the Farmtool User Manual - Wil
Contents
1. c 1997 2017 Wil Tech Software Ltd User s Guide Wil Tech Software Ltd 428 6 Street N Martensville SK SOK 2T2 wiltech wil techsoftware com 306 400 1313 http www wil techsoftware com Farmtool License Agreement 1 This program is protected by Canadian copyright laws and international treaty provisions and is licensed for use on one machine only Network and Site Licenses or special discount rates are available to customers with multiple CPU s or office networks 2 The purchaser may not alter the program in any way but may merge it with another program 3 The program may be transferred to another party subject to the condition that the license is also transferred and if transferred to another all copies remaining in the possession of the party transferring it must be destroyed 4 Wil Tech Software Ltd does not guarantee that the program will meet with the particular needs or requirements of the purchaser 5 Responsibility for the selection use installation and results obtained from the use of this program rest with the purchaser 6 Wil Tech Software Ltd is not liable for damages including loss of time income or profits arising from the use of this program or the inability to use the program Trademarks Farmtool is a registered trademark of Wil Tech Software Ltd Windows XP Windows Vista Windows 7 Windows 8 and Windows 10 are registered trademarks of Microsoft Corporation System Re2. 2 3 etc for the individual categories within the larger group 9897 is used for miscellaneous expenses that are not covered anywhere in the Revenue Canada list Changing Category Numbers Category numbers may be changed at any time before data is entered into the category To change an income category number click the Income tab on the Enterprises screen to select it Click in the row to be changed Make the changes and take the Save icon Numbers of categories with data in them cannot be changed Duplication of category numbers is also not allowed Adding Capital Assets You must be in the Enterprise screen select an enterprise Click the Assets tab to select it The Assets screen shows each asset of the selected enterprise along with the CCA class number the date acquired the business portion cost the disposal date and the proceeds of disposition if sold or traded and the CCA claim for the current year All assets should be entered for each enterprise To add an asset Click the Insert Detail Icon above the word Address and left of the trash can A new line on the Assets screen opens for data entry B Farmtool Demo Companion Demo 3 00 MMM File Application Reports Actions Window Help i Sl ulX a a gt Hne Bloojsl o k Details gf Income MBexpense Assets EE ciasses Vendors Customers Ey Transactions Assets for 1 Green Meadows Farm 199
3. Put in the Cost income for tax purposes 22 E Put in comment Deferred Pmt from 1998 Grain taken from several grain bins 1520 Bushels delivered Income 3724 00 Sold on date delivered Date 987021 Sold to Pioneer Grain 820 Bushels from Bin 3 700 Bushels from Bin 10 Split Transaction to update inventory in 2 separate bins In the Main Screen in Farmtool for Windows put Date 980721 Customer Vendor Pioneer Grain Cost 3724 00 Cheque No 832421 Invoice No 8729 Take lt Split gt Entry 1 Category Sale of HRSW Qty 820 Loc Bin 3 Cost 3724 00 put the total in 1 record Entry 2 Category Sale of HRSW Qty 700 Loc Bin 10 Cost Zero 0 You could put in 820 bushels for the 1 entry and the value of 700 bushels for the 2 but to do so E you would have to do the calculations on a calculator E it may be difficult to match the grain ticket to the computer records as the amounts would not match The suggestions given above are just that suggestions that will make it work and keep things straight Other ways of dealing with these situations may work equally well 23 The Help Menu Click Help on the menu at the top of the screen Look to your left for the contents of the Help menu option A great many options are presented here Contents Index Search Favortes Type in the keyword to find nareuinrd nentactian Navigation Getting Started gt Installation It
4. z Sale of HRS Wheat seed z Sale of Lentils z Sale of Mustard Seed z Sale of Oats feed z Sale of Oats seed z Sale of Rye z Sale of Triticale z Sale of Wheat feed z Trucking farm related Advertising Marketing Costs Allow Elig Cap Property Building Fence Repairs Cap Cost Allow Charitable Donations Commodity Purch Resold Containers amp Twine Contract Work Custom Feeding Electricity except home Feed prepared z Fertilizers amp Lime z Freight amp Trucking Gravel Heating Fuel except home Home Exp Electricity Home Exp Heat Home Exp Insurance Home Exp Maintenance Home Exp Mortg Int Home Exp Other Home Exp Prop Taxes Insurance Premiums crop Insurance Premiums hail Int real estate mortg Land Clearing Drainage Legal Accounting Fees Licenses Permits Machinery gas diesel oil Machinery rep lic ins Machinery Lease Meals Entertainment Memberships Subscriptions Minerals Salt z Motor Vehicle gas oil Motor Vehicle rep lic ins Office Expenses Other Expenses Other Insurance Premiums 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 0
5. 2 4 Zero Rated Sales mostly crops livestock and produce 5 Capital Assets Sold GST not charged 15 o Line F Line 3 To see the GST Summary 7 Line 3 Line 6 only go to the last page of 8 Line 7 GST in Line 1 Line 2 the report using the gt l 9 Purchases for which GST is paid aa mr B the 10 Capital purchases on which GST is paid J On ine P printer icon to print then if i Line S Line 10 this is a 7 page report print 12 Zero Rated purchases chemicals fertilizer feed etc page report p 3 page s 7 to 7 The summary 13 Capital purchased for which GST is not paid 2 will show all details shown 14 Line 12 Line 13 t the right 15 Line 11 Line 14 a 16 Line 15 GST in Line 9 Line 10 Report option are given near the top of the last page The Income amp Expense Summary Choose the Fiscal Year s Enterprise s The enterprise Income and Expense category list is shown in the window below the enterprise window For this report you may choose one category by clicking on it or you may choose any number of consecutive categories by holding down the shift key and dragging the highlight across the list You may also choose a block of categories by clicking on the first one to highlight it then holding down the lt Shift gt key and choosing the second category all categories in between will also be selected You may select only certain categories by holding the lt Ctrl gt key and clicking on the o
6. Tab gt Enter the Business Portion Cost that is the part of the cost that is subject to depreciation Press lt Tab gt Enter the business portion of the GST paid on the asset Press lt Tab gt Enter the business portion of the PST paid on the asset Press lt Tab gt Click Half Year Rule to show that the half year rule applies that is only 1 2 the value of the asset can be depreciated the first year Generally that will include the same portion of the PST paid Click the Save icon to save the record and go on to the next asset The Classes for Enterprise x screen Begin in the Enterprise screen choose an enterprise Click the Classes tab to display the Classes for Enterprise x as shown shown below This screen will show only the classes in use by the selected enterprise Z Farmtool Demo Companion v3 01 File Application Reports Actions Window Help PS UK Side eee 50 48 S055 amp 6 3 168 64 0 00 0 00 3 168 64 0 00 3 168 64 10 00 316 86 2 851 78 8 11 664 93 0 00 0 00 11 664 93 0 00 11 664 93 20 00 2 332 99 9 331 94 42 09 0 00 0 00 42 09 0 00 42 09 25 00 10 52 31 57 The above screen shows zero 0 values only until it is edited to show starting UCC balances for the current year As assets purchased and sold in the current year are entered into the Assets screen the total value of additions and disposals is kept up to date The Half Year Adjustment the current claim in each class and the class Ending U
