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Farm Works Accounting Software User Guide

1. Bank Charges Chemicals Expense Cows Expense Custom Hire Expense Depreciation Expense Discounts Lost Drying Expenses Federal Unemployment Expense S010 2010 2010 20710 2010 2010 nag Orr Corm Soybean Com Com Soybean Com Home 1 Home 2 Home 6 Smith 1 Home 3 Smith 3 Smith 4 AE EE Ww E Add Acct Farm Works Farm Works Farm Works Trimble Farms Farm Works Trimble Farms Trimble Farms alt Fanms Farm Works Sof Trimble Farms Trimble Farms ia Show Me DK X Cancel 2 Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 201 5 Payments and Purchases If you choose more than one field the Multiple Allocation dialog appears showing how the costs will be split according to the units in this case acreage Multiple Allocation a ee ae Ly 1 ag UU be 120 00 170 23 150 00 272 701 13 00 200 51 65 00 eae 11 a00 1 63 37 29 0 arla Total Amount 955 00 649 00 955 00 al SpitCvenb E Calc Spl X Cancel Help 6 You can change the amounts as required or click Split Evenly to allocate the same amount to each field regardless of its size To revert to the allocation based on acreage click Calc Split 7 Click OK 8 Inthe Payments and Purchases dialog click the appropriate icon in the How You Paid area to select a m
2. Add to Batch to print the checks later Print Now to print the check immediately 2 Make sure that you have the correct paper in your printer and that the printer is on 3 Click OK to close the dialog 4 Inthe message that appears do one of the following Click Yes if the check printed correctly Click No if it did not Print Check Did the check pnt proper Do not show this waming again FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 221 5 Payments and Purchases a If you clicked No the Print Check dialog reappears click Setup Check b Inthe Check Setup dialog use the Horizontal and Vertical arrows to adjust the spacing of the checks the adjustment values are in inches so 0 25 is an adjustment of Lheck Printer and Adjustment in inches ar Dietault gt Hongortal 0 00 Verboal 0 00 Capos Ticket Pinter and Auser an echas Deteuit Hovirontal l U0 Vertical 0 00 c Click OK d Repeat this procedure until you are satisfied the checks are printing correctly and then click Yes The software saves the check printing adjustment settings and prints future checks in this way until you change the printing settings FAQ Is there any way can get another copy of a check Answer Yes To reprint any check from the Account Register dialog right click the transaction and then select Print Check To configure the printing adjustment in the Account Register d
3. Location Home 1 Quantity on Hand 0000 000 bushels Quantity Sold 15000 bushels Unit Price 3 56 Total Sale 143 400 00 X Cancel Help 5 Once you select a commodity the software shows all Locations either fields or structures for example a bin that have unsold quantities of that commodity select the required location If the harvested crop is stored at a co op or at a structure outside your farm you can select Off Farm Harvested Crop Sale Crop 2010 Corn Location ot Farm hi Quantity on Hand 000 000 bushels Quantity Sold 1500 bushels Unit Price 3 56 Total Sale 6 Enter the crop location quantity sold unit price total price FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 243 6 Income Sales and Deposits Note All sales are allocated directly to the crop s marketing enterprise this has no effect on the harvested quantity on the Field Enterprise If you need to enter Storage Revenue you must allocate this directly to the marketing enterprise 7 Click OK To select from another field click Add Row 8 Repeat Step 4 through Step 7 as required to record additional crop sales for each commodity sold at each location If required you can also record other sales made as part of these transactions The Items Sold area now shows all items sold as well as the net amount you received hems Sold AR Sunhloawer ror Biri Total Sales 14 000 00 9 Toreco
4. Mew gt Descnphon Purchasing sheep OK X Cancel Halp FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 211 5 Payments and Purchases To use a previously saved template 1 Inthe Payments and Purchases dialog click the Load Template icon Payments and Purchases Wonder low Bloggs heme Purchased 2 Select a template from the list and then click OK You can now make any changes required by selecting the item or the payment option and making the required changes in the dialogs that appears 3 Click Record and then click Done FAQ Can change the name of a template Answer Yes To do this you must first load a saved template see above In the Load Template dialog select a template and then click OK In the Payments and Purchases dialog select the Add to List of Templates check box When you click Record the Save Template dialog appears with the template selected in the Templates list You can now enter a new name for the template in Description and then click OK The new name now appears in the Load Template area the next time you load the template FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 212 5 Payments and Purchases Working with attachments The software includes an option to attach invoices receipts other documents and data files to accounting transactions The attachments can be added when you create an entry or after the entry has been recorded and you have receiv
5. Show All Types and Practices Harvest Irii Larini i Bu Farm Total bu a Field Properties ET Gees B into OY Londi ao Photo F54 Soe as County Dekat FSA Fam H 44705 Funk H aa Tract U L56071 Liri Late HEL Legal hecho H pn lorie H wit Flange H a Chbinphon z Great American Insurance will receive the enterprise boundary for the crop To verify the enterprise FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 105 boundary right click the Enterprise and then select Edit Boundaries tt e Filter Jobs by Selection Day ITI Inc Unassigned Client gt D amp Y Seed Company OY Seed Fa DY 1 H a 2010 Soybean H Da Sen Reports A Guidance Li Motes DY 2 Fl by 3 Retire Fal DY 4 Import Boundaries Fl by 6 Fl py 7 Fa DY 8 Import Prescription a Day III Inc Import Background Joh Smith AE a Add Layer j Export Boundaries Properties 3 Field Record Keeping FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 106 3 Field Record Keeping Field Required Description Planting Date Yes Date crop was planted Start Date This date comes from File Add Region any Planting or Seeding farming JobName DY Phanting Secding operations entered Region Name oo S into the program for the particular field and Field Name 5 enterprise Crop Enterprise 202 Cn Norec mR than one Pla
6. 11 General Ledger Include inactive accounts to include all inactive accounts Available only if you selected GL Detail Report 6 Inthe Check the accounts to print area select the accounts to include in the report Accounts are listed in the order they appear in the Chart of Accounts You can also Click Select All to print a report for all accounts listed in the chart of accounts Click Select None to clear the selections made Click Expand All to show the complete Chart of Accounts click Collapse All to collapse all folders 7 Click Print 8 In the preview screen click the Print icon amp to print the report 9 Click Done Printing Balance Sheets This report lists assets and liabilities and your farm s equity or net worth at a given date The accrual report includes Accounts Receivable Accounts Payable and Inventory for your supplies crops and livestock 1 To set the date for your report click the date on the right side of the menu bar Working Date System Date 17 22 2010 Working Date 7727 2010 3l x Cancel Enter or select the Working Date to use in your report and then click OK Select Accounting General Ledger lt Accrual Reports gt or lt Cash Reports gt Balance Sheet Click Print In the preview screen click the Print icon to print the report Sw S P P Once you finish printing the reports repeat Step 1 through Step 2 to change the Working Date back to t
7. 2 Enter a Date Range To assign a date for a pre selected period click Month to Date Quarter to Date or Year to Date 3 Click Print to show the preview click the Print icon amp in the preview screen to print the report Printing W 2 forms The software allows you to print W 2 forms for your employees W 2 forms are available from most office supply stores or you can order them from companies such as Deluxe forms Note Because tax forms change often make sure that you use the latest version of this software FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 327 9 Payroll 1 Select Accounting Payroll Payroll Reports Print Forms W 2 amp W 3 Print Forms W 2 amp W 3 Maar Printer Adjustment Calender ear feor Horizental nn E Werlical f on apace between form 1 anrd 7 Employees Wie s to be printed Faul Pieter Matthews Bill Remove Chutput fe Ye gt 2 per page on commercial forms Yd 4 per page C Wee 2 per page on IRS forms Electronic media oxpon Print We s Print Form Ww43 Done 7 Help 2 Enter a Calendar Year This is the tax year that the forms are being printed for 3 Select the first Employee and click Add 4 The employee s W 2 form appears on screen exactly as it will be printed Review the form carefully and make any required changes If you make changes to the address or social security number you are prompted to confirm the change click Yes If
8. Fi Invoice Clent Landiond Deecriptior Johnny Smith Sith A Y Parting 2012 i Invoice Mumbea Iniz Male E787 Ingse Due Date 77312201 Fi nwt Del ads L 512 How Pinter BILUUU Jac ov 5694 Seed 1 072 bag PLE 9585 Seed 10 If required select the Comment or Footer check box and enter a message or footer to appear on the invoice 11 Click OK Invoices appear in the Invoice tab 12 To print an invoice right click the invoice and then select Print From the print preview screen you can print or export the invoice You can also e Mark an invoice as paid Right click the invoice and then select Paid A cross appears in the Paid column If required you can reverse this Right click the invoice and then select Unpaid A cross disappears from the Paid column e Change the invoice Right click the invoice select Properties and then make the required changes e Delete an invoice Right click the invoice and then select Delete FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 93 3 Field Record Keeping Submitting crop insurance data Users of Farm Works Software solutions can now submit their crop insurance records electronically to the Great American Insurance Group This is done from the Farm Works Mapping software by directly transferring planting and harvest data Before you can do this you must assign the following in the software e A County and State to each field se
9. Hlend tor sheep Description Bie nd tor sheep Lurentrecpe makes ci bog OK X Cancel Help a Doone of the following To change an existing Blend select it from the drop down list To enter anew Blend select lt New gt and enter a Description for example Calf starter blend b Enter the quantity and then select the unit of measure from the drop down list to indicate how much the Current recipe makes for example 1 ton FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 371 12 Enterprises c Click OK 10 To feed a blend a Select the blends option that you want to use and then click Add to Schedule b Inthe Add Blend dialog enter Quantity and then click OK The recipe for the selected blend appears in the schedule you can change the items as required c Click OK 11 If you are also using the Stock module you are prompted to record this action Moving Livestock Use the transfer option to move animals from one group to another 1 Inthe nputs tab scroll to the Animals group click the icon to open the group right click the group for which to record the birth and then select Transfer Transfer From Cowl Date Category Resale Livestock 7726 2010 3 Transter Ta Oty Total lbs 14400 lt Now gt Aog W i Frico ik v 29 Descnpton i Calculate value per lh Tulal 2 600 10 Breeding Cows Late gory Resale Livestock 255 00 Breeding Livestock Accou
10. Ok J X Cancel Help In the Livestock Sale dialog select the Group from which you are selling the animals Enter the No Sold and the Av era g W eigh t of each animal Enter the Total Ibs the Price Ib and the Total Sale amounts If you want the software to show the price per pound click the Calculate price per Ib check box If required change the values in Avg Pur Cost Total Pur Cost the Avg Acc Depr and Total Acc Depr Click OK If required repeat Step 3 through Step 8 to document sales from other livestock groups included in the same sale transaction FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 250 6 Income Sales and Deposits 10 To record costs to be deducted from the sale for example for trucking in the Items Sold area click the Other Sales amp Expense Reductions icon J Other Sales amp Expense Reductions Amount 7 000 00 Account Federal Unemployment Expense Feed Expense Fertilizer amp Lime Expense Revenue Accounts FICA Medicare Expense C Other Accounts Fuel amp Oil Expense f Expense Accounts Hogs Expense Interest Expense a Add Acct Enterprize Allocation None Field Crops Mine Field Crops Landlord Crop Marketing Equipment R js P D p 4 Livestock People ad Structures DK N X Cancel Help 11 In the Other Sales amp Expense Reductions dialog enter a negative Amount 12 In the Account area select Expense Accou
11. Selling equipment The software keeps a list of equipment that includes the cost accumulated depreciation and book value of each item of equipment you own When you sell a tractor combine sprayer or other item of equipment the software records the transaction including the profit or loss for the sale 1 Click the Record Income or Sales icon on the Checking toolbar to open the Income Sales and Deposits dialog see page 233 2 Complete the Purchaser area as described in The Purchaser area page 234 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 255 3 6 Income Sales and Deposits In the Items Sold area click the Equipment icon t Equipment Sale Machine Tractor r Buu k Value 0 001 Sale Price 12 000 OF X Cancel 7 Halp Select the equipment in the Machine field The software shows the current book value for the equipment Enter the Sale Price and then click OK If you are selling more than one item of equipment repeat Step 3 through Step 5 The tems Sold area now shows all items of equipment sold ens Sok asn ash FS ea m hea Tractor 12 000 00 f Doth TAIRE 12 000 Ot Click the appropriate icon in the How You Deposited area to select a deposit method see page 235 The Income Sales and Deposit dialog shows the complete transaction Click Record to post the transaction and then click Done Entering Received on Account transactions You may
12. m Printing Crop Marketing Enterprise Statements CHAPTER The software can keep detailed enterprise profit and loss information on each field group of livestock and piece of equipment By entering information on each check written and deposit made and by recording your farming activities you can obtain an accurate analysis of any enterprise Note Previous chapters cover farming in more detail this section gives you a quick overview of farming along with explanations of areas that are different in this software FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 358 12 Enterprises Working with Enterprises In the Enterprises dialog select Accounting Enterprises you can change Enterprises or print Enterprise statements You can do the following e Create new crops use the Crop Setup dialog to create new crops Each crop consists of a year commodity account and harvested unit of measure The dialog also appears when you assign crops to fields while recording farming actions The selected commodity can be used to track varieties and small grains whereas you can use the account to group commodities e Allocate inputs the Allocate Inputs dialog allows you to Allocate supplies equipment people expenses or revenues to enterprises the most common use is to allocate expenses and revenues that were left unallocated when they were incurred When you select an expense or revenue account the unallocated amount f
13. rope Ente pise Profit Loos Salas Sulhotal Priaiaction Sol of Crop Subd Het Profil Al Coste 4 Click the Print icon to print the report 5 Select File Exit 12 Enterprises Telai Oe S200 02 124 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 377 CHAPTER Year End Activities In this chapter Setting up and using asset depreciation Printing Depreciation reports Completing year end operations Preparing taxes Depreciation is a way of spreading the cost of an item over its useful life the time that it will be used Your tax advisor or accountant can provide you with a depreciation schedule that lists the amount of depreciation for each of your assets You can enter or change depreciation figures at any time up until the year is closed It is strongly recommended that you leave your year open until the correct depreciation amounts have been entered Depreciation is an integral part of your enterprises and represents part of the cost for your equipment Because of this it is recommended that you enter your depreciation figures at the beginning of the year otherwise your equipment enterprises will not include any depreciation cost If you cannot obtain these figures in advance you can use the prior year s amounts or your best estimate Change these figures once the final figures are available FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 378 Setting up and using asset depreciation To enter d
14. 4 The Date Paid defaults to today s date but can be changed if required 5 Enter the First Check 6 Inthe Check Printing area select the appropriate check printing option Select Already Printed if checks are hand written Select Add to Batch to print the checks at a later time Select Print Now to print the checks immediately If required click Check Setup to check the printing setup See Printing checks reports and forms page 220 7 Click Record to record the checks on the general ledger update the employee s pay records and print the checks if you selected Print Now FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 319 9 Payroll Voiding paychecks Once you record the payroll you can still change the date and description on a check For anything else such as the amount you must void the check and then re enter the information 1 Doone of the following Select Accounting Payroll Transaction Maintenance On the Payroll toolbar click the Void Paycheck icon Transaction Maintenance Stan Dmte 7 1 2010 al 200052 7 21 2010 Bill Matthews Chk 1003 PR Matthews Bill End Date 7 21 2010 Si 00053 7721 2010 Peter Paul Chk 004 PR Faul Peter d F 21 2010 Joan Smith Chk 1005 FR Sith Joan Type Pay Checks T7 Update List Enter the Start Date and End Date for the check you want to void In Type select Pay Checks Click Update List to list all payroll checks for the date ra
15. 8 Click Record 9 Repeat Step 2 through Step 8 to add more supplies as required FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 149 4 Initial Setup 10 Once you add all the required supplies click Record and then click Done Setting up Prepaid accounts 1 On the nitial Setup toolbar click the Prepaid Accounts icon Initial Setup of Prepaid Accounts vendo Acoount Description Curent Val 0 00 Puche m0 NewValue 0 00 Fim A com ore 2 tab 2 Select a Vendor from the drop down list or select lt Add Edit gt to add a new vendor 3 Select an expense Account or select lt Add Edit gt to add a new expense account The Description should default automatically based on the Account and Vendor selected but may be changed if required 4 Enter the correct Purchase Am oun t This should be the amount available at the year start date Initial Setup of Prepaid Accounts Prepay New gt Vendor Local Co 0p 0 Account Chemes Epere i YS Description Prepaid ChemicateLocal Co p Cunert Vake sw PurchaseAmt w NewVaue 150000 Becad Done amp Dee Hep 5 Click Record 6 Repeat Step 2 through Step 5 to add more supplies as required FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 150 4 Initial Setup 7 Once you add all the required supplies click Record and then click Done Setting up Other Assets Using this software you can set up assets that
16. Dy Moiese 15 5 or EE Shink 0 per moishure reduced Ti 00 a oo 0 00 3 Field Record Keeping FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 76 3 Field Record Keeping 2 Select the Commodity or select lt Add Edit gt to add a new commodity if this is not listed If the field has a commodity assigned to it the program will default that commodity in the Commodity field of the scale tickets 3 Enter the Dry Moisture Lbs bushel and Shrink values When you enter the ticket information these numbers are used to calculate the Qty Dry Dry Moisture and Lbs Bushel will default based on the information set up in the Commodity Properties 4 Inthe table enter the Load ID ticket number Gross Wt Tare Wt Moisture and FM from the scale ticket 5 To add additional columns that you can use to keep track of information such as Test Weights Protein and other values a Select File Edit User Defined Items Scale Ticket User Defined User Defined tems We UserWalue Test Weight UserValue Se UserValue 3 iw User Text Driver OK X Cancel Help b Select the User Value or User Text check box and then enter a name for the column in the field below the check box You can up to four numeric and one text item c Click OK The Scale Ticket dialog now has new columns where you can enter additional information for each load scale ticket 6 To add rows
17. Farm Works Accounting Software Version 2015 or later Revision B March 2015 G Trimble Contact and Legal Information Contact Details Farm Works Information Management A division of Trimble PO Box 250 Hamilton IN 46742 USA USA el aa S 1 800 282 4103 w anada m Other countries 1 260 488 3492 B Europe 44 1786 465100 Australia EER 61 3 8680 7222 ew Zealan Legal Notices Copyright and Trademarks 2010 2015 Trimble Navigation Limited All rights reserved Trimble Farm Works Software AgGPS EZ Guide EZ Pilot FmX GreenSeeker Juno Nomad and Yuma are registered trademarks of Trimble Navigation Limited registered in the United States and in other countries CFX 750 Connected Farm Farm Works FM 750 FM 1000 TXM 2050 and XCN 2050 are trademarks of Trimble Navigation Limited Microsoft ActiveSync Windows Windows Vista and Windows Mobile are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries All other trademarks are the property of their respective owners Release Notice This is the March 2015 release version 2015 and later Revision B of the Farm Works Accounting Software User Guide Product Limited Warranty Information For applicable product Limited Warranty information please refer to Legal Notices in the License Agreement for this product or consult your local Farm Works authorized dealer FARM WORKS ACCOUNTING SOFTWA
18. Initial Setup Check Deposit Ticket Setup page 127 Making loan payments page 189 Reconciling checking accounts page 288 Chapter 7 Cash Account Maintenance FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 382 13 Year End Activities Option Description See also Adjust inventory Adjust all supplies harvested crops and livestock inventories to Chapter 8 quantities and values their correct amounts Inventory Maintenance Correct depreciation Enter the final depreciation figures These numbers should match Setting up and amounts have been your tax return using asset entered depreciation page 3 9 Make a backup of your Do not close your year before you have made backups Backing up project before year end It is recommended that you make at least two backups on disks projects Keep one copy off farm in a safety deposit box or another secure page 20 location away from your computer In addition it is recommended that you Option Description Print inventory and Review your printouts for accuracy and completeness Compare the amounts to depreciation reports your tax return Print accrual financial Accrual financial reports include inventories payables and receivables and best reports reflect your farm s true profitability 3 Once you select each check box to show that you have completed the steps click OK Note The software automatically closes all revenue and expense accounts The difference between
19. ii Fhoto Machine Description Uverhead Crops Category Other Make Model par Serial Console IBE Operation Costing Unit acre Costing Rale n nn Width 0 A Cancel In Description enter Overhead Crops or Overhead Livestock In Category select Other 2 3 4 Inthe Operation area select acre in Costing Unit 5 Inthe Options tab select Passive Enterprise Leave all other fields blank 6 Click Record and then click Done To use the Overhead Crops allocation 1 Inthe nputs tab select Overhead Crops and then move it to the Working area Xy Tip You will want to farm your fields only once with the overhead allocation usually on the first day of the year FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 365 2 3 12 Enterprises Click Apply to Fields and then select the field s to farm Overhead costs are allocated by acre by default To use the Overhead Livestock allocation L 2 3 4 5 6 1 8 Select Account Enterprises Allocate Inputs Select Equipment in the Inputs area and then select Overhead Livestock Enter the Allocation Date this is usually the last day of the year Enter the number of animals sold in Qty to Allocate In the Enterprise Allocation area select Livestock and then select the required livestock from the list Click Record Repeat Step 2 through Step 6 for additional allocations if required
20. 6 To add the names click gt gt gt 7 To remove a pest from the Selected Pests list select the name and then click lt lt lt To remove all pests click lt lt lt lt 8 To add a new pest repeat from Step 2 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 46 Tab Fertilizer 2 Setting Up Farms Fields and Inputs Group Field Action Fertilizer Nutrients 1 2 Click the blank field in the Nutrient column From the drop down list select the first nutrient and the percentage of the analysis that nutrient makes up in the Percent column Supply Properties O Gmel ge CGhericel B Forilizes amp Rasticions 2 FHI Gk ineoice Ferhier Moutrents Calcium elemental HANQandse Ce Mangaaium meida Mohbdenun Hikagen Add Mutiant Produc wesghi 1 la X OK E Canc 3 To add more nutrients click Add Nutrient select the name from the list and then enter the percentage Repeat this step as required 4 Ifthe nutrient you want is not in the list select Add Edit from the list and then click Add in the dialog that appears Enter a nutrient name and abbreviation and then click OK 5 To remove a nutrient from the list click next to its name Product Weight This conversion factor is automatically entered FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 47 Tab Restrictions Re entry PHI Invoice 2 Setting Up Farms Fields and Inputs Enter rest
21. Curent year Depr 0 00 Record Y Done i Delete Help 2 To document improvements to an item select lt New gt in Improvement and then enter a Description 3 From the Asset Improved drop down list select the item that was improved 4 Enter the date that you made the payment for the improvement in Purchase Date enter the Original Cost Accumulated Depr eciation and Current Year Depr eciation 5 Click Record 6 Repeat Step 2 through Step 5 to add more depreciable improvements as required 7 Once you add all the required improvements click Done Setting up Livestock Use the nitial Setup of Livestock dialog to set up groups of animals you want to include on your balance sheet You may keep profit and loss records for each unit in the form of enterprise statements Livestock must be entered in Initial Setup or through a purchase prior to recording a Sale FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 141 4 Initial Setup To set up a group of livestock 1 On the Initial Setup toolbar click the Livestock icon Ffa intial Setup of Livestock wWarksheel Animal Group Description Steers Cate a a fe Hesale Lwestock Breeding Lrvestock Account Low s No of Head 50 Total Lbs ANC we 1350 Prico lb 0 85 jw Calculate cost per lb Tatal Cast 57 375 00 Purchase Dale Hy 4 7 005 E Focord Y Done E Delete Help The Animal Group field defaults to
22. Custont hire machine wok irit ri TAN On Sale A MAURAN Hedging Gainsi_ossas Tales Of easbock produce grains and other products you raised Other iniere 21 Inventory Supplies Sales Livestock Transters Sened F ct oles Son sens Patronage Dividend Income sched F Rem Income Land Sched F Ab cea iala a PANE rF Sales of livestock and other iterns you bought for resale Agricultural prigram player eres Total cooperare disinhuboans y Rent or lease Other dand animala eit F Pisila a ad likis whe chli wee Mie 2 eeslaw end sdb sa wee Maida acess aala a d L saer lretock oroduce gani a he Goodell eo raad P Bed Dore F Hop The Tax Schedule dialog shows Revenue Expense and Family Living accounts 2 Inthe Schedule column click the field next to the account and then select Sched F from the drop down list to add this account to your Schedule F report Almond Sales Apricot Sales 2A Edit Breeding Cows Sales Breeding Sheep Sales FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 384 13 Year End Activities To create a new tax schedule for your non farm operations select lt Add Edit gt Tax Schedules Tax Schedules ached F Add th Delete 7 Rename a Click Add and then overtype the New Item field Note You can also Rename or Delete items b Click Done 3 If you select Schedule F the standard Line Descriptions are available Select the appropria
23. Equipment Job Efficiency 9 Application Group Records By gdi Spray Coupe G2 Spreader Truck Equipment G2 Spreader Truck liquid 9 Harvesting Date Range Land Preparation E OS From To OO Other MAA m QO 5 Flanting Seeding Od Tractors Print Options ie a FF Select All Select None lt 4 Expand All Z Collapse Al a Select each item that you want to include in the report or click Select All to select all items b Enter a Date Range c Click Preview FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 113 3 Field Record Keeping The print preview window shows the first page of the report To view other pages click the Next Page icon gt or Previous Page icon lt Equipment Job Efficiency Report Day Ill Ine TWAM992 12 31 2012 Fi kl Maie Vehicle Linge ernie eit Operation Fie Area Sm cade Truck AAN 2 Spreader Truck Mason Johny L Ly Fl 20 00 otal Spreader Truck Spreader Truck liquid TEETE Spreader Truck iguin Masan Johnny ov t 38 00 Total Spreader Truck liquid Say Coupe SS Spray Coupe DY FG PAi B00 Spray Coupe cry F4 134 00 Br2010 Spray Coupe Cy Fo 25 00 BAD Spray Coupe Li 2 150 00 BM 12010 Spray Coupe cy Fl 28 00 BAW2010 Spray Coupe DY 2 120 00 6102010 Spray Coupe DY FET 110 00 Aa i Spray Coupe Masan Johnny Smith 1 Total Spray Coupe Goal Tal als Wil Area J U 38 00 43 00 32 00 E 120 49 iddi ue 39 27 121 00 r359
24. Inthe Harvested Crop Production Properties dialog enter the Total Production estimated or actual and the Est imated sales price Harvested Crop Production Properties Crop Production E MEW gt Crop 20 2 Corm A Area BB 3 eS Get Actual Yield per Area 160 811 Total Production 10672994 Get Actual Est sales price bu 6 25 b Delete aij Close This information is used by the Contracts by Crop and Type report The Area and Yield Area options help calculate the Total Production If enterprises are set up click Get Actual to enter the actual acres Likewise if the crop has been harvested in this software click Get Actual for the actual production 4 Click Record and then click Close 5 To setup a contract in the Harvested Crop Sales Contracts dialog click Add FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 268 6 Income Sales and Deposits In the Harvested Crop Contract Properties dialog set up the following Harvested Crop Contract Properties Vendor Local Co Up Description Crop and Production 2012 Com 10672 99 bu Type i OOO0S34500 Basis Price Info Futures Price 6 21 Futures Date 1 1714 2012 Basis 0 35 Price Futures Basis 5 6 Quantity 1000 Sale Amount ata ai Delivery Info Start Date 11 30 2012 Quantity Delivered Pp Status 7 ONT X Cancel Option Vendor Crop Description Quantity Type optional Futures Price
25. e Enter the Default Burn Rate and select Gal Acre or Gal Hr e Ifthe Farm Works Accounting software is installed select Passive or Profit Enterprise under Enterprise Type Refer to the Farm Works Accounting Software User Guide This options is only active when the Farm Works Accounting software is installed A section called Enterprise Type appears directly below the Fuel section FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 43 2 Setting Up Farms Fields and Inputs Tab Group Field Action Photo Note The image file can be in bitmap bmp Joint Photographic Experts Group jpg Tagged Optional mage File Format tif or PC Paintbrush pcx format Photos added in this area are used only for reference purposes They do not appear on maps or other areas Change Photo 1 Click Change Photo 2 Select the folder where you previously saved a digital photograph of the field such as My Pictures 3 Select the required file and then click Open The photograph appears in the Field Properties dialog F Machine Properties ET General BP Servce FA Upto i Photo Dewees 4 To choose a different photograph click Change Photo again Print Photo Print the selected photograph Remove Photo Remove the selected photograph from the Field Properties dialog This does not delete the file from the computer hard drive or removable drive Invoice e Select Include on Invoice e In nvoice Rate enter an amount if differ
26. find information on Commodity Credit Corporation loans available to farmers Answer Go to www irs gov businesses small industries article 0 id 99000 00 htm http www fsa usda gov FSA webapp area home amp subject fmlp amp topic landing To set up Other Liabilities from the start of the year 1 On the Initial Setup toolbar click the Other Liabilities icon Fal Initial Setup of Other Liabilities Account Description CCC Loan Category py Current Liability Long term Liability Balance 15 000 00 fas of 12451 42009 Offsetting 4ccount g Pan Cows Sales Revenue Gain Loss on Sale of Fixed Assets C Expense Interest Income Inventor Supplies Sales Add Acct Livestock Transfers Record i Done Delete Help 2 Selecta liability from Account or select lt New gt to add a new liability and then enter a Description FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 154 4 Initial Setup 3 Inthe Category area select Current Liability or Long term liability 4 Enter the Balance owed at the date indicated 5 Inthe Offsetting Account area select one of the following None if you treat the loan as a loan for tax purposes and recognize it as income when you sell the crop instead of when you receive the loan Revenue if you treat the loan as income when you receive it Expense if you deduct payroll taxes when you deposit them ASK YOUR ACCOUNTANT Use Wage Expense as the offset account for all payr
27. list you must either create or link them using the desktop software Linker job types Operation Resources Planting Planhe S eee Desktop Resources CUNT Apobcabon Fam Maintenance Harvesting Harig T iaren Land preparation Livestnck mane Planira Seeding Scouting Sal Tes 1 Select an item in Operation Resources and then do one of the following Click Create with the item highlighted on the operations resource side This opens the Commodity Properties dialog so that you can set up the particular item FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 84 3 Field Record Keeping If itis anew item click OK and then enter the required information into the Commodity Properties dialog F Commodity Properties Ea General Commodity Description HAEE RMA Idenbty Soybeans LET Pray relives Urits bushel Density BU bsybu Standard Moisture 1300 x Value 5 50 Abu Coin E Note You will not be prompted to enter this information until you have completed all the Link screens Ifthe item is the same as an item already listed in Desktop Resources select both items and then click Link If you are confident that the item was set up earlier but it does not appear in Desktop Resources it may be a retired item Select the Show Retired check box 2 Once all items are linked or created click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 85 Merging crop enterprises 1 Select
28. lt New gt Enter a description in the Description field If you have already added livestock using the record keeping program and you now want to add it to the software for financial reporting select it from Animal Group Alternatively select lt New gt in Animal Group and then enter an animal group name in Description The item now appears on the Inputs tab Note You must set up purchased and raised animals as separate groups 3 From the Account drop down list select the General Ledger Account or select lt Add gt to open the Chart of Accounts dialog to select the livestock group In the Chart of Accounts dialog select either Resale Livestock or Breeding Livestock select the animal group in the list and then click Record and Done Note If the animal group is not listed in the Chart of Accounts dialog enter the animal group name and then click the button Click Record and Done to save the change and return to the Initial Setup of Livestock dialog 4 Enter the number of animals and add either the average weight or total weight in the correct fields If you enter the number of animals and average weight the software estimates the total weight and displays this estimate in the Total field If you enter the number of animals and total weight the software displays the average weight per animal that is the mean value in Average Weight FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 142 4 Initial Setup 5 Select
29. optional Basis optional Futures Date optional Basis Date optional Description Who is buying this crop The crop that is being sold Usually a contract number but can be any description you choose How much of the crop is this contract for There are no pre defined Types You can set up as many Types as you need to further describe the contracts you are setting up Some examples of Contract Types are Basis HTA Fwd Cash and so on The Board of Trade or other exchange price for this contract Is generally higher than the cash price you are receiving for the crop Entering the Futures and or the Basis price calculates the Price Cash Price for the contract The difference between the Futures Price and the cash price you are receiving this is usally but not always negative Entering the Basis and or the Futures price calculates the Price Cash Price for the contract Since the futures price and basis can be set at different times the software enables you to keep track of the set date of each Since the futures price and basis can be set at different times the software enables you to keep track of the set date of each FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 269 6 Income Sales and Deposits Option Description Delivery Start Date The first date that you can physically deliver the crop to the vendor for this contract optional Delivery End Date The last date that you can physically deliver th
30. 135 00 649 541 T2501 Joh Houra Bou G 5 75 nig 213 1 35 0 78 Wag 1 05 1 57 0 78 6 50 1408 26 33 Ape He Harve st Ory fi Gl 6 61 F142 65 25 134 92 134 05 ar gd 16 92 93 66 fii 46 18 27d t Printing Field Equipment and Supply usage reports You can print reports for all of your machinery field enterprises and supply usage 1 Do one of the following Select Reports All Reports Click the report icon 3 Inthe Farm or Inputs tab right click an item and then select Reports Hin we sf cry Hr FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 114 3 Field Record Keeping 2 Select the report you want to print To do this click beside each category or click Expand All Reports Animal Enterprise Statement Notation Repat da Equipment Enterprise Stalerrniennt Fleet Monagement 4 Notation Repor Use Averages Use Job Details Use Job Types J Use Totals H E Fiold A Acreage Report H RA Chemical Use E Crop E eEnterpnse Fentlizar Use Aj Notation Report Fe Upcration Ropon E Planning A Rantall ond Imgaton Heport 22 Restricted Entry Interval REN 2 Scale Ticket Repot H RE Seed Use BE Supply Use A Weather Heport By Yi Persc 2 En 4 Notation Report B Expand All J Collapse All OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 115 3 Field Record Keeping 3 Select the required report a
31. 2 Inthe Reports dialog select Account Purchases Payables Accounts Payable Reports Reports 67 Accounting 2 Durdgei Checkbook Register 4 Depreciation Report Enteronse Stotement 4 General Ledger a Inventory Repos Market Balance Sheet J Ware and Addmess Reporl 41 Payroll Reports 2 sE Purchases Payables Accounts Payable Family Living Report j Print Forms 1099 amp 1096 Purchases Heport E Sales Recievables Vet f GST Tax B ExendAl O Collapse All FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 5 Payments and Purchases 224 5 Payments and Purchases 3 Inthe Payables Report dialog select the print options If required you can restrict the print by a due date and then click Print Payables Report Print Options Balances asof 2 15 2010 B Restrict by due data Fayables Due on or Before Print x Cancel The preview report that appears lists all unpaid bills at the working date the software summarizes items for each vendor and shows the days until due on the report 4 To print the report select File Print or click the Print icon amp Printing the Purchases Report The Purchases Report contains all transactions within a specific time for a particular vendors This information is particularly useful when preparing 1099s for tax purposes FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 225 5 Payments and Purchases Click the Re
32. 5 p z Livestock People 2 Structures K Lo X Cancel Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 203 5 Payments and Purchases If you choose m ore than one livestock group the Multiple Allocation dialog appears showing how the costs will be split according to the groups in this case unit Multiple Allocation Nome fit st amount E Total Amount 550 00 Split Everly i as X Cancel Help 6 Youcan change the amounts as required or click Split Evenly to allocate the same amount to each unit To revert to the allocation based on unit click Calc Split 7 Click OK 8 Inthe Payments and Purchases dialog click the appropriate icon in the How You Paid area to select a method for example Check to record the payment The software automatically completes the information in the selected payment dialog The Payments and Purchases dialog displays a summary of your transaction 9 Once you balance your transaction click Record to post it 10 If you installed the Stock module you are prompted to also record the action there Click Yes FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 204 5 Payments and Purchases 11 In the Other Expense or Revenue Selection dialog click the appropriate option for example Health and then select the correct Stock species that is animal type location and group Other Expense or Revenue Selection Health Product Sales Sp
33. ACCOUNTING SOFTWARE USER GUIDE 23 CHAPTER Setting Up Farms Fields and Inputs In this chapter Setting Up Farms Fields and Inputs Client Farm Field or Inputs tabs Setting up a Client Setting up a Farm Setting up a Field Setting up a Landlord Setting up a Structure Setting up a Person Setting up a Machine Setting up a Supply Setting up an Animal Group Setting up a Crop Enterprise Managing Farms Fields and Inputs This section describes how to set up the elements that are used within record keeping mapping accounting and water management For a description on how to manually enter field record jobs tasks see Chapter 3 Field Record Keeping If the Farm Works Accounting software has been installed you also need to set up a number of financial elements These are described in the Farm Works Accounting Software User Guide FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 24 2 Setting Up Farms Fields and Inputs Setting Up Farms Fields and Inputs Before recording farming operations you must set up the following e On the Farm tab et Clients See page 29 Farms See page 31 Fields and Landlords See page 32 Structures See page 39 e Onthe Inputs tab People See page 40 Machines See page 42 Supplies See page 45 Animals See page 52 e Other Enterprises See page 53 Commodities See page 56 Job types See Chapter 3
34. Crops Mine Field Crops Landlord Crop Marketing io m m m C Equipment Livestock People a I Structures Amount 1 500 00 Interest Income Inventor Supplies Sales Livestock Transters Oats Sales Patronage Dividends Income Soybeans Sales Wage Income Wheat Sales a Add Acct 12 Row Planter Chisel Plow Combine we Com Head Spray Coupe Tractor X Coce 2 Hel 4 Enter the gross Amount of the patronage dividend this is the amount reported on Form 1099 PATR not the actual amount received 5 Inthe Account area select Revenue Accounts and then select the Patronage Dividend Income account In the Enterprise Allocation area select Equipment and then select the Overhead enterprise For more information on Overhead enterprises see Adding Overhead Costs page 365 6 Click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 262 6 Income Sales and Deposits 7 Inthe Items Sold area click the Other Sales and Expense Reductions icon 4 again to enter the amount of stock or equity that you received This entry must be a negative number as it will reduce the gross patronage dividend The amount should be the difference between the dividend reported on form 1099 PATR and the check you received from the co op Other Sales amp Expense Reductions Anrvount 1500 00 Acoount PilA Medicare Payable Employer F gt Lard C Expense Accounts Petty Cash Revenue Accounts State Un
35. EFi 2 10 00 G04 007 TE a Cenbal Co op Open eee LEE 700 Goo FD 70 000 00 i bolev ne Ahir Fi TD J TII E Fol TO a LE iad a HTB 15 JHH IH Wis FA MH HI Total F011 Cain Con mis THH rr eE H fe e BL paaa E HHUH Umesh Mi Come Te Pe EBS T r Total Comtada Uneeld ERES ee ei FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 2 1 6 Income Sales and Deposits e Contracts Delivered For the selected crops the report shows the total delivered on each contract and how much remains undelivered It also shows the delivery window for each contract Harvested Crop Contracts Delivery Grouped by Crop and Vendor Farm Works Software ontact Type Cont Oty Price Status Del Stat DolEnd Oty Del Wavelet 2011 Corn ADi 667890012 Faad Cont 1000000 6 00 Filled 12011 J320 0 00 1000000 ShTAS0086 HTA 1400000 T 40 Filled W012 3172012 000 1400000 Total ADM 75 000 00 O00 25 0000 Eset Central Co op 1o0d450070 Pwo Cont 1000000 483 Filled TOO 131 2011 000 1000000 E ETE HTA 100000 6 71 Filmed 101 1202011 oU 10 00000 E ET HTA 10 000 00 7 00 Open IO Aa foit 0 00 10 000 00 Total East Central Co op 3 Total 2071 Corn 55 0a lap Oe SSJ e Contracts Delivery Entries For the selected crops the report shows each of the Harvested Crop sales entries that were associated with Harvested Crop Sales Contracts Harvested Crop Contracts Sale Entries Grouped by Crop and Vendor Farm Works Software Weneor Contract Trains Caie Trans bese Contact Oty Sold 201
36. Farm Properties General Farm Description Client D tY Seed Company Mapped i acies Legal 0 ACES Tilable 0 actes Vo OK A Cancel 2 Enter a name for the farm in the Description field 3 The Client field is populated automatically with the client name if you right click the Client Name in the Barn tab and then select New Farm You can select a different client from the drop down list or select Add from the list to create a new client see Setting up a Client page 29 The Area fields are not available as the Fields assigned to the Farm will populate the acreage areas 4 Inthe Notes field enter any miscellaneous information for the farm up to 255 characters FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 31 2 Setting Up Farms Fields and Inputs Setting up a Field Once you set up a Farm you can quickly set up Fields so that you can begin recording farming Operations 1 Click the New Field icon mq Field Properties ES General 84 Info GE Landlords aa Photo Field Description Mapped 0 00 ACIPA Legal v u Tillable u u Chenor Landlord ACRAS acres Ciern Bob Buckley Jr Far Conal je Owned i Cash Rent Share Crop A Cancel 2 Enter the following into the tabs Tab General Group Description Description Enter a name for the Field This is required Area Owner Landlord Mapped acres are calculated automatical
37. Field Record Keeping Markers See Markers page 373 Attribute types See Setting up and selecting layer attributes page 298 Setup options To add farms fields and inputs to the software use any of the following e Toolbar icons For example click the New Animal icon Foal See Job Resource Tools page 26 e Menu For example select Resources New Client See Menu page 27 e Context specific menus For example right click a Client name and then select New Farm See Shortcut menus page 27 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 25 2 Setting Up Farms Fields and Inputs Job Resource Tools The icons that appear on the Job Resource toolbar enable you to do the following Icon Function at New Client Add a new Client New Farm Add a new Farm m New Field Add a new Field E New Add a new Structure such as bins to your farm Structure New Person Add a new Person New Machine Add a new Machine New Supply Add a new Supply m New Animal Add a new Animal E A Read Job Data If you are using the Farm Works Mapping software this option is used to read data EN from a range of precision agricultural displays including the Trimble FmX integrated display the Trimble CFX 750 display and the CNH Pro 700 display Write Job If you are using the Farm Works Mapping software this option is used to write setup B Data data including Clients Farms Fields and Input
