Vertical
Pan
Zoom
4 – Mapping
Action
Select a part or all of an area or field boundary. You then enter a distance or a size of an area; the software splits the area based on your settings. This option is useful when creating setbacks, refuge boundaries, or terraces.
Forces the cursor to snap directly to the end of a line segment.
Forces the cursor to snap to the exact center of a line segment.
Lays out a grid on the screen and forces the cursor to snap to the corner of each grid while drawing. Right-click this icon to change the grid size.
Forces the cursor to move perfectly horizontal while drawing.
Forces the cursor to move perfectly vertical while drawing.
Click this icon and then click-and-drag on the map to move the map across the screen.
Click to zoom in; right-click to zoom out. The map centers where you click.
You can also click-and-drag to zoom into a specifically sized area.
Zoom In
Zoom Out
Zoom Layer
Zoom All
Import shapefile
Auto Draw
Display Options
Background Imagery
Save
Cancel
Save and Close
Zoom in without re-centering the map
Zoom out without re-centering the map.
Zoom the active layer into view. The active layer is the one at the top of Displayed Layers .
Zoom to the extent of all visible layers.
Import the contents of a file onto the current layer, such as a field boundary.
Automatically draw field boundaries based on imported point data
(such as a yield map) for the field.
Change colors and appearance of objects; add labels to a layer.
Display the Roads and Streets and background imagery for the world.
You need an Internet connection to be able to use the background imagery.
Save the changes you have made to a map—you remain in map editing mode.
Save the changes you have made to a map and return to the Map tab.
Return to the Map tab without saving any changes.
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Downloading road and waterway data
Importing roads and waterways makes it easier to know where to draw your fields and it adds GPS coordinates to the maps that you draw by hand.
You can use the Background Imagery icon to view roads and aerial imagery. Many roads and streets worldwide can be shown, with labels.
North American Roads and Waterways can also be downloaded as line data; other types of aerial imagery are also available. For more information, refer to http://www.farmworks.com/support/faqs/index.php
.
Click the Background Imagery icon .
The roads for the area appear.
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Calibrating and geo-referencing images without GPS data
Some images (for example, scanned FSA maps) do not automatically have associated geo-referencing data. The software has a calibration feature that allows you to assign three GPS coordinates to these images so that they line up with other geo-referenced maps (such as road and waterway maps). To geo-reference an image you must register GPS points, calibrate the image, and then load the image into the software).
Registering GPS points
1. Obtain three GPS coordinates that are on the image you are working with—the easiest way to do this is to use road and waterway data downloaded into the software.
2. Display the roads and waterways in the Map tab.
3. Right-click the first point that you can locate on the image and then select Register Location .
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4. The coordinates appear in the Registration Points dialog. Enter a Description that defines the location, for example, Home 11 NW Corner, and then click OK .
5. Repeat
to record two additional points.
Note – Calibration works best when the three points are not in a straight line and are spread out on the map. It is best if the three points form a right-angled triangle. The closer to a right-angled triangle, the more accurate the geo-referencing/calibration will be.
Calibrating the image
1. Run the Calibrate program. This is in the same location as the office software .
2. Click Open . The Load Image dialog appears.
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3. Navigate to the location where you saved the image to be calibrated, select it and then click Open to load it.
4. To calibrate the image, zoom in on the area where the first point was registered (as described in the previous section) and then click the Register Points icon .
5. Locate and then click the first point on the map and then do one of the following:
–
–
Select the point you created earlier (for example, Home 11 NW Corner) from the Registered
Points drop-down list.
Leave the Registered Points field empty and enter the coordinates for the point. You would need to do this if you manually identified a GPS coordinate using a GPS receiver.
6. Click OK .
7. Repeat
to record the next two points. When the third point is recorded, the calibration process starts.
As soon as the calibration process is complete, the map should be oriented correctly. If the map is not calibrated correctly, repeat
to recalibrate or select new registration
points. See Registering GPS points, page 127
.
8. Once your map is calibrated, click the Save As icon .
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9. The Save As dialog appears. Enter a name for the file and then click Save.
By default the program saves the file to C:\Farmproj\Images\Backdrop folder/directory.
10. Select File / Exit .
Loading the image
1. Exit the Calibrate program and return to the office software.
2. Select a Client, Farm, or Field name and then select Import Background .
3. Locate the calibrated image in the C:\Farmproj\Images\Backdrop folder and click Open .
The imported image is automatically displayed on the Map tab in the correct location.
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Drawing and importing boundaries
To add field boundary maps, do one of the following:
•
•
•
•
•
Draw them using the drawing and the free satellite imagery from the Internet. You can then trace outlines of your fields to draw more accurate boundaries.
Automatically draw them using imported yield data.
Import boundaries from third-party software (such as ArcView Shape File or .fgp file). To do this, right-click the name of the field and select Import Boundaries .
Read in other precision farming data using the Read Job Data option. See
.
After you draw or import field boundary maps, you can add labels with the names of the fields and change the colors of the maps to suit your needs. To easily view the field maps, select the names of the fields in the Farm tab: This shows every field boundary map for that farm.
Drawing field boundary maps
If you draw the fields by hand, you can use the roads and waterways, and imported background images to draw the fields as accurately as possible. If using yield data, you can use the Auto Draw
Drawing a field boundary map using the drawing tools
1. Select the Map tab to view the Map window and then select the Layers tab below the Map window to view Displayed Layers .
2. Click the Background Imagery icon to display roads and background imagery.
3. Use the zoom tools to find your field in the background image.
4. Right-click the field name in the Farm tab and then select Edit Boundaries .
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Note – If the Field is not in the Farm tab, see
Chapter 3, Field Record Keeping for instructions on how
to add the field.
5. On the Map-Editing toolbar, click the Include Tool - Polygon icon, to view the options—select
Include Tool - Rectangle, Include Tool - Circle Radius, Include Tool - Circle Diameter, or Include
Tool - Polygon. For a description of tools, see the
If you use the Rectangle or Circle tools, click-and-drag on the map where you want the boundary to be. When you release the mouse button, the polygon becomes complete. The Circle tool places the center of the circle where you click the mouse.
6. To draw a field boundary with Include Tool - Polygon: a. Click at one corner of the field. Move the cursor around the field and click to add as many nodes as needed. To create a curved effect, place the nodes closer together.
b. Move the Transparency slider to the left for a better view of the image through the polygon drawing.
c. To delete the last node added, right-click and then select Undo .
To cancel the polygon, right-click and then select Cancel .
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4 – Mapping d. Continue to add nodes until the entire field boundary is mapped.
e. To complete the polygon, right-click, select Finish and then click Save and Close to exit editing and return to the Map tab.
7. If required, use the Node Edit tool to edit the field boundary. For more information, see
.
Use one or more of the following to change a field boundary. After you make changes, click Save and
Close .
• Use the Exclude Polygon tool to remove any part of the field that is inside the boundary, for example, waterways, ponds, trees, and so on in the middle of a field.
Exclude tools work in the same manner as Include tools; they remove portions of the field, instead of adding them.
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• To re-include an excluded area, select the area with the Include tool.
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• Use the Split Polygon tool to split the existing field boundary into separate polygons.
For example, use the Split Line tool to split every line segment that crosses the polygon into two polygons. In a simple split situation, it is easiest to use the Line option. You can also split using the rectangle, circle, and polygon split tools.
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To remove a section that was split from the original field and paste to another field: a. From the Farm tab, right-click the split field and then select Edit Boundaries .
b. On the Map tab, left-click the area that is to be split off and copied to another field. The portion to be split off will have a hatch-mark appearance.
c. Right-click the section of the field that will be assigned to the other field and then select
Copy . d. Right-click the same section of the filed and then select Delete . e. Click Save and Close to exit map editing .
f.
From the Farm tab, right-click the field to which you want to add the split portion and then select Edit Boundaries .
g. Right-click outside the field boundaries and then select Paste Addition .
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4 – Mapping h. To remove the lines that appear between the original boundary and the addition, hold down the [Shift] key and then click each section. Once both sections are highlighted, right-click and then select Merge Polygons .
i.
Click Save and Close .
Automatically drawing fields from yield maps
If point maps, such as yield, planting, or spraying, are imported, the software can use that data to automatically draw field boundaries. This saves time, and the resulting maps are generally more accurate than those drawn by hand.
1. Select the Map tab.
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2. From the Farm tab tree view, double-click the job that includes the point data (yield or another job) from which to automatically draw the field-boundary map. The harvest map appears on the
Map tab.
3. Right-click the icon for the field that you want to draw a boundary for and then select Edit
Boundaries . The Map-Editing toolbar appears.
4. Click the Auto Draw icon on the toolbar above the displayed map. In the Layers dialog, select the layer to draw the boundary from. This should automatically default to the layer that is displayed.
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5. In the Auto Draw Options dialog, enter the equipment width that was used so that the software knows how far from the points to draw the field boundary. Enter a minimum area to prevent drawing small sections of the field around points that are not grouped together. You can modify this option to create a more accurate field boundary.
6. Click OK to begin the Auto Draw process. A progress bar appears.
7. Make any required changes to the field boundary before saving. If the boundary does not look correct because of holes in the middle of the field, or a small area was included that should not have been, either modify the boundary with the editing tools or delete the boundary and then try a different Minimum Area when using Auto Draw.
8. Click Save and Close .
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Importing field boundaries
You can import and view field boundary maps that were created with the mobile mapping software running on a handheld computer or other device, or maps created with other software, as long as they are in the correct file format. One of the most common file formats used for importing and exporting is ArcView shapefile. Before importing shapefiles of field-boundary maps, you must first save the shapefiles to a folder on your computer, and add the field names to the Farm tab for the maps you want to import. For more information, see
Chapter 5, Mapping Analysis and
Note – All shapefiles consist of three actual files: .shp, .shx, and .dbf. You must have all three to make a complete shapefile.
1. In the Farm tab, right-click the icon for the relevant field and then select Import Boundaries .
2. In the Import Boundaries dialog, locate the shapefile to import—only the .shp file appears—and then click Open .
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3. When prompted, click Yes to update Crop Enterprise with the same .shp file or click No to only apply it to the Field. The dialog only appears if you have created crop enterprises, for example
“2012 Corn”.
4. Under Coordinate System in the Import dialog, select the coordinate system that you used to create the shapefile. The program typically defaults to the coordinate system in which the shape file is assigned.
5. Click OK : The boundary is added to the boundary layer of the field and can be viewed in the Map tab.
6. Click Save and Close to save the map or click Cancel if you do not want to save the map.
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Viewing field boundary maps
Once you create a field boundary map, you can view the field boundary along with background images and other maps and field boundaries.
1. Select the appropriate Farm and then highlight the Field under that Farm. The field boundary appears in the Map tab.
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2. To view all of the field boundaries for one Farm, select the Farm . To view all of the boundaries for a client, select the Client . To view all field boundaries for all farms, click the User Information icon
at the top of Farm tree view.
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Field boundary display: View changes
To quickly see what was done recently to a field, what is growing in a field, or which fields belong to which farm, you can change the view on the boundary layer.
1. On the Farm tab, select the required Client, Farm, or Field.
2. If the Boundary Layer is not at the top of Displayed Layers , double-click it to move it there.
3. Change how the boundary layer appears under Views . There are seven options:
–
–
–
Clients: Boundaries are colored according to the Client to whom they are assigned.
Enterprises: Select a year to see fields colored according to the crop for the selected year.
Farms: Boundaries are colored according to the farm to which they are assigned.
–
–
Field Boundaries: All boundaries are colored the same.
Last Job: Select a year to see fields colored according to the crop for the selected year. They also have the pattern that was assigned to the last job for that year. Change a pattern from
Resources / Job Types.
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– Restricted Entry: Select a date range to see which fields have restricted entry (based on REI chemical usage), for that time frame.
Restricted Harvest: Select a date range to see which fields have a Pre-Harvest Interval (based on PHI usage), for that time frame.
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Exporting field boundary maps
Boundary maps can be exported in a number of formats so that they can be given to third parties for use in other software. Supported formats include ArcView Shape Files and Google Earth .kml files.
To export boundary maps:
1. Select the Map tab.
2. In the Farm tab, right-click the field to export and then select Export Boundaries . To export all of the field boundaries for a farm or client, right-click the Farm or Client name.
3. In the dialog that appears, select the folder or drive to save the exported file to and then enter a file name.
4. Select the type of file that you want to export the boundaries as (that is, .shp or .kml).
5. Click Save . The field-boundary map is saved to that folder or drive.
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Batch Shape File export
If you have multiple jobs that need to be exported as shape files, you can do this as a batch export:
1. Hold down the [Ctrl] key and then click the jobs you want to export.
2. Right-click any one of these jobs and then select Export.
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3. In the File Export Type field select the file type (either Arcview Shape File or FODM (*.xml) and then select the storage location for the files.
File names are created based on Client_Farm_Field_JobType_Date. The following image shows examples of created files.
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Assigning colors to fields by crop enterprise
Each field can have a different color depending on which crop is growing there. For example, corn can have a different color from wheat or soybeans. This can be useful when looking to quickly see what is growing in each field.
1. From the Resources menu, select Commodities .
2. In the Commodities dialog, select the crop for which you want to assign a color, or select Add to add a new crop.
3. Click Properties to open the Commodity Properties dialog.
4. From the Color list, select a color for the crop and then click OK .
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Any field that has that a Crop Enterprise assigned to it, appears in the chosen color in the Map tab.
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Assigning patterns
To quickly see which field is planted, harvested, and so on, assign patterns to job types so when that job is performed in a field, that pattern is visible.
1. From the Resources menu, select Job Types .
2. In the Operation Types dialog, enter a Description for the new operation, for example Corn
Harvest.
3. Choose the pattern to assign to the job type and then click OK .
Any field that had that operation performed on it last now shows the selected pattern. The color still shows any Crop Enterprise previously selected.
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4. In Views , select the crop year under Last Job .
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Editing Enterprise maps
There may be years where more than one crop is planted in a field. Multiple crop enterprises can be assigned to a field, and enable you to map crop locations.
For more information on creating enterprise maps, see Setting up a Crop Enterprise, page 57 .
1. In the Farm tab, right-click the Crop Enterprise to edit and then select Edit Boundaries .
2. Use the Map-Editing toolbar to create and split field boundaries.
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3. From the Split tool list , select Split Line to section off the crop portions. Click outside the boundary where the split is to begin, click outside the boundary where the split is to end, rightclick and then select Finish .
4. With the Selection tool , click in each section to verify the acres, shown in the lower right corner.
5. If the acreage is not correct, use the Node Edit tool to adjust the nodes.
6. With the Selection tool: a. Right- click the section of the field that will be assigned to another crop and then select
Delete .
b. Right-click the remaining section and then click Copy .
c. Click Save and Close .
7. Right-click the other Crop Enterprise and then select Edit Boundaries . a. Right-click the boundary map and then select Paste Subtraction . This places the deleted portion on the mapping screen. b. Click Save and Close .
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8. To view the Crop Enterprise, select the Field from the Farm tab tree view: On the Map tab, under
Views , select Crop Enterprises and the current year.
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Setting up and selecting layer attributes
Attributes contain the data that is within a layer. For example, a yield layer imported from a yield monitor might contain the following attributes: Mass flow, moisture, dry yield, flags, region, and so on. When importing a background map (also known as a layer) or soil sample data, for example, you must specify each attribute and what type of attribute it is. There are many predefined attributes, and you can add more. Setting a type for an attribute is very important: While there are generic types of attributes, such as Numbers, Text, and Yes/No, defined attribute types can be very helpful because the units will always be the same when that attribute is selected and you can have one common legend for all layers. This is very helpful when visually comparing two different maps, for example, soil test levels from one field to another. This will also become critical when making formulas for prescription generation.
To add an attribute type:
1. From the Resources menu, select Attribute Types .
2. To add a type to the list, click Add .
Enter a description and then specify the type.
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3. In the Attribute Type Properties dialog:
Field
Attribute Type Description
Type
Action
Enter a description.
Select:
• Number , if the attribute will contain only numbers.
• Text , if the attribute will be text.
• Choice , if there is a set list of values that the attribute will use. Legends can then be created based on the different choices. When choice is selected, whenever that attribute is used on a layer, they will all have common legends.
• Yes/No, to return only one of those values. This is commonly used in yield monitors to specify whether the header is up or down
(engaged/disengaged).
Numeric
Properties
Decimals
Minimum
Maximum
Unit of Measure None
If you select Numbers, enter the number of decimal places to show.
If you select Numbers, enter a value. The software disregards anything outside these values.
Rate
If you select Numbers, enter a value if there are no units associated with the number.
If you select Numbers, enter a value if the units are <unit1>/<unit2> such as bushels/acre.
Simple Units If you select Numbers, enter a value for everything else (seconds, pounds, bushels, and so on.)
4. When finished, click OK .
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Creating Guidance / Feature layers
Layers can be used for many types of map information including guidance paths, soil types, roads, and waterways.
You can also add Guidance/Feature layers for export to precision farming displays, such as the
Trimble FmX ® integrated display and the Trimble CFX-750
™
display. These layers include Guidance lines, Area features (for no-apply zones), Line features (tiling, identifying features, and so on), and
Point features.
Each Field can have only one of each of the four Guidance/Feature layers. Once a layer is created, double-click it on the Farm tab tree view and then the Edit tool to edit it.
When you use the Read Job Data option, the software automatically reads any layers that were collected with the device. These layers appear in the Farm tab tree view, and can be viewed and edited when you use the Write Job Data option.
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Working with Guidance Line Layers
Guidance lines can be read in from, and written to displays such as the Trimble FmX integrated display, the Trimble CFX-750 display, the CNH Pro 700 display, the New Holland IntelliView II display, and Ag Leader Integra and Versa Displays. For specific guidance line types and their supported monitors see the following chart.
Note – You can create guidance lines on a Trimble display and send them to a New Holland or AFS display and the other way around.
Supported platforms
Trimble ( Ag GPS folders)
Ag Leader
(*.agdata/*.agsetup files)
CNH
(*.cn1 folders/*.vy1 files)
Supported monitors
• FmX integrated display
• CFX-750 display
• EZ-Guide® 500 lightbar guidance system
• Integra display
• Versa display
• Case AFS ™ 200, Pro 300, Pro 600/700 displays
• New Holland Intelliview II, Plus II, III, IV displays
• FM-750 ™ display ( Ag GPS folders)
• FM-1000 ™ integrated display ( Ag GPS folders)
Supported platforms
Trimble
Compatible guidance line patterns
• Straight AB
• A+
• Curve
• Pivot
1
• Headland
• Freeform
Ag Leader • Straight AB
• Heading
• Pivot
1
• Adaptive Curve
• Identical Curve
• Smart Path
CNH • Straight
• Heading
• Circle
1
• Curve
• Spiral
1
• Field
1
Straight AB A+ Curve Pivot Headland Freeform : Trimble and Ag Leader pivot patterns and CNH circle and spiral patterns should not be edited in the software. The patterns can be deleted; however, editing the patterns will make the lines unrecognizable by the display.
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Supported platforms
Trimble and CNH
CNH and Ag Leader
Trimble and Ag Leader
Guidance line exchange options
• Trimble Straight AB to CNH Straight
1
• Trimble A+ to CNH Straight
• CNH Heading to Trimble Straight AB
• Trimble Curve to CNH Curve
1
• CNH Field to Trimble Curve and Straight AB
• CNH Straight to Ag Leader Straight AB
1
• CNH Heading to Ag Leader Straight AB
• Ag Leader Heading to CNH Straight
• CNH Curve to Ag Leader Identical Curve
• Ag Leader Adaptive & Identical Curve to CNH Curve
• CNH Field to Ag Leader Identical Curve & Straight AB
• Trimble Straight AB to Ag Leader Straight AB
1
• Trimble A+ to Ag Leader Straight AB
• Ag Leader Heading to Trimble Straight AB
• Trimble Curve to Ag Leader Identical Curve
• Ag Leader Adaptive & Identical Curve to Trimble Curve
1
Can work in reverse.
1. In the Farm tab tree view, right-click the field, select Add Layer and then select Create Guidance
Lines . The layer opens in Map Editing mode.
2. From the Map toolbar select one of the options:
–
–
–
To create a curved guidance line, see page 159
To create a straight guidance line, see
.
To create a guidance line at a specific angle, see page 160 .
Creating a curved guidance line
1. From the Line tool drop-down list, select the Curved A-B Line Tool .
2. Click to create the first point and then click to create each new point along the required guidance path.
3. When finished, right-click and then select Finish .
4. In the dialog that appears, click OK to accept the assigned name or enter a different name and then click OK . The name that you enter here appears in the device that you use.
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An A-B designation is added to the Guidance layer.
Creating a straight guidance line
1. From the Line tool drop-down list, select the Straight Line A-B Line tool .
2. Click to create Point A and then click in the correct location to create Point B.
3. In the dialog that appears, click OK to accept the assigned name or enter a different name and then click OK . The name that you enter here appears in the device that you use.
An A-B designation is added to the Guidance layer.
Creating a line at a specific angle (A + Line)
1. From the Line tool drop-down list, select the A + Line tool . The line is automatically 1.55 miles long.
2. Click to create Point A.
3. Continue to hold down the left mouse button and then drag to draw a line in the required direction. When the guidance line is in the correct direction, release the mouse button.
The A+ Direction dialog shows the angle of the line.
4. If necessary, change this angle. If you do change the angle, the path changes accordingly.
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5. Click OK .
6. Enter a name for the guidance line and then click OK . An A+ Line is added to the Guidance layer.
You can do the following with guidance lines.
• Adjust the guidance line: a. Select the Node Edit tool.
•
• b. Click the A-B line.
c. Pass over one of the node points; the cursor shape changes to a hand.
d. To move a particular node, click-and-drag the node as required.
e. To add a node, double-click the line where the node is needed, or right-click and then select
Add .
f.
To delete a node, right-click it and then select Delete .
Adjust the line placement: a. Click the Select tool .
b. Click and hold on the guidance line; the cursor shape changes to a hand.
c. Click-and-drag the line as required.
Create an offset path:
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a. Click the Select Tool .
b. Right-click the A-B line and then select Create Offset .
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• c. Enter values in Original Implement Width and New Implement Width . The software automatically creates the Net Offset .
d. Enter the Offset Direction and then click OK .
e. Click Save and Close .
Copied from layer to layer: a. Display the layer that has the lines that you want to copy.
b. Right-click the line and then select Copy . c. From the Farm tab tree view, select the layer to copy the line to.
d. Right-click and then select Edit Layer, or double-click to view the layer and then select the
Edit Tool from the Map tab.
Creating area features
Area features can include a no spray zone, such as a grass waterway, or ponds, lagoons, and hazards.
1. From the Farm tab tree view, right-click the Field, select Add Layer and then select Create Area
Features .
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2. Create features using the Mapping tools. For example, use the Include Polygon tool to click
(right-click to finish) and create an exclusion area.
3. In the Area Feature dialog, select the type of feature from the Name list and then click OK .
Creating line features
You can add Line features including cables, tiling, and hazards, to a layer.
1. From the Farm tab tree view, right-click the Field, select Add Layer and then select Create Line
Features .
2. Do one of the following:
– Copy an existing line: a. Right-click a line and then select Copy .
b. From the Farm tab tree view, select the layer to copy the line to. c. Right-click and then select Edit Layer , or double-click to view the layer and then select the
Edit tool from the Map tab.
d. In Map Editing , right-click and then select Paste .
– Hand-draw a line with the line tool: a. Select the Feature Line layer and then select Edit mode.
b. Select the Line tool .
c. Click to create the first point and then click to create each new point along the required path.
d. When finished, right-click and then select Finish .
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The drawn line features appear on the map.
Creating point features
Point features can represent landmarks such as rocks, trees, and other objects.
1. From the Farm tab tree view, right-click the Field, select Add Layer and then select Create Point
Features .
2. Do one of the following:
– To manually create points, select the Define Points tool and then click to add a point. In the dialog that appears, select a point name (type) from the drop-down list.
The points appear on the map. a. Display the layer with the point that are needing to be copied. b. Right-click a point and then select Copy .
c. From the Farm tab tree view, select the layer to copy the point to.
d. Right-click and then select Edit Layer , or double-click to view the layer and then select the
Edit tool from the Map tab.
e. In Map Editing, right-click and then select Paste .
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Multi Swath Lines management
The Multi Swath Lines management (also known as Crop Row Management or Advanced Guidance
Line Management) features of the software enable you to automatically generate swaths and planned planting swaths that can be used for guidance. In addition, the program can take completed planting swaths and then create crop rows that can be used for management on a row-by-row basis.
This functionality can be particularly useful for sugarcane and other crops where single rows are harvested.
Note – Multi Swath Lines layers must be assigned to an actual crop in order to be written out. Layers under Unassigned Crop will not be written. When writing data to a display, the multi-swath lines under the latest crop year will be written.
Crop Row Management
Enabling Crop Row Management
If you are designing planned Multi Swath Lines before you start working in the field or if you are creating individual crop-rows (typically for sugarcane operations), you must enable the Crop Row
Management tools. If Crop Row Management is not enabled, you can still read and write multiswath lines and you can also edit, delete and create new multi-swath lines to be written back out.
To enable Crop Row Management:
1. Select File / Preferences / Crop Row Management :
2. Place a check mark next to Enabled .
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3. From the Default Crop drop-down list, select the typical crop enterprise, such as 2014 Sugarcane.
Note – When data is read into the software, the program will create a Multi Swath Lines layer that will be used for crop row management or guidance. If the collected data does not include an enterprise, the Multi Swath Lines layer will be added to the Default Crop enterprise or Unassigned
Crop if Crop Row Management is not enabled.
4. If your crop enterprise is not listed select <Add/Edit> .
a. Click Add and then select a Commodity from the list or select <New> to add your own.
b. If you selected <New> , complete the Commodity Properties dialog.
c. Select the correct year from the drop-down list on the Commodities Properties dialog.
d. Click OK to save the entry and exit the Commodity Properties dialog.
e. Click OK to save and exit the Commodities dialog.
5.
If the Accounting software is installed , you must also select an account, which is used to keep track of costs associated with the crop, harvest, and other costs.
6. Click OK to return to the Crop Row Management dialog.
7. Once the enterprise is selected, click OK to exit.
Once Crop Row Management is enabled, you can import or read in your planting data to create crop rows. Planting data can be read in using the Read Job Data option or through the Office Sync option of the Connected Farm™ software. For more information on Office Sync, see Chapter 7,
Synchronizing with Trimble AG Software Online .
Reading job data
•
•
•
•
•
•
Supported displays
The software will read and write Multi Swath Lines data from the following displays:
Trimble FmX integrated display
Trimble CFX-750 display
Case Pro 700 display
New Holland Intelliview Plus IV display
FM-1000 integrated display
FM-750 display
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To read the job data, do the following:
1. Select File / Read Job Data .
2. In the left column of the Read Job Data dialog, click + next to the display the data was collected on and then select the specific data type listed below.
3. Under File Path , click Browse to find the storage card or folder where you saved the data.
4. In the Open dialog, select the appropriate file.
For example, to import Trimble data (from an FmX integrated, display, a CFX-750 display or an
EZ-Guide® system), navigate to and then select the Ag GPS® folder; for Pro 700/Intelliview Plus IV data, select the *.CN1 folder.
5. To select the job(s) to import, highlight each one. To select multiple files, hold down the [Ctrl] key while selecting.
6. Click OK .
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The import progress is shown as the software reads each of the files.
The coverage maps and the Multi Swath Lines layer will be added under the appropriate Farm and
Field and Enterprise.
Note – When data is read into the software, the program creates a Multi Swath Lines layer that will be used for crop row management or guidance. If the collected data does not include an enterprise, the Multi Swath Lines layer is added to the Default Crop enterprise or unassigned crop (if Crop Row
Management is not enabled).
Working with Multi Swath Lines as planting lines
1. In the Farm tab, locate the Multi Swath Lines layer under the applicable Client, Farm, Field and
Enterprise.
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2. Double-click the Multi Swath Lines layer to view it on the map.
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•
•
With the Multi Swath Lines displayed, the legend shows three different line types:
•
As Applied Line : The line that was actually driven when operating/planting.
Crop Row : Where the crop was planted based on the implement information entered into the display (in this example, an FmX or FM-1000 integrated display).
Planned : Planned crop row lines that can be created and then sent to the FmX display to follow during planting.
Editing row settings
If Crop Row Management is enabled, you can fix incorrect row settings that came from the display.
Note – This does not apply to Pro700/Intelliview Plus IV users. Implements for the Pro700/Intelliview
Plus IV are listed as Unknown and cannot be edited.
•
•
Enabling Crop Row Management allows you to have Planned, Applied, and Crop-Row Lines. If Crop
Row Management is not enabled, you will only have Applied lines. Crop Row Management allows you to:
Filter lines by Type (Planned, Applied, and Crop Rows).
Assign new lines to a Type (Planned, Applied or Crop Rows).
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• Implement Options that are used to generate Crop Rows.
If Crop Row Management is enabled and you write data to a display, the following rules apply:
•
•
•
If there are Applied Lines, they will be written to the display.
If there are Planned but no Applied lines, then the Planned Lines are written out.
Crop Rows are always written out if they are there. These are written along with the Applied or
Planned lines.
To edit Row Settings:
1. With the Multi Swath Lines displayed, click the Edit Layer icon .
2. Use the Filter drop-down list to show only certain lines, such as As Applied Lines, Crop Row, or
Planned Lines. Select < All > to view all lines.
3. Under Implement Options click Edit Implement .
4. Change the implement Width and/or the number of Rows , and then click OK .
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5. Click Update Crop Rows to make the changes to the multi swath lines. All of the Crop Row lines will be deleted and recreated based on the new settings.
6. Click Save and Close to save and exit Map Editing.
Creating planned Multi Swath Lines
The software enables you to create planned Multi Swath Lines from scratch. These lines can be based on any other lines including a portion of a field boundary. To create planned Multi Swath Lines:
1. In the Farm tab, locate the crop enterprise under the applicable Farm and Field.
2. Right-click the crop enterprise, select Add Layer and then select Create Multi Swath Lines .
A Multi Swath Lines layer appears below the Farm, Field, and Enterprise.
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3. Double-click the Multi Swath Lines layer to view the map.
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4. With the Multi Swath Lines displayed, click the Edit Layer icon .
5. From the Filter drop-down list select either Planned or < All >.
6. Under the New Lines section select Planned , so that all new lines are created as Planned lines.
Alternatively, select As Applied Line if you are working with actual driven lines.
7. Select the Smooth check box for the program to automatically smooth corners or turns when the planned line is created.
If you select this option, you must enter a turn radius value in the Smooth Options field.
8. Select the Extend and Clip check box for the program to automatically extend or clip the lines to the enterprise boundary for the field.
9. To manually create planned lines, select the Line tool from the Map Editing Toolbar.
10. Click to create the first point and then click to create each new point along the required path.
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11. When finished, right-click and then select Finish .
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The drawn line appears on the map in red
12. Repeat Step 10 through Step 11 for each line needed to complete the planned planting map.
Note – If the "Extend and Clip" option is enabled, any drawn lines that go outside the enterprise boundary will be clipped to the boundary. In addition, any lines that are within the enterprise boundary and do not intersect it, will be extended to the boundary.
Copying planned Multi Swath Lines from other sources
Lines can also be copied from another source/layer. This is useful if you have mapped a feature such as a terrace or low spot in the field as a "Feature Lines" or Path/Line layer. To copy lines:
1. Open the layer that contains the lines that you want to copy (such as a Feature Lines layer).
2. Right-click on a blank area of the map screen and then select I nvert Selection to select all the lines on the layer.
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3. Right-click again and then select Copy .
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4. Open the Multi Swath Lines layer.
5. Click the Edit Layer icon .
6. In the New Lines section, select Planned from the Type drop-down list.
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7. Right-click on a blank area of the map screen and then select Paste Addition to copy and paste the lines to the Multi Swath Lines layer.
8. To assign an implement to a line, right-click on the line, select Properties and then select the correct implement. If no implement is listed, select Unknown . If the line should have an implement, it should be an As Applied Line . Click OK to save the information. Implements are only needed if you want to generate crop rows from the data.
9. To create Crop Row Lines from the As Applied Line, select the implement from the drop-down list in the lower left corner. If an implement is not listed, select Unknown .
10. Click Edit Implement and then enter the swath Width and number of Rows to be created for each As Applied Line.
11. Select the Save as Default check box to default these settings for all future implements and then click OK .
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12. Click Update Crop Rows.
13. When prompted to confirm that the program will delete and recreate all crop rows based on the settings for the selected implement, click Yes . Crop rows are created based on the implement settings.
If you did not select Extend and Clip or Smooth , or you copied lines from another layer, you can still choose to extend the line and clip it to the boundary, and to smooth the line, as follows:
1. Click one or more of the existing lines on the map so that they are highlighted and flashing.
2. Right-click on the line and then select Extend . The selected line(s) will be extended and/or clipped to the enterprise boundary for the field.
3. To smooth lines, select them, right-click and then select Smooth .
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Working with offsets
Use the Offset Options dialog to map multiple lines that are evenly spaced out based on one of the already drawn lines. The offset option can be used with both Planned and As Applied lines.
1. Click one of the existing lines on the map so that it is highlighted and flashing.
2. In the Offset Options section, enter a Distance . This should be the distance between the lines
(typically the width of the implement that will be used - likely a planter).
3. Enter a Count that represents the number of lines that will be created.
Note – Lines will be clipped to the enterprise boundary so the program will never create more lines than will fit within the enterprise boundary.
4. Select a Direction that is relative to the order of points that make up the path. The selected line will have an A and B at the ends so that you can identify the direction.
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5. Do one of the following:
–
–
Click Create to create the offsets on the map.
Click Select to select the lines that were just created. The number and total length of the selected lines appear in the Information tab.
– Click Undo to remove the last offset that was created. If you click Undo multiple times, it will undo each previous set of lines that were created with the Create button.
If the line that was initially used for the offset has an Swath ID (right-click the line and select
Properties to see the line ID), the new lines that are created will also have Swath IDs. These IDs are numbered sequentially based on the ID of the line that was used.
Note – The Undo button will only undo lines that were made as a result of the Create button.
6. Click Save and Close to save and then exit Map Editing.
Working with Swath IDs for Case and New Holland displays
This option is available on Multi Swath Line layers for Case and New Holland displays only.
Swath IDs appear on the Case and New Holland displays and can be used to select individual Multi
Swath Lines. When Multi Swath Lines are read from a display, the ID is shown in the software. These
IDs can be changed if needed. In addition, Multi Swath Lines that you create in the software will have
IDs that are written and used on the displays.
To display labels for Swath IDs:
1. With the Multi Swath Lines displayed, click the Edit Layer icon .
2. From the Select Tool drop down list, select the Select Tool - Line option:
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3. Click outside the lines where the selection is to begin, click outside the line where the selection is to end and then right-click and select Finish.
4. The lines that the select line tool crossed should now be flashing.
5. Right click and select Add Label .
6. From the Layer Labels , select Swath ID and then click OK .
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All lines should now be numbered with the Swath ID:
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Editing individual line Swath IDs
1. With the Multi Swath Lines displayed, click the Edit Layer icon .
2. Click one of the existing lines on the map so that it is highlighted and flashing.
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3. Right click and select Properties .
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The Properties dialog displays details about the selected line such as the Type (of line), Name , and the Swath ID :
Lines are automatically assigned a Swath ID number, either from the display itself or when manually created in the program.
4. To change the Swath ID for the individual line, delete the existing number in the Properties screen and then enter the new number. Only the number for this particular line is changed.
5. Click OK to save the changes.
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Editing Swath IDs for multiple lines
1. From the Select Tool drop down list, select the Select Tool: Line option.
2. Click outside the lines where the selection is to begin, click outside the line where the selection is to end and then right-click and select Finish .
The lines that the select line tool cross should now be flashing.
3. Right click and select Properties .
4. In the Properties dialog, enter a new Swath ID and then click OK . Based on the number you enter here, all the highlighted lines will be renumbered sequentially.
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If the select line tool order was from left to right, the Swath ID will start with the new number at the left.
Creating clip lines
The program allows you to quickly and easily create lines based on other lines such as terraces that were mapped as feature lines. Additionally, the program enables you to clip created lines to other lines such as nearby terrace lines.
If the terrace lines exist on another layer (such as a Feature Lines layer) they must first be copied to the Multi Swath Lines layer. See the section Copying planned planting lines from other sources.
1. Double-click the Multi Swath Lines layer to view on the map.
2. With the Multi Swath Lines displayed, click the Edit Layer icon .
3. Click one of the existing lines on the map so that it is highlighted and flashing.
4. Right-click and then select Set as Clip Line . By making a line a clipping line, the program ensures that any created offset lines will be clipped to this line.
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The line and the outer boundary will be highlighted in green showing they are clip lines.
When you select another Planned line and choose the Offset option, the program will use the selected clip lines and boundaries as the stopping point for the offset.
5. To remove the Clip Lines, click Clear Clip Lines .
6. Click Save and Close to save changes and exit Map Editing.
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Clipping lines to an area
1. Select the clip lines that surround the area that you want to clip to and then make each line a clipping line.
2. Click somewhere inside the area.
3. Right-click and then select Set as Clip Area .
The lines surrounding this area will be red.
4. Click the line that you want to use as the offset.
5. Enter the required Distance , Count, and Direction .
6. Click Create . The program will create new offset lines that are clipped to the highlighted area.
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Writing out planned and crop row lines for use with a display
Planned lines and crop rows can be used with an FmX or FM-1000 display. These lines will be used as feature guidance lines that the display will guide to. All of the Planting Lines (including Planned and
Crop Rows), will be written when you select the FmX option in the Write Job Data dialog. In addition, these lines will be sent when you click Resource List in the Connected Farm tab.
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Working with the Buffer tool
Use the Buffer tool to create setback lines ( Buffer zones) .
1. If you are working with an area layer, select the Edit Layer Button on the toolbar to display Map
Editing . If you are working with the boundary layer, right-click the field or commodity name and then select Edit Boundaries .
2. On the Map Editing toobar, click the Buffer Tool icon .
3. Click a boundary line—this will highlight the line in blue.
To select more than one line hold down [Ctrl] and then click each individual line, or “rubber band” the entire area.
4. Right-click the highlighted line and then select Buffer All .
5. In the Buffer dialog, enter the Size and unit of measure to use to create the buffer, in Count enter the number of buffers you want to create and then click OK .
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The buffer is created.
6. To remove the buffer, select the Pointer tool. Hold down [Ctrl] and then click each section.
7. Right-click the selected section and then select Merge Polygons .
8. When the editing is complete, click Save and Close Editing .
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Working with yield and as-applied maps
The software can read job data from many different farming displays. This includes yield and coverage maps collected from devices such as the Trimble FmX® and CFX-750 ™ displays and from the
CNH Pro 700 and FM-1000™ displays.
Importing Job data
Use the Read Job Data option to read in precision agriculture data, including yield and as-applied maps. Insert the storage card or USB drive from your precision farming display into the computer card reader and then select Read Job Data . The Smart Import wizard guides you through the process.
1. From the File menu, select Read Job Data , or click the Read Job Data icon on the
Job/Resource Tools toolbar.
2. In the left column of the Read Job Data dialog, click + next to the type of monitor that the data was collected with and then select the specific data type underneath it. This filters the files shown in the right side of the dialog so that only the selected file types appear.
3. Under File Path , click Browse to find the storage card or folder where you saved the yield or asapplied data.
4. In the Open dialog, select the appropriate file. For example, to import Trimble data (from an FmX integrated display, a CFX-750 display, or an EZ-Guide system) browse to and then select the
Ag GPS ® folder; for Voyager Data, select the Index File.
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5. All jobs included in the selected file or folder appear in the Read Job Data dialog. To select the job(s) to import, highligh each one. To select multiple files, hold down the [Ctrl] key while selecting.
6. To change calibration and combine delay options, click Advanced Setup . Each monitor has its own
Advanced Setup, which can include settings for Combine Delays, Start Delays, and Stop Delays:
–
–
The Combine Delay sets the time from when the crop enters the header until the grain passes the sensor. If this value is incorrect, you will notice a “jagged” appearance from one pass to another in your high and low yielding areas.
The Start Delay is the time from when the header goes down until the crop starts passing the sensor. If this is too long, you may notice gaps when entering each pass: If too short, you may notice very low yielding areas at the start of each pass.
– The Stop Delay is the time from when the header goes up until the crop stops passing the sensor. If this value is incorrect, you may notice gaps when coming out of each pass or very low yielding areas at the end of each pass.
7. To filter out any data that might be considered bad, click Harvest Filter .
a. Select Use the harvest filter .
b. Enter values against any of the items to attempt to filter out incorrect data. Minimum and
Maximum filters can be set for Grain Flow, Mass Yield, Moisture, and Speed. You can use as many filters as needed, but be cautious about being too strict with a filter. Otherwise, good data may be filtered out.
