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Cashdata Manual

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1. Select the period required only currently open periods are available Payments or Receipts may be selected The scheduled transactions will be displayed for the selected period These can be edited by clicking on the No Name Description or Amount Once edited the transaction will retain the new values The transaction can be selected for activation by clicking in the include column All the transaction can be selected by clicking on the Select button They can be deselected by clicking again in the include 29 column Click in the suspend column if you want to stop this transaction from coming up in future Once you are happy with the selected transaction click Activate The selected transactions will be written into the next available numbers in the cashbook Transactions are written in the order they are displayed on the screen Cheque Numbers will be allocated as set in the Maintenance section It is possible to activate a transaction more than once in a period by going through the routine a second or more times This may be required where a transaction slips over a month if is set for the last days of the month Any transaction can be deleted as normal but the transaction number will be lost 30 Chapter 4 Month End This section covers the Bank Reconciliation the VAT reporting and the Closing of a month Lj CASI kata l inancial Manage en Systera The Mount fera file Utilities llelo amp E X
2. Select the businesses you wish to restore by clicking on them Click Start to begin the restore 88
3. IE Exampe 4 Pavments N umber 64 Journal Entrv to correct an incorrect transaction entrv Transactions can be corrected up until the time that thev are included in a bank reconciliation and VAT report Assume here that a VAT report has been completed for the original transaction then a mistake found 50 00 was analvsed to Contract Work and Hire instead of Spravs Note that Contra Cash and Bank are all 0 in journal entry there is no money moving out of the business The analysis amount must come to 0 also gt 2 duuma for Taw u 24 D EE NE EE 52 Example 5 Pavments Number 65 Journal Entrv to allocation fertiliser from stock to crops The assumption here is that the fertiliser was paid for and that transaction entered before it was known which crops it was applied to The transaction could not be changed as it was reconciled and VATed The total amount is taken awav from the original Analvsis which was not Sub analvsed and then entered and Sub analvsed to the various crops so that crop margin analvsis and budgeting are made easier using the Sub Analvsis 253 Archie Lal Yea UD Fis Pamreri lu riae ID cec Jem m JD me Cm Example 6 Payments Number 66 Purchase of a new tractor with an older tractor sold as a trade in The new tractor costs 36425 00 VAT included so this total must be entered as a payment to make the VAT return correct The
4. 0 00 0 00 0 00 0 00 0 00 0 00 0 00 17 50 0 00 0 00 990 LAND 0 00 68 Payments Analysis Codes General Codes Code Description Vat Quantity Sub Codes Protected SPECIAL 100 VAT PAID No No Yes Yes 101 CASH FROM BANK No No Yes Yes 102 CREDITORS AT START No No Yes Yes 103 PAID TOC amp E No No Yes Yes 999 PRE PAYMENTS No No Yes Yes WHEAT 110 WHEAT PURCHASED FO Yes T No No CATTLE 150 HEIFERS PURCHASED Yes H No No 152 STEERS PURCHASED Yes H No No 154 OTHER CATTLE PURCHASED Yes H No No SHEEP amp WOOL 160 LAMBS PURCHASED Yes H No No 162 BREEDING SHEEP PURC Yes H No No PIGS 170 GILTS PURCHASED Yes H No No 172 OTHER PIGS PURCHASED Yes H No No POULTRY amp EGGS 180 CHICKENS PURCHASED Yes H No No OTHER LIVESTOCK 190 OTHER LIVESTOCK PUR Yes H No No FERTILISER 200 FERTILISER Yes T Yes No 202 LIME Yes T No No SEEDS 210 SEED Yes T Yes No SPRAYS 220 SPRAYS Yes L Yes No CROP CONTRACT WORK 225 CROP CONTRACT WORK Yes N Yes No CROP CASUAL LABOUR 69 230 CROP CASUAL LABOUR Yes OTHER CROP EXPENSES 240 OTHER CROP EXPENSES Yes FEED 250 FEED Yes VETERINARY FEES amp MEDICINES 260 VET amp MED Yes DAIRY EXPENSES 270 DAIRY EXPENSES Yes LIVESTOCK CONTRACT WORK 280 LIVESTOCK CONTRACT Yes LIVESTOCK CASUAL LABOUR 285 LIVESTOCK CASUAL LAB Yes OTHER LIVESTOCK EXPENSES 290 OTHER LIVESTOCK EXPE Yes REGULAR LABOUR 300 REGULAR LABOUR No PAYE amp NIC 305 PAYE amp NIC No MACHINERY EXPENSES 310 VEHICLE
5. INCOME TAX REBATE 730 TAX REBATE CAPITAL INTRODUCED 740 CAPITAL INTRODUCED H P CREDITORS 840 NEW H P CREDIT STOCK LOANS 850 NEW STOCK CREDIT 74 Yes Yes Yes Exempt Yes Yes Yes Yes Yes Yes Yes Yes No Exempt Exempt No No No No 75 LOANS 860 NEW LOANS DEPOSIT ACCOUNT 940 TRANSFERED FROM DEPOSIT MACHINERY 960 MACHINERY SOLD INVESTMENTS 980 INVESTMENTS SOLD LAND 990 LAND SOLD 76 Exempt No Yes Exempt Exempt Sub Analysis Codes General Codes Code BAR BEE CHI DAI GRA OSR PIG POT SET SHE TI T2 Description BARLEY BEEF CHICKENS DAIRY GRASS OILSEED RAPE PIGS POTATOES SET ASIDE SHEEP TRACTOR 1 TRACTOR 2 WHEAT TT DETAILED ANALYSIS OF MAJOR COSTS Aggregate Codes Machinery Repairs Analysis Numbers Machinery Vehicle Plant Rgpai Repairs Repairs Sub Analysis Codes Tractor 1 Tractor 2 Combine 78 APPENDIX C VAT Classifications STANDARD RATED GOODS AND SERVICES Accountant s Fees Artificial Insemination Business activities of a Government Department Binder Twine Commission Contract work for which there is a payment in cash or kind Camping facilities and car parks Coal amp Coke Consultant s Fees Cottage rents if let as holiday accommodation Diesel Oil Electricity Erection of new buildings Fertilisers Fencing and drainage Farmyard manure Fishing and shooting rights Gas Hire of machinery or implemen
6. Yes Yes Yes Yes 250 Yes No No Receipts Analysis Codes General Codes Code Description Vat Quantity Sub Codes Protected SPECIAL 100 VAT CHARGED No No Yes 101 CASH FROM BANK No No Yes 102 DEBTORS AT START No No Yes 103 VAT REFUNDS No No Yes 999 RECEIPTS IN ADVANCE No No Yes WHEAT 110 WHEAT SALES Yes T No No 112 WHEAT STRAW SALES Yes T No No 114 WHEAT AREA AID Exempt Ha No No BARLEY 120 BARLEY SALES Yes T No No 122 BARLEY STRAW SALES Yes T No No 124 BARLEY AREA AID Exempt Ha No No OILSEED RAPE 130 OILSEED RAPE SALES Yes T No No 134 OILSEED RAPE AREA AID Exempt Ha No No POTATOES 140 POTATO SALES Yes T No No SET ASIDE 180 SET ASIDE Exempt Ha No No OTHER CROP INCOME 170 OTHER CROP INCOME Yes T No No CATTLE 220 STEER SALES Yes H No No 222 HEIFER SALES Yes H No No 224 OTHER CATTLE SALES Yes H No No 228 BSPS Exempt H No No 2290 HLCA amp SCPS Exempt H No No MILK DAIRY PRODUCE 230 MILK SALES Yes L No No 232 MILK PREMIUM Yes L No No J3 SHEEP WOOL 240 LAMB SALES 242 OTHER SHEEP SALES 244 WOOL SALES 249 HLCA amp EWE PREMIUM PIGS 250 PIG SALES POULTRY amp EGGS 260 EGG SALES 262 POULTRY SALES OTHER LIVESTOCK 290 OTHER LIVESTOCK SALES CONTRACTING INCOME 300 CONTRACTING INCOME OTHER FARM INCOME 310 OTHER FARM INCOME RENT amp WAYLEAVES 400 RENT amp WAYLEAVES MACHINERY EXPENSES 500 INSURANCE REFUNDS PRIVATE INCOME 710 PRIVATE INCOME INVESTMENT INCOME 720 INVESTMENT INCOME
7. arm c 2l m file Utilities lelp 148 ad X L3 Tre Mort Fam ARE i i 2 Pamore J Recente B ecuting raneaciore i J Morth End i E4 Martznzncc Hactnca i E4 cpots Trenser dis e a Pay renis aO Receips Examples of Transactions are shown in Appendix A 2 1 Add New Transactions We recommend that you should already have noted the analysis codes on the documents for the entries you are about to make This speeds up entry considerably The option of the month the transaction should be entered can then be selected This is generally the month in which payment is made or received Three months are open at any time thus giving the option of entering transactions into a month after some transactions have been entered for the next month The three months given as options are moved forward as the year progresses This is controlled by the month end routine which closes a month When a month is closed the VAT report is produced if it is due for that month Transactions can no longer be entered in the closed month and the three available periods for transactions are moved forward For instance when the first month of the financial year say January is closed months February March and April are then available 20 Most transactions should be entered bv reference to cheque books and bank paving in books and the associated invoices receipts The cheque and paving in dates should be those used in
8. 31000 00 will be added to Machinery of the balance sheet The trade in value of the old tractor was 18800 00 including VAT so this amount must also be full entered to produce a correct VAT return The 16000 00 will be deducted from 54 Machinery on the balance sheet roa Di lat Year Pre Payer 3eus lu Suantty Vduc on 255 is 56 Example 7 Pavments Number 67 A new tractor purchased with a trade in and the balance borrowed Similar entries would applv for hire purchase and leases where leases are capitalised In this case only the VAT balance is paid from the Bank at the time of purchase so Bank must be 2625 36425 00 must still be entered as a payment so that VAT can be claimed as must the total sale price of the trade in The difference between the two net of VAT 15000 00 is the amount borrowed which is in effect a receipt of a loan and thus a contra so the total contra will be the trade in 18800 00 plus the loan 15000 00 which comes to 33800 The contra 33800 00 plus Cash 0 and Bank 2625 00 comes to 36425 00 therefore the payments side of the transaction the new tractor must be 36425 00 Machinery on the balance sheet will change by purchase of 31000 00 and sale of 16000 00 and loans will increase by 15000 00 amp rase l EG Terezehen Co lia Nomoz LM nar 2103 2007 wv leize 11