38. Hey bierdie aise Farts Misi Supplies neer velect account name then press record to add accounts to your Chart of accounts Existing accounts will appear grey Hew Accounts Account Es Becord Dore 7 Help A N CAUTION You must set up accounts in the order shown in the Chart of Accounts dialog 2 Select the options in turn and then select one or more options from the list that appears in the pane on the right hold down on the keyboard to select more than one option When done click Record and then continue with the next category once added the account names appear dimmed in the dialog Account category Supplies Crops Resale Livestock Breeding Livestock Set up accounts for Supplies used on fields livestock and in some cases equipment for which you will be keeping an inventory Do not set up the name of individual supply items Instead add accounts used to group similar supplies together for example Chemicals or Fertilizer General crops that you raise not the individual varieties Accounts to set up may include for example corn rice or wheat Categories of livestock such as cattle or hogs that you purchase or raise for resale purposes Note If the animals are for any breeding purposes or if you will depreciate them create breeding livestock accounts instead of or in addition to resale livestock accounts Categories of livestock such as boars sows cows an
39. Inthe Enterprise Allocation area select Crop Marketing and then select the correct enterprise s 5 Click OK 6 If you selected more than one commodity accounts in Step 4 the Multiple Allocation dialog appears a Enter the percentage for each enterprise in Unit Split b Click Calculate Split to compute the percentage and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 361 12 Enterprises Allocations using the Loan Payment Interest Allocation 1 When recording a purchase click the Loan Payment icon aS eS YY ae Loan Payment Linan Operating Loan Curent Loan Anaut 6000 00 New Loan Amount 0000 00 Fincipal Payment 6000 00 Interest Papmert Interest Enpense x 250 00 Total Paymerit 6250 00 Interest Allocation T None Field Crope Mine Field Crops Landlord f Crop Marketing aoe t Equpment t Livethook Presale C Sinuchures RY Nore ZOEN Cancel _ Help Enter the Principal Payment amount Enter the Interest Payment amount In the Interest Allocation area select Crop Marketing and then select the correct enterprise s Click OK If you selected more than one commodity accounts in Step 4 the Multiple Allocation dialog appears a Enter the percentage for each enterprise in Unit Split b Click Calculate Split to compute the percentage and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 362 12 Enterprises Allocating using
40. It also has a number of additional features for example you can enter a check or a deposit with or without details 1 Click the Account Register icon on the Checking toolbar to open the Account Register dialog E Account Register from 1 1 2012 to 12 31 2012 File ew aT reg Lebi Aa a en m aa alaj ama majja e o Aa mam oowoo e e n S rena ee o Came rae CE Trane f ransser o f w zean 2 Select the checking Account you want to view 3 To limit the range of dates displayed click the Date Range icon El Date Range Begin EE 3 month to Date End 202m0 vearoDate x omeni 4 Enter the required Begin and End dates and then click OK 5 Select View Sort by Date or View Sort by Number to sort all checks and deposits in chronological or numerical order FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 292 7 Cash Account Maintenance Searching the Account Register The Find feature enables you to search the Account Register for specific transactions by vendor dollar amount account check number or date 1 Inthe Account Register click the Find icon or select View Find Activities Show voids w Sort By Date Sort By Number Sort By vendor Sort By Details Sort By Order Entered Date Range 2 Inthe Find in Register dialog select the entry you want to search for from the Field drop down list Find in Register Field Account Value FILA
41. Medicare Payable Employee Amount Accuracy 0 00 Exact Amount Done The options are Account Select the correct account type from the Value drop down list enter a dollar Amount and select the Accuracy that will be used when running the search CHK Enter a check number in the Value field Date Enter the correct date in the Value field or select the date using the Calendar Deposit Enter the deposit dollar amount in the Value field and then select the Accuracy that will be used when running the search Memo Enter the text for the memo in the Value field Payment Enter the payment dollar amount in the Value field and then select the Accuracy that will be used when running the search Vendor Select the correct vendor from the Value drop down list FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 293 7 Cash Account Maintenance 3 Click Next to start the search The Find in Register dialog remains on view and the first transaction that the program finds is highlighted 2 ora coo Towrside Equipment amp Machine Pe SIME CUNT eS TT EE ET US ring n Rept D so FC ies eT a T E es a 2 IT Z COREE E E M o a a Plaj inamm 1019 TETA P Payter Amint Aaaama Fett o o O REE a e Pee _ PE E z ALG oa ars Zowe es a 4 Click Next to continue the search or click Previous to return to the previous transaction that was found 5 Ifno transactions are found
42. OK Working Date System Date 7 22 2010 3 Once you finish entering data printing reports repeat Step 1 through Step 2 to change the Working Date back to the System Date FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 15 1 Getting Started Changing languages The language feature allows you to change the language that you selected during the original installation without requiring you to reinstall the software 1 Select File Preferences Language View Resources Reports Tools Help Open Project 3 Ralls A Backup Project Jobs Ma Restore Backup er Jobs by Selection K alli Preferences User Info Read Job Data a ae eta Write Job Data Enterprise summary Connected Farm synchronize Mobile Mobile Sync Submit Insurance Data Language N See Crop Row Management Run FarmStock Variety Map Exit Export Coordinate System 2 Select the required language from the drop down list and then click OK Language Selection Language English English English Australia English Canada English United Kindgarn Finnish 3 The software prompts you to restart the software Once you have done this the language change appears Language Selection A You must restart the program For language change to take effect FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 16 1 Getting Started Int
43. On the General Ledger toolbar click the Input Journal Entries icon E input Journal Entries hart of Accounts Transaction s Beg vs End Sunflower Crop Date 7 92 2010 E Liescnpton a Bey vs End Unassigned Transfer to conect account H Breeding Sheep Expense f Chemicals Expense T Cows Cxpense sE Depreciation Expense f Discounts Lust sE Drying Expenses a Feed Expense H Fuel amp Ol Expense sE Hauling expenses Interest Cxpanse sE Professional Foes Expense 4 Seed Expense Seedlings Expense Sle e gs Expense 4 gt Stock in local co op Expense H gt Irovel Expense Debits oged Expense 500 00 Debit Credit Total 500 00 Amt Dut ot Aslance 0 ON PBecord W Done Halp Note In the Input Journal Entries dialog the Chart of Accounts appears on the left You cannot post to heading folders but only to accounts preceded by a scale icon You also cannot post to any account that required additional detail information for example Accounts Receivable if you attempt to do this a message appears These accounts must be adjusted through Payments and Purchases or Income Sales and Deposits Journal Entry This account requires additonal detall Information You cannot post to it manualy FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 343 11 General Ledger In the Chart of Accounts area a Double click any closed folder to show or hide subfolders and or the accounts within t
44. Payment Difference S Bevin W Doe 7 Help Menu bar The menu bar has two menus for recording payments and purchases e The Purchase Options menu has the same choices as the Items Purchased area of the dialog Use this menu to enter payments for Inventory Supplies Livestock Land Structures FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 159 5 Payments and Purchases Equipment Depreciable Improvements Other Assets Prepaid Accounts You can also use this menu for Payable Payments Credit Card Payments Payroll Deposits Family Living Payments Other Expenses and Payments e The Payment Options menu has the same options as the toolbar buttons of the How You Paid area see Payment option page 162 Use this menu to record payments made by Check Cash Credit Card Payable Loan Trade In Prepay X Tip You can pick more than one payment option to complete the transaction For example you can purchase a new tractor by way of a trade in and a loan Calculator button Click the calculator button to open the calculator tool that is included with the Windows operating system The Vendor area In this area you can do the following for each payment or purchase you make Vendor Journal Entry Date r 12 31 2011 Eiz F2 lll Attach Files Description or invoice Add to list of templates e Select the purchaser to whom payments are made in Vendor box FAR
45. Range To assign a date for a pre selected period click Year to Date Quarter to Date or Month to Date 3 Select the Report Format The options are Details of each check lists each check for the date range along with the total pay figures for each selected employee Employee totals lists the total pay figures for the date range for each selected employee Employee info and totals lists the total pay figures for each selected employee along with the employee s payroll information such as their address birth date and W 4 information 4 Select the Employees to include on the report 5 Click Print to show the preview click the Print icon in the preview screen to print the report FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 325 9 Payroll Printing Social Security and Withholding reports The Social Security and Federal Withholding Report displays tax information for a selected period of time This report can be used to complete Federal Forms 941 or 943 1 Select Accounting Payroll Payroll Reports SS amp Withholding Report 2 4 55 and Withholding Report Date Range kelcnth in Piste From 7 1 201d E To 721 2U10 3 Quarter to Date ear to Date Update Total Total deposite made 131 80 amp Ern Done 9 Help Enter a Date Range To assign a date for a pre selected period click Year to Date Quarter to Date or Month to Date Click Update Total to calculate th
46. Resources Enterprises 2 F Tools Fie vie Yie Reports Job Resourc New Client Mew Farm Mew Field Mew Structure New Person New Machine New Supply New Animal cn paea aei Job Types Markers Tags Attribute Types Landlords Formulas Select the two enterprises that you want to merge and then click Merge Enlerprises Sechechon Fiber an Commodity y Client s Famn Field Seer Cher Fan Frell Show Bichred Cea Fille Commodities gt Cori Crui Soybean Lari Sopbean Cori Syl esari Com Soybrari Cori Sopbeari Syl esari Soybean Wheat Winter Sovbeari Soubeani Cure Hime 3 Home 4 Home 5 Home tE Home Hr Hime 7 Grith H5 Smith AY Smith H20 DT Seed D ATY Serl D Y Seed D2 Seed O iY Seed D tY Seed D AT Serl Home Home Home Home Hime Home Home Home Home Hime Smith Fans Sn Fama Smithy Farms D tT Seed Com DAY Serd Com D Y Seed Com U aY Seed Loom D Y Seed Com D Y Seed Com D AY Serl Cim Dap IIl Ine Lap I lic Dap IIl Ine Dap II Ine Day I lem Dap IIl Irz Wap I lec Day Ill Dap II Ine Pay IIl lew Johnny Smith wlohniny Smilh Johnny Smith 3 Field Record Keeping FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 86 3 Field Record Keeping Weather tab The Weather tab allows you
47. Revenue Accounts City amp County Withholding Payable f Other Accounts Drawing Jon Smith Equity Jon Smith Federal Unemployment Payable Federal Withholding Payable he Add Acct Client Account Enterprize Allocation Crop Marketing z 5 DK X Cancel Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 199 6 5 Payments and Purchases Click the Other Expenses and Payments icon _ again In the Expense and Other Payments dialog enter the Amount of the loan that the CCC forgave which you will not repay in the future this amount is the difference between the total amount of the CCC loan and the check you will use to make the payment and should be entered as a negative number select Revenue Accounts select Forgiven CCC Loan from the list and then click OK Expense and Other Payments Amount 7 000 00 Account f Expense Accounts f Revenue Accounts Custom Hire Income Ube dessus Forgiven CCC Loan Gain Loss on Sale of Fixed Assets Hedging Gains Losses Hogs Sales a Add Acct Enterprize Allocation None Client Field Crops Mine Field Crops Landlord Crop Marketing E quiprrierit Livestock People a a a a H Structures ia Show Me DK X Cancel Help Note If you have not yet added the CCC revenue account click Add Account and then complete the screen Click Record and then click Done 7 In the Payments and
48. Split Evenly E5 Calc Split X Cancel Help The tems Sold area now shows the amount being charged for custom work Items Sold AISE HL EE fee Herbicide 98 r 75 000 gallons 1 802 25 Eal Custom Hire Income Mult Details ooo 1 500 00 3 302 25 E Total Sales 10 Click the appropriate icon in the How You Deposited area to select a deposit method see page 235 The Income Sales and Deposit dialog shows the complete transaction 11 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 12 Click Record to post the transaction and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 249 6 Income Sales and Deposits Selling Livestock The software enables you to track profits from the sale of livestock and conveniently adds this information to the Stock module if this is also installed 1 Click the Record Income or Sales icon on the Checking toolbar to open the Income Sales and Deposits dialog see page 233 2 Complete the Purchaser area as described in The Purchaser area page 234 3 Inthe Items Sold area click the Livestock icon M Livestock Sale Group Category Resale Livestock Mo Sold 25 Total bs 29125 Avg Wit 1165 Fricelb 0 53 W Calculate price per Ib Total Sale 24 175 75 ee Before Sale After Sale Sale Avg Acc Dep 000 om ow Total Acc Depr 00 om o0 Book Yalue AY aro 00 20 687 50
49. To run the Financial Measures Report 1 Access the report through the Accounting menu or the Reports dialog Options b Names and Addresses P 1 F f BE Payments and Purchases i E z Income Sales and Deposits F ea Cash Account Maintenance b E FJ lnventory Maintenance j ji a sm Depreciation b 3 Enterprises R Payroll Budget b larez F Market Value H Family Lrang e General Ledger b Chart of Accounts Year End Add Accounts Input Journal Entries Edit Journal Entry Description Financial Measures Report Accrual Reports Cash Reports FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 346 11 General Ledger 2 Enter the required information in the Options tab lin Tinancial Measures Eile Page Orientation pea oP Accounts Report Year 2014 Year 2013 Year 2012 Year 2011 Year 2010 Start Date 1AM iid 12013 12017 1A201141 qo End Date 0 ar 12 3 1 2013 12 3 12012 12 3 1 2011 1231 2010 Unpaid Labor amp Management CAO Ch 35 000 00 35 000 00 35 000 00 Captal Assets Values Use Market Value Basie f Ues Coet Basie Deferred Gains on Capital Assets Shul Tem Gain Tax Rate tal long Tem Gan Tan Rale Measures to Print fy Current Patio fw Refur On Fam Fuly Ww Tem Debli coverage Ralio e Working Capital fv Operating Profit Mangin Ratio Ww Heplacement Margin Cowerage Halio lw Working Capital to Grosa Rev Hato fy Accrual Net Fann Income Ww Asset Tumover Motio M Debt to Aseat Ratio w E
50. USER GUIDE 374 12 Enterprises To print a combined statement for several enterprises hold down the key and then select each enterprise Use the Filter Section to restrict the enterprises that are listed to a certain year commodity client farm field or county This is useful when you want a combined enterprise statement for all crops for a certain client or for showing an enterprise statement for just one year and commodity If the crop enterprise is a share cropped field you can select to show Farm Inputs Landlord Inputs or Combined Inputs If you want these values included on the printed enterprise statement select the Print Marketing Gain Loss on Field Enterprise Statements option Prt Options fe Pont blakelirig Garlo on Fek F oberpoioe Slalermerits This information will display under the Profit Loss section of the enterprise statement Entenpnies ProttLloee rh Unt geet Total Transfers to Marketing Crierprise 2910 000 bu 3130 2062650 Late Cost ot Oommodiy soid JITU UUU bu UH Lr Het ProfitiLoss 0 24 279 9 Merketing GamnLoss 1230 000 bu 0 045 10 20 llet Prot Loss after Miting 19 183 23978 21 Select the Report tab The Enterprise Statement includes a list of all inputs supplies equipment people and other costs as well as summaries on a per acre basis After you record the crop harvest you will have costs on a per bushel basis or other harvested unit of measure As you start to sell the crop a prof
51. UUU UU X Cancel H p 5 Once you select a commodity the software shows all Locations either fields or structures for example a bin that have unsold quantities of that commodity select the required location If the harvested crop is stored at a co op or at a structure outside your farm you can select Off Farm 6 Enter the crop location quantity sold unit price and total price Note All sales are allocated directly to the crop s marketing enterprise this has no affect on the harvested quantity on the Field Enterprise If you need to enter Storage Revenue you must allocate that directly to the marketing enterprise 7 Click OK If more crop is transferred to supply than what is on hand a warning appears Warning More Harvested Crop is being sold than ts at the current L location Harvested crop adjustments affect Marketing Enterprise Statements but do not affect Field Enterprise Statements Adjustments should be made by adding editing harvest jobs to increase the quantity harvested Click OK to make an adjustment to the harvested crop Marketing Enterprise on 2 9 2011 chick CANCEL to cancel OK Cancel 8 Click Cancel to close the transfer screen and then adjust the harvest job to reflect the correct quantity Note If you click OK this will not change the harvested amount but it will show the additional bushels on the marketing enterprise as a gain FARM WORKS ACCOUNTING SOFTWARE US
52. Yes or No Color and Breed and then click OK Add Animals Location Pasture Group Steers Breeding Stock 4 4 2009 1 350 000 47 4 2009 1 350 000 J 1 1 4 4 2009 1 350 000 4 4 2009 1 350 000 474 2009 1 350 000 0 0 a 7 Po vuam 350 000 o of 0 0 Y oK X Camel Heb FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 145 4 Initial Setup Setting up Field Inventories You can use the initial setup of field inventories to enter the cost of any fieldwork you completed in the previous year for the crop or a field These figures are required for the field enterprise statements since you cannot enter prior year farming actions You can include the cost of seed and chemicals for crops such as winter wheat Even fields that do not have crops in them may have costs related to fall fertilizer and tillage actions Field inventories will be set up only in your accrual books and have no effect on your Cash General Ledger 1 Make sure that the fields and crop enterprises for which you are setting up field crops are defined 2 On the Initial Setup toolbar click the Field Inventory icon E Initial Setup of Field Crops Locelion Crop x Hectares U Cost per Hectare 0 otal Inputs 0 fas of 31 12 2009 Record Done 6 Delete Halp 3 Select the field name in Location The field is populated from information entered in the Field Properties 4 Select the
53. a new tractor by trading in an old tractor writing a check for a down payment and recording a loan for the balance To do this 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog Complete the Vendor area as described on page 160 In the Items Purchased area click the Equipment icon tr FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 175 5 Payments and Purchases 4 Inthe Equipment Purchase dialog select a Machine or select lt New gt to add a new farm and then enter a Description Equipment Purchase blache New gt hen ie not uced in F anming Jobe Description Tractor Arrail Machinen Equipmert T Caf nr amn Cancel 9 Halp 5 Ifthe item purchased will not be used in farming operations for example office equipment select the tem is not used in Farming Jobs checkbox 6 Select the Account for the item for example Tractors 7 Enter the price you paid for of the equipment in Cost and then click OK Note This is the total cost of the item before your trade in not the net amount of the purchase 8 Inthe Machine Properties dialog enter the correct information for the equipment in all the tabs as described in Chapter 4 Initial Setup and then click OK Machine Properties General c Serce i Upbons i Photo Devices Machine Description Caleyuy Tractors l Make TS Hodal Re 651 Rar anna Se
54. amount and then click OK Family Living Cherie Bob Buckley F Orava Cote go Federal laxes Amount SoU OK X Cancel Help The Items Sold area now shows the total amount for your gross wages and any applicable withholding and deductions Total Sales should equal the net amount of your paycheck heme Sold fe a als b E E ial FrEE Bitki Fal Tani Boo Bucker Miscellaneous Sal Gob Guekley Travel Total Sales 8 Click the appropriate icon in the How You Deposited area to select a deposit method see page 235 9 Click Record to post the transaction and then click Done Entering income from patronage dividends Cooperatives grain elevators and other crop storage businesses sometimes issue patronage dividends that is payments for overhead These dividends may be in cash in equity or a combination of both To record a patronage dividend of both cash and equity 1 Click the Record Income or Sales icon on the Checking toolbar to open the Income Sales and Deposits dialog see page 233 2 Complete the Purchaser area as described in The Purchaser area page 234 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 261 6 Income Sales and Deposits 3 Inthe tems Sold area click the Other Sales and Expense Reductions icon i Other Sales amp Expense Reductions Account f Expense Accounts Revenue Accounts f Other Accounts Enterprize Allocation None Field
55. are added to the Working Group click Apply to Fields 3 Click the plus sign to expand the tree click the box beside the field s for which you are planning the job and then click Record Completed Jobs To remove a field from the planting operation clear the check box If a wrong Field is selected click it and then select a different Field from the Fields dialog 4 Crop Enterprise is blank if you have not previously selected a crop enterprise for the field you can select or add a crop from the drop down list Note It is recommended that you select a crop enterprise even if you are unsure of the crop this can be edited at any time If the Crop Enterprise changes throughout the year for example you planted beans where you planned on planting corn you can edit this under each individual job 5 TheJob Type is automatically populated according to the type of machine s used in the farming operation for example if you select a machine from the Harvesting folder Harvesting is listed as the Job Type You can select or add a different Job Type from the drop down list Because job types are often used to search operations that take place throughout the year and can be queried for reports and editing it is important to select the correct job 6 Enter change the Console ID if required 7 Area Farmed defaults to the tillable acres of the selected field if a partial operation was completed previously it defaults to the remaining tilla
56. being purchased 9 Click the Other Assets icon in the tems Purchased area to use the credit The Other Asset Purchase dialog appears 10 Select the Other Asset account that is being used for the credit FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 184 5 Payments and Purchases 11 Enter the Amount of the credit being used as a negative number The balance of any remaining credit appears as the New Value Olher Assel Purchase Other Asect Credit for etumed Herbicide x Accom Credi for Returned Herbicide Category o Cimier Wale 755 00 Purchase dni 720 00 Hev Value an 00 Diisel Aerar C Aone Reg ws Frol Aas Cong Beg vi End Sood gt Beg we End Sopbeans Crop f Expense Deg ws End Unassigned B ag ve End Whea Cro Add Acct C Plevenue OK N X Cancel PF Hop The offsetting account is selected automatically This is based on the information when you originally set up the credit 12 Click OK 13 Repeat Step 9 through Step 12 for each credit being used 14 If required select the payment method used for any remaining balance in the How you paid menu and complete the applicable information You must do this when you purchase more than you have credit for FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 185 5 Payments and Purchases 15 The Payments and Purchases dialog shows a summary of your entry You can make any changes required at this time by clicking the dollar amounts or accou
57. change the area if the entire field is to be planted with one crop 9 Youcan enter a Plant Date but this is optional If you do not enter a plant date the date is entered automatically when a planting farming operation is recorded 10 If required enter a Crop Insurance Unit and Yield Number FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 55 2 Setting Up Farms Fields and Inputs 11 Select a Process and Type from the drop down list You can use this information to collect crop insurance information if you are located in the United States of America 12 Click OK 13 For all other Commodities to be planted in the field for the crop year repeat Step 1 through Step 12 Editing a Commodity Commodities that are used in the software have properties tied to them that can be edited You can choose from a list of pre entered commodities Commodities must be added to appear in lists as active To edit commodity properties 1 Select Resources Commodities Commodities currently being used appear in the Commodities dialog Commodities Commodities Corn soybean Wheat Hard Red Properties se Add Delete 3 Rename Show Retired 2 To add a commodity click Add and then select the new commodity from the list or select lt New gt to add your own 3 To delete a Commodity select it and then click Delete FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 56 2 Setting Up Farms Fields and Inputs 4 To e
58. check to determine whether it aligns properly Do the same with the Deposit Ticket If the printed layout is off slightly use the arrows to move the Horizontal and Vertical alignment up or down If the alignment is still off contact Support FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 127 4 Initial Setup 2 Select all the required options for example Print number on checks and Print total hours worked on payroll 3 Select the required printer from the drop down list and then click OK Note To set up a default printer select File Print Setup and then select a printer from the drop down list If a default printer is set up on the computer the software uses this printer as the default Owner s Options To update add or delete owners select Setup Account Options Owner s Options or Accounting Options Owner s Information Change Owners wener Hame Ferentane otal Percentage TUW UUU ee y Update Chater H Add Dwrer i Delete Owrer Dune 7 Help e To edit a current owner select the owner and click Update Owner Change the owner name or the percentage and then click Update Owner again Note The total percentage must always equal 100 e To add an owner enter the name enter a percentage and then click Add Owner e To delete a current owner select the owner and then click Delete Owner When finished click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 128 4 Initial
59. click New Load 7 Once all the ticket information is entered click Calculate All This calculates the remaining fields and the Total row Note To print an abbreviated scale ticket report select File Print If you want to print a complete report select Reports All Reports click Field and then select Scale Ticket Report 8 Click OK The Total Qty Dry is entered into the Qty Harvested field in the Farming dialog FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 77 3 Field Record Keeping Editing landlord sharecrop information when completing a job Enter Sharecrop Information in the Farming dialog This allows you to modify any charges receipts and inputs for a landlord while performing a farming operation 1 Inthe Farming dialog click Landlords in the Sharecrop Information area F Field Properties Landlords Copy Landlord Info Equipment cnarge Unt E 4 a FilCal sk Add LL Remove LL sfe Add Equip Remove Equip 2 The Landlords tab of the Field Properties dialog appears From here you can add modify any information for Harvest Input charges and percentages as well as equipment charges if applicable 3 Youcan also add and remove landlords from the sharecrop information on the Field For more information on landlord properties see Setting up a Field page 32 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 78 3 Field Record Keeping Finding an existing job You can
60. crop given to the employee in the Quantity Sold field 6 Enter a Unit Price or Total Sale amount that represents the amount of the payment This is usually the fair market value of the commodity 7 Click OK 8 Click the Other Sales and Expense Reductions icon aJ 9 Inthe Other Sales amp Expense Reductions dialog enter the Amount of the commodity payment as a negative number 10 Select Expense Accounts category and then select Wage Expense 11 In the Enterprise Allocation area select People and then select the employee 12 Click OK The tems Sold area shows both entries which balance each other as a zero dollar sale ame Sold felt ie BES ralcom tom Om Farm 100 000 bushel lLalWage Expenses Matthews Bill E A500 Total Salet 13 Click Record and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 323 Entering commodity wages 1 Select Accounting Payroll Pay Calculation 5 6 7 8 9 Pay Calculation Employee List abe Pay Penod a _ hours Overimenows eo aren Elcom 10000 460 60 00 Rg inna Hours Column Padi irs il Allocation Hrs 20 Pay Periods 1 Paid hours are used for Unemployment reports Pay stubs cic Allocation hours arc onby for Enterprise roporns and do not atiect pay Select the Employee 9 Payroll SUMME Calculate Pay aatie pay 0 00 Misc Deduction Record Ld Dune E De
61. depreciable improvement m Making prepay payments for supplies m Returning supplies and posting vendor return payment credits m Making payable payments m Making credit card payments m Making payments for family living expenses m Other expenses and payments m Creating and using templates Working with attachments m Making corrections to payments and purchases m Printing checks reports and forms Writing a check charging items on your credit card and purchasing something with cash are just a few examples of transactions you can enter in the Payments and Purchases dialog This chapter covers each of the payment and purchase options FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 158 5 Payments and Purchases The Payment and Purchase dialog To record payments and purchases do one of the following e Select Accounting Payments and Purchases Record Payment Purchase e Select Checking from the toolbar drop down list and then click the Record Payment Purchase Icon Sa The Payments and Purchases dialog appears In this dialog you can enter payments and purchase transactions Menu bar Payments and Purchases Purchase Options Payment Options r Calculator button Verdun Dale Jumnal Erti l henan 72 AnachFies Desniptinon nr Inenire H D Vendor area Add to fist of templates tems Punchated Item Purchased area Total Purchase Fore you paid How you paid area Total
62. detailed calculations FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 347 11 General Ledger If you select the Details Hide Source Column checkbox this hides the details From Balance Sheet and other columns in the first drill down screen which may be useful if you want to print the Details Report to show to a banker but do not want to show them all details 3 Some measures require the amount of money spent on specific expense types that cannot be identified automatically by the software To identify which Expense accounts are used for Amortization Capital Leases Income Taxes Interest and Social Security go to the Accounts tab and select the category on the left ck pacer Measures E File Page Orientation Account Types Choose Accounts Amortization Expense oO SE Fed Income Tax Expense O Can a O af Feed Eqpense ree Looe Emenee O 4E Fertilizer amp Lime Expense C Income Tax Expense O af Freight Emense Interest Expense O af Fuel Ol Expense Social Securtry Tax Expense o SE General Insurance Expense O amp Govt refunds O EE Govt shares Roy O a Heath Insurance Expense O a Hogs Expense gt Interest Expense O A imgation Epense O sE Land improvement Epense O aE Land payment allocation O E Ucenses amp Permits Eqence O amp Maintenance Eqense O a Non PR Wages For each category select the accounts that belong in that type and then click Record Note You are not require
63. dialog to record the purchase of supplies on account and prepaid transactions Purchasing supplies on account An Accounts Payable section is included in the accrual general ledger Use this option to keep track of bills that you have received but have not yet paid if you enter the details of what you are purchasing when you receive the bill as an Accounts Payable you simply pay the bill without needing to re enter the details To purchase supplies with a payable do the following 1 Click the Record Payment Purchase icon on the Checking toolbar Payments and Purchases Purchase Options Payment Options Yendo Joumal Crary H Date cA 12 31 2011 72 I Attach Files Description of Invoice H Add to list of templates Items Purchased Earl sed rs 5 be kd a Total Purchase How wou paid Total Payment Uithenernice Record W Done 2 Complete the Vendor area as described in The Vendor area page 160 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 166 3 5 Payments and Purchases In the Items Purchased area click the Inventory Supplies icon g Supplies Inventory Purchase tem Purchseed Hebrides Rr Description Herbicide ga Account Dt on Hand 10 000 gallon Oty Purchased gt E Unit Cost 17 250 Pisani 0 Grose Total 431 35 Hat 431 25 K Carl Ei Hel In the Supplies Inventory Purchase dialog select the purchased supply item from I
64. do not fit under the categories offered Other assets may be short term or long term Items that you use within a year would be short term assets while assets that you use over a period longer than a year must be set up as long term assets 1 On the Initial Setup toolbar click the Other Assets icon E3 Initial Setup of Other Assels Stock in Local Co op Description Stork in Local Co op Category gt Curent Asset Long term Asset Balance 75 000 00 fas of 12 37 2005 Ailse Aril f Hone C Revenue C Espen Add Aca Record Done Tae Delete 7 Help 2 Select the Current Item from the drop down list or select lt New gt to add a new asset and then enter a Description 3 Inthe Category area select one of the following Current Asset if this is a asset that you will use within a fiscal year Long term Asset if this is an asset that you might take more than a year to pay 4 In Balance enter the amount for the balance of the asset as at the start of the year indicated 5 Inthe Offsetting Account area select one of the following options and then select the expense account to which the purchase relates from the list None for co op stock without an offsetting account Revenue if accrued interest income has a revenue offset of interest income Expense for assets that when used must be offset to an expense account The software allows you to set up other assets only with an offsetting account
65. eA Ge a lee e el n L feed A a S B s O S ALG mam 1018 C Wason sonnn es EE Ala mama Oem e S a a Pla 1132012 1020 Ceram Tomas R a aa 2 To record bank adjustments debit memos and other adjustments from your bank statement in the Account Register dialog click the Adjustment icon p Bank Adjustments Aocounl Balance l 110137 50 ea 110137250 a Additions C Reductions interest Earned ka Date 7 20 2010 3 Amount 0 00 Memo Offsetting Account FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 289 7 Cash Account Maintenance 3 Make the required entries and adjustments and then click the Reconcile icon i Reconcile Account Fe Achustments Aon uind Farran 7 i Date Num PE Wendo 2 Amount E 125 Smith John Last Reconcile Dote i 12010 FeconcilietionDete 2 1 2000 a Balance per Bank 110 137 50 Dapati in rans SUA Qulvteanding Ferenc SUA Adjusted Bank Balance 1101750 Balance par Books 2100000 Dut of Balance 091 37 50 Boa E None Deposits Len Date Num MD _ amount iY mimo inthe Irvlienussed OA B re K Cona 3 Hop 4 Inthe Reconcile Account dialog enter a Reconciliation Date and the ending balance from your bank statement in Balance Per Bank The Payments and Deposits lists display all checks and deposits you have not yet reconciled and highlights the checks and deposits you select To ent
66. find planned and completed farming operations jobs in the Farm Jobs or Input tab Finding a job in the Farm tab 1 Select View Show Jobs in Land Areas 2 Click to open the Farm tree where you recorded the job ET F D Jobe a8 Wap o wesha Eb Irec Fi Ltr by Sebatan fap Mies obs Mime o Dae re Fn _ Fist __ Tommy ok Day Oi bre o Damh BS Sed Teal TEA ANZ dahery Sih Samih F satire Seh BS any Liner Sed Teal i z Unassigned Clerk gt Saath HA Appbestien Aan Jody Smh Smh Fare Sm h H3 ani Can Appbe ation 7 Ch Sneed Cirian Tih H2 Harema 1123 dorra Emah Seth Err Saath H4 Eai Cun Hanser Seth 19 Piena Seeding 5 a2 dohra Smith naih Far paih 4 Pal Cir Plante pebr Day IG Ine Johnny erat TE m h Pame a sews q D smth 2 ahr r z mih F a E ahas Sam Ai DA aah et oth i sah fy SOULE Whea ire Ws E sth on 3 To find a specific job recorded for this particular field and enterprise highlight the correct crop enterprise and then select the Filter Jobs by Selection check box Only the jobs recorded for this field and enterprise appear in the Jobs tab To remove the filter clear the Filter Jobs by Selection check box or click Clear Filter in the Jobs tab Finding a job in the Jobs tab The Jobs tab shows all the planned jobs orange text Planned icon and completed jobs black text Completed icon fg you entered synchronized or imported into the
67. for farming tasks for example office equipment select the Item is not used in Farming Tasks check box If you do this the program considers it as a retired piece of equipment and will not display it until you select Show Retired Inputs from the View menu FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 139 4 Initial Setup 4 Select or create an account for each item of equipment accounts are used to group similar items together on your balance sheets If the account you want is not listed select lt Add gt in Account Chart of Accounts Setup Mease set up accounts in Livestock Equigrrvert he orden gan baliw Machinery amp Equipment Trucks amp Aulos Supplies C Crops Resale Lyvestock Breeding Livestock C Expenses Aevenue Equipment essiications velect account name then press record to add accounts fo your Chart of accounts Existing accounts will appear grey Hew Accounts Account i Beco kd Dione 7 Help 5 Complete the information in the Chart of Accounts dialog The Equipment Classifications option is automatically selected Either select the equipment type from the list or enter a new equipment category in Accounts for example Tractors and then click 6 Once you add all the required equipment click Record and then click Done X Tip Most farms require only a few equipment accounts You should set up an account for each category of equipment but do not set up a separate account fo
68. for the removable drive to enter it in the Save In field c Enter a name for the backup file in the File Name field or replace an earlier backup by selecting it from the drop down list 3 Doone of the following Click Save to return to the Backup Project dialog Click Cancel to close the dialog without saving the backup FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 20 1 Getting Started 4 Inthe Options section of the Backup Project dialog select a value from the Compression drop down list to change the size of the backup file and the amount of time it will take to create the backup The options are Maximum slowest Normal default Fast Super Fast or None If you select Maximum the software takes longer to create the backup but the file will be smaller Ifyou select None the software will takes a shorter time to create the backup but the file will be much larger 5 If you are saving the backup to a USB drive or a disk you can select Wipe Disk from the Disk Prep drop down list to erase all files on the USB drive or floppy disk before making the backup CAUTION Before you select Wipe Disk verify there are no files you want to keep 6 You can also select the checkboxes to include backdrops and or Mobile archived data Note Backdrops include aerial images and digital photos Mobile data is a copy of the original data from the Mobile software 7 Click OK A progress screen appears File
69. icon in the How You Deposited area to select a deposit method see page 235 Note You can use part of the amount deposited for family expenses and petty cash see page 238 Note If you select For Deposit even if only one item is for deposit the Description area of the check register shows only the word Deposit E Account Rogister from 1 1 2012 to 12 91 2012 File Wiem Aakbaties sa S15 15 E Sissi als Dae cme pf Description Deposit ch Payment Balance pa S paaa mare o e a tae mc 0 00 E If you select Deposit Now the vendor name appears under Description but the Less Family Living and Less Cash options are not available These transactions must be made through Payments and Purchases and Transfer The Income Sales and Deposit dialog shows the complete transaction 9 Click Record to post the transaction and then click Done Note The transaction must balance FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 259 6 Income Sales and Deposits Entering family amp personal income You can use the software to keep track of family and personal earnings including documenting document wages director s fees or other types of off farm revenue separately from profits from your farming enterprises If you do not want to keep track of different categories for family living you can apply all amounts to the Family Living category If you want to track withholding amounts from pay
70. in your accrual general ledger since it treats prepaid assets as an expense or revenue in your financial books when you incur them rather than when you use them The software adds assets with no offsetting accounts to both your cash and accrual general ledger 6 To add an asset that is not included in the list of revenues click Add Account In the Chart of Accounts dialog that appears select Revenues enter the revenue account you want to add in New Accounts box and then click the icon FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 151 4 Initial Setup 7 Verify that the software highlighted the new account in the list click Record and then click Done 8 Click Record 9 Repeat Step 2 through Step 8 to add the new revenue asset as required 10 Once you add all the required other assets click Record and then click Done Setting Up Accounts Payable Accounts payable are one main type of short term liability for your farming business that records the amounts owed to vendors or suppliers for the purchased products supplies parts or services that you buy on credit The amounts recorded in this liability are non interest bearing although you may incur interest charges as penalties for late payments You can use the initial setup of accounts payable to add bills you received but did not pay as of the start of the year For instance a load of feed purchased in December but which you will not pay for until the following January is
71. information the Total Deposit should be equal to the amount actually deposited Click OK Click Record to post the transaction and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 274 Note The transactions must balance 6 Income Sales and Deposits Making corrections to income sales and deposits Common mistakes when recording sales are entering an incorrect date or making an error in recording a sale The software allows you to easily make changes as long as you have not recorded any payments for these transactions Editing transactions If you discover you entered a transaction incorrectly edit the entry as follows 1 Select Accounting Sales and Deposits Transaction Maintenance Transaclion Mainlenance Stat Date 171 2010 JE Num Date 2A ram PAANU Tirama 1 Fee L200 Type Sae Feroe 772122010 127 200 EndDate 12 17 2010 F a Update Ligt gt Fw Banking Center Local Lo Up Fierul Fandy Fans Local Co Op Local Co Op Frendi Family Fams Operating Loan belts Cidon Hoe wink Sales Dales Saler Wid W Donc Help 2 Enter a Start Date and End Date and then click Update List FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 275 6 Income Sales and Deposits 3 Select the purchase you want to change and then click Edit Edit Income Sales and Deposits Date ournal entry J 27272012 5 89 M Add to list of templates Total Sale
72. last name and then select the appropriate suffix Note The Full Name and Sorted Name fields are automatically populated You can change these as preferred The sorted name is how the name appears in all of the lists within the software 3 Enter the name of the business for which the person works and their appropriate job title Address Address 1 Enter a PO box rural route or street address in the Street 1 and Street 2 fields 2 Enter a city town state province zip postal code and country as appropriate Contact Phone Enter home business mobile number as appropriate Internet Enter email and or URL details FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 40 2 Setting Up Farms Fields and Inputs Tab Group Field Action Category Categories Enter information as appropriate Employee Employee If the employee has a pesticide applicator s license enter the license number here This number appears on the Job Report Costing Enter the charge rate in dollars per hour that the employee gets paid This information is used for costing purposes on the Job Report Photo Change remove rotate or print digital images For more information see Photo page 34 Invoice Note The Invoice tab is active if the Farm Works Accounting software is not installed Include on Select this check box to add information to the invoice Invoice Description on Invoice Invoice Rate If you select Include on Invoice enter information her
73. mktvalue As ltem 1895 of 2095 Click Cancel to close the dialog box without making a backup 8 Repeat Step 1 through Step 7 to save another backup to a different folder removable drive or floppy disk FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 21 1 Getting Started Restoring project backups If your data is corrupted or if you lose your data through a hardware failure you can attempt to recover it by restoring a backup you created earlier with the backup option as described above Note The software will not restore backups made with other software such as the Windows XP backup utility Restoring a project backup replaces the information in the current project with the information that you had at the time you made the backup For example if you created a backup on Monday and then needed to restore it on Friday of the same week you will lose any information entered Tuesday through Thursday of that week 1 Do one of the following Select File Restore Backup Inthe Project Selection tab click Restore Project 2 From the Backup Project drop down list select the backup file you created previously If the backup does not appear on the list browse to locate it a Click the Browse button to open a second Restore Backup dialog b Doone of the following Browse to the folder or drive where you previously saved the backup Select an icon in the left column and then browse to the folder or remova
74. of project before year end Option U Make sure initial setup is complete Deposit undeposited cash receipts Complete any transactions with missing details Reconcile checking accounts Allocate expenses and income Ok X Cancel 7 Help 2 Complete the checklist You must do the following before closing the year Description Complete the initial setup if this is your first year using this software Once you ve closed the first year the Initial Setup is no longer available Confirm that all cash receipts that were marked for deposit at year end have been deposited To do this 1 Select the Checking toolbar and then click the Create Deposit Ticket icon r 2 The Deposit Ticket dialog shows any undeposited cash receipts Deposit any amounts from the prior year and then click OK Complete all transaction details To search for transactions with missing details 1 Open the Account Register s and then select View Date Range and set the dates to cover the entire year 2 Select View Sort by Details Items with missing details appear at the top of the list enter details for each transaction as indicated Reconcile all bank accounts Transactions cannot be voided and bank adjustments cannot be made after the year is closed Allocate all expenses and revenues to your enterprises They cannot be allocated once the year is closed 13 Year End Activities See also Chapter 4
75. of your crops and a purchase of supplies through the same account at the value that you enter 5 Select the Supply the crop is being transferred to or select lt New gt to set up a new supply item If you previously recorded a transfer of this crop Supply is populated FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 299 8 Inventory Maintenance Note If the supply is new enter the appropriate information When you record the transfer the software prompts you to enter the properties of the new supply For more information on Supply Properties Setting up Supplies page 148 6 Enter the Qty to Add to the supply If the crop and the supply item have different units of measure this may be a different number than the amount that was moved in Once you enter this for the first transfer the software remembers the unit of measure conversion and uses it for all future transfers Note All sales are allocated directly to the crop s marketing enterprise This transfer does not affect the Field Enterprise If more crop is transferred to supply than what is on hand a warning appears Harvested Crop Sales Warming More Harvested Crop is being sold than is at the current _ location Harvested crop adjustments affect Marketing Enterprise Staternents but do not affect Field Enterprise Staternents Adjustments should be made by adding editing harvest jobs to increase the quantity harvested Click OK to make an adjustment to the harvest