If required, you can modify these filters after the file is imported.
8. Choose whether to:
– Delete fly away points to filter out any points that are away from the field because of bad GPS data. This is recommended.
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–
–
–
–
Import Fields Without Tasks allows field names that were set up on the monitor to be imported and set up in the Client Farm and Field List without having to first log a job for that field.
Update Field Boundaries . For certain monitors, this option allows a boundary that was logged and saved to the card to be updated when the jobs are read in.
Skip confirming Farm/Field Information . Select this option to have new Clients, Farms, and
Fields added to the Farm tab without being asked to confirm the name of each Client / Farm
/ Field
Skip confirming Supplies, Equipment and People . Select this option to have new Supplies,
Equipment, and People added to the Inputs tab without being asked to confirm the name of each.
9. Click OK . The import progress is shown as it reads each of the files.
The Linker dialog appears if the data includes anything (such as Client, Farms, Fields, Crops, or
Inputs) that does not already exist in your project. This links new resources from the data that have already been set up in the software.
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The Linker dialog shows two lists of resources: Operation (items created on the terminal) and
Desktop (items created in the desktop software). Items under Operation Resources must be created or linked with items under Desktop Resources .
a. Select an item in Operation Resources and then do one of the following:
– If it is a new item, click Create--> and then enter all of the applicable information in the screen that appears about that item. This creates a new resource in the desktop software. You can also leave the item linked to new and when the Linker screen is completed you are prompted to create the new item. If you selected the Skip confirming Farm and Field information check box, the program automatically creates those clients, farms and fields, under the appropriate location
– If the item is the same as an item already listed under Desktop Resources , highlight both resources and then click <--Link--> .
b. If a resource does not appear under Desktop Resources, it may be a retired item: Select Show
Retired .
c. Once all items are linked or created, click OK .
10. In the Farming dialog that appears, enter any necessary information for the farming operation(s) and then click OK . You can also edit jobs later in the Jobs tab. For more information, see
Chapter 3, Field Record Keeping
.
The yield or as-applied maps are added to Jobs under the appropriate Farm and Field.
11. To view the imported map: a. Make sure that Show Jobs In Land Areas is selected on the View menu.
b. Select the Map tab. c. In the Farm tab, locate the job under the applicable Farm and Field.
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d. Double-click the job with the yield or as-applied data to view the map.
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12. To view a different data type, select the points layer under Displayed Layers in the Layers tab and then select the required data. For more information on viewing yield data and modifying views, see the following sections.
Importing CNH vault data
The program allows you to import CNH data from AFS or PLM software using the Data Repository option (from the Read Job Data screen).
Note – Depending on how much data there was previously this process may take a few minutes to several hours.
1. Select File / Read Job Data , or click the Read Job Data icon on the Job/Resource Tools toolbar.
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2. On the left of the Read Job Data dialog, click + to expand the AFS CaseIH or New Holland option and then select AFS Data Vault (if you have AFS CaseIH data) or PLM Data Vault (if you have New
Holland PLM Data). This filters the files so that only the selected files appear in the right-hand side of the dialog.
3. Click Browse to locate the data:
If you are running the Windows 7 or Windows Vista operating system, this data will most likely be at:
C:\ProgramData\CaseIH AFS\AFS\Data\ , or
C:\ProgramData\Ag Leader\SMS\Data\
If you are running the Windows XP operating system, this data will most likely be at:
C:/Documents and Settings/All Users/Case IH /AFS/Data , or
C:/Documents and Settings/All Users/ Ag Leader/SMS /Data
4. In the Open dialog, select the Data folder and then click OK .
Depending on the location selected, the program will find all the *.CN1 folders underneath it.
This process can take from several minutes to several hours.
5. To complete the data import, complete Step 5
of Importing Job data, page 189
.
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Importing CNH large square baler data
You can use the Large Square Bale functionality in the software to analyze yield data created with a yield monitor with a large square bale harvester. When Large Square Bale data is read into the software, the program creates the following:
•
•
•
Harvest Summary data that includes the total harvest, date/time of the harvest, and the equipment used.
A map that shows where each bale dropped with details for each bale including the weight and moisture for each bale.
An instantaneous yield map that shows details logged by the harvester at a regular interval
(typically every few seconds).
Importing Harvest jobs
1. Do one of the following:
–
–
Select File / Read Job Data .
Click the Read Job Data icon on the Job / Resource Tools toolbar.
2. In the left column of the Read Job Data dialog, click + next to Case IH or New Holland and then select Large Square Baler Pro 700 (for Case IH) or Large Square Baler Intelliview IV (for New
Holland).
3. In the File Path field, click Browse to find the storage card or folder where you saved the data.
4. In the Open dialog, select the CN1 folder.
All jobs included in the CN1 folder appear in the Read Job Data dialog.
5. Select the job(s) that you want to import. To select multiple files, hold down the [Ctrl] key while selecting.
6. To filter out any corrupt data, click Harvest Filter and then select one of the following:
–
–
Delete fly-away points.
Import Fields without tasks.
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–
–
Update field boundaries.
Skip confirming Farm/Field Information
For more on Harvest Filter settings and options, see
The Harvest filter, page 228 .
7. Click OK . The import progress is shown as each file is read.
The Linker dialog appears if the data includes anything (such as Client, Farms, Fields, Crops, or
Inputs) that does not already exist in your project. This links new resources from the data that has already been set up in the software.
See also
Linking resources when synchronizing or importing jobs, page 88
.
8. Once all items are linked or created, click OK .
Manually entering the area harvested
Some monitors do not log enough information to calculate the area harvested (number of acres/hectares harvested). When this information is not provided, the software cannot automatically calculate the average yield per acre/hectare. To manually enter the area harvested:
1. Select the Jobs tab.
2. Find the harvest job to update.
3. Right-click the job and then select Properties .
4. In the Area Farmed field, enter the number of acres/hectares that were harvested and then click
OK to save the change.
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If you are unsure of the area of the field, you can create a boundary for the field. The program will then compute the size of the area.
The maps are added to the Jobs tab. Importing Large Square Bale data will give you two separate jobs and maps:
• The Stuffer map shows the GPS points that have been logged and details such as total and average weight.
The Harvest map shows only where the bales have been dropped. •
In the Jobs tab, select the check-box in the View column for either the Stuffer or Harvest map and then select the Map tab to view the selected map.
To overlay the bale drop locations, you can select to display the Stuffer map and then select to display the Harvest map.
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To increase the point size of the Harvest map so that the bale locations are visible:
1. Click Display Options and then enter a larger Point Size .
2. If required, select the Border option to create a border around the harvested points.
3. Click OK .
The bale drop location points should now be larger and easier to see.
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Analyzing yield and as-applied data
After you import job data, you may notice some patterns or areas of the map that are more or less different from others.
To compare and analyze the data in these imported maps.
1. In the Farm tab, double-click the required job to show the map.
2. In the Layers tab under Views , select the attribute and the view to analyze.
Attributes can include application rates, elevation and other details logged by the display.
Different displays will record different attributes:
– Some displays on some equipment (including selected models made by CNH and Trimble) will log advanced planting data that will be listed in this area.
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– Some displays on some equipment (including select models of CNH displays) will log engine details that will also be listed in this area.
3. Select the Information tab to view attributes for the data you are about to select.
4. Choose one of the Select tools.
5. To view information about the entire field, click-and-drag around all of the points to select
(highlight) them.
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The minimum, maximum, and average for all of the mapped attributes appear in the Information tab. The average is an average of each point and its yield only and does not represent the average yield of the field.
6. To select sections of the field to analyze, for example, a pattern or area that appears different, use one of the Select tools and then highlight the area to analyze on the map.
If you use the Polygon Select tool, click each corner of the area, right-click and then select Finish to close the polygon and select the points.
7. When you finish viewing the data, for example, average dry yield, select Invert Selection to reverse the point selection.
8. You can now compare this information to the data that was originally selected.
You can also use the Show Me feature when analyzing yield maps.
1. Click the Show Me icon and then select the attribute to be compared.
2. Enter the Range to view: From: 1 To: 1; From: 2 To: 2; From: 3 To: 3.
All the data not specified will be hidden.
3. Use the Select tool to highlight all data still on the map.
4. In the Information tab, view the data for the selection. For example, Region 2.
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5. Repeat Step 2 through Step 4 above to show and analyze each part of the field. For example,
Regions 1 and 3.
Comparing Dry Yield for each region shows Region 1 was the best while Regions 2 and 3 are exactly the same.
6. To cancel the selection, click the Show Me icon again and then select Make All Data Visible .
You can also use this method to analyze grid and contour maps, but be careful as these points have already been averaged.
Reprocessing Trimble yield data
The software allows you to reprocess Trimble Yield data by applying previously created calibrations to other yield data that was collected with the same controller. This is useful when you have some yield maps with better calibration data that you want to apply to other existing maps. You can also use this to correct data if an operator using a Trimble FmX or CFX-750 display makes a mistake and uses the wrong calibration data in the field.
To reprocess Trimble yield data:
1. Select Tools / Reprocess Yield Data .
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The Reprocess Yield Data dialog lists all the yield regions for yields logged with an FmX or
CFX-750 display.
2. From the Monitor drop-down list, select the serial number of the FmX or CFX-750 display.
3. Select the Commodity you are working with. Once you have done this, all the regions for the selected Monitor and Commodity appear.
To sort the Yield Regions, click any column header (for example, Date or Calibration). To reverse the sort order, click the same header again.
4. To further limit the yield regions that are displayed, use the Crop Year drop-down list.
5. From the Calibration drop-down list, select the calibration you want to use for reprocessing.
Details on this calibration will be displayed below the list.
6. Select the Regions to which you want to apply the selected calibration. To select multiple regions, hold down [Ctrl] on your keyboard and then click each region in turn. To select a series of regions, click the first region, hold down [Shift] and then click the last region in the series.
7. Click Reprocess Regions to apply the selected calibration to the selected regions—this applies the
Yield , Start, and Stop Delays . In addition, the Crop Density and its related calibration data is used to change the yield values for the yield data within each region.
Merging jobs
When you have imported yield data or application maps, you may have multiple jobs that you want to merge into one. Before you can do this, you must ensure that the jobs have the same client, farm and field name, job type, and crop enterprise.
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To merge jobs, do the following:
1. In the tree view, find the farm and field the jobs you want to merge were recorded for and them select the correct crop enterprise.
2. Select the Filter Jobs by Selection checkbox.
The list of jobs for the selected crop enterprise appear in the Jobs tab.
3. Hold down the [Ctrl] key and click each job that you want to merge.
4. Do one of the following:
– At the bottom of the Jobs tab, click Merge
– Right-click the selected jobs and then select Merge .
.
Once the jobs have been merged, only one job appears in the Jobs tab.
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Splitting point data
If you have data that includes multiple fields within a single job, the software allows you to split the job so that it can be assigned to the correct field.
1. To display the point layer, find the job in the Jobs tab and then select the check box against that job in the View column.
2. With the layer displayed on the Map tab, “rubber-band” the points that belong to another field.
The selected area appears in black.
3. Right-click and then select Split .
4. To split the selected points to a new task, click Yes when prompted.
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The newly split job appears in the Jobs tab—it has the same name as the current job, with the checkbox in the View column in bold.
5. To change the field name, right-click the newly split job and then select Properties .
6. In the Properties dialog, change the Field Name and any other information required and then click OK . This places the point data under the correct field.
Creating reconciled yield maps
Once a yield map is imported from a yield monitor into the software, the program allows you to edit the harvested quantities to match scale tickets or other sources. Editing the harvested quantity also allows you to create a Reconciled Yield Map.
1. Find the job you want to edit, see
Finding an existing job, page 83
, right-click the job and then select Properties .
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2. In the Farming dialog, select Scale Ticket and enter the scale ticket details if required, or change the bu/ac or the total Qty Harvested manually and then click OK.
See also Entering Scale Tickets, page 79
.
3. When prompted to create the reconciled map, click Yes to create the reconciled map; click No to make the change without creating the reconciled map, or click Cancel to cancel the changes and return to the Farming dialog.
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If you select Yes , a Dry Yield (Reconciled) view appears in the view column of the displayed layers tab when the map is displayed.
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Creating polygon variety maps
The program can automatically create a polygon variety map based on a planting job associated with a crop enterprise imported into the software using the Read Job Data option. These polygon variety maps can then be used for the variety locator on specific devices that are capable of variety locator features. The maps are included when you select a supported device (such as the FmX integrated display or the CNH Pro 700 display) in the Write Job Data field.
In addition, if you have yield maps, the program compares the varieties on this map to your yield maps and creates a yield by variety that is included on the Yield Variety Report .
If the planting job was not associated with a crop enterprise, but you have a planting job with a seed supply, you can add a variety map. You can also create a polygon variety map using the mapping tools if an imported variety planting map is not available.
Adding polygon variety maps
1. In the Farm tab, right-click the enterprise containing the field for which you want to create a variety map (for example, 2012 Corn ), and then select Add Layer/ Add Variety Layer .
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The variety layer is listed under the enterprise.
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2. Double click the Variety Map polygon layer to display it in the Map tab. It is displayed as a polygon/area map with the different varieties displayed in one map.
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Hand-drawing polygon variety maps
If you did not use GPS to map where your varieties were planted, you can also create a polygon variety map manually. These maps are not as accurate as a map created using GPS, but they provide a good estimate if you use variety locators and calculate yield by variety in the Yield Variety Report .
1. In the Farm tab, right-click the enterprise containing the field for which you want to create a variety map (for example, 2012 Soybeans ), and then select Add Layer / Add Variety Layer .
2. Typically you will want to use the field boundary as a starting point. To do this, click the field name. The boundary appears in the Map tab.
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3. Right-click the field boundary and then select Copy .
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4. The variety layer is listed beneath the enterprise. Double-click the Variety Map polygon layer—as this is not an imported variety planting map the layer in the Map tab is blank.
5. With the Variety Layer as the top layer, click the Edit Layer icon .
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6. Right-click anywhere on the map and then select Paste Addition to paste the field boundary into the Variety Map.
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7. Click the Split Tool icon and then select Split Line from the drop-down list to section the varieties. Click outside the boundary where the split is to begin, click outside the boundary where the split is to end and then right-click and select Finish.
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8. Select the Selection tool and then right-click one of the split sections and select Properties .
9. In the Object Properties screen, select the correct variety for that selection from the Variety field
Data drop-down list and then click OK .
10. Repeat
to assign the correct variety to other sections.
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11. Click Save and Close to save the changes. The Variety Map now shows the separate varieties with the corresponding legend.
Writing Variety maps to a supported device
To write the variety maps to a supported device (such as the FmX integrated display or the CNH Pro
700 display), use the program’s Write Job Data option.
1. From the Write Job Data screen, select the correct device and format.
2. If applicable, select Advanced Setup .
3. Make sure that Export Varieties is marked as True or Yes .
4. Click OK .
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Yield Variety report
The Yield Variety report uses the polygon variety map and any imported yield data map to create an average yield by variety for a particular commodity. It will then compare the results to give you the average yield for each planted variety.
To display a Yield Variety report:
1. Do one of the following:
–
–
Select Reports / All Reports .
Click the Report icon .
2. Click + beside the field category or click Expand All .
3. Select the Yield Variety Report and then click OK .
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4. Select each item that you want to include in the report or click Select All to select all items.
5. Click Preview .
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The Print Preview window shows the first page of the report. To view other pages, click the next page > or previous page icon < .
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Split Planting maps
Planting Maps are automatically created when split planting data is imported into the software using the Read Job Data option. Planting Maps appear as point data that can show rate unlike the Polygon
Variety maps that just shows variety.
To display the Planting map:
1. Click + to open the Client, Farm, Field and Crop Enterprise the job was recorded for. Double-click to display the map.
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2. The Planting map appears on the Map tab.
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The application rate appears in the legend at the bottom right.
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Editing legends
After you import yield or as-applied data, the software automatically creates a legend. You can change the color schemes to suit your needs, and add information to the legend, such as a description for each color range.
1. Double-click the job in the Farm tab.
2. Select the Layers tab.
3. In Views , select the data for which you want to edit the legend.
4. Click the Legend icon .
To change a legend to give a map a different appearance, do one of the following:
•
•
•
•
Use ranges that are created by the software. See
Using ranges created by the software, page 221
Create your own ranges. See Creating your own ranges, page 223
.
Change the colors. See
.
Creating a template, page 227 .
.
Using ranges created by the software
1. Select the Ranges calculate ranges. tab. There are four different options that the software uses to
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– Equal Ranges makes each range the same size. For example, each range could represent 10 units (10-20, 20-30, 30-40, and so on). You must enter three of the four following items: High
Value, Low Value, Spacing, or Divisions. The software calculates the fourth value.
– Equal Count places the same number of points/areas in each range. Enter the number of divisions you want the legend to have. The software calculates where the division breaks are.
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– Statistical calculates ranges based on the calculated standard deviation of the points in the layer. One standard deviation includes 68% of all points (centered on the average). Choose the interval spacing in standard deviations (1, ½, or ¼). You can also choose to round the range values to whole numbers to give the legend a cleaner look.
– Discrete ranges are generally not a good choice for job data. This option creates a separate range for each discrete value in the layer. This is used more for attributes that do not have many distinct values, such as soil test data.
Equal count, Statistical, and Discrete ranges give you statistical information about the data in the layer. The number of items (points), the number of unique values, minimum and maximum values, the average (mean), and the standard deviation are all calculated for you. These can help when deciding which type of range to use to view your data.
Creating your own ranges
1. Enter minimum and maximum values for each range. When you enter a minimum value for a range, the software enters the maximum value for the range directly below it and vice versa.
–
–
To add a range, click + at the top or bottom of the ranges.
To delete a range, click to the left of it.
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2. Once you select the type of range to use, click Apply .
Changing the colors
1. Select the Colors tab.
You can use color ranges created by the software or select your own, and you can save a color scheme to use on multiple layers. There are four color range options:
– Narrow spectrum allows you to choose the top and bottom colors; the software creates a spectrum in between based on three basic colors. To select the colors, click the color button at the top or bottom of the spectrum.
In the color palette, select basic or custom colors for the spectrum.
– Wide spectrum also allows you to choose the top and bottom colors, but bases the spectrum on five basic colors.
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– 3 Color spectrum is similar to Narrow spectrum, but it allows you to choose the center color.
– Contrast gives each consecutive range a contrasting color, instead of creating a spectrum of colors. This allows you to distinctly tell the difference between each range. This is not recommended for yield maps as you cannot easily differentiate between high and low values.
The Invert Colors button re-orders the colors from top to bottom.
2. To save a color scheme for later use, enter a description for the scheme and then click Save Color
Scheme . The scheme name now appears in the drop-down list.
3. To delete a saved color scheme, select it in the drop-down list and then click Delete .
4. Once you choose the colors for the legend, click Apply . The selected colors or spectrum appear beside each range in the legend.
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5. To choose individual colors from the color palette for each range, select the color button beside the range you want to change.
There are four options that can be used on the legend for a layer.
– Range Count
Count was used, each range should contain approximately the same number of points or areas.
shows how many individual values (points or areas) are in each range. If Equal
– Histogram shows a chart comparing the number of values in each range. If a Statistical Range is chosen, the histogram should appear as a bell curve.
– Range Descriptions allows you to enter a description beside each range. Use this to add information to a map where numbers alone are not enough.
– Values & Descriptions shows the values for each range and the description.
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Creating a template
This may be useful when comparing maps. For example, use the same legend for all corn yield maps and a different one for all soybean yield maps: If the same legend is not used for each map, the map color may be confusing. You can add a template to be used for a specific commodity or for all commodities.
1. In the Templates tab, right-click a Commodity and then select Add .
2. Enter a template name.
3. To use a template that was previously created, select the template and then click Apply .
Alternatively, right-click the template name and then select Apply .
4. To make a created legend the default for a certain attribute in a layer, right-click the template and then select Default .
5. To change a saved template, make any range and color changes, right-click the template name and then select Update .
6. To delete a saved template, right-click the template name and then select Delete.
The top area of the Legend dialog shows information about the current legend.
7. When finished modifying the legend, click OK.
The created legend is applied to the attribute on the selected layer.
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The Harvest filter
When you import yield or as-applied data, some of it, such as bad GPS data, or incorrect flow readings, may be considered invalid. In such cases, use the Harvest filter.
To enable and/or modify the filter:
1. On the Map tab, click the Harvest filter icon .
2. Select Use the harvest filter .
3. Enter minimum and maximum values for any items to filter out incorrect data.
Note – You can use as many filters as needed, but do not be too strict or you may exclude good data.
4. Click OK .
Any data that falls outside the filter conditions is removed.
This data is only temporarily filtered; original data remains intact.
5. To remove or modify the filter, click the Harvest filter icon.
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The Show Me feature
When you view yield or as-applied data, you may want to see a certain mapped attribute or property, or see only data that meets certain conditions. This may be useful when analyzing yield data, for example. In such cases, use the Show Me feature.
1. On the Map tab, click the Show Me icon .
2. In the Use column, select one or more Data Item(s) to filter. Items not selected will be hidden.
– If a selected item has choice data or distinct values, for example, markers, or engaged, associated with it, that information appears.
– If the selected item has numbers associated with it, enter a range to view.
Note – You can use as many filters as needed, but do not be too strict or you may exclude too much data.
For example, to see all points that yield above 200 bu/ac but below 21% moisture, enter 200 into
From and then enter 21 in To .
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The Show Me window shows the required details.
3. Click OK .
Any data that falls outside the filter conditions is hidden.
This data is only temporarily filtered; original data remains intact.
4. To remove the Show Me filter, click the Show Me icon again and then click Make all data visible .
5. To change the filter conditions, click Edit beside the Data Item.
Markers
Many monitors can place markers (or flags ) on a map to show the location of obstacles or other points of interest, such as rocks, tile holes, and wet spots, which you can view on a yield map for future reference or printing.
To view markers on a yield or as-applied map:
1. Click the Markers icon .
2. In the Markers dialog, select the marker to display.
3. Select the symbol to represent the marker.
4. Select the color button beside the symbol to choose a different color for the marker.
You can show as many markers as needed.
5. Click OK .
Markers appear on the map where the selected items are located, and descriptions appear in the
Legend tab.
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Working with grids and contour maps
Adding grids or contours to a map
Showing all collected points can make a yield or as-applied map look cluttered, and can make it difficult to see patterns across a field or to analyze data. To avoid this, you can create different views for each layer, such as grids and contours. You can also use grid or contoured maps to make variable rate application maps.
Note – A field must have a field boundary drawn before you can create a grid or contoured view.
To create a different view of a yield or as-applied map:
1. In the Farm tab, double-click the job to show it on the map.
2. In the Layers tab, highlight the layer to create a new view on.
3. Select the data attribute (such as Dry Yield ) to show in the Views tab and then click the Add View icon .
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4. In then New View dialog, select grid/contour options.
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Option
Output
Cell
Resolution
Action
Select Grid to see the data gridded.
Select Contour to see contoured zones of the data.
Select Area to base the view on another set of area map data such as a soil type map.
Enter a cell size.
• A smaller cell size gives more resolution, but takes longer to calculate.
• A larger cell sizes looks “smoother” but may not accurately represent the actual data.
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Option
Cell Data
Contour
Method
Search
Radius
Action
Select Average or Inverse Distance.
• Average uses all points within the cell size and weights them all the same. It is typically used with yield data and application maps that have a large number of points.
• Inverse Distance places more weight on points close to the center of each grid and less weight on points farther away. Enter the Search Radius and
Neighbors. It is typically used for soil test results and maps where you do not have a large number of points.
Enter the distance from the center point to look for points to use in the calculation.
Neighbors Enter the number of neighboring points to use in the calculation.
Fill Blanks If there are ‘holes’ in the data, select this to avoid gaps in the field.
Smoothing Move the slider to smooth transitions between ranges. This makes the map appear less ‘choppy’ and random looking.
Minimum
Area
Enter a minimum area for each zone. Larger minimum areas look smoother, but may not be entirely represent everything inside that zone.
5. When finished, click OK .
–
–
–
Each view appears with a description under Views .
To see a view in the Map window, highlight it.
To see how many acres are in each range for a grid or contour map, click Range Count under
Legend .
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– To put a border around each contour or grid, click the Display Options icon , Border and then select the color of the border from the drop-down list.
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6. To view the original map points, click Base Data .
Base Data is listed below the attribute the contour was based on. For example, if you used Dry
Yield information to complete the contour, the Base Data and the Contour View are listed in the
Views column.
7. To delete a view, right-click it in Views and then select Delete View.
Example
The following describes how the program creates a view using Inverse Distance :
1. The program breaks the fields into grids based on the grid size that was entered.
2. To figure the value of the grid, the program draws a circle that has a radius of the size that is entered.
3. The program takes the values of the X points (defined as the # of neighbors to use) that are nearest to the center of the circle.
4. The program figures the value for the grid by weighting the points based on their distance from the circle so that the point that is closest to the center of the circle is weighted more heavily than the point that is further away.
5. The program takes the value that it computes, references the legend, and determines the color.
Averaging polygons
The software enables you to average all points that fall in a polygon from a different layer, which can help when comparing yields versus soil types.
You must have a layer with polygons over the same area as your points layer. For example, a soil type map for a field that your yield map is in.
1. Show the points layer to average and then select the attribute under Views to analyze.
2. Click Add View and then select Area in New View .
3. Click Browse and then find the area layer to use for the analysis.
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4. Do one of the following:
– Select Grid then average base data to have the program grid the points before it averages them over the polygon. This helps to smooth out the data.
– Select Create new composite layer to create a new polygon layer that includes all the attributes from both layers (point and polygon). The new layer will be an area layer that has the same areas/layers that existed on the selected Area layer. However, the attributes will include the attributes from the point layer (as well as the area attributes).
5. Click OK .
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The software creates a new view that averages all points within each polygon.
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Animating layers
Click the Layer Animation icon to see any map replayed in the order in which it was created. This is useful if you want to replay how a field was worked.
1. Make sure that the visible layer is at the top in Displayed Layers .
2. Click the Start Layer Animation icon .
3. Once the playback starts, the Stop Layer Animation icon becomes active. Click it to stop the current playback.
4. As required, click the arrow and then select a playback speed.
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The Transparency slider
Use the Transparency slider to reference a map layer directly below the current map:
1. In the Farm tab, double-click required layers to move them to the Displayed Layers list.
2. Highlight the layer to make transparent and then move the Transparency slider in the lower right corner to “see through” the top layer and onto the second layer.
You can adjust any visible layer and then change the display order using the display order buttons next to the list.
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Soil Type maps
You can import ArcView shapefiles and generic text files that contain soil type data. If the files have
GPS coordinate data, the software can clip the contoured soil type maps to the boundaries of your fields. If you download large soil type maps, the clipping shows only the soil types within your field boundaries. After you import the soil-type maps, the software automatically creates a legend. You can view soil type maps overlaid on yield maps to perform analysis based on soil type.
Note – You must have a field boundary drawn to clip soil types to a field.
Downloading and importing soil type maps
To download available digitized soil type maps, go to http://www.ncgc.nrcs.usda.gov/products/datasets/ssurgo/ .
To import a soil type map:
1. In the Farm tab, right-click the field for which you want to import the soil type and then select
Import Background .
2. Locate the soil type map to import and then click Open . You must select Clip background to field boundary to limit the soil type map by the field boundary. To access this option, you must rightclick a Field name (not the Farm or Client).
3. In the Shapefile Import dialog, select the Coordinate System, Datum, and Zone. This information is usually in a text file downloaded with the soil type data.
4. Click OK . The soil type map is imported and clipped to the boundary of the selected field.
5. Select the property to show in Views . A legend is created based on the current attributes.
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6. If required, select an area and view the data in it on the Information tab.
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Soil samples
You can easily create soil-sampling grids for use with the mobile mapping software running on a handheld, laptop, or tablet computer. The exported grids provide the target points used for soil sampling while out in the field. Soil Sample grids can now be created as a planned job for syncing over to the mobile mapping software and other consoles.
Later, when you receive a digital file with the soil test results from a lab, the data can easily be imported. The software shows the soil test data and enables you to quickly create grid or contour views of the test results. You can also create VRA prescription maps from imported test results.
Creating a soil sample grid map
You must use a field that has a boundary map and you must know how large you want the soil sample grids to be. You can create the soil-sample grid map, create the sampling points and then export the map to the mobile mapping software.
1. In the Farm tab, highlight the field you want to create a sampling grid for.
2. In the Map tab, right-click the field boundary map and then select Make Sampling Grid .
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3. In the Create Sampling Grid dialog, configure the following options:
–
–
–
Include sampling Points and/or include Areas.
Create a planned job. If you select this, you do not have an option to clear Points.
Select the size of the Grid in Feet, Miles, or Acres (Meters, Kilometers, or Hectares).
– Select how to lay out the Grid Pattern.
Uniform places the points in the center of each grid.
Stagger Vertically places the points in the center of the grid from side to side, but staggers them up and down.
–
Stagger Horizontally does the opposite.
Select whether you want to create Sample IDs and specify the number from which to start assigning IDs.
The cursor changes to a grid.
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4. Click in one corner of the field, move the cursor in the direction that you want the grids to be aligned and numbered and then click again.
–
–
The soil sample grid is created, the layer is added to Displayed Layers , and the grids appear in the
Map tab.
If you selected points and areas, there is a separate layer for each.
If you selected job and area, you will have a separate layer for the area.
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– If you selected planned job, it contain the points; there is no separate layer.
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5. To view labels for the Soil Sample Point IDs: a. Click the Display Options icon and then make sure that Show Labels is selected. To change the font and size, click the Default Font icon.
b. Click the Edit Layer icon to show the Map – Editing toolbar.
c. Click-and-drag around all points to select them. d. Right-click and then select Add Label.
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Modifying soil sample grid maps
As required, you can move, add, or delete sample points:
1. Under Displayed Layers , double-click the points layer, or use the arrows to move the layer to the top of the list.
2. Click the Edit Layer icon to show the Map – Editing toolbar.
3. To move a point, click and hold it until the cursor turns to a hand. Drag-and-drop the point to the new location.
4. To add a sample point to the map, click the Define Points icon and then click the map where you want the new sample location.
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5. If you chose to create Sample IDs, you can enter an ID for the new point.
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6. To delete a point, select it and then press [Delete] .
Alternatively, right-click and then select Delete .
7. When you finish modifying sample points, click Save and Close , or click Cancel to discard changes.
Exporting soil sample grid maps
You can export the soil-sample grid points and area maps for use with mobile mapping software. If you created a planned job:
1. In the Jobs tab, scroll to the job or use the sorting and filtering options to find the job(s). See
Finding a job in the Jobs tab, page 83
. Planned jobs are in orange and show the Planned icon.
2. Select the job(s).
3. Right-click any selected job and then select Work Order / Mobile . The Export icon is added to each planned job you select. After you synchronize with the mobile mapping software, the export icon is removed from the jobs.
You can mark a job for export (as a work order) and synchronize as many times as required.
Once these soil-sample grid maps are transferred to the device, you can view them as background layers and then navigate to each point or area on the map to pull a sample.
1. In the Farm tab, select the Sample Grid layer(s) to export. Double-click the layer(s) to display the map in the Map tab.
2. In the Farm tab, right-click the layer and then select Export .
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3. In the Layer Export dialog, select the following:
Field
Export Type
Layer
View
Action
Select:
• AgLeader Basic or Advanced (for use with a PF3000 vehicle, for example).
• ArcView shapefile (GIS software)
• Comma Separated Values (Microsoft Excel
®
spreadsheet)
The export option for exporting the Sample Grid Layer are ArcView shapefile and
Google Earth .kml files.
Enter the required layer.
As you right-clicked the layer and selected Export , the Layer defaults automatically and cannot be changed.
If you created multiple views, select which view to export.
For this particular export, your only option is Base data .
4. Click Browse to select the location to export to.
5. Click OK .
Importing soil sample data
When you receive the results of soil sample tests from a lab, you can to import this data directly into the Soil Sample layer that was used when sampling. The software can then create grid or contour maps based on nutrient values. You can also use this information to create variable rate prescription maps.
1. Click the Read Job Data icon .
2. Select the appropriate type of file under Generic Import (.csv, .txt, or .shp).
3. Click Browse to locate the file that contains the soil sample data.
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4. Select the file and then click OK .
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5. Choose whether the file contains latitude and longitude coordinates along with soil sample values or if it needs to be joined with another file to obtain the coordinates.
You can open the .csv or .txt files in a spreadsheet to see if coordinates are included: With data sent directly from the lab, coordinates are not normally included. If the file must be joined with another, and you created the sampling points, export the points layer as described in
Exporting soil sample grid maps, page 247
.
It is often easier to open the file that contains the data in a spreadsheet while going through the import process.
If you will import more than one file, you can create and save a template to make the import process much faster. If a template already exists, select it from the drop-down list. You can also delete any previously created templates.
6. Select the type of delimiter within the file. If you open the file using aa text-editing software, such as Notepad, whatever character separates the values from each other is the delimiter. CSV files are comma delimited.
The Header row shows how many rows there are in the file before the data. The software skips these rows when importing the data.
The Title row contains the name of the attribute to be imported. For example, Client, Field, pH, K, or OM.
7. If you join a file with a shapefile, you must select an attribute to match the rows in the data file to the points in the shapefile. SampleID is generally used to do this.
8. Select which columns in the data file to use: Select the check box above each of the attributes to be imported. If you selected the correct Title row, that row is populated.
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9. Enter the Attribute Type, Units, and so on in each column. To view example data directly from the file, scroll down in this window. Use this to determine the correct number of header rows and
the title row. For more information, see Setting up and selecting layer attributes, page 155 .
–
–
–
– a. Enter or select values for the following:
Used : Select each attribute to import.
Type : Select a type for under each attribute to be imported. To add a new type, select
Add/Edit. You must select the correct type. If legends are to be shared from one layer to another, an attribute type must be created for that attribute. Otherwise, you can select Text or Number for the type.
Title : If you select Text or Number, enter a title.
If the attribute is a Number, you can select the units that are associated with the attribute as well as set minimum and maximum values on what is imported. Anything outside these values is not imported.
– No Data : If you enter a value in this row, anything matching this value is not imported.
b. When finished, click OK .
10. To save the template to import a similar file later, click Save Template and then give the template a name.
11. Click OK .
12. In the Farming dialog, enter all of the applicable information.
13. Select the correct Field Name and then click OK . The job is placed under the selected field.
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14. To view the map, double-click the job name in the Farm tab.
15. You can now select any of the attributes to automatically create a legend under Views .
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16. You can create grid and contour maps with soil sample points, similar to yield maps. When you draw a grid or a contour map from soil sample data compared to yield data, consider changing the parameters. For example, use fewer neighbors—6 instead of 800—and a larger search radius since there are fewer points.
You can now use these grid and contour maps to create variable rate prescription maps. See the following sections.
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Selecting attributes and attribute types
When you import a generic file (.csv, .txt, and so on) or a shapefile, you must choose which attributes to use and then set their properties and limits. The soil sample import above is used as an example here.
1. Enter or select values for the following:
–
–
Used : Select each attribute to import.
Type : Select a type for under each attribute to be imported. To add a new type, select
Add/Edit. You must select the correct type. If legends are to be shared from one layer to another, an attribute type must be created for that attribute. Otherwise, you can select Text or Number for the type.
Title : If you select Text or Number, enter a title. –
–
–
If the attribute is a Number, you can select the units that are associated with the attribute as well as set minimum and maximum values on what is imported. Anything outside these values is not imported.
No Data : If you enter a value in this row, anything matching this value is not imported.
2. When finished, click OK .
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Copying a layer to a different Farm or Field
You may need to copy a layer from one Farm, Field, or Category to another. For example, if the layer was incorrectly placed, or you need a copy for another crop—if you use the same soil sample locations in different years.
1. In the Farm tab, right-click the layer to copy and then select Copy .
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2. Right-click the Farm, Field, or Category to paste the layer into and then select Paste .
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Once you have selected Paste, you are prompted to select one of the following:
All Data : This copies the attributes and the map.
Map Objects Only : This copies the map only.
Layer Objects Only : This copies the layer properties only.
The layer should now appear with the correct properties showing below the new location
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Creating VRA maps
You can use soil type maps or any imported soil sampling maps to create VRA maps. You can export the application maps that you create for use with most commonly used variable rate controllers and hardware systems.
1. Add the people, machines, and supplies that will be used for the job to the Working Group . If you prefer, you can choose to add only the supplies used now and add the people and equipment later.
2. In the Farm tab, double-click the layer to use to create a VRA map to show it in the Map tab. This must be an area layer that has different zones (soil type layer, for example) or a points layer that
has grid or contour views created. To create your own layer with custom-drawn zones, Editing
.
3. Under Views , select the attribute and the view to create the VRA map from.
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4. Right-click the view and then select Create Application Plan .
The Farming dialog appears, which enables you to create a planned VRA job.
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5. Make any necessary changes to the plan and then click OK .
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6. Enter the Default Rate , which is the rate applied any time the machine travels outside of the VRA map.
7. Select the product to be varied and then enter the prescription values into the cells that correspond with the zone colors on the map.
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The average rate, total quantity, and cost are automatically calculated. This information can be extremely helpful when purchasing supplies.
8. To adjust the total quantity to be used on the job, click Adjust and then make the changes. This changes the rate in each zone to compensate for the added/subtracted total quantity.
9. If there is a layer visible underneath the application layer, adjust the Transparency slider to view that layer through the new application layer.
10. When you finish creating the VRA map, click Save and Close .
The planned job appears under the appropriate Field in the Jobs tab and the Farm tab.
Exporting VRA maps
After you create a VRA prescription map, you can export it to use with various hardware systems, and software applications, such as the mobile mapping software.
Depending on your needs, you can export:
•
•
•
Just the map as a shapefile to a removable device, such as a USB drive or storage card.
The planned job, with the map, to a device such as a Nomad® or Juno® handheld running the mobile mapping software.
The map, with inputs, field names, boundaries, and (if applicable) polygon variety maps to a third-party controller or monitor, using the Write Job Data process.
Note –
You must first create the polygon variety map, see Creating polygon variety maps, page 208
.
The variety map can then be used for the variety locator on devices that can use variety locator features.
Exporting a VRA map as a shapefile
To export a VRA prescription map as a shapefile for use with a third-party variable rate controller:
1. In the Map tab, select the Jobs tab below the Map window.
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2. Find the planned job that contains the prescription map to export and then select the View check box. The prescription map appears the in Map window.
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3. Right-click the job and then select Export .
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4. In the Job Export dialog, select the location to save the prescription map to, enter a name for the file and then select Arcview shapefiles under Save as type .
5. Click Save .
You can now copy the shapefile or use it where needed from where it is saved.
Note – Remember when copying and pasting a shapefile that it contains three files (.shp, .shx, and
.dbf).
Exporting VRA map to a third-party controller or monitor
1. In the Map tab. select the Jobs tab below the Map window.
2. Find the planned job that contains the prescription map to export and then select the View check box. The prescription map appears in the Map window.
3. Right-click the job, select Work Order and then select Console .
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The Write Job Export icon appears in the row for that job.
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4. Do one of the following:
–
–
Select the Write Job Data icon .
Select File / Write Job Data .
The Write Job Data dialog shows third-party controllers and monitors to which that you can write
VRA maps, inputs, field names, and boundaries.
5. If your particular controller or monitor is not listed click Cancel and then select Help / Check for
Updates .
Newer versions of data drivers or data drivers that have not been installed are listed here.
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6. Check for updates: a. Go to the Help menu and check for updates.
Checking for updated data drivers (an Internet connection is required) will show all updates that are available for programs or drivers that have been installed before.
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4 – Mapping b. If you select the Show all available components check box, all updates that are available appear, even if they have not been installed before.
c. If you select the Check for updates at start-up check box, the server will check each time the program opens (an Internet connection is required).
7. To download updates, select the checkbox next to the correct driver and then click OK.
8. You are prompted to close the program. Click OK .
An Updates screen appears that lists all the updates that must be installed.
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9. Highlight the driver and then click Install .
10. Continue the procedure to complete the driver installation.
11. When prompted to restart the software, click Yes .
12. With the program opened continue the import process.
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13. In the Write Job Data dialog, click the plus sign next to the correct third-party device.
Depending on the device, there may be several formats for writing information.
14. Select the correct format, so that it is highlighted.
15. Click Resource List . Here you can limit the Clients/Farms/Fields and Inputs that will be written out along with the planned job.
Note – If you have selected to write out to a Trimble FmX integrated display, there is a Job Types option that enables you to send only certain Job Types or events to the display.