7. highlighted If the tax rate is incorrect Type in the correct value Press the lt Tab gt key to go on to the next line When all values are correct click the Save toolbar icon Setting CCA Class Rates Click on the Class Rates tab You can add new classes if needed or delete any classes you won t use if you want Review and change the rates to ensure any you will use are set to the correct values When the values are correct click the Save toolbar icon Entering new enterprises into Farmtool Click Application then Enterprise The screen below appears it is shown here because this is the place where most of the activity within this program takes place To change information about an enterprise click on the Details tab to select it change the information you wish and click the Save toolbar icon to save the changes E Farmtool Demo Companion Demo v3 25 File Application Reports Actions Window Help pl a xX A ae Alale DnE k E Enterprises Postal Code Province Rolled Forward 01 01 1998 1 Green Meadows Farm SON OHO SK Details a Income Expense l H Assets HEE Classes lt Vendors Customers EX Transactions Name 1 Green Meadows Farm Fiscal Year 1998 Start Date 01 01 1998 Enterprise ID 11 Address RR 2 Next Entry 326 City Burstan Province fsk Postal Code JSon OHO Type Farm Rolled Forward No Click the New Master toolbar icon You will be asked to verify that you want to create a n
8. it is accepted After a password has been set the password will be required to start the program The password may be changed at any time but you will need to enter the current password before you can change it When using a password be sure to write it down somewhere so you can find it in case you forget it Backing up your data Hard drives are reliable but do fail When they fail they often give some sort of advance warning but just as often they fail without warning And when it becomes evident that something is going wrong it is often too late to get a proper copy of the data For this reason it is important to make regular frequent backups of the hard drive Farmtool can be configured to make a backup copy of the database each time it is used Entering a Backup Folder on the Application Configuration screen will instruct Farmtool to make a copy of the database in the specified folder each time you exit the program You should configure it to copy to a different drive than the one that Farmtool is installed on like a portable hard drive or USB drive You should copy the backup files to a CD or DVD periodically and store the copy offsite to ensure you can always recover from disaster To open the folder containing the backup files take Help About on the menu and click on the hyperlink labeled Backup A backup can also be done at any time by choosing Application Utilities Data Backup on the menu and following the prompts Restoring data Should y
9. tax calculations are done differently and tax amounts are added to the cost of the item before each record is saved Save the last record The invoice total should be fully accounted for and the bottom line on the right should be zero 0 Click lt Exit gt to save all split invoice records The normal input screen appears Splitting Inventory Transactions If you delivered a semi load of grain it might come from a number of grain bins This is handled like the split invoice above You would begin by putting in the Date Customer Vendor Quantity Cost Cheque number and Invoice number Take lt Split gt All records would show Category Sale of Durum The first record entered might show 455 bushels taken from Bin 1 the second 560 bushels from Bin 7 and the remainder from Bin 14 in the third record The inventory would be adjusted in those bins in Farmtool Companion It would probably be best to enter the entire amount of the cheque in the first record and zero 0 for the amount in the rest A cost amount must be entered so put zero 0 and take the lt Tab gt key for the second and third entries Putting the entire amount in the first record would make it easier to match the transaction amount to the cheque The cheque number invoice number and entry number is the same for all transactions in the split so it would be obvious that they belonged together See notes on page 23 Re special situations deferred payments and grain taken from severa
10. 0 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 20 9897 02 Other CAIS elig Expenses 100 00 9663 Pesticides z 100 00 9810 Property Taxes 100 00 9811 Rent land bldg pasture 100 00 9816 1 Salaries dependants 100 00 9815 Salaries arms length 100 00 9816 2 Salaries spouse 100 00 9820 Small Tools 100 00 9821 Soil Testing 100 00 9822 Storage Drying 100 00 9824 Telephone 100 00 9829 Vehicle Int amp Lease Costs 100 00 9713 Vet amp A I Fees Medicine 100 00 Note Categories followed by an asterisk are 2003 2004 CAIS eligible categories List taken from the 2003 Agriculture amp Food CAIS Program Handbook Dave s Professional Services Page 1 Category List Category Number Description Business Portion Income 8124 4 Bad Debts Recovered 100 00 8123 1 Professional Fees 100 00 8124 3 Recaptured Depreciat 100 00 8124 1 Reserves from Prev 100 00 8124 2 Work in Prog End Yr 100 00 Expense 8204 Advertising Promo 100 00 8218 6 Auto CCA 100 00 8218 2 Auto Fuel amp Repairs 100 00 8218 1 Auto Insurance 100 00 8218 4 Auto Interest 100 00 8218 8 Auto Lease Fees 100 00 8218 3 Auto Lic amp Permits 100 00 8218 7 Auto Parking 100 00 8246 Cap Prop Allow 100 00 8207 Capital Cost Allowance 100 00 8223 2 Commissions Paid 100 00 8211 Delivery Freight 100 00 8213 Insurance 100 00 8214 1 Interest Bank Chgs 100 00 8225 Light Heat Water 100 00 8217 Meals Entertainment 100 00
11. 795 Building amp Fence repairs 100 00 9796 Clear level drain land 100 00 9661 Containers amp Twine 100 00 9797 Crop Ins Stab Premiums 100 00 9798 Custom work Machine rent 100 00 9799 Electricity except home 100 00 9711 Feed Supp Straw Bedding z 100 00 9662 Fertilizers amp Lime z 100 00 9802 Heating fuel except home 100 00 9945 2 Home Exp Electricity 100 00 9945 1 Home Exp Heat 100 00 9945 3 Home Exp Insurance 100 00 9945 4 Home Exp Maintenance 100 00 9945 5 Home Exp Mortg Int 100 00 9945 6 Home Exp Prop Taxes 100 00 9803 Ins Overpmt recapture 100 00 9805 Interest 100 00 9809 Legal amp Accounting Fees 100 00 9712 Livestock Purchased z 100 00 9764 Mach Gas Diesel Oil 100 00 9760 Mach Rep Lic Ins 100 00 9808 Office Expenses 100 00 18 9804 Other Insurance 100 00 9663 Pesticides Herbicides z 100 00 9810 Property Taxes 100 00 9811 Rent Land Bldg Pasture 100 00 9814 Salaries Wages Benefits 100 00 9664 Seeds amp Plants z 100 00 9820 Small Tools 100 00 9819 1 Vehicle Gas Oil 100 00 9819 2 Vehicle Rep Lic Ins 100 00 9713 Vet AI Fees Medicine 100 00 Note Categories followed by an asterisk are 2003 2004 CAIS eligible categories List taken from the Agriculture Canada CAIS Program Handbook for 2003 Note We did not put cattle in the list for CAIS participants below as there are too many code numbers to choose from The guide mentioned above uses Cattle amp Calves including h
12. 8 Date Business Date Half Starting Claimedin Claimed Ending Acquired Class Description Portion Cost GSTPaid PSTPaid Disposed Proceeds GSTRec d Year Balance PriorYears ThisYear Balance 0971471993 vj 6 3463BUSSTEELBIN 4290000 ooof ooovoooo xi ooo 0o00 M 2 673 31 1 615 69 267 33 2 405 98 10171974 j 6 FARMBUILDINGS 2200 0000 oof omvomoooo xi ooo ooo M 185 24 2 014 76 18 52 166 72 10171977 x 6 jQUANSET 4e87 7100f oof foomomo00 j ooo 0 00 M 194 93 1 492 78 19 49 175 44 010171989 vj 8 6 in BRANDT GRAINAUGER 1000 0000 ooo omoooooo xi ooo 0 00 M 150 99 849 01 30 20 120 79 05 20 1996 8 60HYDRAULIC TINE HARROW BAR 2700 0000 0 00 0 00 00 00 0000 v 0 00 0 00 Vv 4 944 00 756 00 388 80 1 555 20 0771711995 v 8 5601 COMBINE SER 402904 J 7500 0000 0 00 00 00 0000 i 0 00 0 00 M 4 320 00 3 180 00 864 00 3 456 00 10707 1992 8 06 JD COMBINE FOR PARTS J 600 0000 0 00 foo oo 0000 iI 0 00 0 00 Vv 176 95 423 05 35 39 141 56 ios vif J of ooo 0 00 0000 0000 vi ooo 0 00 M 0 00 0 00 0 00 0 00 010171985 j 8 IR COMPRESSOR 193 3800 0 00f ooooo000 wif o oo oo M 11 96 181 42 239 9 57 0812171992 wi 8 JAIRCOMPRESSOR SER089104001 379 9900 000 oooo0000 wi ooo oo M 11206 267 93 22 41 89 65 The Date Acquired is shown as mm dd 1998 Type in the month and day as 0923 Press lt Tab gt Select the Class Number from the dropdown list Press lt Tab gt Enter the Asset Description Press lt
13. 8216 Mgmt amp Admin Fees 100 00 8219 Office Exp amp Postage 100 00 8222 Office Rental 100 00 8218 5 Other Auto Exp 100 00 8220 Professional Fees 100 00 8221 Property Taxes 100 00 8223 1 Salaries amp Benefits 100 00 8252 Supplies 100 00 8225 1 Telephone 100 00 8224 Travel Expenses 100 00 Tim s Travel Agency Page 1 Category List Category Number Description Business Portion Income 8123 2 8123 3 8123 4 8123 1 Expense 8204 8246 8205 000000 8207 8211 8212 8213 8214 8220 8215 8216 8219 00001 8221 8222 8223 8252 8225 8224 8218 Farmtool Data Backup Farmtool data is backed up every time you exit the Farmtool program The time and date the files were modified should match the time and date you last used Farmtool Backup to a USB Memory Stick Mass Storage Device is done the same way and is much more convenient Commissions Fees Other Income Sales Advertising Allow Cap Property Bad Debts Bus Tax Fees Lic Mem Cap Cost Allowance Del Freight Exp Fuel Costs not Vehic Insurance Interest Legal Acct Prof Fees Maint Repairs Memt Admin Fees Office Expenses Other Expenses Property Taxes Rent Sal Wages Benefits Supplies Telephone Utilities Travel Vehicle Exp not CCA 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 Restoring Farmtool data to Drive C in