76. tax preparer accountant or attorney b Click Balance to Unappropriated Retained Earnings to complete the Initial Setup This allocates the amount out of balance to the Unappropriated Retained Earnings Account c Click Done The Setup Account menu is replaced with the Accounting menu Initial Setup Basic Setup An alternative to the quick setup is the basic setup where more information is entered into Initial Setup before recording day to day transactions As with the quick setup the Initial Setup does not need to be completed at this time but entering information now eliminates having to create it when entering daily transactions After you exit Initial Setup you can access the Initial Setup menu and toolbar to add or change information until a year end closing The following items that are listed on the Setup Account menu do not appear on the nitial Setup toolbar e Options Accounting Options Check Deposit Ticket Setup Owner s Information Payable Reminder Date VAT GST Setup e Names and Addresses e General Ledger FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 126 4 Initial Setup Although these items are also available from the Accounting menu it is convenient to complete the setup of some items for example Check Deposit Ticket Setup before entering transactions The following setup procedures complete the basic setup Accounting Options To review or edit the Accounting Options select Setup Ac
77. that match the values you entered a message appears Redefine the requirements and try again Find in Register dd No instances of this value were Found 6 When you have completed the search to your satisfaction click Done to close the Find in Register dialog FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 294 7 Cash Account Maintenance Changing entries in the Account Register In the Account Register dialog you can do any of the following e Click a field to change it You can change the Date of the transaction as shown here the Check or Description and add a memo to the Description by selecting the field and entering or selecting new information a a a nen G eroa S SOY SSCS EEE a a E EE eu zene nm TT sn E Sue Mon ue tend 1 hu 4 5 A l i h John 4 000 0 oO 7970 00 11 12 19014 15 3 3 l 18 pgi 21 22 poe voog OJ S 80750 00 75 2b 27 28 29 7 1 2 TO Today 7 20 2010 N 1 e Select the Bch check box in any row s to add that check to a batch of checks you can print together the item is then marked with a Printer icon Clear the check box to remove the transaction from the batch e Select the Clr check box to identify checks and deposits that have cleared the bank for reconciliation purposes e To view details for a transaction click the Show Details icon F or right click the row and then select Inspect Transaction The Transaction Entry dialog shows the transaction details y
78. that you can have in a payroll If employees start in the morning take a lunch break and then work in the afternoon you need two start stop periods 5 Click OK Entering payroll times amp amounts The Time and Pay dialog has a number of buttons for entering your payroll The buttons that are available vary depending on the Time and Pay Options you selected Button Description Time Sheet Available only if you set this up in the Time and Pay Options dialog Used to enter employee hours in a time sheet format See page 316 Pay Calculation Used to enter information about the number of hours the employee worked The software computes and displays each employee s withholdings which can be changed if required See page 317 Payroll Worksheet Available only when time sheets are not used You can print the Payroll Worksheet and use it to Summarize payroll information before it is entered into the software FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 314 Button Employee Summary Payroll Register Record Checks 9 Payroll Description Used to print a summary of the payroll that has been entered This report conforms to H2A regulations and includes time sheet information along with wages and withholdings It can also include lines for the employee and employer to sign if the required Time and Pay Option is selected The report can be printed for any employees and can be printed in English and or Spanish It includes all pa
79. the due date of the invoice but you can change Select Reminder Date in the Accounts Payable menu 5 If there are any early payment discounts enter the information in Discount Date and Discount 6 Inthe nvoice Details area select Revenues or Expenses select the first item that applies to the receivable account and then click Add to Invoice to add the item to the Account Name column Repeat this step for each revenue and expense 7 Enter the amounts for each account name in the Amt column The software automatically calculates and displays the discount amount gross payable amount and net amount with discount 8 Once you add all payable accounts and verify that the payable balance is correct click Record and then click Done Setting up Loans Use the initial setup of loans to set up loan balances as of the start of the year Loans can include operating loans equipment loans mortgages or land contracts You can find your loan balances on bank statements or amortization schedules or you may need to check with your bank s loan department To set up the initial balance on loans 1 On the nitial Setup toolbar click the Loans icon Initial Setup of Loans Cunent Loan lt New gt DE Accom Desr Operating Loar Balance SRANAN Total ae of 12 31 2009 Short Tenn 0 00 Mrincipal due this year Long Ten 20000 00 Principal due after year end P Becord i fp Delete Hop 2 Tochange the ini
80. the report with your bank statement or canceled checks Making bank adjustments Use the Bank Adjustments dialog to record service charges interest earned debit memos and credit memos 1 Click the Bank Adjustment icon on the Checking toolbar to open the Bank Adjustment dialog Bank Adjustments Account Balance Fiew 1390 A Paf Bankr Centrs Checking Naa 133314 83 Addins C Reductions Crest Hemo x Date VFM Amour 250 00 Mema Ultselbng Aocourt arul Land Loan Long cnn Land Loan Short Tem Livestock Transhers Opecating Loan Long Teen Opes alirny lasari Skint Term Decard y Done Hep 2 Select the required bank account in Account Balance 3 Select Additions or Reductions and then select the required option from the drop down list Additions are typically automatic deposits made to your account for example Credit Memo or ATM transactions Reductions are typically automatic withdrawals from your account for example Debit Memo or ATM withdrawals FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 291 7 Cash Account Maintenance 4 Ifyou select Credit Memo Debit Memo or NSF Check select the appropriate account from Offsetting Account list 5 Click Record to save the bank adjustment and then click Done Using the Account Register The software has an interactive Account Register where you can easily view your checking account with details and a running balance
81. these accounts is the farm s net profit or loss which is posted to the equity accounts based on the owners income sharing percentages Drawing and family living accounts are closed into each owner s respective equity account If your farm is a corporation revenues expenses and dividends are closed into the Unappropriated Retained Earnings account FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 383 13 Year End Activities Preparing taxes The software allows you to set up a Schedule F to help you to prepare your tax return You can also set up other schedules for tax purposes Setting up tax schedules 1 Select Accounting Taxes Schedule Setup Tax Sched ube Accom seneawe Rove O Rist aes Breeding Bulls Sales sched F Areciing Calio Sides Behind F Cattle Salas Com Sales Sehed F Collon Sales Sched F Cropinsuranee oeme Galn Lose on Sale of Fed Assets 179 Hedging GainaifLossen 4797 Hoge Sales sched F Interest Income Sched F sched F Sched F Supplies purchased _ Line Description Sates of lwestock produce grains and other products you raised Salas of lvestock produce grains and athi produck you raised ales oflivestock and other items you bought Tor resale Gales of Imestack produza grains and other producta you ralsed l Sales of livestock produca grains and lher products u raised Crop Insurance proceeds ang certain disaster pamnents
82. to add edit delete and reorganize accounts To access the Chart of Accounts do one of the following e Select Accounting General Ledger Chart of Accounts e On the General Ledger toolbar click the Add Accounts icon EJ Chart of Accounts Chart of Accounts i Assets fi Liabilities S Poquity H ie Revenue fi Pxpenses In the Chart of Accounts screen you can do the following e Click the icon to open the main category folders click the icon to close the main category folders e Double click any closed folder to display the subfolders and or the accounts within the folder e The software automatically list accounts in alphabetical order but you can change this to suit your needs If for example you want to select an FW Banking Center checking account as the default cash account you can click and drag it to the top of the list Chart of Accounts Chartof Accounts of cash accounts i Assets C As e To alphabetize a group in the chart of accounts click lata the group heading and then click the Alphabetize gE Fw Banking Center Headi Fal d Petty Cash eadqging icon HE Undeposited Cash Receipts e You can move accounts only within their main categories For example you cannot move an asset account into the liability section e Accounts identified by folders do not carry balances and are used only to group similar items together Accounts that are preceded by a scale
83. transaction for example click the Other Expense icon 4 to enter shipping or other costs Items Purchased Hauling Expense 2745 00 apHauling Expense 275 00 JI Total Purchase 1 794 00 bd FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 171 5 Payments and Purchases 10 To record a payment by loan click the Loan icon 4 in the How You Paid area Loan Purchase Hog Loan Loan Description Hog Losi Ciunerd Suh iliirvad Trilal Loan Gower 0 00 5 375 00 9375 00 Pancipal due this wear 0 00 0 0 00 Principal due at pear end PU 735 00 FaK X DK X Cancel 7 Helo 11 Select the Loan used for your purchase or select lt New gt to add a new loan and then enter a Loan Description The software displays the balance of the loan before and after this transaction in Current and Total 12 The software enters the full amount of the transaction in Additional Loan Amount If you are going to pay back a part or all of the loan within 12 months enter the amount you expect to pay in Principal due this year the software automatically calculates and displays the Principal due at year end amount which is the amount due after the first 12 months of the loan 13 Click OK The Payments and Purchases dialog displays a summary of your transaction 14 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 15 Once your transaction balances click Record to po
84. using the Farm Works Accounting software you can use structures for storage locations for harvested crops 1 Click the New Structure icon B Structure Properties ES General Structure Description Owner Landlord Client D tY Seed Company Farm D t r Seed 2 Enter a Description 3 Doone of the following If you selected the correct Client and Farm those fields are automatically populated No action is required Ifyou did not select the correct Client and Farm select them now from the drop down lists 4 Click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 39 2 Setting Up Farms Fields and Inputs Setting up a Person Use the software to track operations that a Person employee or other worker performs Before you assign your workers to a job you must add them to the nputs tab 1 Click the New Person icon Sad Person Properties ER Employee G Faal E General E Address amp Contact Hame Business a Firet hohes Middefb Last Smith Sulhu Full Mame John D Sraith Sorted Mame Amih lihri Burmees Job Title aw ID 2 Enter information into the tabs You must enter the person s first or last name on the General tab the rest of the information is optional Tab Group Field Action General Name 1 Select the Business check box to add a name of a business as a contact 2 Selecta title enter their first middle and
85. you back up your projects frequently to protect vital project information in the event that a computer suffers hardware failure or become infected by a virus The software saves the backup to your desktop computer s hard drive but you can also save the backup to a removable medium such as a flash drive or CD See Backing up projects page 20 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 11 1 Getting Started Adding a new project If this is the first time you use the software no projects will be listed in the Project Selection dialog To create a new project 1 Inthe Project Selection dialog click New Project Add New Project In general a producer will onky use One project that includes all of his equipment and fields Cher projects may be used as practice and kial areas In Farn Funds a project represents one sel ol books Project Name Password Optional OK X Concel_ Help 2 Inthe Add New Project dialog enter a name for the new project in Project Name You can also enter a password in Password this is optional Passwords are case sensitive and may have up to eight letters and numbers but no special characters such as the at sign or tilde If no password is required leave Password blank To remove the password at a later date a Inthe Project Selection dialog select the project and then click Change Project Info b Enter your password in the Project Password dialog and then click
86. you change the wage or withholding amounts neither your books nor the employee s pay records are changed Click OK The employee is added to the W2 s to be printed list Repeat Step 3 through Step 5 to add the remaining employees to the print list 5 6 7 Load plain paper into your printer and select the Output format 8 Click Print W 2 s to print the W 2 forms to plain paper as a test print 9 Check your test print against the W 2 form for correct alignment of the print If you need to adjust the print change the horizontal and vertical spaces in the Printer Adjustment area Continue to make adjustments and test prints until you are satisfied with the alignment 10 Load the first set of forms into your printer and then click Print W 2 s 11 If you need to print more than one set of forms click Print W 2 s one or more times until all of the required copies are printed FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 328 CHAPTER Budgets and Market Value In this chapter Changing a budget year Setting up a budget Printing budget reports Using family living or personal budgets Printing Family Living reports Market Value balance sheets Printing Market Value balance sheets The software allows you to set up a budget for cash flows of revenues and expenses organized by month The totals column provides a year to date total for each item the bottom part of the report provides a month by month cash positio
87. 000 00 25000 00 Principal due this year 0 00 12 500 00 12500 00 Principal due st year end 0 00 17500 00 17500 00 K OK A Cancel 7 Help Select an existing Loan or select lt New gt and then enter a Loan Description The software shows the current loan balance in Loan Amount field or 0 00 for a new loan Enter the amount you are borrowing in the Additional Loan Amount field Enter the Additional Principal Due This Year FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 258 6 Income Sales and Deposits Note Enter the full amount for a short term loan that is the amount is due within the next 12 months which is not necessarily the amount due by the end of the year or a partial amount for a long term loan that is a loan which you may take more than one year to repay You can also leave the principal due at 0 00 for a long term loan with nothing due until after 12 months Note The principal due this year need not be exact You can estimate it by dividing the amount of the loan by its life in year As a result when you record a line of credit the entire loan should be short term and you should enter the whole loan amount in Additional Principal Due This Year 7 Click OK The tems Sold area now shows the total loan amount received Hems Sold Am T Ex j Ei E2010 operating expenses Po 25 000 00 Total Sales E 2500000 8 Click the appropriate
88. 010 Soybean H Da Sen Reports A Guidance Li Fl py 2 Fl py 3 Retire Fl py 4 Import Boundaries Fa DY 6 Edit Boundaries Fl py I DY 8 Import Prescription Day III Inc Import Background Johnny Smith Motes Add Layer Export Boundaries Properties h lt FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 97 3 Field Record Keeping 2 Inthe Enterprise Properties screen select a Practice and Type from the drop down lists Enterprise Propertics Enteipiise 2012 Com DY 1 Commodity 02n S dS Area B ac Plant Date yaam HavestDate SB Ended entespwise hefnre harvest Crop Inewrance Urat pO YieldNumber Prectice Noningeted SCS Type Grain Grain Mno Type Sperfied Harvest Info Landlord bu S Total MH bu ac The Practice and Type lists are limited to the appropriate choices for the field based on the State and County selected in the Field Properties screen If the correct Practice and Type are not listed select the Show All Types and Practices checkbox to show all items for selection F Enterprise Properties Enterprize 2012 Com DY Commodity 202 Com O id Area 38 00 ac Plant Date 4232012 Harvest Date po Ended enterprise before harvest Crop Insurance Unit eld Number noniis Type Grain is how All Types and Practices 3 Click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 98 3 Field Record Keep
89. 1 17 2010 JE MNum Date End bashang S argr2010 Sunshine Walep Department Store bea UU Mew Home Heal E stab TANA Tower F ougonerd f hha 3 i Type Pachas Salati County Livestock Exchange ChkWI001 Purchase LAKBIUL2 Purchase ChE BINS Pincha Purchase bau vod v Doe Help Enter a Start Date and End Date and then click Update List FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 215 5 Payments and Purchases 3 Select the purchase you want to change and then click Edit Edil Payments and Purchases Purchase Options Payment Options Vendor Date New Home Meal Estate PAE E dJ l Alah Fies Description o Imota H M Add to kat of templates lale APS ERE Total Purchase 189 000 00 Total Payment 4 Tochange the entry click the icon on the left of the green entry bar and then make the required changes in the dialog that appears For example change the purchasing amount 5 One you make the required change s click Update and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 216 Voiding entries 5 Payments and Purchases Use the Transaction Maintenance dialog or the Trial Balance dialog Using the Transaction Maintenance dialog 1 Select Accounting Payments and Purchases Transaction Maintenance Transaclion Mainlenance garirai 0 Bedae TANAN S21 2010 Update Liet gt Sunchine Valley Depaimert Store Mew Home Heal E stabe Trwernke Firpaga
90. 1 Corn ALEM ME AT TA VINDi Sales 100 00 Total 56 2900 127 1000 18 ADM Ti FO ih NZH2011 Sales 730 00 Total S amp T hoon ae Seth Total 0070 orn ADH 1780 1 Tolal 7017 Comms 1730 06 Creating deposit tickets Besides recording deposits of revenue from income and sales you can also create deposit tickets The Deposit Ticket dialog appears after you have recorded the sales and exited from the ncome Sales and Deposits dialog the dialog shows all checks you do not immediately deposit when you record the sale or receipt 1 To access the Deposit Ticket dialog do one of the following Select Accounting Income Sales and Deposits Create Deposit Ticket Select Checking from the toolbar drop down list and then click the Create Deposit Ticket icon el FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 272 6 Income Sales and Deposits 2 Inthe Deposit Ticket dialog select the Deposit in Account This is the bank account in which you made the deposit The software shows this bank account in the register Deposit Ticket Deposit in Account Date Deposit ID Pw Banking Center ar 9 2010 E Depusit Undepositad Cash Receipts Deposil Bob Buckley Total Deposit 0 00 eposit Cash Total Undeposited 2 000 00 Less Farmi Living Less Cash Decor amp Enn Done Help 3 Enter the Date of the transaction and a Deposit ID this may be the bank s deposit number Depasil Tickel Prin
91. 3 Field Record Keeping Select To Show Jobs in Land Show planned and completed jobs in the Farm tab The jobs appear under the Areas applicable Farm Field and Crop Enterprise icons To hide the jobs in the Farm tab clear the check mark Show Background in Display background image icons on the Farm tab if the Farm Works Mapping Land Areas software is installed A background image icon is added to the Farm tab for each background image that has been imported into the software To display the image double click the image name or icon For more information see Chapter 4 of the Farm Works Mapping Software User Guide To hide the image icons and aerial photograph names clear the check mark Creating a planned job To create planned jobs add all the inputs machinery people and supplies you expect to use to the Working area Note When planning a job not all of the inputs may be known In this case apply only the inputs that are known you can add others when the job is complete See Editing jobs page 81 To record a planned job 1 Inthe nputs tab expand the tree view 2 Double click each input machines people supplies that will be used for the job to move it to the Working area Alternatively select an input and then click the Add icon To remove an input from the Working area double click it or select it and then click the Remove icon FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 63 3 F
92. 83 Printing an Invoice Statement 0 0 0 000 ee 285 Cash Account Maintenance 0 0 eee eee ee te eet tw es 286 Adding and editing bank accounts aooaa 287 Transferring fundS 644k 5 bee eww Ree ea A bE eee we YE 287 Reconciling checking accounts o oo a a ee 288 Making bank adjustments 2 0 ee 291 Using the Account Register aoaaa ee 292 Searching the Account Register aoaaa es 293 Changing entries in the Account Register aoaaa a a ee 295 Adding entries to the Account Register oaoa ee 296 Inventory Maintenance 0 eee ee ee eee we ee et ee es 297 Moving harvested crops to storage ooo a a a a a a a 298 Adding harvested crops to supply inventories oaoa 2 ee 299 Adjusting harvested crop inventories oaoa a a a a 300 Adjusting supply inventories oaoa a 301 Adjusting livestock inventories oaoa e a 303 Printing inventory reportS aoao 304 PAVIOW se soree et eke ewe a See ea ee eee oe eS 305 Sewing UPPOO age as theca eee eee bee ee eRe OE ee eG 306 Setting up employer tax information 2 0 0 ee ee ee 306 Setting up the Federal Tax Table 2 ee 307 Setting up State Tax Tables noaoo 308 Setting up Unemployment Insurance Tax Tables 2 0 0 eee ee 309 Setting up Deductions amp Reductions aoaaa ee 310 Setting up employee information soaa e a 311 Entering payroll information aaa a a a 313 Entering payroll times amp amounts aoaaa 314 Voiding payche
93. Accounting software is installed and you selected Profit Enterprise for the equipment the charge rate goes directly to the Fields covered by the equipment If you selected Passive Enterprise the charge rate is used only for planning reports For more information refer to the Farm Works Accounting Software User Guide e If you are using the Mobile module enter the Machine width e From the Service Interval Unit drop down list select the required value e In Current Meter enter the current acres or hours on the machine e In Last Serviced enter the acres or hours at the time of the last service e In Last Service Date enter the date of the last service or select the calendar icon and choose the date in the calendar e In Service Interval enter the number of acres or hours to elapse between each service This automatically calculates and shows in Next Service the number of hours or acres until the next service is due Enter any notes up to 255 characters e Select the Fuelable check box if you want to track fuel usage e Select the Harvester check box if you will use the machine to perform harvesting operations for example combines or balers e Select the Metered check box if you are using the Mobile software and want to keep track of the hours and acres used for the service options e Ifthe machine uses fuel select the correct fuel type from the Supply Fuel list If required select lt Add gt to add a new fuel supply
94. COUNTING SOFTWARE USER GUIDE 238 6 Income Sales and Deposits Click To For Deposit The Deposit area shows all amounts cont Depag Gob Buckley Lest Bob Buckley Misceltaneot 500 00 Less Potty Gish Total Deposit 1000 00 Chiyieiait Lash Lees Formik Leng Invoice icon Create an invoice Opens the Invoice dialog the Total Amount from the Items Sold area appears in Sale Amount Invoice Accounls Recehable Description or Sales Invoice Acoounts Pecenvable Purchaser Bob Buckley Invoice Date 7 16 2010 Due Date 7 23 2010 aA Syne 174 000 00 fe Print irewice when Ihis sale rs recorded OK K Cancel 2 Help You can change the Due Date if required when the payment will be due to you amend the Sales Amount if required and select or clear the Print invoice when this sale is required check box Click OK to return to the Income Sales and Deposit dialog For more information on the Record Done and Help buttons see Chapter 1 Getting Started FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 239 6 Income Sales and Deposits Sales Use the Income Sales and Deposits dialog to record proceeds from the sale of various items Selling harvested crops at net values The software enables you to track crops harvested from each field It automatically applies the sale of crops back to the field or fields from which they were harvested an
95. Click Done To allocate expenses to overhead Tip When an expense is incurred such as an office expense which is not allocated to an enterprise you can allocate it to overhead instead FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 366 12 Enterprises 1 When recording a purchase click the Expenses and Other Payments icon 3 For example to record office expense Expense and Other Payments Account f Expense Accounts C Revenue Accounts C Other Accounts Enterprise Allocation m iz eee e ee None Field Crops Mine Field Crops Landlord Crop Marketing E quiprrierit Livestock People Structures 2 Enter the Amount Amount 120 47 Hogs Expense Interest Expense Professional Fees Expense Rent Expense Land Repairs Expense Equip Seed Expense State Unemployment Expense 2010 20710 2010 2010 2010 2010 Corm Corm Soybean Com Com Soybean Com Home 1 Home 2 Home 6 Smith 1 Home 3 Smith 3 Smith 4 EE ka Add Acct aah vi E Farm Works Trimble Farm Works l Trimble Farms Trimble Farms Trimble Farm Works Sof Trimble Farms Trimble Farms ia Show Me iA Ok fh X Cancel Help 3 Inthe Account area select Expense Accounts and then select the appropriate account for example Office Supplies Expense 4 Inthe Enterprise Allocation area select Equipment and then select both Overhead Crops and Overhead Livestock if both
96. DITIA W Operating Epanee Rato a Equity to Aseet Ratio fe Capital Ucht Repay Capacity W Uepriciation Hatio Debt to Equity Ratio F Capital Ucht Repay Margin h terest Expense Ratio fw Retum On Fam Assets M Replacement Margin h Net Fam income Ratio Print Options fe Ucak Show AI Measures Uctails Hide seurce column The options are as follows Note Note The report can print for one to five years Use the Add Year and Remove Year buttons to make any changes required Dates are restricted to Fiscal year dates so that closed year accrual balance sheets will be accurate Enter the Estimated Value of Owner s Unpaid Labor and Management If the farm paid the owner a salary this will probably be SO For Capital Assets Values some measures can be calculated using either a Cost Basis or Market Value Basis Select the option that you want to use Similar to when printing a Market Value Balance Sheet enter tax rates for the Deferred Gains on Capital Assets Liabilities The values entered here and in the Market Value Balance Sheet dialog are now saved and will automatically appear when you return Choose any or all of the Measures to Print by selecting the appropriate checkboxes If you select the Details Show All Measures checkbox and then drill down on a Measure in the Report tab the details for all of the selected Measures are shown in one screen This is helpful if you want to print a full report of these
97. Deposits dialog appears In this dialog you can enter payments and purchase transactions Menu bar Income Sales and Deposits Sales Options Deposit Options fa Calculator button Purchaser Date A Journal entry ss e 2f2r202 ob iil Attach Files Purchaser area Description of Invoice H Items Sot Items Sold area lOtal sales How you deposited area How wou deposited Total Deposit Oilererice P Record Done 7 Help Menu bar The menu bar has two menus that you can use to record sales and deposit options e The Sales Options menu has the same choices as the tems Sold area of the dialog Use this menu to enter sales options for Harvested Crops Inventory Supplies Livestock FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 233 6 Income Sales and Deposits Land Structures Equipment Income Received on Account Loans Received Billing Landlords Family and Personal Income Other Sales and Expense Reductions e The Deposit Options menu has the same options as the icons of the How You Deposited area Use this menu to record payments made by Deposits Made Immediately Proceeds Held for Deposit in the Future Invoices X Tip You can pick more than one deposit option to complete the transaction For example you can deposit a down payment made by a customer immediately and complete an invoice for the amount the customer owes after the
98. EMH H Ewe ew oe ES 35 Setting up a Structure 1 a 39 Setting up a Person 44244440048 4 eee Re EAR ROSS R HEE EEE ERE 40 Setting up a Machine 52 eecwe ebb Gee ada etd beh wwe be be we ew bE eS 42 Setting up a Supply o ooo 45 Adding a new Supply ooa ee 45 Adding a new Tank M X auaa a 49 Setting up an Animal Group 2 ee 52 Setting up a Crop Enterprise aooaa a 53 Editing a Commodity 2 ee 56 Managing Farms Fields and Inputs aoaaa aaa a 58 Viewing or modifying information ooa e a 58 Deleting a farm field or input aooaa 58 Retiring a farm field or input oaoa 59 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 1 Field Record Keeping 2 ee eee ee ete ee ee et ee te te es 61 JODS D pean Geta ee ee he owe eee eee ee SS oe ee BO ee es 62 Using The VIEWING 244442446 266 ienen arrra iaar PETS ESSE 62 Creating a planned job 1 akarnanak o aaua taaa 63 Completing planned jobs o oo 68 Recording tillage operations manually oaaae ee ee ee 68 Recording planting operations manually aoaaa a ee ee eee ee 71 Recording harvesting operations manually a a aoaea 0 eee ee ee ee 73 Entering Scale TICKetS ss waadewe cs te mie Geode ERS RSS Oe eS a Se eS 75 Editing landlord sharecrop information when completing ajob 4 78 Finding an existing job 2 cri ka aarne a aa 79 Finding a job in the Farm tab 79 Finding a job in the Jobs tab aoaaa 79 Finding a job in the
99. ER GUIDE 241 6 Income Sales and Deposits 9 Repeat Step 4 through Step 8 as required to record additional crop sales for each commodity sold at each location If required you can also record other sales made as part of these transactions The tems Sold area now shows all items sold as well as the net amount you received ae EON ale fe a EC El armas T fromm Bir Total Sales 14 000 00 10 Click the appropriate icon in the How You Deposited area to select a deposit method see page 235 The Income Sales and Deposit dialog shows the complete transaction 11 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 12 Click Record to post the transaction and then click Done Selling harvested crops and tracking discounts To keep track of the individual costs that co ops and grain elevators deduct from crop sales do the following Note To record the sale of harvests at the net value only see Selling harvested crops at net values page 240 1 Click the Record Income or Sales icon on the Checking toolbar to open the Income Sales and Deposits dialog 2 Complete the Purchaser area as described in The Purchaser area page 234 3 Inthe Items Sold area click the Harvested Crops icon Al FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 242 6 Income Sales and Deposits 4 Inthe Harvested Crop Sale dialog select the Crop to be sold Harvested Crop Sale Crop 2010 Corn
100. Edit Add Account or click the Add Accounts icon on the General Ledger toolbar Chart of Accounts Setup Mease set up accounts in Chericals the arder gren below Fregen Fertilizer amp Lire Supplies Enel r wel amp Jil jm C Crops Hay C Resale Lyvestock Werdine hise Farts Misi Supplies Breeding Livestock Expenses Sand Revenue ee See IPPON S select account name then press record to add accounts fo your Chart of accounts Existing accounts will appear grey New Accounts Account i td Record v Dorne 7 Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 341 11 General Ledger 1 Set up accounts in the order shown in the dialog starting with Supplies For more information on setting up accounts see Initial Setup Quick Setup page 124 Note Many accounts are linked together and will be selected for you automatically when a corresponding account is chosen Activating Chemicals as a supply account will also activate the Chemicals Expense account 2 Click Record and then click Done To add other accounts for example a specific checking account 1 Click the category folder where you want to add an account for example Cash Accounts 2 Click the Add Account icon l New Account Account Hame OK X Cancel 3 Enter an Account Name for example FW Bank Checking 2 and then click OK To add a new heading account 1 Click the category folder where you wan
101. Frepatecrounes o o c ows SSS B o C M S e w M E 2 H gs g 37500 Other Current Assets z Credit for Retumed Herbicide T E ER Stock in Local Co op 4 Inthe dialog that appears click the Entry Details icon next to the item you want to void to open the General Ledger Report Accrual Method dialog In this dialog click the Entry Details icon F again and then select Void Void Transaction Transaction Entry Accrual Method J FFU Accrual JE it FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 219 5 Payments and Purchases 5 Click Yes to confirm and then click Done as required to return to the Reports menu 6 Click Close Printing checks reports and forms You can print e Checks one at a time or in batches e Purchase reports e Accounts payable reports e 1099s and other forms Selecting check styles The software supports many commonly used check forms When you enter a check in Payments and Purchases the Check Print dialog appears Before you print the checks you must select the check style 1 Select Accounting Payments and Purchases Check Setup Check and Deposit Ticket Setup Check Style and Preferences Deluxe 91013 tractorfed check 1 stub obove Deluxe 41166 tractorfed check 1 stub below Deluxe FUBS1Ub4 sheetted check stubs below Deluxe UK sheelted check 1 stub above UFS FUB15 with memo sheelted check 1 stub above 1
102. GST Number and then click OK Adding Names and Addresses To enter contact information Vendors Purchasers Landlords General Contacts select Setup Account Names and Addresses Add Edit Address List or Accounting Names and Addresses Add Edit Address List Contacts Dontects as E Proparin Add Ee Delta Show All Gah g res Show Aolned FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 130 4 Initial Setup e To add a contact click Add The Contact Properties dialog appears Contact Properties fa General E Address a Contac Eg Calegury Mame Business Titio First Middle Last Subli r Full Name Sored Harie Ausiness Job Title lox IL A Cancel For a full description on how to complete this screen see Chapter 2 Setting Up Farms Fields and Inputs e To delete names and addresses select the name s in the Contacts dialog and then click Delete Note After accounting transactions have been entered for a name the name can be Retired but not Deleted e To edit contact information select the contact name click Properties make the required changes and then click OK Setting up basic accounting features Instructions for the initial setup follow the Initial Setup toolbar icons from left to right Initial Setup AM J a a et te es IS The icons are Click To See Exit initial setup page 156 EJ Set up the Char
103. Help 2 Select the Supply to adjust The current Qty on Hand Unit Cost and Total Cost appear 3 Enter the Adj Date you can make adjustments for any year not yet closed 4 Do the following in the Calc on Hand area Click Current Values to display the current quantity and cost taking into account all activity for the supply Click As of Adj Date to display the quantity and cost at the date entered 5 Enter the new Qty on Hand Unit Cost and Total Cost 6 Click Record and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 302 8 Inventory Maintenance Adjusting livestock inventories The software uses the number and weight of animals to generate information such as weight gained feed conversions cost per pound gained and profit per pound sold To change the current weights or purchase costs of your livestock 1 Select Accounting Inventory Maintenance Adjust Livestock Adjust Livestock Adjustment Date 7 20 20 0 Show values as ol Curent Totals Adjustment Date jv Show ony non zero groups jo A ntimatName ty head Ave We Total Wt P Cow i 256 73 53 100 00 P Ewe 20 66 00 1 300 00 amp Concel Help 2 Enter the Adjustment Date you can make adjustments for any year not yet closed 3 Do the following in the Show values as of area Click Current Totals to display the current weights taking into account all activity for each live
104. Inputs tab oaoa 81 PGIINE IONS wee E E E a E E E E he E E See Gs 81 Removing deleting jobs aooaa a 81 Dee aria eao S E E E E ee E E E E te ees 82 Exporting CSV or XML files aoaaa a 82 Importing FODM XML files aoaaa a 83 Linking resources when synchronizing or importing jobs 84 Merging crop enterprises aoaaa a ee 86 WeatherlaD E E E E E E E PHP EERE E E E E es 87 Adding weather information aooaa ee 87 Viewing and printing a weather report aooo e e ee 88 Creating INVOICES 2 91 Submitting crop insurance data aoaaa 94 Assigning a County and State toeachfield 0 000002 eae 94 Assigning RMA Identities to Commodities 2 0000 eee eens 95 Assigning a Practice and Type 1 es 97 Submitting data to Great American Insurance Group 2 2 200 99 LIKING COPS e oe eon ae eee a a Re Re ee eh eo a Ge EE 101 Changing Practices and Types 2 ee ee 102 Filtering listed fields aaa a 103 S bmitted data i se ss ei estan euun ee Peewee eee ethene ae ee ee es 104 ROQD0US 2224 ek beet eee eee OES RE REESE REG ee ee ee Ee 109 Printing JOD TEPOMS 44444646004 46s a eee YO Oe ee OO ORES 109 Printing a Job Efficiency report aoaaa 111 Printing Field Equipment and Supply usage reports 2 200 114 Initial Setup aac Gees Gee ee ea Be eee es ee EOE EE ESSEC ES 119 Accounting MENU s e ss serrera bd dee we eR EE eee Ee we ee ee ew 120 Getting Stated Be
105. M WORKS ACCOUNTING SOFTWARE USER GUIDE 160 5 Payments and Purchases e Enter a description or invoice number for the transaction e Select a date for the transaction e Select the Add To List Of Templates check box to create a template that you can use again for the same type of transaction e Journal Entry shows the number that the software automatically assigns to the transaction e Click Attach Files to navigate to and attach invoices receipts and other documents to the transaction The Items Purchased area herd Purchaser Total Purchase This area allows you to select the types of purchases you made Instead of menu items this area has icons that you can click to record different types of purchases made The icons correspond to the items on the Purchase Options menu see page 159 The dialog displays the purchases you select and the total amount of the transactions in the list The How You Paid area Fipa you pasgi Tatal Pamani Lithner i Dl This area allows you to select the types of payments Instead of menu items this area has icons that you can click to record different types of payments made The icons correspond to the items on the Purchase Options menu The dialog displays the payments you select and the total amount of the payments in the list For more information on the Record Done and Help buttons see Chapter 1 Getting Started X Tip You can pick more than one payment option to compl
106. Market Detail dialog select Edit List Add Item c Enter the Name of the item being added and then click OK 7 To change an item description d Click ina Qty Unit Cost or Market field for that item e Select Edit List Rename Item from the drop down menu f Enter a new Name for the item and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 337 10 Budgets and Market Value g To add additional items such as the names of individual tracts of land select Edit List Add Item enter a Name and then click OK h Click OK again to return to the Market Value balance sheet 8 Select File Save and then click Done Printing Market Value balance sheets Once the Market Values are set up you can print reports for the current date 1 Select Accounting Market Value Market Balance Sheet Alternatively select Accounting Market Value Market Setup and then select File Print Report Market Value Balance Sheet Current Long Term Assets Markt e 5402 Ad 07900 An Bonk 170052 35 35400 00 Oelered Gain 5339 79 1500 00 Liabilities Market 0 00 9000 00 Book 0 00 4000 00 Dcforred Gain 0 00 5000 00 Not Oietered Gair 33379 79 6 500 x Tax Rate s 0 Liability Print Supporting Schedules S Enn X Concel 2 The Market Value Balance Sheet dialog shows a summary of Market versus Book value for your total Assets and Liabilities The Net Deferred Gain is the net gain you would
107. OFTWARE USER GUIDE 60 CHAPTER Field Record Keeping In this chapter m Jobs tab This section describes how to work with farming operations jobs and create invoices based on m Using the View menu completed farming operations m Creating a planned job Completing planned jobs m Recording tillage operations manually m Recording planting operations manually m Recording harvesting operations manually m Entering Scale Tickets m Editing landlord sharecrop information when completing a job m Finding an existing job m Editing jobs m Removing deleting jobs m Exporting jobs m Importing FODM XML files m Merging crop enterprises m Weather tab m Creating invoices m Submitting crop insurance data m Reports FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 61 3 Field Record Keeping Jobs tab The Jobs tab shows all planned and completed jobs To widen or narrow a column move your cursor over the space between the column headers until the cursor changes to one with two arrows sh Hold the left mouse button down as you drag your mouse to the left or right to adjust the column width At the bottom of the screen there are a number of buttons Click To Clear Filter Clear any filter settings that were applied in the Farm Input or Jobs tab Edit Filter Select filter settings for the Jobs tab See page 79 Merge Merge two or more selected jobs that are for the same field enterprise and job ty
108. OK c Inthe Project dialog select the password press on the keyboard and then click OK A N CAUTION A password will protect your project but if you forget it you will not be able to view your project Make sure that your password is easy for you to remember but not easy for others to guess If you do forget your password contact the technical support team 3 Click OK to return to the Project Selection dialog 4 The Project Selection dialog displays the name of your project To open your project make sure that you have highlighted the correct project name and then click OK The software creates a new blank project that you can start working in Note A project represents all of the maps records and accounting information for a farming operation If the Farm Works Accounting software has been installed each project will have a separate set of books and should represent a separate taxable entity Most users require only a single project The data in each project is kept separate from all other projects and there is no way to combine or merge the data from multiple projects FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 12 1 Getting Started Selecting a measurement system The first time that you open the software you are prompted to select a measurement system Measurement System Units Coordinates Measurement System f US English Metric Options W Show All Units Select the required option and then c
109. Open or Closed lt All gt Commodity lt All gt Client Farm Field Client Farm Field Clear Filters OK X Cancel Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 245 6 Income Sales and Deposits 13 If you select more than one field the Multiple Allocation dialog appears and allocates the cost across the fields based on their size Click OK to continue Multiple Allocation Name 2010 Soybean Total Amount 1000 00 Split Evenly E3 Calc Split Cancel Help 14 Repeat Step 9 through Step 13 to record additional expenses associated with the crop sale The tems Sold area now shows all items sold and any expenses that you set up as well as the net amount you received hers Sold E Cam fram Bind 50 000 bushel 127 500 00 Ea Dnying Expenses Mul Details 1 600 00 Total Sales 11 500 00 15 Click the appropriate icon in the How You Deposited area to select a deposit method see page 235 The Income Sales and Deposit dialog shows the complete transaction 16 Click Attach Files to attach an invoice or receipt For more information on attaching an invoice or receipt see Selling harvested crops and tracking discounts page 242 Step 12 onward 17 Click Record to post the transaction and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 246 6 Income Sales and Deposits Entering revenue from supply sales an
110. Other Sales amp Expense Reductions 1 When recording an income for example Hedging Gain click the Other Sales amp Expense Reductions icon Olher Sales amp Expense Reductions AvOCoUrit C Expense Accourts f Perene Accounts C Uher Accourts Frtespmse Aiar Mone Field Grope Mires Fedil Cigs Laali Loop arkehng idle Aas wirin Equipmerit Livestock People Sli s i i T a a i K Cancel 7 Heb 2 Enter the Amount 3 Inthe Account area select Revenue Accounts and then select the appropriate account for example Hedging Gains Losses 4 Inthe Enterprise Allocation area select Crop Marketing and then select the correct enterprise s 5 Click OK 6 If you selected more than one commodity accounts in Step 4 the Multiple Allocation dialog appears a Enter the percentage for each enterprise in Unit Split b Click Calculate Split to compute the percentage and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 363 12 Enterprises Allocating using Allocate Inputs 1 Select Accounting Enterprises Allocate Inputs Allocate Inputs Inputs l Guppies C Equipment Poople f Expenses C Plevenue Alliu alairi Date 12 31 9010 5 Dtp to Allocate 00 Hours Enterpise Allocation Hone C Fell Cores blire 2010 Dats 2010 Soybean f Crop Marketing 2010 Wheat Winter P 2009 Com C Livestock Stuns 2 Select the type of Input to allocate de al
111. Purchases dialog click the appropriate icon in the How You Paid area to select a method for example Check to pay for the part of the loan that the CCC did not forgive The software automatically completes the information in the selected payment dialog The Payments and Purchases dialog shows a summary of your transaction Click Attach Files to attach an invoice or receipt See Working with attachments page 213 Once you balance your transaction click Record to post it and then click Done Paying rent for land 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog Complete the Vendor area as described on page 160 In the Items Purchased area click the Other Expenses amp Payments icon _4 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 200 5 Payments and Purchases 4 Enter the rent Amount select Expense Accounts and then select Rent Expense Land from the list 5 You can also allocate the cost to specific fields of your farm in the Enterprise Allocation area To do this select Field Crops Mine select the field s from the list to select all fields click All and then click OK Expense and Other Payments Account f Expense Accounts C Revenue Accounts C Other Accounts Enterprise Allocation Hone Field Crops Mine Field Crops Landlord Crop Marketing Equipment Livestock People Structures Amount 41 000 00
112. RE USER GUIDE 2 Contents Contact and Legal Information 0 a a 2 1 Getting Stated 6 42446 4464 0866 G4 6a ate EtGenach weak anes 8 Related information and technical support aoaaa 9 Installing the software 2 oaaae a 10 Windows Vista and Windows 7 operating system aooaa a a eee 10 Registering the software aoaaa a a L 10 Running the software for the first time aaa a a 11 Creating and opening a farm project oaaae a a a a 11 Selecting a measurement system naoa a a a a a a a 13 Changing user information aoaaa a a a 14 Changing the working date system date 0 0 00 00 a eee 15 Changing languaees 364 ck ee b ee bw ee REE Ee ee eee eee eh ES 16 Interface OVEIVIEW os REA a a eRe DOE REE EE EERE D EEE 17 Menus submenus and contextualmenus 000 eee eee ee 17 TOGIDGlS 4 Boo wee eee ee ee eRe Se ee eee ee ee ee ee ees 18 Backing up projects oaoa es 20 Restoring project backups 1 22 2 Setting Up Farms Fields and Inputs 0 0 0 ee eee eee nase 24 Setting Up Farms Fields and Inputs 2 aa 25 SETUP OPTIONS eee ke eo eae ee BRR SSE Se ee Ge oe eS 25 Client Farm FieldorInputstabs 0 aaa ee ee 28 Seting upa Clen 46204 4 HORE EEE EERE REE ERE RAED REE BEDE DS 29 Setting up a FarM gt s sires eng eseeeheabi eed kee tbe GbES ORE EER ES OG 31 SetUne U0 eG Flee eee a ote ee ee eee ee ee ee ee ee eee ee ee 32 Setting Up a landlord sa 22k ckeebeseodaeu ee bR4