9. Manuh 2027 Hame ecu Szepty Add Coria 33807 Caer 0 Eark 26211 Cheqse let ko wes Sabu Re EZ f End Now ive xt ker ST Lode Sb Jescrption 1 Guertity wreemen O mw l Mewwy eme Leeu ee RE 58 Example 8 Pavments Number 68 Cancelling a cheque We assume here that the original cheque No 298 was included as an unpresented cheque in a VAT Report and can not therefore be deleted in Transaction Maintenance The cheque for 40 25 34 26 4 5 99 VAT was for other livestock expenses The cheque is re entered as a negative value The cheque number is given as 298A This gives reference to original cheque number Itis analvsed to VAT and Other Livestock expenses thus cancelling the previous analvsis In the next Bank Reconciliation the original cheque and the negative one should both be cleared on the debit side as if on the statement AS one is positive and one is negative the net result will be 0 40 25 40 25 so the balance will work out correctly and the cancelled cheque will no longer appear as an unpresented cheque on the Bank Reconciliation 3 Bay mend TOAD Pan dip Dd Nambe 6 Ide 2 0 30 Tero Maa Name a on cdd el kul Deszrpticn Tawe Cheque No 10 522 Temi 0 Cath 0 Cenc 8225 Okome Ff Ne 101525 59 02 Ta 60 Example 9 Receipts Number 31 Entering a VAT
10. ecentsoe Yawe Had is y Urpiss elii aw Riddrca Neperin Type Imera B Vaur 4500 3 Dadres Law ca First interest payment period is the period in the financial year that interest on overdraft is first payable For instance if the year end month is 5 May and the interest is paid in June then that is the first period of the financial year If it is paid in July then that is the second period Periods betweeninterest payments indicates how often interest is paid If quarterly it should be set to 3 if monthly it should be set to one Machinery Depreciation Type If Value is selected a specific value can be entered for the depreciation this year If a percentage then rate should be entered ie 2096 This will then take the opening value of machinery add to it any purchases this year and take away any sales this year The percentage or value chosen will then be taken from this value and inserted in the profit and loss account the remainder is the valuation of machinery in the closing balance sheet EXAMPLE Opening valuation 100000 00 Purchases 20000 00 Sales 5000 00 Sub total 115000 00 Less Depn 2096 23000 00 To P amp L Closing valuation 92000 00 Building Depreciation Type If Value is selected a specific value is used which you enter or Percentage in which case you enter the ie 10 When it adds 10 of value to new buildings paid this year to the Depn last year and take this into t
11. Codes 3 4 Payments amp Receipts Analysis Codes Sub Analysis Codes Names amp Addresses Quantities d Each option is described in the corresponding section in this chapter 1 1 1 Business Parameters This contains the basic details of the business such as the trading name address and VAT Registration number TU Basirre Paneler pump Dense Deoveciatior ames Vaz Mates ceret etes han The Mauri 72m Aoc sic Kruss Erosshre Tsyske eliam ME 457 Fe 01467 67 440 Wa Fen Na 13 2567 IR Py serm Save Fe ran Password can be used to restrict access to the program It can be any length up to 10 characters You will be asked for the password each time you open this business 1 1 2 Financial Parameters Ea Eazirz Pararmelers Jusess Fret is Degrecmcn Mates val sies items ates Yes n Date Ew Sem End Mem 7 Tar Feed n Vis Fecuzney 07 Qnin finali Oodd Lad kt Deque kult Usad Pau V 3 hobe abe init bereli M Atana fenore 7e Net Ineo Nmherir mrzin bay Lat Cheque Humber Used 19 525 1 Show Eesz1222 5 fem Tran saccos on Depos Last Year End Date should be the closing date of your last financial year Year End Month Where your year end date is not the last day of the month you have to select which is the final month of the f
12. E The Mount Fam Manti Bid E Iransactions i Recumng Transacions Rank Ralannes BRET LET Bank Heconcilaion i f Dg Dank Dalarces 73 Vat Reports i Bank Reconcilatior Penod End i Vat Reports i gg Perirdhni Maintenance Routnzs H E Repuls 4 1 Bank Balances DI Bank Balances Postion as zt cho Lost 3zeznzilztion axFecondled 31 03 73 Act ule n7e Praz Aqused aanre aa 05 ZahinHe d m Pur liuri ay st Feyi riri ul fsa Zak Edane jaan Dah in Hard fo This section shows you the key bank current account balances of the business It is used initially in setting up the business and later as a reference at any time particularly when reconciling the bank 31 4 2 Setting up a New Business When setting up a business all the bank balances should be set to the opening adjusted balance for the vear This calculated as follows The Actual Opening Statement Balance 1034 34 Less The Unpresented Cheques at the Year End Chq No Value 100435 45 21 100436 103 54 100439 142 14 100440 1132 54 100442 32 13 100443 2350 00 Total 3805 56 Sub Total 1034 34 3805 56 2771 19 Plus Undeposited Receipts at the Year End Date Value 31 03 07 2352 19 Adjusted Balance 2771 19 2352 19 419 00 Once this has been entered in the Bank Balances Section you can proceed to the first reconciliation In the first reconciliation there will be entries on the statement which are n
13. along with fertiliser You would then want to reduce the total amount originally analysed in the payments transaction in the case of 200 00 35 00 VAT Note that as the total of Contra Cash and Bank comes to 0 no analysis is necessary in the Main Receipt Analysis screen It is important to remember that in order to complete a correct VAT return inputs must be analysed as payments and outputs as receipts so do not perform entries such as this if it would go against this rule ua Fats 7a x Carta 235 Coh 0 Derk 235 Cece He mimli mmm am 63 ae RS wc 4 fewer E dob ee C kamar Tae o V s B JU Huc Amu 25 Te Aratyse 0 ee tna e see we Example 11 Receipts Number 33 An example of a straight forward contra Auction sales are a common example of transactions involving contras Commission and Insurance must be analysed as a payment as they are VAT inputs and are costs items of Profit and Loss 64 L Traneaction Aere Contra ferm uj A faye E Lee Year P Payren Mma o Brass mm mA A NN 65 APPENDIX B Coding Examples Aggregate Codes General Codes Code Description Vat Rate OUTPUTS CROPS 101 WHEAT 0 00 102 BARLEY 0 00 103 OILSEED RAPE 0 00 104 POTATOES 0 00 110 SET ASIDE 0 00 120 OTHER CROP INCOME 0 00 129 GROWING CROP VALUATION 0 00 LIVESTOCK 130 CATTLE 0 00 131 MIL
14. car 2U07 20U8 No Status Date Name Description Bank Total ChequeNo Per 1 E 10 03 07 Finarce Co 520525 3205 25 0955 Mar Feed Mizer 10 03 07 The Baar 21025 20 25 6 Mar Wages amp Privale Drawings 10 03 07 Willebv AJ 51750 517 59 0257 Seasonal Grazng 10 03 07 Tractor Supply Cu 13259 132 73 8 Mactinerv repaira 10 03 07 Smith P J 7732 77 22 0959 Wages 10 03 07 Live Stock Haulage Co 131365 1313 95 0250 PAYE amp NIC 12 03 07 The Fiesti Meat Cu 56 13 22 Lembs 12 03 07 The Mar 24 24 20 Cast Ewes 12 03 07 The T resh Meat Co 3 94 34 Tamhs 12 03 07 Tha Fresh Meat Co 2109 13 Lambe 13 03 Lhe Fresh Meat Co 28 41 36 Lambs 41 Transaction Report Bv Period Payments By Pcriod The Mount Farm Perils I 12 Accuunting Y ear 2007 2008 No Status Date Name Description Bank Vat Code Value Period 1 Mar 1 10030 Finaacs Co Faad Mixer 102 2464 06 2055 3205 25 801 25 100 0125 103 Ihe Bark Wages amp Private Drawings 2702 5 san 192 700 211 06 10 03 07 Willooy AT Seasonal Grazing 317 50 244 517 56 10 03 07 Tractor Supply Co Mac nery re pairs 132 79 310 11501 19 78 100 1978 10 03 07 Smith P T Wages 7722 300 7122 10 02 07 Live Steck Haxiegc Co PAVE amp NIC 31395 300 1313 9 12 03 07 The Fresi Meat Cu 22 Lambs 42 66 TAT 12 03 07 The Mart 20 Cast Ewes 3 61 12 03 07 The Frari eat Cn 24 Lambs In Ir 1 03 05 The Frazee West Cn 42 5 2 Analvsis Reports B Analysis Renel de2cits Trrac
15. chosen to fit into the existing list along with the other codes of a similar type 14 Letters may also be used in codes but great care should be taken if they are In computer language letters come after numbers therefore any code starting with a letter will follow all those beginning with a number For example code A11 follows code 999 1A1 follows 199 but comes before 200 Using a letter as the third digit in a code should however not cause to much confusion Description The name given to the code Aggregate Code This is the aggregate code you wish the values in this analysis code to go to in the Profit amp Loss account Private Account or Balance Sheet A drop down list of possible codes is shown from which you should select To add a new Aggregate code at this point click on the add button the button with three dots at the end of the field This opens the aggregate code section as described in 1 3 above Quantity Table This is the code from the quantity table 1 8 in which entries to this code will normally be bought or sold Select none if no quantity is required VAT Types For purchases this is either Y or N for receipts E for exempt is also valid If set to Y then values posted to this code will be included in the value of purchases or sales net of VAT in the VAT report If set to N they will not be included For example wages and private expenditure codes would be set to N A list is included in Appendix C for your g
16. is used as part of an analysis further entries are required Once the analysis page has been completed and balanced Click Pre Payments this takes you to a further analysis screen The value should be analysed to the code in which you wish it to appear Several lines of different codes and years may be made The Action Year entered is the year in which the financial year starts For example if it appears in the accounts of 98 99 then entry should be 1998 2 2 Journal Entries These are entries which are used to correct values which have been posted to the wrong code or to adjust values from one code to another Appendix A Examples 4 amp 5 Here you have no value entering or leaving the business therefore we need no entry in Contra Cash or Bank The description should give some relation to the original entry You should move to the analysis screen in the usual way We must end up with a total analysis on this screen of 0 therefore you must use positive and negative values Enter the code you wish to remove value from where it was posted by mistake and enter the values you wish to remove as negative values Remember to use sub codes if they were used in the original entry and to use negative quantities if relevant Enter another line of analysis to the new code using positive values Use as much description as you need to make it clear why you are entering this journal 2 3 Modify Transaction This allows for the amendment of a transaction af