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16. Depending on the selected device, you may have an Advanced Setup option with settings that also depend on the selected device. Complete the options as appropriate.
17. Click Browse to select the drive reading your removable device, such as a Storage Card or USB.
18. Highlight the correct drive in the Browse for Folder window and then click OK .
The correct drive now appears under File Location .
19. Click OK . A progress bar appears while the software writes the selected information.
20. When the confirmation message appears, click OK .
21. You can now take the card to your device.
Note – You can write the Inputs and Farm/Field information to a third-party device without selecting a job for export.
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Printing maps
When printing maps, the legend that was created for the map (including histograms and descriptions), as well as details about the job are included on the printout.
To print a map of yield or as-applied data:
1. From Job/Resource Tools , click the Map Report icon .
2. Under Layout , select the layout to use: Portrait and Landscape are standard layouts. To create your own layout, select <Add/Edit> .
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3. If you select <Add/Edit> , the Map Print Layout dialog appears.
4 – Mapping a. Enter a description and then select the orientation of your page. b. If required, change the margins of the printed area on the paper.
c. If required, adjust the size of the items on the page: Select items and then drag their borders. d. To remove an item select it and then press [Delete] . e. To move an item, drag-and-drop it.
f.
In the Items tab, select items (to add to the page) or deselect items (to remove from the page).
g. To save and apply your layout, click Record and then click Done . This layout now appears in the drop-down list for future use.
4. Select the area to print:
–
–
–
–
Window prints whatever is on the Map tab.
All prints all of the displayed layers and zooms out to the full extents.
Select Area allows you to drag a box around the area to print.
Specific Field prints only the field you choose.
Note – You can click-and-drag the bars to the left and bottom of the map area to change the size of the map window. This changes what will be printed if you select Window. Once set, it will continue to print in that aspect ratio.
5. You can enter a specific scale or select best fit, which scales the map to fit the paper.
6. You can choose to print the map with the default information or you can give the map a title and then enter map information.
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7. Under Logo Options , you can choose to print the software logo in color or black and white. You can also choose to print a personal logo on the map.
8. Under Printer Setup , choose which printer to use.
9. Click Print . View the map in the Print Preview screen and then print it.
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C H A P T E R
5
Mapping Analysis
In this chapter:
The software provides critical analysis tools for multi-year yield averaging, profit/loss mapping, and formula-based VRA (Variable Rate
Application) prescription maps.
5
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Enterprise summary
Below each Crop Enterprise is an Enterprise Summary (Area layer map) with the following Views :
Expenses (Flat), Expenses (VRA), Income, Profit, and Variety.
The Enterprise Summary layer shows the best and worst profit areas graphically:
•
•
•
•
If you are using Variable Rate Application on your farm, the costs will be varied across the fields, based on where more or less product was applied.
If you are using a yield monitor, the crop revenues are spread across the field based on the yield data.
If Accounting is not enabled, costs are based on the costs that you manually entered for each input.
If Accounting is enabled, the costs are based on the actual costs incurred which includes indirect costs such as land rents and overhead costs.
To view this in the Map tab, double-click the Enterprise Summary.
To see the breakdown under Legend , click a View.
Move the legend cursor to the right to see the acreage graph breakdown.
Double-click another Enterprise Summary so that two statements appear above the boundary. Using the Transparency slider to fade out the top layer provides a fast comparison, as the high and low colors are the same for each.
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Double-click additional Enterprise Summaries; under the displayed layer, highlight each individually to view Legend details.
Normalized yield
1. In the Farm tab tree view, right-click a Field and then select Normalize Yield.
Field
Cell Data
Crop Year
Commoditie s
Cell Size
Neighbors
Action
Enter the size of each field cell. The default unit is ft (feet).
Search Radius Enter a Search Radius size. The search radius will extend from the center of a cell to the number entered here. In this example, the search begin in the center of a 50 ft. cell and extend to a 100 ft. radius.
Enter the number of Neighbors to be included in the data. In this example, 12 neighbors are included. If fewer than 12 neighbors are in the radius, all are included. If more than 12 neighbors are in the radius, the 12 nearest neighbors are included.
Select the Crop Year from which the data is to be derived. In this example, all years are selected. Usually you will want to exclude any years that do not reflect typical years, for example, extremely dry or wet years. If you are normalizing the data for just one crop, the program automatically ignores any years that do no have this crop.
Select one or more Commodities to include.
Tip – When the program creates a normalized map, it puts each year’s yield map on a scale of 100 where 100 represents 100% of the average yield for that year. For example, if a field averaged 200 bushels per acre, and one cell has a value of 180, it receives a value of 90 (which represents 90% of the average yield of 200). Once each year has been put to a scale of 100, all the selected years are averaged together. This makes it possible to average yields from different crops together.
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2. Click OK .
The Yield Normalization map appears under the Crop Enterprises of the selected Field(s) as an area layer.
3. Double-click the layer to view it on the Map tab. A Legend is automatically created for this normalized data.
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Generating formulas
The software includes a Tri State recommendation example formula. This option appears automatically.
To set up Formulas, select Resources / Formulas .
•
•
Note the following:
•
•
You cannot use formulas on an area/polygon layer or on an average view of a point layer. To use formulas, you must have a grid view of a point layer. See
Adding grids or contours to a map, page 231
.
Gridded views will include all attributes on the layer accessible to formulas.
Currently, any data item that is to be used in a formula must be a defined attribute type such as pH, N, P, K, and so on. You cannot use a Number attribute in a formula.
To verify that the attributes are defined correctly, do the following:
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5 – Mapping Analysis a. In the Farm tab, right click the job or layer you want to use to create the formula prescription and then select Layer Properties .
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5 – Mapping Analysis b. Verify that the Attributes being used to create the formula application do not have Number as the Type .
• Before you create a prescription from a formula, move the supply to be varied (fertilizer, seed, and so on) from the Inputs tab to the Working Group.
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• Right-click in the Attribute area on the view (grid or contour for point data) of an attribute to be used and then select Create Formula Application .
•
•
Existing formulas appear in the drop-down list. You can select an existing formula to use it or edit it. Alternatively, select <New> to create a new formula.
– Creating a new formula creates a new .xml file in the Formulas folder below the directory where the software is installed (typically C:\farmproj).
– You can email formulas for the use of other users that have this software installed.
To set up a new formula: a. Enter a Name for the formula.
b. Click + to add all the variables used in the formula. Variables are the items such as soil pH, N,
P, K, and so on that will be used in the formula.
c. Select from Type and then enter an attribute name. Attribute names should be as short as possible so that they can easily be entered into the formula.
d. Select Constant for anything that you want to manually enter a value for.
When you set up a constant in a formula, you are prompted for the value when you run the equation. For example, if a formula uses a Yield Goal where you want to enter the yield goal for next year’s crop to be used in the formula.
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The following operators are available:
/
^
+
-
*
<
<=
>
>=
&
:
Operator
?
Meaning
If/then
Example pH<5 ? 6
If the pH is less than 5, it uses 6.
Else pH<5 ? 6: 7
If the pH is less than 5, it uses 6. Otherwise it uses 7
Every If statement must have at least one Then statement.
You cannot have just: pH<5 ? 6
You need at least: pH<5 ? 6 : 0 . In which case the rate would be 6 if pH is less than 5 and zero in all other cases.
If you have multiple If statements, the software processes them sequentially. If the first If applies, it does not look at any remaining statements. So the results of the following statements:
K > 2.9 ? 0:
K > 2.7 ? 50:
K > 2.5 ? 100:
K > 2.1 ? 125:150
Are the same as this:
K > 2.9 ? 0:
K > 2.7 & K <= 2.9 ? 50:
K > 2.5 & K <= 2.7 ? 100:
K > 2.1 & K <= 2.5 ? 125:
K <= 2.1 ? 150: 0
Less than
Less than or equal to
Greater than
Greater than or equal to
And pH<=5 & pH >= 4 ? 1,000 : 0
If the pH is less than or equal to 5 and greater than or equal to 4, it uses a rate of 1,000. Otherwise, it uses a rate of zero.
Plus
Minus
Multiply A variable followed by a number is assumed to be multiplication.
5pH is assumed to be 5 * pH.
Divide
Power x^2 is x squared.
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Operator Meaning
() Set priorities
# Comments
Example
The default order is division, multiplication, addition and then subtraction. So X+2*3/4 is processed as ¾ then * 2 then add to x.
To specify the order, enter ((x+2)3)/4 . This is processed as X +2, the result is multiplied by 3 and the result of that is divided by 4.
Everything after # is ignored and not used in the formula. Typically, this is added to the end a formula to explain what it is for.
K < 75+2.5*CEC ? yield_potential*0.27 + 20 + (75+2.5*CEC - K)*(1 +
0.05*CEC) : #buildup
Note – The software attempts to strip out spaces in a formula.
4. In the Prescription dialog, select the correct Formula , enter the required Settings and then click
OK to create the formula prescription map. The options are:
– Rounding: Determine how the generated values are to be rounded. If you enter a Rounding value of 10, and the formula calculates, for example, a value of 7, it will be rounded to a rate of 10.
– Minimum : The program will assign the minimum value to any area where the generated number is equal to or less than the minimum value. For example, if a minimum value of 10 is entered, when the formula is generated any value equal to or less than 10 will be assigned a value of 10.
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Maximum : The program will assign the maximum value to any area where the generated number is equal to or greater than the maximum value. For example, if a maximum value of
350 is entered, when the formula is generated any value equal to or greater than 350 will be assigned a value of 350.
Default Rate : The Default Rate has no effect on the rates that will be calculated with your formula. This is a default rate that is sent to some variable rate controllers. Typically the
Default Rate is the rate that the controller uses when it has a GPS position that is located outside the Variable Rate Prescription map.
5. Once the map is created, the Planned Farming dialog appears. This allows you to create a
Planned Job . If required, you can change the Job Name to a description that helps identify the job. This is useful when you wants to run multiple scenarios of a formula (for example, with different Yield Goals). In this case, you can enter Job Names such as Aggressive, Conservative, and Average.
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6. Click OK to record the planned job. The formula-based prescription map should now appear in the Map
tab. For more information on editing prescription maps, see Chapter 4, Mapping .
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6
Synchronizing with the Online
Solution
6
In this chapter:
Synchronizing data with the online solution
Using the desktop software with an Agco display
You can use the Online tab to manage the synchronization of data between the desktop and online solutions. This enables you to synchronize tasks and resources so that they can be viewed and used in the online solution.
It also allows you to synchronize data between the desktop solution and different displays (via the online solution).
This functionality is available if you are subscribed to the Farmer Pro bundle.
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Logging in
To use the online functionality, enter your Email address and Password and then click Login . If you have multiple organizations, you are prompted to select the Organization you will be synchronizing with. The Email and Password is the same that you use when logging in to the online or mobile solutions.
Other Accounts
Click the Other Accounts button to link data from a third-party solution (for example, the John Deere
Operations Center, Raven Slingshot, or Agco VarioDoc/TaskDoc/Go-Task).
When synchronizing with an Agco solution, you are prompted to enter your Agco username and password. John Deere, Raven, and other solutions will be set up in the online solution—the Other
Accounts screen provides more information on how to do this.
Synchronizing data with the online solution
The top part of the Online tab is used to synchronizing resources (such as Clients/Farms/Field,
People, Equipment, and Supplies) and tasks with the online solution. Tasks may also be uploaded to the online solution so that you can access them remotely.
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Options button
The Options button gives access to several key settings that affect the way items will be synchronized.
Conflict Resolution is a two-way synchronization process that involves uploading new resources from the desktop solution to the online solution while also downloading resources to the desktop. The
Conflict Resolution setting determines what the program will do when it finds the same item on the online and desktop portals.
The options are:
•
•
From the drop-down list select one of the following:
– Use Desktop (local) resources.
: This ensures that resources on the desktop always replace existing online
– Use Online resources : This ensures that the online resources always replace existing resources on the desktop.
– Use most recently updated : This option checks the last date/time that a resource was edited and uses the resource that was edited last.
Then select one or more of the following checkboxes:
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–
–
Sync Retired Resources : When selected, any retired resources are uploaded/downloaded.
Typically, you will not select this option.
Sync Boundaries : When selected, Field and Enterprise Boundaries are synchronized between the online and desktop solutions.
Skip confirming clients/farms/fields/crops : When selected, the program automatically adds any new clients/farms/fields/crops to either the desktop or online solution. These items will be created with the same name. If this option is not selected, a linker screen appears for any new items—this screen enables you to either link the item to an existing item, or create it.
When creating a new item, you have the option of using a different name.
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•
–
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Skip confirming supplies/equipment/people : When selected, the program automatically adds any new supplies/equipment/people to either the desktop or online solution. These items are created with the same name. If this option is not selected, a linker screen appears for any new items—this screen enables you to either link the item to an existing item, or create it.
When creating a new item, you have the option of using a different name.
Download app features : When selected, you can download data collected with the Trimble
Ag Software Scout and Field apps.
– Upload Task Resources Only : When selected, the program uploads only the resources
(Clients/Farms/Fields/People/Equipment/Supplies/Crops) that are part of the tasks that are being uploaded. If this option is not selected, all resources are uploaded.
You can also click one of the following buttons:
–
–
Validate Supply Units : Click this button to confirm that all of the supply units of measure that you have created in the desktop match units used online. If there are units of measure that do not synchronize, you have the option to change them.
Validate Machines : The online solution has machines broken into categories for either
Vehicles or Implements. Click this button to assign equipment from the desktop solution to the correct category. This process automatically defaults the type based on the category of the equipment. For example, anything in the Tractor category will default to Vehicle and
Planting-Seeding items will default to Implement.
Selecting jobs to be synchronized
To select specific jobs/tasks to be synchronized and uploaded to the online solution:
1. On the Jobs tab, select the jobs that you want to synchronize. Selected jobs are highlighted. To select multiple jobs, hold down the computer Ctrl key as you click each job.
If required, use the Edit Filter button to filter the jobs, for example, use this to show the harvest jobs for a selected crop year and crop only.
2. Right-click, select the online solution and then select Add to upload queue .
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An upload icon appears next to the job(s), indicating that are queued for upload.
3. Go to the Online tab. This shows the job(s) queued for uploading with the status Pending Sync .
Click the Synchronize to Web button to start the synchronization process.
The Status field shows the status of the synchronization and shows messages detailing the items being synchronized.
4. You may be prompted to link or confirm the names of any new resources that are being synchronized—the linker screens will allow you to select a resource from the desktop solution on one side of the screen and a resource from the online solution on the other side and link them.
When this happens, the name of the resource from the left side of the screen is used both online and on the desktop.
Once all resources are synchronized, you are returned to the Online tab.
Each selected task is uploaded individually. The task that is currently being uploaded shows the status Uploading . Once a task has been uploaded completely, it is removed from the list in the
Online tab and is shown in the Jobs tab with a icon, indicating that it has been uploaded.
The process of uploading tasks can take anywhere from a few minutes to a few hours depending on the number and size of the tasks being uploaded. Tasks that include Precision Ag map data will require more time to upload. The size of the area covered by the task and the number of points or areas/polygons included with the task will have a direct impact on how long it takes to upload the task (larger tasks will require more time to upload).
You can use other areas of the desktop solution while tasks are being uploaded.
The synchronization process will be canceled if you exit the software while tasks are being uploaded. Any tasks that have successfully uploaded prior to this point will remain uploaded.
Tasks that are either pending synchronization or are being uploaded will be left with a status of
Pending. You can resume the synchronization when you restart the software by clicking the
Synchronize to Web button.
Synchronizing data with a field display
You can use the Online tab to synchronize data between the desktop solution and supported displays. Data collected by displays is sent to the online solution and can then be downloaded into the office solution.
Resources and work-orders can also be uploaded from the desktop solution to the online solution where it can be accessed by displays.
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To enable this functionality:
1. Open the Online tab and log in with your Email and Password.
6 – Synchronizing with the Online Solution
2. Select the Field Display Sync option to enable downloading of collected data from displays.
Once this option is enabled, the lower section of the Online tab displays all the vehicles/devices connected to your account—in some cases, this will be the name of the device/vehicle as entered on the display.
Some third party solutions (such as John Deere) will not list individual devices but will have one item representing all of the devices/vehicles that are connected to your account.
The following are some of the displays that are currently supported:
•
•
•
•
•
Trimble displays (FmX integrated display, TMX-2050 display, CFX-750 display)
CNH displays (FM-1000 display, XCN-2050 display, FM-750 display)
Agco displays that run VarioDoc/Task Doc, VarioDoc Pro/TaskDoc Pro, and Go-Task software
John Deere GS3 displays that run the John Deere Operations Center
Raven displays that run the Raven Slingshot software
Each device shows the following information:
Column
Name
Description
The name of each device. The name is set up on the display.
Inbox Number of jobs completed on the display that have not yet been processed into the desktop software. These jobs are not added to your project until you click Process Inbox . Jobs are then removed from the Inbox and added to your project.
Outbox To upload resources (Clients, Farms, Fields, Inputs, etc..) to the server, click Send Resources .
The resources remain in the Outbox until the desktop software communicates with the online software (typically, once a minute) and are then uploaded. If your desktop computer is not currently connected to the Internet, jobs remain in the Outbox until a connection is established.
Device Inbox Once Resources or Work Orders are sent to the online solution, they are assigned to an Inbox for a specific device. They stay in the Device Inbox until that device has a valid wireless connection and is communicating with the online solution, at which time it downloads the items.
To sort the list, you can click any column header.
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Processing the Inbox
Completed jobs are uploaded from the display to the online solution. These jobs appear in the Inbox for each of the displays / vehicles that you are working with. This data can then be processed and imported to the desktop software so that you can print reports or maps, and analyze the data.
To process the Inbox and read the job data into the software:
1. Click Process Inbox .
2. If the jobs being imported include any new resources such as Clients, Farms, Fields, or Inputs, the
Linker dialog appears. The Operation Resources list shows the name of the item as it was entered on the display. The Desktop resources list shows available resources as they were set up in the desktop software.
3. Do one of the following:
–
–
To link these lists, select the appropriate item in each list and then click Link .
If the item is new, either click the item and then click all unlinked items are created as new items.
Create button or click OK . If you click OK
4. When you create new resources, you are prompted to confirm the properties of each item.
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5. The Job Properties dialog appears, with a summary of the job data that is being processed. Make changes here, as required.
Once the jobs are read into the software, they appear in the Jobs tab and include all details, including Job Summary and map data.
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6. You can process the inbox for a specific display/vehicle by right-clicking the item and selecting the Process Inbox option.
For more information, see Chapter 3, Field Record Keeping.
Send Resources button
To upload resources for use with a supported display:
1. Click Send Resources .
2. In the Farms/Fields tab, select the Clients, Farms. or Fields that you want to upload:
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3. In the Inputs tab, select the People, Equipment, or Supplies that you want to upload.
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4. In the Job Types tab, select the Job types or Events that you want to upload.
5. Select the Options tab to send field boundaries, guidance lines and other data.
6. Click OK .
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7. Select the Display Device(s) to upload the resources to and then click OK .
The selected resources are added to the Outbox for the displays/vehicles that you chose. As soon as the software communicates with the web solution (typically, once a minute when you have Internet access), the data will be uploaded and moved to the Device Inbox where it stays until the mobile device downloads the resources.
Previous Files button
Use the Previous Files button to download files again that were previously processed into the desktop software. This enables you to read jobs into more than one desktop software project and installation so that data can be shared with different parties. It is also useful for re-importing a job that was accidentally deleted or edited in the desktop software.
To use this feature:
1. Click Previous Files .
2. Enter the Date Range for the jobs and then click OK .
A second dialog appears to show the program's file searching progress. A message appears when the files are available.
The reprocessed jobs are listed in the Inbox for that particular device waiting for the user to process the inbox.
3. You can download previous files for a specific display/vehicle by right-clicking the item and then selecting Download Previous Files .
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Check Third Party Servers button
Use the Check Third Party Servers button to check for files collected with third party displays (that is, displays other than Trimble Inc. displays). If you click this button, the desktop software will download any files from a third party and add them to the Inbox so that you can process them.
Options button
The Options button includes a number of useful options related to processing data. These options include the following:
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•
•
•
Import Fields without tasks : Select this option to process the inbox results in all fields that are included in the data being added to the desktop software. If this option is turned off, the program only adds fields that are part of the job(s) being processed. Some data will not include any fields except for those that are part of tasks in the data.
Update Field Boundaries: Select this option if you want to update the boundaries in the desktop software with boundaries from the data being processed.
Skip Confirming Resource s: Select this option to automatically add any new resources (Clients/
Farms/ Fields / Inputs) to the desktop software, using the name from the display.
Remove Duplicate Jobs : Select this option to ensure that if you process the same job twice, the program will remove the duplicate job from the office software and replace it with the job in the data that is being processed
•
•
•
Context menu
Show Hidden Devices : If the software lists a device/vehicle that you are no longer using, hide it by right-clicking the name and selecting Hide Device . The Show Hidden Devices option controls whether these devices will be displayed or not. To bring a hidden device back, make sure that
Show Hidden Devices is select and then right-click on the device and select Un-Hide Device .
Resetting Files: If a display/vehicle shows jobs in the inbox or Outbox or Device Inbox that should not be there, right-click the name and then select Reset Files .
Sending a Work Order : A Work Order consists of a planned job to be performed on selected fields. It can include people, equipment, supplies, and variable rate maps. You can use the desktop software to send work-orders to supported displays.
To upload Work-orders for use on a supported display: a. On the Jobs tab, select the planned job(s) to send. To select multiple jobs, hold down the computer Ctrl key as you click each job. Planned jobs appear in brown text.
b. Right-click the planned jobs, select Work Order and then select the display/vehicle to send the job to.
The job is sent to the online solution. Once the display/vehicle communicates with the server, the job is transferred.
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Using the desktop software with an Agco display
This section describes how to access and use the desktop software with an Agco display using Agco
VarioDoc/TaskDoc, Vario Doc Pro/TaskDoc Pro, and Go-Task software.
1. Click Other Accounts , go to the Agco tab and enter your Agco username and password.
The username and password are provided by AGCO and should be the same as the one used in the VarioDoc/TaskDoc/Go-Task Manager software.
2. Select one of the following, depending on what you purchased:
– VarioDoc/TaskDoc : Enables you to transfers non-GPS records using Bluetooth® wireless technology.
– VarioDoc Pro/TaskDoc Pro/Go-Task : Enables to you to transfer field records and GPS maps using a cellular modem.
3. Click Login . The system verifies the username and password and confirms that the login was successful.
4. Click OK to confirm your changes.
Note – You need to enter this information only once, unless you have to reinstall the software from scratch, for example, after a computer failure or on a new machine.
Uploading resources for use with an Agco Display
1. Do one of the following:
–
–
Click the Write Job Data icon.
Select File / Write Job Data .
The Write Job Data dialog shows third-party controllers and monitors to which you can write VRA maps, inputs, field names, and boundaries.
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2. From the AGCO option, select Agco (ISO Task) VarioDoc/TaskDoc or Go-Task .
3. Click Resource List .
4. In the Farms/Fields tab, select the check boxes for the Clients/Farms/Fields that you want to upload.
5. In the Inputs tab, select the checkboxes for the People/Equipment/Supplies that you want to upload.
6. Click OK to return to the Resource List and then click OK again to return to the main Write Job
Data screen.
7. Click OK in the Write Job Data screen.
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8. Select the Mobile Device(s) to upload the resources to and then click OK .
The selected resources are added to the Outbox for the mobile devices that you selected. As soon as the software communicates with the server (typically, once a minute when you have Internet access), the data is uploaded and moved to the Device Inbox where it stays until the mobile device downloads the resources.
Sending a Work Order to an Agco display
A Work Order consists of a planned job to be performed on selected fields. It can include people, equipment, supplies, and maps (such as variable rate and target soil sample maps).
To send Work Orders to an Agco Display (via VarioDoc, TaskDoc or Go-Task):
1. Select the Jobs tab.
2. Select the planned job(s) that you want to send. To select multiple jobs, hold down the Ctrl key as you click each job. Planned jobs appear in brown text.
3. Right-click the jobs, select Work Order and then select the console.
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C H A P T E R
7
Synchronizing Data with the
Farm Works Mobile Software
7
In this chapter:
Marking planned jobs as work orders in the
Synchronizing with the Farm Works Mobile
Synchronizing GreenSeeker® data from the
This chapter describes how to synchronize information to and from a device running the
Farm Works Mobile software.
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Marking planned jobs as work orders in the
Farm Works Mobile Software
You can write jobs specifically to be used with the Farm Works Mobile Software. Once you synchronize with a field computer (for example, a Juno® or Nomad® series handheld or a Yuma® tablet computer), you can open and complete any planned jobs in the field.
Note – Only a planned job can be written as a work order.
1. Create a planned job. See Creating a planned job, page 67 and
2. In the Jobs tab, scroll to the job or use the sorting and filtering options to find the job(s). See
Finding a job in the Jobs tab, page 83
. Planned jobs have orange text and the Planned icon .
3. Select the job(s).
4. Right-click any selected job and then select Work Order / Mobile .
The Export icon is added to each planned job you select. After you synchronize with the
Mobile software, the export icon is removed from the jobs. You can mark a job for export (as a work order) and synchronize as many times as required.
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Synchronizing with the Farm Works Mobile
Software
The process of exchanging data between the field and desktop software is called synchronizing. This process updates crop records on the desktop with those entered in the field, and updates the field software with any new items added to the list of fields, equipment, or supplies. Any planned jobs created in the desktop software are also updated.
To synchronize more than one project, you must complete the synchronization process while you are within an individual project in the desktop software.
The software allows you to synchronize more than one client's information. Only clients that are selected from the resource list are synchronized when the process is complete.
1. Make sure that the field software is not running on the mobile device.
2. Use ActiveSync® technology or the Windows Mobile® Device Center to create a partnership between the handheld computer and the office computer.
Alternatively, insert a USB drive into a USB port on your office computer.
3. Select File / Synchronize Mobile or click the Synchronize icon .
4. In Location:
– Select CE Device if you are synchronizing with a handheld computer, or select you are synchronizing with a USB drive.
Local Drive if
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– From the drop-down list, select the location where you are synchronizing to. Select:
CE Main Memory to use the main memory of the connected handheld computer. (This is volatile memory that can be lost if the handheld computer's battery discharges. New handhelds will not lose files if the battery is discharged.)
CE SD Card to use the removable storage card of the connected handheld computer. This is the recommended option.
The drive for the USB drive to use the removable drive for use with devices that do not communicate using ActiveSync technology.
5. In Options , select one or more of the following:
–
–
Preview job details before recording: To view or edit the operation before the synchronization process is complete. If selected, the Farming field appears, from where you can view or edit the farming operation.
Note – This is only for jobs completed on the handheld that are being synchronized with the desktop program.
– Upload Field Boundaries : To view field boundaries as a background map in the field software.
(Applies only if the Mobile software is installed.)
Upload Field History: When the Mobile software is used, this uploads field history from the selected date forward. The history includes a brief summary of each job, including supplies used, rate, date, cost, and notes. You must also select a date in the From field.
6. Click Resource List to limit the Clients, Farms, Fields, and Inputs written for use with the field software.
7. Click OK .
The Synchronization screen lists any jobs that were entered using the Mobile software:
– The Field Records mobile software. tab lists jobs that were completed using the Field Record Job option in the
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–
The Mapping tab lists jobs that were completed using the New Mapping Job, New Sensor
Job, and so on.
The GPS Logs tab lists New Mapping Jobs, New Sensor Jobs, and so on that were completed and that did not use the automatic file naming option.
8. Select the jobs that you want to synchronize for each tab. Click Select All to select all jobs, or
Select None to clear all listed jobs.
9. Click OK .
Completed jobs appears in the Jobs tab in black; planned jobs that were marked for export are exported to the handheld or USB drive for use within the Mobile software as work orders.
Synchronizing GreenSeeker
®
data from the
Farm Works Mobile Software
1. Select File / Synchronize Mobile or click the Synchronize icon .
2. In Location:
–
–
Select CE Device if you are synchronizing with a handheld computer, or select Local Drive if you are synchronizing with a USB drive.
From the drop-down list, select the location where you are synchronizing to. Select:
CE Main Memory to use the main memory of the connected handheld computer. (This is volatile memory that can be lost if the handheld computer's battery discharges. New handhelds will not lose files if the battery is discharged.)
CE SD Card to use the removable storage card of the connected handheld computer. This is the recommended option.
The drive for the USB drive to use the removable drive for use with devices that do not communicate using ActiveSync technology.
3. In Options , select Preview job details before recording: To view or edit the operation before the synchronization process is complete. Once selected, the Farming field appears, from where you can view or edit the farming operation.
Note – This is only for jobs completed on the handheld that are being synchronized with the desktop program.
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4. Click OK .
7 – Synchronizing Data with the Farm Works Mobile Software
The Synchronization dialog lists any jobs that were entered using the Mobile software.
– The Field Records tab lists jobs that were completed using the Field Record Job option in the mobile mapping software.
–
–
The Mapping tab lists jobs that were completed using the New Mapping Job, New Sensor
Job, and so on.
The GPS Logs tab lists New Mapping Jobs, New Sensor Jobs, and so on that were completed and that did not use the automatic file naming option.
5. Select the jobs that you want to synchronize for each tab. Click Select All to select all jobs, or
Select None to clear all listed jobs.
6. Click OK .
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The Linker dialog appears. This links resources used during the operation with resources on the desktop computer. Any new fields are also added here.
When importing jobs from a data file, some resources and job entry items may not exist in the desktop software. For example, when entering a resource in the field, you may enter a different name from that used in the office. When you import jobs, the Linker dialog either creates new resources or links them with current ones. If they are linked, the software assumes that the two different items are the same.
The Linker dialog shows two lists. Items that appear in the Operation Resources list must be created or linked with items that appear in the Desktop Resources list. For more information, see
Linking resources when synchronizing or importing jobs, page 88 .
7. Once all items are linked or created, click OK .
8. The Farming dialog appears. Enter any information necessary for the farming operation(s) and then click OK .
Note – You can also edit jobs later in the Jobs tab. For more information, see
Marking planned jobs as work orders in the Farm Works Mobile Software, page 298 .
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9. In the Sensor Configuration screen, enter the correct sensor settings for the following:
–
–
–
GPS Antenna Position
Boom Position
Layer Point Size
– Sensor Positions (left or right of center)
10. You are prompted to enter the configuration settings for each job that is selected for import.
When you have done this, click OK .
The GreenSeeker maps are added to Jobs under the appropriate Farm and Field .
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7 – Synchronizing Data with the Farm Works Mobile Software
11. To view the imported map: a. Make sure that Show Jobs In Land Areas is selected on the View menu.
b. Select the Map tab.
c. In the Farm tab, locate the job under the applicable Farm and Field .
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SECTION 2: ACCOUNTING
8
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C H A P T E R
8
Overview: Accounting
Functionality
8
The Trimble Ag Software desktop includes basic accounting functionality that allows you to keep key farm accounting details including cash accounting reports for tax purposes, supply and harvested crop inventories and accounting based enterprise analysis. Additionally, you can purchase Advanced
Desktop Accounting that gives you more detailed accounting functionality including accounts payable, accounts receivable, market value balance sheets, payroll and more.
The following table shows the accounting functionality that is available in Trimble Ag Software and the additional functionality that can be added with the Advanced Desktop Accounting:
Initial Setup Chart of Accounts
Cash Account Setup
Accounts Receivable Setup
Land Setup
Structures Setup
Equipment Setup
Improvements Setup
Livestock Setup
Field Inventory Setup
Harvested Crop Inventory Setup
Supplies Setup
Prepays Setup
Other Asset Setup
Accounts Payable Setup
Loan Setup
Other Liability Setup
Equity Setup
Trimble Ag Software Advanced Desktop Accounting
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
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8 – Overview: Accounting Functionality
Names &
Addresses
Record
Payments &
Purchases
Other
Payment &
Purchases
Options
Supply Purchases
Livestock Purchases
Land Purchases
Structure Purchases
Equipment Purchases
Improvements Purchases
Prepayments
Other Asset Purchases
Payable Payments
Credit Card Payments
Loan Payments
Payroll Tax Payments
Family Living Purchases
Other Expense Purchases
Check Payment
Cash Payment
Credit Card Purchases
Prepaid Purchases
Loan Purchases
Equipment Trades
Printing Checks (on pre-printed forms)
Transaction Maintenance (Editing
& Voiding)
Accounts Payable Report
Purchases Report
Loan History Report
Forms 1099/1096
Trimble Ag Software Advanced Desktop Accounting
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 308
8 – Overview: Accounting Functionality
Record
Income &
Sales
Other Income
& Sales
Options
Cash Account
Maintenance
Inventory
Maintenance
Depreciation
Harvested Crop Sales
Supply Sales
Livestock Sales
Land Sales
Structure Sales
Equipment Sales
Received on Account
Loans Received
Family Living Income
Other Income
Bill Landlords
Recording Deposits
Recording Sales on Accounts
Receivable
Create Deposit Ticket
Transaction Maintenance (Editing
& Voiding)
Print Invoice/Statement
Accounts Receivable Report
Income/Sales Report
Loan History Report
Harvested Crop Contracts
Account/Check Register
Import Bank Data
Bank Reconciliation
Bank Adjustment
Transfers of Funds
Move Harvested Crops
Transfer Crop to Supply
Adjust Supplies
Adjust Harv Crops
Adjust Livestock
Supply Report
Livestock Report
Harvested Crop Reports
Bin Activity Report
Trimble Ag Software Advanced Desktop Accounting
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 309
Enterprises Allocate Inputs
Livestock Accounting Records
Enterprise Statement
Payroll
Budget
Taxes
(Schedule F reporting)
Market Value
Family Living
Year End
General
Ledger
Chart of Accounts
Input Journal Entries
Financial Measures Report
Accrual Reports
Cash Reports
8 – Overview: Accounting Functionality
Trimble Ag Software Advanced Desktop Accounting
X x
X
X
X
X
X
X
X
X
X
X
X
X
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8 – Overview: Accounting Functionality
Enabling Accounting
The Accounting functionality will be turned off by default. To enable this functionality, select File /
Preferences / Accounting .
Accounting Enabled : When this option is selected, you will have access to the accounting functionality only within the project you are working on; it will not affect any other projects.
Remember that your field/jobs/tasks do have accounting information—when you read in job/task data or manually record jobs and you later enable accounting, the earlier jobs will have no accounting data.
CAUTION – Avoid turning accounting on and off as this can cause problems with your accounting records.
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C H A P T E R
9
Initial Setup
In this chapter:
Setting up essential information
Setting up basic accounting features
This section describes how to set up essential information for the accounting details.
The software fully integrates with the field and livestock record-keeping functionality of the software. This allows you to know the exact profitability of each of your farm enterprises, while still maintaining the required tax records.
You must complete the procedures described in this chapter before continuing with other accounting options that are explained in following sections.
Some of the functionality requires that you own the Advanced Desktop Accounting module and this is noted as such in this manual.
A chart on the following page outlines what functionality is included in each program.
9
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Functionality chart
Accounting Setup
Chart of Accounts
Cash Account Setup
Accounts Receivable
Land
Structures
Equipment
Improvements
Livestock
Field Inventory
Harvested Crops Inventory
Supplies
Prepays
Other Assets
Accounts Payable
Loans
Other Liabilities
Equity
Trimble Ag Software
X
X
X
X
X
X
X
X
9 – Initial Setup
Advanced Desktop Accounting
X
X
X
X
X
X
X
X
X
X
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Accounting menu
9 – Initial Setup
For an overview of common screen elements, see
Chapter 2, Setting Up Farms, Fields, and Inputs .
Getting started
Use the Initial Setup toolbar to establish the beginning balances of your assets, liabilities, and equity.
The worksheets included with your software (available from http://www.farmworks.com/files/manuals//Farm%20Funds%20Initial%20Setup%20Worksheets.pdf
) help you organize the financial information of your farming enterprise and your personal and family finances.
To enter day-to-day transactions before you complete the initial setup, you must first enter some basic information. You do not need to complete the initial setup at once, but you must complete it before closing the first fiscal year.
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The following table lists, in alphabetical order, the information that the software requires, when to add this information, and the section of this user guide where you can find instructions on entering the information.
What to enter
Accounts Payable
When to enter it
Before recording the payment
See ...
Accounting Options Before setting up accounting information
Beginning the Initial Setup, see Initial
Setting up Accounts Payable, see Setting up basic accounting features, page 325
Accounts Receivable Before recording the receipt
Bank Accounts Before you record checks and deposits
Setting up Accounts Receivable, page 330
The quick and basic setups, see
Chart of Accounts As needed
Equipment
Field Inventories
Icon Setup
Improvements
Land
Livestock
Before closing first year-end
Before harvesting crops
Fields/Map Drawings Before recording farming actions
Harvested Crops Before selling crops
Before recording farming actions
Before closing first year-end
Before closing first year-end
Before selling animals
Setting up the Chart of Accounts, page 326
Setting up Equipment, page 332
Setting up Field Inventories, page 340
Setting up Structures, page 331
Setting up Harvested Crops, page 341
Setting up Equipment, page 332
Setting up Improvements, page 335
Loans
Other Assets
Other Liabilities
Structures
Supplies
Prepay
Before recording a payment
Before closing first year-end
Before closing first year-end
Before storing crops or closing year-end
Before applying to fields
Before closing first year-end
Setting up Livestock, page 335
Setting up Other Assets, page 345
Setting up CCC Loans and Other
Setting up Structures, page 331
Setting up Other Assets, page 345
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9 – Initial Setup
Setting up essential information
Before you begin using the software, enter some essential information that will be used to set up the financial books:
1. Select Setup Account / Accounting Options .
2. Complete the following:
Tab
Dates Year End Date
Corporation
Purchases
Farm is a corporation
Action
Enter the year-end date.
This date is the end of the first year for which you will enter records into the software.
Note – The software computes the year start date as twelve (12) months prior to the Accounting Setup year-end date.
Select the check box if your agricultural business is incorporated.
Clear the check box if your business is a proprietorship or partnership.
Select either:
• Record at Discounted Value —if you usually take early-payment discounts for your purchases. The software will record the net of discounts on your books and keeps track of the amount of discounts lost.
• Record at Gross Amount— if you do not usually receive earlypayment discounts. The software will record purchases without discounts and track discounts that are taken.
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Tab
Budgets
Equipment
Action
Select one of the following for budgeting:
• Use fiscal year
• Select the other option and then select the required month from the drop-down list from which to start the calendar year.
If the farm uses a fiscal year that varies from the calendar year, the calendar year can still be used for budgeting purposes.
Equipment Trade-Ins Select one of the following:
• Keep traded item on General Ledger for depreciation
• Remove the traded item. Depreciation listed on the new item .
3. Click OK .
The software now displays the Setup Account menu—to complete the initial setup, select Setup Account and then select the required option from the list.
Alternatively, select the required icon on the Initial Setup toolbar to open the dialog.
Once you complete the initial setup, select Setup Account / Exit Initial
Setup . The Accounting menu appears. This allows you to access the information added during the initial setup of the software and enter dayto-day transactions.
Note – While it is not required to complete the initial setup to begin entering accounting transactions, do not close the fiscal year until the initial setup is completed.
To access Initial Setup at any time after you have exited it, you must select
Accounting / Initial Setup of Accounts .
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9 – Initial Setup
Toolbars
Once you complete the initial setup, you can select the following toolbars that apply specifically to this software from the drop-down list.
Initial Setup—Quick Setup
Entering beginning balances into the software is time consuming, but you do not have to complete the process before entering day-to-day transactions: You can enter the minimum required to begin adding entries and then return to the initial setup to complete entering necessary information later.
For example, if you want to enter checks, but do not want to record payments on a loan at this time, you can create your checking account now, but leave the creation of your loan account for later.
When entering transactions in this manner, other inputs must be added at the same time. For example, if you write a check for a purchase, the vendor, supply, and supply account must be created. In this example, the Contact and Supplies Inventory dialogs appear for entering additional information.
To set up one account and then exit initial setup to begin recording daily transactions, do the following:
1. On the Initial Setup toolbar, click the Bank and Cash Accounts icon .
2.
<New> appears in the Current Account list. In Account Name , enter a description for the account.
For a checking or savings account, include the name of the bank and the account type, for example, FW Banking Center .
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3. In the Account Type area, select the applicable option.
4. Enter the Balance of the account as of the date indicated. This should be the balance at the beginning of the fiscal year of your account and is your checkbook balance. This is not necessarily the same as the balance on your bank statement—you must add or subtract checks and deposits not yet posted to the bank statement ending balance.
ASK YOUR ACCOUNTANT – If you do not know the exact balance(s), enter a zero ($0.00) balance.
Once your accountant or other financial assistant provides the correct amount(s), you can change it.