14. CC balance is displayed at all times Modifying the Classes for Enterprise x screen changing Starting Balances Start in the Enterprise screen select an enterprise and click the Classes tab 10 Click anywhere on the line you wish to edit The UCC Beginning Balance is the only field that can be changed The other fields are calculation fields and cannot be changed Each line in the Classes tab should be edited to set the Starting Balance to the correct value Once set the computer will carry forward the Ending balance from one year and make it a Starting balance in the next The Vendors Customers screen Start in the Enterprise screen select an enterprise and click the Vendors Customers tab The list includes people that are frequently dealt with by the selected enterprise The existence of this list makes it easier to enter transaction data because the Vendor Customer can be easily selected from the list Adding Vendors Customers Click the Insert Detail toolbar icon A new entry will be inserted into the tab Type in the name of the new vendor customer and click the Save icon Modifying the Vendor Customer list Click on the entry to be modified and make whatever changes you wish and click the Save icon Deleting Vendors Customers from the list Click on the entry to be deleted Click the Delete Detail toolbar icon You will be asked to confirm your intention to delete the entry Take lt Yes gt to do so and click the Save icon to save t
15. Restart the program and choose Application Utilities Import Previous version from the menu 4 Click the Browse button to navigate to the folder that contains the farmtool mdb file for the previous version 5 Click the Import button to begin the process 6 Go through the Getting Started checklist at the top of page 5 to see that all is done Refer to the section below for details as to how to make changes to the Configuration and other screens Continuing the current year setup of Farmtool The following step by step instructions should be followed to prepare Farmtool for the current year The Current Year Backup Folder Tax Rates and Class Rates can be set on the Configuration screen To display the Configuration screen choose Application Configuration from the menu Setting the Current Year and Backup Folder Click on the General tab and enter the current year This will be the default year shown any time a date is entered enterprises for that year only will show on the Enterprises screen Click lt Browse gt to display a dialog for selecting a backup folder The Backup Folder should be on a different hard drive than the one that Farmtool is installed on such as a portable hard drive or USB flash drive Click the Save toolbar icon to save the change Setting GST amp PST rates Click on the Tax Rates tab Review and change the rates to ensure they are all set to the correct values To do so click into the first field It will be
16. al tab on the Application Configuration screen 3 The GST and PST rates must be entered on the Tax Rates tab on the Application Configuration screen A default set is in the computer but they should be checked 4 The CCA Class Rates screen should be reviewed on the CCA Class Rates tab on the Application Configuration screen to ensure it is correct Again a default set is already in the computer but it should be checked 5 Enterprises for which records are to be kept must be entered into the Application Enterprises screen 6 The Income amp Expense category list for each enterprise should be edited to eliminate any that will not be used and add others that are needed Also the business portion percent in each category must be entered 7 A list of capital assets along with their date of purchase as near as can be determined should be entered for each enterprise into the Assets screen 8 Opening balance as of Jan 1 of the current year in each CCA class should be entered for each enterprise into the Classes screen You can get these balances from the tax return filed in the spring 9 A list of people you frequently do business with should be added for each enterprise into the Customers Vendors screen 10 Now that the system is set up it is simply a matter of clicking Application then Enterprise Click onto the appropriate Enterprise click on the Transactions tab and add the invoices as they come in or as you
17. ar is a simple matter of running an Enterprise Year End utility All categories customer vendors assets and closing UCC balances are brought forward from last year s data file You also have the option of using a standard set of categories rather than keeping the same categories as the previous year if you want Data files for previous years are never closed and can be accessed at any time for modification data entry and data retrieval A great variety of reports are available on the system Most of them allow a number of options to make them useful for Income Tax GST or PST reporting They are useful as well for tax planning as it is possible at all times to see the net income position for each enterprise Farmtool has a very comprehensive Capital Cost section Not only does it track opening balances additions disposals current year claims and closing balances in each class but it also tracks current CCA claims and closing UCC balances for each asset This is a particularly useful capability as it provides the user another tax planning option Farmtool may be integrated with Farmtool Companion for the purposes of keeping inventory All that needs to be done is to set the Inventoried flag for the inventoried categories and match the categories with inventoried items in Farmtool Companion Password protection is available by taking Application Utilities then Change Password The first time a password is entered it must be verified before
18. by the selected enterprise It also shows for each class the starting UCC balance additions and disposals in the current year the half year adjustment the current year claim and the UCC balance at the end of the current year Report option are discussed above The Detailed Transaction report Choose the Fiscal Year s Enterprise s The Income and Expense category list for all enterprises chosen is shown in the window below the enterprise window For this report you may choose one category by clicking on it or you may choose any number of consecutive categories by holding down the shift key and dragging the highlight across the list You may also choose a block of categories by clicking on the first one to highlight it then holding down the lt Shift gt key and choosing the second category all categories in between will also be selected You may select only certain categories by holding the lt Ctrl gt key and clicking on the ones you want Make your choice You may choose between Business Portion values or the Actual Amounts Entered into the data file Make your choice by clicking on the one you want And finally you may choose the period of the report Click in the date fields and make the changes to show the period for which you wish to write the report The period defaults to the fiscal year Click one of the checkboxes below the dates to quickly choose a particular quarter If you wish to include the Entry No on the report click the Incl