17. refund as an opening Balance Any receipts applying to last years accounts are entered as Debtors at Start likewise payments for invoices dated in the last financial year are Creditors at Start Usually your first VAT refund of the year will be for a return relating to the last month s of last financial year therefore it is money owing to you at the start of the financial year and so is a debtor at start The second analysis screen outstanding Analysis will then appear with only the Debtor Creditor at start total to be analysed VAT on payments or receipts can be analysed to Analysis number 100 on either the first or second screen Most accountants would put it on the first screen and only analyse the net amount to creditors oe Reccipts Tansavtiv Analysis Contra Numocr 31 Tata 24 03 2007 gt l Perice 1 Marck 2007 l Nama L rx oma amp Excise nad l Peserpten VAT Ref rd Corta 0 Tesh 0 Berk 5670 JO euue Rz No Reconcile Next Frevivus Est Hev 61 Type B Sess Latem Pre Payrent Amout 567 01 Tc Aralyss 367 01 Desaidiun DEBIOKS Al SIAHI 62 Example 10 Receipts Number 32 Entering a receipt against a pavment Analvsis Head In some cases you may wish to take an amount away from a payment analysis head when you have actually received money This example is for a case where pallets have been returned which have already been paid for
18. ta 18 2 Add New Transactions ossy Seen ei eR CERERI SR Er quid e pia de 18 22 Journa a Coe cle DE e OU Curse d Rees PSY Qe nt Pea Res 23 2 3 Modify Tra saction Lus tec ae be nt ee eee eee ks oat Sees Ok eects 23 Chapter 3 Recurring Transactions 0 2 0 eee 24 Sal Payments amp Recelpts saete ease a b AT b e whe Raa 25 3 2 Transaction Activation e epe ba ke 4 ape Base ea eda so m ICD OR Oe MERE e 26 Chapter 4 Month End neut Sax a VIR RUE Me ede Na ee 28 4 Bank Balances 5 SOSA aoa etr MOM LESS a AUG e Toe da al 28 4 2 Setting up d New Business Jac b eb ree ES PIS RT RECAP pe ee 29 4 3 Bank Reconelialiol c ede ce RR Ve RID RR Eales ue PEE 30 iil 4 4 Month B 113 5 ate ene ede tat Balani pet edocet eda rere eee 32 AS VAT REPOS cuneos xr L EA aes 33 Chapter 5 REporis ida oat fan SAA ia ela en santi ma edet 36 S T Dransac HOT BSSDOFS Six Rete a Eo ATA re 37 5 2 Analysis Reports ou exo b l o D ep EAT Led e NR eee 40 5 3 Code Listings voleva eq e REA an Qa RN CRGO EE E ARN s RC S 44 Appendices SEBA eec ALL I b E MA oda cu AM du ok Sa CES 45 APPENDIX A Transaction Journal Entry Examples 45 APPENDIX B Coding Examples 54 2 2 peruee exa e x erede 3 eei Ex 61 Aggregate Codes General Codes is sex e SEE REESE ORA 61 Payments Analysis Codes General Codes 0 000000 eee eee 6
19. wish Press return to move to the next field If a quantity unit has been set up in this Analysis code you will move to the quantity field Any relevant number can be entered or the field left blank if preferred Next field is the value to be posted to this Analvsis code Once vou are happv with the entries on this line vou can click down to the next line There is no limit to the number of lines entered If vou wish to amend a line alreadv entered simplv click back up to that line and amend it SIS The computer automaticallv checks that the total amount analvsed on this screen adds up to the total of contra cash and bank on the first screen This value is brought forward and shown at the top left of the screen The amount left to analvse at anv time is shown at the top right This should be zero when finished You may enter lines of analysis with negative values as in the case of a credit for goods returned which are part of the transaction When vou have completed the analvsis Click Exit and returns to the first screen Contra Analvsis If vou have entered a contra value vou should press Contra to go to the contra analvsis screen This effectivelv takes vou to the other side of the cash book If the entrv is a receipt the contra goes to the payment side You should analyse any contra amount to the relevant analysis codes as above Again click Exit to return to the main screen When all analysis is complete Click Save to accept the
20. 15 Msy F 1 Fix FI aa FI Seo 1 fal Mer 15 I7 Now El Dec S rpended Iz see sew nm 28 Each recurring transaction has a Start Date and an End Date It will only appear for activation in months within this range Thus a transaction can be scheduled for a specific time period For example an HP agreement can be given an appropriate end date Each entry can be scheduled to occur in any period of the financial year as required and it will only appear for activation in those scheduled months For example where a payment is quarterly then only the four appropriate periods should be ticked For each period scheduled a date can be entered when it should occur This is the date which will be written into the cashbook when activated In the above example all the debits are scheduled for the 15 of the month Any entry can be suspended by putting a tick in the suspend box This will prevent it coming up for activation in any future months 3 2 Transaction Activation This has to be done each month to write the transactions into the cashbook E Trevzactiun fu ivelon 2j Paroc Damad 3 Mzy 2007 i 460 5 Aua able u Izal 440 08 osi j Aua able u lu el u he ave Naserpien Amant Inchid Sumoerd EE hnzuranzz 5000 Yo lewer Supply Le Liecinctv UU Yes 3 Rnzrec Co Mower 31020 Yeo 5 o2 Mozis 22 30 Yes Sew ase l Se tw
21. 3 Receipts Analysis Codes General Codes 6 67 Sub Analysis Codes General Codes n on 000 c cece eee eee ee 70 APPENDIX C VAT Classifications 34 ou tart ne vee eres poets oases 72 APPENDIX D Monthly Check List ion nw e e ERI EE sss 74 APPENDIX E Year End Check list 0020 ER UO ES ER RI 75 APPENDIX F Road Fuel Scale Charge c2 ss eos exu a i a ele 76 APPENDIX G Backup amp Restore Routines L 78 iv INTRODUCTION 1 1 What the System Does Welcome to cashdata The program described in this manual is one of the Farmdata family of computerised management information systems for agricultural businesses Cashdata uses the processing power of a computer to ease the clerical workload of routine business transaction recording and to produce from it much valuable management information The system produces bank reconciliation audit trails and the VAT return in the usual format Where it differs more distinctly from other business accounting packages is at the input level Cashdata creates reports from remarkably raw data It does not require setting up of an intricate double entry system in the farm office L2 The information it needs From the recording viewpoint the Cashdata svstem is reallv an electronic version of the familiar cash analvsis book The only significant effort necessary to make Cashdata operational is to give the system a framework in which to store and process transaction ent
22. 407 Revit PT Total for 255 Seasonal Grazing 260 Vet amp Med 26 1040 Ad Serviecs Total for 260 Ve amp Med 410 Other Livestock E spon 32 18 04 07 Farmers Supply Co Total for 410 Other Liv stock Total for C Cattle Analysis Description Tonnes Callie Nuls Seasonal Grainy Vct amp Mcd Number Other L vastock Grand Toral 46 Accounting Y ear 2007 2008 Value Quan l Lnit 153271 1000 153797 1532 71 10 00 153 27 5 3 Code Listings Code Listings 00 SPECIAL 000 SPECIAL The Various code lists can be printed from here To select a particular list click in the dot beside the heading and click Display or Print Category only applies to Analysis Codes If a Start and End Category are specified the analysis codes are listed by their various aggregate code headings 47 Appendices APPENDIX A Transaction Journal Entry Examples Introduction The following examples are intended to act as a guide to a variety of different ways of entering transactions Obviously not all situations are covered but they do illustrate the sort of logic which can be applied The examples are taken from the screen so the way they are entered should be self explanatory A description of each transaction precedes each example 48 Example 1 Pavments Number 61 Wages paid out of Pettv Cash The pavment is made from cash therefore pettv cash will be reduced bv 200 00 If a chequ
23. Before running the year end closing month 12 you must the a backup preferably on newly formatted discs and keep it out of your normal backup routine Should you wish to keep a copy of the data available on the computer you should Copy Data This option is found under the File Menu of the program Refer to page 9 of this manual 83 APPENDIX F Road Fuel Scale Charge This is an example of an entry which should be made to correctly enter the Road Fuel Scale Charge you need to register in each VAT Report It should be entered at the end of each month a VAT Report is to be produced every month if monthly VAT Reports are returned or every third month if returns are quarterly In this example the Gross Figure is 89 VAT 13 25 and net 75 75 ore 2 X 31 03 2007 1 March 7 oac Fual Szale zharze Add seve mow cece Era noe regio Ext Hod 84 Andys Lad Yea O Pee Faynenl Receipts Analysis Code 100 is VAT Charged Code 321 is Net RFSC set up to go the Fuel Aggregate code This will net off against the cost of fuel in the Profit amp Loss account leaving only the value of the VAT as the expense 85 Pavments Analvsis Code 321 is Petrol 86 APPENDIX G Backup amp Restore Routines You are strongly advised to make backup copies of your data To do a backup you can use the utility supplied with the program which is lo