113. RM WORKS ACCOUNTING SOFTWARE USER GUIDE 351 11 General Ledger Transactions for Account to show all transactions for a particular account Select this account from the drop down list Available only if you selected Use Transaction Range or Use Date Range If you selected Use Transaction Range in the Options area select a Transaction Range to limit the report to a specific range of entries Either enter a transaction number in Start and End or click Last Entry to report on the last entry only or Last Ten to report on the last ten entries If you selected Use Date Range in the Options area select a Date Range to limit the report to a specific range of entries Click Print In the preview screen click the Print icon amp to print the report Click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 352 11 General Ledger Printing General Ledger Detail reports This report lists all transactions that affect a selected account or accounts for a given period of time You can also print details For example you could print a detail of your Roundup purchases from within the Chemical Expense report 1 Select Accounting General Ledger lt Accrual Reports gt or lt Cash Reports gt General Ledger Detail Report General Ledger Report Report Type Methan Cash ka Liste R nge Start End 12 3 2009 7722 2010 g Optons Include void voiding transactions Summarize detail lines Select apeci
114. Report Options Use Transaction Range Use Dale Range Depreciation Entry Drby Allocation Entry Ony Manual Entrios Only Summenze Uctail Lines iY ransactons tor Account Acc Depreciation on Structures Transacton Range Stan 51 Last Entry FI E es Frim W Done Help 2 Select the Method Accrual or Cash 3 Inthe Options area select one of the following in the first section Use Transaction Range to display journal entries for regular transactions such as purchases and sales Use Date Range to display all journal entries for a specific date range Depreciation Entry Only to display journal entries for depreciation on equipment structures improvements and breeding stock Allocation Entry Only to display the entry that values the growing crops harvested crops and livestock inventories This option is only available in Accrual reports 4 Inthe Options area select one or more of the following in the second section Manual Entries Only to restrict the report to only those journal entries that were entered through the General Ledger s Input Journal Entries option Available only if you selected Use Transaction Range Summarize Detail Lines to condense the report For example an entry that paid for repairs on five different items will only show as one Repairs Expense rather than five separate ones Available only if you selected Use Transaction Range or Use Date Range FA
115. SER GUIDE 33 2 Setting Up Farms Fields and Inputs Tab Group Description Photo Note The image file can be in bitmap bmp Joint Photographic Experts Group jpg Tagged Optional mage File Format tif or PC Paintbrush pcx format Photos added in this area are used only for reference purposes They do not appear on maps or other areas Change Photo 1 Click Change Photo 2 Select the folder where you previously saved a digital photograph of the field such as My Pictures 3 Select the required file and then click Open The photograph appears in the Field Properties dialog 4 To choose a different photograph click Change Photo again Print Photo Print the selected photograph Remove Photo Remove the selected photograph from the Field Properties dialog This does not delete the file from the computer hard drive or removable drive 5 Once you finish entering Field information click OK The Field name appears under the selected Farm FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 34 2 Setting Up Farms Fields and Inputs Setting up a Landlord This procedure is done as part of Setting up a Field page 32 if you select the Sharecrop option in the General tab You can also access the Landlord option by selecting Resources Landlords Field Properties fer General EU into AE Landlords aoe Fhoto ER Copy Landlord Into Landoarads i lher Ohernical anil ungle Growth Regulalar Herbir
116. Sd eeo o Resale Livestock O O oo re jo Hogs 9 375 00 ther Current Assets a FR E a SEO 4 Inthe dialog that appears click the Entry Details icon next to the item you want to void to open the General Ledger Report Accrual Method dialog In this dialog click the Entry Details icon again and then select Void Void Transaction Transaction Entry Accrual Method void Transaction hi Custam Hire Aecom D FW Banking Center_Checking 172070 Accrual JE YSF FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 279 6 Income Sales and Deposits 5 Click Yes to confirm and then click Done as required to return to the Reports menu 6 Click Close Printing Printing invoices You can print invoices or statements that show your farm s name and address along with the name and address of the customer or purchaser The printed invoice lists the details of any number of transactions that you want 1 On the Checking toolbar click the Print Invoice Statement icon B Invoice Slalement Customer Frianclly Family Fame Fumio S To panzam S Update List Dercripton Pal Lustom Hine Work 12ra Tales Options Show Trancaction Mumbere Pant Personal Loge Pad Commer au Iw Pink Footer ra Sb Pini M W Dorne 7 Help 2 Inthe Invoice Statement dialog select the Customer select the required From and To dates and then click Update List 3 Select the invoice s or statement s to be pr
117. Setup Payable Reminder Date To set and or change the payable reminder date select Setup Account Options Payable Reminder Date or Accounting Payments and Purchases Payable Reminder Date Default Reminder Date Number of days before due date to begin reminding of a payable carir due aya Cancel When you first open a project Payables Coming Due appears showing payables due This shows until the payable is paid To pay select Make Payments in the Payables Coming Due field that appears when opening the project To view a payable report select Accounting Payments and Purchases Accounts Payable Report To make a payment through Payments and Purchases select the vendor and then click the Bill icon Ena VAT GST setup To add a value added tax VAT or goods and services tax GST select Setup Account Options VAT GST Setup or Accounting Taxes VAT GST Setup VAT GOST Setup lv Enable VAT GST Description hoa hate ta Default for _ Description __ Symbqnate a WOoOo O Sales Sales amp Purchases TY ae Add New Rata VAT GST Number _ X Cancel 7 Help 1 Select the Enable VAT GST check box 2 Click Add New Rate and then enter a description symbol and rate FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 129 4 Initial Setup 3 From the Default for drop down list select the default for purchases sales or sales and purchases 4 Enter a VAT
118. State and County are already displayed you must still click OK to record the information c Click OK to save changes Repeat this procedure for each field Assigning RMA Identities to Commodities 1 Select Resources Commodities The Commodities dialog shows all commodities currently used 2 Select the commodity to which you want to assign an RMA identity and then click Properties FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 95 3 Field Record Keeping 3 Inthe Commodity Properties screen select the correct RMA Identity from the drop down list if this has not yet been done F Commodity Properties General Commodity Description Eom Ala Identity Corm 0 41 A Beans Dry 04r Properties Beans Processing 046 Buckwheat 114 Units Cabbage 072 Density Lorn 041 Com Seed Hybrid 062 Standard Moisture Com sweet 042 See an Com Sweet Fresh Market 044 V OK A Cancel 4 Click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 96 3 Field Record Keeping Assigning a Practice and Type You can assign the Practice and Type to fields when you submit the data or to the enterprise before data submission To assign a Practice and Type to the enterprise 1 Inthe Farm tab right click the Crop Enterprise to edit and then select Properties tt e Filter Jobs by Selection Day IIT Inc Unassigned Client gt DY Seed Company OY Seed Fl py 1 a 2
119. Tulal Firpaly 0 001 Equity SUW fas of 12751720091 utot Balane PU Owner s Parcentage 0 ania es Beas balance You Total Described 0000 Automatic Equity allocation Licar all Equity LM Hecod Done is Delete Help Do one of the following If your agricultural enterprise is a partnership or proprietorship Enter the Name and Owner s Percentage for each owner If there is only one owner enter 100 Leave Equity blank Click Record to save each owner s information After all owners are entered the Total Described figure should be 100 Click Split by Percentages to allocate the amount out of balance to the owners equity accounts based on their percentages Click Done The Accounting menu replaces the Setup Account menu FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 156 4 Initial Setup If your agricultural enterprise is a corporation enter ownership capital in the Initial Setup of Equity Corporation dialog This equity derives from two sources investment of capital in the corporation by the owners for which the corporation issues capital stock shares and profit that the corporation earned but has not distributed to its owners which are the retained earnings for the corporation The current market value of your equity in the corporation is usually different from the recorded book value which the software reports in the balance sheet Initial Setup of Equity Corporation Equity Summary Capital S
120. UNTING SOFTWARE USER GUIDE 67 3 Field Record Keeping 14 If a supply is an insecticide herbicide or other pest control chemical you can click Pests Controlled and then select the pests up to five controlled by that chemical 15 Click OK The planned job appears in orange colored text in the Job tab If you selected more than one Field the software adds a separate job for each Field to the Jobs tab Completing planned jobs When a job is actually carried out you can complete the planned job in the software and update the details to match what was done To complete a planned job 1 Inthe Jobs tab find the job you want to mark as complete You can scroll to the job or sort or filter the jobs See Jobs tab page 62 Note Jobs that are complete appear in black and show a Completed icon jg Jobs in the planning stage appear in orange and show a Planned icon 2 Right click the job and then select Complete 3 Inthe Farming dialog which now appears in grey make any required changes for example enter any information that was not known when the job was planned and correct any information that may have changed and then click OK The job is marked as complete the text color changes to black and the Completed icon jg appears Once you mark a job as complete you cannot change it back to a planned job However you can e Change the completed job as required See Editing jobs page 81 e Delete a completed job
121. a a e Discounted Value 300 00 Reminder Date J i e gisis z B FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 163 5 Payments and Purchases Click To Loan icon Pay using an existing or new loan ES Loan Purchase ew gt Loan Liescnption Shipping loan Curent Additional otal Loan Amount 0 00 12 750 00 12750 00 Principal due this year 0 00 0 00 40 00 Principal due atyear end 0 On 61 750 fn 1 750 10 k OK A Cancel Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 164 5 Payments and Purchases Click To Trade in icon Pay using a trade in Select the item you want to Trade in and then enter the Amt Received for Trade The Current Book Value defaults to the screen Trade In Trade in John Deere 0030 tector 3A Settings Arn Received for Trade 50 000 00 Curent Book Value 911 6e 50 OF K Cancel Help Y x X Cont P Hop Click Settings to open the Account Options dialog here you can decide whether you want to keep the traded item on the General Ledger for depreciation or remove the traded item Accounting Options Equipment Equipment Tracdens Keep traded item on General Ledger for depreciation C Remove taded item Depreciation listed on tha new itam A Cancel FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 165 5 Payments and Purchases Purchasing supplies Use the Payments and Purchases
122. ad aw Bee ewe EERE HESS SHEE G ROE whe EE ea ER 120 Setting up essential information 0 a 122 Initial Setup Quick Setup 2 ee 124 Initial Setup Basic Setup oaa 126 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 2 Accounting Options 454 ne ce eRe HRP RR ERERD SH OEE ES REE GO 127 Check Deposit Ticket Setup 2 ee 127 Owner s Options 2 128 Payable Reminder Date 2 a a 129 VAT Gol Sells 6c occ oe eee eh eee Ae ee eee eee 129 Adding Names and Addresses 2 1 a 130 Setting up basic accounting features ooa e a a 131 Setting up the Chart of Accounts 1 a a a 132 Setting up Bank and Cash Accounts aoaaa aa a ee 134 Setting up Accounts Receivable 2 ee 136 Seting UD LAN eecdue deeeescacadi ised eaewee dre bb g bee bow oH 136 Setting up Structures 4 4 44 48 6 ww bee eee ew eb ee 137 Setting up Equipment 1 1 ee 138 Setting up Improvements 1 0 141 Setting up Livestock 2 ee 141 Setting up Field Inventories oaoa a 146 Setting up Harvested Crops osoa a a a a a a 147 Setting up Supplies oaoa ee 148 Setting up Prepaid accounts ooo e e a 150 Setting up Other Assets o ooa ee 151 Setting Up Accounts Payable ooa a a 152 Setting up Loans aoaaa 153 Setting up CCC Loans and Other Liabilities oa aaa a 154 General Ledger uaaa enn eee chew ww eevee eee ee ete eEee 155 Exiting the Initial Setup 2 156 Payments and Purchases 2 ee
123. ale area enter the number of acres sold in Area Sold and the Sale Price The software calculates the Total Cost Sold value shown in the Book Value area for the number of acres sold based on the original cost of the land Compare this value to the value in Total Sale to determine whether helps you sold the land at a profit FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 253 6 Income Sales and Deposits c Inthe Improvements Included area select any land improvements such as Field Tiling and then enter a percentage in Percent of Improvements Sold d Click OK 4 Torecord the sale of any structures such as barns houses or bins with the land click the Structure icon in the Items Sold area a Select the Structure Structure Sale Shure Bind Book Value 2000 00 ole Prce 250 0 00 x Cancel T Help The current Book Value appears b Enter the price the buyer paid for the structure in Sale Price and then click OK c Repeat this procedure to enter additional structures that you included in the sale 5 Torecord costs to be deducted from the sale for example legal fees in the tems Sold area click the Other Sales amp Expense Reductions icon 4 Other Sales amp Expense Reductions Amount 80 00 Account Professional Fees Expense Rent Expense Land C Revenue Accounts Repairs Expense Equip f Other Accounts seed Expense State Unemployment Expense Trip Charge Utilities Expe
124. amount of the invoice Click Make Payment to record the payment The dialog shows the Total Payment Payable Selection Lue Lote ffs f2U10 egs UU esU Discounted Ant Discount Date bross Ant Final Duc Dato Amt to F I o Pay E Total Payment Cera fe 7 Help Click OK In the Payments and Purchases dialog click the appropriate toolbar button in the How You Paid area to select a payment method The software automatically completes the information in the selected payment dialog Click OK to save the payment information in this example Check FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 187 10 11 5 Payments and Purchases Click Record If you selected Check the Print Check dialog appears Make the required selections and then click OK The Payments and Purchases dialog shows a summary of your transaction Click Done Making credit card payments Use the Payments and Purchases dialog to record purchases made with a credit card and the payments of the credit card bills 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog Complete the Vendor area as described on page 160 In the Items Purchased area click the Credit Card Payment icon Credit Card Payment Credit carg Curent Aalance 4000 00 Hew Falante 4000 0 Arnount 0 00 OK Cancel 7 Help Select the Credit Card for which you are making a payment
125. an accounts payable It is only necessary to enter accounts payable when you wish to have the software keep track of unpaid bills or when you want to have the software record these liabilities on your balance sheets Accounts payable are included only on your accrual general ledger and they have no effect on your cashbooks until you pay them To set up accounts payable balances as of the start of the year 1 On the nitial Setup toolbar click the Accounts Payable icon Fr Initial Setup of Accounts Payable Arrunt Payable Current Inwoice Invoice Details lt New gt C Mevenues Dank Charges Expenses Chemicals Expense Cows Expense Invoice Mo of Description Kad Reel Depreciation Expense 10562 Ahac Discounts Lint Vendor Federal Unemployment Exper Local Co Op FICA edicare Experse Invoice Date 12 31 2009 E Add to lmeace Due Datel X17200 Reminder Date 2 26 2010 m Discourd Date ko 3 rr a o Diremourit Ul x of JULY Gross Payable Amount 1 500 00 Net Amount with Discount P Bed e Due E Dee P Heb 2 Select the Current Item from the drop down list or select lt New gt to add a new account payable and then enter an Invoice No or Description 3 Select or create a Vendor See Adding Names and Addresses page 130 4 Enter the Invoice Date Due Date and Reminder Date FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 152 4 Initial Setup The Reminder Date defaults to three days before
126. and reenter it as a planned job See Creating a planned job page 63 Recording tillage operations manually Rather than recording planned farming operations and then marking them as complete you can also manually record completed farming operations To record a tillage operation 1 Inthe nputs tab a Add Machines to the Working Group Click beside Machines to expand the group and then double click the machine s you want to use in the tillage operation to add them to the Working Group b Add People to the Working Group Click beside People to expand the group and then double click person s you want to use in the tillage operation to add them to the Working Group FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 68 3 Field Record Keeping 2 Once you add all the required machines and people to the Working Group click Apply to Fields Apply Working Group Sort by crop Day Il Ine 0O Unassigned Client gt 0O D amp Seed Company Day II Inc ae Home oW Home 1 DO Ro Home 2 Fl Home 3 TU Home 4 Fl Home 5 oa Home 6 DO Ro Home 7 Dek Johnny Smith O Smith Farms Record Completed Jobs Record Planned Jobs A Cancel 3 Click to expand the tree click the box beside the field s for which you are planning the job and then click Record Completed Jobs To remove a field from the tillage operation clear the check box If a wrong Field is selected click it and then select a different Fi
127. and then select the required Sort check box d To limit the reports to only one account for example Bank Charges select it from Transactions for Account 4 Click Print FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 227 5 Payments and Purchases The preview report shows all purchases for the selected vendor s Purchases Report Friday January 01 2010 Saturday July 31 2070 Farm Works Software Cheacn ption Git PooeUnit Purchased Pad F le County Livestock Eechange Gas iid JEF Z Arhat Hog Erp erge 25 0E eel 7500 P3375 0 Hoy Loan Lom Tenn fo 37S 00 Furcha gs Totl 4 976 00 Tota Gaunt Lie ctw Esohange Wem void FO STS 00 fo 37500 40 00 Local Co Op Esse Forma JES 1 102 ons 10 JES 27 Archat Cred tor Pe harmed Herbie fiz ms Chemicals Emperi 3000 gain 1550 if 52 00 Furcha ce Total 0 05 Tota Looalca Cp V10 10 77 oi food 0o om Flor Parable Edanog 1 ao Payable Exkinos TA iio id fio 00 Hew Home Rea Estate Gas 10 JES 5 Arhat Ex rion 250 secre 1 Soon FIS 2000 Ein i 1 S00 00 Check F 1002 FV Banking Cenkrchechirg 120000 Lard Loan Lora Tam Fie So Furcha a To tl 188 000 00 Tota Hew Home Feal Echi 1 120 10 773 Waid qi 00000 F123 00 oo 400 Total ll andore Wii i208 156 375 00 Fi STS 0 fo Filer Payable Evlanoe Se oe Payable Eakins 73 iio 10 10 00 5 To print the report select File Print or click the Print icon amp Printing 1099 forms You can pri
128. ank Mix Properties dialog in the Format section select Quantity or Rate and then enter the Total Quantity Tank Mix Properties Format Description Pre Plant Carrier Water Quantity Total Quantity 75 gallons Ingredients E Supplies ij Fertilizer Fuel Herbicide 10 TN 15 ar HE Herbicide E Hervicide 98x 25 00 _ gallons ii Herbicide 10 TN ii Herbicide 98 Y w Other Chemicals 9 Other Nor Distributed E Seed 5 Inthe ngredients section click the plus sign next to the correct supply category and then select the supply 6 Click Add to add the supply to the Tank Mix Add other supplies as required to complete the tank mix 7 Enter a Quantity for each supply and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 50 2 Setting Up Farms Fields and Inputs 8 The Inputs tab now shows a Tank Mix Category To use the Tank Mix in a job add it to the Working Group and Apply to fields Filter Jobs by Input Fi Inputs Ta Animals gi Machines People Supplies Fertilizer Fuel ii Herbicide we Other Chemicals 9 Other Non Distributed Note When you enter a Farming Job you will enter the rate or total amount of the tank mix used However all your field records will show the individual ingredients used FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 51 2 Setting Up Farms Fields and Inputs Setting up an Animal Group 1 On the Inputs tab click to expand th
129. anned and completed jobs e The job report for a planned job is a work order to give to employees assigned to a job e The job report for a completed job is a summary of the details of the farming operation that has been completed To print report s 1 Inthe Jobs tab scroll to the job or use the sorting and filtering options to find the required job See Finding a job in the Jobs tab page 79 2 Right click the job and then select Print The preview report that appears lists all job elements FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 109 3 3 Field Record Keeping From the report preview you can Click the Print Setup icon amp to set the printer properties Print Setup Printer Froperies crtetus Type crox Phaser 55000T Ps where Building 1 Top Floor Documentation Area Comment A4AJ Duplex Onentation Paper Sie A Portrait SOUTCE Automatically Select A C Landscape Bebak OK Cancel Click the Print icon to print the report In the Print dialog you can select the pages and number of copies Printer Syelern Printer Wn2c ap prt 01 yoeroxLPR Print Range im All Copies 12 C Fages i Fron 1 e Collate Copies Tx Click the Export icon l to export the report and save a copy Foannat E Acrobal Fornal POF Desirak Disk file FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 110 3 Field Record Keeping a Inth
130. are displays the previous and new balances of each account If you want to enter a Memo for example the reason for the transfer Click Record and then click Done Reconciling checking accounts There are two ways to reconcile an account Manually as described below and using the online bank reconciliation For more information on bank reconciliation refer to http www farmworks com files faqs Office Funds Online 20Banking 20FAQ pdf 1 To determine if you need to reconcile a checking account use check the Account Register a Click the Account Register icon on the Checking toolbar to open the Account Register dialog b Select the checking Account to view c To limit the range of dates displayed click the Date Range icon Rl Date Range Begin MENN aI honth to Dote End 202m0 YeartoDste x Cancel d Enter the required Begin and End dates and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 288 7 Cash Account Maintenance e Select View Sort by Date or View Sort by Number to sort all checks and deposits in chronological or numerical order f Select the Clr check box for each transaction that has cleared the bank Transactions that you previously reconciled are marked with X Transactions that you select to reconcile now are marked with x To clear a check box click it one or more times E Account Register from 1 1 2012 to 12 91 2012 Fi ew Achities ala 0 GS
131. arvested Crop Sales Contracts Select the required Contract Report see Harvest Crop Sales Contract report types page 271 and then click OK Select each item that you want to include in the report or click Select All to select all items Click Preview The Print Preview window shows the first page of the report To view other pages click the next page gt or previous page icon lt FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 270 6 Income Sales and Deposits 8 Click Print There are three Print Options for the contracts reports Show Total All Crops This is optional totals for crops with different commodities Corn and Soybeans for example may not be useful Show Contract Type Totals Show Contract Unsold Info Harvest Crop Sales Contract report types There are three report types e Contracts by Crop and Type Shows all the contracts for the selected Crops as well as the amount unsold and estimated sales value of the unsold crop For each contract the production percentage is shown Harvested Crop Sales Contracts Grouped by Crop and Type Farm Works Software n iaiia YHB TTET TETT LALM E VAi 1Sa 150 00 225 000 00 91 191 750 09 Type of Faa Basia ca td W w Pred i He P iaat tera TODS 0E FA ea Cj F ikii 1 Cae EL FINN ET H0 38 By 59 AM cENOOOT ADM Ere Ipag aa Mann IONE AH G0 60 000 00 Taial Find Cans AGA LD la 1100 HTA IGG 002 TE ad C enkal Goo F beri 10200 a0 aad Wii i Goo
132. ase price of the item For items that are purchased with a trade in the cost is the net amount paid For example if you purchase a 70 000 tractor and paid for part of your purchase with a 20 000 trade in the cost of your new tractor will be 50 000 on your depreciation report The total of all depreciation that was expensed for an asset in prior years When your year is closed your new beginning accumulated depreciation is increased by that year s deduction For example if the beginning accumulated depreciation on a tractor is 25 000 in 2009 and the current year expense is 5 000 the 2010 beginning accumulated depreciation is 30 000 25 000 5 000 The total of all depreciation that was expensed for an asset including the current year amount The ending figure becomes the beginning accumulated depreciation amount for the following year once your books are closed FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 380 13 Year End Activities Item Description Depreciation Taken Depending on the reporting method you selected for your asset depreciation Entire Year Amount to Date or None until Year End this column displays all some or none of the current year s depreciation expense The amount can never exceed the remaining book value of the asset Book Value The cost of your asset less the ending accumulated depreciation This amount may vary during the year depending on the method you selected for asset depreciation Entir
133. ash Purchase Lash Account E Curent Aalance 7000 00 Hew alante 41761 fa AO Urit 230 96 OK X Cancel Help Check the values showing change them if required and then click OK The Payments and Purchases dialog displays a summary of your transaction Once you balance your transaction click Record to post it and then click Done Splitting utility bills between farm and home Use the Payments and Purchases dialog to record family living or personal as well as farm or agricultural business expenses In this example a utility bill is split between the farm and the home 1 2 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog Complete the Vendor area as described on page 160 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 194 5 Payments and Purchases 3 Do the following Record the Family Living part of the expense a Inthe Items Purchased area click the Family Living icon to record a non farm purchase Family Living Aumont W OF K Cancel 2 Help b If your farm is not incorporated select the proprietor who made the purchase in Owner c Select the type of drawing from Drawing Category list for example Utility Electricity or select lt Add Edit gt to add a new category Note If you do not want to track this type of information use the Miscellaneous Drawing Category to classify all personal expenditures
134. ategorizing expenses for family living or personal budgets Use this area to transfer amounts from one family living category to another You can also use this to edit a transaction if a family living category was not assigned when the purchase or sale was recorded Unassigned amounts are found in the Miscellaneous category 1 Do one of the following Select Accounting Family Living Categorize Expenses On the General Ledger toolbar click the Categorize Expenses icon Sal Transfer Family Living Ciner Bob Senth Am ount 7 000 00 From alega Lurent Bal Mew Bal Miscellaneous 000 00 1 000 00 To Categor Household Expenses 40 00 3000 00 Bocord Done 7 Halp To transfer a family living amount select an Owner for the transaction Enter the Amount of the transfer Select the From Category from which to make the transfer If the item was not assigned to a category when the original entry was made it will be in the Miscellaneous category The Current and New Balance is shown Select the To Category to which to make the transfer The Current and New Balance is shown Click Record and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 334 10 Budgets and Market Value Printing Family Living reports You can print family living reports for each owner at any time and for any date range This report shows details of individual family living expenses 1 Select Ac
135. ather i kreos a Dnguiks 0O mih E Agee tee Pe a Ret by Johnny Siih Sith F atten Sirah HY az Lon Faget 3 T Arina CT EG gees lca afr DG YT peed Dome OD ot Seed Er Eb ANg Soe Pups n totic hers 0 Haies RTU Siia EP F Diag I Ire Hiire Haira R evil agta Popes Parri mh E Haei We Ag darre Sith Sith Fate Semen As and Lom Flared tr Maer Joleen L Lr Bl Hameri Ta DEY deed Cerne Db Seed cer HI P Fd Lan Flared forth Aon D DY Bl gt Fbrirg chery we ee DG YT Seed Come Diy Sem EY HI ANE Lon Play erg 0 la Haver aan darre Sith Sim F attes Sirah A ANg Lan Flares 2 To find a specific job highlight the input item and then select the Filter Jobs by Input check box All jobs that use this input appear in the Jobs tab To remove the filter clear the Filter Jobs by Inputs check box or click Clear Filter in the Jobs tab Editing jobs You can edit both planned and completed jobs 1 Find the job you want to edit see Finding an existing job page 79 right click it and then select Properties 2 Make the required changes to the Farming dialog you can change or modify any field See Creating a planned job page 63 3 You can also Add an input select Add Input See page 67 Delete an input See page 67 4 Click OK to record the changes made to the job Removing deleting jobs CAUTION Once a job is deleted records are permanently removed You can delete planned or completed farming operations at any time If you
136. ation You can also use the dialog to move crops between different storage locations 1 Select Accounting Inventory Maintenance Move Harvested Crops Move Harvested Crops Crop 2010 om kd List by Commodity Fror Location Bingi ka To Location Off Farm kd Show fields Date 7 20 2010 Oty On Hand 900 000 bushels Oly Moved 450 bushels Becord Done 2 Select the Crop Commodity 9 Tip To show the crop by commodity click the List by Commodity check box 3 Select the From Location this lists all locations that have an inventory of the selected crop commodity 4 Select the To Location this lists all fields and structures that are drawn and defined in the software To record the storage of commodities not on your farm either select Off Farm or draw and define a structure for each elevator or cooperative to keep more detailed records 5 The total quantity stored at that location appears in Qty On Hand and Qty Moved Change the Qty Moved if required 6 Click Record and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 298 8 Inventory Maintenance Adding harvested crops to supply inventories You may want to use harvested crops on your farm instead of selling them for example use crops for feed for livestock or for seed for the next crop year The software enables you to assign a value to the crops and transfer them to a supply so they can be used for feeding or plan
137. ax items that you will pay with this deposit click the check boxes A checkmark appears in the box and the Total Deposit is calculated and displayed If required you can change the Deposit amounts Payroll Deposit fo a ederal Unemployment Pewable atate Unemployment Payable o Tutal Depusil 0 Ciy A County Withholding Pays Toa Tae a fet 5 0 Fe O 7 Click OK 8 Inthe How you paid area select the required method of payment usually Checking 9 Click Record and then click Done Entering commodity wages The software enables you to enter commodity wages so that when a sale is recorded for the commodity it returns to the field s that the crop came from Additionally the software updates the pay records of the employee that received the crop Entering sales of commodities 1 Select Accounting Income Sales and Deposits Record Income or Sales 2 Select a Purchaser the person who received the commodity payment enter a Description if required and then select the Date FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 322 9 Payroll 3 Inthe Items Sold area click the Harvested Crops icon E Harvested Crop Sale Crop e Location ort Farm hi Quantity on Hand 000 000 bushels Quantity Sold 100 bushels Unit Price 4 50 Total Sale 450 00 amp Cancel Help Select the Commodity and the storage Location The Quantity on Hand appears 7 Enter the amount of the
138. b Buckley 25 Ocposit b Soles bob buckley r T Sales John Smith 26 Sales Boh Buckley 25 Deposit Mow Description Salas John Smit Record Y Done 7 Help Enter a Transaction Range to restrict the journal entries displayed and then click Update List Select the transaction to change from the listing the current description appears Enter a New Description by editing the displayed text SS e P N Once you finish editing journal entries click Record to post the new description and then click Done Printing General Ledger reports The following sets of reports can be printed e A Report of Financial Measures e For accrual books Accrual books more accurately reflect true profitability and include Accounts Payable Accounts Receivable and Inventories for your supplies crops and or livestock e For cash books Cash books more accurately reflect actual cash flows and are used by most individuals for tax purposes Printing a Report of Financial Measures The Accounting software has a Report of Financial Measures This report prints the 21 financial measures that is the ratios that the Farm Financial Standards Council www FFSC org has outlined in the Financial Guidelines for Agriculture For more information refer to http www squirtcheez com ffsc wp content uploads 2012 06 FarmFinancialGuidelinesRatios pdf FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 345 11 General Ledger
139. bed in this chapter before continuing with more advanced options which are explained in following chapters FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 119 4 Initial Setup Accounting menu Farm Works Office John Smith Enterprises OX File Wi Resources Reports aa Setup Accont Baa Thursday Juy 15 2010 7 2 Sn o Chart of Accounts Setup Bank and Cash Accounts n ial Setup mo je Filter Jobs by Selection of lt User Info gt of lt Unassigned Client Roads and Streets Accounts Recevahle Land StLcitres Equaornernt Improvements Livestock Fiekd Inventory Harvested Crop Inventory Suppi Imventory Prepaid Accounts Other Assets Accounts Payable Logt Other Labit Options Mames and Addresses General Ledger For an overview of common screen elements see Chapter Setting Up Farms Fields and Inputs Getting started Use the nitial Setup toolbar to establish the beginning balances of your assets liabilities and equity z aj AAR ABE The worksheets included with your software available from http www farmworks com files manuals Farm 20Funds 20lnitial 20Setup 20Worksheets pdf help you organize the financial information of your farming enterprise and your personal and family finances To enter day to day transactions before you complete the initial setup you must first enter some basic information You do not need to complete the initial setup at once but you m
140. ble acres FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 73 8 3 Field Record Keeping Area Farmed carries to the charge units and applied area of the inputs below Farming Fie Add Region Smith 12 Harvesting RegionName SelectTak O O OU o Field Name OOOO ooo o Si Smith JohnD Dee Quantity hours 3 500 Costing Rate hours 12 50 Combine 13854 sooo Costing Rate acres 13 00 Diesel Oty gallons 3 650 Diesel Cost sallors o O ao ee EEEEEEE ae Field Information po eI ef OF A Cancel In addition to these steps do the following d In the Harvest Information area enter the Yield Ac or Qty Harvested The correct amount for the other is calculated based on the Area Farmed Enter the Unit Price If the Value was entered when the commodity was setup the program will default the unit price to that value The price entered here is used on the Field Enterprise Statements and typically is the price the crop could be sold for if sold at harvest Entering Scale Tickets page 75 If scale tickets are available click Scale Tickets and then enter the required information See FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 74 3 Field Record Keeping d Ifthe Farm Works Accounting software is installed click Harvest Destination For more information on harvested crop inventories refer to the Farm Works Accounting Software User Guide When the har
141. ble drive where you previously saved the backup for example if you saved the backup to your My Documents folder select the My Documents icon to transfer it to the Look In field 3 Select the backup file it moves to the File Name field and then click Open 4 Inthe Restore Backup dialog the backup file now appears in the Restore From field Restore Backup c farmproj backup Browse 5 From the drop down list select the Project Name that you want to restore the backup to Note If you selected Restore Backup from the File menu you cannot restore to the project that you were previously in To restore to this project exit the software restart it and then click Restore Project in the Project Selection tab FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 22 1 Getting Started 6 Doone of the following Click OK to restore the file Click Cancel to close the dialog box without restoring the backup 7 Ifyou click OK you are prompted to confirm the restore operation Restore Backup Warning This will completely replace all data files Do you wish to continue Nic 8 Click OK A progress screen appears you can click Cancel to close the dialog box without restoring a backup During the restoration of the backup the software replaces the current data in your project with the data in the backup file When the restoration is complete you can begin working with the restored data FARM WORKS
142. cks oaa 320 Entering tax deposits sn ka dence a a a a a a 321 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 5 10 11 12 Entering commodity wages aoao 322 Entering sales of commodities 0 a a ee a 322 Entering commodity wages aoaaa 324 Printing payroll reports ooa 325 Printing Employee Earnings reports 0 e 325 Printing Social Security and Withholding reports 00 200 326 Printing New Hires reports 2 0 ee a 326 Printing Unemployment Insurance reports 00080 2 eee eae 327 Printing W 2 forms 2 a 327 Budgets and Market Value 2 eee ee ww we wee eens 329 Changing a budget year 1 330 Setting up a budget aoaaa 330 Printing budget reports ooa 333 Using family living or personal budgets oaoa a ee 333 Categorizing expenses for family living or personal budgets 334 Printing Family Living reports aoaaa 335 Market Value balance sheets aoaaa 335 Setting up Market Value balance sheets oaoa eee ee ee 336 Printing Market Value balance sheets onnaa a 338 General Ledger ioc eas eee beet eee l a 339 Using the Chart of Accounts aoaaa a 340 Adding accounts 1 1 ee 341 Deleting an account 2 c idap daat i rada haana 342 Jornal ENUOS serere h5ee 035406445 we PRE eee ee ee bee ee eee 343 Editing Journal Entries aoaaa 344 Printing General Ledger reports ooo a a a a a 345 Printing a Report of Financial Measur
143. count Options Accounting Options or Accounting Options Accounting Options See also Setting up basic accounting features page 131 Check Deposit Ticket Setup To set up check and deposit ticket styles for printing and printing options select Setup Account Options Check and Deposit Ticket Setup or Accounting Payments and Purchases Check and Deposit Ticket Setup Check and Deposit Ticket Setup Check Style and Preferences Hone oll checks are hanchwritten Agrare Check tractorted check 1 stub above stub not printed Deluxe OU93 vith memo sheetted check 1 stub below Deluxe OU931 sheetted check 1 stub below Deluxe FOUYSS 3UNbE sheetled check 3checksperpage 1 stubto the left Print chock number on checks Frnt social security number on payroll checks Print total hours worked on payroll checks jv When printing confer checks printed propery Never print memo on checks Duplicate Check Numbers Deposit D s ignore duplicate check numbers from before 3 ignore duplicate deposit ID s from before E Check Printer and Adjuster int Inches lt Default gt Horizontal U UU E Vertical U UU Deposit Tickel Prinber and Adjuster in Inches lt Default gt Horizontal U UU Vertical UU 1 Select Check Style If your check does not match any specific style numbers listed try a style that matches most closely Print a sample on plain paper and then hold it against an actual
144. counting Family Living Family Living Report Family Living Summary Lhaners to Prnt Bob Buckley John smith Date Mange From 1 1 2010 E Month to Date To 7 21 2010 E Yoarto Date amp Frin W Done Help 2 Select the Owner To select more than one owner hold down the key as you click each name 3 Enter a Date Range To assign a date for a pre selected period click Month to Date or Year to Date 4 Click Print to show the preview click the Print icon in the preview screen to print the report Category totals and grand totals are shown for each owner 5 Select File Exit Market Value balance sheets In addition to cash and accrual books the software provides an area for creating a Market Value balance sheet as of the current date You can assign market values to your assets land equipment crops and so on to give a more accurate representation of your farm s net worth Changing the market value of an item has no effect on your books but can be a valuable tool for planning purposes or when applying for a loan FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 335 10 Budgets and Market Value Setting up Market Value balance sheets 1 Do one of the following Select Accounting Market Value Market Setup On the General Ledger toolbar click the Market Setup icon E Market Value as of 7 21 2010 je jz e nounam namum The Market Value dial
145. crop name or select lt Add Edit gt to add the crop Enter a value in the Pre Harvest Interval Days column If there are restrictions for more than one crop click Add Crop and then repeat steps 1 and 2 Select Include on Invoice Enter a description Enter the Invoice Rate only if it differs from the Unit Cost you entered on the General tab Note The invoice option is available only if the Farm Works Accounting software is not installed FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 48 2 Setting Up Farms Fields and Inputs Adding a new Tank Mix 1 On the nputs tab right click Supplies Category and then select New Tank Mix 4 Filter Jobs by Input I Inputs ey Animals Machines People Supplies New Supply New Tank Mix 2 Inthe Tank Mix Properties dialog enter in a Description for the tank mix Select the correct Carrier from the drop down list or select Add Edit to create a new carrier To add a Carrier a Inthe Carriers dialog click Add Carriers Carriers Properties a b Delete 3 Rename In the Carrier Properties dialog enter the Carrier name select a Unit value from the list and then click OK b Carrier Properties Carrier Water Carrier Units gallon i X Cancel c Inthe Carriers dialog click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 49 2 Setting Up Farms Fields and Inputs 4 Inthe T
146. d Enter the Amount of the personal portion of the transaction and then click OK Record the Farming part of the expense FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 195 4 A 5 Payments and Purchases a Inthe Payments and Purchases dialog click the Other Expenses and Payments icon _ 4 b Inthe Expense and Other Payments dialog enter the Amount for the farming portion of the expense Expense and Other Payments Account f Expense Accounts C Revenue Accounts C Other Accounts Enterprize Allocation None Field Crops Mine Field Crops Landlord Crop Marketing m m m C Equipment Livestock People a i Structures Amount 127 56 Interest Expense Office Expense Repairs Expense Equip Seed Expense State Unemployment Expense Wae E TETE Add Acct 2010 Alfalfa 2010 Com 2010 Oats 2010 Sovbean 2010 Wheat Winter w DK X Cancel Help c Select Expense Accounts and then select the required account from the list for example Utilities Expense If required select the correct Enterprise allocation and then click OK In the Payments and Purchases dialog click the appropriate icon in the How You Paid area to select a payment method The software automatically completes the information in the selected payment dialog The Payments and Purchases dialog shows a summary of your transaction If you will be paying this utility bill every month you can set up a template
147. d Crop 2009 Con Clusewily anni Unit Cost 11 75 I chal Cost 41 125 00 Jos of 12 71 2009 od e Done Ie Delete Heb 2 Select a harvested crop from the drop down list or select lt New gt to add a new crop 3 Select a location from Storage Location this may be a bin a silo a field or an off farm location such as a cooperative or grain elevator The software displays all structures and fields you have previously set up in the record keeping area of the software 4 Select an existing crop or select lt Add Edit gt to add a new crop in Stored Crop When setting up a crop you can use the commodity to keep track of different brands For example if you want to keep track of which fields have Roundup Ready beans and which fields have conventional beans you could set up each with the same account for example Soybeans but with a different commodity either Beans or Roundup Beans for example 5 Enter your best estimate of the amount stored as of the end of the previous year calendar or fiscal in Quantity and then enter either the cost per unit or the total cost in the applicable field the software automatically calculates the other value for you 6 Click Record 7 Repeat Step 2 through Step 6 to add more harvested crops as required 8 Once you add all the required field crops click Record and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 147 4 Initial Setup Setting up S
148. d bulls that you will use for breeding purposes even if they will be sold later FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 133 4 Initial Setup Account category Set up accounts for Expenses Categories for general expenses such as repairs rent and utilities Note Do not set up expenses that apply to supplies or livestock here they are set up automatically in the previous categories Revenue General income categories such as custom hire and patronage dividend income Note Do not set up crop or livestock sales accounts here they are set up automatically in the previous categories Note The software makes accounting easier by automatically creating the following Corresponding revenue accounts for crop accounts you add Matching expense accounts for supply accounts you record Equivalent revenue and expense accounts for inventory accounts you create Parallel expense and accumulated depreciation accounts for asset accounts you set up For example adding a supply for fuel automatically creates a corresponding fuel expense account 3 The module supplies a general account list To add an account to your Chart of Accounts select the account to highlight it to clear an account select it again To add an account that is not listed under New Accounts enter an Account name and then select the icon 4 Once you complete all the options click Record to save the changes and then click Done to close the
149. d custom hire income If you perform subcontracting work where your customer also purchases supplies from you to apply you should enter the transaction differently from a subcontracting job for which the customer provides their own supplies To record a transaction for a custom hire job and a sale of supplies for which you bill the customer 1 Click the Record Income or Sales icon on the Checking toolbar to open the Income Sales and Deposits dialog see page 233 Complete the Purchaser area as described in The Purchaser area page 234 In the Items Sold area click the Inventory Supplies icon g Inventory Supplies Sale Supply Heelan sacles St fi Oty onHard 2500 gallons Unit Cost 15 75 Sel sae picela 1 Zol oad Oty Sod 35 galons Unit Price 23 63 otal Sale 54 45 OK X Cone FP Hep Select the Supp ly the Qty on Hand and Unit Cost values default to the screen Do one of the following If you are using the amount actually paid for the product enter the Qty Sold and Set sale price to 100 If adding additional cost set the percentage to greater than 100 Click OK To record additional sales of supplies repeat Step 4 through Step 6 You can also use other sale items as required to complete the transaction To enter the custom application amount FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 247 6 Income Sales and Deposits a Inthe tems Sold area click the Other Sale