5. Do one of the following:
– If required, click Record and repeat
until you have entered the necessary accounts to begin recording day-to-day transactions.
– If no additional accounts are necessary at this time or if all necessary accounts are entered, click Record and then click Done .
6. To exit initial setup, click the Exit Initial Setup icon or select Exit Initial Setup from the menu.
The Initial Setup of Equity dialog appears.
7. Depending on the selection you made in the Accounting Options screen ( Corporation tab), you can now set up either a proprietorship or partnership, or a corporation.
To set up a proprietorship or partnership: a. Enter the Name and Owner's Percentage for each owner in the partnership by selecting from the drop-down list and entering the information where indicated. If there is only one owner
(proprietor), enter 100% in Owner’s Percentage. Leave Equity blank. b. Click Record to save each owner's information.
Once you enter all owners, the Total Described figure should be 100%.
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9 – Initial Setup c. Click Split by Percentages . This allocates the amount out of balance to the owners' equity accounts based on the percentage they hold. d. Click Done. The Setup Account menu is replaced with the Accounting menu.
To set up a corporation.
a. Enter the various equity balances listed—if you do not currently know them, enter them later. If you are not sure what amounts to enter, consult your tax preparer, accountant, or attorney. b. Click Balance to Unappropriated Retained Earnings to complete the Initial Setup. This allocates the amount out of balance to the Unappropriated Retained Earnings Account . c. Click Done . The Setup Account menu is replaced with the Accounting menu.
Initial Setup—Basic Setup
An alternative to the quick setup is the basic setup, where more information is entered into Initial
Setup before recording day-to-day transactions.
•
•
As with the quick setup, the Initial Setup does not need to be completed at this time, but entering information now eliminates having to create it when entering daily transactions. After you exit Initial
Setup, you can access the Initial Setup menu and toolbar to add or change information until a yearend closing.
The following items that are listed on the Setup Account menu do not appear on the Initial Setup toolbar:
• Options (Accounting Options, Check / Deposit Ticket Setup, Owner's Information, Payable
Reminder Date, VAT / GST Setup)
Names and Addresses
General Ledger
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Although these items are also available from the Accounting menu, it is convenient to complete the setup of some items (for example, Check / Deposit Ticket Setup ) before entering transactions.
The following setup procedures complete the basic setup.
Accounting Options
To review or edit the Accounting Options, select Setup Account / Options / Accounting Options or
Accounting / Options / Accounting Options
. See also Setting up basic accounting features, page 325 .
Check / Deposit Ticket Setup
To set up check and deposit ticket styles for printing and printing options, select Setup Account /
Options / Check and Deposit Ticket Setup or Accounting / Payments and Purchases / Check and
Deposit Ticket Setup .
1. Select Check Style . If your check does not match any specific style numbers listed, try a style that matches most closely. Print a sample on plain paper and then hold it against an actual check to determine whether it aligns properly. Do the same with the Deposit Ticket .
If the printed layout is off slightly, use the arrows to move the Horizontal and Vertical alignment up or down. If the alignment is still off, contact Support.
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9 – Initial Setup
2. Select all the required options, for example Print number on checks and Print total hours worked on payroll .
3. Select the required printer from the drop-down list and then click OK .
Note – To set up a default printer, select File / Print Setup and then select a printer from the dropdown list. If a default printer is set up on the computer, the software uses this printer as the default.
Owner's Options
To update, add, or delete owners, select Setup Account / Options / Owner’s Options or Accounting /
Options / Owner’s Information.
• To edit a current owner, select the owner and click Update Owner . Change the owner name or the percentage and then click Update Owner again.
•
•
Note – The total percentage must always equal 100.
To add an owner, enter the name, enter a percentage and then click Add Owner .
To delete a current owner, select the owner and then click Delete Owner.
When finished, click Done .
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9 – Initial Setup
Payable Reminder Date
This functionality is only available if you have Advanced Desktop Accounting.
To set and/or change the payable reminder date, select Setup Account / Options / Payable Reminder
Date or Accounting / Payments and Purchases / Payable Reminder Date .
When you first open a project, Payables Coming Due appears, showing payables due. This shows until the payable is paid.
To pay, select Make Payments in the Payables Coming Due field that appears when opening the project. To view a payable report, select Accounting /Payments and Purchases / Accounts Payable
Report . To make a payment through Payments and Purchases , select the vendor and then click the
Bill icon .
VAT / GST setup
To add a value added tax (VAT) or goods and services tax (GST), select Setup Account / Options /
VAT/GST Setup or Accounting/ Taxes / VAT/GST Setup.
1. Select the Enable VAT/GST check box.
2. Click Add New Rate and then enter a description, symbol, and rate.
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9 – Initial Setup
3. From the Default for drop-down list, select the default for purchases, sales, or sales and purchases.
4. Enter a VAT/GST Number and then click OK .
Adding Names and Addresses
To enter contact information (Vendors, Purchasers, Landlords, General Contacts), select Setup
Account / Names and Addresses / Add/Edit Address List or Accounting / Names and Addresses /
Add/Edit Address List.
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• To add a contact, click Add . The Contact Properties dialog appears.
9 – Initial Setup
•
For a full description on how to complete this screen, see
Chapter 2, Setting Up Farms, Fields, and Inputs
.
To delete names and addresses, select the name(s) in the Contacts dialog and then click Delete .
Note – After accounting transactions have been entered for a name, the name can be Retired but not
Deleted.
• To edit contact information, select the contact name, click and then click OK .
Properties , make the required changes
Setting up basic accounting features
Instructions for the initial setup follow the Initial Setup toolbar icons from left to right.
The icons are:
Click ...
To ...
Exit initial setup
Set up the Chart of Accounts
See ...
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 325
9 – Initial Setup
Click ...
To ...
Set up Bank and Cash Accounts
Set up Land accounts
Set up Structures accounts
Set up Equipment accounts
Set up Improvement accounts
Set up Livestock accounts
Set up Field Inventory
Set up Harvested Crop Inventor
Set up Supplies Inventory
Set up Prepay
Set up Other Assets
Set up Accounts Payable
Set up Loans
Set up Other Liabilities
See ...
Setting up the Chart of Accounts
The software provides a flexible chart of accounts that you can customize to suit your individual needs. You should set up a basic chart of accounts before entering transactions. When setting up accounts be careful not to enter too many—numerous accounts may confuse more than assist you.
The Chart of Accounts Setup dialog provides a list of standard accounts from which to select, enabling you to quickly set up your farming accounts.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 326
1. On the Initial Setup toolbar, click the Chart of Accounts Setup icon .
9 – Initial Setup
CAUTION – You must set up accounts in the order shown in the Chart of Accounts dialog.
2. Select the options in turn and then select one or more options from the list that appears in the pane on the right (hold down [Ctrl] on the keyboard to select more than one option). When done, click Record and then continue with the next category—once added, the account names appear dimmed in the dialog:
Account category
Supplies
Crops
Resale Livestock
Breeding Livestock
Set up accounts for ...
Supplies used on fields, livestock, and in some cases. equipment, for which you will be keeping an inventory.
Do not set up the name of individual supply items. Instead, add accounts used to group similar supplies together, for example, Chemicals or Fertilizer.
General crops that you raise, not the individual varieties. Accounts to set up may include, for example, corn, rice, or wheat.
This functionality is only available if you have Advanced Desktop Accounting.
Categories of livestock, such as cattle or hogs that you purchase, or raise for resale purposes.
Note – If the animals are for any breeding purposes, or if you will depreciate them, create breeding livestock accounts instead of, or in addition to, resale livestock accounts.
This functionality is only available if you have Advanced Desktop Accounting.
Categories of livestock, such as boars, sows, cows, and bulls that you will use for breeding purposes, even if they will be sold later.
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9 – Initial Setup
Account category
Expenses
Revenue
Set up accounts for ...
Categories for general expenses, such as repairs, rent, and utilities.
Note – Do not set up expenses that apply to supplies or livestock here; they are set up automatically in the previous categories.
General income categories, such as custom hire and patronage dividend income.
Note – Do not set up crop or livestock sales accounts here; they are set up automatically in the previous categories
Note – The software makes accounting easier by automatically creating the following:
- Corresponding revenue accounts for crop accounts you add.
- Matching expense accounts for supply accounts you record.
- Equivalent revenue and expense accounts for inventory accounts you create.
- Parallel expense and accumulated depreciation accounts for asset accounts you set up. For example, adding a supply for fuel automatically creates a corresponding fuel expense account.
3. The module supplies a general account list. To add an account to your Chart of Accounts, select the account to highlight it—to clear an account, select it again.
To add an account that is not listed, under New Accounts enter an Account name and then select the + icon.
4. Once you complete all the options, click Record to save the changes and then click Done to close the dialog.
Setting up Bank and Cash Accounts
You can create multiple accounts—checking (farm and family), savings, petty cash, and credit card— and provide an account register for each. You can also set up a line of credit with an account register if you plan to write checks from the account.
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9 – Initial Setup
You must set up bank, cash, and credit card accounts before you can enter transactions in the software:
1. On the Initial Setup toolbar, click the Bank and Cash Accounts icon .
2. Click <New> in Current Account and then enter a description of the account in Account Name. For a checking or savings account, include the name of the bank and the type of account (for example, FW Banking Center ).
3. Select the required Account Type .
4. In Balance, enter the balance of the account as of the date indicated to the right. This should be the beginning, fiscal-year balance of your account. This is not necessarily the same as the balance on your bank statement; for the account you selected, record the balance as follows:
–
–
Checking —enter your reconciled checkbook balance as of the beginning of your fiscal year, not your bank statement balance. You can change this balance later, if required.
Savings— enter the balance of the account as of the beginning of your fiscal year. Include interest compounded through the date displayed.
– Petty Cash —enter the cash in a cash drawer (for example, if the farm has a retail outlet), or cash on hand. You can use petty cash to track cash purchases for both farm and personal expenditures. If you do not know what the exact petty cash balance is as of the start of the year, enter your best estimate or enter it later.
– Credit Card —enter the balance owed on your credit card as of the start of the year. Set up credit cards irrespective of whether or not they have an outstanding balance.
5. Click Record to save the information.
6. Repeat
through
Step 5 for each checking, savings, petty cash, and credit card account. You
should set up all the accounts you need.
7. To save the information, click Record and then click Done .
Note – If you click Record before you enter any new information, a warning message appears.
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To Add / Edit accounts
To enter or correct an account balance, select Setup Account / Bank and Cash Accounts or click the
Bank and Cash icon . Select the account from the drop-down menu, enter the correct balance, click Record and then click Done .
Setting up Accounts Receivable
This functionality is only available if you have Advanced Desktop Accounting.
Accounts Receivable are short-term assets in which you record the amounts others owe to your agricultural enterprise from sales of products or services on credit to your customers. You must set up Accounts Receivable before receiving payment on account.
You can use the initial setup of accounts receivable to set up amounts that others owe your farm as of the beginning of the year, and create these receivables for custom work performed, for sales of supplies, crops or livestock, or for refunds for purchased items returned to a vendor.
1. Click <New> in Current Receivable to set up a new receivable account.
2. Enter a description to identify your new receivable in Invoice No or Description .
3. Select a buyer in Purchaser , or select <Add/Edit> to add a new buyer.
4. Enter the date of the sale in Invoice Date and the date payment is due in Due Date .
5. In the Invoice Details section, select Revenues or Expenses , select the account in the list to which the receivable applies, and then click Add to Invoice .
6. To add another account to the same invoice, select it from the list, and then click Add to Invoice again to add it to the invoice. Repeat this step for each revenue or expense account you want to add.
7. Record the amounts for each account in the Amt column. The total receivable amount appears in the bottom row of the column.
Note – The module records only accounts receivable in the accrual books: These have no effect on the cash general ledger of the software until the customer actually pays.
8. Once you have added all the required accounts and the receivable balance is correct, click Record and then click Done .
Setting up Land
This functionality is only available if you have Advanced Desktop Accounting.
The cost of land is the original purchase price less the cost of any structures or land improvements, such as field tile. Do not set up any rented or sharecropped land in the software.
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1. On the Initial Setup toolbar, click the Land icon .
9 – Initial Setup
2. Select <New> in Farm Name and then enter the farm name in Farm Desc .
3. Enter the number of acres in Size , and enter either the Cost per acre as of the beginning of your fiscal year or the Total cost of the field. This should be the total price of the land at the time of purchase.
4. Click Record.
5. Repeat
as required. Once you add all land, click Record and then click Done .
Setting up Structures
This functionality is only available if you have Advanced Desktop Accounting.
You can use the initial setup to enter cost and depreciation expenses for all the structures you own and want to include on your balance sheets, such as grain bins, barns, and storage sheds. You can also include rental properties and personal residences if you want these added to your balance sheets.
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To set up structures you owned as of the start of the year:
1. On the Initial Setup toolbar, click the Structures icon .
9 – Initial Setup
2. If you have already added structures using the record-keeping section, and you now want to add them to the software for financial reporting, select the structure(s) from Current Item .
Alternatively, select <New> in Current Item and then enter a structure name in Description . If the item was not previously entered in the software, the item now appears on the Inputs tab.
Note – If you are renting a structure, or if someone else owns it, you can add the structure(s) on the
Farm tab without entering any information in the software.
3. Enter the date the structure was purchased in Purchase Date and then enter the gross price paid for the structure in Original Cost .
4. Enter the total depreciation as of the date indicated to the right in Accumulated Depreciation .
5. Enter the depreciation for the current year in Current Year Depreciation . You can also enter this information later (after exiting Initial Setup); select Accounting / Asset Depreciation .
6. Click Record.
7. Repeat
to add more structures as required.
8. Once you add all the required structures, click Record and then click Done .
Setting up Equipment
This functionality is only available if you have Advanced Desktop Accounting.
Equipment includes tractors, implements, farm vehicles, and even office equipment. The equipment setup in the Initial Setup should include only equipment owned as at the start of the fiscal year.
Rented equipment or equipment that is borrowed from others should not be set up in Initial Setup.
The software adds the equipment setup data you enter in the initial setup to your balance sheets.
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1. On the Initial Setup toolbar, click the Equipment icon .
9 – Initial Setup
2. If you have already added equipment using the record-keeping section, and you now want to add the equipment to the software for financial reporting, select it from Current Item . Otherwise, select <New> in Current Item and then enter an equipment name in Description . If the item was not previously entered with the Trac module, the item now appears on the Inputs tab.
3. If the item is not used for farming tasks, for example, office equipment, select the Item is not used in Farming Tasks check box. If you do this, the program considers it as a retired piece of equipment and will not display it until you select Show Retired Inputs from the View menu.
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4. Select or create an account for each item of equipment—accounts are used to group similar items together on your balance sheets. If the account you want is not listed, select <Add> in
Account.
5. Complete the information in the Chart of Accounts dialog: The Equipment Classifications option is automatically selected. Either select the equipment type from the list or enter a new equipment category in Accounts (for example, Tractors) and then click + .
6. Once you add all the required equipment, click Record and then click Done .
Tip – Most farms require only a few equipment accounts. You should set up an account for each category of equipment, but do not set up a separate account for each item of equipment.
7. In the Setup of Equipment dialog, enter the Purchase Date and Original Cost .
8. Enter the accumulated depreciation and current year depreciation in the applicable fields—the software calculates and displays the value in Book Value .
9. Click Record . The Machine Properties dialog appears with the name of the equipment in
Description .
Note – This happens only if you set up a new machine. For more information on setting up
equipment, see Setting up Equipment, page 332
.
10. Repeat
for each additional equipment item.
11. Click OK .
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Setting up Improvements
This functionality is only available if you have Advanced Desktop Accounting.
Depreciable improvements are additions or changes to existing assets and include such items as field tile, engine overhauls, or a new roof. Your accountant or tax professional may help you determine whether an item is a repair or a depreciable improvement. Structures and equipment to which improvements relate must be set up in Initial Setup prior to the improvement setup.
To set up a depreciable improvement at the start of the year:
1. On the Initial Setup toolbar, click the Improvement icon .
2. To document improvements to an item, select <New> in Improvement and then enter a
Description .
3. From the Asset Improved drop-down list, select the item that was improved.
4. Enter the date that you made the payment for the improvement in Purchase Date , enter the
Original Cost , Accumulated Depr (eciation), and Current Year Depr (eciation).
5. Click Record.
6. Repeat
to add more depreciable improvements as required.
7. Once you add all the required improvements, click Done .
Setting up Livestock
This functionality is only available if you have Advanced Desktop Accounting.
Use the Initial Setup of Livestock dialog to set up groups of animals you want to include on your balance sheet. You may keep profit and loss records for each unit in the form of enterprise statements. Livestock must be entered in Initial Setup (or through a purchase) prior to recording a sale.
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To set up a group of livestock:
1. On the Initial Setup toolbar, click the Livestock icon .
9 – Initial Setup
2. The Animal Group field defaults to <New>. Enter a description in the Description field. If you have already added livestock using the record-keeping program, and you now want to add it to the software for financial reporting, select it from Animal Group . Alternatively, select <New> in
Animal Group and then enter an animal group name in Description . The item now appears on the
Inputs tab.
Note – You must set up purchased and raised animals as separate groups.
3. From the Account drop-down list, select the General Ledger Account or select <Add> to open the
Chart of Accounts dialog to select the livestock group. In the Chart of Accounts dialog, select either Resale Livestock or Breeding Livestock , select the animal group in the list and then click
Record and Done .
Note – If the animal group is not listed in the Chart of Accounts dialog, enter the animal group name and then click the + button. Click Record and Done to save the change and return to the Initial Setup of
Livestock dialog.
4. Enter the number of animals, and add either the average weight or total weight in the correct fields.
If you enter the number of animals and average weight, the software estimates the total weight and displays this estimate in the Total field. If you enter the number of animals and total weight, the software displays the average weight per animal (that is, the mean value) in Average Weight .
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5. Select the Calculate Cost Per Lb check box for the software to determine the price per pound rather than the price per hundredweight.
6. For purchased animals only, enter the original price per pound or hundred weight and then record the total cost in the appropriate fields. Animals you did not purchase but were bred and raised on your farm should have a total cost of zero.
7. Enter the date of purchase in Purchase Date .
Even if you did not purchase the livestock, you must still enter a date: Substitute the date the last animal in the group was born for the date of purchase.
8. For breeding stock, enter the Accumulated Depr (eciation) and Current Year Depr (eciation).
ASK YOUR ACCOUNTANT – If you do not know your accumulated or current year depreciation on equipment (and structures, as discussed earlier), consult your accountant or tax preparation professional. These amounts can be added later, but must be entered before printing reports for your accountant or tax professional and tax forms for the current year tax reporting.
9. Click Record.
10. Repeat
to add more livestock as required.
11. Once you add all the required animal groups, click Done .
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Recording information in the Livestock module
If the Livestock module is also installed, a message appears prompting you to also record the information there:
1. Click Yes to record the action in the Livestock module. The Livestock Select Species dialog appears.
2. Select <New> and then click OK . The New Animal Type dialog appears.
3. Enter a Description , select a Species Type, select the All animals have unique IDs check box and then click OK .
4. In the Add/Edit Group dialog, select a Current Group from the drop-down list or select <New> . If you create a new group, this name is added to the Add Animals Group list. Click OK .
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5. In the Add Animals dialog, select the group and then enter the Date, Qty, and Total Weight . If you selected All animals have unique ID in the previous screen when you set up the species, you can now identify the individual animals in a group by selecting the check box at the bottom. Click OK .
6. If you selected the Identify individual animals check box in Step 5, the Add Animals dialog appears.
Enter or select each animal's unique ID under Animal Name , Age , Gender , Breeding Stock (select
Yes or No ), Color , and Breed and then click OK .
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Setting up Field Inventories
This functionality is only available if you have Advanced Desktop Accounting.
You can use the initial setup of field inventories to enter the cost of any fieldwork you completed in the previous year for the crop or a field. These figures are required for the field enterprise statements since you cannot enter prior year farming actions.
You can include the cost of seed and chemicals for crops such as winter wheat. Even fields that do not have crops in them may have costs related to fall fertilizer and tillage actions.
Field inventories will be set up only in your accrual books and have no effect on your Cash General
Ledger.
1. Make sure that the fields and crop enterprises for which you are setting up field crops are defined.
2. On the Initial Setup toolbar, click the Field (Inventory) icon .
3. Select the field name in Location . The field is populated from information entered in the Field
Properties .
4. Select the year and commodity in the Crop list (for example, 2010 Corn) or select <Add/Edit> in the list to add a new commodity in the Crop Setup dialog. As with Location , commodities and enterprises already set up appear in the drop-down list.
5. Click Record and then click Done to return to the Initial Setup of Field Crops dialog.
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6. Enter the Cost per Acre or Total Inputs . The software calculate the figure not entered.
7. Click Record.
8. Repeat
to add more field crops as required.
9. Once you add all the required field crops, click Record and then click Done .
Setting up Harvested Crops
You can use the initial setup of harvested crops to set up any commodity in storage at the beginning of the fiscal year (that is, crops that are harvested but not sold). Examples include crops stored in grain bins, or at an elevator, co-op, or other organization. You must enter this information before recording crop sales. Harvested crop inventories are set up in your accrual books only and have no effect on your Cash General Ledger.
1. On the Initial Setup toolbar, click the Harvested Crop Inventory icon .
2. Select a harvested crop from the drop-down list, or select <New> to add a new crop.
3. Select a location from Storage Location (this may be a bin, a silo, a field, or an off-farm location such as a cooperative or grain elevator). The software displays all structures and fields you have previously set up in the record-keeping area of the software.
4. Select an existing crop or select <Add/Edit> to add a new crop in Stored Crop .
When setting up a crop, you can use the commodity to keep track of different brands. For example, if you want to keep track of which fields have Roundup-Ready beans and which fields have conventional beans, you could set up each with the same account (for example, Soybeans) but with a different commodity (either Beans or Roundup Beans, for example).
5. Enter your best estimate of the amount stored as of the end of the previous year (calendar or fiscal) in Quantity , and then enter either the cost per unit or the total cost in the applicable field
(the software automatically calculates the other value for you).
6. Click Record.
7. Repeat
to add more harvested crops as required.
8. Once you add all the required field crops, click Record and then click Done .
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Setting up Supplies
Use the initial setup of supplies to enter farm inputs (such as feed, seed, fuel, chemicals, and fertilizer) that your farm possessed at the beginning of the year. You must enter this information before using supplies in farming operations with the record module. The software reflects supply inventories in the accrual books for your farm only, which have no effect on the Cash General Ledger.
1. On the Initial Setup toolbar, click the Supplies Inventory icon .
2. Select the Current Item from the drop-down list, or select <New> to add a new supply item and then enter a Description .
3. Select the account for the supply in Account, or select <Add/Edit> to open the Chart of Accounts dialog where you can add a new supply account.
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9 – Initial Setup
4. Select Supplies and then select all the supplies you want to add in the list. Click Record and then click Done .
5. In the Initial Setup of Supplies Inventory dialog, enter Quantity on hand and Cost and then select the Edit Properties check box.
6. In the Supply Properties dialog:
Tab
General Type
Units
Action
Select the option button that best describes the type of supply.
Select:
• Purchased Unit —this is the form in which you purchase the supply.
• Unit Cost —this cost affects planned operations. It will not be used on the enterprise statements as the program will then use the purchased price.
• Distributed Unit —this is the form in which you distribute the supply. (For example, you may purchase fertilizer in bags, but distribute it by pound. If each bag holds 10 pounds, the ratio should be one bag for every 10 lbs.)
Chemical
Fertilizer
Restrictions
PHI
Complete appropriate fields.
7. Click OK to save the information and return to the Initial Setup of Supplies Inventory dialog.
8. Click Record.
9. Repeat
to add more supplies as required.
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10. Once you add all the required supplies, click Record and then click Done .
Setting up Prepaid accounts
1. On the Initial Setup toolbar, click the Prepaid Accounts icon
9 – Initial Setup
2. Select a Vendor from the drop-down list, or select <Add/Edit> to add a new vendor.
3. Select an expense Account , or select <Add/Edit> to add a new expense account.
The Description should default automatically, based on the Account and Vendor selected but may be changed if required.
4. Enter the correct Purchase Am(oun)t . This should be the amount available at the year start date.
5. Click Record .
6. Repeat
to add more supplies as required.
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9 – Initial Setup
7. Once you add all the required supplies, click Record and then click Done .
Setting up Other Assets
This functionality is only available if you have Advanced Desktop Accounting.
Using this software, you can set up assets that do not fit under the categories offered. Other assets may be short term or long-term. Items that you use within a year would be short-term assets, while assets that you use over a period longer than a year must be set up as long-term assets.
1. On the Initial Setup toolbar, click the Other Assets icon .
2. Select the Current Item from the drop-down list, or select <New> to add a new asset and then enter a Description .
3. In the Category area, select one of the following:
– Current Asset, if this is a asset that you will use within a fiscal year.
– Long-term Asset, if this is an asset that you might take more than a year to pay.
4. In Balance , enter the amount for the balance of the asset as at the start of the year indicated.
5. In the Offsetting Account area, select one of the following options and then select the expense account to which the purchase relates from the list:
–
–
N one for co-op stock without an offsetting account.
Revenue if accrued interest income has a revenue offset of interest income.
– E xpense for assets that, when used, must be offset to an expense account.
The software allows you to set up other assets only with an offsetting account in your accrual general ledger, since it treats prepaid assets as an expense or revenue in your financial books when you incur them, rather than when you use them. The software adds assets with no offsetting accounts to both your cash and accrual general ledger.
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9 – Initial Setup
6. To add an asset that is not included in the list of revenues, click Add Account . In the Chart of
Accounts dialog that appears, select Revenues , enter the revenue account you want to add in
New Accounts box and then click the + icon.
7. Verify that the software highlighted the new account in the list, click Record and then click Done .
8. Click Record.
9. Repeat
to add the new revenue asset as required.
10. Once you add all the required other assets, click Record and then click Done .
Setting Up Accounts Payable
This functionality is only available if you have Advanced Desktop Accounting.
Accounts payable are one main type of short-term liability for your farming business that records the amounts owed to vendors or suppliers for the purchased products, supplies, parts, or services that you buy on credit. The amounts recorded in this liability are non-interest bearing (although you may incur interest charges as penalties for late payments).
You can use the initial setup of accounts payable to add bills you received, but did not pay as of the start of the year. For instance, a load of feed purchased in December but which you will not pay for until the following January, is an accounts payable. It is only necessary to enter accounts payable when you wish to have the software keep track of unpaid bills, or when you want to have the software record these liabilities on your balance sheets. Accounts payable are included only on your accrual general ledger, and they have no effect on your cashbooks until you pay them.
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To set up accounts payable balances as of the start of the year:
1. On the Initial Setup toolbar, click the Accounts Payable icon .
9 – Initial Setup
2. Select the Current Item from the drop-down list, or select <New> to add a new account payable and then enter an Invoice No. or Description .
3. Select or create a Vendor
. See Adding Names and Addresses, page 324
.
4. Enter the Invoice Date , Due Date, and Reminder Date .
The Reminder Date defaults to three days before the due date of the invoice, but you can change:
Select Reminder Date in the Accounts Payable menu.
5. If there are any early payment discounts, enter the information in Discount Date and Discount% .
6. In the Invoice Details area, select Revenues or Expenses , select the first item that applies to the receivable account and then click Add to Invoice to add the item to the Account Name column.
Repeat this step for each revenue and expense.
7. Enter the amounts for each account name in the Amt column. The software automatically calculates and displays the discount amount, gross payable amount, and net amount with discount.
8. Once you add all payable accounts and verify that the payable balance is correct, click Record and then click Done .
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9 – Initial Setup
Setting up Loans
Use the initial setup of loans to set up loan balances as of the start of the year. Loans can include operating loans, equipment loans, mortgages, or land contracts. You can find your loan balances on bank statements or amortization schedules, or you may need to check with your bank's loan department.
To set up the initial balance on loans:
1. On the Initial Setup toolbar, click the Loans icon .
2. To change the initial balance of an existing loan, select it from the Current Loan drop-down list, or select <New> to add a new loan and then enter an Account Description .
3. Enter the principal Balance (do not include interest) due as at the date indicated.
4. Enter the principal due within the next 12 months in Short Term . The software automatically calculates and displays the long-term portion of the loan (that is, the amount due after the first
12 months).
FAQ – Do I need to enter the exact amount of the short-term principal of my loan?
Answer – No—you can enter an estimate if you do not know the exact figure. For example, if you have a ten-year, $70,000 loan, you can estimate that you will pay $7,000 per year in principal repayments by dividing the loan amount by the remaining number of years. This can be changed to a more exact amount at a later date.
5. Click Record.
6. Repeat
to add a new loan as required.
7. Once you add all the required loans, click Record and then click Done .
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9 – Initial Setup
Setting up CCC Loans and Other Liabilities
This functionality is only available if you have Advanced Desktop Accounting.
Use the initial setup of other liabilities to establish charges that do not fit in the other categories.
Other liabilities may consist of payroll taxes payable (that is, payroll taxes from a prior year that are not paid until the following year), or Commodity Credit Corporation loans (that is, CCC loans).
FAQ – Where can I find information on Commodity Credit Corporation loans available to farmers?
Answer - Go to: www.irs.gov/businesses/small/industries/article/0,,id=99000,00.html
http://www.fsa.usda.gov/FSA/webapp?area=home&subject=fmlp&topic=landing.
To set up Other Liabilities from the start of the year:
1. On the Initial Setup toolbar, click the Other Liabilities icon .
2. Select a liability from Account , or select <New> to add a new liability and then enter a
Description .
3. In the Category area, select Current Liability or Long-term liability .
4. Enter the Balance owed at the date indicated.
5. In the Offsetting Account area, select one of the following:
– None if you treat the loan as a loan for tax purposes and recognize it as income when you sell the crop, instead of when you receive the loan.
– Revenue if you treat the loan as income when you receive it.
– Expense if you deduct payroll taxes when you deposit them.
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9 – Initial Setup
ASK YOUR ACCOUNTANT – Use Wage Expense as the offset account for all payroll tax withholding, except FICA (Employer) when following
Step 5 . Use FICA-Medicare Expense for the employer
expense. Use the Federal or State Unemployment Expense for the unemployment taxes. For other liabilities, your accountant or tax assistant should help you determine whether you need to use an offsetting account.
6. Click Record.
7. Repeat
to add a new liability as required.
8. Once you add all the required liabilities, click Record and then click Done .
General Ledger
Accrual Reports are only available if you Advanced Desktop Accounting.
There are several options available to view Initial Setup entries:
•
•
Select Setup Account / General Ledger / Accrual Reports or Cash Reports / Journal Entry Report to view the journal entries. Journal Entry #0 lists all of the initial setup entries.
Select Setup Account / General Ledger / Accrual Reports or Cash Reports to view the General
Ledger Detail Report, Balance Sheet, Income Statement, and Trial Balance. Viewing the reports prior to exiting Initial Setup provides an opportunity to make additional entries or corrections before entering daily transactions.
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Exiting the Initial Setup
You can return to and exit Initial Setup at any time until you do a year-end closing.
1. On the Initial Setup toolbar, click the Exit Initial Setup icon .
9 – Initial Setup
2. Do one of the following:
– If your agricultural enterprise is a partnership or proprietorship: a. Enter the Name and Owner's Percentage for each owner. If there is only one owner, enter
100%. Leave Equity blank. b. Click Record to save each owner's information.
c. After all owners are entered, the Total Described figure should be 100%. Click Split by
Percentages to allocate the amount out of balance to the owners' equity accounts based on their percentages. d. Click Done. The Accounting menu replaces the Setup Account menu.
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9 – Initial Setup
– If your agricultural enterprise is a corporation, enter ownership capital in the Initial Setup of
Equity - Corporation dialog. This equity derives from two sources—investment of capital in the corporation by the owners for which the corporation issues capital stock shares, and profit that the corporation earned but has not distributed to its owners, which are the retained earnings for the corporation. The current market value of your equity in the corporation is usually different from the recorded book value, which the software reports in the balance sheet.
a. Enter the various equity balances: Capital Stock , Preferred Stock , Paid in Capital, Treasury
Stock, and Appropriated Retained Earnings . These figures can be entered later, if they are not known at this time. If you are not sure what amounts should be entered here, consult with your tax preparer, accountant or attorney. b. Click Balance to Unappropriated Retained Earnings to complete the Initial Setup. This will allocate the amount out of balance to the Unappropriated Retained Earnings Account . c. Click OK. The Accounting menu replaces the Setup Account menu.
Tip – If you make a mistake and want to start over, select Clear All Equity, then select Yes when prompted to erase all initial setup equity. Clearing the equity in this way will not delete an owner's assets and liabilities.
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C H A P T E R
10
Payments and Purchases
10
In this chapter:
The Payment and Purchase dialog
Purchasing land and structures
Payment on depreciable improvement
Making prepay payments for supplies
Returning supplies and posting vendor return payment / credits
Making payments for family living expenses
Making corrections to payments and purchases
Printing checks, reports, and forms
Writing a check, charging items on your credit card, and purchasing something with cash are just a few examples of transactions you can enter in the Payments and Purchases dialog.
This chapter covers each of the payment and purchase options.
Some of the functionality is only available if you have Advanced Desktop Accounting—this is noted where applicable.
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10 – Payments and Purchases
•
•
The Payment and Purchase dialog
To record payments and purchases, do one of the following
Select Accounting / Payments and Purchases / Record Payment/Purchase .
Select Checking from the toolbar drop-down list and then click the Record Payment/Purchase icon.
The Payments and Purchases dialog appears . In this dialog, you can enter payments and purchase transactions.
Menu bar
Calculator button
Vendor area
Item Purchased area
How you paid area
Menu bar
The menu bar has two menus for recording payments and purchases:
•
–
–
–
–
The Purchase Options menu has the same choices as the Items Purchased area of the dialog. Use this menu to enter payments for:
Inventory Supplies
Livestock. This functionality is only available if you have Advanced Desktop Accounting.
Land. This functionality is only available if you have Advanced Desktop Accounting.
Structures. This functionality is only available if you have Advanced Desktop Accounting.
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10 – Payments and Purchases
–
–
Equipment. This functionality is only available if you have Advanced Desktop Accounting.
Depreciable Improvements. This functionality is only available if you have Advanced
Desktop Accounting.
–
–
–
–
Other Assets. This functionality is only available if you have Advanced Desktop Accounting.
Prepaid Accounts
You can also use this menu for:
– Payable Payments. This functionality is only available if you have Advanced Desktop
Accounting.
Credit Card Payments
Payroll Deposits.
Accounting.
This functionality is only available if you have Advanced Desktop
•
– Family Living Payments
– Other Expenses and Payments
The Payment Options menu has the same options as the toolbar buttons of the How You Paid
area, see Payment option, page 358
. Use this menu to record payments made by:
–
–
–
–
–
–
Check
Cash
Credit Card
Payable.
Loan
Trade-In.
This functionality is only available if you have Advanced Desktop Accounting.
This functionality is only available if you have Advanced Desktop Accounting.
– Prepay
Tip – You can pick more than one payment option to complete the transaction. For example, you can purchase a new tractor by way of a trade in and a loan.
Calculator button
Click the calculator button to open the calculator tool that is included with the Windows operating system.
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10 – Payments and Purchases
The Vendor area
In this area, you can do the following for each payment or purchase you make.
•
•
•
•
•
•
Select the purchaser to whom payments are made in Vendor box.
Enter a description or invoice number for the transaction.
Select a date for the transaction.
Select the Add To List Of Templates check box to create a template that you can use again for the same type of transaction.
Journal Entry # shows the number that the software automatically assigns to the transaction.
Click Attach Files to navigate to and attach invoices, receipts, and other documents to the transaction.
The Items Purchased area
This area allows you to select the types of purchases you made. Instead of menu items, this area has icons that you can click to record different types of purchases made. The icons correspond to the items on the Purchase Options menu, see
page 354 . The dialog displays the purchases you select and
the total amount of the transactions in the list.
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The How You Paid area
This area allows you to select the types of payments. Instead of menu items, this area has icons that you can click to record different types of payments made. The icons correspond to the items on the
Purchase Options menu. The dialog displays the payments you select and the total amount of the payments in the list.
For more information on the Record , Done, and Help buttons, see
Tip – You can pick more than one payment option to complete the transaction. For example, you can purchase a new tractor by way of a trade in and a loan.
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Payment option
Click ...
Check icon
To ...
Pay by check. In the Check Purchase account you can select a Checking Account , and
Check# , and change the amount if required. You can also add a Memo .
Cash icon Pay in cash. Select a Cash Account and then enter or edit the Amount .
Credit Card icon Pay by credit card. Select a Credit Card account and then enter or edit the Amount .
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Click ...
Payable icon
10 – Payments and Purchases
To ...
Be invoiced at a later date.
This functionality is only available if you have Advanced Desktop Accounting.
Prepay icon Identify a prepaid purchase.
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Click ...
Loan icon
To ...
Pay using an existing or new loan.
10 – Payments and Purchases
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Click ...
Trade-in icon
10 – Payments and Purchases
To ...
Pay using a trade-in. Select the item you want to Trade-in and then enter the Amt Received for Trade , The Current Book Value defaults to the screen.
This functionality is only available if you have Advanced Desktop Accounting.
Click Settings to open the Account Options dialog—here you can decide whether you want to keep the traded item on the General Ledger for depreciation or remove the traded item.
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10 – Payments and Purchases
Purchasing supplies
Use the Payments and Purchases dialog to record the purchase of supplies on account and prepaid transactions.
Purchasing supplies on account
The Accounts Payable functionality is only available if you have Advanced Desktop Accounting.
An Accounts Payable section is included in the accrual general ledger. Use this option to keep track of bills that you have received but have not yet paid—if you enter the details of what you are purchasing when you receive the bill as an Accounts Payable, you simply pay the bill without needing to re-enter the details.
To purchase supplies with a payable, do the following:
1. Click the Record Payment/Purchase icon on the Checking toolbar.
2. Complete the Vendor
area as described in The Vendor area, page 356
.
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3. In the Items Purchased area, click the Inventory Supplies icon .
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4. In the Supplies Inventory Purchase dialog, select the purchased supply item from Items
Purchased . If it is a new item, select <New> to add it.
5. Enter the appropriate amounts in Quantity Purchased , and either Unit Cost or Gross Total. The software automatically calculates the cost you do not enter.
6. If there is a Discount for early payment, enter the percentage. The software automatically deducts the discount amount and calculates the amount due.
7. Click OK .
8. Repeat
to add all the items you purchased in this transaction. Once you record all items, the total purchase amount shown should equal the amount of your invoice.
9. Click the Payable icon in the How You Paid area.
10.
Total Amount shows the amount of the purchase. You can change this amount if necessary.
11. Enter the date when you must pay the entire bill in Final Due Date . The software automatically displays the reminder date—this is the first date when the software will remind you to pay the bill.
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Note – To change the default number of days before a due date that the software will show a reminder, select File / Preferences / Reminder Date. You can then change the number of days in the
Default Reminder Date dialog.
12. If there are discounts for early payment, enter the date for the discount in Discount Date and then enter either the percentage or dollar amount of the discount in the appropriate field.
13. Click OK . The Payments and Purchases dialog shows a summary of the transaction.
14. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
15. Once you have attached all the required files, click OK to return to the Payments and Purchases screen.
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Tip – To make any changes, click the Inventory Supplies icon to the left of the entry in the Items Purchased area, or click the Payable icon to the left of any of the entry in the How You Paid area.
To delete an entry, click the icon.
16. Once you have balanced the transaction, click Record to post it and then click Done .
Prepaying supplies
1. In the Payments and Purchases dialog, select the required Date and the Vendor (or select
<Add/Edit> to add a new vendor).
2. Enter the invoice number or a brief description to summarize the transaction, in the Description or Invoice Number field.
3. Click the Prepaid Accounts icon on the Items Purchased toolbar. The Prepaid Accounts dialog appears.
4. Select the Prepay account or select <New> to add a new account name.
5. You must now create a separate Account for each prepaid category (for example, for chemicals, fertilizer, or seed). Select an Account (for example, Seed Expense). The Description is completed with the name of the expense and the vendor, but this can be edited if required.
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6. Select a
How you paid area, enter the amount in Purchased Am(oun)t and then click OK to save the information and close the dialog.
7. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
8. Click OK .
9. To enter additional prepays or other payment methods, click the appropriate icon(s) on the How
You Paid toolbar (for example, click the Cash icon if you pay the remaining balance with petty cash). The Payments and Purchases dialog displays a summary of all transactions.
10. Once you balance your transaction, click Record to post it and then click Done .
Purchasing livestock
This functionality is only available if you have Advanced Desktop Accounting.