24. EXPENSES Yes 312 MACHINERY EXPENSES Yes MACHINERY LEASING 315 MACHINERY LEASING CH Yes FUEL amp ELECTRICITY 320 FUEL amp OIL Yes 322 HEAT amp LIGHT Yes OTHER MACHINERY EXP 330 OTHER MACHINERY EXP Yes RENT amp RATES 340 RENT Yes 342 RATES amp COUNCIL TAX Yes 70 Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No No No 344 WATER CHARGES Yes INSURANCES 350 INSURANCE Yes PROPERTY REPAIRS 360 BUILDING REPAIRS Yes 362 FENCING DRAINAGE amp DI Yes BANK INTEREST 104 BANK INTEREST Yes 105 BANK CHARGES Yes FINANCE COSTS 375 H P INTEREST Yes 376 LOAN INTEREST Yes 377 OTHER INTEREST CHARGE Yes PROFESSIONAL FEES 380 AUDIT FEES Yes 382 LEGAL FEES Yes 384 OTHER PROFESSIONAL FEE Yes OFFICE amp ADMIN 390 TELEPHONE Yes 392 OFFICE amp ADMIN Yes GENERAL FARM COSTS 395 GENERAL FARM COSTS Yes PRIVATE DRAWINGS 760 PRIVATE DRAWINGS No INCOME TAX 780 INCOME TAX No LIFE ASSURANCE 790 LIFE ASSURANCE amp PENSI No H P CREDITORS 840 H P CAPITAL REPAYME Yes STOCK LOANS 850 STOCK LOAN REPAYME Yes LOANS Ae Yes Yes Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes No No 860 LOAN REPAYMENTS DEPOSIT ACCOUNT 940 TRANSFERRED TO DEPOSIT MACHINERY 960 MACHINERY PURCHASED BUILDINGS STRUCTURES 970 BUILDING AND IMPROV INVESTMENTS 980 INVESTMENTS PURCHAS LAND 990 LAND PURCHASED Yes
25. K DAIRY PRODUCE 0 00 132 SHEEP amp WOOL 0 00 133 PIGS 0 00 134 POULTRY amp EGGS 0 00 149 OTHER LIVESTOCK 0 00 MISCELLANEOUS 160 CONTRACTING INCOME 17 50 165 OTHER FARM INCOME 0 00 CREDITS 180 RENT WAYLEAVES 0 00 VARIABLE COSTS CROPS 200 FERTILISER 17 50 210 SEEDS 0 00 220 SPRAYS 17 50 225 CROP CONTRACT WORK 17 50 230 CROP CASUAL LABOUR 0 00 240 OTHER CROP EXPENSES 17 50 LIVESTOCK 250 FEED 0 00 260 VETERINARY FEES amp MEDICINES 17 50 270 DAIRY EXPENSES 17 50 280 LIVESTOCK CONTRACT WORK 17 50 285 LIVESTOCK CASUAL LABOUR 0 00 66 290 OTHER LIVESTOCK EXPENSES FIXED COSTS LABOUR 300 REGULAR LABOUR 305 PAYE amp NIC POWER 310 MACHINERY EXPENSES 315 MACHINERY LEASING 320 FUEL amp ELECTRICITY 330 OTHER MACHINERY EXP OVERHEADS 340 RENT amp RATES 350 INSURANCES 360 PROPERTY REPAIRS 370 BANK INTEREST 375 FINANCE COSTS 380 PROFESSIONAL FEES 390 OFFICE amp ADMIN 395 GENERAL FARM COSTS 6AA PLANT AND MACHINERY DEPN 6BB BUILDINGS DEPRECIATION PRIVATE 710 PRIVATE INCOME 720 INVESTMENT INCOME 730 INCOME TAX REBATE 760 PRIVATE DRAWINGS 780 INCOME TAX 790 LIFE ASSURANCE LIABILITIES 840 H P CREDITORS 850 STOCK LOANS 860 LOANS ASSETS 940 DEPOSIT ACCOUNT 960 MACHINERY 970 BUILDINGS STRUCTURES 980 INVESTMENTS 67 17 50 0 00 0 00 17 50 0 00 0 00 17 50 17 50 17 50 0 00 0 00 17 50 0 00 0 00 17 50 17 50 17 50 0 00 0 00 0 00
26. be modified but it is generally not advisable to modify a code once it has been used in 13 the current vear Select the code you wish to change from your list of codes Once you have made the changes click Save Any changes will apply to all entries in that business in the past and in the future You cannot Delete a code if it has an Analysis Code attached to it It is best to reorganise your codes after a year end before any new entries have been made 1 3 4 Payments Analysis Codes Receipts Analysis Codes Both Payments and Receipts are covered here as they are the same in operation These are synonymous with the columns in your cash book They are codes to which payments are allocated for example fertiliser seeds sprays building repairs etc Some codes are present in the system when created and cannot be changed They are PAYMENTS RECEIPTS 100 VAT PAID 100 VAT CHARGED 101 Cash from Bank 101 Cash from Bank 102 Creditors at Start 102 Debtors at Start 103 VAT Paid toC amp E 103 VAT Refunds 104 Bank Interest 999 Receipts in Advance 999 Pre Payments a Add New Codes EJ Payment ralyzis Coder inspan VAT PAT in sFr Mi thaediy Shain kera x Vat Type Yes Ho ere Suk Zeces Yes Ho Save hew Oe Find Next revous Di 14 Codes This is the number you have selected to add to the list Generally three numbers it should be
27. cashcata Cash Based Accounts Recording System Reference Manual Version 7 0 Documentation and Software by farmMJOLO Limited 2009 farMJOLtO Limited Copvright Information 2009 Farmdata Limited Westertown Rothienorman Aberdeenshire ABS51 8US The information contained in this manual and the accompanying software program are copyrighted and all rights are reserved by Farmdata Ltd Farmdata Ltd reserve the right to make periodic modifications of this product without the obligation to notify any person or entity of such revision Copying duplicating selling or otherwise distributing any part of this product without the prior written consent of an authorised representative of Farmdata Ltd are prohibited Information contained in this document is subject to change without notice and does not represent a commitment on the part of Farmdata Ltd The software described in this manual is furnished under a license agreement The software may be used or copied only in accordance with the terms of this agreement Limitations of Liability In no event will Farmdata Ltd or any other person involved in the creation production or distribution of the Farmdata software be liable to you on account of any claim for any damages including any lost profits lost savings or other special incidental consequential or exemplary damages including but not limited to any damages assessed against or paid by you to any third party arising out of the us
28. cated under the File menu hi Backup Data Select what 10 Backup Al Data O This B isinass D Sdedzu Businesses 1 The Mourt Farr 2 The Mourt Tam 3 Ihe Mourt tar ditt You may select to backup all data in which case all businesses within the system will be saved this business which saves only the business in which you are currently working or selected business If you choose selected businesses you must highlight those you wish to save by clicking on the list Click Next and you will be asked where you wish to put the backup The default is A FINANCIALdata zip if you want to change the location you can click the browse button and select your location fee Backup Data Select where c Backus To CMfiransia dee zip Charge v CFec Eazkup 2s lt s cr Errors Recommended Click next and the backup will begin 87 To restore data from a backup created bv the above routine use the utilitv supplied with the program whichis located under the File menu If you are restoring data it is advisable to do take a backup of the current data first Click on Restore Data s Restore Data Scloct where to Restore mm e fnanciddata zp ES The default is again ANFINANCIAL data zip If your backup file is located elsewhere you can use the browse button to locate it Click Next to start the restore Select whet io Restore 2 The Mourt Fam 3 The Mourr Fam
29. chara 3y Anyk Cadr 5 Ry Apalara o eteeern I Tw Agyegers Code 7 Dy Su amp calyss Tose B gycenms The various levels of code can be selected Payments or Receipts can be selected Next Year only becomes available at the end of a financial year when the opening months of the next year are available for posting Recurring displays the transactions which are set up in the Recurring Transaction section Limits can be set the Period or Transaction Number This can be a range or a single period or number Other Limits can be set on any of the reports by clicking the Limits Button Lirils E amp ralyze Code Anelysis Reports T Surmaneed 3212 Show as Year 109 VAT PAID 10 VAT PAID kak kanent ake 43 Summarised Version Only the total value in each codes are shown the individual analysis entries are not Show Codes with No Trans Codes with no analysis entries are shown also Show Closing If Closing Creditors And Debtors have been entered these will be shown as totals at the end of the each code A Budget set will have to be selected as the source of these figures Show Last Year Any entries which have been coded within Code 102 will be picked up and shown at the end of the appropriate code Analysis This is used to restrict the list if required For example you may only want one or a range of codes or names Sub Code Only applies to a Sub Analysis C
30. e inability to use quality or performance of such Farmdata software and user manual even if Farmdata Ltd or any such other person or entity has been advised of the possibility of such damages or for any claim by any other party In addition Farmdata Ltd or any other person involved in the creation production or distribution of Farmdata software shall not be liable for any claim by you or any other party for damages arising out of the use inability to use quality or performance of such Farmdata software and user manual based upon principles of contract warranty negligence strict liability for the negligence of Farmdata Ltd or other tort branch of any statutory duty principles of indemnity or contribution the failure of any remedy to achieve its essential purpose or otherwise This does not affect your statutory rights Preface This document describes how cashdata the cash based accounting system produced by Farmdata Limited operates The system runs on the Windows 2000 XP amp Vista operating system Windows 2000 Windows XP Windows Vista and Visual Basic Net are registered trademarks of Microsoft Corporation Inc Related Documents cashdata Quickstart Guide Windows Manual Windows Tutorial Table Of Contents Copyright Information isis hed e EFE dee bieba BBG Tq EE Sede eb ee QUE il ludos aver A e eee nee so Re eae ne a SO aa eee ee Pee ee eee li Table OFCDBOBS S fat Gs id Ot othe a
31. e Screen below shows the Box totals for VAT return for the same month Vat Report ILAT Page 2 The Muunt Farm Periods March 2007 Monthly Accounting Y ear 2U07 2UU8 1 VAT duc in this period on Sales and othcr oup uts 221 09 2 Vat due iu this period acquisitis rum viher EC Member State 0 09 3 Total VAT due the sum of boxes 1 and 2 321 04 4 VAT reclaimed in this period uu Purchases and other inputs 2638 53 S Nec VAT Refundable by U 4 E Difference between bores 3 and 4 2317 63 6 Total Value uf sales and viher vutp uts cacluding VAT 23907 7 Total value of purchases and all other inputs excluding VAI 17313 8 Total value of all supplies of goods and rclatcd services excluding 0 any VAT w other EC Member State 9 Total value of all acquisitions af anada and related servires excluding d any VAT Irom viher EC Member States 37 VAT Reconciliation Displav Print ERJA howe Vat Reconciliation The Muunt Farm Pcriods March 2007 to May 2007 Monthly Accounting Ycar 2007 2008 Perivd Vatlu Vat Out Net Vat Receipts Pavmeols Reclaimed Paid Mar 3231 00 2638 93 2317 95 25906 73 1731350 1399 06 6 00 Apr OD WANIE TOK TH 13710 99 13140 191 96 p o0 Mar 0 00 17 50 17 50 0 00 100 60 0 06 6 00 Totals 321 00 3724 61 3403 61 39517 77 30563 07 2181 96 6 00 This report shows the totals from the Monthly or Quarterly VAT Reports along with what has actually been paid to or received from Customs amp E