150. d keeps an inventory of harvested crops not yet sold When selling harvests the software allows you to select whether you want to track costs deducted from the sale such as discounts drying and storage charges or record the sale of harvests at the net value that is at the value equal to the gross worth of the harvest minus the deducted costs Note To keep track of the individual costs such as discounts and storage that co ops and grain elevators deduct from crop sales see Selling harvested crops and tracking discounts page 242 1 Click the Record Income or Sales icon J on the Checking toolbar to open the Income Sales and Deposits dialog Income Sales and Deposits Sales Options Deposit Options m Purchaser Journal entry Date NS i 7 22202 S 8 AtachFios Deccnption of lroa tt Add to list of templates Items Sok Ale hh e Total Sales How vou deposited Total Deposit Utterernce TUUL P Bocard W Done Hg 2 Complete the Purchaser area as described in The Purchaser area page 234 3 Inthe Items Sold area click the Harvested Crops icon lAl FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 240 6 Income Sales and Deposits 4 Inthe Harvested Crop Sale dialog select the Crop to be sold Fi Harvested Crop Sale Crop 2010 Soybean r Location Home 11 Uuartiy on Hand TANNO DON bushel Quantity Sold QO00 bushels L leat Price 4 otal Sale Fog
151. d operations aoaaa 381 Closing accounting records for a year a oa aoaea a a a a 382 PIE GanINe taxes 6 eee ea ew eet eh eee ee ee ee Ee Ee 384 Setting up tax schedules noaoae a a 384 Printing tax schedule reports 2 0 a a 386 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 7 CHAPTER Getting Started In this chapter m Related information and technical support This section describes how to get up and running with the Farm Works Office software m Installing the software It also describes common software operations m Running the software for the first time m Changing user information m Changing the working date system date m Changing languages m Interface overview m Backing up projects m Restoring project backups FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 8 1 Getting Started Related information and technical support Farm Works provides a range of support options You can email the technical support group at farmwork farmworks com with specific questions or contact your local Farm Works office If you are subscribed to an Update Service Plan you can contact the technical support group at one of the following numbers USA 41800 282 4103 ivi Canada n Other countries 1 260 488 3492 eal Europe 44 1786 465100 oll Australia 61 3 8680 7222 New Zealand The Update Service Plan gives you access to current updates to all of your software modules as well as unlimit
152. d to have any accounts in any of the category types Income Tax Expense and Social Security Tax Expense refers to the Federal or State taxes paid by the farm for either the farm s tax liability or the owner s tax liability It does not refer to Income SS Tax Expenses for the farm s employees that is payroll taxes A converter runs when you first open the new version of the Accounting software the converter will make some choices of accounts and categories depending on earlier setups You must confirm that the accounts selected automatically are correct FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 348 11 General Ledger 4 View the calculated Measures in the Report tab Page Orientation ES ey Options E Accounts a Report ral 073 1 CREERSE O 04 4 0 00 4 1 1 E s1100 A cs402 509 75 A cs45 720 01 I gas soan ii 5332 37 91 17 7784 57 97 A 35 79 79 51 294 104 00 49 44 17 1 20 54 70 61 51 55 03 40 74 45 22 063 4 79 1 4 05 4 12024 Cee 10 30 19 67 122 061 03 f sezonas Tessem A ereassosn A euronlAf erza gost ser eer i ssa al eela uzala wear se oaa oae oa ek en eA eo ones E M essex e O rescue ease eS ee ee E er a eoi oi ae aa g H If you switch to the Report tab the system calculates the Measures using the settings you selected The amount of time required to calculate the Measures can be
153. dd to list of templates Items Purchasedt E fe eS EE Sed E TE Total Purchase 750 00 2 FW SANG Center Checking Total Payment 750 00 Uithenenime SULUU OK K Comet FP Hep 2 Inthe Items Purchased area click the Loan Payment icon 5 3 Select the loan for which you are making a payment the screen shows the current balance 4 Enter the Principal Payment and Interest Payment The dialog shows the balance of the loan before and after the transaction Make sure that this is equal to the amount shown in the Account Register and change the amount if required 5 If required allocate the interest portion of the loan payment to your expenses in the Interest Allocation area FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 192 5 Payments and Purchases X Tip To have fewer items in the Interest Allocation list click Show Me Enter the items in the dialog to restrict the enterprises and then click OK The software now shows only the items that meet the selected criteria Show Me Enterprises KANA Open or Closed All gt Commodity All client Farm Field Client Fem Freld Clear Filters OK X Cancel Help 6 Click OK The Payments and Purchases dialog displays a summary of your transaction 7 Once you balance your transaction click Record to post it and then click Done 8 Inthe Account Register the software now shows the item without a Details but
154. ded during the initial setup of the software and enter day to day transactions Note While it is not required to complete the initial setup to begin entering transactions in the Farm Works Accounting software do not close the fiscal year until the initial setup is completed To access nitial Setup at any time after you have exited it you must select Accounting Initial Setup of Accounts Exit rita Seip Chart of Aocouniks Seliup Bank and Cash Accounts Accounts Reacenv able Larri nE a ia Pquip ment Irigoienen Livestock Reid inventory Harwesbed Creag Irreribory Supplies Irreenbery Prepaid Accounts Ober Assets Ac KQunts Payable Liars ther Labie Cons Martie ard Adresa Genera Ledger OCOLI hia initia Setup of Accounts Options Mames aJ Agirreri Payments and Punches leone Sale ard Deposits Cash Account Mantenance Inventory Maintenance Depreciation Eriterpeie Payrol Bauch pet Taker Parket Wale Famiby Living Gane Ledger Year Era FARM WORKS ACCOUNTING SOFTWARE USER GUIDE YT 123 4 Initial Setup Toolbars Once you complete the initial setup you can select the following toolbars that apply specifically to this software from the drop down list Generalteder RAISES PSEC NCEE Initial Setup Quick Setup Entering beginning balances into the software is time consuming but you do not have to complete the process before entering day to day transaction
155. delete a job it permanently removes the job and replaces any inventories only if the Farm Works Accounting software is installed and subtracts any charge units when inputs were used 1 Find the job you want to delete See Finding an existing job page 79 2 Verify that this is the correct job right click it and then select Properties To return to the Jobs tab click Cancel FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 81 3 Field Record Keeping 3 If you are satisfied that this is the job you want to delete select it in the Jobs tab and then click Delete To delete several jobs at once that are not grouped together hold down the key as you select each operation in the Jobs tab and then click Delete To delete several jobs at once that are grouped hold down the key select the first job in the group and then select the last job in the group and then click Delete Exporting jobs Once jobs are created you can export both planned and completed jobs for different uses outside of the office or on another device This may be called exporting or writing data Jobs can be exported in several formats including CSV and FODM xml files and for use with the Mobile software Exporting a job does not remove it or change it in the Jobs list You can use the job data in another field recording or in Farm Works Mapping software Exporting CSV or XML files You can export only one CSV file at a time but you can export multiple jobs i
156. dialog Setting up Bank and Cash Accounts You can create multiple accounts checking farm and family savings petty cash and credit card and provide an account register for each You can also set up a line of credit with an account register if you plan to write checks from the account FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 134 4 Initial Setup You must set up bank cash and credit card accounts before you can enter transactions in the software E 7 On the Initial Setup toolbar click the Bank and Cash Accounts icon feal Initial Setup of Bank and Cash Accounts Curent Account Pv Banking Center Account Hearne rw Nanking Center Accoun Type Checking Credit Card C Sewings Petty Cash Balance 7 500 00 fas of l2 31 2009 Decord Done i Delete Help Click lt New gt in Current Account and then enter a description of the account in Account Name For a checking or savings account include the name of the bank and the type of account for example FW Banking Center Select the required Account Type In Balance enter the balance of the account as of the date indicated to the right This should be the beginning fiscal year balance of your account This is not necessarily the same as the balance on your bank statement for the account you selected record the balance as follows Checking enter your reconciled checkbook balance as of the beginning of your fiscal year
157. dit commodities information select the commodity and then click Properties F Commodity Properties General Commodity RMA Identity Soybeans 081 Properties Units bushel Density BO lbsbu Standard Moisture 13 00 2 Value 5 50 bu Color a S W OK Cancel 5 Enter or change information as required Units are the harvested units of the commodity Density and moisture are used to calculate dry quantities when harvesting Moisture should be the moisture that dry weight is calculated from Obtain this information from your local elevator or wherever you deliver your grain The units density and moisture information is used for yield mapping and detailed harvest records including scale tickets The value of the commodity is used on reports The color appears on the map where that commodity is being grown FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 57 2 Setting Up Farms Fields and Inputs Managing Farms Fields and Inputs Note You cannot delete a Client Farm Field Person Equipment Animal or Supply if it has been used in a Farming operation or if it was purchased using the Farm Works Accounting software This section describes how to view or modify information about an element Client Farm Machine and so on and how to delete or retire a farm field or input Select the appropriate tab Farm or Inputs for the element that you want to manage V
158. down payment Calculator button Click the Calculator icon to open the calculator tool that is included with the Windows operating system The Purchaser area In this area you can do the following for each payment or purchase you make Purchaser Date Journal entry 149 2012 g lll Attach Files Description or Invoice H Add to list of templates e In Purchaser select a name e Enter a Description Or Invoice for the transaction e Select a Date for the transaction e Select the Add To List Of Templates check box to create a template that you can use later for the same type of transaction e Journal Entry shows the number that the software automatically assigns to the transaction e Click Attach Files to attach invoices and receipts to the transaction FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 234 6 Income Sales and Deposits The Items Sold area hams Sold fel Jig Er fT ial el Titel Bakes DLO This area allows you to select the types of sales you made Instead of menu items this area has icons that you can click to record different types of sales The icons correspond to the items on the Sales Options menu see page 233 The dialog shows the sales you select and the total amount of the transactions in the list The How You Deposited area How you deposited Total Dopisi Difference This area allows you to select the types of payments Instead of menu items this area ha
159. e Export dialog select the Format and Destination and then click OK Export Options Fage Range All f Fage Range To Fran cone b Inthe Export Options dialog select the page range that you want to export or click OK to export the whole report c Inthe Choose Export File dialog select the folder or removable drive where you want to save the report enter a name for the file in File name and then click Save The report is exported to the specified location where it can be printed copied or emailed Printing a Job Efficiency report You can print reports for all of your machinery field enterprises and supply usage 1 Doone of the following Select Reports All Reports Click the report icon 3 Inthe Farm or Inputs tab right click an item and then select Reports 2 Click beside the Equipment category FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 111 Select Job Efficiency and then click OK Reports Reports Sl Accounting Ty Animal 4i Equipment Enterprize Statement Job Efficiency Notation Report Use verges Use Job Details Use Job Types Use Totals Fa Field Personnel 3 Expand all L Collapse ll 3 Field Record Keeping FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 112 3 Field Record Keeping 4 Select the required report and then click OK Equipment Report Report Type and Grouping Items to Print Report Type D amp Machines
160. e How you paid area enter the amount in Purchased Am oun t and then click OK to save the information and close the dialog Payments and Purchases Purchase Options Payment Options Vendor Journal Entry Date Local Co Op r 2729 2012 zi fo lll Attach Files Description or Invoice H Add to list of templates ltem Purchased a a SES eE esses SSC 00 as O araoa fE Total Purchase 4 750 00 How you paid wA W Prepaid Seed Local Co Op o o ooo Oo woj Total Payment 4 750 00 Difference 0 00 Record Done Help 7 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 8 Click OK 9 To enter additional prepays or other payment methods click the appropriate icon s on the How You Paid toolbar for example click the Cash icon if you pay the remaining balance with petty cash The Payments and Purchases dialog displays a summary of all transactions 10 Once you balance your transaction click Record to post it and then click Done Purchasing livestock The software allows you to keep cost and other records for groups of livestock Included in these records are the number of livestock the weight of the animals their purchase cost when applicable and the costs associated with raising the animals To enter purchase of livestock do the following 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments a
161. e Purchaser and then enter the Date and a Description if required FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 265 6 Income Sales and Deposits 3 Inthe Items Sold area click the Bill Landlord icon W Bill Landlords Date Field Dilable Inputs List previousty billed operations ofet 2010 Lakin Feld DRCS4 49 Com Seed erradi Lakin Feld 10 340 era reali 0 Cran blar maing JARN Ej eled Al Ej Nowe Increase Supply Lois by Bil Fopapmeril Changes Arari Custom Hire Ireore 4 Complete the dialog enter a Supply the Qty Sold to the landlord enter the Unit Price or Total Sale and then click OK X Tip You do not need to use the actual cost of the supply for the sale 5 Click the appropriate icon in the How You Deposited area to select a deposit method See Chapter 6 Income Sales and Deposits The Income Sales and Deposit dialog displays the complete transaction 6 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 7 Click Record to post the transaction and then click Done X Tip Itis best to record the supply sale each time a purchase is made but it can be recorded as one big sale FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 266 6 Income Sales and Deposits Working with contracts Harvested Crop Sales Contracts 1 Select Accounting Income Sales and Deposits Harvested Crop Sales Contracts Farm Works Office Demo Fie View Resourc
162. e Stock Select Species dialog appears Select Species 2 Select lt New gt and then click OK The New Animal Type dialog appears Add Hew Animal Type Animal Tynes r Deccrphon Cattle Species Tyne Cattle Dairy e Al animale have ID numbers or names W Record dain statistics OF X Cancel Help 3 Enter a Description select a Species Type select the All animals have unique IDs check box and then click OK 4 Inthe Add Edit Group dialog select a Current Group from the drop down list or select lt New gt If you create a new group this name is added to the Add Animals Group list Click OK Add Edit Group Add Groups Current Group New gt Group Mame Steers Hide Group v Dure Delete Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 144 4 Initial Setup 5 Inthe Add Animals dialog select the group and then enter the Date Qty and Total Weight If you selected All animals have unique ID in the previous screen when you set up the species you can now identify the individual animals in a group by selecting the check box at the bottom Click OK Add Animals Date 4 4 2005 Oty 50 Total weight 67500 Ibe F e m a ha i T Hen V ook X Lance 6 Ifyou selected the Identify individual animals check box in Step 5 the Add Animals dialog appears Enter or select each animal s unique ID under Animal Name Age Gender Breeding Stock select
163. e Total deposits made This amount should reflect the total federal taxes paid during the selected period and includes all deposits made using the Payroll Deposits option in the Payments and Purchases dialog If this number is not correct because the wrong account was used when recording deposits you can enter the correct amount Click Print to show the preview click the Print icon 4 in the preview screen to print the report Printing New Hires reports The New Hires Report displays employee information including addresses and social security numbers for newly hired employees for a selected period of time L Select Accounting Payroll Payroll Reports New Hires New Hires Report Date Range Co tr 1 w Ot 2 Ot 3 From 4 1 2010 F DA C Other fo 6 30 2010 z Print YY Done Enter a Date Range Select one of the quarter options or select Other and then enter the dates manually FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 326 9 Payroll 3 Click Print to show the preview click the Print icon amp in the preview screen to print the report Printing Unemployment Insurance reports If your farm is subject to federal or state unemployment tax you can use the Unemployment report to complete the required tax returns 1 Select Accounting Payroll Payroll Reports Unemployment Report Unemployment Report Dae Range Quarterto Dote Ta Premu m ee Yearto Date amp Print Done
164. e Year Amount to Date or None until Year End Book value can never be less than zero Footnotes Footnotes appear in the reports to indicate assets that were sold during the current year improvements to existing assets or assets that were traded in The options are e 1 Improvement improvements to an existing asset include major repairs to a structure or a piece of equipment for example a new roof engine overhaul or building addition Note Improvements are an integral part of the original asset and are automatically sold or traded when the asset is sold or traded They are listed separately below the original asset in the Asset Depreciation area and are grouped by year in depreciation reports e 2 Trade the IRS requires trade ins to remain on your books until they are fully depreciated For items that are purchased with a trade in the cost is the net amount paid For example if you purchased a 70 000 tractor and paid for part of your purchase with a 20 000 trade in the cost of the new tractor is 50 000 on the report The item traded remains on your books Traded assets are tied to the asset they were used to purchase When an item is sold all improvements and trades associated with the asset are removed from the books at year end Traded assets are listed separately below the original asset in the Asset Depreciation area They are grouped by year in depreciation reports e 3 Sold items marked as sold are removed from y
165. e below e RMA identities to commodities e A Type and Practice Assigning a County and State to each field To successfully use the Great American Insurance Submission option assign a County and State to each field 1 Onthe Farm tab click beside the appropriate Client or Farm to expand the tree view right click the required field and then select Properties Filter Jobs by Selection Day IIT Inc lt Unassigned Client gt D amp Y Seed Company OY Seed Fl py 1 a 2010 Soybean Da Sen A Guidance Li Fl py 2 Fl py 3 Retire Fl py 4 Import Boundaries zU DY 6 Edit Boundaries Fl py 7 ill DY 8 Import Prescription Day III Inc Import Background Reports Motes Johnny Smith Add Layer Export Boundaries Properties FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 94 3 Field Record Keeping 2 Inthe Field Properties screen Field Properties General a Info Landlords Tet Phata Field Description Mapped 37 04 ACIES Legal 0 00 ACES Tilable 38 00 acres Owner Landlord Client D amp Y Seed Company Farm D amp YSeed o Owned C Cash Rent C Share Crop V OK Cancel a On the General tab enter the Tillable acres This data item will be exported to the XML Export option only it is not submitted to Great American Insurance b Select the Info tab and then select the State and County where the field is located Note If the
166. e crop to the vendor for this contract optional Status optional There are three presets and you can also add other statuses as required e Open A contract that you have requested or ordered but the Futures and or Basis have not yet reached your price e Filled A contract that you have ordered the Futures and or Basis has reached your price e Delivered Crop physically delivered to the Vendor Selling Harvested Crops When selling crops you can select which contracts are associated with the sale and how many crop units went to each contract This determines how the Qty delivered is calculated for each contract See Selling harvested crops at net values page 240 E 2 3 4 5 In the Income Sales amp Deposits screen enter the correct vendor and transaction information Select the Harvested Crop Icon and enter the detail of the harvest sale Click Contracts From the Harvested Crop Sales Contracts screen select the correct contract and then click OK In the Harvested Crop dialog enter the Current Qty and then click OK to return to the Income Sales and Deposits dialog to finish the transaction See Harvested Crop Sales Contracts page 267 Harvested Crop Contract Reports You can print three Harvested Crop Sales Contracts reports 1 1Do one of the following Select Reports All Reports Click the Report icon 4J Click beside the Accounting category or click Expand All Click beside the H
167. e first column is not correct enter the correct date b Inthe second column of the same row verify that the check number is that of the check you are writing and change the number if required c Inthe next column enter a vendor for this transaction In this case it is the bank holding the loan d If required enter a brief description for example Mortgage Payment in the box under the vendor e Enter the total amount paid in the Payment column f Click the Save Transaction icon to record the transaction FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 191 5 Payments and Purchases Documenting details of loan payments In the Account Register a Details button appears under the payment amount for any transaction that has missing information Click the button to enter the missing information for example the principal and interest amounts of loans that becomes available when you receive a statement from the lender showing the breakdown of each amount a EC You can enter missing details at any time until you close the year end financial record and before you print any reports for the year end tax preparation To enter details of a loan payment 1 Click Details to open the Payments and Purchases dialog Payments and Purchases Purchase Options Payment Options m Vendor oes Date Journal Entry Fi Banking Center eam A 82 Attach Files Descnption o Invoice H A
168. e remaining employees 6 When finished click Record to save the time sheet FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 316 9 Payroll Pay calculation To enter information in the Pay Calculation dialog 1 Inthe Time and Pay dialog click Pay Calculation Pay Calculation Employee List Employee Summers Matthews Bill Calculate Pay Pry Pernod Y an 4 2010 B 7720720 i B A Update hours VWrages ges oof rof rmon hours 25 00 1 000 00 JOverimanows 45 3750 15936 lFieces 1200 12 80 18000 Inger Hours Column Padi rs 4425 Allocation Hrs 44 25 Pay Periods 1 Paid hours are used for Unemployment reports Pay stubs cic Misc Deduction Allocation hours arc onby for Enterprise repons and do not atiect pay Record Done Delete Help 2 Select the first Employee 3 Enter the Pay Period dates 4 Ifyou have completed a time sheet for the pay period click Update Hours The hours that you entered on the time sheet both regular and overtime are transferred to the Wages area The rows in the Wages area are used for different types of pay such as paying an employee on different piece rates Click in the Type field to select pay types from the drop down list or select lt Add Edit gt to set up new pay types To add rows for different pay types to the Wages area click Add Row 5 Ifyou are paying based on something other than hours work
169. e s paycheck on a regular basis in the Employee Information area Click Calculate Pay The software computes and displays all withholding for the employee If required you can change these amounts Once calculated and correct click Record to save the payroll information for the selected employee The name of the next employee on the payroll appears in the Employee field Once you have entered payroll information for all employees click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 318 9 Payroll Record Checks To enter information in the Record Payroll Checks dialog 1 Inthe Time and Pay dialog click Record Checks Record Payroll Checks Paal Checks to b Fad Dhaching Account Fw Banking Certer_Checking Balance 7 9064 85 Hew Balance 4137666 06 Dae Pad 97 2010 A First Check 1007 Check Prortirny Check Setup Already Printed C Addio Batch i Print Now 3 Checks on hist shast otal Seachd 21 S96 83 P eud W Done Hep 2 Select the individual checks to record from Payroll Checks to be Paid or click Select All to select all paychecks that have been entered The Total Selected amount appears This is the total net pay amount of all of the selected checks that is the total amount being taken out of your checking account 3 Select the Checking Account that the checks will be written from The Balance current and New Balance after the payroll checks are issued appears
170. e to be included Enter the required rate See the note under this field 3 Once you finish entering the information click OK The worker now appears in the nputs tab under the People icon FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 41 Setting up a Machine To set up a new machine 1 Click the New Machine icon W Machine Properties fs General Service Eg Options Photo Machine Description Tractor Category Tractors x hiake Model YeAr h 494 Seral In Costing Unit hour r Costing Rate sipan Weictth foot Console Operation 2 Setting Up Farms Fields and Inputs FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 42 2 Setting Up Farms Fields and Inputs 2 Enter information into the tabs Tab Group Field General Machine Model Console Operation Service Service Service Notes Options Options Fuel Action e Enter the Machine name e From the Category drop down list select the type of machine Enter the make model year and serial number Enter the Console ID AGCO GTA users only e From the Costing Unit drop down list select how the machine is to be charged this will typically be acre hectare or hour e Under Charge Rate enter the rate per acre hectare or hour The charge rate will be used on the Enterprise statements applied directly to the acres or hours the machine farmed and applied on planned operation reports If the Farm Works
171. e tree view right click the animal s icon and then select New Animal Animal Properties Ta Animal a Phol Description Calves Caleyury No accounting infomation Account No accounting mtomnaton No ot Head A Cancel 2 Inthe Animal tab of the Animal Properties dialog enter a Description 3 Inthe Photo tab insert a photo if required 4 Click OK The animal appears on the nputs tab under the Animal icon FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 52 2 Setting Up Farms Fields and Inputs Setting up a Crop Enterprise You can set up multiple Crop Enterprises under one Field For example if you have a 100 acre field and you plan to plant corn on 75 acres and soybeans on 25 acres you can add 2 Crop Enterprises to the Field and assign the correct acreage for each crop If you subsequently plant 100 acres in corn and then 50 acres each of corn and soybeans the software accommodates each scenario and maintains Field histories You can use Crop Enterprises to analyze a certain crop in a given year or over several years There is a new Enterprise for each year within a given crop To compare records and profitability of one crop to another and one year to another they must have separate Enterprises For example if you grow several types of one crop soybeans and low linolenic soybeans and you want to compare the two they must all have separate Enterprises 1 Onthe Farm tab click beside the approp
172. e view select View Non Zero Accounts To print the active window click the Print icon or select File Print FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 356 11 General Ledger To view the details of an account click the Folder icon Click Done to close the dialog that appears Tochange the date range viewed in the details of a selected account select File Change Bal Fwd Date This is available for some accounts only To display more information for any transaction listed click the Magnifying Glass icon You can view all information about an entry including the date description vendor and posting accounts Some accounts such as Inventory or Maintenance summarize information into groups For example the Seed Supplies account may list varieties of corn beans and or wheat seed on hand To void a transaction entry select Void Void Transaction where this appears and then follow the prompts To export the information as a text file select File Export as Text select a location enter a File Name and then click Save Click Done Once you finish printing the reports repeat Step 1 through Step 2 to change the Working Date back to the System Date FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 357 Enterprises In this chapter m Working with Enterprises m Harvesting m Allocating inputs m Crop Marketing allocations m Entering Livestock activities m Printing Enterprise Statements
173. ecies Sheep Location lt All Locations gt v 1K X cna Hep 12 In the Health Record dialog enter all required information and then click OK For more information refer to the Livestock User Guide Health Kecord T e Date None gt 1152008 ql Reason l Save Template Reason and Treatment 13 In the Payments and Purchases dialog click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 205 5 Payments and Purchases Setting up and using hedging accounts For margin calls you can set up your hedging accounts just like checking accounts When set up this way you can record checks that is withdrawals for hedging losses as well as for payments that the vendor makes to you from the account You can record gains and margin calls that increase the balance of the account as deposits to the account You can select an expense account rather than a revenue account for hedging or margin calls However make sure you use the same revenue account or expense account to record both deposits and expenses Otherwise the software will not automatically calculate the net hedging amount when you prepare your tax returns If you expect to make a profit from the hedging account it is recommended that you create a revenue account To set up a hedging account 1 If you have just started using the software or have not yet closed your first year end financial record you can set up the hedging account in Initia
174. ed for example piece rate select the Insert Hours Column check box This allows you to enter hours worked along with the pieces the employee is being paid for 6 Enter the Qty and Rate or Total pay for each item listed The software defaults the pay rate to the last rate used for the selected pay type for the employee FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 317 9 Payroll 7 Allocation hours are used to assign payroll to farming actions for the employee If the employee 10 11 12 is on salary or piece rate enter your best estimate of the hours worked during the pay period This number does not affect payroll and will be completed for you if the employee is paid on an hourly basis The number of Pay Periods for this check defaults to one If more than one pay period is being combined enter the number of periods included on this check Click Misc Deduction to add a one time deduction to an employee s paycheck in the Add Misc Deduction dialog enter an Amount select the required account and then click OK Add Misc Deduction Amount KEEMA Acouunt Interest Expense rotessional Fees Expense Seed Expense Secdlings Expense Stock in local co op Expense Travel Expense Wage and Payroll Tax Expenses Wage Expenses FICA MWedicare Expense Federal Unemployment Expense J State Unemployment Expense y Ok X Cancel 7 Help Tip Set up deductions that are taken out of an employe
175. ed an invoice and can apply to both Payments and Purchases and Income and Sales transactions There is no restriction on the types of files that you can attach commonly used files types include jpg tif omp pdf documents developed using Microsoft Office Word word processing software and spreadsheets developed with the Microsoft Office Excel Office spreadsheet software Adding an attachment when creating an entry Click the Record Payment Purchase icon on the Checking toolbar Complete the Vendor area 1 2 3 In tems Purchased and How You Paid enter the details of the transaction 4 Click Attach Files 5 In the Transaction Attachments dialog click Add Transaction Attachments Vendor Date Friendly Family Farma ef lf20l2 Description or Invoice Journal Entry Custom Appplication Home 3 Field B Files E Remove Create View w OK X Cancel 6 Navigate to the file you want to attach select it and then click Open FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 213 5 Payments and Purchases The newly added file appears in the Transaction Attachments dialog Transaction Attachments Vendor Date Friend Family Farma af 1r2012 Description or Invoice Journal Entry Custom Appplication Home 3 Field B ai Add i gt Alemove a Create View ZOKR X Cancel You can now do any of following Click Add to add another file Select a listed file and the
176. ed area to create the credit The Other Asset Purchase dialog appears 11 Enter an Account name for the type of returned supply for example Credit for Returned Herbicide 12 As the credit will be used within the next 12 months the credit is categorized as a Current Asset 13 Enter the Amount of the credit for each item returned as a positive number 14 Select an Offsetting Account that relates to the item returned For example for returned herbicide select Chemical Expense as the offsetting account X Tip If you are unsure what offsetting account to choose view the properties of the Supply to verify the account originally selected FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 182 5 Payments and Purchases 15 Click OK Other Asset Purchase Other Asset New gt Account Credit for Returned Herbicide Category i Current Asset C Long Term Asset Current Value Purchase Amt 4155 00 Mew alue 155 00 Offsetting Account C None peg w e eee Chemicals Expense Cows Expense Depreciation Expense Discounts Lost Add dec Drying Expenses OK l X Cancel Help 16 Repeat Step 10 through Step 15 for each type of supply that was returned f Expense 17 The Payments and Purchases dialog shows a summary of your entry You can make any changes required at this time by clicking the dollar amounts or account icons Payments and Purchases Purchase Options Payment Options mj Vendor Loc a
177. ed crop Marketing Enterprise on 2 9 2011 click CANCEL to cancel 7 Click Cancel to close the transfer screen and then adjust the harvest job to reflect the correct quantity If you click OK this does not change the harvested amount but will show the additional bushels on the marketing enterprise as a gain Adjusting harvested crop inventories Note Before you adjust any inventory accounts Farm Works strongly recommends that you back up your files Adjusting Harvested Crop Inventories affects the marketing enterprise as a gain or loss Adjustments made here should be for changes in inventory due to the storage or transport of the crop such as Grain Shrinkage Any adjustment to the actual harvested quantity must be corrected on the harvest job itself FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 300 8 Inventory Maintenance To record an adjustment of harvested crops 1 Select Accounting Inventory Maintenance Adjust Harvested Crops Adjust Harvested Crops Reports Wiara Harvested crop adpntment affect Marketing Entenprite Statements but do not affect Held enberprise statements Negatre adjustments con be made here bo show crop loss after hamest Other adjustment chould be made by adding editing hamest jobs to morease or ieniease hoe nuarilily bared Comimnhty 201 0 Sabean Locahon Hume i Date 1730 2010 F Curent Oty TRAZA DOO bushels Mew Ou 18000 bret ets AdpHment Price 55 per bush
178. ed telephone support For more information go to http www farmworks com support usp php Online discussion groups where you can post questions and view questions and answers from many users Go to http www farmworks com forum Frequently Asked Questions which are updated regularly Go to http www farmworks com support faqs index php Tutorials that show you how to use the software Go to http www farmworks com support flash index php Release Notes that describe new features of the product information not included in the manuals and any changes to the manuals Go to http www farmworks com support version_changes php For more information go to www farmworks com FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 9 1 Getting Started Installing the software To install the software 1 Insert the installation disk into the CD DVD drive of your desktop computer The installation starts automatically 2 Select the software module s or manual that you want to install download and then follow the on screen instructions Some software modules require a software product code these codes are located within your account on the Store or will be included with your software purchase Windows Vista and Windows 7 operating system If you are running the software on a computer running the Windows Vista or Windows 7 operating system and you receive an error message for example DBI Create Table Error when you
179. ee 240 Selling harvested crops and tracking discounts 0 00080 e ae 242 Entering revenue from supply sales and custom hire income 247 Selling LIVEStOCK s e x 4424540064024 6 4584444 485 5 amp bow we ee 250 Selling land and structures aoaaa ee 253 Selling equipment aaraa aa aaa ee 255 Entering Received on Account transactions 1 0 ee ee 256 NCOMG gt 4466 Rhee ee etaw ee ee ee tetas eee eee eae ae eo eee eH 258 Entering income from loans 2 aa a 258 Entering family amp personal income 0 ee a L 260 Entering income from patronage dividends 0 000 eee eae 261 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 4 Entering income from hedging gains 1 ee 263 Billing landlordS ae Gat ee eee ee ee Ree Pe Se ee A eee 265 Working with contracts 1 ee 267 Harvested Crop Sales Contracts sooo a a ee 267 Selling Harvested Crops s 55 caeae eh 4enueeGGa wa da BeEE EEE GY 270 Harvested Crop Contract Reports 2 0 ee ee 270 Creating deposit tickets oaoa 272 Making corrections to income sales and deposits oaaae ae a a 275 Editing transactions 2 a a a a 275 Voiding entries auaa ee 277 PRIVING 245 6 h ae ere Leere acer eee eare aG eae ee ee 280 Printing INVOICES i sao 68404644 4 eww Ree eee EEE HEE ERY Ew 280 Printing accounts receivable reports aoaaa ee 282 Printing a Sales report i 404 6 26008 see eGeeewbebaes bate eddig 2
180. eee ere e ene nee eee nes 158 The Payment and Purchase dialog 1 ee 159 WIEN Der 2 oe ee eeee aes be ee eee bee ee eee eee eee ee 159 Calculator DORON Raab aig dew ee PR REREEA SORE EEEE EEG AES 160 The Vendor area 2 a a 160 The Items Purchased area 1 2 a 161 The How You Paid afeas ee ccdenceibkh cs we He RRR ww EEE HEH woe Ee 161 Purchasing supplies aoaaa a 166 Purchasing supplies on account ooa a ee 166 Prepaying supplies 4 a ceaee ce eee see en kee eee eee eee eee 169 Purchasing livestock 2 a a 170 Purchasing land and structures aoaaa a aa 172 Purchasing equipment aoaaa a a a 175 Payment on depreciable improvement oaaae ee 178 Making prepay payments for supplies 0 179 Prepaying for Supplies 6 lt s64444 e 544 bw woo eww OE EH Ew EHD 179 Returning supplies and posting vendor return payment credits 181 Returning supplies for credit oaoa a a a L 181 Purchasing supplies with vendor credits ooo a a 184 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 3 Making payable payments 2 0 00 eee ee 186 Making credit card payments osoo a a a a 188 Making loan payments ooa ee 189 Making payments on loans with unknown principal and interest 191 Making payments for family living expenses aooaa a a 193 Splitting utility bills between farm and home 0 00000 ee 194 Other expenses and payments aaao 197 Making partial pa
181. efore the dialog closes FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 19 1 Getting Started Backing up projects To safeguard your data it is recommended that you make regular and frequent backups of your project to a medium other than your hard drive USB CD hard disk and so on in case of failure loss or damage This enables you to restore the backup of your project and recover lost data Without a project backup there is no way to recover the records and maps for your farm 1 Select File Backup Project Backup Project Backup File Project Backup to c farmpro backup ka Browse Compression Moral Disk Prep floppy only None i Include Backdrops kW Include archived data from Mobile Options X Cancel 2 Enter a name for the backup in the Backup To field or replace an earlier backup by selecting it from the drop down list By default the software saves project backups in the backup folder on the computer hard drive c farmproj backup To save the backup to a different folder or to a removable drive a Inthe Backup Project dialog click Browse b Inthe Save As dialog do one of the following Select the required folder or removable drive from the Save In list Select an icon in the left column of the dialog and then browse to the folder or drive where you want to save the backup for example to save the backup to a USB drive select the My Computer icon g select the letter
182. eld Record Keeping 2 Inthe Crop Insurance screen select the Show All Types and Practices checkbox to show all types and practices not just the ones associated with the state and county Crop Insurance Show All Types and Practices Filter By Values State Indiana County Dekalb bd Commodity Corm Set Values Practice Mor lrigated 5 Type Grain bd X Cancel 3 Select the required Practice and Type from the drop down lists and then click OK Filtering listed fields 1 Use the All Operations All Commodities or All Counties drop down lists to filter the listed fields The fields that are marked with a check sign contain the information that will be submitted to Great American Insurance 2 Click OK to complete the submission process FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 103 3 Field Record Keeping Submitted data Once the Submit Insurance Data process is completed Great American Insurance will have the following information for each selected field Field Required Description Crop Year Yes Enterprise year for the particular crop assigned to the field State Yes State set up in the Field p ti Field Properties roperties screen P ET Gees B into OY Landed ao Photo County Yes County set up in the Field Properties screen FSA Fam if arura Fook H aT Trazi li ILS 074 11 Lire Late HEL Lega Daim H 272 n eE hid Fares H ee Dabant Field Y
183. eld from the Fields dialog 4 Crop Enterprise is blank if you have not previously selected a crop enterprise for the field you can select or add a crop from the drop down list Note It is recommended that you select a crop enterprise even if you are unsure of the crop this can be edited at any time If the Crop Enterprise changes throughout the year for example you planted beans where you planned on planting corn you can edit this under each individual job 5 TheJob Type is automatically populated according to the type of machine s used in the farming operation for example if you select a machine from the Land Preparation folder Land Preparation is listed as the Job Type You can select or add a different Job Type from the drop down list Because job types are often used to search operations that take place throughout the year and can be queried for reports and editing it is important to select the correct job 6 Area Farmed defaults to the tillable acres of the selected field if a partial operation was completed previously it defaults to the remaining tillable acres FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 69 3 Field Record Keeping Area Farmed carries to the charge units and applied area of the inputs below Farming Fie Add Region Region Name o SelectTask O J OU Field Name o S Job Type Lan prepavation O Area Famed oo O 7D Stat Date 2 Start Time DAM Stop Date O O O O Oa O 4500 Smith J
184. elect File Read Job Data or click the Read Job Data icon EN F Read Job Data 1 H Generic Import File Fath Shape File shp FA Browse Soil Sample csv txt Soil Sample shp Test File cev txt job sml 206 71 EB 4 24 2012 3 53 30 AN FODM ML sm uli AS Import fields without tasks Tey eat a iat W Update field boundaries Skip confirming farmfield information i Delete fly away points OK X Cancel 2 Click Browse to select the File Location 3 Click OK the XML file appears in the Job tab The Linker dialog appears click next to Generic Import and then select FODM XML xml FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 83 4 Click OK The imported job is added to the Jobs tab 3 Field Record Keeping Linking resources when synchronizing or importing jobs When importing jobs from a file or from the Mobile software there may be resources and job entry items that were not previously entered into the office software These can be created elsewhere and then set up when importing When a resource is entered in the field a different name may be used than that used in the office The Linker dialog appears when you import jobs to create new resources and allows you to link new and current items Once items are linked the software assumes that the two different items are actually one There are two resource lists Operation and Desktop If there are items in the Operation
185. elect a deposit method see page 235 The Income Sales and Deposit dialog shows the complete transaction Click Attach Files to attach an invoice or receipt For more information on attaching an invoice or receipt see Selling harvested crops and tracking discounts page 242 Step 12 onward Click Record to post the transaction and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 257 6 Income Sales and Deposits Income Use the Income Sales and Deposits dialog to record income received from various sources This section explains how to enter transactions for Loan proceeds Personal or family that is off farm earnings Custom hire work Custom hire work and revenue from the sale of supplies Patronage dividends Hedging gains that is margin calls Entering income from loans You can record borrowing and payment on all types of loans When you enter transactions for loans the software keeps a running balance on the loan This can include financing for operating expenses and lines of credit To record an income from a loan 1 Click the Record Income or Sales icon on the Checking toolbar to open the Income Sales and Deposits dialog see page 233 Complete the Purchaser area as described in The Purchaser area page 234 In the Items Sold area click the Loans Received icon 3 Loan Purchase es Loan Description 201 0 Operating Loan Curent Additional otal Loan Amount 0 00 25
186. elect a method for example Check Purchase to record the payment Check Purchase sulle Account Current Balance 0 00 Hedging 4ccount Com ki Hew Balance 2000 00 Farm Works Software P O Box 752 Check Farmtown Indiana 46746 Date 127 1772010 1 005 Pay to the Order of Local Co Op 2 000 00 s kwa thousand and 00 100 Mema Account H OF X Cancel Help R FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 210 d e 5 Payments and Purchases Enter the required amount Select the correct brokerage account from Checking Account For the Check use the date 111509 or the transaction journal entry number Click OK Click Yes to accept the warning message if the loss results in a negative account The Payments and Purchases dialog displays a summary of your transaction 9 Click Record to post the transaction and then click Done Creating and using templates You can save time by using a template for transactions that are frequently entered Once you create a template you can select it make any required changes and then click Record To create a new template for payments and purchases 1 Enter a transaction in the Payments and Purchases dialog select the Add to List of Templates check box and then click Record Note You must select the check box before you record the transaction 2 Inthe Save Template dialog enter a Description and then click OK Save Template Termpleales