The software allows you to keep cost and other records for groups of livestock. Included in these records are the number of livestock, the weight of the animals, their purchase cost (when applicable), and the costs associated with raising the animals.
To enter purchase of livestock, do the following:
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
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3. In the Items Purchased area, click the Livestock icon .
4. In the Livestock Purchase dialog, select an animal from the Animal Group list or select <New> to add a new group and then enter a Description .
5. Select the required Category and the Account . Select Breeding Livestock for animals you will depreciate.
Note – You must place raised animals and purchased animals in different groups, as adding them to the same group makes it more difficult to keep track of the original purchase cost of the animals.
6. Enter the number of animals you purchased in No. hd (number of head) and then enter either the Ave Wt (average weight) or Total Lbs . The software automatically calculates the other value.
7. Enter an amount in either Price/lb or Total. The software automatically calculates the other value.
Tip – To view the price by hundredweight (Price/cwt), rather than the price per pound, clear the
Calculate Price Per Lb check box.
8. Click OK .
9. Click the appropriate icons for each additional item purchased in this transaction (for example, click the Other Expense icon to enter shipping or other costs).
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10. To record a payment by loan, click the Loan icon in the How You Paid area.
11. Select the Loan used for your purchase or select <New> to add a new loan and then enter a Loan
Description . The software displays the balance of the loan before and after this transaction in
Current and Total .
12. The software enters the full amount of the transaction in Additional Loan Amount . If you are going to pay back a part, or all, of the loan within 12 months, enter the amount you expect to pay in Principal due this year —the software automatically calculates and displays the Principal due at year end amount, which is the amount due after the first 12 months of the loan.
13. Click OK . The Payments and Purchases dialog displays a summary of your transaction.
14. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
15. Once your transaction balances, click Record to post it and then click Done .
16. If you have the Stock module installed, you are prompted to also record the information there.
For more information, see
Purchasing land and structures
This functionality is only available if you have Advanced Desktop Accounting.
Certain purchases, such as land and structures, can include more than one payment method. This section explains how to purchase land and structures when you write a check for the down payment with the balance of the cost applied to loan.
To enter purchase of livestock, do the following:
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
3. In the Items Purchased area, click the Land icon .
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4. In the Land Purchase dialog, select a Farm or select <New> to add a new farm and then enter a
Farm Desc (ription).
5. Enter the number of acres in Area Added and then enter either the Price (per acre/hectare) or the Total Cost . The software automatically calculates the other value.
Tip – Do not include the cost of any other items purchased (such as barns, bins, and other structures) in this amount. To add the cost for structures, click the Structures icon in the Payments and
Purchases dialog before you record the transaction.
6. If required, add Notes in the Farm Properties dialog and then click OK .
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To add structures to the Farm:
1. In the Items Purchased area, click the Structure icon .
2. In the Structure Purchase dialog, select a Structure (if previously set up for field records) or select
<New> to add a new structure and then enter a Description .
3. Enter the Cost of the structure and then click OK .
4. Repeat
for each additional structure or other item purchased with the land. When complete, the total purchase amount displayed in the Payment and Purchases dialog should be the total cost of the farm.
Do one of the following:
– If you made a down payment on a loan for the land and structure with a check, click the
Check icon in the How You Paid area.
The Check Purchase dialog shows the full amount of the land and structure(s). Change this to the down payment amount and then click OK .
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– If you purchased the land and structure with a loan, click the Loan icon in the How You
Paid area.
The Loan Purchase dialog shows the difference between the loan amount and the down payment—to borrow against an existing loan, select the Loan . To borrow on a new loan, select <New>, enter a Description and then enter the Principal due this year. The software calculates and displays the difference between this amount and the loan amount in Principal due at year end . Click OK .
The Payments and Purchases dialog displays a summary of your transaction.
5. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
6. Once you balance your transaction, click Record to post it and then click Done .
Purchasing equipment
This functionality is only available if you have Advanced Desktop Accounting.
Certain purchases, such as large equipment, can include more than one payment method. In this example, we purchase a new tractor by trading in an old tractor, writing a check for a down payment, and recording a loan for the balance. To do this:
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
3. In the Items Purchased area, click the Equipment icon .
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4. In the Equipment Purchase dialog, select a Machine or select <New> to add a new farm and then enter a Description .
5. If the item purchased will not be used in farming operations (for example, office equipment) select the Item is not used in Farming Jobs checkbox.
6. Select the Account for the item (for example, Tractors).
7. Enter the price you paid for of the equipment in Cost and then click OK .
Note – This is the total cost of the item before your trade-in, not the net amount of the purchase.
8. In the Machine Properties dialog, enter the correct information for the equipment in all the tabs
as described in Chapter 9, Initial Setup
and then click OK .
9. Repeat
for each additional item purchased.
10. Enter the payment methods—in this example, two payment methods are combined:
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– Check a. Click the Check icon in the How You Paid area.
10 – Payments and Purchases b. The Check Purchase dialog shows the full cost of the purchase—if required, you can adjust this amount. Select the Checking Account used for your purchase and then enter a brief description in Memo , if required. The dialog displays the balance before and after this transaction as the Current Balance and New Balance respectively. c. Click OK .
– Trade-in a. Click the Trade-In icon in the How You Paid area.
b. Select the equipment that you traded from the Trade-In list.
c. Enter the Amount Received for Trade (this amount should be listed on your reseller invoice) and then click OK .
d. If you traded more t13han one item of equipment, repeat
through
.
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11. The Payments and Purchases dialog displays a summary of your transaction.
12. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
13. Once you balance your transaction, click Record to post it and then click Done .
14. To view the equipment just purchased, select the Inputs tab, click + beside Machines and then click + beside the correct category, for example, Tractors . Right-click the machine name and then select Properties to view and/or edit the Equipment
Properties .
Payment on depreciable improvement
This functionality is only available if you have Advanced Desktop Accounting.
Improvement(s) to a depreciable asset (such as a structure) appears below the asset in the Asset
Depreciation dialog ( Accounting / Depreciation / Asset Depreciation ).
To record a depreciable improvement:
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
3. In the Items Purchased area, click the Depreciable Improvement icon .
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4. In the Improvement Purchase dialog, enter a Improvement Description, select the Asset
Improved, enter a Cost and then click OK .
5. Select a payment method in the How You Paid area. If using a check, verify the check number and then make any necessary changes. You can select
Debit or Credit from Check #.
6. Click OK . The Print Check dialog appears.
7. Select Already Printed , Print Now, or Add to Batch and then click OK .
Making prepay payments for supplies
You can record the purchase of supplies by way of other assets, such as prepay accounts or vendor credits for returned supplies.
Prepaying for Supplies
1. In the Payments and Purchases dialog, click the Date and then select the Vendor.
2. Enter the Invoice Number , or a brief Description to summarize the transaction.
3. Click the Inventory Supplies icon in the Items Purchased area. The Supplies Inventory Purchase dialog appears.
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4. Select the purchased supply from the Item Purchased list, or click <New> to add a new supply.
5. Enter the appropriate amounts in Quantity Purchased , Unit Cost or Gross Total .
6. Click OK to save this information and return to the Payments and Purchases dialog.
7. In the Items Purchased area, click the Inventory Supplies icon and then enter any additional supplies purchased.
8. As you prepaid the supplies, click the Prepaid Accounts icon on the How You Paid toolbar to reduce the prepaid balance.
9. In the Prepay list click the applicable prepaid account for the supply you purchased (for example,
Prepaid Seed - East Central Co-op ).
10. Enter a positive number in Pay Amt and then click OK .
11. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
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12. After you have made all entries and your transaction is balanced with a difference of zero dollars, click Record and then click Done .
Returning supplies and posting vendor return payment / credits
It you need to return a product, the vendor will most likely give you a credit on account. The following section describes how to return the product for credit and then purchase using that credit.
Returning supplies for credit
This functionality is only available if you have Advanced Desktop Accounting.
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Select the Vendor from the drop-down list.
3. Enter the Date of the transaction.
4. Enter a brief Description explaining the transaction.
5. Click the Inventory Supplies icon in the Items Purchased area.
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6. Select the supply item that was returned from the Items Purchased drop-down list.
7. Enter the quantity purchased as a negative number and the unit cost as a positive number and then click OK .
8. When you are asked to confirm the negative purchase amount click Yes .
9. Repeat
as required if more than one supply is being returned.
10. Click the Other Assets icon in the Items Purchased area to create the credit. The Other Asset
Purchase dialog appears.
11. Enter an Account name for the type of returned supply, for example, Credit for Returned
Herbicide .
12. As the credit will be used within the next 12 months, the credit is categorized as a Current Asset .
13. Enter the Amount of the credit for each item returned as a positive number.
14. Select an Offsetting Account that relates to the item returned. For example, for returned herbicide, select Chemical Expense as the offsetting account.
Tip – If you are unsure what offsetting account to choose, view the properties of the Supply to verify the account originally selected.
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15. Click OK .
16. Repeat
through
for each type of supply that was returned.
17. The Payments and Purchases dialog shows a summary of your entry. You can make any changes required at this time by clicking the dollar amounts or account icons.
18. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
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19. After you have made all entries and your transaction is balanced, click Record to post the transaction.
Purchasing supplies with vendor credits
This functionality is only available if you have Advanced Desktop Accounting.
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Select the Vendor from the drop-down list.
3. Enter the Date of the transaction.
4. Enter a brief Description explaining the transaction.
5. Click the Inventory Supplies icon in the Items Purchased area. The Supplies Inventory Purchase dialog appears.
6. Select the supply item that was purchased from the Items Purchased drop-down list. If this is a new item, you may add it at this time by selecting <New> .
7. Enter the Quantity Purchased and the Unit Cost or Total Cost and then click OK .
8. Repeat
as required to record all supplies being purchased.
9. Click the Other Assets icon in the Items Purchased area to use the credit. The Other Asset
Purchase dialog appears.
10. Select the Other Asset account that is being used for the credit.
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11. Enter the Amount of the credit being used as a negative number. The balance of any remaining credit appears as the New Value .
The offsetting account is selected automatically. This is based on the information when you originally set up the credit.
12. Click OK .
13. Repeat
through Step 12 for each credit being used.
14. If required, select the payment method used for any remaining balance in the How you paid menu and complete the applicable information. You must do this when you purchase more than you have credit for.
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15. The Payments and Purchases dialog shows a summary of your entry. You can make any changes required at this time by clicking the dollar amounts or account icons.
16. After you have made all entries, attached all files, and your transaction is balanced, click Record to post the transaction.
Making payable payments
This functionality is only available if you have Advanced Desktop Accounting.
To record payments on a payable:
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
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3. In the Items Purchased area, click the Payable Payment icon .
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The Payable Selection dialog lists all outstanding accounts payable for the vendor.
4. Select the invoice for which you are making a payment in the list, and then enter the amount your are paying in Amt to Pay .
5. If receiving a discount with the payment, select the Take discounts check box to show the net amount of the invoice.
6. Click Make Payment to record the payment. The dialog shows the Total Payment .
7. Click OK.
8. In the Payments and Purchases dialog, click the appropriate toolbar button in the How You Paid area to select a payment method. The software automatically completes the information in the selected payment dialog.
9. Click OK to save the payment information (in this example, Check).
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10. Click Record . If you selected Check , the Print Check dialog appears. Make the required selections and then click OK .
The Payments and Purchases dialog shows a summary of your transaction.
11. Click Done .
Making credit card payments
Use the Payments and Purchases dialog to record purchases made with a credit card and the payments of the credit card bills.
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
3. In the Items Purchased area, click the Credit Card Payment icon .
4. Select the Credit Card for which you are making a payment, enter the Amount of the payment amount then click OK .
5. To record interest for this payment, click of the following:
– The Family Living icon.
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– The Other Expenses & Payments icon .
10 – Payments and Purchases a. In the Expense and Other Payments dialog, select Expense Accounts and then select Interest
Expense.
b. Enter the dollar amount of the interest payment in Amount and then click OK .
6. In the Payments and Purchases dialog, click the appropriate icon in the How You Paid area to select a payment method. The software automatically completes the information in the selected payment dialog.
7. Check the values showing, change them if required and then click OK .
The Payments and Purchases dialog displays a summary of your transaction.
8. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
9. If you have balanced your transaction, click Record to post the transaction and then click Done .
Making loan payments
Use the Payments and Purchases dialog to record borrowings and payments on loans. By entering loan activities, the software shows the current balance of a loan at any time.
To record loan payments:
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
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3. In the Items Purchased area, click the Loan Payment icon .
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4. Select the loan for which you are making a payment.
5. Enter the Principal Payment and Interest Payment . The dialog shows the balance of the loan before and after the transaction.
6. If required, allocate the interest portion of the loan payment to your expenses in the Interest
Allocation area.
7. Click OK .
8. In the Payments and Purchases dialog, click the appropriate toolbar button in the How You Paid area to select a payment method. The software automatically completes the information in the selected payment dialog.
9. Check the values showing, change them if required, and then click OK .
The Payments and Purchases dialog displays a summary of your transaction.
10. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
11. Once you balance your transaction, click Record to post it and then click Done .
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Making payments on loans with unknown principal and interest
There can be times when you need to record a check for a loan payment when you will not know the breakdown in the principal and interest until later. To record a loan payment where you do not know the principal and interest breakdown:
1. Click the Account Register icon on the Checking toolbar to open the Account Register .
2. Select the account to make the payment from.
3. Click the blank entry at the bottom of the page to enter a new transaction.
a. If the date shown in the first column is not correct, enter the correct date.
b. In the second column of the same row, verify that the check number is that of the check you are writing, and change the number if required.
c. In the next column, enter a vendor for this transaction. In this case, it is the bank holding the loan.
d. If required, enter a brief description (for example, Mortgage Payment) in the box under the vendor.
e. Enter the total amount paid in the Payment column.
f.
Click the Save Transaction icon to record the transaction.
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Documenting details of loan payments
In the Account Register , a Details button appears under the payment amount for any transaction that has missing information. Click the button to enter the missing information, for example, the principal and interest amounts of loans that becomes available when you receive a statement from the lender showing the breakdown of each amount.
You can enter missing details at any time until you close the year-end financial record and before you print any reports for the year-end tax preparation.
To enter details of a loan payment:
1. Click Details to open the Payments and Purchases dialog.
2. In the Items Purchased area, click the Loan Payment icon .
3. Select the loan for which you are making a payment—the screen shows the current balance.
4. Enter the Principal Payment and Interest Payment . The dialog shows the balance of the loan before and after the transaction. Make sure that this is equal to the amount shown in the
Account Register and change the amount if required.
5. If required, allocate the interest portion of the loan payment to your expenses in the Interest
Allocation area.
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Tip – To have fewer items in the Interest Allocation list, click Show Me . Enter the items in the dialog to restrict the enterprises and then click OK. The software now shows only the items that meet the selected criteria.
6. Click OK .
The Payments and Purchases dialog displays a summary of your transaction.
7. Once you balance your transaction, click Record to post it and then click Done .
8. In the Account Register , the software now shows the item without a Details button, as the transaction details for the interest and principal payments have been added.
Making payments for family living expenses
You can use the Payments and Purchases dialog to record personal or family living items as well as farm expenditures.
To record a payment made with petty cash:
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
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3. In the Items Purchased area, click the Family Living icon .
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4. If your farm is not incorporated, select the proprietor who made the purchase in Owner .
5. Select the type of drawing from Drawing Category list, or select <Add/Edit> to add a new category.
Note – If you do not want to track this type of information, use the Miscellaneous Drawing Category to classify all personal expenditures.
6. Enter the Amount of the transaction and then click OK .
7. In the Payments and Purchases dialog, click the appropriate toolbar button in the How You Paid area to select a payment method. The software automatically completes the information in the selected payment dialog. In this example, click the Cash icon .
8. Check the values showing, change them if required and then click OK .
The Payments and Purchases dialog displays a summary of your transaction.
9. Once you balance your transaction, click Record to post it and then click Done .
Splitting utility bills between farm and home
Use the Payments and Purchases dialog to record family living (or personal) as well as farm (or agricultural business) expenses. In this example, a utility bill is split between the farm and the home.
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
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3. Do the following:
– Record the Family Living part of the expense a. In the Items Purchased area, click the Family Living icon to record a non-farm purchase. b. If your farm is not incorporated, select the proprietor who made the purchase in Owner .
c. Select the type of drawing from Drawing Category list, for example, Utility - Electricity or select <Add/Edit> to add a new category.
Note – If you do not want to track this type of information, use the Miscellaneous Drawing Category to classify all personal expenditures.
d. Enter the Amount of the personal portion of the transaction and then click OK .
– Record the Farming part of the expense
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10 – Payments and Purchases a. In the Payments and Purchases dialog, click the Other Expenses and Payments icon .
b. In the Expense and Other Payments dialog, enter the Amount for the farming portion of the expense . c. Select Expense Accounts and then select the required account from the list, for example,
Utilities Expense.
4. If required, select the correct Enterprise allocation and then click OK .
5. In the Payments and Purchases dialog, click the appropriate icon in the How You Paid area to select a payment method. The software automatically completes the information in the selected payment dialog.
The Payments and Purchases dialog shows a summary of your transaction.
6. If you will be paying this utility bill every month, you can set up a template to save time in the future: a. Select the Add to List of Templates check box in the Payments and Purchases dialog.
b. Once you balance your transaction, click Record to post it.
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10 – Payments and Purchases c. In the Save Template dialog, enter a template name and description and then click OK .
The Payments and Purchases dialog clears.
•
•
•
•
Other expenses and payments
With the software you can also make payments for assets not covered by the other categories. These include:
Making partial payments on Commodity Credit Corporation loans, see page 393
Paying rent for land, see page 396
Paying veterinary bills, see
Setting up and using hedging accounts (margin calls), see page 402
Making partial payments on Commodity Credit Corporation loans
This functionality is only available if you have Advanced Desktop Accounting.
This section explains how to enter the payment of a Commodity Credit Corporation (CCC) loan where you pay only part of the balance and leave the remaining balance unpaid. If you do this, the software records the amount of the loan that will not be repaid as income.
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To set up a CCC loan in the current fiscal year (after initial setup):
1. Select Accounting / General Ledger / Chart of Accounts , scroll down to Other Current Liabilities and then right-click Add Account .
2. Enter an Account name, for example, CCC Corn Loan . Each commodity with a loan requires an account.
3. In the Offsetting Accoun t area, do one of the following:
– If you are treating the loan as income for tax purposes, when receiving the loan select
Revenue and then select CCC Loan Income .
– If the loan is not treated as income until the crop is sold, select None .
By selecting an Offsetting Account for the liability, the loan will post as a liability to the Accrual
General Ledger and as income to the Cash General Ledger.
To record a partial payment of a CCC loan :
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
3. In the Items Purchased area, click the Other Expenses & Payments icon .
4. In the Expense and Other Payments dialog, select Other Account and then select the account you set up from the list.
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5. Enter the full Amount of the CCC loan (not the difference between the loan and the amount forgiven by the Commodity Credit Corporation) and then click OK .
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6. Click the Other Expenses and Payments icon again. In the Expense and Other Payments dialog, enter the Amount of the loan that the CCC forgave, which you will not repay in the future
(this amount is the difference between the total amount of the CCC loan and the check you will use to make the payment, and should be entered as a negative number), select Revenue
Accounts, select Forgiven CCC Loan from the list and then click OK .
Note – If you have not yet added the CCC revenue account, click Add Account and then complete the screen. Click Record and then click Done .
7. In the Payments and Purchases dialog, click the appropriate icon in the How You Paid area to select a method (for example, Check) to pay for the part of the loan that the CCC did not forgive.
The software automatically completes the information in the selected payment dialog.
The Payments and Purchases dialog shows a summary of your transaction.
8. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
9. Once you balance your transaction, click Record to post it and then click Done .
Paying rent for land
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
3. In the Items Purchased area, click the Other Expenses & Payments icon .
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4. Enter the rent Amount , select Expense Accounts , and then select Rent Expense - Land from the list.
5. You can also allocate the cost to specific fields of your farm in the Enterprise Allocation area. To do this, select Field Crops-Mine, select the field(s) from the list (to select all fields, click All ) and then click OK .
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If you choose more than one field, the Multiple Allocation dialog appears, showing how the costs will be split according to the units, in this case acreage.
6. You can change the amounts as required, or click Split Evenly to allocate the same amount to each field, regardless of its size. To revert to the allocation based on acreage, click Calc Split .
7. Click OK .
8. In the Payments and Purchases dialog, click the appropriate icon in the How You Paid area to select a method (for example, Check) to record the payment. The software automatically completes the information in the selected payment dialog.
The Payments and Purchases dialog shows a summary of your transaction.
9. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
10. Once you balance your transaction, click Record to post it and then click Done .
Paying veterinary bills
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
3. In the Items Purchased area, click the Other Expenses & Payments icon .
4. Enter the Amount, select Expense Accounts , and then select an appropriate account, for example
Veterinary Fees Expense from the list.
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5. To allocate this cost to your livestock, click Livestock , select all the appropriate animal groups in the list (for example, Sheep to record vaccinations), and then click OK .
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If you choose m ore than one livestock group, the Multiple Allocation dialog appears, showing how the costs will be split according to the groups, in this case unit.
6. You can change the amounts as required, or click Split Evenly to allocate the same amount to each unit. To revert to the allocation based on unit, click Calc Split .
7. Click OK .
8. In the Payments and Purchases dialog, click the appropriate icon in the How You Paid area to select a method (for example, Check) to record the payment. The software automatically completes the information in the selected payment dialog.
The Payments and Purchases dialog displays a summary of your transaction.
9. Once you balance your transaction, click Record to post it.
10. If you installed the Livestock module, you are prompted to also record the action there. Click
Yes .
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11. In the Other Expense or Revenue Selection dialog, click the appropriate option (for example,
Health ) and then select the correct Stock species (that is, animal type), location, and group.
12. In the Health Record dialog, enter all required information and then click OK . For more information, refer to the Livestock User Guide .
13. In the Payments and Purchases dialog, click Done.
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Setting up and using hedging accounts
For margin calls, you can set up your hedging accounts just like checking accounts. When set up this way, you can record checks (that is, withdrawals) for hedging losses as well as for payments that the vendor makes to you from the account. You can record gains and margin calls that increase the balance of the account as deposits to the account.
You can select an expense account, rather than a revenue account, for hedging or margin calls.
However, make sure you use the same revenue account or expense account to record both deposits and expenses. Otherwise, the software will not automatically calculate the net hedging amount when you prepare your tax returns. If you expect to make a profit from the hedging account, it is recommended that you create a revenue account.
To set up a hedging account:
1. If you have just started using the software, or have not yet closed your first year-end financial record, you can set up the hedging account in Initial Setup: Select Accounting / Initial Setup of
Accounts and then click OK when prompted.
2. The Setup menu appears. Select Se tup Accounts / Bank and Cash Accounts .
3. In Current Account select <New> and then enter a suitable name (for example, Hedging for 2010
Corn) in Account Name .
4. In Account Type , select Checking, enter a balance for the hedging account, click Record and then click Done .
5. Exit the initial setup (select Setup Account / Exit Initial Setup ).
To set up a hedging account if Initial Setup is no longer available:
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1. If you have closed your first year-end financial record, add the hedging account by selecting
Accounting / Cash Account Maintenance / Add/Edit Cash Accounts.
2. In Current Account, select <New> and then enter a suitable name (for example, Hedging for 2010
Corn) in Account Name .
3. In Account Type , select Checking, click Record and then click Done .
Documenting hedging losses
Since hedging losses decrease the balance in your brokerage account, the software records the losses like a check that reduces the balance of your hedging checking account. For information on recording hedging gains (that is, margin calls), see
Entering income from hedging gains, page 459
.
1. Click the Record Payment/Purchase icon on the Checking toolbar to open the Payments and
Purchases dialog.
2. Complete the Vendor
area as described on page 356 .
3. In the Items Purchased area, click the Other Expenses & Payments icon .
4. In the Expense and Other Payments dialog, enter the amount of the loss as a positive number.
Click the option for your hedging account (for example, Revenue ) and then select the hedging account from the list.
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Tip – To have fewer items in the Interest Allocation list, click Show Me . Enter the items in the dialog to restrict the enterprises and then click OK. The software now shows only the items that meet the selected criteria.
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5. You can also allocate the cost to specific fields of your farm in the Enterprise Allocation area. To do this, select Field Crops-Mine, select the field(s) from the list (to select all fields, click All ) and then click OK .
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If you choose more than one field, the Multiple Allocation dialog appears, showing how the costs will be split according to the units, in this case acreage.
6. You can change the amounts as required, or click Split Evenly to allocate the same amount to each field, regardless of its size. To revert to the allocation based on acreage, click Calc Split .
7. Click OK .
8. In the Payments and Purchases dialog, click the appropriate icon in the How You Paid area to select a method (for example, Check Purchase ) to record the payment.
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10 – Payments and Purchases a. Enter the required amount. b. Select the correct brokerage account from Checking Account .
c. For the Check # , use the date (111509) or the transaction journal entry number d. Click OK . e. Click Yes to accept the warning message if the loss results in a negative account.
The Payments and Purchases dialog displays a summary of your transaction.
9. Click Record to post the transaction and then click Done .
Creating and using templates
You can save time by using a template for transactions that are frequently entered. Once you create a template, you can select it, make any required changes and then click Record .
To create a new template for payments and purchases:
1. Enter a transaction in the Payments and Purchases dialog, select the Add to List of Templates check box and then click Record .
Note – You must select the check box before you record the transaction.
2. In the Save Template dialog, enter a Description and then click OK .
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To use a previously saved template:
1. In the Payments and Purchases dialog, click the Load Template icon .
10 – Payments and Purchases
2. Select a template from the list and then click OK . You can now make any changes required by selecting the item or the payment option and making the required changes in the dialogs that appears.
3. Click Record and then click Done .
FAQ – Can I change the name of a template?
Answer – Yes. To do this, you must first load a saved template (see above). In the Load Template dialog, select a template and then click OK. In the Payments and Purchases dialog, select the Add to
List of Templates check box: When you click Record , the Save Template dialog appears with the template selected in the Templates list. You can now enter a new name for the template in
Description and then click OK . The new name now appears in the Load Template area the next time you load the template.
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Working with attachments
The software includes an option to attach invoices, receipts, other documents, and data files to accounting transactions. The attachments can be added when you create an entry or after the entry has been recorded and you have received an invoice and can apply to both Payments and Purchases and Income and Sales transactions.
There is no restriction on the types of files that you can attach—commonly used files types include
*.jpg, *.tif, *.bmp, *.pdf, documents developed using Microsoft
®
Office Word word processing software and spreadsheets developed with the Microsoft Office Excel
®
Office spreadsheet software.
Adding an attachment when creating an entry
1. Click the Record Payment/Purchase icon on the Checking toolbar.
2. Complete the Vendor area.
3. In Items Purchased and How You Paid , enter the details of the transaction.
4. Click Attach Files .
5. In the Transaction Attachments dialog, click Add .
6. Navigate to the file you want to attach, select it and then click Open .
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The newly added file appears in the Transaction Attachments dialog.
10 – Payments and Purchases
You can now do any of following:
–
–
–
Click Add to add another file.
Select a listed file and then click Delete to delete it.
Click Create to create a *.txt file invoice.
– Select a file and then click View to view it.
Tip – When you click View , the program opens the file with the program set as the default viewer for that file type. If the Windows operating system does not recognize the format, the file is not opened.
It is recommended that you use standard file formats.
7. Once you have attach all the required files, click OK to return to the P ayments and Purchases screen.
8. Click Record .
Items with an attachment appear in the Account Register with sheet of paper and paper clip icon.
Click this icon to display the contents of the attached file.
Items that do not have an attachment appear in the Account Register with a paper clip icon only.
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Adding an attachment to an existing transaction
To add an attachment to a transaction previously recorded, click the paper clip icon next to the
transaction within the Account Register and then complete Step 5
invoice to a previously recorded transaction.
Making corrections to payments and purchases
You can change the balance of an accounts payable or accounts receivable entry, either to correct mistakes or to enter credits that vendors make for returns or adjustments on account balances.
Editing transactions
1. Select Accounting/ Payments and Purchases / Transaction Maintenance .
2. Enter a Start Date and End Date and then click Update List .
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3. Select the purchase you want to change and then click Edit .
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4. To change the entry, click the icon on the left of the green entry bar and then make the required changes in the dialog that appears. For example, change the purchasing amount.
5. One you make the required change(s), click Update and then click Done .
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Voiding entries
Use the Transaction Maintenance dialog or the Trial Balance dialog.
Using the Transaction Maintenance dialog:
1. Select Accounting / Payments and Purchases / Transaction Maintenance .
10 – Payments and Purchases
2. Enter a Start Date and End Date and then click Update List .
3. Select the entry to delete and then click Void .
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Using the Trial Balance dialog:
1. Click the Report icon on the Checking toolbar.
2. In the Reports dialog, select Accounting / General Ledger /Accrual Method /Trial Balance and then click OK .
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3. Scroll to the account with the transaction to be voided and then click the Report Details icon .
4. In the dialog that appears, click the Entry Details icon next to the item you want to void to open the General Ledger Report - Accrual Method dialog. In this dialog, click the Entry Details icon again and then select Void / Void Transaction .
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5. Click Yes to confirm, and then click Done as required to return to the Reports menu.
6. Click Close .
•
•
•
•
Printing checks, reports, and forms
You can print:
Checks (one at a time or in batches)
Purchase reports
Accounts payable reports. This functionality is only available if you have Advanced Desktop
Accounting.
1099s and other forms. This functionality is only available if you have Advanced Desktop
Accounting.
Selecting check styles
The software supports many commonly used check forms. When you enter a check in Payments and
Purchases, the Check Print dialog appears. Before you print the checks, you must select the check style.
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1. Select Accounting / Payments and Purchases / Check Setup .
10 – Payments and Purchases
2. Select the Check Style and Preferences from the list.
If you intend to write all checks by hand, select None (All Checks are Handwritten) from the list.
3. Select the default printer and any options you want to enable and then click OK .
Printing individual checks
Once you configure the check style, print checks from the Payments and Purchases dialog—if you opted for the software to print checks, the Print Check dialog appears each time you record a payment by check in the How You Paid area.
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The check number you chose appears. Do the following:
1. Select the required option:
–
–
Already Printed if the check has been printed, or if you do not want to print the check.
Add to Batch to print the checks later.
– Print Now to print the check immediately.
2. Make sure that you have the correct paper in your printer and that the printer is on.
3. Click OK to close the dialog.
4. In the message that appears, do one of the following:
–
–
Click Yes if the check printed correctly.
Click No if it did not.
a. If you clicked No , the Print Check dialog reappears—click Setup Check . b. In the Check Setup dialog, use the Horizontal and Vertical arrows to adjust the spacing of the checks (the adjustment values are in inches, so 0.25 is an adjustment of ¼'').
c. Click OK . d. Repeat this procedure until you are satisfied the checks are printing correctly and then click
Yes .
The software saves the check printing adjustment settings and prints future checks in this way, until you change the printing settings.
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FAQ – Is there any way I can get another copy of a check?
Answer – Yes. To reprint any check from the Account Register dialog, right-click the transaction and then select Print Check . To configure the printing adjustment in the Account Register dialog, select
File / Check Setup .
Printing batches of checks
The software makes it easy to print several checks at once, which is especially useful for printing payroll checks.
1. Add the checks to a batch print job one at a time—when you record a payment by check in the
Payments and Purchases dialog, the Print Check dialog appears. Select Add to Batch and then click OK .
2. To print the checks, click the Batch Print Checks icon on the Checking toolbar.
3. Select the checking Account and then select the transactions you want to add to the batch print job. To select all the checks, click All .
4. Enter a value in No on first check (Number on first check) and then click Print .
5. Click Yes to confirm that the checks printed correctly.
Note –
If the checks did not print correctly, check the setup. See Selecting check styles, page 416 .
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6. Click Done .
Printing Accounts Payable reports
This functionality is only available if you have Advanced Desktop Accounting.
1. Click the Report icon on the Checking toolbar.
2. In the Reports dialog, select Account / Purchases/Payables / Accounts Payable .
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3. In the Payables Report dialog, select the print options. If required, you can restrict the print by a due date and then click Print .
The preview report that appears lists all unpaid bills at the working date—the software summarizes items for each vendor, and shows the days until due on the report.
4. To print the report, select File / Print or click the Print icon .
Printing the Purchases Report
The Purchases Report contains all transactions within a specific time for a particular vendors. This information is particularly useful when preparing 1099s for tax purposes.
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1. Click the Report icon on the Checking toolbar.
2. In the Reports dialog, select Account / Purchases/Payables / Purchases Report .
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3. In the Purchases Report dialog, do the following.
10 – Payments and Purchases a. Select the Vendor(s).
b. In the List Options area, select the List only Landlords check box to view only vendors who are landlords, or the List only 1099 vendors to view only 1099 vendors. c. In the Print Options area, enter the date range and then select the required Sort check box.
d. To limit the reports to only one account, for example, Bank Charges , select it from
Transactions for Account .
4. Click Print.
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The preview report shows all purchases for the selected vendor(s).
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5. To print the report, select File / Print or click the Print icon .
Printing 1099 forms
This functionality is only available if you have Advanced Desktop Accounting.
You can print 1099 forms for landlords and other vendors as required by the Internal Revenue
Service—the forms are available from office suppliers directly from the IRS. Because tax regulations and forms change often, you must ensure that you use the latest version of the software when printing 1099 forms.
Verifying Payer information for the 1099 form
1. Select File / Preferences / User Info .
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2. Enter the following information:
Tab
General
Address
Taxes
Enter ...
The required data for the Personal or Business Name
Appropriate address information
Employer tax information
3. Click OK .
Printing a Purchases report for total dollar amounts reported on the 1099 form
1. Select Accounting/ Payments and Purchases /Purchases Report .
2. Select the List only 1099 Vendors check box and then complete the procedure described in
Printing the Purchases Report, page 421
.
Printing the 1099 forms
This functionality is only available if you have Advanced Desktop Accounting.
1. Click the Report icon on the Checking toolbar.
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2. In the Reports dialog, select Account / Purchases/Payables / PrintForms 1099 &1096 .
3. In the Print Forms 1099 & 1096 dialog, do the following.
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10 – Payments and Purchases a. Select the Get total amount paid to vendor from General Ledger - Cash Method checkbox.
b. Enter the correct Year . c. Select the Vendor(s) and then click Add .
d. When all data is entered correctly, click OK .
e. Repeat
for each Vendor's 1099 account. All Vendors should appear in
1099' s to be printed .
4. Click Print Plain Paper .
5. Match the printed paper form with the actual 1099 form to verify alignment—use the Horizontal and Vertical options to correct the print—and print to paper again until the alignment is correct.
6. Place the 1099 Form into the printer and then click Print 1099 Forms .
7. Verify that printing is correct; repeat if required.
Printing the 1096 Form
This functionality is only available if you have Advanced Desktop Accounting.
1. From the Print Forms 1099 & 1096 dialog, click Print 1096 Form .
2. The page preview appears—make sure that the information is correct.
3. Select the appropriate 1099 Form option and then click Print Plain Paper .
4. Match the printed paper form, with the actual 1096 form to verify alignment—use the Horizontal and Vertical options to correct the print—and print to paper again until the alignment is correct.
5. Place the 1096 Form into the printer and then click Print 1096 Forms .
6. Verify that printing is correct; repeat if required.
Note – To order Form 1099, Form 1096, and other forms directly from the IRS, go to http://www.irs.gov/app/picklist/list/formsInstructions.html or phone 800 TAX-FORM (800 829-
3676).
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C H A P T E R
11
Income, Sales, and Deposits
11
In this chapter:
Income, Sales, and Deposits dialog
Making corrections to income, sales, and deposits
Use the Income, Sales and Deposits dialog to record all sources of revenue from sales and income and sales for both your farming enterprise and your family or personal income.
Some of the functionality is only available if you have Advanced Desktop Accounting—this is noted where applicable.
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•
•
Income, Sales, and Deposits dialog
To open the Income, Sales, and Deposit dialog, do one of the following
Select Accounting / Income, Sales, and Deposits / Record Income or Sales .
Select Checking from the toolbar drop-down list and then click the R ecord Income or Sales icon
(this is the method used throughout the chapter).
The Income, Sales, and Deposits dialog appears . In this dialog, you can enter payments and purchase transactions.
Menu bar
Calculator button
Purchaser area
Items Sold area
How you deposited area
Menu bar
The menu bar has two menus that you can use to record sales and deposit options:
• The Sales Options menu has the same choices as the to enter sales options for:
Items Sold area of the dialog. Use this menu
–
–
–
Harvested Crops
Inventory Supplies
Livestock. This functionality is only available if you have Advanced Desktop Accounting.
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–
–
–
–
Land. This functionality is only available if you have Advanced Desktop Accounting.
Structures. This functionality is only available if you have Advanced Desktop Accounting.
Equipment. This functionality is only available if you have Advanced Desktop Accounting.
Income Received on Account. This functionality is only available if you have Advanced
Desktop Accounting.
•
–
–
–
Loans Received
Billing Landlords
Family and Personal Income
– Other Sales and Expense Reductions
The Deposit Options menu has the same options as the icons of the How You Deposited area. Use this menu to record payments made by:
–
–
Deposits Made Immediately
Proceeds Held for Deposit in the Future
– Invoices. This functionality is only available if you have Advanced Desktop Accounting.
Tip – You can pick more than one deposit option to complete the transaction. For example, you can deposit a down payment made by a customer immediately, and complete an invoice for the amount the customer owes after the down payment.
Calculator button
Click the Calculator icon to open the calculator tool that is included with the Windows operating system.
The Purchaser area
In this area you can do the following for each payment or purchase you make.
•
•
•
•
•
•
In Purchaser , select a name.
Enter a Description Or Invoice # for the transaction.
Select a Date for the transaction.
Select the Add To List Of Templates check box to create a template that you can use later for the same type of transaction.
Journal Entry # shows the number that the software automatically assigns to the transaction.
Click Attach Files to attach invoices and receipts to the transaction.
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The Items Sold area
This area allows you to select the types of sales you made. Instead of menu items, this area has icons that you can click to record different types of sales. The icons correspond to the items on the Sales
Options
. The dialog shows the sales you select and the total amount of the transactions in the list.
The How You Deposited area
This area allows you to select the types of payments. Instead of menu items, this area has icons that you can click to record different types of deposits made. The icons correspond to the items on the
Deposit Options menu, see
page 430 . The dialog shows the deposits you select and the total amount
of the deposits in the list.
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The options are:
Click ...
Deposit Now icon
To ...
Deposit the proceeds immediately. Opens the Deposit Now dialog—the Total Amount from the Items Sold area appears in Amount .
You can select or add a Deposit Account, amend the Amount (if required) , and select a Deposit
ID#.
Click OK to return to the Income, Sales, and Deposit dialog.
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Click ...
For Deposit icon
To ...
Hold the proceeds to deposit them later. Opens the For Deposit dialog—the Total Amount from the Items Sold area appears in For Deposit .
You can amend the For Deposit amount (if required) .
Click OK to return to the Income, Sales, and Deposit dialog.
One you click Record , the Deposit Ticket dialog appears, for income only.
To complete the dialog, see the following section.
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Click ...
For Deposit, cont.
To ...
• To deposit all items, click >>--->> .
• To select a specific item for deposit, click the Plus button to the left of the Vendor’s name.
• To remove an item for deposit later, select the item and then click <<---<< or click the button to the left of the Vendor’s name.
• To deposit the entire amount, click Deposit Cash and then enter the required Cash
Amount in the Cash Deposit dialog.
• To withhold funds for family living expenses, click Less Family Living and then enter the
Amount in the Family Living dialog.
• To place funds in petty cash, click Less Cash and then enter the Amount in the Less Cash dialog.
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Click ...
For Deposit, cont.
To ...
The Deposit area shows all amounts.
11 – Income, Sales, and Deposits
Invoice icon Create an invoice. Opens the Invoice dialog—the Total Amount from the Items Sold area appears in Sale Amount .
You can change the Due Date (if required) when the payment will be due to you, amend the
Sales Amount (if required), and select or clear the Print invoice when this sale is required check box.
Click OK to return to the Income, Sales, and Deposit dialog.
For more information on the Record , Done, and Help buttons, see
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Sales
Use the Income, Sales, and Deposits dialog to record proceeds from the sale of various items.
Selling harvested crops at net values
The software enables you to track crops harvested from each field. It automatically applies the sale of crops back to the field or fields from which they were harvested and keeps an inventory of harvested crops not yet sold.
When selling harvests, the software allows you to select whether you want to track costs deducted from the sale (such as discounts, drying, and storage charges) or record the sale of harvests at the net value (that is, at the value equal to the gross worth of the harvest minus the deducted costs).