19. ch Truck Grease Oil 05 15 1998 42214 SOUTHLAND EQUIPMENT TRACTOR OILUF 136 29 Mach Truck RepiLic lns 05 28 1998 42517 SOUTHLAND EQUIPMENT TRACTOR BELT 169 29 Mach Truck RepiLic lns 07 09 1998 284 SOUTHLAND EQUIPMENT TRACTOR OIL F 254 28 Mach Truck Grease Oil 09 15 1998 SOUTHLAND EQUIPMENT TRACTOR OIL F Clicking the down arrow next to a field on the left brings up the Boolean and other choices like equal to lt less than lt less than or equal to gt greater than or equal to lt gt not equal to between starts with contains the search string which is typed into the field on the right Any of the fields on the left may contain any of these choices The fields on the right contain whatever you are looking for it is sometimes better to put in only part of the string you are looking for You can fill as many fields on the right as you wish to narrow the search as far as is necessary This provides for an incredible variety of search 13 possibilities Click lt Search gt to proceed with the search Click lt Exit gt to exit the Search screen Click lt Print Results gt if you want to print a report of the transactions after you have completed your search Purging Transactions Now that you have entered some transactions there is another feature in Farmtool that might interest you As income and expense data is entered year after year it goes into a single data file called ft mdb It is possible to purge transactions to delete an e
20. e of the Enterprises screen the Master displays a list of enterprises that you have created and the Detail displays detailed information about the currently selected enterprise You can view different details in the Detail pane by clicking on the appropriate tab You can also change the size of the top and bottom panes by left clicking on the Divider and dragging it up or down E Farmtool Demo Companion Demo v3 25 File Application Reports Actions Window Help lt Menu ESE Se be BS E lt bolbar E Enterprises 2l ID Fiscal Year Year Start Name Address Cit Postal Code Province Rolled Forward E 1998 01 01 1998 1 Green Meadows Farm RR 2 Burstall SON OHO SK No 15 1998 01 01 1998 2 Participant RR 2 Burstall SC SONOHO 6SK_ ONO 16 01 01 1998 3 Business RR 2 Burstall______s SONOHO__SK_ No Tabs Divider SSS SS fails 6 Income A Expense Assets HE Classes Vendors Customers C Traneactions Name 1 GreenMeadows Farm _ Fiscal Year 1998 Start Date 01 01 1998 Y Enterprise ID 11 Address RR 2 Next Entry 326 City Burstall Province SK_ Postal Code SON OHO Type Farm Rolled Forward No Previous Last Delete Find Tile Detail Detail Detail Detail Cascade Windows Close Query Sort Master Print Record Record Record Record Windows Vertical Window yoy Vy J by u X W Sed gt m lelea Slol alo amp D New Delete Save First Next Insert Sort Filter T
21. e top of the report screen The list will go to the printer You will note that the report consists of an alphabetical list of Income categories followed by the Expense categories also in alphabetical order Click the Close toolbar icon on the right to close the report window Deleting Income and Expense categories You must be in the Enterprise screen Click on the enterprise that you wish to delete categories from in the Master pane and click on the Income or Expense tab on the Detail pane Examine the list and decide whether any of the categories should be deleted To delete a category click in the entry that you want to delete and click the Detail Delete trash can toolbar icon You will be asked to confirm your intention to delete it Click lt Yes gt to confirm Categories may not be deleted if they have data in them Adding Income and Expense categories You must be in the Enterprise screen Click on the enterprise that you wish to add categories to in the Master pane and click on the Income or Expense tab on the Detail pane Click the Insert Detail toolbar icon to insert a new entry into the tab Enter the account number and the category description The Balance and Quantity fields are provided for the rare occasion where someone has a category balance dollar value and quantity number of units already in place when starting the data file Enter the Business Portion percentage part used for tax purposes Click Zero Rated if th
22. ed in invoice costs Setting GST rates Importing Farmtool for Dos data Transferring ver 2 01 data Installation Hard drive installation License License agreement Farmtool toolbar Overview Program overview Password Password protection Changing password PST Computer calculation PST report Included in invoice cost Setting PST rates Reports Capital records summary Category list Class summary report Detailed transaction report GST report Income amp Expense summary PST report Report options Vendor customer list Writing reports Restore Restore data to a new hard drive Running the Farmtool program Search Searching transaction records Setup For a new year Hard drive installation Setting the current year Setting tax rates Setting CCA rates Transactions Deleting transaction records Entering transactions invoices Modifying transaction records Searching transaction records Splitting invoices Transactions screen The Help Menu Vendors customers Adding vendors customers Deleting vendors customers Modifying the vendor customer list Vendor customer screen Year End Enterprise year end 25
23. ew enterprise If you select lt Yes gt a new blank entry screen will be created on the Details tab Enter the name address enterprise type and start date which is the date your fiscal year starts When you choose the enterprise type you will be asked if you want to use the standard list of categories for the enterprise Select lt No gt if you wish to enter your own list of Income and Expense categories If you choose lt Yes gt and the enterprise type is Farm you will be asked if you want to use the standard categories for AgriStability participants See Appendix A at the back of the manual for category lists These are modified Canada Revenue Agency charts of accounts for income amp expenses together with the CRA account numbers which are modified in some cases for that enterprise type and it will automatically go into the file and save you a lot of work if you answer lt Yes gt Click lt Yes gt if you wish to use the list provided Click the Save toolbar icon to save the new enterprise Add as many new enterprises as you wish Printing a list of income amp expense categories Click Reports Category List Click on an enterprise to highlight its name If you wish to select more than one hold down the lt Ctrl gt key and click on the others Click the Open file folder on the left toolbar icon to execute the report A report of the income and expense categories for the selected enterprise s is written Click the printer icon at th
24. get around to it You may print reports any time after that to see the fruits of your labor This may look like a lot of preparation but many of these steps take only a few moments to do Starred steps are done automatically for you if you import an existing Farmtool file These steps are also done automatically when you set up each enterprise for a new year Hard Drive Installation When you click on the link to download the Farmtool and Companion Demo you should be presented with the following prompt Do you want to run or save setup exe from wil tech software com Choose run so that the installation begins immediately after it is downloaded You may be presented with a warning like setup exe is not commonly downloaded and could harm your computer and be given three options Delete Actions and View Downloads Choose Actions which will pop up another window with more options Don t run this program Delete Program and Run Anyway Choose Run Anyway to proceed The computer will prompt you again with Do you want to allow the following program from an unknown publisher to make changes to this computer Answer Yes to the prompt At this point if your antivirus software doesn t try to stop the installation program from running the actual Farmtool installation should start Simply accept all the defaults and enter the serial number you were provided when prompted during the installation When the in
25. he change The Transactions screen This screen is the point from which you do everything related to enterprise transactions It is here that invoices are entered and transaction data is modified deleted or searches done Each of these activities will be described in some detail below Entering Invoices While in the Transactions for Enterprise x screen click on the Transactions tab to select it and display the transactions for the enterprise Click the Insert Detail icon to insert a new transaction A screen like the one shown below pops up for data entry The entry number 326 invoice entered is shown in case you wish to place it on the invoice for future reference Enter Transaction Category A Sale of Durum Z Transaction Date 09 21 1998 Entry No 326 Sold To Purchased From PIONEER GRAIN Retain Sold To Description Sale of Durum aty 1 233 000 Location Bin 1 Sec 17 GST 7 00 PST 9 00 Cost 3 267 45 A GST Only GST 0 00 B PST Only 0 00 PsT 0 00 C Both Cheque No 235 Invoice No 3652 This number is also shown on the transactions tab Move your mouse over top of the Category entry field and notice that the mouse cursor changes into an up arrow When the cursor changes like this on any entry field it indicates that double clicking on the entry field with bring up a lookup screen to search for the value you want to enter Double click in the Category entry field A screen overla