187. ellers consultants and others who want to keep maps and records for Clients customers If you are a grower you can set up a single Client for yourself You cannot change or delete Unassigned Client Unassigned Farm Unassigned Field or Unassigned Crop These are a Safety net to hold imported data that the software is unable to otherwise assign to a Client Farm and or Field To add a Client 1 Click the New Client icon Lg Client Properties General E Address Ep Contact Er Category Hame W Business Full Hame D amp V Seed Company Sorted Name L amp r Seed Company Care of Job Title Tax ID A Cancel 2 Enter the required information in the General Address Contact and Category tabs and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 29 2 Setting Up Farms Fields and Inputs The new Client appears on the Farm tab Inputs bis by Selection Day ITI Inc o Unassigned Client gt D amp Seed Company FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 30 2 Setting Up Farms Fields and Inputs Setting up a Farm Farms can be used to group Fields Multiple Farms are generally used with different Landlords as you can organize Fields by Farm name You must add Farms to the Farm tab before you can add Fields You can also move fields that were previously added in the software to a new Farm See Setting up a Field page 32 1 Click the New Farm icon E
188. els Auhiediverd Sona 3 422 00 FF ini Select the Commodity Select the Location this lists all locations that have an inventory of the selected commodity Enter the Date of the adjustment Enter the New Qty this is the actual amount that should be in inventory See a pP Enter the Adjustment Price this is the typical market value price The price entered here automatically calculates the Adjustment Amount This is the amount that shows as a gain or loss on the marketing enterprise 7 Click Record and then click Done Adjusting supply inventories Use the Adjust Supplies dialog to make minor adjustments to the cost and or quantity of different supply inventories This option does not change the supply inputs on enterprise statements that have already been applied to your fields or livestock It also will not change the original accounting entries when the supply was purchased or used on a field or group of livestock Supply adjustments only change inventory balances on your accrual books FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 301 8 Inventory Maintenance To adjust the cost of quantity of a supply 1 Select Accounting Inventory Maintenance Adjust Supplies Adjust Supplies UBE Adj Date Suntlower Seed 7 enon z Calc On Hand Current ales As of Ad Date Current New Oty on Hand 12 000 36 bag Unit Cost 12 00 15 00 Total Cast 144 00 540 00 Record Done
189. employment Payable State Withholding Peale fe Other Accounts Stock in Local Co op YISA ka FPW Banking Center Add Acct 8 Inthe Account area select Other Accounts select Stock in Local Co op or similar and then click OK Note If required you can also withhold cash To do this click the Other Sales and Expense Reductions icon enter the amount to be withheld from the deposit as a negative number select Other Accounts select Cash or Petty Cash and then click OK The tems Sold area now shows the total amount that the co op will pay you teams Sad als ETA zE Bial Eel ia Pstronage Diidend Income Owerte ad lh akaock an Local laoeip TAi Salsi TS 9 Click the appropriate icon in the How You Deposited area to select a deposit method see page 235 10 Click Record to post the transaction and then click Done Note The transactions must balance Entering income from hedging gains You can record hedging gains in much the same way as you record deposits to a checking account because the hedging gains increase the balance in your brokerage account just as a deposit increases the balance in a checking account For information on setting up hedging accounts that is margin calls and recording hedging loses Setting up and using hedging accounts page 206 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 263 6 Income Sales and Deposits After you set up a hedging account you can rec
190. ent from the Costing Rate entered on the General Tab Note The Invoice option is only available if the Farm Works Accounting software is not installed 5 Once you finish entering information for the Machine click OK The machine appears in the appropriate machine category of the nputs tab under the Machines icon FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 44 2 Setting Up Farms Fields and Inputs Setting up a Supply You can keep comprehensive information for all of the supplies you apply to your fields such as seed fertilizers insecticides and other chemicals Adding a new Supply 1 Click the New Supply icon EA Supply Properties General B Chemical ra Fertilizer oe Restrictions PHI Description Herbicide 98 xy Part Pe Account Chemicals Add to Markers Type f Herbicide C Fertilizer Lime Feed C Insecticide C Adjuvant C Fuel C Fungicide C Growth Regulator C Water C Nematicide C Other Chemical C Manure C Rodenticide C Seed CO Other Non Distributed ltem Purchased Unit galon o l Unit Cost p5 gal Distributed Unit galon 1 gallon PT gallons Default Application Aate PRS gal ac FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 45 2 Setting Up Farms Fields and Inputs 2 Enter information into the tabs Tab General Chemical Group Field Description Type Units Carrier Default Carrier Rate Target Problems max 5 Action e Enter a name f
191. enter the Amount of the payment amount then click OK To record interest for this payment click of the following The Family Living icon Family Living Chrer rovarra Cotego Miscellaneous FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 188 5 Payments and Purchases The Other Expenses amp Payments icon l Expense and Other Payments MANI 76 96 Fertilizer amp Lime Fepense AEAU fe Expense Accounts Revenue Accounts Medicine Expense Other Accounts Misc Parts Expense Misc Supplies Expense Enterprise Allocation Nene Year Commodity Ficld Fam Client atic Field Crops Ming Field Crops Landbord Equipment Laveatock People t Structures i ShowMe p OK A Cancel 7 Help a Inthe Expense and Other Payments dialog select Expense Accounts and then select nterest Expense b Enter the dollar amount of the interest payment in Amount and then click OK 6 Inthe Payments and Purchases dialog click the appropriate icon in the How You Paid area to select a payment method The software automatically completes the information in the selected payment dialog 7 Check the values showing change them if required and then click OK The Payments and Purchases dialog displays a summary of your transaction 8 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 9 If you have balanced your transaction click Record to
192. enting hedging losses Since hedging losses decrease the balance in your brokerage account the software records the losses like a check that reduces the balance of your hedging checking account For information on recording hedging gains that is margin calls see Entering income from hedging gains page 263 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog 2 Complete the Vendor area as described on page 160 3 Inthe Items Purchased area click the Other Expenses amp Payments icon _ 4 4 Inthe Expense and Other Payments dialog enter the amount of the loss as a positive number Click the option for your hedging account for example Revenue and then select the hedging account from the list FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 207 5 Payments and Purchases Tip To have fewer items in the Interest Allocation list click Show Me Enter the items in the dialog to restrict the enterprises and then click OK The software now shows only the items that meet the selected criteria Show Me Enterprises Crop Year lt All gt Open or Closed lt All gt Commodity lt All gt Client Farm Field Client Farm Field Clear Filters OK X Cancel Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 208 5 Payments and Purchases 5 You can also allocate the cost to specific fields of your farm in the Enterprise Allocati
193. ents on the Client Farm Field or Inputs tab in tree view Click beside the appropriate icon to expand the tree Click to collapse the tree To view and or edit assigned properties a Right click the element Client Farm Person Machine Supply and so on b Select Properties c View add or change the element properties as required d Click OK Client Farm Field tab Inputs tab et e ot 4 Filter Jobs by Selection Filter Jobs by Input Day IIT Inc Inputs lt Unassigned Client gt Lr Animals D amp Y Seed Company Ln Hogs Day TI Inc k They Steers Home Machines Home 1 fa Application Home 2 Gap Spray Coupe Fill Home 3 Ea Harvesting Home 4 Other Home 5 34 6 Planting Seeding FA Home 6 g 12 Row Planter a 2010 Corn a 2010 Soybean People H a 2011 Wheat Winter Smith John O a 2012 Soybean Supplies A Guidance Lines Fertilizer Home 7 a 20 Layers E Lime gfe Johnny Smith g Fuel Fuel if Herbicide ii Herbicide 98 XY FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 28 2 Setting Up Farms Fields and Inputs Setting up a Client Clients appear on the Client Farm Field tab with Farms Fields Crop enterprises and possibly Jobs listed under each Selecting a client name on the Farm tab enables you to view the Farms and Fields associated with that Client Clients are useful for custom applicators fertilizer res
194. epreciation amounts 1 Select Accounting Depreciation Asset Depreciation Asset Depreciation Fle View Lieprecrable Henis D precatan on statements Equipment f Entre Yes s Structures Amount to Data 0 Land Improvements Alone Uni eer End Pur Date Orig Cost 7 1 2009 La 2 Select the required category from the Depreciable Items area Items are grouped in the 13 Year End Activities Key miprovenvent Traded in Sole Book Value ooo SOD 7 1 2008 2 500 00 1 000 00 1 000 00 categories Equipment Structures Land Improvements and Livestock 500 00 m 500 00 The asset name purchase date original cost accumulated depreciation book value and current year depreciation appear You can change the Pur Date and Current Year depreciation as required N a depreciation cannot exceed the remaining book value Tip The Book Value is the remaining value of your asset after depreciation The current year 3 Inthe Depreciation on Statements area select the depreciation amounts that will be listed on Enterprise and Income Statements The options are Entire Year shows the entire year s depreciation regardless of the date FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 379 13 Year End Activities Amount to Date shows the pro rata amount of depreciation based on the date of the statement For example if your farm works on a calendar year and the statement
195. er old checks from before you began using the software and that have not yet cleared the bank select File Unrecorded Outstanding Checks Unrecorded Outstanding Checks as of 12 31 2009 Check eee Vendor Check Date h2 31 2003 S Amount 0 gt Delate Becord ki Dorne f Help Select the Vendor enter the Check Date and Amount and then click Record FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 290 7 Cash Account Maintenance The Account area shows the Adjusted Bank Balance and the Balance per Books The difference between these two amounts which is the amount out of balance must equal zero dollars before you can reconcile the checking account If it equals zero click OK Otherwise click Cancel 5 If the Adjusted Bank Balance and the Balance per Books is still out of balance compare the bank statement to the Account Register and make sure that you select the C r check box for every transactions your bank cleared Once you select all the check boxes as required make sure that the dollar amounts of every transaction in the Account Register dialog are the same as those in the bank statement You should void any transactions in the account register with incorrect amounts and then re enter them correctly 6 Once you reconcile the account the software prompts you to view the reconciliation report It is recommended that you click Yes as you cannot view or print this report later Once printed save
196. er transactions such as sales purchases payroll checks and bank adjustments use the icons on the Account Register toolbar or by select an option from the Activities menu You can also enter checks and deposits directly into the Account Register dialog 1 Click the blank entry at the bottom of the page W Account Register from 7 1 2010 to 7 15 2010 Fle View Activities Help sls 3 A EAn Kea SARN m Account Fw Banking Center N R a R D o R R LY eawamop ane rv ere SS a CCT Ei a Details 2 If the date in the first column is not correct enter the correct date 3 Inthe second column of the same row verify that the check number is that of the check you are writing and then change the number if required 4 Inthe next column select or add a vendor for this transaction 5 If required enter a brief journal entry in the field below the vendor This can help you to identify the transaction at a later date X Tip Do not confuse journal entry details with transaction details Journal entry details are optional memos but transaction details are facts that the software requires you to enter before you can close the year end financial record 6 Enter the total amount paid in the Deposit or Payment column 7 Click the Save Transaction icon to record the transaction To add details to the transaction click Details you must add details to all transactions in the Income Sales and Deposit
197. erface overview This section describes the elements of the software Menus submenus and contextual menus e You can select items from a menu Where these items show an arrow next to them there is a submenu In the manual this is described as Select File Preferences User Info View Resources Reports Tools Help Open Project 3 Seales Backup Project Jobs a Me Restore Backup Jobs by Selection h e E T Preferences User Info N Read Job Data pea ear Write lob Data Enterprise Summary Connected Farm Synchronize Mobile Mobile Sync submit Insurance Data Language Print Setup Run FarmStock Crop Row Management Variety Map Exit Export Coordinate System e Hover over an item and then click the right mouse button to show a contextual menu In the manual this is described as right click lt User Info gt and then select New Client oe g Reports Ack Gereral Moles New Cher a Rd pew Farr Hew Field Hew Structure Add Layer j save Default Layers Load Default Layers ripe l Backar ouri Batch Import Backgrounds Cownbad Hoad Waterway Lata FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 17 1 Getting Started Note Most but not all of the items contained in the menus and submenus have corresponding toolbar icons buttons If you cannot find an icon to perform the command you want look for the co
198. es 2 0 ee a 345 Printing a Journal Entry report aoaaa 351 Printing General Ledger Detail reports 2 0 0 0 2 eee ee ee ee 353 Printing Balance Sheets 2 354 Printing Income Statements aoaaa a 354 Printing Trial Balance reports 1 356 O EEEE EE E EEE EEEE ERRE ae eae ee ee 358 Working with Enterprises 2 359 Harvestihg wei se aad ieee eee eee RS GeO PH See eee ee 359 Allocating MPU lt lt a 6 kw Re ERK G OO we ERE eR ERE OO RHE DHSS 359 Crop Marketing allocations 1 1 361 Allocations using Other Expenses amp Payments 0 00 eee eens 361 Allocations using the Loan Payment Interest Allocation 0 362 Allocating using Other Sales amp Expense Reductions 2 000 363 Allocating using Allocate Inputs 1 ee 364 Adding Overhead Costs 2 365 Making sharecrop transactions ooo 368 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 6 13 Entering Livestock activities oaoa 368 Adding newborn livestock aoaaa ee 369 Feeding livestock oaoa a a 370 Moving Livestock aaa ee 372 REMOVING LIVESTOCK 4 a4 hee tae SG bee Se adad keie BEES DHE SE 373 Printing Enterprise Statements 2 374 Printing Crop Marketing Enterprise Statements 2 0 0 ee ee 376 Year End Activities 6 664466 e688 88 US eae De eee SSR EEE OS 378 Setting up and using asset depreciation oaoa a a ee 379 Printing Depreciation reports 1 380 Completing year en
199. es Payables T Accounts Payable 7 Parnihy Laing Report E Purchases Report JE Sales Recevables Ej vali GST Tex hey Animal E Equipment amp Field Personnel 3 Expand All 4 Collapse Al OK H cose 3 Inthe Print Forms 1099 amp 1096 dialog do the following Print Forms 1099 amp 1096 Yers 1093 s Iu Le paired omh John D Add h z Remove d2 Rranove All 1 Print Plain Paper 2 Pant 1099 Forme 3 Print Fon 1096 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 230 5 Payments and Purchases a Select the Get total amount paid to vendor from General Ledger Cash Method checkbox b Enter the correct Year c Select the Vendor s and then click Add d When all data is entered correctly click OK e Repeat Step b through Step c for each Vendor s 1099 account All Vendors should appear in 1099 s to be printed Click Print Plain Paper Match the printed paper form with the actual 1099 form to verify alignment use the Horizontal and Vertical options to correct the print and print to paper again until the alignment is correct Place the 1099 Form into the printer and then click Print 1099 Forms Verify that printing is correct repeat if required Printing the 1096 Form 1 2 3 4 5 6 From the Print Forms 1099 amp 1096 dialog click Print 1096 Form The page preview appears make sure that the information is correct Select the appropriate 1099 For
200. es Field name for each field Field Properties Name ET Gesa E into M Lancteed ap Phora Acres No Acres entered into the Feki Tillable Acres field in the To o Field Properties screen This data item will be exported to the XML L cars Export option only it is not submitted to Great a E e American Insurance Chant D S Y Send Company Farm Yes The name of the farm Fam D 2 Send Name each field is assigned to FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 104 Field RMA Practice RMA Type Yes FSA Farm FSA Field FSA Tract Legal Section Legal Township Legal Range Yes No No No No No Required Description Practice for this enterprise selected in the Enterprise Properties screen Type for this enterprise selected in the Enterprise Properties screen FSA Farm Number entered in the Field Properties screen FSA Field Number entered in the Field Properties screen FSA Tract Number entered in the Field Properties screen Legal Section Number entered in the Field Properties screen Legal Township Number entered in the Field Properties screen Legal Range Number entered in the Field Properties screen 3 Field Record Keeping Enterprise Properties Enterprize an Coen ir H1 72 00 Plant Date 5 15 2012 E Harvest Date ji 15201 2 5l Ended entepme before harvest Cro reune Unit o Yield Number Practice Non imgated Type Grain
201. es Reports Tools Ree Help JobResource Tools ha Initial Setup of Accounts Options d Names and Addresses j Filter Jobs by Selection f Payments and Purchases EL En a E EJ h Income Sales and Deposits Record Income or Sales E Farm Works Software e TER Create Deposit Ticket j i ash Account Maintenance lt Unassigned Client gt Deposit Ticket Setup D amp Y Seed Company Inventory Maintenance b E Farm Works Software Depreciation Transaction Maintenance Trimble Farms Enterprises j Print Invoice Statement Payroll j sane 3 Accounts Receivable Report i Income and Sales Report Taxes Poo E Market Value j Harvested Crop Sales Contracts Family Living j General Ledger j Year End The Harvested Crop Sales Contracts dialog lists all contracts that have been set up You can filter the list by Crop Years Commodity Vendor Contract Type and Status To sort the list click any column heading Harvested Crop Salts Contracts ADM aAa eurt ADH i AAr T ADH aiai Eat Cenia Coop HTA saaa Eai Gentil Coop Feed Cont ASSO 1 u cme B oe S oe A cme 2 To set up production information for each crop that is being sold click Edit Crops amp Production Harvested Crop Sales Contracts hector Filler Lop brio Stat veo End yoo Commod y Wend Type MI a a a L El ratreerone FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 267 6 Income Sales and Deposits 3
202. ete the transaction For example you can purchase a new tractor by way of a trade in and a loan FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 161 5 Payments and Purchases Payment option Click To Check icon Pay by check In the Check Purchase account you can select a Checking Account and Check and change the amount if required You can also add a Memo Check Purchase fea hang Account FW Banking Conter Curent Balance 7500 00 Hew Bolance TEUIO UW User Ino gt Check Dawe 7 15 2010 i nih ll Fay to lhe Order gf das Alngns 1500 0N oa one thousand frre hundred and 00 100 Mano Account x ces 2 nee Cash icon Pay in cash Select a Cash Account and then enter or edit the Amount Cash Purchase Lash Account ee Curent Falance n nn Hew Falante n nn Amount 0 00 v OK Cancel Help Credit Card icon Pay by credit card Select a Credit Card account and then enter or edit the Amount Ed Credit Card Purchase Credit carg visa Curent Aalance n nn Hew alante n 00 ANOUNt kooo v O x Cancel 7 Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 162 5 Payments and Purchases Payable icon Be invoiced at a later date Accounts Payable Purchase 2 Se ee ee Accourls Payable c kee maa PTE ne Purchase Wate iy 5 2010 Total Amount 300 00 Final Que Date 5 os Pe a Py F
203. ethod for example Check to record the payment The software automatically completes the information in the selected payment dialog The Payments and Purchases dialog shows a summary of your transaction 9 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 10 Once you balance your transaction click Record to post it and then click Done Paying veterinary bills 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog 2 Complete the Vendor area as described on page 160 3 In the Items Purchased area click the Other Expenses amp Payments icon l 4 Enter the Amount select Expense Accounts and then select an appropriate account for example Veterinary Fees Expense from the list FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 202 5 Payments and Purchases 5 To allocate this cost to your livestock click Livestock select all the appropriate animal groups in the list for example Sheep to record vaccinations and then click OK Expense and Other Payments Amount 550 00 Rent Expense Land Repairs Expense Equip Seed Expense C Revenue Accounts State Unemployment Expense f Other Accounts Trip Charge Utilities Expense Veterinary Fees Expense Wage Expenses Add Acct Account f Expense Accounts Enterprize Allocation None Field Crops Mine Field Crops Landlord Crop Marketing Equipment
204. etting Up Farms Fields and Inputs 5 Click OK Commodity Properties General Commodity RMA Identity Soybeans 081 Properties iit Za Density BO lbsbu Standard Moisture 13 00 2 Value 5 50 bu Color a S W OK Cancel In the Commodity Properties dialog some items selected from the list automatically populate the fields with the exception of the color If the Farm Works Mapping software is installed select a color to appear on the Enterprise map view RMA identity is used to collect crop insurance information if you are located in the United States of America Units are the harvested units of the commodity Density and Moisture are used to calculate dry quantities when harvesting Moisture should be the moisture that dry weight is calculated from Obtain this information from your local elevator or wherever you deliver your grain The units density and moisture information is used for yield mapping and detailed harvest records including scale tickets The value of the commodity is used on reports The color appears on the map where that commodity is being grown 6 Click OK to save the entry and exit the Commodity Properties dialog 7 Click OK to save and exit the Commodities dialog 8 Inthe Area field of the Enterprise Properties dialog enter the number of acres to be planted with the selected commodity Area defaults to the total Field acreage so you do not need to
205. ey 2 000 00 Total Deposit 0 00 epost Cash Total Undeposited 2 000 00 Less Farnihy Living Depasil Tickel Print Setup Less Cash Decor amp Enn Done Help To complete the dialog see the following section FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 237 6 Income Sales and Deposits Click To For Deposit To deposit all items click gt gt gt gt cont e To select a specific item for deposit click the Plus button to the left of the Vendor s name e To remove an item for deposit later select the item and then click lt lt lt lt or click the button to the left of the Vendor s name e To deposit the entire amount click Deposit Cash and then enter the required Cash Amount in the Cash Deposit dialog F Cash Deposit Lash Account Putty ashi ki Curent Aalance annman Hew alante 7000 00 ANOurit 500 00 OK x caca Help e To withhold funds for family living expenses click Less Family Living and then enter the Amount in the Family Living dialog Family Living Chenier Bub Buckley T Uroving Cote qo MiIsotllancous enn SSUU UU OK X Cancel Help e To place funds in petty cash click Less Cash and then enter the Amount in the Less Cash dialog Less Cash Lash Account Putty Cash Curent alante 7000 00 Hew alante annman Amount 500 00 OK Cancel De Help FARM WORKS AC
206. g Select Accounting Payroll Tax Tables Deductions On the Payroll toolbar click the Deductions icon e Deductions and Reductions Current New gt Exemptions Description Child Support Federal Alt Language Spanish Medicare Account Child Support x FICA State MM axinniurn County No Limits City O Was Wages Federal Unemployment C Max Deduction State Unemployment Record Done i Delete Help 2 Select a Current deduction or select lt New gt and then enter a Description 3 If required enter an A t ernative Language for employees who speak a different language 4 Select the Account This must be the same account that is used when you pay the deduction 5 In the Maximum area select the maximum amount of the deduction Option Description No Limits There is no limit to the deduction amount Max Wages Enter a dollar amount Max Deduction Enter a dollar amount 6 Inthe Exemptions area select one or more exemptions Exempt amounts such as 401k are calculated before taxes are figured 7 Click Record and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 310 9 Payroll Setting up employee information You must set up an Employee List that contains the names addresses and social security numbers of your employees This information is used when printing paychecks and W 2 forms When you setup an employee they appear on the nputs tab to be used in Farmi
207. hases 4 Inthe Improvement Purchase dialog enter a Improvement Description select the Asset Improved enter a Cost and then click OK Improvement Purchase Improvement Description Vol Syster Asset Improved Nin a Cost 1 7 230 UU Cancel Help 5 Select a payment method in the How You Paid area If using a check verify herk the check number and then make any necessary changes You can select iE 7 Debit or Credit from Check mrt 6 Click OK The Print Check dialog appears Print Check w Already Printed C Arid to Petch i Frnt Mor Setup Check OK 7 Help 7 Select Already Printed Print Now or Add to Batch and then click OK Making prepay payments for supplies You can record the purchase of supplies by way of other assets such as prepay accounts or vendor credits for returned supplies Prepaying for Supplies 1 Inthe Payments and Purchases dialog click the Date and then select the Vendor 2 Enter the Invoice Number or a brief Description to summarize the transaction 3 Click the Inventory Supplies icon in the Items Purchased area The Supplies Inventory Purchase dialog appears FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 179 S 2 wt e 5 Payments and Purchases Select the purchased supply from the tem Purchased list or click lt New gt to add a new supply Enter the appropriate amounts in Quantity Purchased Unit Cost or Gross Total Click OK to save
208. have been set up 5 Click OK 6 If you selected two overhead accounts in Step 4 the Multiple Allocation dialog appears Enter the percentage for each enterprise in Unit Split click Calculate Split to compute the percentage and then click OK Note Once you decide on a percentage split for your enterprises use this number consistently to split overhead between crops and livestock The percentages should be based on the approximate income from your crop vs livestock enterprises For more information about recording expenses see Chapter 5 Payments and Purchases FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 367 12 Enterprises Making sharecrop transactions Use the software to track sharecrop transactions You can print statements to show landlord inputs To identify a field as sharecropped select the Field tab in the Object Properties dialog Note When setting a field you can mark it as Share Crop select a Landlord and the percentage and mark the items for billing When you farm a supply to a Field that has a Landlord the software automatically takes your amount out of inventory at the time of the farming operation You can then enter into Income and sales and record a Landlord bill which gives you the farming operations for this landlord the supply and the price Once the Landlord is billed the supplies are removed from your inventory When recording sharecrop transactions remember the following rules e W
209. he selected folder b Select the account that you want to debit or credit c Enter an Amount d Doone of the following Click Debit to transfer the name of the account and the amount to Debits in the Transaction area Click Credit to transfer the name of the account and the amount to Credits in the Transaction area In the Transaction area a Enter a Date for the adjusting journal entry b Enter a Description to summarize the adjusting entry optional c Make sure that the entries in Debits Credits are correct Repeat Step 2 through Step 3 for each account adjusted in this journal entry Debit and Credit amounts must balance before the entry can be posted Once you enter all account adjustments and the Amt Out of Balance equals zero click Record and then click Done Editing Journal Entries Use the Edit Journal Entry Description dialog to change or add a description to any transaction that you created You can also change descriptions from within the account register 1 To access the Edit Journal Entry Description dialog do one of the following Select Accounting General Ledger Edit Journal Entry Description FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 344 11 General Ledger On the General Ledger toolbar click the Edit Journal Entry Description icon l Edit Journal Entry Description ransacton Mange tert BU i Update List Transactions 23 Sales John Sith 24 Sales Bo
210. he Invoice tab and then select the Include on Invoice check box Change the Description on Invoice if required and then enter a dollar amount in nvoice Rate Machine Properties fer General aly Service a Options a Photo Se Invoice le Include an Imenice Descnpton on Invoice Spra Cou po 41660 t Innie Fate UUU foe Imeuiced tems are charged by defaull using the Costing Purchased Unit Ahern invoicing harvest date the commodity properites should rofloct the invoice rete A Cancel 4 Click OK 5 Complete Step 2 through Step 4 for all equipment supplies and people that you want to invoice 6 Inthe Jobs tab scroll to the job or use the sorting and filtering options to find the required job see Finding a job in the Jobs tab page 79 7 Select the required job s to highlight them right click any selected job and then select Create Invoice 8 Ifa Landlord was set up for this field you are prompted to select the inputs that must be billed Select from Farm Inputs Only Landlord Inputs Only or Farm and Landlord Inputs and then click OK 9 Select the Client Landlord to be billed and then complete the other fields Any items that you set up in Step 2 through Step 4 appear on screen FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 92 3 Field Record Keeping To add additional items click select Add Input and then enter the required inputs to delete an item click next to the item you want to delete
211. he System Date Printing Income Statements This report lists year to date revenues and expenses as well as net profit or loss and can be printed for any date e The cash report reflects only cash received and spent FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 354 11 General Ledger e The accrual report includes Accounts Receivable Accounts Payable and Inventory for your supplies crops and livestock Because accrual books keep items in inventory until they are actually sold the accrual income statement gives a more accurate representation of your farm s profitability Note The report prints totals from the start of the opened year to the working date For example if your last closed year is 31 December 2009 12 31 2009 and you set your working date to 30 June 2010 6 30 2010 the report shows income for 1 January 2010 1 1 2010 through 30 June 2010 6 30 2010 1 To set the date for your report click the date on the right side of the menu bar Working Date System Date 7 22 201 0 Working Date 272 aranin 3l x Cancel 2 Enter or select the Working Date to use in your report and then click OK 3 Select Accounting General Ledger lt Accrual Reports gt or lt Cash Reports gt Income Statement Cash Reports Income Statement only in the Print Income Statement dialog enter a date range and then click Print Print Income Statement Period Sterling LAAPE E Ending 12 31 2010 z Accrual Re
212. he budget 8 To export the schedule as a text file select Reports Export as Text and then enter a suitable File name for example Budget2010 txt 9 Click Done Printing budget reports There are two budget reports e The Budget report displays the budgeted amounts for each month and a yearly total for each item e The Comparative report displays budgeted versus actual revenues and expenses To print the report 1 Do one of the following To print the Budget report select Accounting Budget Budget Report To print the Comparative report select Accounting Budget Comparative Report 2 The report preview appears Click the Print icon in the preview screen to print the report in landscape format 3 Select File Exit Using family living or personal budgets The Family Living section allows you to keep track of personal expenses without interfering with your farm s tax books e Family income is recorded in the Income Sales and Deposits dialogs e Family expenses are recorded in the Payments and Purchases dialogs For more information on recording personal family income Entering family amp personal income page 260 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 333 10 Budgets and Market Value Tip The family living dialogs change if your business is a corporation When working in a corporation project you do not have to select the Owner when recording family living entries adjustments C
213. he crop in the Desktop Resources list select the matching crop in the Crop Insurance Resources list click Link and then click OK Crop Insurance Deskbop Hiesounces Lop Inaurarnce Heraut Conn gt Linra Loton gt Loor Soplbearn lt gt Sroplievarecs Wheat gt wheat Com Sweet Fresh Market Collboni Cadlors Fdia Lorg Slabe Flax Forage Production Forage Seeding felilhet FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 101 3 Field Record Keeping Changing Practices and Types The Crop Insurance Policies screen lists all the fields within the selected harvest year that have a county and state assigned to the field a crop commodity with an RMA identity and a crop enterprise with a Practice and Type assigned F Crop Insurance Policies E a Ce POO 11 16 2011 z a S202 4 100 00 F 135 00 11715 2011 4 Fa Grami a s000 F 90 00 11710 20 kE a if rai 4 100 00 F 36 00 a T5201 2 4 5396 0 A012 700 00 150 00 T2012 4 F 700 00 120 00 fab r 11 2 2012 a s000 135 00 TELE 4 Di 11132012 4 100 00 170 00 58 2012 4 16 77 11 13 2012 4 700 00 5200 s2702 J 700 00 No Type Specified wine 2 P 1m A You can assign or change Practices and Types on individual fields If you want to assign the Practice and Type to all of the fields with a selected Commodity State or County 1 Select Fill Fill All Values FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 102 3 Fi
214. he report and save a copy Famat Aycrobet Fornal POF Ceshirestiorn Cancel Disk file FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 117 3 Field Record Keeping a Inthe Export dialog select the Format and Destination and then click OK Export Options Fage Range w All O Fage Range Frar To o b Inthe Export Options dialog select the page range that you want to export or click OK to export the whole report c Inthe Choose Export File dialog select the folder or removable drive where you want to save the report enter a name for the file in File name and then click Save The report is exported to the specified location where it can be printed copied or emailed FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 118 Initial Setup In this chapter m Accounting menu m Getting started m Setting up essential information m Initial Setup Quick Setup m Initial Setup Basic Setup m Setting up basic accounting features CHAPTER This section describes how to set up essential information for the Farm Works Accounting software setting up basic options and accounting features The software fully integrates with the record keeping software herd management records and the Farm Works Mapping software This allows you to know the exact profitability of each of your farm enterprises while still maintaining the required tax records You must complete the procedures descri
215. he type of machine s used in the farming operation for example if you select a machine from the Planting Seeding folder Planting Seeding is listed as the Job Type You can select or add a different Job Type from the drop down list Because job types are often used to search operations that take place throughout the year and can be queried for reports and editing it is important to select the correct job Enter change the Area Farmed if required During a planned operation Area Farmed is usually not changed from the tillable acres as actual applied acres will not be known until the job is complete They may be changed if a partial operation is planned Area Farmed carries to the charge units and applied area of the inputs below The Dates default to the date the planned job was created If required you can clear the fields enter the Start and Stop Date actual or estimated they can be edited later in m d yyyy format or click the Calendar icon Enter the information required for each of the inputs The Job Hours based on these entries and the Charge Units Hours are both calculated automatically If time is not known estimate or leave these items blank FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 66 3 Field Record Keeping 11 You can add or delete inputs if required Toadd an Input a From the Add menu select Input b Click the beside the appropriate item to expand the tree click the check box to select the in
216. hen purchasing supplies purchase and so add to your inventory only the supplies you pay for Record the purchase of the landlord s share of supplies if you will be reimbursed for them later e When applying supplies to the field enter the entire amount applied in the Farming dialog Indicate the landlord s percentage so that only your portion of the supplies is removed from your inventory e lf the landlord is reimbursing you for supplies purchased record the reimbursement as a Supply Sale to the landlord e When harvesting a crop enter the landlord s percentage for the amount of the crop that you will not be selling or storing The remaining portion of the crop will be available to you to store and or sell See also Chapter 3 Field Record Keeping Entering Livestock activities Record farming actions that relate to livestock right click to enter other information AF input The Arimak vA ay Miche D atti Gy od Feed ble Tr nir a ne E dy Vee Bat Grits _ CJ Tr Void Edt eate ER Yoki iE ch E F re J gp VE dt Transfers i sF dhe Reparti 0 zph Motes Fa wy Rene E T Properties FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 368 12 Enterprises Adding newborn livestock When you use the software to track livestock costs you must enter all births 1 Inthe Inputs tab scroll to the Animals group click the icon to open the group right click the group for which to record the bir
217. hholding Allowance Per Exemptinn 3 650 00 X Concel Help 2 Make the required changes to update the Federal FICA and Medicare tax information and then click OK Note Wage brackets and rates should be based on annual pay amounts CAUTION Do not update your tax tables for the New Year s rates until you have entered all payrolls for the prior period For example do not update your tax tables on January 2 2010 if you have not recorded your last payroll for December 2009 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 307 9 Payroll Setting up State Tax Tables You can set up the State Tax Table using a flat tax rate a percentage of the federal tax rate ora graduated rate These tables are available from your tax advisor or your state s department of revenue This section describes the basic points of entering your information for more information on payroll taxes in your particular state consult your tax advisor 1 Do one of the following Select Accounting Payroll Tax Tables State On the Payroll toolbar click the State icon gsJ State Tax Table Wiethod Graduated Rate Tables C Mone Single Annual Wage amp Rata Graduated Hate Flat Tax Rate 0 00000 i Percent of Federal 0 00000 Stale Specilic Allowances Fer E emption Mamed Annual Wage amp Rate Over But Not Over 0 00000 Subtractirom base wage nnani Subtract trom state tex Standard Deductio
218. hich you record the amounts others owe to your agricultural enterprise from sales of products or services on credit to your customers You must set up Accounts Receivable before receiving payment on account You can use the initial setup of accounts receivable to set up amounts that others owe your farm as of the beginning of the year and create these receivables for custom work performed for sales of supplies crops or livestock or for refunds for purchased items returned to a vendor 1 Click lt New gt in Current Receivable to set up a new receivable account 2 Enter a description to identify your new receivable in Invoice No or Description 3 Select a buyer in Purchaser or select lt Add Edit gt to add a new buyer 4 Enter the date of the sale in Invoice Date and the date payment is due in Due Date 5 In the Invoice Details section select Revenues or Expenses select the account in the list to which the receivable applies and then click Add to Invoice 6 To add another account to the same invoice select it from the list and then click Add to Invoice again to add it to the invoice Repeat this step for each revenue or expense account you want to add 7 Record the amounts for each account in the Amt column The total receivable amount appears in the bottom row of the column Note The module records only accounts receivable in the accrual books These have no effect on the cash general ledger of the software until the cust
219. his transfer Removing Livestock Recording a livestock death removes only that animal s purchase price and accumulated depreciation from the group Other costs such as feed are allocated to the remaining animals and are not removed unless no animals remains in the group 1 In the Inputs tab scroll to the Animals group click the icon to open the group right click the group for which to record the birth and then select Death Animal Loss Descripion Broedngowe SSS Date 7 26 2010 E Mo Lost 1 head Aoc vot 1700 lbs Total vw 12700 ibs 255 00 55 00 wi Enter the Date of the death Enter the No Lost The No of Head Before Loss and After Loss appear in the table Enter the Avg Wt or Total Wt of the lost animal s where indicated FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 373 5 7 12 Enterprises Enter different Avg Pu r Cost or Total Pur Cost for the animal s if required these amounts default to the average for the group This amount should not include costs of feed veterinary bills and so on Raised animals should have a zero cost Enter the Avg Acc Depr or Total Acc Depr for the animal s where indicated if required This should include all depreciation recorded through this year these amounts default to the average for the group Click OK If you are also using the Stock module you are prompted to record this transfer Printing Enterprise Statements At any time duri
220. ialog select File Check Setup Printing batches of checks The software makes it easy to print several checks at once which is especially useful for printing payroll checks FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 222 5 Payments and Purchases 1 Add the checks to a batch print job one at a time when you record a payment by check in the Payments and Purchases dialog the Print Check dialog appears Select Add to Batch and then click OK 2 To print the checks click the Batch Print Checks icon on the Checking toolbar Batch Print Checks Account FW Banking Center Checking x Check To Whom Amauri Friendly Farnily Farms 3075 00 Townside Equipment amp Machinery 1500 00 Sunshine Preschool 75 00 County Livestock Exchange 375 00 E al Hone Check Setup Mo on first check Number of checks on first sheet 3 amp Print Done KO Remove From Batch Help 3 Select the checking Account and then select the transactions you want to add to the batch print job To select all the checks click All 4 Enter a value in No on first check Number on first check and then click Print 5 Click Yes to confirm that the checks printed correctly Note If the checks did not print correctly check the setup See Selecting check styles page 220 6 Click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 223 Printing Accounts Payable reports 1 Click the Report icon 3 on the Checking toolbar
221. ic detail tems to print M Include inactwe accounts Select a Date Range ee a Check the accounts O print Of Chartof Accounts Cle Assets Os Curen Assos F Cash Accounts g Fw Banking Center EJ aE Petty Cash Se FW Bank E gt Undeposited Cash Receipts O Prepaid Accounts QD ef Accounts Recernble O Inventory gt g Growing Crops O E Growing Apricot O fo Growing Cam O 2 Growing Sunflower H Reece F E Harvested Apicol H Harvested Com FA E Harvested Suniloewer QD Resale Livestock O e Cowes D Supplies O E Chemicals O Feed 0O 4e Fuel amp Ou wd EJ Sebect All EJ Select one 3 Expand All I Collapse All S Print Y Done 7 Help Select the Report Type GL Detail Report or GL Activity Report Select the Method Accrual or Cash In the Options area select any or all of the following Include void voiding transactions to include all cancelled transactions Summarize detail lines to condense the report For example an entry that paid for repairs on five different items shows as one Repairs Expense rather than five separate ones Select specific detail lines to print to print details of your accounts Select either Summarize details lines or Select specific details lines If you choose Select specific details lines a dialog appears from where you can choose the details to print Available only if you selected GL Detail Report FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 353
222. ield Record Keeping To remove all inputs from the Working area click the Remove All icon g Filler Joles by lrig E Inputs at iy Arimak a machines F Application oe opr ay Coups 5 Harvesting Cot buat Sy Tractors qs Trator Peook Smith ohne Supple f Fuel if Herbicide UES IE Wiki Ginga Smith Johno gij Spray Coupe Herbkide 93 XY Sook io pels After you have all of the inputs you expect to use during the operation in the Working Group area click Apply to Fields Apply Working Group T Sol by cop klat Dall Inc J 4 Unassigned Client gt LJ okt DAY Seed Company Weft Dav Ill Inc Ol Home ta rane OE Home 5 BY Home tE CB Home t Deft Johnny Smith 7 0 Smith lam Record Completed tubes Recud Planned Jobs A Cancel FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 64 3 Field Record Keeping 4 Click to expand the tree click the box beside the field s for which you are planning the job and then click Record Planned Jobs Farming Fie Add Region 2012 Soybeans DY 6 Application al 4 20 2012 4 20 2012 Wright Thomas A 0 000 10 75 65 000 22 300 The Farming dialog shows the general information for the planned job note the orange color followed by the information for each input in the order People Machines Supplies You may need to scroll up and down to see all of the items listed for the operatio
223. iewing or modifying information 1 Inthe Farm or Inputs tab right click the element name and then select Properties Farm Works Office Demo Fie View Resources Reports Tools Accountir a E i Jobs Filter Jobs by Selection w Day III Inc lt Unassigned Client gt D amp Y Seed Company ii H i Dy 1 Reports fg Dy 2 Mew Field mA DY 3 Mew Structure DY 4 zU OY 6 Retire DY 7 Ty ae Import Background Day III Inc Add Layer gt Johnny Smith Export Boundaries 2 Inthe dialog that appears view the information or make the necessary changes and then click OK Deleting a farm field or input You can delete a farm field or input if you no longer need it provided that it has not been used ina farming operation or accounting transaction 1 Inthe Farm or Inputs tab right click the element name and then select Delete 2 Click OK to confirm deleting the element and all associated records FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 58 2 Setting Up Farms Fields and Inputs Notes e Ifan Input was used ina job you cannot delete it but you can retire the Input e Ifyou delete an operation that Input was used in or change it so that the Input is not included you can then delete the Input e Ifyou delete a Client all the Farms Fields and any records and maps under each field will be deleted Retiring a farm field or inpu