32. e for say 250 00 was cashed and then 200 00 paid out and 50 00 put into petty cash that cheque could have been analysed 200 00 to wages and 50 00 to petty cash in a similar way to Example 3 Payments Number 63 101530 Jh lezonzied E eee m C 29 Se cem Jem Dm 49 Example 2 Pavments Number 62 Fuel Account paid bv cheque This is an example of a very straight forward transaction Vat May be claimed in full on all fuels if the Road Fuel Scale Charge is used Private allowances should be checked with you accountant sere mew meme Fws ae tm noe 50 Example 3 Pavment Number 63 A cheque cashed Notice part of this cheque has been analysed to petty cash cash from bank so the actual balance of petty cash will only increase by 50 00 It is not necessary to analyse the whole cheque to BANK and then make later payment entries from CASH to analyse separate payments Whenever a BANK payment transaction is analysed to CASH FROM BANK a CASH receipts transactionis automatically generated and visa versa Receipts Transaction No 26 is generated by payment number 59 ii Payer c Trnsaczon Aralyee Cons Numbcr 83 Lele 21 23 2007 4 Perod Mach 2007 T heme hens Ade Dcacrpzon Cash from onl Carrie U Cach 0 Ron 2 Once Ra Mu 101552 fers Lribsar died save new acce sat rexos ext ap 5E
33. he profit and loss The remaining value is entered as the closing value in the balance sheet 10 EXAMPLE Purchases 20000 00 Grant 5000 00 Sub total 15000 00 Less Depn 10 1500 00 13500 00 Opening valn 200000 00 Less Depn last year 25000 00 Less Depn this year 1500 00 Closing Valn 17350000 1 1 4 Vat Rates The VAT rates in currently in force 1 1 5 Interest rates The Monthly Overdraft Interest rates for the current year either actual or projected 1 1 2 Aggregate Codes Aggregate codes are the codes which form the base of the coding structure Thev are effectivelv the titles for vour profit and loss reports and the balance sheet Each aggregate code can have several analvsis codes assigned to it from receipts pavments or both For example the cattle aggregate code can have analvsis codes for both purchases and sales such as Prime Heifer Sales and Prime Steer Sales on the receipts side and Store Cattle Purchase and Cow Purchases on the purchase side Several example coding structures are shown in Appendix A Some rules in the numbering of these codes have to be followed to maintain the correct structure of the reports the program produces These should be adhered to when adding new aggregate codes to the svstem The codes must be three numbers The following are the ranges into which each group should generally be fitted 100 129 Crop Sale amp Purchase for Resale Codes 130 149 Livestock Sale amp P
34. icate of Authenticity Without this you will not be able to access the program after 60 days have elapsed from date of installation You will not have an Activation Key if you have a demonstration copy of the program iv Change Change the Address of the licenced owner of the software v About This gives details of the Serial Number and Version Number of the program The images used in this manual have been generated on Windows Vista Other versions may appear slightly different on the screen but the operation and function will be exactly the same CHAPTER 1 Maintenance This section deals with the coding structure of the business and the set up details Before any entries can be made for a business this section has to set up Lj CASHdala Finaric al Managemen System Tie Mount Fairi Uhlties Help Cel x 8 2 Marrenance Ka tines t ensactions GQ Fevuniru Trarissuluris Business Parameters H E Moilh Ered Aggregate Codes em Paymer Analysis Codes iG Busness Parameters E Receipt Analysis Cocez 00 Acgegate Codes UD Sub Analyss Codes Payment Analysis Carces E and Ald esses i Dj Kerer Analysis ndes E Quantty Codes Sub Anaysis Codes E Names and Addresses gg Quarrity Codee Available here are 1 1 Business Parameters 1 2 Financial 13 Depreciation Rates 1 4 VAT Rates 1 5 Interest Rates 2 Aggregate
35. inancial year For example if you have a year end date of 5 April you may wish your year end month to be March April will then be period 1 of the new year Last Period This is the last closed period VAT Frequency should be either monthly or quarterly If set to monthly a report will be produced at every month end if set to Quarterly it is produced every third month Quarterly Offset only applies to quarterly VAT reports Should be set to 1 2 or 3 depending on the month of the financial year which starts a VAT quarter Last Non Cheque Number This is used when posting recurring transactions Each recurring payment transaction activated must have a unique reference number Along with the Prefix this is the number allocated to the last recurring transaction posted Force Cheque Numbers to be Unique When set duplicate cheque numbers cannot be entered in the same financial year Automatically Generate Cheque Numbers When set cheque numbers are automatically entered in transactions incrementing one for each new entry The last recorded number can be accessed and changed if required Other Description on Reports When set the description on the first page of a transaction is also shown on the analysis reports 1 1 3 Depreciation Rates 2 Dazineiz Fs arieterz l nd ll ass eremi Dexeomoo Faces Vat Ratna Interest Ren Fra rient Piyer Pesto l T Period herween 3ymenta w 1 2 Matha 5 Mma Madrisi Urpisselii lapa 8
36. is takes you out of the program 4 Utilities i Repair Database This is a utilitv which allows vou to repair the database should it ever become corrupted ii Compact Database Can be used to reduce the size of the database should it become extremelv large iii Create a Template This creates a code template of vour own coding structure in the current open business It can then be used in the creation of new businesses When vou select this option vou will be asked to name the template This appears on the selection list for new businesses from then on iv Copv Budgets This section allows vou to move data from one budget to another without re entering it 5 Copy a Ludzet e jm Source Fini Fudge Tis Year amp Bake fs 2005 Destinzri n To Eudge Tas Year S4 Nowe beer 5 Deecrpton Budget for 2007 heme V Dudzets 7 Veluarias I Ossrina Daances 7 Qosiw Credtzrs end Debtors set t tb v Import These routines is used to import from previous versions of Cashdata i Run Gives access to external maintenance programs used bv Farmdata 0 Help i This offers the usual windows help facilities and the on line help facilities for Cashdata ii Download Latest Update Use this to check if program updates are available on the Farmdata web site Requires the auto update software to be loaded from the CD iii Register Enter the Activation Kev from vour FARMdata Certif
37. ld be equal to the closing balance If they are not you could have Failed to select a transaction which is on the statement Selected one which is not on the statement Have a transaction on the statement not entered on the computer Have a transaction on the statement which does not balance that on the list Tur If it is one of the first two simply correct the highlighted entries on the list If it is one of the latter two you will have to leave the reconciliation and make corrections to the transactions Deselect the wrong transaction first and Click Save to save your selection When you come back to the reconciliation the transactions previously selected will still be selected only if you have saved Clicking Print will give you a display or print of the list with those entries which have been selected flagged as Yes This is a useful print when you want to crosscheck the entries with the statement Once the running balance and the closing balance are equal Click Reconcile to complete the process This flags the selected entries as reconciled and prints the reconciliation report automatically Click Re Print to get another copy of the last completed reconciliation 34 4 4 Month End MI Ferizd End Merch 2007 Clos nz lhis Period wil mean Ura you cannol enter any inure Transaclions or bis Period F ycu arc rzurc abcr the un anc check your Mznua sw m ww Do not close Period 12 until yo
38. losing a month The reconciliation is a check on your figures and if a mistake is discovered in an entry once the month has been closed that transaction cannot be edited Reconciliation Routine Only transactions for the first open period are available for reconciliation The second period cannot be reconciled until the first is closed 233 Enter the date that vou are reconciling to Usuallv the end of the month Enter the Closing Bank Balance from the statement on that date as the Closing Balance The Opening Balance is retained from the previous reconciliation You cannot change this and it should be the opening balance on the start date of the statement for this reconciliation You can then choose to select either Credits Or Debits It does not matter which you do first You will be shown a list of all the unreconciled entries in this period in transaction number order Go through the statement and select all the entries on the list which are on the statement Click on them to highlight them As you select entries the running balance will change and the selected and available will change Select highlights all the entries on the list clicking on an entry will then deselect it Reset removes all the highlight and deselects everything Once you have been through the list of both credits and debits and selected all the entries on the statement the running balance opening balance plus the selected credits less the selected debits shou