26. ice amount Enter a b in the GST or PST entry field if PST only is included in the invoice amount Enter a c in the GST or PST field if both taxes are included in the invoice amount The numbers are automatically calculated and inserted into the GST and PST entry fields If the calculated tax amounts are incorrect type the correct amounts in the field s On this transaction there is neither GST nor PST so press the lt Tab gt key to go on without entering an amount for either Put in the Cheque Number Invoice Number and Comments Click lt Save gt to save the record and go on to the next Splitting Invoices Often an invoice has a number of items on it that belong in different categories The Split Invoice mode is designed to take care of such a situation and it works like this Enter the transaction Date Customer Vendor Invoice Total Cost Cheque number and Invoice Number Click lt Split gt A screen overlay appears for input of the Category Cost excluding taxes as shown on the invoice GST amp PST of the first item Click lt Save gt On the right of the screen overlay are shown the Transaction Cost invoice 12 total Cost entered less taxes GST entered PST entered Total entered and the Difference which is the amount yet to be accounted for When entering subsequent items on the invoice it is not necessary to enter the date customer vendor cheque and invoice numbers When in the Split Invoice mode
27. ides Description Code Slaughter Cattle Cattle raised from birth 702 Cows amp Bulls 706 Grain fed Veal 704 Purebred Cattle 700 Feeder Cattle Cattle raised from birth 710 Purchased cattle 708 Calves Calf sales excluding purebreds 712 Bull semen cattle embryos 712 Non purebred breeding stock sold for breeding purposes 712 Purebreds Purebred cattle Max 1000 head 714 Purebred cattle Sales in excess of 1000 head 716 If you have any of the above put in Income categories with the appropriate codes from this list Standard Farm Category List For Agri Stability Participants Page 1 See the note above Re Cattle Category Number Description Business Portion Income 002 Cdn Wheat Board Payments z 100 00 9601 Contract Work 100 00 401 1 Crop Insurance Proceeds 100 00 9574 1 GST Rebates 100 00 9574 2 GST Rec d Cap Disposals 100 00 401 2 Hail Insurance Proceeds 100 00 9607 Interest 100 00 9613 Leases gas oil well 100 00 9614 Machine Rental 100 00 9600 Other Farm Income 100 00 9540 Other Program Pmts 100 00 9605 Patronage Dividends 100 00 018 Sale of Barley feed z 100 00 003 Sale of Barley seed z 100 00 008 Sale of Canary Seed z 100 00 010 Sale of Canola z 100 00 021 9611 Expense 9792 9935 9795 Sale of Chic Peas z Sale of Durum seed z Sale of Field Peas seed z Sale of Field Peas z Sale of Flaxseed z Sale of Forage feed z Sale of Forage seed
28. ile Layer Master Master Detail Detail Detail Detail Detail Windows Windows Record Record Record Horizontal The functionality of the toolbar icons is described below New Master Creates a new master record On the Enterprises screen this will create a new enterprise Query Clears the Master pane and allows you to query for a particular value By default all enterprises in the current year are retrieved when the Enterprises window is displayed If you wanted to retrieve all enterprises in Fiscal Year 2000 instead you would click the Query icon enter 2000 in the Fiscal Year column and press the Retrieve toolbar icon not shown above it displays when the icon is clicked It is on the extreme left of the toolbar icons shown below it looks like an open file folder Farmtool Licensed Companion Demo v3 25 Application Reports Actions Window Help Gisa gt j algleart Bloojslo amp Delete Master Deletes the currently selected master record On the Enterprises screen this will delete the currently selected enterprise Be careful you hardly ever want to do this Sort Master Sorts the information in the Master pane sorts the list of enterprises Save Saves any changes you have made to the information on the screen Print Prints information in the Master pane or the currently selected tab in the Detail pane or both First Previous Next Last Detail Record Will scroll through entries on the currently selec
29. irst previous next last buttons will move you forward and backward between pages of the report The arrow buttons and scroll bar can also be used to move up and down within the report You can close the report by clicking on the Close icon The Capital Records Summary report To print this report you simply need to choose the Fiscal Year s and Enterprise s Click the Open icon to begin The report is written to the screen It lists by class and in order by purchase date all of the assets of the enterprise It shows the date acquired the business portion cost the date of disposal if sold or traded and the proceeds of disposal the CCA claimed to date and the starting UCC balance in the current year the current year claim and the closing UCC balance at the end of the current year Report options are discussed above Capital Records Summary Current Year This report is just like the one above except that current year Capital additions and disposals only are shown on the report The Category List Choose the Fiscal Year s and Enterprise s Click the Open icon to begin The list may occupy more than one page This report lists in alphabetical order the income and expense categories of the selected enterprise It also shows the business portion percentage for each Report options are discussed above The Class Summary report Choose the Fiscal Year s and Enterprise s Click the Open icon to begin This report lists all CCA Classes in use
30. is assumed in this section that the hard drive is Drive C If that is not the case make the necessary substitutions in these instructions It is assumed your CD ROM is Drive D Farmtool and Farmtool Companion are included in the same program and will be installed as a demo on the hard drive A validation key can be entered at any time to make either product a licensed version Type the name of a program folder or document and Windows will open it for you Oen fae titi Cancel Browse Place the program CD in the CD Rom In Windows click lt Start gt choose lt Run gt In the Run screen type D setup and click lt OK gt Follow the screen prompts for disk placement A message notifies you of the successful completion of the program installation Copyright 1997 2012 Wil Tech Software Ltd 24 Index Assets Adding assets Disposal registration of Printing a list Backup Data backup notes Farmtool data Files In Windows any version Categories Adding expense categories Changing category numbers Deleting income categories Printing a list of assets Zero rated Classes Changing starting balances Classes screen Modifying the Classes screen Printing a class summary Dates Entering dates see notes Enterprise Classes for enterprise x Enterprise Screen Enterprise year end New enterprise entering Getting started Steps setup Farmtool GST Computer calculation GST report GST summary details Includ
31. is is considered a zero rated category for GST purposes See Integrating Farmtool and Farmtool Companion on the next page Details Income MExpense g Assets EEE Classes Z Vendors Customers C Transactions Income Categories for 1 Green Meadows Farm 1998 New Category Business Zero Category Desc Portion Qty Rated inventoried Balance inventoried Item i ale of Wheat Z 100 214 57 T v 35 948 33 Wheat 100 Om 0 00 fio GST Rebates 100 20 E 202 77 Modifying Income and Expense Categories While in the Enterprises screen click on the enterprise in the Master pane that contains the category you wish to modify Click on the Income or Expense tab to display the categories Make whatever changes you wish on the tab If the category has not been used any of the fields can be changed otherwise any field other than the Category can be changed Click the Save toolbar icon to save the changes Integrating Farmtool amp Farmtool Companion The Inventoried flag is provided to integrate the two programs To do so click the checkbox next to the word Inventoried A Check mark appears in the checkbox and the field immediately to the right opens for selection of the item in Farmtool Companion to which this category is linked for inventory purposes In this case you would want to have Laura HRSW with its current inventory entered as an inventory item in Farmtool Companion Set the flag if you wish to