224. information m Entering payroll information m Voiding paychecks m Entering tax deposits m Entering commodity wages m Printing payroll reports CHAPTER The Payroll area of the software allows you to track your employees wages and withholding You can also print paychecks W 2 forms and reports Payroll is integrated with the people who are used for farming so wages are automatically allocated to each field based on the hours employees spends in a field FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 305 9 Payroll Setting up Payroll Before you can start recording payroll information you must first set up a range of items including tax tables and employer and employee information Setting up employer tax information 1 Select Accounting Payroll Tax Tables Employer s Info 2 Inthe User Information dialog make sure the employer s name General tab and address Address tab appears as they should appear on checks and reports including W 2 forms 3 Click the Taxes tab User Information fer General EJ Address Ge Conad Loge d Tokes Employer Tax Info Fed ID Number 2156351 Slate ID Number BABA State Mame IN Local Harre Steuben O Cantari infomation tarl AS Lontact Name Robert J Buckley Eraill Address bob buckleyiannet com A Cancel 4 Enter your Fed ID Number this is the number you use on your federal payroll tax returns It is printed on W 2 forms 5 Enter you
225. ing Select the Type of Pay if an employee is paid by more than one method select the method that is used most often Enter the number of Pay Periods per Year Enter 52 paid weekly 26 paid every two weeks or 12 paid monthly This number is important as payroll taxes are computed based ona person s projected annual income Enter the employee s Birth Date and Date Hired If you enter a Date Terminated the employee does not appear in the Pay Calculation dialog or in reports but you can choose to include them in reports including W 2 forms If an employee is rehired or works seasonally remove the termination date so that they reappear in the Pay Calculation dialog If an employee is exempt from Federal State FICA and or Medicare taxes select the appropriate check box and then enter the No of Exemptions for Federal and State indicated on the employee s W 4 form FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 312 9 Payroll If local taxes are withheld enter the name of the County and or City and the applicable tax Rate s where indicated The names entered will appear on the employee s check and W 2 Use the Deductions and Reductions area for other adjustments to an employee s paycheck such as a 401 k or an insurance deduction Click in the Description field to select or enter a new deduction and then select the Type and Rate See Setting up Deductions amp Reductions page 310 To add Deductions or Reduction
226. ing Submitting data to Great American Insurance Group 1 Select File Submit Insurance Data Farm Works Office De TIE Resources k Open Project Backup Project Restore Backup Preferences Read Job Data Write Job Data Synchronize Mobile Submit Insurance Data Print Setup Run FarmStock Exit 2 Inthe Crop Insurance screen select Great American from the drop down list enter the correct Harvest Year and then click Next F Crop Insurance Select Service Great American Harvest Year 20 2 A Cancel FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 99 3 Field Record Keeping 3 Enter the User ID and Password provided to you by Great American Insurance If you do not have a User ID and or Password click the https www greatag com link to create an account F Crop Insurance Great American GREATAWERICAN MSEC E BaP User IB F ohnD oe SE ttotta Password Sign up for an account by following the link https reatag com lt Back X Cancel 4 Click Next 5 Once the Ready to submit data message appears click Finish FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 100 3 Field Record Keeping Linking crops If you have crops within the software that do not have the same name as is used in the Crop Insurance you are prompted to link the crop listed in the software to the description in the Crop Insurance Resources list To do this select t
227. ing up Accounts Receivable page 136 The quick and basic setups see Initial Setup Basic Setup page 126 Setting up the Chart of Accounts page 132 Setting up Equipment page 138 Setting up Field Inventories page 146 Setting up Structures page 137 Setting up Harvested Crops page 147 Setting up Equipment page 138 Setting up Improvements page 141 Setting up Land page 136 Setting up Livestock page 141 Setting up Loans page 153 Setting up Other Assets page 151 Setting up CCC Loans and Other Liabilities page 154 Setting up Structures page 137 Setting up Supplies page 148 Setting up Other Assets page 151 121 4 Initial Setup Setting up essential information Before you begin using the software enter some essential information that will be used to set up the financial books 1 Select Setup Account Accounting Options F Accounting Options ee Dotes amp Corporation Purchases zi Budgets Equipment Year Start Date 172010 ear End Date fi diale A Cancel 2 Complete the following Tab Action Dates Year End Date Enter the year end date This date is the end of the first year for which you will enter records into the software Note The software computes the year start date as twelve 12 months prior to the Accounting Setup year end date Corporation Farmisa Select the check box if your agricultural business is incorporated corporation Clear the check box if
228. inted to select more than one invoice statement hold down the keyboard Ctrl key or click All 4 Select whether to Show Transaction Numbers Print Personal Logo Print Comments Print Footer FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 280 6 Income Sales and Deposits 5 Click Print to view the preview of the invoice Invoice Farm Works software P O Box 752 Farmtown Indiana 46746 To Friendly Family Farms Invoice Custom Hire Work Sale Date 7 21 2010 Due Date Aa Agin Description Quantity Unit Price Amount Custom Hire Income 2010 Corn Home 1 450 00 Custom Aire Income 4010 Corn Home 150 00 Herbicide 98 XY 13 000 gal 23 63 354 36 i Total 954 38 6 To print the report select File Print or click the Print icon amp 7 Inthe Print dialog enter the page numbers and number of copies to print and then click OK to return to the preview 8 Select File Exit 9 Click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 281 Printing accounts receivable reports 6 Income Sales and Deposits The software allows you to track amounts owed to you as receivable accounts 1 On the Checking toolbar click the Report icon 2 In the Reports dialog select Account Sales Receivables Accounts Receivable Reparts E f Heports 67 Accounting a Dudqet Checkbook Rogister J aE Depreciation Report 2 Enteronse Statement sE General Ladger a Invent
229. is printed on 30 June roughly half of the depreciation is included on the report This method is the most accurate but if you have a large number of assets it may increase the time that it takes to print some reports When computing the amount of depreciation to include on reports the software takes the total depreciation for each asset and divides this by 365 before multiplying it by the number of days from the start of the year to the report date None Until Year End no depreciation appears on reports until the year is closed This method decreases the amount of time required to print the reports but distorts your profitability until year end 4 Click OK See also Footnotes page 381 Printing Depreciation reports You can print Depreciation schedules reports for Equipment Structures Land Improvements and Livestock at any time 1 Select Accounting Depreciation lt Structures gt Report for example Other options such as Equipment Land Improvements and Livestock are also available The report preview screen appears 2 Click the Print icon to print the report 3 Select File Exit The reports list all the appropriate assets grouped by year purchased and includes the following information Item Purchase Date Description Cost Beginning Accumulated Depreciation Ending Accumulated Depreciation Description The date the asset was originally purchased The name of the item The purch
230. it section appears that shows the profit per bushel and a break even section that computes the price needed to get to break even on any remaining unsold crops Click the Print icon l to print the report Select File Exit FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 375 12 Enterprises Printing Crop Marketing Enterprise Statements 1 Do one of the following Right click the field or icon and then select Reports Enterprise Statement Select Reports All Reports select Accounting Enterprise Statement and then select Crop Marketing E Enterprise Statement G Eolerprises mi Report Enterpnte Type HD ANa 200 Com AND Uas D Livestock IMN Soybean C Egupnin DODO WPa Wrta l Siehe ANI Lwin People C Coj F Crop Marketing Tew 2 Ms L n lt All Char ful bers Ey a Fi Dae Fange i icai al dalat O inchade inputa thinugh mj C Dae Aang Maa Fl EHETE E The Enterprise Statement dialog lists all available enterprises based on the selected Enterprise Type 2 To print a combined statement for several enterprises hold down the key and then select each enterprise FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 376 3 Select the Report tab E Enterprise Statement vested Coop Transtar Cost 200 Soybean Heme 10 Tela Harvested keting Enterprise Pron Lose Sake Sales bo Erberpees tte Revere Marketing pels Adsinar Sales Sulioial Trasie Gra of Crop Sold Het Profit thorn Marketing
231. itial Setup To set up structures you owned as of the start of the year 1 2 On the Initial Setup toolbar click the Structures icon Initial Setup of Structures Worksheel Curren Structure c New Liescnpton Grain bin Purchase Dale g n1199 H Onginal Cost 15 000 00 Accumulated Depr 10 000 00 os of 12 31 2005 Bouk Walue 5000 00 fas of 12 31 2009 Current Year Depr 1 000 00 Record Y Dore te Delete 7 Help If you have already added structures using the record keeping section and you now want to add them to the software for financial reporting select the structure s from Current Item Alternatively select lt New gt in Current Item and then enter a structure name in Description If the item was not previously entered in the software the item now appears on the nputs tab Note If you are renting a structure or if someone else owns it you can add the structure s on the Farm tab without entering any information in the software 3 Enter the date the structure was purchased in Purchase Date and then enter the gross price paid for the structure in Original Cost Enter the total depreciation as of the date indicated to the right in Accumulated Depreciation Enter the depreciation for the current year in Current Year Depreciation You can also enter this information later after exiting Initial Setup select Accounting Asset Depreciation Click Record Repeat Step 2 thro
232. jacent box lt All gt If this appears in a list it selects all items in an adjacent list Dialog fields You can enter information directly into a dialog field by clicking in the field This includes Notes or Description fields where you can enter a description or reminder Note If a field appears greyed out it is not available This means that you cannot enter or modify information in these shaded boxes Some fields allow you to enter information directly or pick it from a list or calendar Radio buttons and check boxes You can click to select only one option from a list of radio buttons However you can select more than one check box Check boxes are generally used to enable one or more options If you select a radio button it is marked with a black dot if you select a check box a check mark appears in the box To clear a radio button or check box click it again Buttons When you click a button either a toolbar icon or a command button this performs an immediate action such as enabling an option or opening a dialog For example if you click OK it usually closes the dialog Common buttons are used as follows Button Action OK Save information and close a dialog Cancel Close a dialog without saving the information Record Save information and clear the dialog so that you can enter new data Done e If you did not enter information the dialog closes e If you did enter information you are prompted to save it b
233. l Co 0 P Desorption or Invoice H Items Purchased I Credit for Retumed Herbicide Total Purchase Total Payment Uithenenime IF Beoud K Dwe Hel 18 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 183 5 Payments and Purchases 19 After you have made all entries and your transaction is balanced click Record to post the transaction Purchasing supplies with vendor credits 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog Select the Vendor from the drop down list Enter the Date of the transaction Enter a brief Description explaining the transaction a oe Ww N Click the Inventory Supplies icon in the Items Purchased area The Supplies Inventory Purchase dialog appears 6 Select the supply item that was purchased from the Items Purchased drop down list If this is a new item you may add it at this time by selecting lt New gt 7 Enter the Quantity Purchased and the Unit Cost or Total Cost and then click OK Supplies Inventory Purchase kem Punchaced Hevla ke AT ndi Decription Herbicide RT 541 Account Dt on Hand 0 000 gallon Oly Purchased 4 Unit Cost 415 000 Pisani Oo Grose Total 1230 00 Met 4120 00 of Kpl K Canl 9 Heb 8 Repeat Step 5 through Step 7 as required to record all supplies
234. l Setup Select Accounting Initial Setup of Accounts and then click OK when prompted 2 The Setup menu appears Select Setup Accounts Bank and Cash Accounts Initial Setup of Bank and Cash Accounts Curent Account t Mew gt Accoun Harie Account Type Checking CO redit Card mu Co Sewings Petty Cash Balance 0 00 fas of 12 31 2009 Record Lone i Delete Help 3 In Current Account select lt New gt and then enter a suitable name for example Hedging for 2010 Corn in Account Name 4 in Account Type select Checking enter a balance for the hedging account click Record and then click Done 5 Exit the initial setup select Setup Account Exit Initial Setup To set up a hedging account if Initial Setup is no longer available FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 206 5 Payments and Purchases 1 If you have closed your first year end financial record add the hedging account by selecting Accounting Cash Account Maintenance Add Edit Cash Accounts Add Edit Bank Accounts Curent Account New gt Accoun Marne f fledging Account Com Account Type Checking Credit Card C Swings C bnan Petty Cach Decord Done i Delete Help 2 In Current Account select lt New gt and then enter a suitable name for example Hedging for 2010 Corn in Account Name 3 In Account Type select Checking click Record and then click Done Docum
235. lance of the account as of the date indicated This should be the balance at the beginning of the fiscal year of your account and is your checkbook balance This is not necessarily the same as the balance on your bank statement you must add or subtract checks and deposits not yet posted to the bank statement ending balance ASK YOUR ACCOUNTANT If you do not know the exact balance s enter a zero 0 00 balance Once your accountant or other financial assistant provides the correct amount s you can change it 5 Doone of the following If required click Record and repeat Step 2 through Step 4 until you have entered the necessary accounts to begin recording day to day transactions If no additional accounts are necessary at this time or if all necessary accounts are entered click Record and then click Done 6 To exit initial setup click the Exit Initial Setup icon i or select Exit Initial Setup from the menu The Initial Setup of Equity dialog appears 7 Depending on the selection you made in the Accounting Options screen Corporation tab you can now set up either a proprietorship or partnership or a corporation To set up a proprietorship or partnership Initial Setup of Equity Proprietorship Equity Surnay EI otal Assets 7500 00 Less Namel sss SsS Total Liabilities 0 00 otal Equity 7500 00 Equity fas of 17711770081 Cut of Balance 7 00 Chaner s Percentage ae Your inal setup is nowin balance
236. lete Help Enter the Pay Period dates The dates default to the period after the last payroll that was entered In the Wages area select lt Add Edit gt in Type set up a new Pay Type for the commodity for example Corn and then select it in the Type field Enter the Qty and the Rate market value of the crop and then click Calculate Pay Set all the withholding amounts to zero Click Misc Deductions Enter the commodity wage Amount and then select Wage Expense for the offsetting Account Enter the approximate number of hours worked in Allocation Hours 10 Click Record 11 Select Accounting Payroll Record Checks to record the commodity paycheck FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 324 9 Payroll Printing payroll reports The software allows you to print e W 2 forms for your employees at year end e Social Security and Withholding report and the Unemployment reports for help when completing unemployment tax returns and Forms 941 or 943 Printing Employee Earnings reports The Employee Earnings report displays pay information for a selected period of time 1 Select Accounting Payroll Payroll Reports Employee s Earnings Employee Payroll Report Lote Mange From Peon 3 Acie Quarter in Date To Pm Monthto Date Report Format Uetols ofeach check C Employee totals C Employee info and totals Employees F SelectAll None e Prin e Done 7 Help 2 Enter a Date
237. lick OK The options are e US English e Metric e Show All Units This shows US and Metric units the software uses the first selection US English or Metrics for area and distance measurements but gives both US English and Metrics for any volume measurements The Show All Units option is suitable for users in Canada who want US distance and area measurements and metric volume and quantity measurements FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 13 1 Getting Started Changing user information The contact information that is printed on many reports is sourced from the user information entered in the software To change this 1 Select File Preferences User Info 2 Inthe User Information dialog select the tabs in turn to enter the details that you want to appear on printed reports and then click OK User Information ES General EI Address b Conad Logu Name Business mef l First Middle o Lasi u Sulli pe Full Name Usern Sortad Name Business Job Tite A Cancel FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 14 1 Getting Started Changing the working date system date If you want to enter data or print reports for a particular date you can change the working date 1 Click the date in the top right hand corner of the screen OX Tuesday July 20 2010 2 Enter or select the Working Date that you want to use for data entry or for generating a report and then click
238. lick Update List 3 Select the entry you want to delete and then click Void 4 Click Yes to confirm the deletion when prompted click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 277 Voiding an entry in the Trial Balance dialog 6 Income Sales and Deposits 1 Click the Report icon on the Checking toolbar 2 Inthe Reports dialog select Accounting General Ledger Accrual Method Trial Balance and then click OK Reports Reports 67 Accounting 2 Durdgei Checkbook Register J aE Depreciation Report J Enteronse Statement sE General Lodger A Accrual Methorl Balance Sheet j General Ledger Activity Repor General Ledger Detal Report 2 Income Statement Income Statement Comparative Journal Entries Trial Balance 22 Cosh Method EJ Chart of Accounts a Inventory Reports Market Balance Sheet 4 Ware and Addmess Report 4 Poyroll Reports L SE Purchases Payables a Sales Recevahles Yati GST Tax Sy Animal 4 Equipment E Field Fersionnel 3 Expand All J Collapse All FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 278 6 Income Sales and Deposits 3 Scroll to the account with the transaction to be voided and then click the Report Details icon E Irial Balance Accrual Method as of 791 4010 h Ace po FW Banking Center _Savings 2 000 00 Oo Ateounte Recawapig 00008 5 Prepaid Accounts 80 inventory m o Boyes d Oa O E Hanested Crops
239. locate from the list 3 Select an account to allocate de allocate from the list If you selected Supplies in the Inputs area the Quantity on Hand appears if you selected Expenses or Revenues the Unallocated Amount appears 4 Enter the Allocation Date 5 Enter the Qty Amount to Allocate To de allocate a quantity or amount enter a negative number 6 Inthe Enterprise Allocation area select Crop Marketing and then select the correct enterprise s 7 Click OK 8 If you selected more than one commodity accounts in Step 4 the Multiple Allocation dialog appears a Enter the percentage for each enterprise in Unit Split b Click Calculate Split to compute the percentage and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 364 12 Enterprises Adding Overhead Costs Every cost incurred can be entered and tracked with the software but some items such as office expenses or general insurance cannot be allocated to a specific enterprise If you use an overhead account it is easy to allocate miscellaneous costs to the enterprises You can also print enterprise statements for overhead allocations X Tip If you have both crops and livestock on your farm set up two overhead allocations Overhead Crops and Overhead Livestock To set up an overhead allocation 1 Inthe Inputs tab click the New Machine icon W on the Job Resource Tools toolbar Machine Properties ES General amp Service a Options
240. luded on each line of the schedule if required When selected this option gives you for example total Cattle Sales and Hog Sales as part of your Livestock Sales figure 5 Click Print to preview the selected report 6 Click the Print icon to print the report 7 Select File Exit FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 386
241. lue 600 K OK Cancel 2 In the Budget Fill Value dialog enter a New Value and then click OK This populates the row column or all of the table with the Value entered 4 Once you have budgeted for both the Revenues and Expenses you can budget for additional items such as asset purchases and or new loans by adding rows to your budget To do this select Edit Add Row New Budgel Ilem liem 2010 Operating Loar Calegmy C Alevenues C Expences C Assa Sales Fioeak 0 Aerel Purchaser C bin Ireene a Fnanemng Hew Debt C Financing Debt Reduction C Famip Living v OK X Canal Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 332 10 Budgets and Market Value 5 Enter an Item name to appear in the budget select the Category for the item and then click OK The new budget line appears Repeat this step as often as required 6 Enter the Beginning Cash Position at the bottom of the page This is the total of all your cash accounts You can enter this only for the starting month For example January if your year is January 2010 to December 2010 X Tip If you are budgeting for a line of credit or an operating loan the balance should be a negative number Once your budget is complete your budgeted Ending Cash Position for each month appears This is the net cash balance or loan balance projected This information is very useful for planning loans and so on 7 Click Record to save t
242. ly from mapped boundaries Enter the number of Legal acres Enter the number of Tillable acres This is required information which is used in field records and reports Select the Client and Farm that the Field belongs to If you do not know select lt Unassigned Farm gt or select lt Add gt to add a farm that is not in the list Select whether the Field is owned cash rented or share cropped FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 32 2 Setting Up Farms Fields and Inputs Tab Group Description Info Field Properties EST General BE Info A Landords a Photo FSA State indana Couriy Steuben l FSA Fann 4914705 Fiekl A Traat LS 687411 Land Clase HEL Legal Sechon ers lownshp W76 Range ti 566 Description State Select the State where the field is located County Select the County where the field is located FSA Enter the correct information in the FSA Farm Field Tract and Land Class fields Legal Enter the correct information in the Section Township and Range fields Description Enter a brief description of the field up to 255 characters including spaces and punctuation marks If you are located outside the United States of America you can enter any other required information for the field Landlords Select the field next to Landlords and then select Add Edit See Setting up a If Share Landlord page 35 cropping FARM WORKS ACCOUNTING SOFTWARE U
243. m option and then click Print Plain Paper Match the printed paper form with the actual 1096 form to verify alignment use the Horizontal and Vertical options to correct the print and print to paper again until the alignment is correct Place the 1096 Form into the printer and then click Print 1096 Forms Verify that printing is correct repeat if required Note To order Form 1099 Form 1096 and other forms directly from the IRS go to http www irs gov app picklist list formsInstructions html or phone 800 TAX FORM 800 829 3676 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 231 CHAPTER Income Sales and Deposits In this chapter m Income Sales and Deposits dialog Use the Income Sales and Deposits dialog to Safes record all sources of revenue from sales and income and sales for both your farming m Income enterprise and your family or personal income m Creating deposit tickets m Making corrections to income sales and deposits E Printing FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 232 6 Income Sales and Deposits Income Sales and Deposits dialog To open the Income Sales and Deposit dialog do one of the following e Select Accounting Income Sales and Deposits Record Income or Sales e Select Checking from the toolbar drop down list and then click the Record Income or Sales icon this is the method used throughout the chapter Checking ww pal eS The Income Sales and
244. mmand on the appropriate menu Toolbars You can select a toolbar from the drop down list This list shows all toolbars that are available for the current software File Vip wy Resources mta setup Job Hesource Tool i intial Setup To view icon information hover the mouse pointer over the icon E Click any icon on the toolbar to open the dialog in this example click the Structure icon to open the Structure Properties dialog where you can create a new structure Structure Properties General structure Description Owner Landlord Client E Unassigned Client gt Farm k Unassigned Farm gt OK Cancel FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 18 1 Getting Started Dialogs Dialogs appear when you need to perform an action Dialogs contain elements you may use to add edit delete view and print information for example buttons options check boxes lists and fields Drop down lists You can select an item from drop down lists To show the available items ina list click the arrow Click an item to select it Tille T If the list allows you to select more than one item press on the keyboard to select additional items lt Add Edit gt If this appears in a list you can select it to add a new item to the list or change the name of an item that appears in the list lt New gt If this appears in a list you can select it and then enter a new item in an ad
245. n FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 329 10 Budgets and Market Value Changing a budget year Select Accounting Options and then select Accounting Options 2 Select the Budgets tab 3 Select to remain with your accounting year or set up a different start and end month for the budget This way you can set your accounting year to the calendar year and set your budget year to the fiscal year Accounting Options pii Dates S Corporation Purchases H Budget Equipment Budgeting ear Use fiscal pear September ug zt OK A Cancel Setting up a budget The more accurate your budget the more useful it will be Enter everything that will affect the checking account and or line of credit including asset purchases investments sales loans and loan payments Enter family living amounts if required 1 Do one of the following Select Accounting Budget Budget Setup FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 330 10 Budgets and Market Value On the General Ledger toolbar click the Budget Setup icon I Budpot Jan 2010 Dec 2010 Reports Fil Edt Year Hotel 250 000 rni 20 500 1 2UU 1 500 1 200 4000 10 100 Aug Ending Cath Position Summary Recod W Done 2 Help The date at the top of the Budget window is automatically set to the current year To change the year or to set up a new budget select Year Open Year and use the up or down arrow
246. n If more than one Field is selected the dialog shows a separate column for each field and a Total column You may enter total values these are moved across each Field according to the proportion of the area farmed in each field You may also select the fields that the operation will be performed on in the Map tab To select multiple fields hold down the key while selecting them Then right click and select Apply Working Group to Planned FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 65 6 3 Field Record Keeping Enter the information for the planned job to make a change to any Field select it and overtype or select a different option from the drop down list that appears or click Delete to remove any element a The Field name and job type are listed in Job Name b To change the planned crop enterprise select a different commodity and year in Crop Enterprise list Select lt Add gt to add a new crop enterprise if required Crop Enterprise is blank if you have not previously selected a crop enterprise for the field you can select or add a crop from the drop down list Note It is recommended that you select a crop enterprise even if you are unsure of the crop this can be edited at any time If the Crop Enterprise changes throughout the year for example you planted beans where you planned on planting corn you can edit this under each individual job f 10 The Job Type is automatically populated according to t
247. n g in the Payments and Purchases dialog before you record the transaction 6 If required add Notes in the Farm Properties dialog and then click OK Farm Properties pay General Fon Description E ast Section Client Fam Woke Sofhvare Mapped 0 acres Legal 0 acres Tillable 0 Ratna FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 173 5 Payments and Purchases To add structures to the Farm 1 Inthe Items Purchased area click the Structure icon IE 2 Inthe Structure Purchase dialog select a Structure if previously set up for field records or select lt New gt to add a new structure and then enter a Description Structure Purchase Diructure c Newb Description Bin 1 Cost annan OK X Cancel 7 Holp 3 Enter the Cost of the structure and then click OK 4 Repeat Step 1 through Step 3 for each additional structure or other item purchased with the land When complete the total purchase amount displayed in the Payment and Purchases dialog should be the total cost of the farm Do one of the following If you made a down payment on a loan for the land and structure with a check click the Check icon in the How You Paid area Check Purchase Checking Aecount Cunmerd Raleneoe 1406 0 Fus Rankina Cerile _C Frak ira Men Dalance 199175 00 Fam Wike Solene PU Bos 752 Check fi Fane lrokarna dF dA Dale ASLAN uue F Pay to thie Coles ot NewHomeRedlEsta
248. n a single XML file 1 Inthe Jobs tab scroll to the job or use the sorting and filtering options to find the job s See Finding a job in the Jobs tab page 79 2 Right click the required job and then select Export or click Export p My Documents EG Y My Computer biy Recent my Nebwork Places Daruments Gnin SBlank pages Captivate training Desktop Component echnologies by Documents iga Wy Computer My Network Haces File name Field East Harvesting Swe As hyper FODM ML File wml FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 82 3 Field Record Keeping 3 Select a location in the Save in field enter a name for the job in File Name and then select an option from the Save as type list The options are Comma Separated Values File csv or FODM XML File xml 4 Click Save The exported job is saved to the chosen location Use Explorer to locate the file to copy it to a removable drive attach it to an email or import it back into the software Importing FODM XML files You can import FODM xml files that were created by another user of the software or by other software FODM files include field record data as well as any associated map data The imported job is added to the Jobs tab where you can view edit print or export it Importing jobs is not the same as synchronizing Refer to the Farm Works Mapping Software User Guide for more information 1 S
249. n click Delete to delete it Click Create to create a txt file invoice Selecta file and then click View to view it X Tip When you click View the program opens the file with the program set as the default viewer for that file type If the Windows operating system does not recognize the format the file is not opened It is recommended that you use standard file formats 7 Once you have attach all the required files click OK to return to the Payments and Purchases screen 8 Click Record Items with an attachment appear in the Account Register with sheet of paper and paper clip icon Click this icon to display the contents of the attached file ae 1 30 2012 1017 _ Livestock Exchange FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 214 5 Payments and Purchases Adding an attachment to an existing transaction To add an attachment to a transaction previously recorded click the paper clip icon next to the transaction within the Account Register and then complete Step 5 through Step 8 to attach an invoice to a previously recorded transaction Making corrections to payments and purchases You can change the balance of an accounts payable or accounts receivable entry either to correct mistakes or to enter credits that vendors make for returns or adjustments on account balances Editing transactions 1 Select Accounting Payments and Purchases Transaction Maintenance Transaclion Mainlenance Start Date
250. nal ID H LU perabon Costing Unit acre Costing Rate s00 OOO width 0 feet 9 Repeat Step 4 through Step 8 for each additional item purchased 10 Enter the payment methods in this example two payment methods are combined FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 176 5 Payments and Purchases Check Click the Check icon e in the How You Paid area Check Purchase neg A i fined Rabar 159917 00 Pi Rank irag Cernler_Chek ira Mer Dalance 119G75 00 Fanm Wk Solene FU Bice ihg Check Fanon lrokaria dF 4h Dale FSA 1003 Pay to thie Coles l of Towneide Equipmert amp Machine TY ES muchecn Ghowsand hee Purdred ard UUT UU K Corcel 9 Hep The Check Purchase dialog shows the full cost of the purchase if required you can adjust this amount Select the Checking Account used for your purchase and then enter a brief description in Memo if required The dialog displays the balance before and after this transaction as the Current Balance and New Balance respectively Click OK Trade in Click the Trade In icon in the How You Paid area Trade In Tradetn Tractor 2540 x fod Rercereerl im Tralee 4500 00 Cunerd Book Value 5600 00 v OK X Cone Hep Select the equipment that you traded from the Trade in list Enter the Amount Received for Trade this amount should be listed on your reseller invoice and then click OK If you traded more t13han one item of equipme
251. nd Purchases dialog 2 Complete the Vendor area as described on page 160 3 Inthe Items Purchased area click the Livestock icon FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 170 5 Payments and Purchases 4 Inthe Livestock Purchase dialog select an animal from the Animal Group list or select lt New gt to add a new group and then enter a Description Livestock Purchase Hogs List rained animal groupe Description Hogs Caleguy F Resale Livestock Breeding Livestock Account Hras Mo hd TSU otal LEs SUUU Awe att 60 Price b EE e Calulale pice ger Ia Total F 6 0 OK A Cam 9 Help 5 Select the required Category and the Account Select Breeding Livestock for animals you will depreciate Note You must place raised animals and purchased animals in different groups as adding them to the same group makes it more difficult to keep track of the original purchase cost of the animals 6 Enter the number of animals you purchased in No hd number of head and then enter either the Ave Wt average weight or Total Lbs The software automatically calculates the other value 7 Enter an amount in either Price lb or Total The software automatically calculates the other value X Tip To view the price by hundredweight Price cwt rather than the price per pound clear the Calculate Price Per Lb check box 8 Click OK 9 Click the appropriate icons for each additional item purchased in this
252. nd then click OK Equipment Report Repant Type and Grouping hers to Print Report Type Machines Equipment Use AMArADAS H Harvesting F4 Harvester Group Records By u Ga Tractors Fiela Fnierprias Ea Tractor fy a Tractar Field Liste Range From 16 8 3 2010 a e 3 2010 7 Frnt Options Show Shading EJ Select All Ej Selar None 3 Expand All J Collapse All Preview H Cinse a Select each item that you want to include in the report or click Select All to select all items b Enter a Date Range c Click Preview The print preview window shows the first page of the report To view other pages click the Next Page icon gt or Previous Page icon lt FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 116 4 3 Field Record Keeping From the report preview you can Click the Print setup icon to set the printer properties Print Setup Printer Froperies crtetus Type crox Phaser 55000T Ps where Building 1 Top Floor Documentation Area Comment A4AJ Duplex Paper Onentation Size Ad Portrait SOUTCE Automatically Select A C Landscape Bebak OK Cancel Click the Print icon to print the report In the Print dialog you can select the pages and number of copies Printer Syelern Printer Wn2c ap prt 01 yoeroxLPR Print Range im All Copies 14 C Fages i Fron 1 e Collate Copies Tx Click the Export icon l to export t
253. nerd fe bahe County Livestock Exchange Chk H00 Purchase LAKBIUL Purchase Che BTN Purchase Puchara en vosp v Done Ho 2 Enter a Start Date and End Date and then click Update List 3 Select the entry to delete and then click Void FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 217 Using the Trial Balance dialog 5 Payments and Purchases 1 Click the Report icon 3 on the Checking toolbar 2 Inthe Reports dialog select Accounting General Ledger Accrual Method Trial Balance and then click OK Reporls Heports 2 Accounting Hai Rukye Checkbook Register H E Depreciation Repot SE Enterprise Statement I gt General Ledges a Accrual Method 5 Aale Sherl B General Ledger Activi Report General Ledger Detal Report 5 Income Statement Income Statement Comparabye a clemareal Frade Trial Balance E Cath Method Chart of Accounts LIS lreventory Heports Market Dalance Sheet J Mame aril Sukie Repl E Payroll Reports aE Purchaces Payables I Sales Hececvables Vat GST Tax My rinal glp Equipment EN Fiad E FPrranrewl a Sy Exquaru Al O Codae All W OF H Close FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 218 5 Payments and Purchases 3 Scroll to the account with the transaction to be voided and then click the Report Details icon l Irial Galance Accrual Method as of 9174010 FW Banking Center amint 2 000 00 o ae S ___
254. ng Enterprises Allocate Inputs Allocate Inputs Chena sabe F qercos Cows Esparza Cordon Hoe Foqeercce Deprecaabon Exper Discounts Lost Dring Expenses Federal Unemployment Esperis Alliu almin Urealbw aler Son hae panzi E aso ponam E g Upda Ami toAllocate G52 65 20 Criepnse Allocation Hone Fehl Cope blire 2010 Fr Fam woki Fiald Crope Landlord eMU T Emih 1 nme Farma Crop Markel 2010 r Home il Fam Wiorke a air 2010 i Home U2 Fam we cek s T Equipment 2010 orn Smith 4 Trimble Fans Trimble F Livestock au Smith 8 nimble Farms nimble F People 2010 Corr Home itd Fam Woke Fam Woke 5 P 2070 Brij Smith Er Trimble Farms Trimble Farms Skuciunesr 010 3 Hime 410 Fanm Wiek Fanm winks Sal a Te Becod Dons Help 2 Select the type of nput to allocate de allocate from the list and then select an account from the list 3 Select the account to allocate de allocate from the list If you selected Supplies in the Inputs area the Quantity on Hand appears if you selected Expenses or Revenues the Unallocated Amount appears 4 Enter the Allocation Date 5 Enter the Qty to Allocate or Amount to Allocate To de allocate a quantity or amount enter a negative number 6 Select the Enterprise Allocation hold down the key to select multiple enterprises X Tip Use Field Crops Landlord only for inputs purchased that were later reimbursed by the landlord Note Click Show Me to
255. ng Operations Your payroll is integrated into your enterprises based on the farming actions performed 1 Do one of the following Select Accounting Payroll Employee Information On the Payroll toolbar click the Employee Information icon Contacts Contercts Poul eter Sry Juar fy Properties Add th Delete Show All Categories Show Retired 2 Doone of the following To edit an existing employee select the person in the Contacts list and then click Properties FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 311 9 Payroll To add an employee click Add and then complete all tabs of the Person Properties dialog For more information see Setting up a Person page 40 Person Properties Ea General E Address ae Contac ay Category Fay Ermpluyee Payroll re Phiutu wv Employee Married fw Birth Date 7 70 1979 F lype ot Poy Ho urby Date Hired BAIE non E Pay Periods perrea E Date Terral E Exemptions amp Witholdings v Federal Exempt Federal Silale Stote Exempt No of Pxemptions i i i FICA Exempt en Extra Withholding SUU U UU le Medicare Exempt ig ing Local Tawes County Stouben Hote 0 75 City Hamilton Hate Deductions and Reductions Description O ye Eja 401 K k OK A Cancel In the Payroll tab Select the Employee check box and the Married check box if the employee wants to use married rates for withhold
256. ng supplies and posting vendor return payment credits It you need to return a product the vendor will most likely give you a credit on account The following section describes how to return the product for credit and then purchase using that credit Returning supplies for credit 1 Se ae Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog Select the Vendor from the drop down list Enter the Date of the transaction Enter a brief Description explaining the transaction Click the Inventory Supplies icon in the tems Purchased area Select the supply item that was returned from the Items Purchased drop down list FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 181 5 Payments and Purchases 7 Enter the quantity purchased as a negative number and the unit cost as a positive number and then click OK Supplies Inventory Purchase kem Purchaged Heerlike S23 l Dercription Herbicide ga Account Qty on Hand 10 000 gallon Oty Purchased 1u be Unit Cost 15 500 Pisani 0 Groce Total 155 00 Net 155 00 w OK A Carex Hel 8 When you are asked to confirm the negative purchase amount click Yes Inventory Purchase op Tou have eee a negaliwe ann Ts his okay Yes i ho 9 Repeat Step 5 through Step 8 as required if more than one supply is being returned 10 Click the Other Assets icon in the Items Purchas
257. ng the year you can print an Enterprise Statement for any field structure equipment animal or crop 1 Do one of the following Right click the field or icon and then select Reports Enterprise Statement Select Reports All Reports select Accounting Enterprise Statement and then select the required group for example Livestock Enterprise Statement ey Enlerprises mi Report Feii Fam Cert R Oy HT DAY Seed O 4Y Seed Con iy ie Crops J ET H D iT Serd D AT Serd Corm Crop Marketing Zl Home 10 Fam Woki Faim Works Soll i Livestock Simah BF Tinnnible Faint r Fou H Srath EA Tried Firre incidid Treh Bt E Fan ites Structures Sah E Tite Faint People 2 Howe 3 Fam tikes Fam eeka Sadi Hore H1 Fam Woke Fain Weeks Sod Home HJ Fam works Farr forks Sandie aa 2010 A Home HA Fam winks Fam ielea Sardi OY Hz OSY Seed DET Saad oom Commodi m v H Diy Seed D kY Seed Com Chere J Fain y Field lt All gt Enterpnibe Tice Ciani Fam Fed Cony es SCY Opern Lhosed lt All gt Cias Ful hiari EA F E Hone Irate Diae ange Fram Inputs Oniy aoe Inches al dalet C Landu Inputs Oriy Z C Include gets thuough C Fam and Landlord Irgat C Dae Aige Fl TETE 5 Pirrt Chains wee a 5 i e Pirk Baker Gar Lose on Feki Ernies SLalenrerits The Enterprise Statement dialog lists all available enterprises based on the selected Enterprise Type FARM WORKS ACCOUNTING SOFTWARE
258. nge oe a bY Select the check s you want to void to select more than one check hold down the Ctrl key and click each check 6 Click Void and then click Yes to confirm The corresponding payroll and general ledger entries are reversed and the items will no longer appear in the Payroll Checks list 7 Click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 320 9 Payroll Entering tax deposits When you use the Payroll section of the software it keeps a record of how much you owe for each category of payroll taxes It tracks both the amount withheld as well as the employer part of FICA taxes To record payroll tax deposits and reduce the amount owed for each type of payroll tax 1 Select Accounting Payment and Purchases Record Payment Purchase 2 Select a Vendor the bank where you make your tax deposit enter a Description if required and select the Date 3 Inthe Items Purchased area click the Payroll Deposits icon P Payroll Deposit Balances as of j 21 e2u ru Balance i 530 EL Gib E County Withholding Payal aara D FederalUnemplaymentPayablel am E atate Unemployment Payable a Tirotelbopos a 4 Enter the Balances as of date for the payroll tax deposit For example if this deposit is for the quarter ending 30 September 2010 enter 09 30 2010 5 Click Update Balances to display the amounts owed FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 321 9 Payroll 6 To select the t
259. not your bank statement balance You can change this balance later if required Savings enter the balance of the account as of the beginning of your fiscal year Include interest compounded through the date displayed Petty Cash enter the cash in a cash drawer for example if the farm has a retail outlet or cash on hand You can use petty cash to track cash purchases for both farm and personal expenditures If you do not know what the exact petty cash balance is as of the start of the year enter your best estimate or enter it later Credit Card enter the balance owed on your credit card as of the start of the year Set up credit cards irrespective of whether or not they have an outstanding balance Click Record to save the information Repeat Step 2 through Step 5 for each checking savings petty cash and credit card account You should set up all the accounts you need To save the information click Record and then click Done Note If you click Record before you enter any new information a warning message appears FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 135 4 Initial Setup To Add Edit accounts To enter or correct an account balance select Setup Account Bank and Cash Accounts or click the Bank and Cash icon Select the account from the drop down menu enter the correct balance click Record and then click Done Setting up Accounts Receivable Accounts Receivable are short term assets in w
260. ns Addl Poorer Delele Pior p OF W Cancel 2 Select the Method of withholding Option Description None The software will not compute any state tax withholding You can still manually enter an amount for State Withholding Tax when you record employee wages if required Graduated Rate You must set up separate tables for Single and Married employees Click Add Row and Delete Row to change the number of rows used in the tax table Note Wage brackets and rates must be based on annual pay amounts If required enter an Exemption amount and then select Subtract from the base wage or Subtract from the state tax total FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 308 9 Payroll Option Description Flat Tax Rate Enter a percentage for example 5 If required enter an Exemption amount and then select Subtract from the base wage or Subtract from the state tax total Percent of Federal Enter a percentage for example if the state s tax rate is 12 5 of the Federal tax enter 12 5 If required enter an Exemption amount and then select Subtract from the base wage or Subtract from the state tax total State Specific Enter payroll information unique to the state you select from the drop down list X Tip If you have questions about setting up your state tax information consult your tax advisor or your state s department of revenue for assistance Setting up Unemployment Insurance Tax Tables If you pay unem
261. nse Add Acct f Expense Accounts Enterprize Allocation Hone Field Crops Mine Field Crops Landlord Crop Marketing Grain Bin E quiprrierit Livestock z z 2 pi People Structures aa X Cancel Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 254 6 Income Sales and Deposits 6 Inthe Other Sales amp Expense Reductions dialog enter a negative Amount 7 Inthe Account area select Expense Accounts and then select the applicable expense in the list for example Professional Fees Expense 8 Inthe Enterprise Allocation area select Structures select the structure s to which to allocate the cost if necessary and then click OK Allocations do not always apply Note Click All to select all structures 9 Repeat Step 5 through Step 8 to record additional expenses associated with the structure sale The Items Sold area now shows all land and structures sold and any expenses that you set up as well as the net amount you received hong Sg aitan Farm 7 aE orni Foes Epirit Aint Total Sales 4672000 10 Click the appropriate icon in the How You Deposited area to select a deposit method see page 235 The Income Sales and Deposit dialog shows the complete transaction 11 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 12 Click Record to post the transaction and then click Done Note The amounts must balance