39. n will often take you to another screen with further options You may need to take time at first to find out where everything is If you go into the wrong option simply exit out again and you will be back to the previous stage Within a screen you should use the Tab Key to move between data fields not the return key Shift Tab goes back through the fields If a field has a box with a down arrow at the end it has a predefined list from which to pick Once in the field you can scroll down the list and select the required item Alternatively type the first letter of the item you wish this will give you the first item with this initial letter Press the same letter again to move to the next item on the list with that initial letter If a field has a box with three dots in it at the end this button can be used to add option to the list 1 5 If you get Stuck Something somewhere is sure to catch you out It is often just a matter of taking a step back to the previous section and starting again Switching the machine off is never a good option but it is unlikely that you would cause real damage if you did You are likely to lose any unsaved entries which will have to be re entered Should you get totally stuck you can call up Farmdata s help line which is manned during office hours for assistance It is absolutely necessary that you take regular backups of your work You should keep at least three sets of backup and use them in rotation Set A
40. o x H sse Ferm Reeuning Transactions Tansactions i Recuma Traiszcions i Fezumira Paymerts I Fezumra Recebts Z3 Transection Activation QD Trerisadiori Activation a Month End H Q Mainleniarice Roulries H Repos It is principally designed for direct debits and credits which occur each month or at regular intervals throughout the financial year They can also be used for entries which occur regularly for differing values the value and analysis can be edited from the Transaction Activation screen 27 3 1 Payments amp Receipts These are created in the normal way with the addition of the Scheduling Section Recurring Payments Trersacbon i Schad inc iata Canin Tumba 4 Createc MIST Pesiode Pu pa od excu iy Kenr rarer a Leva i Cuni rs Contre 0 0002 Usi uuu Bak WJ 21 Cheque hs No JnNeconcied KIENET Set up transaction as normal For Pavments Cheque Ref No is unavailable A reference number is allocated to each transaction as it is written into the cashbook on activation This is a sequential number with a Prefix as set in the Maintenance gt Business Parameters gt Financial section Scheduling ze Payment Tmrasaten Seneda faaych Care Miker 4 Aad Ime Biome Lre Use IRIN lt Ira F Jan 1 F feo FI Mar 1 Wl for
41. ode report It can be used to restrict to one or a range of codes 44 Example of an Analysis Code List 3E Receipts Ly Anelysis Code paupe dio 1 1 5 o Buskicss Objects 121 Set asid e Payments T 8 17 6307 Zewitisi Dee Selasie Paymenis 12531 N0 Total for 121 Set aside l ay ments 12531 00 165 Contracting Number 12 13 03 0 Smita PJ Contracting 1829 90 Total far 165 Contracting 1219 96 321 Net RFSC 27 31 03 07 Road Fuel Scale 1 Net RT SC 75 75 Totalfor 321 Net RFSC 78 78 i 4UL Ucws Number 7 17 0307 Tha Fresh Meat Co Cows 1172 06 500 23440 13 160407 The Mart Cows C 3497 7 uUo 42287 17 19 64 07 The Mar Cuws fi 5085 3 ANO 3476 Total for 400 Cows 9665 75 19 00 508 72 403 Stirks Number 33 31 03 07 The Fresh Mea Co Stos 1178 75 200 8 Total far 401 Srirks 117875 200 8 110 Subsidies Number 3 12030 Scothza Uttice Subsidies 33129 Tutal fur 410 Sub sid ies 3312 97 451 Ewe Number 2 12 03 07 The Mari Fe F 56106 2000 2835 18 19 0407 The Mart Ewe SE 659 50 2300 1868 u Total for 451 Twe 1226 56 43 00 18 33 453 Lambs Number 1 12030 The Fresh Mca Co Lamba S 35 30 2200 4024 5 127 6307 Thu Fresh Meal Co Tambs 93815 240 3009 T 4 imi n 45 Example of a Sub Analysis Report Payments By Sub Cude The Mount Farm Sub Code C toC No Date Name or Description Cattle 250 Compound Feed 30 17 0407 Feed Sigrily Co Total for 250 Compound Feed 255 Seasunal Grazing 45 190
42. ot on the computer These are last years unpresented cheques and undeposited receipts as above You can ignore them as far as the computer reconciliation is concerned they have been taken into account by the opening adjusted balance If any cheques from last year are still unpresented at the end of the first reconciliation the closing balance entered for the reconciliation will have to be adjusted to take them into account as above 332 4 3 Bank Reconciliation The purpose of a Bank Reconciliation is to a Calculate an adjusted bank balance so that you know what the balance will be once all the cheques written are presented and all the deposits cleared b Check that the amounts entered as transactions agree with those that the bank processes As a general rule if the bank figures disagree with the transaction figure you entered take the bank figures as being correct If the bank makes a later adjustment it can be entered as a further transaction If there are any omissions they can be entered as new Transactions If the figures need to be amended this can be done in Transactions if Bank Recorciliston March 2007 x Date IULI Wosing 16016 13 Opnrg 1134 Funning 1601613 Transaxle Deis 30233 Aveilste 5737 Teta 00 500 Cede 3203 07 Ayumi 0 Total 82507 DE esque Nun ber Neri Feat Supply C Smart amp merz L Helper Tha Rany NOTE We advise users to reconcile the bank before c
43. ption of the item They can be added modified or deleted in the usual way 17 1 6 Names and Addresses These are the names and addresses of the customers and suppliers used bv the business Names can be created when entering transactions bv clicking the Add Button at the end of the Name list box we Stock ladage 7 Ie au Eee Rued dn oec X113 4YJ 01563407145 w Suocter Custer Both Save hew Leet ann Newt rege bet Help a Addnew Thev can be added modified or deleted in the usual wav bv clicking New The type is important as it signifies whether the name is a Customer C receipts only Supplier S payments only or Both B As usual when each entry is complete Click Save to add it b Modify Names can be called up from the drop down list or you can work through the list using Next and Previous 18 1 7 Quantity Tables This file holds the list of quantities which may be used when setting up analysis heads Any number of quantity types can be set up but generally 4 or 5 may be enough Abbreviations are simply short versions of the quantity ie T for tonnes and Kg for kilograms Up to 4 digits are available for abbreviations kal Quantity Codes soe aw ue noe mre e m 19 CHAPTER 2 Transactions This section is where all actual transactions of the cashbook are recorded Ko CAS Idata Financial Management System The Mount
44. que No Status If the desired name is not on the list click on the Add button at the end of the field and fill in the detail The Name will then be added to the available list The description line can be used for names not on the list or for a general description of the transaction This can be either a pavment when there is a net receipt eg commission on the sale of livestock or a receipt when there is a net payment eg trade in deducted in payment for new machinery This is essential in generating a realistic profit and loss account and in production of a correct VAT return as amounts must be correctly categorised as inputs or outputs This refers to transactions into or from petty cash from outside the business Note that a cash cheque would be entered as a payment from the bank and then analysed to Cash from Bank Analysis Code 101 The system automatically creates the cash receipt entry This applies to all transactions to or from the bank cheques standing orders bank charges an so on All such transactions should be entered The system requires that each payment be given a unique reference number this is used in the bank reconciliation to match transactions to bank statement entries For cheques use the cheque number or shortened part of it for other transaction make up a reference eg DD1 DD2 DD3 etc for direct debits INT1 for interest payments These should be noted on the bank statement Do not use 0 as a
45. reference This indicates what stage a transaction is at in the system When you are happy with the entry on this screen you can move on to analyse to the various analysis heads Click either the Analyse or Contra tab it does not matter which order this is done 22 Analvse This is the point at which vou allocate the pavment or receipt to the various Analvsis codes vou have set e Poymnnis aE emeret feres Contra H mher Tpr UH roa frar Pre Payment Paws T0 lu A clos 0 Coxe Suc Dcccfip cr Suantry Voluc 0 VAT PAID 000 175005 GWU Meu Pa revel JUU WUUU Save New Jelete l Irc Next brevius lur lei Enter the analysis code you wish to send a value to If you are unsure which code you need type the first number of the code and press return A list of codes will appear which you can scroll through Highlight the one you need and press return the code is then entered for you It is a good idea to get into the habit of looking for VAT and analysing it first Pressing return moves to the next field If the analysis code you have entered is set to accept sub analysis codes this will be the next entry Enter a sub code if relevant entering the first character will again bring up the list to select from If not press return to move to the description field The analysis code title or sub code title if used is entered automatically This may be over typed with any description you