32. ist Choose the Fiscal Year s Enterprise s Take the Open icon to begin This report as the name implies lists all customers and vendors in alphabetical order 16 Setup for a New Year x Selected enterprises will be rolled forward from 1998 to 1999 1 Green Meadows Farm 2 AgriStability Participant 3 Business Categories Assets Use Same Categories Keep Disposed Assets C Use Standard Categories Purge Disposed Assets x Take Application then Utilities Click Enterprise Year End The Year End screen above shows all active enterprises in the current year To roll over an enterprise to the next year select it and take lt OK gt You are given a choice as to whether you want to use the same categories as the prior year and also if assets disposed of are kept in the Assets database Make your selection then take lt OK gt The roll over process takes only a few seconds Take lt Exit gt to leave the Year End screen If you were to take lt OK gt again you would get a message saying that the enterprise has already been rolled forward and asking if you want to roll it forward again Take Application then Configuration Change the current year Exit the Enterprises screen then go back in All enterprises rolled over to or entered into the new year will show in the Enterprises screen You are ready now to get on with the business of the new year Going into enterprise accounts for a
33. l bins Modifying Transaction records Double click on the line you wish to change A screen like the one above pops up Make any changes you wish and click lt Save gt to save or lt Exit gt to leave the screen without saving the changes If you take lt Exit gt a screen overlay says You have not saved your changes to the current transaction Do you want to exit without saving your changes lt No gt will take you back to the Transaction entry screen lt Yes gt will exit without saving the changes Deleting Transaction records Click on the entry you wish to delete Click the Delete Detail icon A screen overlay will ask Are you sure you want to delete the selected Transaction Answer lt Yes gt to do so and lt No gt to exit without deleting it Searching Transaction records To find a particular group of records click lt Search gt A screen similar to the one shown below appears This screen shows the result of setting the Demo search criteria to a Transaction date between 1998 03 22 and 1998 09 30 a Vendor with a name that starts with SOUTH and a description that contains TRAC Jum E eS Transaction Date between 03 22 1998 and 09 30 1998 Vendor starts with SOUTH Description contains TRAC Cheque No Invoice No Print Results No Category Date Cheque No Invoice No Sold To Purchased From Description 109 29 Mach Truck RepiLic Ins 04 29 1998 41672 SOUTHLAND EQUIPMENT TRACTOR FUEL 110 28 Ma
34. make the link to Farmtool Companion Press the Save toolbar icon You have just added a new category which will take its place with the others on the alphabetical list At some time or other you should go through the list of income categories and flag as inventoried all categories that you wish to link to Farmtool Companion for inventory purposes Please note that before a link can be made to an item the item must be entered with its current inventory in Farmtool Companion When adding new categories you may wish to use the system of account numbers that was used to put in the standard category list for AgriStability participants that goes into the file when a new enterprise is added and the type is specified For instance account number 401 is used by Canada Revenue Agency for AgriStability participants for the total Crop Hail Insurance proceeds The standard list uses 401 1 for Crop Insurance proceeds and 401 2 for Hail Insurance proceeds Number 056 is used for Sale of Wheat so 056 1 is used for Sale of HRS Wheat and 056 2 for Sale of Durum Wheat Number 9897 is used for Other Expenses so we used 9897 1 for Home Exp Heat 9897 2 for Home Exp Electricity and so on 9999 was unused so we used it for Charitable Donations In other words whenever an account number is used for a certain type of income or expense and there are several particular categories of that type that you wish to keep track of use the account number followed by a decimal 1
35. nes you want Make your choice Specify the period of the report which defaults to the fiscal year A particular quarter can be selected by clicking one of the checkboxes below the dates Click the Open icon to start This report lists income then expense categories in which transactions have occurred in alphabetical order It shows the category number the category description business portion percentage the total paid or received and the business portion values in each category The depreciation for the year in all classes is shown then the Net Income The PST report Choose the Fiscal Year s Enterprise s Choose between Business Portion Values and Actual Amounts Entered into the data file Specify the period of the report A quarter can be selected using the checkboxes below the dates This report is somewhat like the GST report in that it goes through all transactions for the period of the report and chooses the ones that have PST paid or received It lists the income transactions then the expense transactions ordered by date The total tax received and the tax included sales are given the total tax paid and the tax paid payments are given To get a Total sales Taxable and Non Taxable figure for a PST return select the sales categories using lt Ctrl gt lt Mouse Click gt and print an Income amp Expense Summary or a Detailed Transactions Report for the period See report options on page 11 The Vendor Customer L
36. nother year To go into any year other than the one you are in click the Querymode toolbar icon in the Enterprises screen enter the fiscal year you wish to view enterprises in and click the Open toolbar icon to retrieve them you will now be viewing enterprises in the year selected This is a temporary change only the screen will default back to the current fiscal year the next time it is opened 17 Appendix A June 7 1998 Standard Farm Category List Page 1 For non Agri Stability Participants Category Number Description Business Portion Income 9542 Crop Insurance proceeds 100 00 9601 Custom work Machine rent 100 00 9541 Dairy Subsidies 100 00 9604 Insurance proceeds 100 00 9600 Other Income 100 00 9605 Patronage Dividends 100 00 9570 Rebates 100 00 9425 Sale Greenhouse Nursery z 100 00 9370 3 Sale of Barley z 100 00 9370 6 Sale of Canola z 100 00 9471 Sale of Cattle z 100 00 9370 5 Sale of Corn z 100 00 9477 Sale of Eggs z 100 00 9370 7 Sale of Flaxseed z 100 00 9426 Sale of Forage Crops z 100 00 9421 Sale of Fruits z 100 00 9476 Sale of Milk Cream z 100 00 9370 4 Sale of Mixed Grains z 100 00 9370 2 Sale of Oats z 100 00 9422 Sale of Potatoes z 100 00 9473 Sale of Poultry z 100 00 9474 Sale of Sheep Lambs z 100 00 9472 Sale of Swine z 100 00 9324 Sale of Tobacco z 100 00 9423 Sale of Vegetables z 100 00 9370 1 Sale of Wheat z 100 00 Expense 9935 Allow Elig Cap Prop 100 00 9
37. ntire block of data from the Farmtool database Take Application then Utilities Take Purge Transactions If you were to put in a date and take lt OK gt all transactions prior to that date would be taken out of the database At this point you must put in a date Enter a date like 01 01 1980 Take lt Exit gt to exit the screen If you were to do this since it is a very drastic move you would want to back up your data prior to proceeding with the purge When you ve done it there is no way to get back the data you have deleted Writing Reports B Farmtool Demo Companion Demo v3 00 a File Application Reports Actions Window Help Sie a Capital Records Summary Current Year joalo amp Category List Class Summary 15 19985 Detailed Transaction Report 6 EE ast Report Income and Expense Summary etails lendors Custom Transactions Details ai PST Report es M Transactions Vendor Customer List Search Entry Farmtool Companion No Category Cheque No Invoice No Sold To Purchased From Description Click on the report you wish to write E Farmtool Demo Companion Demo v3 25 File Application Reports Actions Window Help elul Sma gt mele BoE k E Detailed Transaction Report O zoom 100 Zj Enterprises BSCE vs Farm 1998 Include 2 AgriStability Participant 1998 Business Portion Values 3 Business 1998 Actual Amounts Ente