Note – To keep track of the individual costs (such as discounts and storage) that co-ops and grain
elevators deduct from crop sales, see Selling harvested crops and tracking discounts, page 438
.
1. Click the Record Income or Sales icon on the Checking toolbar to open the Income, Sales, and
Deposits dialog.
2. Complete the Purchaser area as described in
.
3. In the Items Sold area, click the Harvested Crops icon .
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4. In the Harvested Crop Sale dialog, select the Crop to be sold.
11 – Income, Sales, and Deposits
5. Once you select a commodity, the software shows all Locations (either fields, or structures, for example, a bin) that have unsold quantities of that commodity—select the required location.
If the harvested crop is stored at a co-op, or at a structure outside your farm, you can select Off
Farm .
6. Enter the crop, location, quantity sold, unit price, and total price.
Note – All sales are allocated directly to the crop's marketing enterprise—this has no affect on the harvested quantity on the Field Enterprise. If you need to enter Storage Revenue, you must allocate that directly to the marketing enterprise.
7. Click OK .
If more crop is transferred to supply than what is on hand a warning appears.
8. Click Cancel to close the transfer screen and then adjust the harvest job to reflect the correct quantity.
Note – If you click OK , this will not change the harvested amount but it will show the additional bushels on the marketing enterprise as a gain.
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9. Repeat Step 4 through Step 8 as required to record additional crop sales for each commodity sold
at each location. If required, you can also record other sales made as part of these transactions.
The Items Sold area now shows all items sold as well as the net amount you received.
10. Click the appropriate icon in the How You Deposited area to select a deposit method, see
.
The Income, Sales, and Deposit dialog shows the complete transaction.
11. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
12. Click Record to post the transaction and then click Done .
Selling harvested crops and tracking discounts
To keep track of the individual costs that co-ops and grain elevators deduct from crop sales, do the following.
Note –
1. Click the Record Income or Sales icon on the Checking toolbar to open the Income, Sales, and
Deposits dialog.
2. Complete the Purchaser area as described in
.
3. In the Items Sold area, click the Harvested Crops icon .
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4. In the Harvested Crop Sale dialog, select the Crop to be sold.
11 – Income, Sales, and Deposits
5. Once you select a commodity, the software shows all Locations (either fields, or structures, for example, a bin) that have unsold quantities of that commodity—select the required location.
If the harvested crop is stored at a co-op, or at a structure outside your farm, you can select Off
Farm.
6. Enter the crop, location, quantity sold, unit price, total price.
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Note – All sales are allocated directly to the crop's marketing enterprise; this has no effect on the harvested quantity on the Field Enterprise. If you need to enter Storage Revenue, you must allocate this directly to the marketing enterprise.
7. Click OK . To select from another field, click Add Row .
through Step 7 as required to record additional crop sales for each commodity sold
at each location. If required, you can also record other sales made as part of these transactions.
The Items Sold area now shows all items sold as well as the net amount you received.
9. To record costs (for example, for discounts, drying, storage, or other deductions from your crop sales), in the Items Sold area click the Other Sales & Expense Reductions icon .
10. In the Other Sales & Expense Reductions dialog, enter a negative Amount .
11. In the Account area, select Expense Accounts and then select the applicable expense in the list, for example, Drying Expenses .
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12. In the Enterprise Allocation area, select Crop Marketing, select a crop enterprise to which to allocate the cost and then click OK .
Note – Click All to select all fields.
Tip – To show fewer items in the Interest Allocation list, click Show Me . Enter the items to restrict the enterprises and then click OK. The software now shows only the items that meet the selected criteria.
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13. If you select more than one field, the Multiple Allocation dialog appears and allocates the cost across the fields based on their size. Click OK to continue.
14. Repeat
Step 13 to record additional expenses associated with the crop sale.
The Items Sold area now shows all items sold and any expenses that you set up as well as the net amount you received.
15. Click the appropriate icon in the How You Deposited area to select a deposit method, see
.
The Income, Sales, and Deposit dialog shows the complete transaction.
16. Click Attach Files to attach an invoice or receipt. For more information on attaching an invoice or receipt, see
Selling harvested crops and tracking discounts, page 438 (Step 12 onward).
17. Click Record to post the transaction and then click Done .
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Entering revenue from supply sales and custom-hire income
If you perform subcontracting work where your customer also purchases supplies from you to apply, you should enter the transaction differently from a subcontracting job for which the customer provides their own supplies.
To record a transaction for a custom-hire job and a sale of supplies for which you bill the customer:
1. Click the Record Income or Sales icon on the Checking toolbar to open the Income, Sales, and
Deposits
.
2. Complete the Purchaser area as described in
.
3. In the Items Sold area, click the Inventory Supplies icon .
4. Select the Supply —the Qty on Hand and Unit Cost values default to the screen.
5. Do one of the following:
– If you are using the amount actually paid for the product, enter the Qty. Sold and Set sale price to 100%.
– If adding additional cost, set the percentage to greater than 100%.
6. Click OK .
7. To record additional sales of supplies, repeat
. You can also use other sale items as required to complete the transaction.
8. To enter the custom application amount:
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11 – Income, Sales, and Deposits a. In the Items Sold area, click the Other Sales & Expense Deduction icon .
b. Enter the Amount charged for the custom work. This should be the amount excluding the cost of the supply.
c. In the Account area, select Revenue Accounts and then select the applicable item in the list, for example, Custom Hire Income .
d. In the Enterprise Allocation area, select None or Field Crops, select the field or fields to which the income relates and then click OK .
Note – Click All to select all fields.
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9. If Field Crops was selected and more than one field highlighted, the Multiple Allocation dialog appears. This field shows the revenue split between the highlighted fields, based on the acreage of each field. Click OK to continue.
The Items Sold area now shows the amount being charged for custom work.
10. Click the appropriate icon in the How You Deposited area to select a deposit method, see
.
The Income, Sales, and Deposit dialog shows the complete transaction.
11. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
12. Click Record to post the transaction and then click Done .
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Selling Livestock
This functionality is only available if you have Advanced Desktop Accounting.
The software enables you to track profits from the sale of livestock, and conveniently adds this information to the Livestock module, if this is also installed.
1. Click the Record Income or Sales icon on the Checking toolbar to open the Income, Sales, and
Deposits
.
2. Complete the Purchaser area as described in
.
3. In the Items Sold area, click the Livestock icon .
4. In the Livestock Sale dialog, select the Group from which you are selling the animals.
5. Enter the No Sold and the Av(era)g W(eigh)t of each animal.
6. Enter the Total lbs , the Price/lb , and the Total Sale amounts. If you want the software to show the price per pound, click the Calculate price per lb check box.
7. If required, change the values in Avg. Pur. Cost , Total Pur. Cost , the Avg. Acc. Depr., and Total Acc.
Depr.
.
8. Click OK .
9. If required, repeat
Step 3 through Step 8 to document sales from other livestock groups included
in the same sale transaction.
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10. To record costs to be deducted from the sale (for example, for trucking), in the Items Sold area click the Other Sales & Expense Reductions icon .
11. In the Other Sales & Expense Reductions dialog, enter a negative Amount .
12. In the Account area, select Expense Accounts and then select the applicable expense in the list, for example, Hauling Expenses .
13. In the Enterprise Allocation area, select Livestock and then select the animal group(s) to which to allocate the cost and then click OK .
Note – Click All to select all livestock.
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14. If you select more than one livestock, the Multiple Allocation dialog appears and allocates the cost across the fields based on their size. Click OK to continue.
15. Repeat
through
to record additional expenses associated with the livestock sale.
The Items Sold area now shows all livestock sold and any expenses that you set up as well as the net amount you received.
16. Click the appropriate icon in the How You Deposited area to select a deposit method, see
.
The Income, Sales, and Deposit dialog shows the complete transaction.
17. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
18. Click Record to post the transaction and then click Done .
Note – The amounts must balance.
19. If you installed the Livestock module, you are prompted to record the livestock sale there. Do one of the following:
– Click Yes , complete all the required fields and then click OK .
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– Click No . The software will not mark any of the animals as sold in the Livestock module; you must enter this information later.
20. Click Done to close the Income, Sales, and Deposits dialog.
Selling land and structures
This functionality is only available if you have Advanced Desktop Accounting.
When selling land, you might sell both the land and structures on that land, such as barns, bins, and silos, in one transaction:
1. Click the Record Income or Sales icon on the Checking toolbar to open the Income, Sales, and
Deposits
.
2. Complete the Purchaser area as described in
.
3. In the Items Sold area, click the Land icon to enter the part of the sale that relates to land: a. Select the Farm .
The Land Sale dialog shows the original acres and cost for the land in the B ook Value area if this information was entered in Initial Setup or through a purchase).
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11 – Income, Sales, and Deposits b. In the Sale area, enter the number of acres sold in Area Sold and the Sale Price . The software calculates the Total Cost Sold value (shown in the Book Value area) for the number of acres sold based on the original cost of the land. Compare this value to the value in Total Sale to determine whether helps you sold the land at a profit.
c. In the Improvements Included area, select any land improvements (such as Field Tiling) and then enter a percentage in Percent of Improvements Sold . d. Click OK.
4. To record the sale of any structures such as barns, houses, or bins with the land, click the
Structure icon in the Items Sold area.
a. Select the Structure .
The current Book Value appears.
b. Enter the price the buyer paid for the structure in Sale Price and then click OK .
c. Repeat this procedure to enter additional structures that you included in the sale.
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5. To record costs to be deducted from the sale (for example, legal fees), in the Items Sold area click the Other Sales & Expense Reductions icon .
6. In the Other Sales & Expense Reductions dialog, enter a negative Amount .
7. In the Account area, select Expense Accounts and then select the applicable expense in the list, for example, Professional Fees Expense .
8. In the Enterprise Allocation area, select Structures, select the structure(s) to which to allocate the cost if necessary and then click OK . Allocations do not always apply.
Note – Click All to select all structures.
9. Repeat
to record additional expenses associated with the structure sale.
The Items Sold area now shows all land and structures sold and any expenses that you set up as well as the net amount you received.
10. Click the appropriate icon in the How You Deposited area to select a deposit method, see
.
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The Income, Sales, and Deposit dialog shows the complete transaction.
11. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
12. Click Record to post the transaction and then click Done .
Note – The amounts must balance.
Selling equipment
This functionality is only available if you have Advanced Desktop Accounting.
The software keeps a list of equipment that includes the cost, accumulated depreciation and book value of each item of equipment you own. When you sell a tractor, combine, sprayer, or other item of equipment, the software records the transaction, including the profit or loss for the sale:
1. Click the Record Income or Sales icon on the Checking toolbar to open the Income, Sales, and
Deposits
.
2. Complete the Purchaser area as described in
.
3. In the Items Sold area, click the Equipment icon .
4. Select the equipment in the Machine field.
The software shows the current book value for the equipment.
5. Enter the Sale Price and then click OK .
6. If you are selling more than one item of equipment, repeat Step 3 through Step 5 .
The Items Sold area now shows all items of equipment sold.
7. Click the appropriate icon in the How You Deposited area to select a deposit method, see
.
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The Income, Sales, and Deposit dialog shows the complete transaction.
8. Click Record to post the transaction and then click Done .
Entering Received on Account transactions
This functionality is only available if you have Advanced Desktop Accounting.
You may want to record a sale before you are paid (that is, when you will bill a debtor who will make payments on account). The software enables you to create receivable accounts for these sales. Later, when you record payments made, the software reduces the amount of the receivable accounts.
To enter a payment by a customer on a previously-recorded accounts receivable sale:
1. Click the Record Income or Sales icon on the Checking toolbar to open the Income, Sales, and
Deposits
.
2. Complete the Purchaser area as described in
.
3. In the Items Sold area, click the Received on Account icon .
4. The amounts owed by the debtor appear in the Receive on Account dialog. Select the receivable account for which the purchaser is making a payment in the Receivable list.
5. Enter the Amt. Received and then click Receive on Account . The amount entered appears in the
Amt Received column.
6. Repeat
for each invoice for which the purchaser is making a payment. The software calculates and shows the Total.
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The Items Sold area now shows the total sold.
7. Click the appropriate icon in the How You Deposited area to select a deposit method, see
.
The Income, Sales, and Deposit dialog shows the complete transaction.
8. Click Attach Files to attach an invoice or receipt. For more information on attaching an invoice or receipt, see
Selling harvested crops and tracking discounts, page 438 (Step 12 onward).
9. Click Record to post the transaction and then click Done .
•
•
•
•
•
•
Income
Use the Income, Sales, and Deposits dialog to record income received from various sources. This section explains how to enter transactions for:
Loan proceeds
Personal or family (that is, off-farm) earnings
Custom-hire work
Custom-hire work and revenue from the sale of supplies
Patronage dividends
Hedging gains (that is, margin calls)
Entering income from loans
You can record borrowing and payment on all types of loans. When you enter transactions for loans, the software keeps a running balance on the loan. This can include financing for operating expenses and lines of credit. To record an income from a loan:
1. Click the Record Income or Sales icon on the Checking toolbar to open the Income, Sales, and
Deposits
.
2. Complete the Purchaser area as described in
.
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3. In the Items Sold area, click the Loans Received icon .
11 – Income, Sales, and Deposits
4. Select an existing Loan or select <New> and then enter a Loan Description .
The software shows the current loan balance in Loan Amount field, or $0.00 for a new loan.
5. Enter the amount you are borrowing in the Additional Loan Amount field.
6. Enter the Additional Principal Due This Year .
Note – Enter the full amount for a short-term loan (that is, the amount is due within the next 12 months, which is not necessarily the amount due by the end of the year) or a partial amount for a long-term loan (that is, a loan which you may take more than one year to repay). You can also leave the principal due at $0.00 for a long-term loan with nothing due until after 12 months.
Note – The principal due this year need not be exact. You can estimate it by dividing the amount of the loan by its life in year. As a result, when you record a line of credit, the entire loan should be short term and you should enter the whole loan amount in Additional Principal Due This Year.
7. Click OK .
The Items Sold area now shows the total loan amount received.
8. Click the appropriate icon in the How You Deposited area to select a deposit method, see
.
Note – You can use part of the amount deposited for family expenses and petty cash, see
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Note – If you select For Deposit, even if only one item is for deposit, the Description area of the check register shows only the word Deposit.
If you select Deposit Now, the vendor name appears under Description but the Less Family Living and
Less Cash options are not available. These transactions must be made through Payments and
Purchases and Transfer.
The Income, Sales, and Deposit dialog shows the complete transaction.
9. Click Record to post the transaction and then click Done .
Note – The transaction must balance.
Entering family & personal income
You can use the software to keep track of family and personal earnings, including documenting document wages, director's fees, or other types of off-farm revenue separately from profits from your farming enterprises.
If you do not want to keep track of different categories for family living, you can apply all amounts to the Family Living category. If you want to track withholding amounts from payroll checks, enter the gross amount of the check as a transaction and each payroll deduction separately as a negative number.
Deposits made using Family Living will not affect the taxable income of the farm and the software will not show these deposits on your Income Statement. Instead, it includes these amounts in the applicable drawing account or in the dividends for a corporation, of the equity section of your general ledger.
To record family and personal income:
1. Click the Record Income or Sales icon on the Checking toolbar to open the Income, Sales, and
Deposits
.
2. Complete the Purchaser area as described in
.
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3. In the Items Sold area, click the Family or Personal Living icon .
11 – Income, Sales, and Deposits
4. If the farm is not a corporation, select the Owner (proprietor) who received the income.
5. Select a category for the income in Drawing Category list, or select <Add/Edit> to add a new category.
Note – To record pay from an outside source (not the farm), set up a Drawing Category such as
Outside Income.
6. Enter the Amount and then click OK .
7. Repeat
to enter withholding and payroll deductions—enter each payroll deduction separately and as a negative number (Minus sign in front of the amount) and then click OK .
The Items Sold area now shows the total amount for your gross wages and any applicable withholding and deductions— Total Sales should equal the net amount of your paycheck.
8. Click the appropriate icon in the How You Deposited area to select a deposit method, see
.
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9. Click Record to post the transaction and then click Done .
Entering income from patronage dividends
This functionality is only available if you have Advanced Desktop Accounting.
Cooperatives, grain elevators, and other crop-storage businesses sometimes issue patronage dividends (that is, payments for overhead). These dividends may be in cash in equity, or a combination of both.
To record a patronage dividend of both cash and equity:
1. Click the Record Income or Sales icon on the Checking toolbar to open the Income, Sales, and
Deposits
.
2. Complete the Purchaser area as described in
.
3. In the Items Sold area, click the Other Sales and Expense Reductions icon .
4. Enter the gross Amount of the patronage dividend (this is the amount reported on Form 1099-
PATR, not the actual amount received).
5. In the Account area, select Revenue Accounts and then select the P atronage Dividend Income account.
In the Enterprise Allocation area, select Equipment and then select the Overhead enterprise. For
more information on Overhead enterprises, see Adding Overhead Costs, page 512 .
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6. Click OK .
7. In the Items Sold area, click the Other Sales and Expense Reductions icon again to enter the amount of stock or equity that you received. This entry must be a negative number as it will reduce the gross patronage dividend. The amount should be the difference between the dividend reported on form 1099-PATR and the check you received from the co-op.
8. In the Account area, select Other Accounts, select Stock in Local Co-op (or similar) and then click
OK .
Note – If required, you can also withhold cash. To do this, click the Other Sales and Expense
Reductions icon , enter the amount to be withheld from the deposit as a negative number, select
Other Accounts, select Cash or Petty Cash and then click OK .
The Items Sold area now shows the total amount that the co-op will pay you.
9. Click the appropriate icon in the How You Deposited area to select a deposit method, see
.
10. Click Record to post the transaction and then click Done .
Note – The transactions must balance.
Entering income from hedging gains
You can record hedging gains in much the same way as you record deposits to a checking account, because the hedging gains increase the balance in your brokerage account just as a deposit increases the balance in a checking account.
For information on setting up hedging accounts (that is, margin calls) and recording hedging loses,
Setting up and using hedging accounts, page 402
.
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After you set up a hedging account, you can record a hedging gain as follows:
1. Click the Record Income or Sales icon on the Checking toolbar to open the Income, Sales, and
Deposits
.
2. Complete the Purchaser area as described in
.
3. In the Items Sold area, click the Other Sales and Expense Reductions icon .
4. Enter the gross Amount of the hedging gain as a positive number.
5. In the Account area, select Revenue and then select the Gain/ (Loss) on Sale of Fixed Assets account.
Note – You must use the same revenue account or expense account to record both deposits and expenses. Otherwise, the software will not automatically calculate the net hedging amount when you prepare your tax returns.
6. In the Enterprise Allocation area, select Crop Marketing and then select the required commodities.
You can click All to select all the items on the list.
7. Click OK .
8.
Optional.
If you select more than one commodity, the Multiple Allocation dialog appears and splits the hedging gain among the fields, based on their size. To split the gains evenly among the fields, click Split Evenly . Click OK to save the information and close the dialog.
The Items Sold area now shows the total hedging amount.
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9. In the How You Deposited area, click the Deposit Now icon to increase your brokerage account balance. The screen shows the amount of the hedging gain—select the required brokerage account in Deposit in Account and then click OK . For more information, see
10. Click Record to post the transaction and then click Done .
Note – The transactions must balance.
Billing landlords
Billing Landlords to Accounts Receivable is only available if you have Advanced Desktop
Accounting.
When purchasing supplies, record the actual amount you purchase. If you purchase the entire amount and the landlord later reimburses you for his share, record the reimbursement as a sale of supplies to the landlord.
1. Select Accounting / Income, Sales, and Deposits / Record Income or Sales .
2. Select the landlord as the Purchaser and then enter the Date and a Description (if required).
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3. In the Items Sold area, click the Bill Landlord icon .
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4. Complete the dialog; enter a Supply , the Qty Sold (to the landlord), enter the Unit Price or Total
Sale and then click OK .
Tip – You do not need to use the actual cost of the supply for the sale.
5. Click the appropriate icon in the How You Deposited area to select a deposit method, See
Chapter 11, Income, Sales, and Deposits .
The Income, Sales, and Deposit dialog displays the complete transaction.
6. Click Attach Files
to attach an invoice or receipt. See Working with attachments, page 409
.
7. Click Record to post the transaction and then click Done .
Tip – It is best to record the supply sale each time a purchase is made, but it can be recorded as one big sale.
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Working with contracts
Harvested Crop Sales Contracts
1. Select Accounting / Income, Sales and Deposits / Harvested Crop Sales Contracts .
The Harvested Crop Sales Contracts dialog lists all contracts that have been set up. You can filter the list by Crop Years, Commodity, Vendor, Contract Type, and Status. To sort the list, click any column heading.
2. To set up production information for each crop that is being sold, click Edit Crops & Production .
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3. In the Harvested Crop Production Properties dialog, enter the Total Production (estimated or actual) and the Est(imated) sales price .
This information is used by the Contracts by Crop and Type report. The Area and Yield/Area options help calculate the Total Production. If enterprises are set up, click Get Actual to enter the actual acres. Likewise, if the crop has been harvested in this software click Get Actual for the actual production.
4. Click Record and then click Close .
5. To setup a contract, in the Harvested Crop Sales Contracts dialog, click Add .
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6. In the Harvested Crop Contract Properties dialog, set up the following:
Option
Vendor
Crop
Description
Description
Who is buying this crop.
The crop that is being sold.
Usually a contract number, but can be any description you choose.
Quantity
Type (optional)
Futures Price
(optional)
Basis (optional)
How much of the crop is this contract for.
There are no pre-defined Types. You can set up as many Types as you need to further describe the contracts you are setting up. Some examples of Contract Types are Basis,
HTA, Fwd Cash, and so on.
The Board of Trade (or other exchange) price for this contract. Is generally higher than the cash price you are receiving for the crop. Entering the Futures and/or the Basis price calculates the Price (Cash Price) for the contract.
The difference between the Futures Price and the cash price you are receiving—this is usally (but not always) negative. Entering the Basis and/or the Futures price calculates the Price (Cash Price) for the contract.
Futures Date
(optional)
Since the futures price and basis can be set at different times, the software enables you to keep track of the set date of each.
Basis Date (optional) Since the futures price and basis can be set at different times, the software enables you to keep track of the set date of each
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Option
Delivery Start Date
(optional)
Delivery End Date
(optional)
Status (optional)
Description
The first date that you can physically deliver the crop to the vendor for this contract.
The last date that you can physically deliver the crop to the vendor for this contract.
There are three presets, and you can also add other statuses as required:
• Open: A contract that you have requested or ordered, but the Futures (and/or
Basis) have not yet reached your price.
• Filled: A contract that you have ordered, the Futures (and/or Basis) has reached your price.
• Delivered: Crop physically delivered to the Vendor.
Selling Harvested Crops
When selling crops, you can select which contracts are associated with the sale and how many crop units went to each contract. This determines how the Qty delivered is calculated for each contract.
See
Selling harvested crops at net values, page 436
.
1. In the Income, Sales & Deposits screen, enter the correct vendor and transaction information.
2. Select the Harvested Crop Icon, and enter the detail of the harvest sale.
3. Click Contracts .
4. From the Harvested Crop Sales Contracts screen, select the correct contract and then click OK .
5. In the Harvested Crop dialog, enter the Current Qty and then click OK to return to the Income,
Sales and Deposits dialog to finish the transaction. See
Harvested Crop Sales Contracts, page 463
.
Harvested Crop Contract Reports
You can print three Harvested Crop Sales Contracts reports.
1. 1Do one of the following:
–
–
Select Reports / All Reports .
Click the Report icon .
2. Click + beside the Accounting category or click Expand All .
3. Click + beside the Harvested Crop Sales Contracts.
4. Select the required Contract Report (see
Harvest Crop Sales Contract report types, page 467 ) and
then click OK .
5. Select each item that you want to include in the report or click Select All to select all items.
6. Click Preview .
7. The Print Preview window shows the first page of the report. To view other pages, click the next page > or previous page icon < .
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8. Click Print . There are three Print Options for the contracts reports:
– Show Total All Crops: This is optional—totals for crops with different commodities (Corn and
Soybeans, for example) may not be useful.
–
–
Show Contract Type Totals
Show Contract Unsold Info
Harvest Crop Sales Contract report types
There are three report types:
• Contracts - by Crop and Type : Shows all the contracts for the selected Crops as well as the amount unsold and estimated sales value of the unsold crop. For each contract the production percentage is shown.
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• Contracts - Delivered : For the selected crops the report shows the total delivered on each contract and how much remains undelivered. It also shows the delivery window for each contract.
• Contracts - Delivery Entries : For the selected crops the report shows each of the Harvested Crop sales entries that were associated with Harvested Crop Sales Contracts.
Creating deposit tickets
Besides recording deposits of revenue from income and sales, you can also create deposit tickets.
The Deposit Ticket dialog appears after you have recorded the sales and exited from the Income,
Sales, and Deposits dialog—the dialog shows all checks you do not immediately deposit when you record the sale or receipt.
1. To access the Deposit Ticket dialog, do one of the following:
– Select Accounting / Income, Sales, and Deposits / Create Deposit Ticket .
– Select Checking from the toolbar drop-down list and then click the Create Deposit Ticket icon
.
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2. In the Deposit Ticket dialog, select the Deposit in Account . This is the bank account in which you made the deposit. The software shows this bank account in the register.
3. Enter the Date of the transaction, and a Deposit ID# (this may be the bank's deposit number).
4. To deposit all items, click >>--->> ; to select a specific item for deposit, click the Plus button to the left of the Vendor’s name.
To remove an item for deposit later, select the item and then click <<---<< or click the Minus button to the left of the Vendor’s name.
5. Do one of the following:
– To deposit the entire amount, click Deposit Cash, enter the required Cash Amount in the Cash
Deposit dialog and then click OK .
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– To withhold funds for family living expenses, click Less Family Living, enter the Amount in the
Family Living dialog and then click OK .
– To place funds in petty cash, click Less Cash , enter the Amount in the Less Cash dialog and then click OK .
The Deposit area shows all amounts—amounts withheld are shown in red.
After you enter all applicable information, the Total Deposit should be equal to the amount actually deposited.
6. Click OK.
7. Click Record to post the transaction and then click Done .
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Note – The transactions must balance.
Making corrections to income, sales, and deposits
Common mistakes when recording sales are entering an incorrect date or making an error in recording a sale. The software allows you to easily make changes—as long as you have not recorded any payments for these transactions.
Editing transactions
If you discover you entered a transaction incorrectly, edit the entry as follows:
1. Select Accounting / Sales and Deposits / Transaction Maintenance .
2. Enter a Start Date and End Date and then click Update List .
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3. Select the purchase you want to change and then click Edit .
11 – Income, Sales, and Deposits
4. To change the entry, click the icon on the left of the green entry bar and make the required changes in the dialog that appears. For example, you could change the amount or date.
If the amount received on account was entered incorrectly, click the Accounts Receivable icon
. You can make the required changes in the Receive on Account dialog and then click OK .
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5. Once you make the required change(s), click Done .
Voiding entries
To void an entry, you can use either the Transaction Maintenance or the Trial Balance dialog.
Voiding an entry in the Transaction Maintenance dialog
1. Select Accounting / Income, Sales, and Deposits / Transaction Maintenance .
2. Enter a Start Date and End Date and then click Update List .
3. Select the entry you want to delete and then click Void .
4. Click Yes to confirm the deletion; when prompted, click OK .
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Voiding an entry in the Trial Balance dialog
1. Click the Report icon on the Checking toolbar.
2. In the Reports dialog, select Accounting / General Ledger /Accrual Method /Trial Balance and then click OK .
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3. Scroll to the account with the transaction to be voided and then click the Report Details icon .
4. In the dialog that appears, click the Entry Details icon next to the item you want to void to open the General Ledger Report - Accrual Method dialog. In this dialog, click the Entry Details icon again and then select Void / Void Transaction .
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5. Click Yes to confirm and then click Done as required to return to the Reports menu.
6. Click Close .
Printing
Printing invoices
You can print invoices or statements that show your farm's name and address along with the name and address of the customer or purchaser. The printed invoice lists the details of any number of transactions that you want.
1. On the Checking toolbar, click the Print Invoice Statement icon .
2. In the Invoice/Statement dialog, select the Customer, select the required From and To dates and then click Update List .
3. Select the invoice(s) or statement(s) to be printed—to select more than one invoice/statement, hold down the keyboard Ctrl key or click All .
4. Select whether to:
–
–
–
–
Show Transaction Numbers
Print Personal Logo
Print Comments
Print Footer
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5. Click Print to view the preview of the invoice.
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6. To print the report, select File / Print or click the Print icon .
7. In the Print dialog, enter the page numbers and number of copies to print and then click OK to return to the preview.
8. Select File / Exit .
9. Click Done .
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Printing accounts receivable reports
This functionality is only available if you have Advanced Desktop Accounting.
The software allows you to track amounts owed to you as receivable accounts:
1. On the Checking toolbar, click the Report icon .
2. In the Reports dialog, select Account / Sales/Receivables / Accounts Receivable .
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3. Click OK . A preview of the report appears—the software groups receivables by purchaser and includes a summary of each transaction.
4. To print the report, select File / Print or click the Print icon .
Printing a Sales report
A Sales report contains all transactions within a specific time for a particular vendor. This information is particularly useful when preparing 1099s for tax purposes.
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1. On the Checking toolbar, click the Report icon .
2. In the Reports dialog, select Account / Purchases/Payables / Purchases Report .
3. In the Sales Report dialog, do the following.
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11 – Income, Sales, and Deposits a. Select the Customer (s) or click Select All to print a report of all purchasers.
b. In the Date Range area, select the dates to which to limit the transactions.
c. Select Show Allocation Details if you want the report to contain the amounts allocated to your enterprises and then select either Sort by Order Entered or Sort by Date .
4. Click Print. The preview report that appears sorts the purchasers and includes a summary of each transaction, along with any receivable account balances.
5. To print the report, select File / Print or click the Print icon .
6. Click Close .
Printing an Invoice/Statement
See
.
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12
Cash Account Maintenance
12
In this chapter:
Adding and editing bank accounts
Use the Cash Account Maintenance dialog to:
•
•
Reconcile bank accounts
Record bank adjustments and transfers
The Cash Account Maintenance dialog also includes an interactive Account Register dialog, where you can enter, void, edit, and display information on checks and deposits.
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Adding and editing bank accounts
Use the Add / Edit Bank Accounts dialog to set up new checking, savings, petty cash, and credit card accounts. You cannot use this dialog to establish a balance for the account.
To add a balance to an account, select Initial Setup if the account existed at the start of the year, or record a deposit or transfer of funds if you deposited the money in the account during the current year.
To set up a new bank or cash account:
1. Select Accounting / Cash Account Maintenance / Add/Edit Cash Accounts .
2. Do one of the following:
–
–
To rename an account, select it in Current Account and then edit it in Account Name.
To create a new account, enter an
3. Click Record and then click Done .
Account Name and then select an Account Type .
Transferring funds
Use the Transfer of Funds dialog to:
•
•
Record transfers between bank and cash accounts, such as a transfer of funds from savings to checking accounts.
Record transfers from an operating loan to a credit card, checking, or other bank or cash account.
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To record a transfer of funds:
1. Click the Transfer of Funds icon on the Checking toolbar to open the Transfer of Funds dialog.
2. Enter the Date of the transfer and the Amount Transferred .
3. Select the From Account and the To Account . The software displays the previous and new balances of each account.
4. If you want to, enter a Memo (for example, the reason for the transfer).
5. Click Record and then click Done .
Reconciling checking accounts
There are two ways to reconcile an account. Manually (as described below) and using the online bank reconciliation. For more information on bank reconciliation, refer to http://www.farmworks.com/files/faqs//Office/Funds/Online%20Banking%20FAQ.pdf.
1. To determine if you need to reconcile a checking account, use check the Account Register: a. Click the Account Register icon on the Checking toolbar to open the Account Register dialog. b. Select the checking Account to view.
c. To limit the range of dates displayed, click the Date Range icon .
d. Enter the required Begin and End dates and then click OK.
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–
– e. Select View / Sort by Date or View /Sort by Number to sort all checks and deposits in chronological or numerical order.
f.
Select the Clr check box for each transaction that has cleared the bank.
Transactions that you previously reconciled are marked with
To clear a check box, click it one or more times.
X .
Transactions that you select to reconcile now are marked with x.
2. To record bank adjustments, debit memos, and other adjustments from your bank statement in the Account Register dialog, click the Adjustment icon .
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3. Make the required entries and adjustments and then click the Reconcile icon .
4. In the Reconcile Account dialog, enter a Reconciliation Date, and the ending balance from your bank statement in Balance Per Bank:
– The Payments and Deposits lists display all checks and deposits you have not yet reconciled, and highlights the checks and deposits you select.
– To enter old checks from before you began using the software and that have not yet cleared the bank, select File / Unrecorded Outstanding Checks .
Select the Vendor , enter the Check #, Date, and Amount and then click Record.
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The Account area shows the Adjusted Bank Balance and the Balance per Books . The difference between these two amounts, which is the amount out of balance, must equal zero dollars before you can reconcile the checking account: If it equals zero, click OK . Otherwise, click Cancel .
5. If the Adjusted Bank Balance and the Balance per Books is still out of balance, compare the bank statement to the Account Register and make sure that you select the Clr check box for every transactions your bank cleared. Once you select all the check boxes as required, make sure that the dollar amounts of every transaction in the Account Register dialog are the same as those in the bank statement. You should void any transactions in the account register with incorrect amounts and then re-enter them correctly.
6. Once you reconcile the account, the software prompts you to view the reconciliation report. It is recommended that you click Yes as you cannot view or print this report later. Once printed, save the report with your bank statement or canceled checks.
Making bank adjustments
Use the Bank Adjustments dialog to record service charges, interest earned, debit memos and credit memos:
1. Click the Bank Adjustment icon on the Checking toolbar to open the Bank Adjustment dialog.
2. Select the required bank account in Account/Balance .
3. Select Additions or Reductions and then select the required option from the drop-down list:
–
–
Additions are typically automatic deposits made to your account, for example, Credit Memo or ATM transactions.
Reductions are typically automatic withdrawals from your account, for example, Debit Memo or ATM withdrawals.
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4. If you select Credit Memo, Debit Memo, or NSF Check , select the appropriate account from
Offsetting Account list.
5. Click Record to save the bank adjustment and then click Done .
Using the Account Register
The software has an interactive Account Register where you can easily view your checking account with details and a running balance. It also has a number of additional features, for example, you can enter a check or a deposit, with or without details.
1. Click the Account Register icon on the Checking toolbar to open the Account Register dialog.
2. Select the checking Account you want to view.
3. To limit the range of dates displayed, click the Date Range icon .
4. Enter the required Begin and End dates and then click OK .
5. Select View / Sort by Date or View /Sort by Number to sort all checks and deposits in chronological or numerical order.
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Searching the Account Register
The Find feature enables you to search the Account Register for specific transactions by vendor, dollar amount, account, check number, or date.
1. In the Account Register, click the Find icon or select View / Find .
2. In the Find in Register dialog, select the entry you want to search for from the Field drop-down list.
–
–
–
–
–
The options are:
– Account : Select the correct account type from the Value drop-down list, enter a dollar
Amount and select the Accuracy that will be used when running the search.
CHK #:
Date
Enter a check number in the
: Enter the correct date in the
Deposit
Value
Value will be used when running the search.
field.
field or select the date using the Calendar.
: Enter the deposit dollar amount in the Value field and then select the Accuracy that
–
Memo : Enter the text for the memo in the Value field.
Payment : Enter the payment dollar amount in the Value field and then select the Accuracy that will be used when running the search.
Vendor : Select the correct vendor from the Value drop-down list.
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3. Click Next to start the search. The Find in Register dialog remains on view, and the first transaction that the program finds is highlighted.
4. Click Next to continue the search, or click Previous to return to the previous transaction that was found.
5. If no transactions are found that match the values you entered, a message appears. Redefine the requirements and try again.
6. When you have completed the search to your satisfaction, click Done to close the Find in Register dialog.
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Changing entries in the Account Register
In the Account Register dialog, you can do any of the following:
• Click a field to change it. You can change the
# , or Description , and add a memo to the Description by selecting the field and entering or selecting new information.
Date of the transaction (as shown here), the Check
•
•
•
•
•
Select the Bch check box in any row(s) to add that check to a batch of checks you can print together—the item is then marked with a Printer icon. Clear the check box to remove the transaction from the batch.
Select the Clr check box to identify checks and deposits that have cleared the bank for reconciliation purposes.
To view details for a transaction, click the Show Details icon or right-click the row and then select Inspect Transaction . The Transaction Entry dialog shows the transaction details—you cannot use this dialog to change the account used or the amount of a transaction. To do this, you must void (delete) the entry and then re-enter it as a new transaction, see below.
For each transaction you recorded without entering details, a Details button appears below the amount. To add details to the transaction at any time, click details and then enter the required information in the Income, Sales, and Deposits dialog.
To reverse a transaction and mark it as void, right-click it and then select Delete Entry . The software hides all voided (deleted) transactions, but you can view them; to do this, select View /
Show Voids.
• To reprint a check for any transaction for which you recorded a payment by check, right-click it and then select Print Check . This reprints a check without rerecording it in the financial books as another payment.
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• To edit the journal entry description or memo for a check transaction, right-click it and then select Edit JE Description .
Adding entries to the Account Register
To enter transactions such as sales, purchases, payroll checks, and bank adjustments, use the icons on the Account Register toolbar or by select an option from the Activities menu.
You can also enter checks and deposits directly into the Account Register dialog.
1. Click the blank entry at the bottom of the page.
2. If the date in the first column is not correct, enter the correct date.
3. In the second column of the same row, verify that the check number is that of the check you are writing and then change the number if required.
4. In the next column, select or add a vendor for this transaction.
5. If required, enter a brief journal entry in the field below the vendor. This can help you to identify the transaction at a later date.
Tip – Do not confuse journal entry details with transaction details. Journal entry details are optional memos, but transaction details are facts that the software requires you to enter before you can close the year-end financial record.
6. Enter the total amount paid in the Deposit or Payment column.
7. Click the Save Transaction icon to record the transaction.
To add details to the transaction, click Details —you must add details to all transactions in the
Income, Sales and Deposits or the Payments and Purchases dialog before you can close the yearend financial record.
The software adds entries that need details to the Unexplained Transactions expense account of the software. To group transactions without details, select View / Sort by Details .
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13
Inventory Maintenance
13
In this chapter:
Moving harvested crops to storage
Adding harvested crops to supply inventories
Adjusting harvested crop inventories
Adjusting livestock inventories
The software keeps both cash and accrual books for your farm.
The accrual books allow you to keep inventories of supplies, harvested crops, and livestock. The software keeps inventories for you based on the transactions that you record in the purchases, sales, and farming areas of the software.
The Inventory Maintenance area is used to adjust or move inventory, change properties of supplies, and print inventory reports.
Some of the functionality is only available if you have Advanced Desktop Accounting—this is noted where applicable.
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Moving harvested crops to storage
The software enables you to keep an inventory of your harvested crops based on their storage location—either on the farm or at an elevator or co-op.
Typically, when you record a harvest farming action, you leave the crop in the field. Use the Move
Harvested Crops dialog to move the crop from the field to the storage location. You can also use the dialog to move crops between different storage locations.
1. Select Accounting / Inventory Maintenance /Move Harvested Crops .
2. Select the Crop / Commodity .
Tip – To show the crop by commodity, click the List by Commodity check box.
3. Select the From Location —this lists all locations that have an inventory of the selected crop/commodity.
4. Select the To Location —this lists all fields and structures that are drawn and defined in the software. To record the storage of commodities not on your farm, either select Off Farm , or draw and define a structure for each elevator or cooperative to keep more detailed records.
5. The total quantity stored at that location appears in Qty. On Hand and Qty Moved . Change the
Qty Moved if required.
6. Click Record and then click Done .
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Adding harvested crops to supply inventories
You may want to use harvested crops on your farm instead of selling them, for example, use crops for feed for livestock or for seed for the next crop year.
The software enables you to assign a value to the crops and transfer them to a supply so they can be used for feeding or planting. When a crop is transferred to a supply, the software records a sale back to the fields that the crop was harvested from, while applying the cost to the livestock or next year's crop enterprises for the same amount. This allows you to use your enterprise statements to identify how much profit each area of your farm generates. This has no effect on your cash books for tax purposes.
To transfer a harvested crop to a supply:
1. Select Accounting / Inventory Maintenance /Transfer Crop to Supply .
2. Select the Commodity .
3. Select the Location from where you are taking the crop. The list shows all locations that have an inventory of the selected commodity.
The Qty on Hand at that location appears.
4. Enter the Qty Removed where indicated and the Unit Cost or Total Cost of the transferred crop.
This will default to the last cost that you used for a transfer.