46. ries This is provided by the Aggregate Codes and Analysis codes which your Farmdata adviser will help to arrange This may be thought of as titling the columns in a manual cash book Day to day financial recording and monitoring is simply a matter of entering transactions as they occur Receipts and payments details are analysed by analysis code numbers and may be entered at any time and in any order you choose though it is advisable to enter them regularly whether it is weekly or monthly You are asked to check the accuracy of entries as you make them but Cashdata does the rest of the book keeping Operating at this level the system is essentially providing you with an automatic cash book It can do much more given further information although it never demands input in a form you would not normally have available for a manual farm accounting system L3 The information it can provide Because Cashdata is based on the cash book concept it easily provides an audit trail and bank reconciliation VAT returns can also be generated automatically as a result of transaction record processing 1 4 Finding Your Way Around The program is written in Microsoft Visual Basic Net to run in the Microsoft Windows operating system This gives it all the flexibility and function now available with this type of programming It is designed to be used with the mouse and to have the minimum of keyboard input Clicking into one option on the scree
47. should be used on Day 1 Set B on Day 2 Set C on Day 3 and on day 4 you should return to Set A You should also format your Backup disks from time to time to ensure their continuing good condition Should all else fail Farmdata can resurrect your system from your backup if it is correctly done 1 6 Using this Manual There are four menu sections on the main screen of Cashdata They are headed 1 Maintenance 2 Transactions 3 Recurring Transactions 4 Month End 5 Reports Each is described in a separate chapter of the manual numbered as above Each chapter contains a section for each of the options described in order within each chapter B CASHdela Financial Monayement Splem The Mount Farn File Utilties Help amp la X Gun am ON Tieriseciuris i zy l ezuning Tensacticns J Month End i Nairtenanes Routines Feaorte cashdata The three drop down menus contain the following options A File i Change Business This option allows you to change from one business to another A list of available Businesses is displayed from which you choose the one that you require using the E il ii iv v vi vii viii mouse or arrow keys and then click OK or Enter to confirm your choice and return to the main menu Each business is a unique herd on its own with no connection to any other business New Business This option allows the creation of a New Business on the
48. system The information required at this point consists of Business Name Address Telephone and Fax Number and Password if required The Financial section must also be completed Other information can be entered at your convenience Click on Save and you will then be returned back to the main menu of the new Business Delete Business If you have accidentally created a new business or wish to remove a business completely use this option You will be asked twice to confirm the deletion Once deleted a business cannot be reinstated except from a backup Setup Printer Setup This gives access to the windows options for the printer setup such as changing printers paper size etc Folder for Data Files Sets the path to locate the data files Used where the data is stored in locations other than C MarmdataMinancal32 This may be a networked drive for example Install Sample Files Used when the installation is for evaluation Installs a set of sample data which can be used for demonstration and evaluation Copy Data Used to create a duplicate set of data as another business Backup Option This accesses the backup routines for saving your data Please refer to Appendix G for further details On first use you may have to configure before backing up Farmdata can help if you are unsure Restore Option This accesses the restore facility if you need to take your data back from disk Please refer to Appendix G for further details Exit Th
49. t Horse and ponies Haulage Hire purchase charges on items costing more than 2000 Grazing wintering and land let where a service is supplied with zero rated goods Leasing charges Machinery and vehicle repairs MLC recording fees Non edible horticultural products New or second hand machinery Paint Pet foods Petrol Press advertising Property repairs Sheepdogs Sprays Soil and silage sampling charges Subscription if association VAT Registered Telephone accounts Tourist accommodation and meals Veterinary services and medicines Wood Wool Ttems my be at a lower rate of VAT depending on the regulations currently in force 79 ZERO RATED GOODS AND SERVICES Animal feeding stuffs Bees Crops Creosote Eggs Grazing and wintering Livestock but excluding horses Milk Newspapers and periodicals Seeds of food and feed plants Trees and Bushes if used for production of edible fruit EXEMPT ITEMS Banking Cottage rents other than for holiday purposes Feu Duty Granting of credits and loans Hire Purchase charges on items costing less than 2000 Insurances Land let for growing grain etc Purchase or sale of land and existing buildings Postal services Rent Subscriptions if association is not VAT registered Wayleaves OUT WITH THE SCOPE OF VAT Bonuses eg from trading co operatives Crown dues Grants Production and Capital National Health Insurance Stamps Licences Levies PAYE and Graduated Contributions Ra
50. t information Please consult the year end check list in Appendix E before proceeding 4 5 VAT Reports 35 i Vat Reports Reperta B Ver Repar D Ma Ferial alioi VAT Report Displav Print Clicking these will displav or print the VAT entries and Totals for the range of months shown in the boxes This is useful for reference particularly for a VAT Inspection Bp Wot Report emn up 3 x a WR wn Euless Val Keport 19 07 07 Page d The Mount Tarm Perlods March 2007 Monthly Accounting Y ear 2007 2008 Payment Nu Status Date Name Descripl iun Vat Out Valin 1 R 15 0307 Fina Co Pred fixer 801723 4 B 10 0307 Tractor Supply Co Machinery spars 1978 7 0 17 0307 The Prasa Meat Ca 72 ams 747 amp u TZDAD The Vari MI Cond B awx 351 9 li 17 0307 The Pees Meat Ca 74 ams 9 10 v 12030 The Meal Co 13 Laws 12 Hu U 1 030 The Fissi Meal Co i6 Lawes 333 M U 1 0307 Willey al Espens lu Talot 11 13 U 1 030 Ges Sta wu Pel ul 2191 1 U 15 0307 Tractor Szppiv Co Tosd N948 KSA 423 18 U 170307 mat Smat Vet 1690 58 U 31 0507 Tinaxce Co 1750 00 Total or Pavments 1638 93 Recelpt No Status Date Name Description Vat Out VatIn 12 U 1 030 SmihPJ Conlzacl 3prayizi 32142 Total for Ker vip is 31142 i rp The Above is a list of all payments and receipts which had VAT in August and the value of that VAT E This should be the values shown in the appropriate boxes on the VAT return Th
51. te eA bens fi dos d alt u lii INTRODUCTION tu cen te or ce a l 1 1 1 What the System Does ii iik eg yhp Ren qp Rhe R DURER Aw Au pug 1 TZ The information it Needs i a dot 1 1 3 The information it can provide usa s ero oL tee Sepe ME A le a A eda 1 1 4 Finding Your Way Around LLL00eeeeeeeee I 2 Llf VOU Set SWICK aste pedore Ne EF pb hha eG DA Poa ath eco Ra teh aes 2 L6 Using this Manual sri 1e e qe b ORS a a a MAE Re aal BEEBE 3 CHAPTER 1 Mamtenance oi 61 sese Sy woe ta pee woe S 7 1 1 1 Business Parameters 1 sis ke ded we Red SS UG AR RA ES 8 T1212 Tananctal Parameters est in Sh Se ree DD ae 8 1 1 3 Deprectation Rates osos quede de Id AR UA Id RS 9 11 4 Vat Rates i ease eee 10 Il Interest rates isib IE eee asas Ow MA 10 1 2 1682 ALE COMES SAS RA 11 1 3 4 Payments Analysis Codes Receipts Analysis Codes 66 6 6666 666606606660606 13 1 5 Sub Analysis Codes Ld rper 400 rosea dat pis a it e 15 1 6 Names and Addresses 13 cs epe kin bees 06 RV RE UE RIS 16 1 7 Quantity Tables stisi letta pe eb etan el cereo qe Rd 17 CHAPTER 2 Transactions ix sw pede abode a ca bee PAGA RRO ba OREN AGA DA
52. ter it has been entered There are however some restrictions on amendments If a transaction is in an open month and has not been used in a reconciliation it can be deleted or amended in any way you wish or moved to another of the current open periods Once a transaction has been used in a bank reconciliation the entry in the bank box cannot be changed but any other detail can be changed The entry is deemed to have been in a bank reconciliation if it has actually been reconciled with the bank or been used to calculate an adjusted balance one of the unreconciled entries on a reconciliation report Once the transaction month has been closed it cannot be amended in any way Operation Payments or receipts can be selected the operation is the same for both The number of the transaction to be amended should be selected It will then appear on the screen It can be amended just as in the entry routine Click Save to confirms the update Click Delete to delete the transaction If Save and Delete are Grayed out then the transaction is in a closed month 25 If the Bank Value is Graved out the transaction has been used in a reconciliation 26 Chapter 3 Recurring Transactions This section allows you to set up transaction which recur regularly through the year They can then be activated in the relevant months as required 1 CASHdala Firiancial Mariage ren Sysleri The Mount Ferr c miim File Utilities Hel
53. tes Stipends Subsidies eg fatstock Variable Premium Wages and Salaries 80 Private Drawings tems excluded for the calculation of Outputs and Inputs 81 APPENDIX D Monthiv Check List NOTE Running a month end for Period 12 invokes the year end routine automatically This cannot be reversed except by restoring from a backup You should therefore take a backup on fresh disks and keep those separately please refer to Appendix E Year End check list Monthly Check list Cash Book 1 All payments entered from cheque book 2 All receipts entered from pay in book 3 All transactions entered from the bank statement ie Direct Debits Standing Orders etc 4 All petty cash transactions entered 5 Bank Reconciliation 6 Printout of the Cash book for the month 7 Printout analysis by Analysis Head if required and check for mispostings 8 Close month and if applicable produce VAT report see note above 82 APPENDIX E Vear End Check list Year End Check list 1 Complete Monthiv check list Appendix D for final month but do not run the month end part 8 2 Ensure any cancelled cheques have been removed from unpresented cheque list by the method shown in Appendix A Example 8 3 Take printouts of complete Cash book 4 Take printout report by analysis head 5 Take printout report by Aggregate Code and Sub Analysis if required 6 Do Journal entries to correct any mistakes or re allocate costs