38. o checkbox to the right of the entry field so it doesn t get cleared after each transaction Enter the item description you may wish to include the implement or vehicle the item was used on if it is an expense item It would then be possible later to search for all records relating to a particular vehicle or piece of equipment Enter the number of units if you wish This field is provided in case you wish to keep track of the number of bushels or tonnes of grain sold or the number of litres or gallons of fuel purchased Use of this field is optional but if you use it put in a number only not a unit like tonnes or litres If this is an inventoried category the Location field opens for entry of the location In this case only the locations taken from Farmtool Companion with Durum in them are available for selection Select the location The inventory On Hand at that location will be adjusted by an amount equal to the Qty entered Press lt Tab gt Enter the invoice total including taxes then press lt Tab gt The computer does the tax calculations Shown in the screen above is an invoice total of 3267 45 If there was GST only at 7 included in that amount it would be 213 76 and if there was PST only at 9 included in that amount it would be 269 79 If both taxes at these rates were included in that amount they would be 197 17 and 253 51 Enter an a in the GST or PST entry field if GST only is included in the invo
39. ool 1 20 or later may use the special Import Previous Version utility to transfer their existing data into Farmtool 3 without loss of data New versions of the Farmtool software are released periodically to fix problems and make enhancements to the program s functionality When you encounter a problem there s a good chance that the problem you re experiencing has been fixed and you just need to update to the latest release To check if a newer version of Farmtool is available choose Help Check for Updates from the menu and follow the prompts If you are already running the latest version a message will be displayed and the update will stop If a newer version is available you will be notified and then the update will begin Farmtool will handle data for any number of enterprises The number of income and expense categories used and the list of people you normally do business with is also unlimited When a new enterprise is entered into the system and tagged as a farm professional or business enterprise a modified Revenue Canada chart of income amp expense accounts along with their account numbers may be installed in the system This list can be edited as you wish categories can be changed deleted or new ones added as the need arises to suit your particular needs You are never stuck with the original list as any number of categories can be added at any time and existing ones deleted as long as they have not been used Setup for a new ye
40. ou find it necessary to replace your hard drive for any reason install Farmtool on the new hard drive and restore a backup of your data by choosing Application Utilities Data Restore from the menu and following the prompts See Page 21 for further details The Configuration screen provides for a limit to the number of files that are retained in the backup folder If you choose Months all backup files created within that many months will be retained If you choose Files that many files will be retained Shown below is a copy of the Farmtool Configuration screen Farmtool Demo Companion Demo v3 24 File Application Reports Actions Window Help a eer Slory El Blo slo amp J Farmtool Configuration EEE General E Tax Rates SY CCA Class Rates Version 3 24 Current Year 2015 BackupFolder F Backup i _sts lt i lt i i is S BQ Backup Retention Files Amaximum of 30 backup files will be retained Last Backup 08 15 2015 11 18 41 Compact View Transactions and Assets tabs on Enterprise screen The Farmtool toolbar Most windows in Farmtool will display a toolbar along the top The toolbar allows you to maintain and manipulate the information on the screen by clicking on the icons Some windows such as the Enterprises screen have a top and bottom pane with a Divider between them The top pane is called the Master and the bottom pane is called the Detail In the cas
41. quirements Pentium 4 or higher computer 512MB RAM 30MB disk space free Windows XP Professional with SP3 Windows Vista 32 or 64 bit with SP2 Windows 7 32 or 64 bit with SP1 Windows 8 or 10 Table of Contents SSSA UR Gos 43 Program License Agreement System Requirements Program Overview Password Protection Backing up Restoring your data The Farmtool toolbar Getting Started Hard Drive installation Software Validation Running Farmtool Transferring an existing Farmtool Ver 1 20 or later Farmtool data file Continuing the current year setup of Farmtool for Windows Setting the current year Setting GST amp PST rates Setting CCA Class Rates Entering a new enterprise into Farmtool Printing a list of income amp expense categories Deleting income amp expense categories Adding income amp expense categories Integrating Farmtool and Farmtool Companion Deleting expense categories Adding expense categories Changing Category numbers Adding capital assets The Classes for Enterprise x Screen Modifying the classes for Enterprise x screen Changing starting balances The Vendors Customers screen Adding Vendors Customers Modifying the Vendor Customer list Deleting Vendors and Customers from the list The Transactions Screen Entering invoices Splitting Invoices Splitting Inventory Transactions Modifying transaction records Deleting transaction records Searching transaction reco
42. rds Purging transactions Farmtool reports Farmtool report options Report details Setup for next year Going into enterprise accounts for another year Appendix A Farmtool modified Revenue Canada Income amp Expense Category List for Farm enterprises non Agri Stability participants Farmtool modified Revenue Canada Income amp Expense Category List for Farm enterprises Agri Stability participants Farmtool modified Revenue Canada Income amp Expense Category List for Professional enterprises Farmtool modified Revenue Canada Income amp Expense Category List for Business enterprises 45 Copying files for BACKUP purposes 46 47 48 49 Restoring Farmtool data What about the year 2000 and beyond Notes Integration with Farmtool Companion deferred payment Loads taken from several bins Alphabetical Index Page 1 Page 3 Page 3 Page 4 Page 5 Page 5 Page 6 Page 6 Page 6 Page 6 Page 6 Page 6 Page 7 Page 7 Page 7 Page 7 Page 8 Page 7 Page 7 Page 8 Page 8 Page 9 Page 9 Page 10 Page 10 Page 10 Page 10 Page 10 Page 10 Page 11 Page 12 Page 12 Page 12 Page 12 Page 13 Page 13 Page 14 15 Page 16 Page 16 Page 17 Page 18 19 Page 20 Page 21 Page 22 Page 22 23 Page 23 Page 24 Page 25 Program Overview Farmtool is a fast powerful easy to use single entry accounting system especially suited to farm professional and business applications Those presently using Farmt
43. red Period From 0 If you have multiple fiscal years in your database they will all be displayed in the Fiscal Years list and the current year will be highlighted All of the enterprises defined in the selected year s will be displayed in the Enterprises list Choose the enterprise for which you wish to write the report Note that multiple enterprises may be chosen by holding down the lt Ctrl gt key and clicking the ones you want All categories are selected by default but you may also select one or many using the same lt Ctrl gt click method The Period defaults to the entire fiscal year and you can easily select a specific quarter by clicking one of the checkboxes below the dates After the criteria has been entered clicking the Open toolbar icon will execute the report The Zoom setting in the upper right of the screen can be used to change the size of the previewed report Report Options Upon completion of a report a number of options are presented on the toolbar The report can be sent to the printer by clicking the printer icon It can be sent to a file for subsequent import into a spreadsheet or a word processor by choosing File and Save As from the menu The sort order of the report can be changed by clicking on the Sort icon The report data can be filtered by clicking on the Filter icon Clicking the Email icon will automatically save the report data to a spreadsheet and attach it to an email message 14 Clicking the VCR f