Note – For accurate enterprising, this amount should normally reflect the current market price of the commodity (what you would have received if you had sold the crop). This transfer will have no effect on your cash general ledger. It will post a sale of your crops and a purchase of supplies (through the same account) at the value that you enter.
5. Select the Supply the crop is being transferred to, or select <New> to set up a new supply item. If you previously recorded a transfer of this crop, Supply is populated.
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Note – If the supply is new, enter the appropriate information. When you record the transfer, the software prompts you to enter the properties of the new supply. For more information on Supply
Properties,
.
6. Enter the Qty to Add to the supply. If the crop and the supply item have different units of measure, this may be a different number than the amount that was moved in. Once you enter this for the first transfer, the software remembers the unit of measure conversion and uses it for all future transfers.
Note – All sales are allocated directly to the crop's marketing enterprise. This transfer does not affect the Field Enterprise.
If more crop is transferred to supply than what is on hand a warning appears.
7. Click Cancel to close the transfer screen and then adjust the harvest job to reflect the correct quantity.
If you click OK , this does not change the harvested amount but will show the additional bushels on the marketing enterprise as a gain.
Adjusting harvested crop inventories
Note – Before you adjust any inventory accounts, it is strongly recommended that you back up your files.
Adjusting Harvested Crop Inventories affects the marketing enterprise as a gain or loss. Adjustments made here should be for changes in inventory due to the storage or transport of the crop, such as
Grain Shrinkage.
Any adjustment to the actual harvested quantity must be corrected on the harvest job itself.
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To record an adjustment of harvested crops:
1. Select Accounting / Inventory Maintenance /Adjust Harvested Crops .
13 – Inventory Maintenance
2. Select the Commodity .
3. Select the Location —this lists all locations that have an inventory of the selected commodity.
4. Enter the Date of the adjustment.
5. Enter the New Qty —this is the actual amount that should be in inventory.
6. Enter the Adjustment Price —this is the typical market value price. The price entered here automatically calculates the Adjustment Amount . This is the amount that shows as a gain or loss on the marketing enterprise.
7. Click Record and then click Done .
Adjusting supply inventories
Use the Adjust Supplies dialog to make minor adjustments to the cost and/or quantity of different supply inventories. This option does not change the supply inputs on enterprise statements that have already been applied to your fields or livestock. It also will not change the original accounting entries (when the supply was purchased or used on a field or group of livestock). Supply adjustments only change inventory balances on your accrual books.
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To adjust the cost of quantity of a supply:
1. Select Accounting / Inventory Maintenance /Adjust Supplies .
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2. Select the Supply to adjust. The current Qty on Hand, Unit Cost , and Total Cost appear.
3. Enter the Adj Date —you can make adjustments for any year not yet closed.
4. Do the following in the Calc on Hand area:
– Click Current Values the supply.
to display the current quantity and cost, taking into account all activity for
– Click As of Adj. Date to display the quantity and cost at the date entered.
5. Enter the new Qty on Hand, Unit Cost , and Total Cost .
6. Click Record and then click Done .
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Adjusting livestock inventories
This functionality is only available if you have Advanced Desktop Accounting.
The software uses the number and weight of animals to generate information such as weight gained, feed conversions, cost per pound gained, and profit per pound sold.
To change the current weights or purchase costs of your livestock:
1. Select Accounting / Inventory Maintenance /Adjust Livestock .
2. Enter the Adjustment Date —you can make adjustments for any year not yet closed.
3. Do the following in the Show values as of area:
– Click Current Totals to display the current weights, taking into account all activity for each livestock group.
– Click Adjustment Date to display the weights for each livestock group at the date entered.
4. Select the Show only non-zero groups check box to determine which livestock groups will be listed.
5. Enter the new Ave. W(eigh)t or Total W(eigh)t for each livestock group.
6. Click Record and then click Done .
7. You can enter new values for the average cost, and the total purchase cost in the Livestock Details dialog. To access the Livestock Details dialog, click the View Details icon .
Note – The cost of an animal does not include feed and other expenses incurred after purchase.
Raised animals should have a purchase cost of zero.
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Printing inventory reports
The software uses the accrual general ledger to keep an inventory of supplies, crops (harvested and growing) and livestock. Inventory reports provide an inventory for these items as of any date.
1. Change the working date to the date for which you want to print an inventory report. See
Changing the working date / system date, page 19 .
2. Select Accounting / Inventory Maintenance /Inventory Reports and then select the report you want to print. The options are:
Report
Supplies
Livestock
Description
All supplies on hand including the quantity, unit of measure, average cost and total cost of each supply. Supplies are grouped by account with totals for each account.
Livestock groups. Each group includes the number of animals in the group, average weights, total weights, average cost, and total cost. The groups are sorted by account with totals for each account.
The costs for livestock groups are the total cost to raise the animals (including feed, vet fees, purchase cost, and so on) taken from the enterprise statements.
This functionality is only available if you have Advanced Desktop Accounting.
Growing Crops
Bin Activity
Crops by field. All fields with growing crops are listed with the commodity and total cost.
Crops are sorted by account with the totals for each account.
All changes in grain bin storage amounts, including transfers and sales over a given date range. The report shows from where the crop in the bin came as well as where it goes.
Harvested Crop by
Account
The quantity of each harvested crop by storage location. The report is sorted by account with totals for each account. The costs are based on the cost to raise and harvest the crop from the enterprise statement.
Harvested Crop by
Commodity
The quantity of each harvested crop by storage location. The report is sorted by commodity with totals for each commodity. The costs are based on the cost to raise and harvest the crop.
Harvested Crop by
Crop
The quantity of each harvested crop by storage location. The report is sorted by crop with totals for each crop. The costs are based on the cost to raise and harvest the crop.
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14
14
Depreciation
In this chapter:
Setting up and using asset depreciation
Depreciation is only available if you have
Advanced Desktop Accounting.
Depreciation is a way of spreading the cost of an item over its useful life (the time that it will be used). Your tax preparation professional or accountant can provide you with a depreciation schedule that lists the amount of depreciation for each of your assets.
You may enter or change depreciation figures at any time up until the year is closed. It is strongly recommended that you leave your year open until the correct depreciation amounts have been entered.
Depreciation is an integral part of your enterprises and represents part of the cost for your equipment. Because of this, we recommend that you enter your depreciation figures at the beginning of the year; otherwise your equipment enterprises will not include any depreciation cost. If you cannot obtain these figures in advance, you may use the prior year’s amounts or your best estimate. These figures should be changed once the final figures are available.
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Setting up and using asset depreciation
To enter depreciation amounts:
1. Select Accounting / Depreciation / Asset Depreciation .
14 – Depreciation
2. Select the required category from the Depreciable Items area. Items are grouped in the categories Equipment, Structures, Land Improvements, and Livestock.
The asset name, purchase date, original cost, accumulated depreciation, book value, and current year depreciation appear. You can change the Pur. Date and Current Year depreciation as required.
Tip – The Book Value is the remaining value of your asset after depreciation. The current year depreciation cannot exceed the remaining book value.
3. In the Depreciation on Statements area, select the depreciation amounts that will be listed on
Enterprise and Income Statements. The options are:
– Entire Year —shows the entire year's depreciation, regardless of the date.
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– Amount to Date —shows the pro rate amount of depreciation, based on the date of the statement. For example, if your farm works on a calendar year, and the statement is printed on June 30, roughly half of the depreciation is included on the report. This method is the most accurate, but if you have a large number of assets, it may increase the time that it takes to print some reports. When computing the amount of depreciation to include on reports, the software takes the total depreciation for each asset and divides this by 365 before multiplying it by the number of days from the start of the year to the report date.
– None Until Year End —no depreciation appears on reports until the year is closed. This method decreases the amount of time required to print the reports, but distorts your profitability until year-end.
4. Click OK .
See also Footnotes ,
Printing Depreciation reports
You may print Depreciation Schedules (that is, Depreciation Reports) for Equipment, Structures, Land
Improvements, and Livestock at any time.
To print a report:
1. Select Accounting / Depreciation / <Area> Report.
The report preview screen appears.
2. Click to print the report.
3. Select File / Exit .
The reports list all the appropriate assets, grouped by year purchased and includes the following information:
Item
Purchase Date
Description
Cost
Beginning Accumulated
Depreciation
Ending Accumulated
Depreciation
Description
The date the asset was originally purchased.
The name of the item.
The purchase price of the item. For items that are purchased with a trade-in, the cost is the net amount paid. For example, if you purchase a $70,000 tractor and paid for part of your purchase with a $20,000 trade- in, the cost of your new tractor will be $50,000 on your depreciation report.
The total of all depreciation that was expensed for an asset in prior years. When your year is closed, your new beginning accumulated depreciation is increased by that year's deduction. For example, if the beginning accumulated depreciation on a tractor is $25,000 in 2009 and the current year expense is $5,000, the 2010 beginning accumulated depreciation is $30,000 ($25,000 + $5,000).
The total of all depreciation that was expensed for an asset, including the current year amount. The ending figure becomes the beginning accumulated depreciation amount for the following year once your books have been closed.
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Item
Depreciation Taken
Book Value
Footnotes
14 – Depreciation
Description
Depending on the reporting method you have selected for your asset depreciation
(Entire Year, Amount to Date, or None until Year End), this column displays all, some, or none of the current year’s depreciation expense. The amount can never exceed the remaining book value of the asset.
The cost of your asset less the ending accumulated depreciation. This amount may vary during the year depending on the method you have selected for asset depreciation: (Entire Year, Amount to Date, or None until Year End). Book value may never be less than zero.
Footnotes appear in the reports to indicate assets that were sold during the current year, improvements to existing assets, or assets that have been traded-in.
The options are:
• 1. Improvement —improvements to an existing asset include major repairs to a structure or a piece of equipment, for example new roofs, engine overhauls, and additions to buildings.
Note – Improvements are an integral part of the original asset and are automatically sold or traded when the asset is sold or traded. They are listed separately below the original asset in the Asset Depreciation area and are grouped by year in depreciation reports.
• 2. Trade— the IRS requires trade-ins to remain on your books until they are fully depreciated. For items that are purchased with a trade-in, the cost is the net amount paid. For example, if you purchased a $70,000 tractor and paid for part of your purchase with a $20,000 trade-in, the cost of the new tractor is $50,000 on the report. The item traded remains on your books. Traded assets are "tied" to the asset they were used to purchase. When an item is sold, all improvements and trades associated with the asset are removed from the books at year-end. Traded assets are listed separately below the original asset in the Asset Depreciation area. They are grouped by year in depreciation reports.
• 3. Sold —items marked as sold are removed from your books after year-end.
Selling an asset removes the asset, its improvements and prior trade-ins from your books. For example, if you traded in a 1984 tractor for a 2002 truck and later added $5,000 in improvements to the truck, all these items remain on your books until the new truck is sold.
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Enterprises
In this chapter:
Printing Enterprise Statements
Printing Crop Marketing Enterprise
C H A P T E R
15
15
The software can keep detailed enterprise profit and loss information on each field, group of livestock, and piece of equipment.
By entering information on each check written and deposit made, and by recording your farming activities, you can obtain an accurate analysis of any enterprise.
Note – Previous chapters cover farming in more detail; this section gives you a quick overview of farming along with explanations of areas that are different in this software.
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•
•
Working with Enterprises
In the Enterprises dialog (select Accounting / Enterprises ), you can change Enterprises or print
Enterprise statements. You can do the following:
Create new crops: use the Crop Setup dialog to create new crops .
Each crop consists of a year, commodity, account, and harvested unit of measure. The dialog also appears when you assign crops to fields while recording farming actions. The selected commodity can be used to track varieties and small grains, whereas you can use the account to group commodities.
Allocate inputs: the Allocate Inputs dialog allows you to:
– Allocate supplies, equipment, people, expenses, or revenues to enterprises; the most common use is to allocate expenses and revenues that were left unallocated when they were incurred.
When you select an expense or revenue account, the unallocated amount for the selected account appears, showing how much is left to allocate. To select more than one enterprise to allocate, hold down the [Ctrl] key on your keyboard while selecting each enterprise.
– Charge people and equipment to livestock.
Harvesting
At the time of the harvest, crops are given a value and are transferred to a Marketing Enterprise.
When the crops are sold, the revenue for the sale is shown on the Marketing Enterprise. By doing this, the Field Enterprise Statements are designed to reflect the profit/loss for each field excluding any profit/loss from the actual marketing of the crop. The value assigned to the crop is the value that the crop could have been sold at if it were sold at the time it was harvested.
The Crop Marketing enterprise reflects any profit/loss from the sale of the crop.
This Profit/Loss is computed by taking the difference in the amount assigned to the crop at harvest and the price that it was actually sold for. This profit is then adjusted for any additional expenses
(such as drying and storage costs) and income (such as hedging gains) to come up with the actual
Marketing Gain/Loss.
Allocating inputs
Use the Allocate Inputs area to apply or remove costs to/from your enterprises without recording a farming action. The most common use of this function is to allocate revenues and expenses that were not allocated when incurred.
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1. Select Accounting / Enterprises / Allocate Inputs .
15 – Enterprises
2. Select the type of Input to allocate/de-allocate from the list and then select an account from the list.
3. Select the account to allocate/de-allocate from the list. If you selected Supplies in the Inputs area, the Quantity on Hand appears; if you selected Expenses or Revenues , the Unallocated
Amount appears.
4. Enter the Allocation Date .
5. Enter the Qty to Allocate or Amount to Allocate. To de-allocate a quantity or amount, enter a negative number.
6. Select the Enterprise Allocation —hold down the [Ctrl] key to select multiple enterprises.
Tip – Use Field Crops-Landlord only for inputs purchased that were later reimbursed by the landlord.
Note – Click Show Me to restrict the allocation to a particular Year, Open or Closed status, Commodity,
Field and/or Landlord. Select the required combination and then click OK .
7. Click Record .
8. Repeat
for additional allocations, if required.
9. Click Done .
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Crop Marketing allocations
The Crop Marketing enterprise reflects any profit/loss from the sale of the crop.
The profit is then adjusted for any additional expenses (such as drying and storage costs) and income
(such as hedging gains) to calculate the actual Marketing Gain/Loss. This Profit/Loss is computed by taking the difference in the amount assigned to the crop at harvest and the price that it was actually sold for.
Allocations using Other Expenses & Payments
1. When recording a purchase (for example, to record drying expenses), click the Expenses and
Other Payments icon.
2. Enter the Amount .
3. In the Account area, select Expense Accounts and then select the appropriate account, for example Drying Expense .
4. In the Enterprise Allocation area, select Crop Marketing and then select the correct enterprise(s).
5. Click OK .
6. If you selected more than one commodity accounts in
Multiple Allocation dialog appears” a. Enter the percentage for each enterprise in Unit Split .
b. Click Calculate Split to compute the percentage and then click OK .
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Allocations using the Loan Payment Interest Allocation
1. When recording a purchase, click the Loan Payment icon.
2. Enter the Principal Payment amount.
3. Enter the Interest Payment amount.
4. In the Interest Allocation area, select Crop Marketing and then select the correct enterprise(s).
5. Click OK .
6. If you selected more than one commodity accounts in
Multiple Allocation dialog appears: a. Enter the percentage for each enterprise in Unit Split .
b. Click Calculate Split to compute the percentage and then click OK .
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Allocating using Other Sales & Expense Reductions
1. When recording an income (for example, Hedging Gain), click the Other Sales & Expense
Reductions icon.
2. Enter the Amount .
3. In the Account area, select Revenue Accounts and then select the appropriate account, for example Hedging Gains / (Losses) .
4. In the Enterprise Allocation area, select Crop Marketing and then select the correct enterprise(s).
5. Click OK .
6. If you selected more than one commodity accounts in
Multiple Allocation dialog appears: a. Enter the percentage for each enterprise in Unit Split .
b. Click Calculate Split to compute the percentage and then click OK .
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Allocating using Allocate Inputs
1. Select Accounting / Enterprises / Allocate Inputs .
15 – Enterprises
2. Select the type of Input to allocate/de-allocate from the list.
3. Select an account to allocate/de-allocate from the list. If you selected Supplies in the Inputs area, the Quantity on Hand appears; if you selected Expenses or Revenues , the Unallocated Amount appears.
4. Enter the Allocation Date .
5. Enter the Qty (Amount) to Allocate . To de-allocate a quantity or amount, enter a negative number.
6. In the Enterprise Allocation area, select Crop Marketing and then select the correct enterprise(s).
7. Click OK .
8. If you selected more than one commodity accounts in
Multiple Allocation dialog appears” a. Enter the percentage for each enterprise in Unit Split .
b. Click Calculate Split to compute the percentage and then click OK .
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Adding Overhead Costs
Every cost incurred can be entered and tracked with the software, but some items such as office expenses or general insurance, cannot be allocated to a specific enterprise. If you use an overhead account, it is easy to allocate miscellaneous costs to the enterprises. You can also print enterprise statements for overhead allocations.
Tip – If you have both crops and livestock on your farm, set up two overhead allocations: Overhead -
Crops and Overhead - Livestock.
To set up an overhead allocation:
1. In the Inputs tab, click the New Machine icon on the Job/Resource Tools toolbar.
2. In Description enter Overhead - Crops or Overhead- Livestock .
3. In Category , select Other .
4. In the Operation area, select acre in Costing Unit .
5. In the Options tab, select Passive Enterprise . Leave all other fields blank.
6. Click Record and then click Done .
To use the O verhead- Crops allocation:
1. In the Inputs tab, select Overhead - Crops and then move it to the Working area.
Tip – You will want to farm your fields only once with the overhead allocation—usually on the first day of the year.
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2. Click Apply to Fields and then select the field(s) to farm.
3. Overhead costs are allocated by acre by default.
To use the Overhead - Livestock allocation:
1. Select Account / Enterprises / Allocate Inputs .
2. Select Equipment in the Inputs area and then select Overhead - Livestock.
3. Enter the Allocation Date— this is usually the last day of the year.
4. Enter the number of animals sold in Qty to Allocate .
5. In the Enterprise Allocation area, select Livestock and then select the required livestock from the list
6. Click Record .
7. Repeat
for additional allocations, if required.
8. Click Done .
To allocate expenses to overhead:
Tip – When an expense is incurred, such as an office expense, which is not allocated to an enterprise, you can allocate it to overhead instead.
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15 – Enterprises
1. When recording a purchase, click the Expenses and Other Payments icon . For example, to record office expense.
2. Enter the Amount .
3. In the Account area, select Expense Accounts and then select the appropriate account, for example Office Supplies Expense .
4. In the Enterprise Allocation area, select Equipment and then select both Overhead - Crops and
Overhead - Livestock (if both have been set up) .
5. Click OK .
6. If you selected two overhead accounts in Step 4
, the Multiple Allocation dialog appears. Enter the percentage for each enterprise in Unit Split , click Calculate Split to compute the percentage and then click OK .
Note – Once you decide on a percentage split for your enterprises, use this number consistently to split overhead between crops and livestock. The percentages should be based on the approximate income from your crop vs. livestock enterprises.
For more information about recording expenses, see
Chapter 10, Payments and Purchases .
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Making sharecrop transactions
Use the software to track sharecrop transactions. You can print statements to show landlord inputs.
To identify a field as sharecropped, select the Field tab in the Object Properties dialog.
Note – When setting a field, you can mark it as Share Crop, select a Landlord and the percentage, and mark the items for billing. When you farm a supply to a Field that has a Landlord, the software automatically takes your amount out of inventory at the time of the farming operation. You can then enter into Income and sales, and record a Landlord bill, which gives you the farming operations for this landlord, the supply, and the price. Once the Landlord is billed, the supplies are removed from your inventory
When recording sharecrop transactions, remember the following rules:
•
•
•
•
When purchasing supplies, purchase (and so add to your inventory) only the supplies you pay for.
Record the purchase of the landlord's share of supplies if you will be reimbursed for them later.
When applying supplies to the field, enter the entire amount applied in the Farming dialog.
Indicate the landlord's percentage so that only your portion of the supplies is removed from your inventory.
If the landlord is reimbursing you for supplies purchased, record the reimbursement as a Supply
Sale to the landlord.
When harvesting a crop, enter the landlord's percentage for the amount of the crop that you will not be selling (or storing). The remaining portion of the crop will be available to you to store and/or sell.
See also Chapter 3, Field Record Keeping
.
Entering Livestock activities
Livestock accounting functions are only available if you have Advanced Desktop Accounting.
Record farming actions that relate to livestock: right-click to enter other information.
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15 – Enterprises
Adding newborn livestock
When you use the software to track livestock costs, you must enter all births.
1. In the Inputs tab, scroll to the Animals group, click the + icon to open the group, right-click the group for which to record the birth and then select Birth .
Tip – To keep your costs accurate, do not record animal births into groups of purchased animals, place them in raised animal groups.
2. Enter the Date of the birth. If you are recording several births, enter the last date an animal was born into the group.
3. The Category, Account, and Current Qty default for existing groups—enter them if you are setting up a new group.
4. Enter the Qty to Add (the number of births for the group), and the Ave Wt or Total Wt .
5. Click OK . If you are also using the Livestock module, you are prompted to record this action.
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15 – Enterprises
Feeding livestock
When using the software to track livestock costs, you must enter all feed usage. Feeding links to the inventory.
1. In the Inputs tab, scroll to the Animals group, click the + icon to open the group, right-click the group for which to record the birth and then select Feed .
2. Enter the Date of the feeding. The Description and Current Qty default.
Tip – To keep your costs accurate, you do not need to record a feeding every time you actually feed your animals, but you must be consistent, for example, enter feed weekly.
3. In the Feed Items area, select the required option(s) from the list that is designated as feed and then click Add to Schedule .
4. In the Feed Schedule area, enter a Quantity . The quantity On Hand and the Unit Cost default.
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5. To transfer a harvested crop to a supply for feed, click Harvested Crops .
15 – Enterprises
6. Complete the Transfer Crop to Supply dialog, click Record and then click Done .
7. Click OK . If you are also using the Livestock module, you are prompted to record this action.
.
8. Repeat
to add all feed items to the schedule.
9. If you feed a specific combination often, click Save as Blend .
a. Do one of the following:
–
–
To change an existing Blend , select it from the drop-down list.
To enter a new Blend, select <New> and enter a Description, for example, Calf starter blend .
b. Enter the quantity and then select the unit of measure from the drop-down list to indicate how much the Current recipe makes, for example, 1 ton.
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15 – Enterprises c. Click OK .
10. To feed a blend: a. Select the blends option that you want to use and then click Add to Schedule .
b. In the Add Blend dialog, enter Quantity and then click OK .
The recipe for the selected blend appears in the schedule—you can change the items as required. c. Click OK .
11. If you are also using the Livestock module, you are prompted to record this action.
Moving Livestock
Use the transfer option to move animals from one group to another.
1. In the Inputs tab, scroll to the Animals group, click the + icon to open the group, right-click the group for which to record the birth and then select Transfer .
2. Enter the number of animals that you want to transfer in Qty . The No. of Head Before Transfer and After Transfer appear in the table.
3. Enter the Av(era)g(e) W(eigh)t or the Total lbs of the transferred animals.
4. Clear or select the Calculate value per lb . check box to switch between cost per pound and cost per hundredweight.
5. Enter the current market value of the animals in the Price/lb or Total field. The other will be computed for you.
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Tip – Entering a cost for the transfer will not affect your net books—only the enterprise profitability by recording a purchase and sale in your enterprises.
6. Enter different Avg. Pur Cost or Total Purchase Cost for the animal(s) if required—these amounts default to the average for the group.
This amount should not include costs of feed, veterinary bills, and so on. Raised animals should have a zero cost.
7. Enter the Avg. Acc. (umulated) Depr(eciation) or Total Acc. Depr. for the animal(s) where indicated if required. This should include all depreciation recorded through this year—these amounts default to the average for the group.
8. Enter the Date of the transfer.
9. Select or create a Transfer To group, and for a new group, a Category, and an Account .
10. Click OK . If you are also using the Livestock module, you are prompted to record this transfer.
Removing Livestock
Recording a livestock death removes only that animal's purchase price and accumulated depreciation from the group. Other costs, such as feed, are allocated to the remaining animals and are not removed unless no animals remains in the group.
1. In the Inputs tab, scroll to the Animals group, click the + icon to open the group, right-click the group for which to record the birth and then select Death .
2. Enter the Date of the death.
3. Enter the No Lost . The No. of Head Before Loss and After Loss appear in the table.
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4. Enter the Avg. Wt.
or Total Wt of the lost animal(s) where indicated.
5. Enter different Avg. Pu.r Cost or Total Pur. Cost for the animal(s) if required—these amounts default to the average for the group.
This amount should not include costs of feed, veterinary bills, and so on. Raised animals should have a zero cost.
6. Enter the Avg. Acc. Depr. or Total Acc. Depr. for the animal(s) where indicated if required. This should include all depreciation recorded through this year—these amounts default to the average for the group.
7. Click OK . If you are also using the Livestock module, you are prompted to record this transfer.
Printing Enterprise Statements
At any time during the year you can print an Enterprise Statement for any field, structure, equipment, animal, or crop.
1. Do one of the following:
–
–
Right-click the field or icon and then select Reports / Enterprise Statement.
Select Reports / All Reports, select Accounting / Enterprise Statement required group (for example, Livestock ).
and then select the
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The Enterprise Statement dialog lists all available enterprises based on the selected Enterprise
Type .
2. To print a combined statement for several enterprises, hold down the [Ctrl] key and then select each enterprise.
3. Use the Filter Section to restrict the enterprises that are listed to a certain year, commodity, client, farm, field, or county. This is useful when you want a combined enterprise statement for all crops for a certain client, or for showing an enterprise statement for just one year and commodity.
4. If the crop enterprise is a share-cropped field, you can select to show Farm Inputs, Landlord
Inputs , or Combined Inputs .
5. If you want these values included on the printed enterprise statement, select the Print Marketing
Gain/Loss on Field Enterprise Statements option.
This information will display under the Profit / Loss section of the enterprise statement.
6. Select the Report tab. The Enterprise Statement includes a list of all inputs (supplies, equipment, people, and other costs) as well as summaries on a per-acre basis. After you record the crop harvest, you will have costs on a per-bushel basis (or other harvested unit of measure). As you start to sell the crop, a profit section appears that shows the profit per bushel and a break-even section that computes the price needed to get to break even on any remaining unsold crops.
7. Click the Print icon to print the report.
8. Select File / Exit .
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Printing Crop Marketing Enterprise
Statements
1. Do one of the following:
–
–
Right-click the field or icon and then select Reports / Enterprise Statement.
Select Reports / All Reports, select Accounting / Enterprise Statement and then select Crop
Marketing .
The Enterprise Statement dialog lists all available enterprises based on the selected Enterprise
Type .
2. To print a combined statement for several enterprises, hold down the [Ctrl] key and then select each enterprise.
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3. Select the Report tab.
15 – Enterprises
4. Click the Print icon to print the report.
5. Select File / Exit .
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Taxes
In this chapter:
C H A P T E R
16
16
This chapter describes how to prepare your taxes.
The software allows you to set up a Schedule F to help you to prepare your tax return. You can also set up other schedules for tax purposes.
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Setting up tax schedules
1. Select Accounting / Taxes / Schedule Setup .
16 – Taxes
The Tax Schedule dialog shows Revenue, Expense, and Family Living accounts.
2. In the Schedule column, click the field next to the account and then select Sched F from the dropdown list to add this account to your Schedule F report.
To create a new tax schedule for your non-farm operations, select <Add/Edit>.
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16 – Taxes a. Click Add and then overtype the New Item field.
Note – You can also Rename or Delete items. b. Click Done .
3. If you select Schedule F , the standard Line Descriptions are available. Select the appropriate Line
Description from the drop-down list.
To add a new Line Description, select <Add/Edit>.
a. Select the appropriate Schedule Section . b. In the Line Description field, select an existing description, or select <New> and then enter a
New Line Description .
c. Click Record and then click Done.
4. To assign the accounts to different lines or schedules, select a different option from the dropdown lists.
Tip – Some accounts (for example, some Family Living items), are not tax-related and do not need to be assigned to a tax schedule.
5. Click Record and then click Done .
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16 – Taxes
Printing tax schedule reports
Once the tax schedules are set up, you can print reports to help prepare the tax return at year-end.
1. Select Accounting / Taxes / Schedule Report .
2. Select the Schedule .
3. Enter the Year End Date for your reports.
4. Select the Print Supporting Schedules check box to show the individual accounts that are included on each line of the schedule, if required. When selected, this option gives you, for example, total Cattle Sales and Hog Sales as part of your Livestock Sales figure.
5. Click Print to preview the selected report.
6. Click the Print icon to print the report.
7. Select File / Exit .
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C H A P T E R
17
Budgets and Market Value
17
In this chapter:
Printing Market Value balance sheets
The software allows you to set up a budget for cash flows of revenues and expenses, organized by month.
The totals column provides a year-to-date total for each item; the bottom part of the report provides a month-by-month cash position.
Budgets and Market Value functionality is only available if you have Advanced Desktop
Accounting.
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17 – Budgets and Market Value
Changing a budget year
1. Select Accounting / Options and then select Accounting Options .
2. Select the Budgets tab.
3. Select to remain with your accounting year, or set up a different start and end month for the budget. This way, you can set your accounting year to the calendar year and set your budget year to the fiscal year.
Setting up a budget
The more accurate your budget, the more useful it will be. Enter everything that will affect the checking account and/or line of credit, including asset purchases, investments, sales, loans, and loan payments. Enter family living amounts, if required.
1. Do one of the following:
– Select Accounting / Budget / Budget Setup .
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– On the General Ledger toolbar, click the Budget Setup icon .
17 – Budgets and Market Value
2. The date at the top of the Budget window is automatically set to the current year. To change the year or to set up a new budget, select Year / Open Year and use the up or down arrow to change to the required year. Click OK .
If you have already entered figures for the year opened, those amounts appear; otherwise, your spreadsheet is blank.
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3. To complete the spreadsheet, you can do any of the following: a. If you have been keeping records in the software, you can complete parts of the spreadsheet automatically. To do this, click in any cell and then select an option from the Fill menu. You can fill a single cell, a row, a column, or all of the spreadsheet. For each of these, you can then select from the following options:
–
–
–
–
Current Balances —uses current year expenses and revenues for the budget amounts.
Last Year's Balances —uses the previous year's expenses and revenues for the budget amounts. This is the most commonly used option.
Previous Year's Budget —uses the previous year's budget to complete the current year's budget. You are prompted to enter a date for the previous year.
Value —requires you to enter a single value, which is copied to a row, column, or all of the table.
b. Enter an amount in the Total column. The amount will be spread evenly over the twelve months.
c. Enter or edit individual values by clicking a cell and then entering the value.
Tip – To enter a value:
1. Click the cell you want to use and then select Fill / <Row/Column/All> / Value.
2. In the Budget Fill Value dialog, enter a New Value and then click OK . This populates the
row, column, or all of the table with the Value entered.
4. Once you have budgeted for both the Revenues and Expenses, you can budget for additional items, such as asset purchases and/or new loans, by adding rows to your budget. To do this, select Edit / Add Row .
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5. Enter an Item name to appear in the budget, select the Category for the item, and then click OK .
The new budget line appears. Repeat this step as often as required.
6. Enter the Beginning Cash Position at the bottom of the page. This is the total of all your cash accounts. You can enter this only for the starting month. For example, January, if your year is
January 2010 to December 2010.
Tip – If you are budgeting for a line of credit or an operating loan, the balance should be a negative number.
Once your budget is complete, your budgeted Ending Cash Position for each month appears. This is the net cash balance (or loan balance) projected. This information is very useful for planning loans, and so on.
7. Click Record to save the budget.
8. To export the schedule as a text file, select Reports / Export as Text and then enter a suitable File name , for example Budget2010.txt
.
9. Click Done .
Printing budget reports
There are two budget reports:
•
•
The Budget report displays the budgeted amounts for each month and a yearly total for each item.
The Comparative report displays budgeted versus actual revenues and expenses.
To print the report:
1. Do one of the following:
–
–
To print the Budget report, select Accounting / Budget / Budget Report .
To print the Comparative report, select Accounting/ Budget / Comparative Report .
2. The report preview appears. Click the Print icon in the preview screen to print the report in landscape format.
3. Select File / Exit .
Market Value balance sheets
In addition to cash and accrual books, the software provides an area for creating a Market Value balance sheet as of the current date. You can assign market values to your assets (land, equipment, crops, and so on) to give a more accurate representation of your farm's net worth. Changing the market value of an item has no effect on your books, but can be a valuable tool for planning purposes or when applying for a loan.
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Setting up Market Value balance sheets
1. Do one of the following:
–
–
Select Accounting / Market Value / Market Setup .
On the General Ledger toolbar, click the Market Setup icon .
17 – Budgets and Market Value
The Market Value dialog shows assets and liabilities as well as book and market values. The
Market value defaults to the Book value for each item.
You cannot revalue Cash accounts, but you can view them by clicking the Magnifying glass icon
next to the item.
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2. To change the market value of an item, click the Folder icon .
17 – Budgets and Market Value
A list of the items that make up the account selected appear, showing the Book value, Quantity,
Unit Cost, and Market value. To update the market value of an item, you can change either the
Unit Cost or the total Market value.
3. Select the List items with zero value check box to view and assign values to items such as fully depreciated equipment.
4. To return a single item's value to its book value, select it and then select Book Values /Fill Item .
To return the entire listing to book value, select Book Values / Fill All .
5. To export the schedule as a text file for use in other software, select File / Export as Text . Enter a
File Name and then click Save .
6. To add items to the market value balance sheet that are not listed, such as personal assets: a. Click the Folder icon beside Other long-term liabilities not in books .
b. In the Market Detail dialog, select Edit List / Add Item .
c. Enter the Name of the item being added and then click OK .
7. To change an item description: d. Click in a Qty , Unit Cost , or Market field for that item.
e. Select Edit List / Rename Item from the drop-down menu.
f.
Enter a new Name for the item and then click OK .
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17 – Budgets and Market Value g. To add additional items, such as the names of individual tracts of land, select Edit List / Add
Item , enter a Name and then click OK .
h. Click OK again to return to the Market Value balance sheet.
8. Select File / Save and then click Done .
Printing Market Value balance sheets
Once the Market Values are set up, you can print reports for the current date.
1. Select Accounting/ Market Value / Market Balance Sheet . Alternatively, select Accounting /
Market Value / Market Setup , and then select File / Print Report.
2. The Market Value Balance Sheet dialog shows a summary of Market versus Book value for your total Assets and Liabilities. The Net Deferred Gain is the net gain you would realize if your farm were sold for the market values entered.
3. For further analysis of a potential sale, enter your marginal Tax Rate percentage. The software computes your deferred tax liability.
4. To show the individual assets and their market values, select the Print Supporting Schedules check box.
5. Click Print to show the preview; click the Print icon in the preview screen to print the report.
The report shows total market values for each asset and liability account. The deferred tax liability is also included if a rate was entered.
Note – The Total Equity figure represents the amount of money you would receive (or owe) after all liabilities were paid, if the farm were sold for the market values entered. This amount will also be net of tax if a rate was entered in Step 2.
6. Select File / Exit .
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18
Family Living
In this chapter:
Categorizing expenses for family living or personal budgets
Printing Family Living reports
The Family Living section allows you to keep track of personal expenses without interfering with your farm's tax books:
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•
Family income is recorded in the Income,
Sales, and Deposits dialogs
Family expenses are recorded in the
Payments and Purchases dialogs
For more information on recording personal
family income, Entering family & personal income, page 456
.
Tip – The family living dialogs change if your business is a corporation. When working in a corporation project, you do not have to select the Owner when recording family living entries/adjustments.
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Categorizing expenses for family living or personal budgets
Use this area to transfer amounts from one family living category to another. You can also use this to edit a transaction if a family living category was not assigned when the purchase or sale was recorded. Unassigned amounts are found in the Miscellaneous category.
1. Do one of the following:
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Select Accounting / Family Living / Categorize Expenses .
On the General Ledger toolbar, click the Categorize Expenses icon .
2. To transfer a family living amount, select an Owner for the transaction.
3. Enter the Amount of the transfer.
4. Select the From Category from which to make the transfer. If the item was not assigned to a category when the original entry was made, it will be in the Miscellaneous category. The Current and New Balance is shown.
5. Select the To Category to which to make the transfer. The Current and New Balance is shown.
6. Click Record and then click Done .
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Printing Family Living reports
You can print family living reports for each owner at any time and for any date range. This report shows details of individual family living expenses.
1. Select Accounting/ Family Living / Family Living Report .
2. Select the Owner . To select more than one owner, hold down the [Ctrl] key as you click each name.
3. Enter a Date Range. To assign a date for a pre-selected period, click Month to Date or Year to Date .
4. Click Print to show the preview; click the Print icon in the preview screen to print the report.
Category totals and grand totals are shown for each owner.
5. Select File / Exit .
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19
General Ledger
In this chapter:
Exporting Accounting Transactions to
Printing General Ledger reports
The General Ledger area is used to access the
Chart of Accounts and enter Adjusting Journal
Entries from your accountant.
You can print general ledger reports on a cash or an accrual basis. These reports include the
Journal Entry Report, General Ledger Detail
Report, Balance Sheet, Income Statement and the Trial Balance.
Accrual Level functionality is only available if you have Advanced Desktop Accounting.
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Using the Chart of Accounts
Use the Chart of Accounts to add, edit, delete, and reorganize accounts.
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To access the Chart of Accounts, do one of the following:
Select Accounting/ General Ledger / Chart of Accounts .
On the General Ledger toolbar, click the Add Accounts icon .
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In the Chart of Accounts screen, you can do the following:
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Click the folders.
+ icon to open the main category folders; click the icon to close the main category
Double-click any closed folder to display the subfolders and/or the accounts within the folder.
The software automatically list accounts in alphabetical order, but you can change this to suit your needs. If, for example, you want to select an FW
Banking Center checking account as the default cash account, you can click and drag it to the top of the list of cash accounts.
To alphabetize a group in the chart of accounts, click the group heading and then click the Alphabetize
Heading icon .
You can move accounts only within their main categories. For example, you cannot move an asset account into the liability section.
Accounts identified by folders do not carry balances and are used only to group similar items together. Accounts that are preceded by a scale sign are used to record transactions.
Click the Active Only icon
to hide accounts that are grayed out, see Deleting an account, page 543
. Click the icon again to show all accounts.
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•
• To change the name of an account or heading, click it and then select Edit / Edit Account Name . Enter a new name and click OK .
Tip – To hide an account that has been posted to and cannot be deleted, you can rename it to list it at the bottom of the option, for example, name a file Z-DO-
NOT-USE Advertising Expense . Leave the original name of the account in the new description for future reference.
• Accounts appear on financial reports in the order in which they also appear in the chart of accounts. To summarize a group of accounts on your reports so that the detail lines do not print, click the heading account and then click the Summarize/Unsummarize Heading icon . The folder turns red. Repeat this procedure to remove the summarization of the folder and turn it green again.
To print the chart of accounts, click the Print icon .
To exit the chart of accounts, click
Exit .
Done or select File /
Adding accounts
To add commonly used accounts, in the Chart of Accounts dialog, select Edit / Add Account or click the Add Accounts icon on the General Ledger toolbar.
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1. Set up accounts in the order shown in the dialog, starting with Supplies . For more information on setting up accounts, see
Initial Setup—Quick Setup, page 318
.
Note – Many accounts are linked together and will be selected for you automatically when a corresponding account is chosen. Activating Chemicals as a supply account will also activate the
Chemicals Expense account.
2. Click Record and then click Done .
To add other accounts, for example, a specific checking account:
1. Click the category folder where you want to add an account, for example, Cash Accounts .
2. Click the Add Account icon .
3. Enter an Account Name , for example FW Bank Checking #2 , and then click OK .
To add a new heading account:
1. Click the category folder where you want to add a heading account, for example, Expense .
2. Click the Add Heading icon .
3. Enter an Account Name , for example Utilities and then click OK .
4. You can drag accounts into the newly created heading. Make sure that the account is in the same category as the heading.
Deleting an account
To delete an account, select it and then click the Remove Account icon .
There are some accounts, for example Accounts Receivable, that cannot be deleted but can be disabled—any accounts that has been posted to cannot be removed.
If you attempt to delete an unused account, the account icon changes from green to gray the chart of accounts.
to show that it is disabled. The account will not appear anywhere except within
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If you later decide to restore these accounts to your chart of accounts, select the grayed account and then click the Enable Account icon .
Journal Entries
Use the Input Journal Entries dialog to enter adjustments to your books.
This requires an understanding of debits and credits; journal entries are not for day-to-day use, but are designed to be used to make entries that your accountant gives you, usually at year-end.