54. the entry Direct Debit standing orders bank transfers etc should be entered from the bank statement with reference to any associated invoices receipts Click New to add a new transaction Number Date Period Name iB Payment T LFecce Het No 07528 Status Unfecerciled seve Now sete Ens nen Prezoue Ext Hoe The Receipts or Payments Transaction Number which appears to the upper left of the screen in every entry should be noted on the invoices or other source documents This is used as a reference in any later amendments to that entry and as a cross reference to the audit trail for later examination of the accounts The date is automatically set at today s date but this should be reset to the date the cheque is written the receipt paid into the bank or the date a direct transfer appears on the bank statement It will retain the date from entry to entry therefor when entering a batch on the same date you do not have to change each time Select the month for the entry Only the last three months on the list can be used Closed months appear to be greyed out and cannot be accessed when entering new transactions Transactions are usually entered in the month of the date above i e the month payment is made or received The name of the person being paid or making payment should be selected from the list 21 Description Contra Cash Bank Che
55. ticular animal Enter the required characters click on the Binoculars button and the first item containing the characters chosen will be outlined click again and the next item containing those characters will be shown The side scroll bar allows you to scroll up and down the report and the bottom scroll bar from side to side Reports on the various headings shown in the Options Box can be printed or shown on the screen The screen displays are exactly the same as the printed reports Printed reports can be created directly from the screen display If you have a colour printer the reports will print in the same colours as the screen display 39 5 1 Transaction Reports This produces reports at the various transaction levels Banzai pe E Resots Py Novher j Crediters or Nehtoms Sart O Ry Perad o Payments v Fecelpts in Advance 7 Cute Caen and Eark Paston Type is either from the Payment or Receipt side of the cashbook Next Year only becomes available at the end of a financial year when the opening months of the next year are available for posting Recurring displays the transactions which are set up in the Recurring Transaction section The Limit works on either a number range a period range or a name range Clicking in the Cash Only box will only report transactions with cash entries 40 Transaction Report bv Number Payment Transactions 19 07 07 The Mount Farm Numbers 1 to 0090 Accounting Y
56. transaction Click New to enter another When all transactions have been entered Click Exit to return to the main screen There are two codes which when used in analysis require further entries a 102 Creditors or Debtors at Start b 999 Pre payments or Receipts in Advance a Creditors or Debtors at Start Creditors at Start on the Payments side and Debtors at Start on the Receipts side identify transactions which were outstanding at the year end They are generally for items purchased or sold last year but not paid for till this year If such a transaction arises the value should be coded to analysis head 102 This removes it from this years profit and loss account but will include it in the cash flow When code 102 is used as part of an analysis further entries are required Once the analysis page has been completed click Last Year and a further analysis screen is presented The value sent to code 102 on the main analysis should now be analysed to the codes it would normally have been analysed to See Appendix A Example 9 b Pre Payments and Receipts in Advance These are prepayments made this year for goods to be received next year or money received this year for goods to be supplied next year If such transactions arise they should be posted to analysis head 999 This removes it from this years profit and loss and automatically includes it in the year you define The value will appear in this years 24 cash flow When code 999
57. u have read Appendices D amp E This invokes the Year End Routine Select File and Copy Data if you wish to retain a copy of the Year on the Computer Clicking Month End closes the first available month thus preventing any amendments being made to transactions posted in this month Once closed no more transactions can be entered in this month Please consult Month End Check list in Appendix D NOTE We would strongly recommend that a Bank Reconciliation is completed for a month before it is closed This will check that the transactions entered correspond with the Bank Statement If monthly VAT Returns are made a VAT report will be produced when each month is closed If quarterly returns are made a report is produced when closing every third month SPECIAL NOTE VAT Due for Motoring Expenses If this is to be included in the VAT Report due on closing a month this should be entered in that month This should be a transaction an example of which is shown in Appendix H When you are happy no more entries are to be made for a month and all those already made are correct then and only then should a month be closed On closing the first month of a year the fourth will then be available for entries and so on throughout the year always giving three available Closing the 12th Month closes down the year This should only be done when you have completed all your printouts needed for audit purposes Once a year is closed you cannot simply go back to ge
58. uidance Sub codes If set to Y you will have the option to enter a sub analysis code when entering values to this analysis code If set to N this option will not be available in this analysis code After completing each code click Save to add Click New to move on to the next one When finished adding codes click Exit b Modify Codes It is generally not advisable to modify a code once it has been used in the current year A code can be called up by its number from the drop down list or you can work through the list using Next and Previous When changes have been made to the code click Save to confirm and update and then move onto the next change Delete will only work if there have been no values posted to the code in the current year and there are no budget figures against it 15 16 1 5 Sub Analvsis Codes These codes are used to identifv enterprises machines people or anv item vou mav wish to draw out specific figures for These work in anv analvsis codes which have been set up to accept sub analvsis codes Sub Anz sis Codes For example a sub analysis code may be set up for barley and any costs allocated to seeds sprays or fertiliser analysis codes could be sub analysed to the code for barley Other examples are costing individual machines within machinery repairs costing a particular house from repairs electricity rates etc Codes can be up to 3 digits numbers or letters with the descri
59. urchase Codes 150 179 Miscellaneous Income Codes 180 199 Other Credit Codes 200 249 Arable Variable Cost Codes 250 299 Livestock Variable Costs 300 309 Labour Cost Codes 310 329 Power Costs 330 399 Other Overheads 700 749 Private Income Codes 750 799 Private Expenditure Codes 800 899 Capital Liabilities Balance Sheet 900 999 Capital Assets Balance Sheet These groups should be adhered to strictly at all times unless you consult Farmdata If these ranges do not suit your business they can be changed in consultation with Farmdata 12 a Add new codes Be sure to choose a number which falls into the correct band as described in the previous section of this chapter V Mygregals Coder cei Ute Dosinia WHEAT V3 Are ias save dew Bw Frise ER dev Click New to add a code The description you give the new code will be the wording which will appear in your profit and loss account or balance sheet The VAT rates are as defined in Maintenance Section 1 4 at present they are 0 Exempt 1 Zero rate 2 17 596 3 Not Set 4 Not set 5 Not Set 6 Not Set This controls at the rate at which VAT is calculated in the budgeting routines if requested After a code has been described and VAT type selected to your satisfaction Click Save to add it and move to the next addition by clicking New If you have no more to add click Exit b Modify Codes Any code can
60. xcise 38 Chapter 5 Reports This chapter describes the various reports which can be produced by the system These are broken into eight different options described below CASHdala Finans Maria geinent Syston The Mount Fair e s Ele nities Hep Bl x a Mourt Farn Feports J Transocticra J Rearing T CI Transactien Reports 2 Morth End G3 Anaysis Reoors 3 Maintenarce Neutines E Code Ls Reports ERE Rev is Selective Asporling CI Ternsactian Feauils Ol Aialysis Repurls Code Ust Rerots 73 SsctveRerotni n r Common to all Screen reports are some Button Controls on the Screen Display At the top left is the Print button which sends the displayed report to the printer The Envelope button exports the displayed report to file This may then be imported into other applications The Refresh button lightning symbol refreshes the report if the data has been changed The next box shows the magnification factor this is usually set at 100 but can be changed to magnify or compress what is shown on the screenor printer or it can be made to fit the page width or the whole page Next is shown which page of the report is on the screen At each side are start and end page buttons inside these are page forward and back buttons The blank box with Binoculars icon next to it is for searching For example it can be used for searching for a par

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