44. stallation is complete you will have a Farmtool shortcut on your Start menu Software Validation Farmtool installs as a Demo on the hard drive It may be run as a demo for as long as you wish provided you do not exceed the maximum of 50 new entries allowed in demo mode but before entering data that you wish to keep it must be validated The validation process wipes out all Farmtool demo data in preparation for use as a licensed version To validate the software take Application Utilities Validate Software from the menu This screen shows the serial number and provides a place for the Validation Key which is provided with the User s Guide Type it into the field provided A prompt will notify you that the validation was successful Running Farmtool Take lt Start gt Programs Farmtool to start the program The title of introductory screen displays the version Demo or Licensed or each product and the release number If the software has not been validated the program title will be Farmtool Demo Companion Demo x xx Options at the top of the screen are File Application Reports Window and Help Take Application then Enterprise Select the enterprise in which you wish to work This screen see Page 6 is the starting point for practically all activity in Farmtool Notes To make a selection in the program point and left click the mouse When an option is highlighted pressing lt Enter gt or clicking the left mo
45. ted tab in the Detail pane Insert Detail Record Creates a new entry in the currently selected tab in the Detail pane Delete Detail Record Deletes the current entry in the currently selected tab in the Detail pane Sort Detail Sorts the entries in the currently selected tab in the Detail pane Find Detail Record Allows you to select a column and enter a value for that column to search for a particular record in the currently selected tab in the Detail pane For example if you wanted to find a particular Entry No on the Transactions tab you could click the Find icon choose Entry_no in the dropdown list of columns enter the Entry No you wish to find in the blank entry field and click the Find Next button If the entry is found it will make the entry the current record Filter Detail Allows you to enter an expression to limit the entries that are displayed on the currently selected tab in the Detail pane For example if you wanted to display transactions for category 41 you could click the Filter Detail icon enter incexp 41 in the entry field and click Ok The screen will change to only display transactions for category 41 The filter will remain in effect until you remove it by clicking the icon again and deleting the expression or closing the screen Getting Started Using Farmtool requires several essential steps 1 The program must be installed on the Hard Drive 2 The Current year must be entered in the Gener
46. the event of a Hard Drive crash Install Farmtool on your new Drive C Choose Application Utilities Data Restore from the menu Click the Restore button to display a window explorer window where you can navigate to the backup file you wish to restore Backup files have names with format ft yyyy mm dd hh mm ss mdb where yyyy mm dd hh mm ss is the date and time the backup was created When you see the file you want to restore click on it to highlight it and click the Open button at the bottom to restore it which will only take a few seconds Now when you run the program you should see your restored Farmtool data there Notes Special situations split invoices Integration of Farmtool Companion and Farmtool for Windows would be very simple if it were not for the fact that payment for grain delivered is often deferred Also the total income from the sale of grain appearing on a grain cheque is seldom taken from a single grain bin These situations are dealt with below Deferred Payment Grain is delivered on December 12 98 but payment is deferred to January 02 99 1 Enter the sale of grain on the date delivered in Farmtool for Windows E Putin the number of bushels delivered for inventory purposes Putin zero 0 for Cost income E Asacomment put Deferred to Jan 99 2 Enter the income from the sale of grain on January 02 99 in Farmtool for Windows E Putin zero 0 for the number of bushels to avoid an inventory adjustment
47. ude Entry No checkbox so it is checked Click the Open icon to begin The report lists enterprise transactions by category Transactions within each category are ordered by date It gives the date customer description quantity GST PST and cost of each transaction As well the totals for each category are given and the total income and expense This is usually a multiple page report so you will have to page forward to see all transactions Further report options are discussed above The GST report Choose the Fiscal Year s Enterprise s Choose between Business Portion Values and Actual Amounts Entered into the file For GST rebate purposes you are allowed to claim a rebate on the business portion of GST paid only Enter the period of the report As you will note the period defaults to the fiscal year A particular quarter can quickly be selected by clicking one of the checkboxes below the dates Click the Open icon to commence writing the report Farmtool goes through all transactions for the period specified and picks out those transaction records that have GST paid received plus the ones in the categories that are flagged as Zero Rated The report shows all income transactions then all expense transactions ordered by date A report summary at the end provides the numbers required for GST reporting GST report summary details Line Details 1 Sales for which GST is charged 2 Sale of Capital Assets for which GST charged 3 Line 1 Line
48. use button on it will select the option While in a pull down menu individual selections can be made by moving the highlight with the cursor up down keys then pressing lt Enter gt or left clicking the mouse when the option is highlighted In situations where multiple choices can be selected such as selecting categories for reporting etc hold down the lt Ctrl gt key and click on each desired selections To select a block of entries click on the top entry scroll down to the bottom entry and click on it while holding down the lt Shift gt key this will select all entries in between The lt Tab gt key is used to skip between entry fields on the screen When entering data press the lt Tab gt key to go on to the next field All dates are entered in mm dd yyyy format It is only necessary to enter the month and day Farmtool will put in the year and slashes for dates entered Invoice costs entered into Farmtool must include GST and PST The exception is entry of item cost in the split invoice mode where item cost less taxes is entered Transferring an existing Farmtool Ver 1 20 or later data file If you do not have a previous version of Farmtool go to Continuing the current year setup below If you already have Farmtool file in progress for the current year then most of the preparation is already done Proceed as follows 1 Install the program on the hard drive see Hard Drive installation page 5 2 Validate the software 3
49. y shows an alphabetical list of Expense categories followed by the Income categories 11 x 50 Records Found _OK Query Cancel Sort Filter Print _ Print Setup _ Export Expenselhd 36 ACCT LEGALIOFFISUBSCR 100 1 0 Click the correct one or use the cursor down key to highlight the one you want and press lt Enter gt or click the Ok button to make the selection The Query Sort Filter and Print buttons work identically to the equivalent toolbar icons Print Setup allows you to select a different printer and Export allows you to save the list to a file Press the lt Tab gt key to go on The date shows as 01 01 1998 highlighting the 01 01 Type in the month and day as 0921 Press lt Tab gt Farmtool puts in the slash Type in one or more letters of the Vendor or Customer name Press the cursor down key The computer enters the closest match to alpha characters typed into the field Use the cursor up down keys to highlight the correct one or show the entire list by clicking the down arrow at the end of the field The correct name can be selected with the mouse or cursor up down key If the name displayed is incorrect type in the correct one Press lt Tab gt On a screen overlay you see Your entry is not in your Customer Vendor list do you want to add it If you answer lt Yes gt it will be added to the list If you want to enter successive transactions for the same Customer Vendor click the Retain Sold T
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