1. To access the Input Journal Entries dialog, do one of the following:
–
–
Select Accounting/ General Ledger / Input Journal Entries.
On the General Ledger toolbar, click the Input Journal Entries icon .
Note – In the Input Journal Entries dialog, the Chart of Accounts appears on the left. You cannot post to heading folders, but only to accounts preceded by a scale icon. You also cannot post to any account that required additional detail information, for example, Accounts Receivable—if you attempt to do this, a message appears. These accounts must be adjusted through Payments and Purchases or
Income, Sales, and Deposits.
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2. In the Chart of Accounts area: a. Double-click any closed folder to show or hide subfolders and/or the accounts within the selected folder. b. Select the account that you want to debit or credit.
c. Enter an Amount .
d. Do one of the following:
– Click Debit to transfer the name of the account and the amount to Debits in the Transaction area.
– Click Credit to transfer the name of the account and the amount to Credits in the
Transaction area.
3. In the Transaction area: a. Enter a Date for the adjusting journal entry. b. Enter a Description to summarize the adjusting entry (optional).
c. Make sure that the entries in Debits / Credits are correct
4. Repeat
for each account adjusted in this journal entry. Debit and Credit amounts must balance before the entry can be posted.
5. Once you enter all account adjustments, and the Amt. Out of Balance equals zero, click Record and then click Done .
Editing Journal Entries
Use the Edit Journal Entry Description dialog to change or add a description to any transaction that you created. You can also change descriptions from within the account register.
1. To access the Edit Journal Entry Description dialog, do one of the following:
– Select Accounting/ General Ledger / Edit Journal Entry Description.
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– On the General Ledger toolbar, click the Edit Journal Entry Description icon .
2. Enter a Transaction Range to restrict the journal entries displayed and then click Update List .
3. Select the transaction to change from the listing—the current description appears.
4. Enter a New Description by editing the displayed text.
5. Once you finish editing journal entries, click Record to post the new description and then click
Done .
Exporting Accounting Transactions to
QuickBooks Software
Exporting Accounting Transactions is only available if you have the Advanced Desktop Accounting module.
Accounting data can be exported as an Intuit Interchange File. This file can be imported into a blank
QuickBooks company or project.
Note – This feature works with the desktop version of QuickBooks only. It does not work with
QuickBooks online.
This feature is ideal when your Accountant, Tax Preparer, or any other financial advisor uses
QuickBooks. The Trimble AG software data that is written out includes all of your Cash General
Ledger transactions for any year that you select. It can also include some details that are included with each transaction as well as the Cash General Ledger Balance Sheet values.
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Exporting accounting data
To export accounting data, you must own Advanced Accounting and be on Version 2017.02 or higher:
1. In the Trimble Ag Desktop, go to Accounting / General Ledger /Export Transactions . If this option does not appear, you either you do not own the Advanced Accounting module or you are on a version of software older than 2017.02.
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2. In the Export Accounting Transactions dialog, do the following:
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–
–
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Use the up and down arrows to select the year to export.
Select whether to export Balance Sheet Opening Balances . Most people will want this option selected and it is required if you want correct Balance Sheet balances in QuickBooks.
Select whether or not you want to Export depreciation entries (the depreciation entry must be within the date range).
Select Summarize detail lines if you do not you want to export transaction details.
Transaction details are the fields, equipment, people, livestock, and structures that expenses, revenues and other items are allocated to. Also, if depreciation is being exported, this option will result in the exported entry including the detailed equipment, structures, and livestock for depreciation.
Click Browse and enter a File Name and File Location .
Click Export . This creates an .iif file that you can give to your accountant or tax preparer to use in the QuickBooks software.
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•
•
•
•
•
•
•
Reading data into the QuickBooks software
The data must be imported into an empty QuickBooks "Company" (project) that has no transactions or accounts set up. Importing into a QuickBooks company with existing data will likely cause errors during the import process which can result in the data not being imported correctly.
Each entry is Imported as a General Journal entry.
QuickBooks will assign new Journal Entry numbers to each entry. Trimble Ag Desktop Journal
Entry numbers will show in the (Document) Number column in QuickBooks.
It is possible for the import process to Succeed even if not all of the entries have been imported.
To make sure that everything has been imported correctly, compare the Trimble Ag Software
Income Statement to the QuickBooks Profit & Loss report. If they do not match, contact Trimble
Ag Support.
Once you have imported the data, the QuickBooks Profit & Loss report should have identical amounts to the Trimble Ag Software Cash Income Statement—however, the report layout may be different due to account headings being summarized in Trimble Ag Software.
Once you have imported the data, the QuickBooks Journal report will closely resemble the
Trimble Ag Software Cash Journal Entry Report, less any Initial Setup and Year End entries (and depreciation if you have chosen not to export this) and in addition an Opening Balance entry (if you have chosen to include this).
The QuickBooks Journal report Memo column will display information about each line of the entry, including the check number (if any).
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Creating a new blank project in the QuickBooks software
1. Create a new company: Select File / New Company.
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2. In the Let’s set up your business screen, select Advanced Setup from the Other Options dropdown list.
3. Complete the Setup Wizard. Enter No (or as little information as possible) for most options.
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19 – General Ledger a. In the Select your industry screen, select Agriculture, Ranching, or Farming from the Industry drop-down list and then click Next .
b. In the How is your company organized screen, select the Other/None option and then click
Next .
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19 – General Ledger c. In the What do you sell screen, select the Services Only option and then click Next .
d. In the Do you have employees screen, select the No option and then click Next .
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19 – General Ledger e. In the Review income and expense accounts screen, clear all accounts and then click Next .
f.
This completes the wizard. Click Go to Setup .
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4. In the screen that appears, click Start Working .
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5. From the home page, open the Chart of Accounts.
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6. Delete the listed accounts one by one: right-click the account, select Delete Account and then click OK to confirm the action. You will end up with a blank QuickBooks company.
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7. To create a backup, select File / Backup / Create Local Backup .
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Importing an Intuit Interchange File into a blank Quick
Books project
1. Run the QuickBooks software and open the project.
2. Select File / Utilities / Import / IIF Files .
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3. Browse to and then select the file you want to import and then click Open to import the file.
A message appears confirming the import.
In an error message appears, the data is not imported. Contact support.
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Verifying data
1. To verify that your accounts are imported, go to the Chart of Accounts , and verify that your accounts are there.
Note – Accounts may not be in the same order as they were in the Trimble Ag Software desktop software.
2. Open the Reports Center .
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3. Run a Profit and Loss report for all dates.
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4. Verify that the Total Revenue, Total Expense and Net Income matches the Trimble AG Business
Software Cash Income Statement.
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Printing General Ledger reports
The following sets of reports can be printed:
A Report of Financial Measures.
For accrual books. Accrual books more accurately reflect true profitability and include Accounts
Payable, Accounts Receivable, and Inventories for your supplies, crops and/or livestock.
For cash books. Cash books more accurately reflect actual cash flows and are used by most individuals for tax purposes.
Printing a Report of Financial Measures
This report is only available if you have Advanced Desktop Accounting.
The Accounting software has a Report of Financial Measures . This report prints the 21 financial measures (that is, the ratios) that the Farm Financial Standards Council ( www.FFSC.org
) has outlined in the Financial Guidelines for Agriculture. For more information, refer to http://www.squirtcheez.com/ffsc/wp-content/uploads/2012/06/FarmFinancialGuidelinesRatios.pdf.
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To run the Financial Measures Report:
1. Access the report through the Accounting menu or the Reports dialog.
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2. Enter the required information in the Options tab.
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The options are as follows:
– The report can print for one to five years. Use the any changes required.
Add Year and Remove Year buttons to make
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Dates are restricted to Fiscal year dates so that closed-year accrual balance sheets will be accurate.
Enter the Estimated Value of Owner's Unpaid Labor and Management .
Note – If the farm paid the owner a salary, this will probably be $0.
– For Capital Assets Values , some measures can be calculated using either a
Market Value Basis . Select the option that you want to use.
Cost Basis or
– Similar to when printing a Market Value Balance Sheet , enter tax rates for the Deferred Gains on Capital Assets/Liabilities .
Note – The values entered here (and in the Market Value Balance Sheet dialog) are now saved and will automatically appear when you return.
– Choose any or all of the Measures to Print by selecting the appropriate checkboxes.
– If you select the Details - Show All Measures checkbox, and then drill-down on a Measure in the Report tab, the details for all of the selected Measures are shown in one screen. This is helpful if you want to print a full report of these detailed calculations.
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– If you select the Details - Hide Source Column checkbox, this hides the details ( From Balance
Sheet and other columns) in the first drill-down screen, which may be useful if you want to print the Details Report to show to a banker, but do not want to show them all details.
3. Some measures require the amount of money spent on specific expense types that cannot be identified automatically by the software. To identify which Expense accounts are used for
Amortization, Capital Leases, Income Taxes, Interest, and Social Security, go to the Accounts tab and select the category on the left.
For each category, select the accounts that belong in that type and then click Record .
Note – You are not required to have any accounts in any of the category types.
Income Tax Expense and Social Security Tax Expense refers to the Federal (or State) taxes paid by the farm for either the farm's tax liability or the owner's tax liability. It does not refer to
Income/SS Tax Expenses for the farm's employees (that is, payroll taxes).
A converter runs when you first open the new version of the Accounting software—the converter will make some choices of accounts and categories depending on earlier setups. You must confirm that the accounts selected automatically are correct.
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4. View the calculated Measures in the Report tab:
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If you switch to the Report tab, the system calculates the Measures using the settings you selected. The amount of time required to calculate the Measures can be significant. Factors include the size of the project, the number of years reporting, and if any of the years are still open.
To print the report, click the print icon in the top-left corner.
To export the report to a CSV file, click the export icon in the top left corner.
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5. To see a detailed explanation of how a measure was calculated, click the magnifying glass icon next to the Measure in the Report tab.
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For each Measure , the values required to calculate it are listed along with an explanation of where the value is sourced from (unless you selected Hide the source column in the Options tab).
Click the magnifying glass icon next to an item to see a report of where the value is sourced from.
If you selected any of the Measures of Repayment Capacity , a screen appears that explains all the repayment capacity measure's calculations as they are so interrelated that the system cannot show one of them at a time.
If you selected Details - Show All Measures in the Options tab, all of the calculations for all of the selected Measures are shown (regardless of which magnifying glass icon you clicked).
Most of the items listed are self-explanatory. However, under Measures of Repayment
Capacity an item called Cash Paid for Capital Asset s appears for the Replacement Margin and
Replacement Margin Coverage Ratio . This is the total amount of Assets (Land, Structures,
Equipment, and Improvements) purchased in the year that were not paid for with a loan. This figure is calculated by looking at all of the purchases made through the year. If it was an Asset purchase, the difference between the value of the asset and the amount put on a loan
(within the purchase transaction) is added to the Cash Paid for Capital Assets . The Farm
Financial Standards Council name for this is R eplacement Allowance/Unfunded Capital
Expenditures .
To print the report, click Print .
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Printing a Journal Entry report
The Accrual Journal Entry report is only available if you have Advanced Desktop Accounting.
This report lists entries that were created through purchases, sales, farming, and other dialogs.
Transactions are numbered automatically in the order in which they were recorded and the entries are shown in standard accounting format (debits and credits).
1. Select Accounting/ General Ledger / <Accrual Reports or Cash Reports> / Journal Entry Report.
2. Select the Method ( Accrual or Cash ).
3. In the Options area, select one of the following in the first section:
– Use Transaction Range —to display journal entries for regular transactions, such as purchases and sales.
–
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Use Date Range —to display all journal entries for a specific date range.
Depreciation Entry Only —to display journal entries for depreciation on equipment, structures, improvements, and breeding stock.
– Allocation Entry Only —to display the entry that values the growing crops, harvested crops, and livestock inventories. This option is only available in Accrual reports.
4. In the Options area, select one or more of the following in the second section:
– Manual Entries Only— to restrict the report to only those journal entries that were entered through the General Ledger's Input Journal Entries option. Available only if you selected Use
Transaction Range .
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– Summarize Detail Lines —to condense the report. For example, an entry that paid for repairs on five different items will only show as one Repairs Expense, rather than five separate ones.
Available only if you selected Use Transaction Range or Use Date Range.
– Transactions for Account —to show all transactions for a particular account. Select this account from the drop-down list. Available only if you selected Use Transaction Range or Use
Date Range.
5. If you selected Use Transaction Range in the Options area , select a Transaction Range to limit the report to a specific range of entries. Either enter a transaction number in Start and End or click
Last Entry to report on the last entry only, or Last Ten to report on the last ten entries.
6. If you selected Use Date Range in the Options area, select a Date Range to limit the report to a specific range of entries.
7. Click Print .
8. In the preview screen, click the Print icon to print the report.
9. Click Done .
Printing General Ledger Detail reports
The Accrual General Ledger Detail report is only available if you have Advanced Desktop
Accounting.
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This report lists all transactions that affect a selected account or accounts for a given period of time.
You can also print details. For example, you could print a detail of your Roundup purchases from within the Chemical Expense report.
1. Select Accounting / General Ledger / <Accrual Reports> or <Cash Reports> / General Ledger
Detail Report.
2. Select the Report Type ( GL Detail Report or GL Activity Report ).
3. Select the Method ( Accrual or Cash ).
4. Select a Date Range .
5. In the Options area, select any or all of the following:
–
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Include void/voiding transactions— to include all cancelled transactions.
Summarize detail lines: to condense the report. For example, an entry that paid for repairs on five different items shows as one Repairs Expense, rather than five separate ones.
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Select specific detail lines to print: to print details of your accounts. Select either Summarize details lines or Select specific details lines . If you choose Select specific details lines, a dialog appears, from where you can choose the details to print. Available only if you selected GL
Detail Report.
Include inactive accounts —to include all inactive accounts. Available only if you selected GL
Detail Report.
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6. In the Check the accounts to print area, select the accounts to include in the report. Accounts are listed in the order they appear in the Chart of Accounts. You can also:
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Click Select All to print a report for all accounts listed in the chart of accounts.
Click Select None to clear the selections made.
– Click Expand All to show the complete Chart of Accounts; click Collapse All to collapse all folders.
7. Click Print .
8. In the preview screen, click the Print icon to print the report.
9. Click Done .
Printing Balance Sheets
The Accrual Balance Sheet is only available if you have Advanced Desktop Accounting.
This report lists assets and liabilities and your farm's equity or net worth at a given date. The accrual report includes Accounts Receivable, Accounts Payable, and Inventory for your supplies, crops, and livestock.
1. To set the date for your report, click the date on the right side of the menu bar.
2. Enter or select the Working Date to use in your report and then click OK .
3. Select Accounting / General Ledger / <Accrual Reports> or <Cash Reports> / Balance Sheet.
4. Click Print .
5. In the preview screen, click the Print icon to print the report.
6. Once you finish printing the reports, repeat Step 1 through Step 2 to change the
Working Date back to the System Date .
Printing Income Statements
The Accrual Income Statement is only available if you have Advanced Desktop Accounting.
This report lists "year-to-date" revenues and expenses as well as net profit or loss and can be printed for any date:
• The cash report reflects only cash received and spent.
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• The accrual report includes Accounts Receivable, Accounts Payable, and Inventory for your supplies, crops, and livestock. Because accrual books keep items in inventory until they are actually sold, the accrual income statement gives a more accurate representation of your farm's profitability.
Note – The report prints totals from the start of the opened year to the working date. For example, if your last closed year is 31 December 2009 (12/31/2009) and you set your working date to 30 June
2010 (6/30/2010), the report shows income for 1 January 2010 (1/1/2010) through 30 June 2010
(6/30/2010).
1. To set the date for your report, click the date on the right side of the menu bar.
2. Enter or select the Working Date to use in your report and then click OK .
3. Select Accounting/ General Ledger / <Accrual Reports> or <Cash Reports> / Income Statement.
Cash Reports / Income Statement only : In the Print Income Statement dialog, enter a date range and then click Print .
Accrual Reports / Income Statement goes straight to print preview.
4. In the preview screen, click the Print icon to print the report.
5. Once you finish printing the reports, repeat Step 1 through Step 2 to change the
Working Date back to the System Date .
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Printing Trial Balance reports
The Accrual Trial Balance is only available if you have Advanced Desktop Accounting.
This is one of the most powerful features of the software. The report enables you to view every account and all its details. You can research the transactions posted to each account and view the details of those transactions.
1. To set the date for your report, click the date on the right side of the menu bar.
2. Enter or select the Working Date to use in your report and then click OK .
3. Select Accounting / General Ledger / <Accrual Reports> or <Cash Reports> / Trial Balance.
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The Trial Balance shows all accounts with balances.
To view accounts with zero balances, select View / All Accounts .
To restrict the view, select View / Non-Zero Accounts.
To print the active window, click the Print icon or select File / Print.
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–
To view the details of an account, click the Folder icon . Click Done to close the dialog that appears.
To change the date range viewed in the details of a selected account, select File / Change Bal.
Fwd. Date.
This is available for some accounts only.
To display more information for any transaction listed, click the Magnifying Glass icon .
You can view all information about an entry including the date, description, vendor, and posting accounts.
– Some accounts, such as Inventory or Maintenance summarize information into groups. For example, the Seed Supplies account may list varieties of corn, beans, and/or wheat seed on hand.
–
–
To void a transaction entry, select Void / Void Transaction where this appears and then follow the prompts.
To export the information as a text file, select File / Export as Text , select a location, enter a
File Name and then click Save .
4. Click Done .
5. Once you finish printing the reports, repeat Step 1 through Step 2 to change the
Working Date back to the System Date .
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 574
Payroll
In this chapter:
Setting up employee information
C H A P T E R
20
20
The Payroll area of the software allows you to track your employees' wages and withholding.
You can also print paychecks, W-2 forms, and reports.
Payroll is integrated with the people who are used for farming, so wages are automatically allocated to each field based on the hours employees spends in a field.
Payroll functionality is only available if you have Advanced Desktop Accounting.
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20 – Payroll
Setting up Payroll
Before you can start recording payroll information, you must first set up a range of items, including tax tables, and employer and employee information.
Setting up employer tax information
1. Select Accounting / Payroll / Tax Tables / Employer's Info .
2. In the User Information dialog, make sure the employer’s name ( General tab) and address
( Address tab) appears as they should appear on checks and reports (including W-2 forms).
3. Click the Taxes tab.
4. Enter your Fed ID Number —this is the number you use on your federal payroll tax returns. It is printed on W-2 forms.
5. Enter your State ID Number —this is the number you use on your state payroll tax returns. It is printed on W-2 forms.
6. Enter the State Name and Locality Name , if applicable. The Locality Name can be used for city or county names.
7. Enter the Contact information for the IRS and then click OK .
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20 – Payroll
Setting up the Federal Tax Table
The latest version of the software includes the current US Federal Tax Tables, based on the annual wage rate. Annual updates are available; alternatively, you can manually change to tables provided by your tax advisor or the IRS. A patch for the current US tax tables can usually be downloaded from www.farmworks.com
.
To enter federal tax tables manually:
1. Do one of the following:
–
–
Select Accounting / Payroll / Tax Tables / Federal .
On the Payroll toolbar, click the Federal icon .
2. Make the required changes to update the Federal , FICA , and Medicare tax information and then click OK .
Note – Wage brackets and rates should be based on annual pay amounts.
CAUTION – Do not update your tax tables for the New Year's rates until you have entered all payrolls for the prior period. For example, do not update your tax tables on January 2, 2010 if you have not recorded your last payroll for December 2009.
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20 – Payroll
Setting up State Tax Tables
You can set up the State Tax Table using a flat tax rate, a percentage of the federal tax rate, or a graduated rate. These tables are available from your tax advisor or your state's department of revenue.
This section describes the basic points of entering your information; for more information on payroll taxes in your particular state, consult your tax advisor.
1. Do one of the following:
–
–
Select Accounting / Payroll / Tax Tables / State .
On the Payroll toolbar, click the State icon .
2. Select the Method of withholding:
Option
None
Graduated Rate
Description
The software will not compute any state tax withholding. You can still manually enter an amount for State Withholding Tax when you record employee wages, if required.
You must set up separate tables for Single and Married employees. Click Add Row and
Delete Row to change the number of rows used in the tax table.
Note – Wage brackets and rates must be based on annual pay amounts.
If required, enter an Exemption amount and then select Subtract from the base wage or
Subtract from the state tax total .
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20 – Payroll
Option
Flat Tax Rate
Description
Enter a percentage, for example 5.
If required, enter an Exemption amount and then select Subtract from the base wage or
Subtract from the state tax total .
Percent of Federal Enter a percentage, for example, if the state's tax rate is 12.5% of the Federal tax, enter
12.5.
If required, enter an Exemption amount and then select Subtract from the base wage or
Subtract from the state tax total .
State Specific Enter payroll information unique to the state you select from the drop-down list.
Tip – If you have questions about setting up your state tax information, consult your tax advisor or your state's department of revenue for assistance.
Setting up Unemployment Insurance Tax Tables
If you pay unemployment tax, you must set up the Unemployment Tax Table. Unemployment taxes are not withheld from employee's wages, but are paid by the employer. When Unemployment Tax rates are set up, the software creates liabilities for the amount of unemployment taxes owed, based on the payroll that is entered into the software.
To obtain unemployment rates, contact your tax advisor, the IRS, or your state's Department of
Revenue.
This section describes the basic points of entering your information; for more information on payroll taxes in your particular state, consult your tax advisor.
1. Do one of the following:
–
–
Select Accounting / Payroll / Tax Tables / Unemployment .
On the Payroll toolbar, click the Unemployment icon .
2. Enter the Rate for Federal and/or State unemployment tax.
3. If applicable, enter the Max Wage upon which unemployment tax is calculated and then click OK .
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 579
20 – Payroll
Setting up Deductions & Reductions
Deductions and reductions are used for amounts that are taken from employees' wages on a regular basis:
•
•
Reductions are taken out before taxes (and reduce taxable income), for example as in a 401(k) plan.
Deductions are after tax adjustments and are much more common, for example, for insurance, or garnishments for child support.
1. Do one of the following:
–
–
Select Accounting / Payroll / Tax Tables / Deductions .
On the Payroll toolbar, click the Deductions icon .
2. Select a Current deduction or select <New> and then enter a Description .
3. If required, enter an Alt(ernative) Language for employees who speak a different language.
4. Select the Account . This must be the same account that is used when you pay the deduction.
5. In the Maximum area, select the maximum amount of the deduction:
Option
No Limits
Max Wages
Max Deduction
Description
There is no limit to the deduction amount.
Enter a dollar amount.
Enter a dollar amount.
6. In the Exemptions area, select one or more exemptions. Exempt amounts (such as 401k) are calculated before taxes are figured.
7. Click Record and then click Done .
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20 – Payroll
Setting up employee information
You must set up an Employee List that contains the names, addresses, and social security numbers of your employees. This information is used when printing paychecks and W-2 forms.
When you setup an employee, they appear on the Inputs tab to be used in Farming Operations.
Your payroll is integrated into your enterprises based on the farming actions performed.
1. Do one of the following:
–
–
Select Accounting / Payroll / Employee Information .
On the Payroll toolbar, click the Employee Information icon .
2. Do one of the following:
– To edit an existing employee, select the person in the Contacts list and then click Properties .
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20 – Payroll
– To add an employee, click Add and then complete all tabs of the Person Properties dialog. For more information, see
Setting up a Person, page 44 .
3. In the Payroll tab:
– Select the Employee check box and the married rates for withholding).
Married check box (if the employee wants to use
–
–
Select the Type of Pay —if an employee is paid by more than one method, select the method that is used most often.
Enter the number of Pay Periods per Year . Enter 52 (paid weekly), 26 (paid every two weeks), or 12 (paid monthly). This number is important, as payroll taxes are computed based on a person's projected annual income.
–
–
–
Enter the employee's Birth Date and Date Hired .
If you enter a Date Terminated , the employee does not appear in the Pay Calculation dialog or in reports— but you can choose to include them in reports (including W-2 forms). If an employee is rehired or works seasonally, remove the termination date so that they reappear in the Pay Calculation dialog.
If an employee is exempt from Federal, State, FICA , and/or Medicare taxes, select the appropriate check box and then enter the No of Exemptions for Federal and State indicated on the employee's W-4 form.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 582
20 – Payroll
–
–
If local taxes are withheld, enter the name of the County and/or City and the applicable tax
Rate(s) where indicated. The names entered will appear on the employee's check and W-2.
Use the Deductions and Reductions area for other adjustments to an employee's paycheck, such as a 401(k) or an insurance deduction. Click in the Description field to select or enter a new deduction and then select the Type and Rate
. See Setting up Deductions & Reductions, page 580 .
To add Deductions or Reductions to the table, click Add Item . To delete entries, click the
Remove icon .
4. Click OK .
Entering payroll information
Before you enter pay, you must configure the Time and Pay dialog:
1. Do one of the following:
–
–
Select Accounting/ Payroll / Time and Pay .
On the Payroll toolbar, click the Time and Pay icon .
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 583
2. In the Time and Pay dialog, select Options / Time Setup .
20 – Payroll
3. If you pay overtime rates, enter the Regular Hours where indicated. For example, if you pay overtime for every hour over 40 per week, enter 40.
4. If you use time sheets, select the Time Sheets check box.
When time sheets are not used, a Payroll Worksheet button is available on the Time and Pay dialog. These worksheets can be used to summarize information before it is entered into the software. When time sheets are used, you have the following options:
– Select Include Pay Summary to print a report that can be given to employees with each payroll.
Select Print Signature Lines to include signature lines on the Employee Summary Report.
–
– Enter the Start/Stop Periods for the number of time periods that you can have in a payroll. If employees start in the morning, take a lunch break and then work in the afternoon, you need two start/stop periods.
5. Click OK .
Entering payroll times & amounts
The Time and Pay dialog has a number of buttons for entering your payroll. The buttons that are available vary depending on the Time and Pay Options you selected.
Button
Time Sheet
Description
Available only if you set this up in the Time and Pay Options dialog. Used to enter employee hours in a time sheet format. See
.
Pay Calculation Used to enter information about the number of hours the employee worked. The software computes and displays each employee's withholdings, which can be changed
Payroll Worksheet Available only when time sheets are not used. You can print the Payroll Worksheet and use it to summarize payroll information before it is entered into the software.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 584
20 – Payroll
Button
Employee Summary Used to print a summary of the payroll that has been entered.
This report conforms to H2A regulations and includes time sheet information along with wages and withholdings. It can also include lines for the employee and employer to sign (if the required Time and Pay Option is selected).
The report can be printed for any employees and can be printed in English and/or
Spanish. It includes all payrolls entered in the Pay Calculation dialog that have not yet been recorded.
Click Print and then click the Print icon in the preview pane.
Payroll Register
Description
Record Checks
Used to print a register of the payroll entered. It is recommended that you review this report closely before you update the payroll. If you find a mistake, return to the Pay
Calculation or Time Sheet dialog to make the necessary changes.
Used to record the entered payroll on your books. From here, you can also print the paychecks.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 585
Entering time sheets
1. In the Time and Pay dialog, click Time Sheet.
20 – Payroll
2. Select the first Employee .
3. Enter the Pay End Date for the payroll.
4. Enter the Starting Time and Quitting Time from the time sheet for each day of the pay period. To enter them, you do not need to use a colon; the letters "P" and "A" are also used to switch between AM and PM. For example, enter 8:00 AM as 800A .
As you enter the starting and quitting times, the software computes and displays the Regular,
Overtime, and Total hours.
5. Repeat
for the remaining employees.
6. When finished, click Record to save the time sheet.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 586
Pay calculation
To enter information in the Pay Calculation dialog:
1. In the Time and Pay dialog, click Pay Calculation .
20 – Payroll
2. Select the first Employee .
3. Enter the Pay Period dates.
4. If you have completed a time sheet for the pay period, click Update Hours . The hours that you entered on the time sheet (both regular and overtime) are transferred to the Wages area.
The rows in the Wages area are used for different types of pay (such as paying an employee on different piece rates). Click in the Type field to select pay types from the drop-down list or select
<Add/Edit> to set up new pay types.
To add rows for different pay types to the Wages area, click Add Row .
5. If you are paying based on something other than hours worked (for example, piece rate), select the Insert Hours Column check box. This allows you to enter hours worked along with the pieces the employee is being paid for.
6. Enter the Qty and Rate or Total pay for each item listed. The software defaults the pay rate to the last rate used for the selected pay type for the employee.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 587
20 – Payroll
7.
Allocation hours are used to assign payroll to farming actions for the employee. If the employee is on salary or piece-rate, enter your best estimate of the hours worked during the pay period.
This number does not affect payroll and will be completed for you if the employee is paid on an hourly basis.
8. The number of Pay Periods for this check defaults to one. If more than one pay period is being combined, enter the number of periods included on this check.
9. Click Misc Deduction to add a one-time deduction to an employee's paycheck—in the Add Misc
Deduction dialog, enter an Amount, select the required account and then click OK .
Tip – Set up deductions that are taken out of an employee's paycheck on a regular basis in the
Employee Information area.
10. Click Calculate Pay . The software computes and displays all withholding for the employee. If required, you can change these amounts.
11. Once calculated and correct, click Record to save the payroll information for the selected employee. The name of the next employee on the payroll appears in the Employee field.
12. Once you have entered payroll information for all employees, click Done .
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 588
Record Checks
To enter information in the Record Payroll Checks dialog:
1. In the Time and Pay dialog, click Record Checks .
20 – Payroll
2. Select the individual checks to record from Payroll Checks to be Paid or click Select All to select all paychecks that have been entered.
The Total Selected amount appears. This is the total net pay amount of all of the selected checks
(that is, the total amount being taken out of your checking account).
3. Select the Checking Account that the checks will be written from. The Balance (current) and New
Balance (after the payroll checks are issued) appears.
4. The Date Paid defaults to today's date, but can be changed if required.
5. Enter the First Check # .
6. In the Check Printing area, select the appropriate check printing option:
–
–
–
Select Already Printed if checks are hand written.
Select Add to Batch to print the checks at a later time.
Select Print Now to print the checks immediately.
If required, click Check Setup to check the printing setup. See
Printing checks, reports, and forms, page 416
.
7. Click Record to record the checks on the general ledger, update the employee's pay records, and print the checks if you selected Print Now .
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 589
20 – Payroll
Voiding paychecks
Once you record the payroll, you can still change the date and description on a check. For anything else, such as the amount, you must void the check and then re-enter the information.
1. Do one of the following:
–
–
Select Accounting/ Payroll / Transaction Maintenance .
On the Payroll toolbar, click the Void Paycheck icon .
2. Enter the Start Date and End Date for the check you want to void.
3. In Type , select Pay Checks .
4. Click Update List to list all payroll checks for the date range.
5. Select the check(s) you want to void—to select more than one check, hold down the Ctrl key and click each check.
6. Click Void and then click Yes to confirm.
The corresponding payroll and general ledger entries are reversed and the items will no longer appear in the Payroll Checks list.
7. Click Done .
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 590
20 – Payroll
Entering tax deposits
When you use the Payroll section of the software, it keeps a record of how much you owe for each category of payroll taxes. It tracks both the amount withheld as well as the employer part of FICA taxes.
To record payroll tax deposits and reduce the amount owed for each type of payroll tax:
1. Select Accounting / Payment and Purchases / Record Payment/Purchase .
2. Select a Vendor (the bank where you make your tax deposit), enter a Description (if required) and select the Date .
3. In the Items Purchased area, click the Payroll Deposits icon .
4. Enter the Balances as of date for the payroll tax deposit. For example, if this deposit is for the quarter ending 30 September 2010, enter 09/30/2010.
5. Click Update Balances to display the amounts owed.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 591
20 – Payroll
6. To select the tax items that you will pay with this deposit, click the check boxes. A checkmark appears in the box and the Total Deposit is calculated and displayed. If required, you can change the Deposit amounts.
7. Click OK .
8. In the How you paid area, select the required method of payment (usually Checking ).
9. Click Record and then click Done .
Entering commodity wages
The software enables you to enter commodity wages so that when a sale is recorded for the commodity, it returns to the field(s) that the crop came from. Additionally, the software updates the pay records of the employee that received the crop.
Entering sales of commodities
1. Select Accounting/ Income, Sales, and Deposits / Record Income or Sales .
2. Select a Purchaser (the person who received the commodity payment), enter a Description (if required) and then select the Date .
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 592
3. In the Items Sold area, click the Harvested Crops icon .
20 – Payroll
4. Select the Commodity and the storage Location . The Quantity on Hand appears.
5. Enter the amount of the crop given to the employee in the Quantity Sold field.
6. Enter a Unit Price or Total Sale amount that represents the amount of the payment. This is usually the fair market value of the commodity.
7. Click OK .
8. Click the Other Sales and Expense Reductions icon .
9. In the Other Sales & Expense Reductions dialog, enter the Amount of the commodity payment as a negative number.
10. Select Expense Accounts category and then select Wage Expense .
11. In the Enterprise Allocation area select People and then select the employee.
12. Click OK . The Items Sold area shows both entries, which balance each other as a zero dollar sale.
13. Click Record and then click Done .
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 593
Entering commodity wages
1. Select Accounting/ Payroll/ Pay Calculation.
20 – Payroll
2. Select the Employee .
3. Enter the Pay Period dates. The dates default to the period after the last payroll that was entered.
4. In the Wages area, select <Add/Edit> in Type , set up a new Pay Type for the commodity (for example, Corn) and then select it in the Type field.
5. Enter the Qty and the Rate (market value of the crop) and then click Calculate Pay .
6. Set all the withholding amounts to zero.
7. Click Misc Deductions .
8. Enter the commodity wage Amount and then select Wage Expense for the offsetting Account .
9. Enter the approximate number of hours worked in Allocation Hours .
10. Click Record .
11. Select Accounting/ Payroll/ Record Checks to record the commodity paycheck.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 594
•
•
Printing payroll reports
The software allows you to print:
W-2 forms for your employees at year-end.
Social Security and Withholding report and the Unemployment reports for help when completing unemployment tax returns and Forms 941 or 943.
20 – Payroll
Printing Employee Earnings reports
The Employee Earnings report displays pay information for a selected period of time.
1. Select Accounting/ Payroll/ Payroll Reports / Employee’s Earnings.
2. Enter a Date Range. To assign a date for a pre-selected period, click Year to Date , Quarter to Date , or Month to Date .
3. Select the Report Format . The options are:
–
–
–
Details of each check —lists each check for the date range along with the total pay figures for each selected employee.
Employee totals —lists the total pay figures for the date range for each selected employee.
Employee info and totals —lists the total pay figures for each selected employee along with the employee's payroll information, such as their address, birth date, and W-4 information.
4. Select the Employees to include on the report.
5. Click Print to show the preview; click the Print icon in the preview screen to print the report.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 595
20 – Payroll
Printing Social Security and Withholding reports
The Social Security and Federal Withholding Report displays tax information for a selected period of time. This report can be used to complete Federal Forms 941 or 943.
1. Select Accounting/ Payroll/ Payroll Reports / SS & Withholding Report.
2. Enter a Date Range. To assign a date for a pre-selected period, click Year to Date , Quarter to Date or Month to Date .
3. Click Update Total to calculate the Total deposits made . This amount should reflect the total federal taxes paid during the selected period and includes all deposits made using the Payroll
Deposits option in the Payments and Purchases dialog. If this number is not correct because the wrong account was used when recording deposits, you can enter the correct amount.
4. Click Print to show the preview; click the Print icon in the preview screen to print the report.
Printing New Hires reports
The New Hires Report displays employee information (including addresses and social security numbers) for newly-hired employees for a selected period of time.
1. Select Accounting/ Payroll/ Payroll Reports / New Hires
2. Enter a Date Range. Select one of the quarter options or select Other and then enter the dates manually.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 596
20 – Payroll
3. Click Print to show the preview; click the Print icon in the preview screen to print the report.
Printing Unemployment Insurance reports
If your farm is subject to federal or state unemployment tax, you can use the Unemployment report to complete the required tax returns.
1. Select Accounting/ Payroll/ Payroll Reports / Unemployment Report.
2. Enter a Date Range. To assign a date for a pre-selected period, click Month to Date, Quarter to Date or Year to Date .
3. Click Print to show the preview; click the Print icon in the preview screen to print the report.
Printing W-2 forms
The software allows you to print W-2 forms for your employees. W-2 forms are available from most office supply stores or you can order them from companies such as Deluxe forms.
Note – Because tax forms change often, make sure that you use the latest version of this software.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 597
1. Select Accounting/ Payroll/ Payroll Reports / Print Forms W-2 & W-3.
20 – Payroll
2. Enter a Calendar Year. This is the tax year that the forms are being printed for.
3. Select the first Employee and click Add .
4. The employee's W-2 form appears on screen exactly as it will be printed. Review the form carefully and make any required changes. If you make changes to the address or social security number, you are prompted to confirm the change; click Yes . If you change the wage or withholding amounts, neither your books nor the employee's pay records are changed.
5. Click OK . The employee is added to the W2’s to be printed list.
6. Repeat
to add the remaining employees to the print list.
7. Load plain paper into your printer and select the Output format.
8. Click Print W-2’s to print the W-2 forms to plain paper as a test print.
9. Check your test print against the W-2 form for correct alignment of the print. If you need to adjust the print, change the horizontal and vertical spaces in the Printer Adjustment area.
Continue to make adjustments and test prints until you are satisfied with the alignment.
10. Load the first set of forms into your printer and then click Print W-2’s .
11. If you need to print more than one set of forms, click Print W-2’s one or more times until all of the required copies are printed.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 598
C H A P T E R
21
Year-End Activities
In this chapter:
Closing accounting records for a year
Do not close your year until all transactions and adjustments are entered because, once closed, you cannot reopen a year to post transactions.
The only thing that you can do for a prior year is print reports or record manual journal entries.
It is recommended that you leave your books open until after your tax return has been filed— the only drawback to this is that you cannot print an Income Statement for the new year because it will contain the previous year's figures. However, you can record transactions for the new year without affecting the prior year. The software ignores these transactions when you close your books because they will not fall within that date range.
21
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 599
Closing accounting records for a year
1. Select Accounting / Year End .
21 – Year-End Activities
2. Complete the checklist. You must do the following before closing the year:
Option
Make sure initial setup is complete
Deposit undeposited cash receipts
Complete any transactions with missing details
Reconcile checking accounts
Allocate expenses and income
Description
Complete the initial setup if this is your first year using this software. Once you’ve closed the first year, the Initial Setup is no longer available.
See also ...
Confirm that all cash receipts that were marked for deposit at year end have been deposited.
To do this:
1. Select the Checking toolbar and then click the Create Deposit
Ticket icon .
2. The Deposit Ticket dialog shows any undeposited cash receipts.
Deposit any amounts from the prior year and then click OK .
Complete all transaction details.
To search for transactions with missing details:
1. Open the Account Register(s) and then select View / Date
Range and set the dates to cover the entire year.
2. Select View / Sort by Details . Items with missing details appear at the top of the list; enter details for each transaction as indicated.
Making loan payments, page 385
Reconcile all bank accounts. Transactions cannot be voided and bank adjustments cannot be made after the year is closed.
Allocate all expenses and revenues to your enterprises. They cannot be allocated once the year is closed.
Reconciling checking accounts, page 484
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 600
21 – Year-End Activities
Option
Adjust inventory quantities and values
Correct depreciation amounts have been entered
Description
Adjust all supplies, harvested crops, and livestock inventories to their correct amounts.
Depreciation is only available if you have Advanced Desktop
Accounting.
Enter the final depreciation figures. These numbers should match your tax return.
See also ...
Setting up and using asset depreciation, page 502
Make a backup of your project before year end
Do not close your year before you have made backups.
It is recommended that you make at least two backups on disks.
Keep one copy off-farm in a safety deposit box or another secure location away from your computer.
In addition, it is recommended that you:
Option
Print inventory and depreciation reports
Print accrual financial reports
Description
Review your printouts for accuracy and completeness. Compare the amounts to your tax return.
Accrual financial reports include inventories, payables, and receivables and best reflect your farm's true profitability.
3. Once you select each check box to show that you have completed the steps, click OK .
Note – The software automatically closes all revenue and expense accounts. The difference between these accounts is the farm's net profit or loss, which is posted to the equity accounts based on the owners' income-sharing percentages. Drawing and family living accounts are closed into each owner's respective equity account. If your farm is a corporation, revenues, expenses, and dividends are closed into the Unappropriated Retained Earnings account.
TRIMBLE AG SOFTWARE DESKTOP USER GUIDE 601
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Key Features
- Keep track of your fields, crops, and inputs
- Create job plans and record data
- Automate your tasks
- Reduce paperwork and improve accuracy
- Make better decisions about your operation
- Improve your productivity and profitability
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Frequently Answers and Questions
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