262. nstalled the Stock module you are prompted to record the livestock sale there Do one of the following Click Yes complete all the required fields and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 252 6 Income Sales and Deposits Click No The software will not mark any of the animals as sold in the Stock module you must enter this information later 20 Click Done to close the Income Sales and Deposits dialog Selling land and structures When selling land you might sell both the land and structures on that land such as barns bins and silos in one transaction 1 Click the Record Income or Sales icon on the Checking toolbar to open the Income Sales and Deposits dialog see page 233 Complete the Purchaser area as described in The Purchaser area page 234 In the Items Sold area click the Land icon E3 to enter the part of the sale that relates to land a Select the Farm Land Sale Farm d id lv Active Farms Ony Ares Sold 50 00 acres aale Price FOSU_UU per ace Total Sale 44 500 00 Book Value rigiral Area J0000 paras Onginal Cost 350 00 per acre Tulal Cost Sold 17 500 00 Improvements Included Book Value 1350 00 Porcont of Improvement Sold 33 to OK X Cancel Help The Land Sale dialog shows the original acres and cost for the land in the Book Value area if this information was entered in Initial Setup or through a purchase b Inthe S
263. nt es 53 040 00 3 060 00 H OK Cancel 7 Help 2 Enter the number of animals that you want to transfer in Qty The No of Head Before Transfer and After Transfer appear in the table 3 Enter the Av era g e W eigh t or the Total Ibs of the transferred animals 4 Clear or select the Calculate value per Ib check box to switch between cost per pound and cost per hundredweight 5 Enter the current market value of the animals in the Price b or Total field The other will be computed for you FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 372 A 8 9 12 Enterprises Tip Entering a cost for the transfer will not affect your net books only the enterprise profitability by recording a purchase and sale in your enterprises Enter different Avg Pur Cost or Total Purchase Cost for the animal s if required these amounts default to the average for the group This amount should not include costs of feed veterinary bills and so on Raised animals should have a zero cost Enter the Avg Acc umulated Depr eciation or Total Acc Depr for the animal s where indicated if required This should include all depreciation recorded through this year these amounts default to the average for the group Enter the Date of the transfer Select or create a Transfer To group and for a new group a Category and an Account 10 Click OK If you are also using the Stock module you are prompted to record t
264. nt repeat Step a through Step c FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 177 5 Payments and Purchases 11 The Payments and Purchases dialog displays a summary of your transaction Total Payment Diference 10 0 Peca H Doe Heft 12 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 13 Once you balance your transaction click Record to post it and then click Done 14 To view the equipment just purchased select the nputs tab o click beside Machines and then click beside the correct Eder Jobs by input T category for example Tractors Right click the machine name HE inp and then select Properties to view and or edit the Equipment 1 leg Properties Pier A 5 Harvesting di Combine wj Com Head E Land Preparation E Chisel Plow J CH her Sj Hanting Seeding dip 12 How Planter i Tractors Payment on depreciable improvement Improvement s to a depreciable asset such as a structure appears below the asset in the Asset Depreciation dialog Accounting Depreciation Asset Depreciation To record a depreciable improvement 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog Complete the Vendor area as described on page 160 In the Items Purchased area click the Depreciable Improvement icon i FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 178 5 Payments and Purc
265. nt year To set up a new bank or cash account 1 Select Accounting Cash Account Maintenance Add Edit Cash Accounts Add Edit Bank Accounts Curent Account t Mew gt Account Name Fetty Cash Accoun Type Checking CO credit Card Co Sewings C Lown Petty Cash Decord Done i Delete Help 2 Doone of the following To rename an account select it in Current Account and then edit it in Account Name Tocreate a new account enter an Account Name and then select an Account Type 3 Click Record and then click Done Transferring funds Use the Transfer of Funds dialog to e Record transfers between bank and cash accounts such as a transfer of funds from savings to checking accounts e Record transfers from an operating loan to a credit card checking or other bank or cash account FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 287 7 Cash Account Maintenance To record a transfer of funds 1 Click the Transfer of Funds icon on the Checking toolbar to open the Transfer of Funds dialog Transfer of Funds Dete reiano F Amount Transheaed From fyocount 141564 89 Fw Banking Certer_Checkin pol Relies Eels New 13906d 89 To Account Fie nn nn PW Banke Leri Sawing A FaN Hew 4500 00 Men Savings raneta A Heca Doe Heb Enter the Date of the transfer and the Amount Transferred Select the From Account and the To Account The softw
266. nt 1099 forms for landlords and other vendors as required by the Internal Revenue Service the forms are available from office suppliers directly from the IRS Because tax regulations and forms change often you must ensure that you use the latest version of the software when printing 1099 forms Verifying Payer information for the 1099 form 1 Select File Preferences User Info FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 228 5 Payments and Purchases 2 Enter the following information Tab Enter General The required data for the Personal or Business Name Address Appropriate address information Taxes Employer tax information 3 Click OK Printing a Purchases report for total dollar amounts reported on the 1099 form 1 Select Accounting Payments and Purchases Purchases Report 2 Select the List only 1099 Vendors check box and then complete the procedure described in Printing the Purchases Report page 225 Printing the 1099 forms 1 Click the Report icon on the Checking toolbar FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 229 5 Payments and Purchases 2 Inthe Reports dialog select Account Purchases Payables PrintForms 1099 amp 1096 Reports amp Reports J Accounting H sE Budget 4 Checkbook Register 4 Deprecation Report Enterprise Stetameant General Ledger H Inventory Reports 7 Market Balance Sheet Name and Address Report Peyroll Reports gt Purchas
267. nt Date CunsleID o each plant date and Aiea Farmed the planted acres are Start Date included StatTime OO dd Stn Date 5 8 2012 Planting Yes The acres actually FRERE A e Stop Time OOO cres Area p anted l IS Job Hours 0 000 Farmed information comes Uperator Mason Johnny L from any Planting or Notes Instructions i Notes Seeding farming operations entered into the program for the particular field and enterprise Note Verify that the Planting Acres or Area Farmed on the planting operation are correct before submitting the data to Great American Insurance Make changes as necessary as these are the acres Great American Insurance looks for FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 107 3 Field Record Keeping Field Required Description Harvest Date No This date comes from Farming Start Date any Harvest farming File dd Region operations entered into the program for the particular field and enterprise Dy ttl Harvesting Regen Hame l velect ask Field Name D r 14 Note If there is more than one Harvest Date each harvest a seco Area Farmed n dal i _ acres are included I Harvest Acres No Acres Harvested This Stmm ate tttsivrmiz o Harvest Acres No Acres Harvested This Hi aiis akra Stop Time O O O O Area information comes J Farmed from the Harvest Operator farming operations Notes Instructions M
268. nt icons Payments and Purchases Purchase Options Payment Options m Vendor Date Journal Entry Local Co Op p 372072012 7 i Attach Files Decenption of Invoices tt Add to list of templates tens Puchae 7S He BEG gplHerbicide RTS o wj Total Purchase Total Payment Uithenenime Recud e Done Help 16 After you have made all entries attached all files and your transaction is balanced click Record to post the transaction Making payable payments To record payments on a payable 1 Click the Record Payment Purchase icon amp j on the Checking toolbar to open the Payments and Purchases dialog 2 Complete the Vendor area as described on page 160 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 186 3 5 Payments and Purchases In the Items Purchased area click the Payable Payment icon Fayable Selection Poyoble Uue Date Ant to lov Tes fal feu eoo UU Discounted Amt 265 00 Discount Date 7 31 2010 Gross Amt 300 00 Final Due Date 8731 2010 Amt to Fey 285 00 is G o ay V Take discount Total Pevmeni bake Feyer Fay All 0 00 X Cancel 7 Help The Payable Selection dialog lists all outstanding accounts payable for the vendor Select the invoice for which you are making a payment in the list and then enter the amount your are paying in Amt to Pay If receiving a discount with the payment select the Take discounts check box to show the net
269. nts and then select the applicable expense in the list for example Hauling Expenses 13 In the Enterprise Allocation area select Livestock and then select the animal group s to which to allocate the cost and then click OK Note Click All to select all livestock FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 251 6 Income Sales and Deposits 14 If you select more than one livestock the Multiple Allocation dialog appears and allocates the cost across the fields based on their size Click OK to continue Multiple Allocation Junttan 200 00 615 38 125 00 384 62 Total Amount 1000 00 Split Evenly E5 Calc Split X Cancel Help 15 Repeat Step 11 through Step 14 to record additional expenses associated with the livestock sale The Items Sold area now shows all livestock sold and any expenses that you set up as well as the net amount you received Items Sold Am Ht LS eae PA Cate ed 81 000 00 I Maloof 100 000 hea 10 500 00 ice Hauling Expense Mult Details OO 1 000 00 Total Sales 60 500 00 Ei 16 Click the appropriate icon in the How You Deposited area to select a deposit method see page 235 The Income Sales and Deposit dialog shows the complete transaction 17 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 18 Click Record to post the transaction and then click Done Note The amounts must balance 19 If you i
270. nventory Supplies icon to the left of the 5 Payments and Purchases hens Purchased entry in the Items Purchased area or click the Payable icon to the left of any of gos the entry in the How You Paid area To delete an entry click the icon ee you pai Fal Pavabie 16 Once you have balanced the transaction click Record to post it and then click Done Prepaying supplies 1 4 5 In the Payments and Purchases dialog select the required Date and the Vendor or select lt Add Edit gt to add a new vendor Enter the invoice number or a brief description to summarize the transaction in the Description or Invoice Number field Click the Prepaid Accounts icon i on the Items Purchased toolbar The Prepaid Accounts dialog appears Purchase Prepays Frepey New Vendor Account Seed Expense M Description Pre paid Seed Eost Central Co op Curent Value 0 00 Purchase Amit S000 New Value 5000 00 Cancel f Retire Help Select the Prepay account or select lt New gt to add a new account name You must now create a separate Account for each prepaid category for example for chemicals fertilizer or seed Select an Account for example Seed Expense The Description is completed with the name of the expense and the vendor but this can be edited if required FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 169 5 Payments and Purchases 6 Select a Payment option in th
271. o remove a field from the planting operation clear the check box If a wrong Field is selected click it and then select a different field from the Fields dialog Crop Enterprise is blank if you have not previously selected a crop enterprise for the field you can select or add a crop from the drop down list Note It is recommended that you select a crop enterprise even if you are unsure of the crop this can be edited at any time If the Crop Enterprise changes throughout the year for example you planted beans where you planned on planting corn you can edit this under each individual job 5 6 The Job Type is automatically populated according to the type of machine s used in the farming operation for example if you select a machine from the Planting Seeding folder Planting Seeding is listed as the Job Type You can select or add a different Job Type from the drop down list Because job types are often used to search operations that take place throughout the year and can be queried for reports and editing it is important to select the correct job Area Farmed defaults to the tillable acres of the selected field if a partial operation was completed previously it defaults to the remaining tillable acres FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 71 3 Field Record Keeping Area Farmed carries to the charge units and applied area of the inputs below F Farming Fie Add Region Region Name o o paata a Crop Enter
272. og shows assets and liabilities as well as book and market values The Market value defaults to the Book value for each item You cannot revalue Cash accounts but you can view them by clicking the Magnifying glass icon next to the item FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 336 10 Budgets and Market Value 2 To change the market value of an item click the Folder icon E Market Detail File Account Com lv List items with zero value Doel Book Oy _ Unit Cost 2010 Com Field 3 1049316 100000 104337 z 1 Improvement Traded in Cancel Help A list of the items that make up the account selected appear showing the Book value Quantity Unit Cost and Market value To update the market value of an item you can change either the Unit Cost or the total Market value 3 Select the List items with zero value check box to view and assign values to items such as fully depreciated equipment 4 To return a single item s value to its book value select it and then select Book Values Fill Item To return the entire listing to book value select Book Values Fill All 5 To export the schedule as a text file for use in other software select File Export as Text Enter a File Name and then click Save 6 To add items to the market value balance sheet that are not listed such as personal assets a Click the Folder icon beside Other long term liabilities not in books b Inthe
273. ohn D Notes Instructions Hotes Smith JohnD Delete L CostngRiate 8yhowsl 12 80 za Chisel Plow o Delete a OOOO w a OOOO w o FCool 888 ef OK X Cancel The completed operation is added to the Jobs tab in black text and shows the Completed icon jg for every field where the operation was performed If you do not plan to set up more jobs using current inputs click the Remove All icon i to remove the items from the Working Group FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 70 3 Field Record Keeping Recording planting operations manually To manually enter a planting job 1 In the Inputs tab a Add Machines to the Working Group Click beside Machines to expand the group and then double click the machine s you want to use in the planting operation to add them to the Working Group b Add People to the Working Group Click beside People to expand the group and then double click the person s you want to use in the planting operation to add them to the Working Group c Add Supplies to the Working Group Click beside Supplies to expand the group and then double click the supply ies you want to use in the planting operation to add them to the Working Group Once all the required machines and people are added to the Working Group click Apply to Fields Click to expand the tree click the box beside the field s for which you are planning the job and then click Record Completed Jobs T
274. oll tax withholding except FICA Employer when following Step 5 Use FICA Medicare Expense for the employer expense Use the Federal or State Unemployment Expense for the unemployment taxes For other liabilities your accountant or tax assistant should help you determine whether you need to use an offsetting account 6 Click Record 7 Repeat Step 2 through Step 6 to add a new liability as required 8 Once you add all the required liabilities click Record and then click Done General Ledger There are several options available to view Initial Setup entries e Select Setup Account General Ledger Accrual Reports or Cash Reports Journal Entry Report to view the journal entries Journal Entry 0 lists all of the initial setup entries e Select Setup Account General Ledger Accrual Reports or Cash Reports to view the General Ledger Detail Report Balance Sheet Income Statement and Trial Balance Viewing the reports prior to exiting Initial Setup provides an opportunity to make additional entries or corrections before entering daily transactions FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 155 4 Initial Setup Exiting the Initial Setup You can return to and exit Initial Setup at any time until you do a year end closing 1 On the nitial Setup toolbar click the Exit Initial Setup icon EJI Initial Setup of Equily Proprietorship d Equity Summan Total Assets 20 00 Less Mame Talal Liatnblies f an
275. omer actually pays 8 Once you have added all the required accounts and the receivable balance is correct click Record and then click Done Setting up Land The cost of land is the original purchase price less the cost of any structures or land improvements such as field tile Do not set up any rented or sharecropped land in the software FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 136 4 Initial Setup 1 On the Initial Setup toolbar click the Land icon Initial Setup of Land Current Fearn Ferm Name Mow gt Farm Dese Farm Works Sire 3500 00 acres foal 1 500 00 por acre Total SS 25U UUUUU as of 12 31 2009 2 Select lt New gt in Farm Name and then enter the farm name in Farm Desc 3 Enter the number of acres in Size and enter either the Cost per acre as of the beginning of your fiscal year or the Total cost of the field This should be the total price of the land at the time of purchase 4 Click Record 5 Repeat Step 2 through Step 4 as required Once you add all land click Record and then click Done Setting up Structures You can use the initial setup to enter cost and depreciation expenses for all the structures you own and want to include on your balance sheets such as grain bins barns and storage sheds You can also include rental properties and personal residences if you want these added to your balance sheets FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 137 4 In
276. on area To do this select Field Crops Mine select the field s from the list to select all fields click All and then click OK Expense and Other Payments Amount 12 000 00 Alfalfa Sales Com Sales Cows Sales f Revenue Accounts Custom Hire Income hed t Forgiven CCC Loan Piae Gan Loss on Sale of Fired Assets 7 f Expense Accounts Ww z Add Acct Enterprize Allocation 2010 Alfalfa 2010 Com Field Crops Mine a010 Cats Field Crops Landlord 2010 Soybean 2010 Wheat Winter None S S S C Crop Marketing E quipment Livestock People a J Structures OK N x Cancel Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 209 5 Payments and Purchases If you choose more than one field the Multiple Allocation dialog appears showing how the costs will be split according to the units in this case acreage Multiple Allocation Name init sprit Amount 2010 Soybean eee 2 400 00 2010 Oats a hr 2 400 00 2010 Alfalfa yD hit 2 400 00 2010 Wheat Winter a hit 2 400 00 Total Amount 12000 00 12 000 00 Split Evenly E5 Calc Split Cancel Help You can change the amounts as required or click Split Evenly to allocate the same amount to each field regardless of its size To revert to the allocation based on acreage click Calc Split Click OK In the Payments and Purchases dialog click the appropriate icon in the How You Paid area to s
277. or the selected account appears showing how much is left to allocate To select more than one enterprise to allocate hold down the key on your keyboard while selecting each enterprise Charge people and equipment to livestock Harvesting At the time of the harvest crops are given a value and are transferred to a Marketing Enterprise When the crops are sold the revenue for the sale is shown on the Marketing Enterprise By doing this the Field Enterprise Statements are designed to reflect the profit loss for each field excluding any profit loss from the actual marketing of the crop The value assigned to the crop is the value that the crop could have been sold at if it were sold at the time it was harvested The Crop Marketing enterprise reflects any profit loss from the sale of the crop This Profit Loss is computed by taking the difference in the amount assigned to the crop at harvest and the price that it was actually sold for This profit is then adjusted for any additional expenses such as drying and storage costs and income such as hedging gains to come up with the actual Marketing Gain Loss Allocating inputs Use the Allocate Inputs area to apply or remove costs to from your enterprises without recording a farming action The most common use of this function is to allocate revenues and expenses that were not allocated when incurred FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 359 12 Enterprises 1 Select Accounti
278. or the supply e If relevant enter the Part number e Ifthe Farm Works Accounting software is installed you must select the applicable account from the Account drop down list e Select the Add to Markers check box if applicable Select the type of supply Enter the Purchased Units Unit Cost Distributed Unit and the Default Application Rate Note Unit cost is similar to the charge rate for a Machine and a Person It is used on Enterprise statements if the Farm Works Accounting software is not installed and on planned operation reports If the Farm Works Accounting software is installed you must still enter this value as it is used on all planned operation reports e Select the Keep Detailed Chemical Records check box e Enter the following information Take it from the product label Chemical Name EPA Manufacturer Formulation Mode of operation Default carrier 1 Click Add Edit 2 Enter the Carrier name 3 Select a Unit value from the list and then click OK Enter a value 1 Click Add Edit Problem List 2 Click Add Edit 3 Click Add and then enter the pest name Repeat this to add more pests X Tip To include more pests in the selection of five names use a wider term such as Broadleaves or Grasses 4 When finished click OK 5 From the Pests list select up to five pests to move to the Selected Pests list To select multiple items press and hold as you click the names
279. ord a hedging gain as follows 1 Click the Record Income or Sales icon j on the Checking toolbar to open the Income Sales and Deposits dialog see page 233 2 Complete the Purchaser area as described in The Purchaser area page 234 3 Inthe tems Sold area click the Other Sales and Expense Reductions icon i Other Sales amp Expense Reductions Amount 1 500 00 Account Cows Sales Custom Hire Income f Expense Accounts Forgiven CCC Loan f Revenue Accounts Gains Loss on Sale of Fixed Assets re ecca Hedging Gains Losses Hogs Sales Interest Income Inventory Supplies Sales i peer ae 2010 Alfalfa i 2010 Com Field Crops Mine a010 Cats Field Crops Landlord 2010 Soybean 2010 Wheat Winter Crop Marketing 2009 Com Equipment Enterprize Allocation None Oe ie i Livestock People wn a Structures 4 Enter the gross Amount of the hedging gain as a positive number 5 Inthe Account area select Revenue and then select the Gain Loss on Sale of Fixed Assets account Note You must use the same revenue account or expense account to record both deposits and expenses Otherwise the software will not automatically calculate the net hedging amount when you prepare your tax returns 6 Inthe Enterprise Allocation area select Crop Marketing and then select the required commodities You can click All to select all the items on the list 7 Click OK 8 Optional f you selec
280. ord tab in the Fields Properties dialog If there are multiple landlords for the same field click Add L L and then repeat these steps as many time as required To remove a Landlord from the Field select the name and then click Remove L L FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 37 2 Setting Up Farms Fields and Inputs 7 Enter the percentage of the crop that each Landlord receives select which Inputs the Landlord gets billed for and what percentage they pay If all items are billed at the same percentage click Fill Coll Field Properties General zU Info Copy Landlord Info Landlords atin smith Harvest amp puts Bil Percent Hanest _ eooo mawan p aooo Fenizenime f s000 Fungi ooo Grown Regulator P s000 Henia sooo Insecticide Mematicide Other Chemical Rodernticide a fw OK X Cancel 8 Ifthe Landlord gets billed for any equipment usage click Add Equip select the equipment that they get charged for and then enter the Charge Unit in dollars not percentage as with the other inputs To remove equipment click Remove Equip 9 If the billed items and the percentages are the same as another previously entered field click Copy Landlord Info to avoid entering all of the information again Select the Field from which to copy the Landlord information FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 38 2 Setting Up Farms Fields and Inputs Setting up a Structure If you are
281. ory Reports Market Balance Sheet 4 Ware and Addmess Report 4 Payroll Reports SE Purchases Payables 2 Sales Reciewshles f S E pe coounts Roooveble Print ioie Soles Nepar E Vet GST Tax Animal Equipment Field Personnel 3 Expand All Collapse All OK Close FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 282 6 Income Sales and Deposits 3 Click OK A preview of the report appears the software groups receivables by purchaser and includes a summary of each transaction Invoice Farm Works Software F O Box 762 Farmtown Indiana 46746 To Friendly Famlly Farms Invalea Custom Hire Work Sale Date riz i2010 Due Date TA inN0i0 Description Quantity Unit Price Amint Custom Hire Income 2010 Corn Home 1 2450 00 Custom Hire Income 2010 Corn Home 2 150 00 Herbicide 98 XY 15 000 gal 23 63 354 38 Total 954 38 4 To print the report select File Print or click the Print icon Printing a Sales report A Sales report contains all transactions within a specific time for a particular vendor This information is particularly useful when preparing 1099s for tax purposes FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 283 6 Income Sales and Deposits 1 On the Checking toolbar click the Report icon l 2 Inthe Reports dialog select Account Purchases Payables Purchases Report Reports Reports 4 Accounting 2 Audet Checkbook Regi
282. otes entered into the saot H st Int at Bun ac 142 00 and enterprise ee a Note Verify that the RR lise Planting Acres or Area Farmed on the planting operation are correct before submitting the data to eee Insurance Make changes as necessary Flalative Humidity 2 as these are the acres uk X Cancel Great American Insurance looks for Quantity No Total of harvest for Total this field This Quantity information comes from the Harvest farming operations entered into the program for the particular field and enterprise HarvestShare No The amount of harvest Landlord share if there is a Quantity landlord share for this field The share amount is set up in the Landlord tab of the Field Properties screen FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 108 3 Field Record Keeping Reports You can print reports for all of your machinery field enterprises and supply usage including e Equipment reports Enterprise Statement Fleet Management Notation Report Usage Reports Averages Job Details and Totals e Field Reports Field Equipment Usage Field Enterprise Statement Planning Summary by Crop and Planning Summary Total e Fertilizer and Supply Usage Reports e Personnel Reports Reports can be printed from the Reports dialog or from the Jobs tab and can be saved as Word documents Excel spreadsheets or PDF documents Printing Job reports These reports are for pl
283. ou cannot use this dialog to change the account used or the amount of a transaction To do this you must void delete the entry and then re enter it as a new transaction see below e For each transaction you recorded without entering details a Details button row on appears below the amount To add details to the transaction at any time click E E details and then enter the required information in the Income Sales and Deposits dialog e To reverse a transaction and mark it as void right click it and then select Delete Entry The software hides all voided deleted transactions but you can view them to do this select View Show Voids Account Berister from 141772010 to 1773177017 a S e e ee _ Carter Checking Dae cwe jeen Desenption Depost cw Paymem Bance 123317200 Balance Forward 7 500 0 7 500 00 E Co a a a PG tn Depost VOIED Local Co 0p 10 600 00 10 500 00 7 800 00 ALG raana Densi F vonom oaie S SOOO RY aa ra e To reprint a check for any transaction for which you recorded a payment by check right click it and then select Print Check This reprints a check without rerecording it in the financial books as another payment FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 295 7 Cash Account Maintenance e To edit the journal entry description or memo for a check transaction right click it and then select Edit JE Description Adding entries to the Account Register To ent
284. oup includes the number of animals in the group average weights total weights average cost and total cost The groups are sorted by account with totals for each account The costs for livestock groups are the total cost to raise the animals including feed vet fees purchase cost and so on taken from the enterprise statements Growing Crops Crops by field All fields with growing crops are listed with the commodity and total cost Crops are sorted by account with the totals for each account Bin Activity All changes in grain bin storage amounts including transfers and sales over a given date range The report shows from where the crop in the bin came as well as where it goes Harvested Crop by The quantity of each harvested crop by storage location The report is sorted by account Account with totals for each account The costs are based on the cost to raise and harvest the crop from the enterprise statement Harvested Crop by The quantity of each harvested crop by storage location The report is sorted by Commodity commodity with totals for each commodity The costs are based on the cost to raise and harvest the crop Harvested Crop by The quantity of each harvested crop by storage location The report is sorted by crop Crop with totals for each crop The costs are based on the cost to raise and harvest the crop FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 304 Payroll In this chapter m Setting up Payroll m Setting up employee
285. our books after year end Selling an asset removes the asset its improvements and prior trade ins from your books For example if you traded in a 1984 tractor for a 2002 truck and later added 5 000 in improvements to the truck all these items remain on your books until the new truck is sold Completing year end operations Do not close your year until all transactions and adjustments are entered because once closed you Cannot reopen a year to post transactions The only thing that you can do for a prior year is print reports or record manual journal entries It is recommended that you leave your books open until after your tax return has been filed the only drawback to this is that you cannot print an Income Statement for the new year because it will contain the previous year s figures However you can record transactions for the new year without affecting the prior year The software ignores these transactions when you close your books because they will not fall within that date range FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 381 Closing accounting records for a year 1 Select Accounting Year End Year End eaor End Uate 12 31 2010 Make sure mmal setup is complete Depositundeposited cash receipts Complete any transactons with missing details econcile checking accounts Allocate expenses and income Acjust inventory quantites and walues Correct depreciation amounts have boen entared Make a backup
286. pe Print Print reports for a selected job See Reports page 109 Complete Complete a selected planned job See Completing planned jobs page 68 Export Export an xml file of a job Delete Delete a selected job Properties View or edit job details for a selected job Using the View menu In the View menu you can set viewing preferences for the Farm and Inputs tabs you can show or hide Farm tab items such as retired land areas planned and completed jobs or inputs such as machines people or supplies If the Farm Works Mapping software is installed you can use the View menu to show or hide background images such as aerial photos to display with maps of your fields Check marks beside items in the View menu indicate which items are shown Figures Reports Toe v Show Alepred Land areas Show Pebred Inputs A Show Jobe in Land Areas 7 Show Backgrounds in Land Area The options are Select To Show Retired Land Show retired farms and fields in the Farm tab they are identified with an asterisk Areas To unretire a farm or field right click it and then select Un Retire To hide the retired land areas clear the check mark Show Retired Inputs Show retired inputs in the nputs tab they are identified with an asterisk To unretire an input and bring it back into use right click it and then select Un Retire To hide the retired inputs clear the check mark FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 62
287. ployment tax you must set up the Unemployment Tax Table Unemployment taxes are not withheld from employee s wages but are paid by the employer When Unemployment Tax rates are set up the software creates liabilities for the amount of unemployment taxes owed based on the payroll that is entered into the software To obtain unemployment rates contact your tax advisor the IRS or your state s Department of Revenue This section describes the basic points of entering your information for more information on payroll taxes in your particular state consult your tax advisor 1 Do one of the following Select Accounting Payroll Tax Tables Unemployment On the Payroll toolbar click the Unemployment icon fir Unemployment Table Bla Wage Federal Is n 00 State 0 00 OK X Cancel Help 2 Enter the Rate for Federal and or State unemployment tax 3 If applicable enter the Max Wage upon which unemployment tax is calculated and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 309 9 Payroll Setting up Deductions amp Reductions Deductions and reductions are used for amounts that are taken from employees wages on a regular basis e Reductions are taken out before taxes and reduce taxable income for example as in a 401 k plan e Deductions are after tax adjustments and are much more common for example for insurance or garnishments for child support 1 Do one of the followin
288. port icon on the Checking toolbar In the Reports dialog select Account Purchases Payables Purchases Report Reports Reports HE Accounting a Durdgei Checkbook Register SE Oepreviatiun Report J E Enterprise Statement sE General Ladgar a Inventory Reports Market Balance Sheet 4 Ware and Addmess Report Payroll Reports LSE Purchases Payables 1 Accounts Payable Family Living Report j Print Forns 1099 amp 1096 Curchoases Meport E Sales Recievables Wet GST Tax Eqquiprrieral Parsonnel B Expand All J Collapse All oF j Close FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 226 5 Payments and Purchases 3 Inthe Purchases Report dialog do the following Purchases Report Vendors List Options County Livestock Exchange Edit Vendor Properties County Utility Company Friendly Family Farms List only Landlords Local Co Op List only 1099 vendors Hew Home Real Estate Sunshine Valley Department Store Townside Equipment amp Machinery Print Options Date Range Show Allocation Details C Sort by Order Entered f Sort by Date Transactions for Account E ALL gt E Selecta Clear Done Help a Select the Vendor s b Inthe List Options area select the List only Landlords check box to view only vendors who are landlords or the List only 1099 vendors to view only 1099 vendors c Inthe Print Options area enter the date range
289. ports Income Statement goes straight to print preview 4 Inthe preview screen click the Print icon to print the report 5 Once you finish printing the reports repeat Step 1 through Step 2 to change the Working Date back to the System Date FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 355 11 General Ledger Printing Trial Balance reports This is one of the most powerful features of the software The report enables you to view every account and all its details You can research the transactions posted to each account and view the details of those transactions 1 To set the date for your report click the date on the right side of the menu bar Working Date System Date 7 22 20 0 Working Date 2722 20 i 3l x Cancel 2 Enter or select the Working Date to use in your report and then click OK 3 Select Accounting General Ledger lt Accrual Reports gt or lt Cash Reports gt Trial Balance Trial Balance Cash Method as of 7 22 2010 a e Cash Accounts z Walls Fargo Checking O RBS eS H EER o Pan O Se a000 Ace Depreciation on Structures 1 aooo ee ae Sm Long Term Debt Bank Loan for Sheep Long Term 4 000 00 e g eea e a o Bel eona 173 971 27 m E a E 43 040 00 The Trial Balance shows all accounts with balances To view accounts with zero balances select View All Accounts To restrict th
290. post the transaction and then click Done Making loan payments Use the Payments and Purchases dialog to record borrowings and payments on loans By entering loan activities the software shows the current balance of a loan at any time To record loan payments 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog 2 Complete the Vendor area as described on page 160 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 189 5 Payments and Purchases 3 In the tems Purchased area click the Loan Payment icon E Loan Payment Laan li MESECE ka Laurent Laan Anri 11112 5 New Loan Amourt 9672 50 Principal Payment 4500 ain intorost Payment Interest Expense 155 00 Total Payment 3655 00 Interest Allocation Y None Fiabe Crops Mine Field Crope Landlord C Equipment Lrvestock People Structures 4 Select the loan for which you are making a payment 5 Enter the Principal Payment and Interest Payment The dialog shows the balance of the loan before and after the transaction 6 If required allocate the interest portion of the loan payment to your expenses in the Interest Allocation area 7 Click OK 8 Inthe Payments and Purchases dialog click the appropriate toolbar button in the How You Paid area to select a payment method The software automatically completes the information in the selected payment dialog 9 Check the val
291. pplies and then select all the supplies you want to add in the list Click Record and then click Done 5 Inthe Initial Setup of Supplies Inventory dialog enter Quantity on hand and Cost and then select the Edit Properties check box Supply Properties Ey General gy Chemical I Ferticer Hestictions 2 Phi Description Herbicide gH Se Part H Araun x ddd to Markers l Type ie Herbicide O PertizerLime C Ineechende Aduan C Fmgcde l broh Hegquiates E Hematicide Other Chemical Manure C Roderticide C Seed i Other Hor Distributed Itam Purchased Unit qalon Lirit Las Elar gal Dietnbuted Unit yalm F 1 gallon 1 gallons Delad ga Rale 0 galar 6 In the Supply Properties dialog Tab Action General Type Select the option button that best describes the type of supply Units Select e Purchased Unit this is the form in which you purchase the supply e Unit Cost this cost affects planned operations It will not be used on the enterprise statements as the program will then use the purchased price e Distributed Unit this is the form in which you distribute the supply For example you may purchase fertilizer in bags but distribute it by pound If each bag holds 10 pounds the ratio should be one bag for every 10 Ibs Chemical Fertilizer Complete appropriate fields Restrictions PHI 7 Click OK to save the information and return to the nitial Setup of Supplies Inventory dialog
292. prise O O 2D2Seybeans 2012 Soybeans Job Type Planting Sesdng Planting Seeding aa ee E S tao 1200 E U es aes erg S tro 1000 ee a a esting attecen of FuelCast Waalons l Oe Sa as eee ae Maen RoPe Row Planter O Planned Rate tpenfas zm ooo Actual Rate ponies zm 00 00 Casting Rate a OOO The completed operation is added to the Jobs tab in black text and shows the Completed icon for every field where the operation was performed If you do not plan to set up more jobs using current inputs click the Remove All icon hee to remove the items from the Working Group FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 72 3 Field Record Keeping Recording harvesting operations manually To enter a harvest job 1 Inthe nputs tab a Add Machines to the Working Group Click beside Machines to expand the group and then double click the machine s you want to use in the harvesting operation to add them to the Working Group Note At least one of the machines must be set up as a Harvester Do this in the Options tab of the Machine Properties dialog b Add People to the Working Group Click beside People to expand the group and then double click the person s you want to use in the harvesting operation to add them to the Working Group To remove an item from the Working Group click the Remove icon To remove all items click the Remove All icon ext 2 Once all the required machines and people
293. put you want and then click OK F Resources Inputs Oe Animals O g Machines People Smith John C O E wright Thomas R Supplies c Inthe Farming dialog enter the required information associated with the added input If a Person is added the Costing Rate defaults from the rate entered in the Person Properties dialog the Quantity hours defaults from Job Hours You may change these values as required If a Machine is added the Costing Rate and the Quantity acres default from the Machine Properties dialog If the machine uses fuel the estimated Fuel Used and Fuel Cost also appear You can change these values as required d Toremove any input click Delete next to it 12 If you use the Farm Works Mapping software and a listed supply is going to be applied using Variable Rate Application select the check box This allows you to create a variable rate prescription map for the supply See Chapter 4 Mapping Software in the Farm Works Mapping Software User Guide Select the machine that will be applying the supply and if needed edit the Applied Area Planned Rate and Cost The Planned Rate and Costing Rate were entered when the supply was set up Quantity Used is calculated from the Applied Area and Planned Rate Changing the Quantity Used also changes the Planned Rate and vice versa 13 If applicable select a Chemical Carrier and enter a Carrier Rate for each chemical restricted used supplies FARM WORKS ACCO
294. r State ID Number this is the number you use on your state payroll tax returns It is printed on W 2 forms 6 Enter the State Name and Locality Name if applicable The Locality Name can be used for city or county names 7 Enter the Contact information for the IRS and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 306 9 Payroll Setting up the Federal Tax Table The latest version of the software includes the current US Federal Tax Tables based on the annual wage rate Annual updates are available alternatively you can manually change to tables provided by your tax advisor or the IRS A patch for the current US tax tables can usually be downloaded from www farmworks com To enter federal tax tables manually 1 Do one of the following Select Accounting Payroll Tax Tables Federal On the Payroll toolbar click the Federal icon Pi Federal Tax Table mingle Annual Voge amp Hote Lhyer But not over 6 050 00 10 425 00 10425 00 36 050 00 36050 00 6 UU UU 4h7700 ON 404 450 00 8450 00 87 700 00 67700 00 173 900 00 ae 375 700 00 37570000 Mared Annual Wage amp Rate Over But not ower 13 750 00 24 500 00 24500 00 75 750 00 75750 00 34 050 00 3405 00 1 4 U5U_UU 174050 iN 145 050 Ni 145050 00 277 000 00 17 On pani ann nn 381400 00 Max Wage 106 800 On Modicarc Rale os hau wage 145 000 Federal Vvit
295. r each item of equipment 7 Inthe Setup of Equipment dialog enter the Purchase Date and Original Cost 8 Enter the accumulated depreciation and current year depreciation in the applicable fields the software calculates and displays the value in Book Value 9 Click Record The Machine Properties dialog appears with the name of the equipment in Description Note This happens only if you set up a new machine For more information on setting up equipment see Setting up a Machine page 42 10 Repeat Step 2 through Step 9 for each additional equipment item 11 Click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 140 4 Initial Setup Setting up Improvements Depreciable improvements are additions or changes to existing assets and include such items as field tile engine overhauls or a new roof Your accountant or tax professional may help you determine whether an item is a repair or a depreciable improvement Structures and equipment to which improvements relate must be set up in Initial Setup prior to the improvement setup To set up a depreciable improvement at the start of the year 1 On the Initial Setup toolbar click the Improvement icon ga Initial Setup of Depreciable Improvements Irripirenerreeril Naw gt Description Unloading Auer Asset Improved Groin bin Purchase Date Arinan E Uriginal Cost 1 500 00 Accumulated Depr 1000 fay of 12 31 2009 Book Value 0 00 fos of 12 31 2009
296. rd costs for example for discounts drying storage or other deductions from your crop sales in the Items Sold area click the Other Sales amp Expense Reductions icon i Other Sales amp Expense Reductions Amount 7 000 00 Account Bank Changes Chemicals Expense Cows Expense C Revenue Accounts Custom Hire Expense b dessus Depreciation Expense Discounts Lost Drying Expenses Federal Unemployment Expense a Add Acct 2010 Alfalfa f Expense Accounts Enterprize Allocation None Field Crops Mine 010 Oats Field Crops Landlord 2010 Soybean Crop Marketing re a Winter Equipment S m r C Livestock People 6 O a Structures DK X Cancel Help 10 In the Other Sales amp Expense Reductions dialog enter a negative Amount 11 In the Account area select Expense Accounts and then select the applicable expense in the list for example Drying Expenses FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 244 6 Income Sales and Deposits 12 In the Enterprise Allocation area select Crop Marketing select a crop enterprise to which to allocate the cost and then click OK Note Click All to select all fields Tip To show fewer items in the Interest Allocation list click Show Me Enter the items to restrict the enterprises and then click OK The software now shows only the items that meet the selected criteria Show Me Enterprises Crop Year lt All gt
297. realize if your farm were sold for the market values entered 3 For further analysis of a potential sale enter your marginal Tax Rate percentage The software computes your deferred tax liability 4 To show the individual assets and their market values select the Print Supporting Schedules check box 5 Click Print to show the preview click the Print icon amp in the preview screen to print the report The report shows total market values for each asset and liability account The deferred tax liability is also included if a rate was entered Note The Total Equity figure represents the amount of money you would receive or owe after all liabilities were paid if the farm were sold for the market values entered This amount will also be net of tax if a rate was entered in Step 2 6 Select File Exit FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 338 CHAPTER General Ledger In this chapter m Using the Chart of Accounts The General Ledger area is used to access the Chart of Accounts and enter Adjusting Journal m Journal Entries Entries from your accountant m Printing General Ledger reports You can print general ledger reports on a cash or an accrual basis These reports include the Journal Entry Report General Ledger Detail Report Balance Sheet Income Statement and the Trial Balance FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 339 11 General Ledger Using the Chart of Accounts Use the Chart of Accounts
298. rent Qty default X Tip To keep your costs accurate you do not need to record a feeding every time you actually feed your animals but you must be consistent for example enter feed weekly 3 Inthe Feed Items area select the required option s from the list that is designated as feed and then click Add to Schedule 4 Inthe Feed Schedule area enter a Quantity The quantity On Hand and the Unit Cost default FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 370 12 Enterprises 5 To transfer a harvested crop to a supply for feed click Harvested Crops Transfer Crop to Supply Aanwesled Crop to Transtar Commodity Com tt Location Ot Famn l Dale Presyenin Oty on Hand 1150 000 bushels Dw Removed aa bushels Unit Cost SeU Based on qty on hand Total 1 250 00 Speched telds ony supp Inventory to Increase Allocate Transfer Income supply Feer Description Com teed Account Oty to Add nil Invites Rercord e Done Help 3 Hep 6 Complete the Transfer Crop to Supply dialog click Record and then click Done 7 Click OK If you are also using the Stock module you are prompted to record this action For more information about transferring harvested crops see Adding harvested crops to supply inventories page 299 8 Repeat Step 3 through Step 4 to add all feed items to the schedule 9 If you feed a specific combination often click Save as Blend Save Blend Blend
299. restrict the allocation to a particular Year Open or Closed status Commodity Field and or Landlord Select the required combination and then click OK 7 Click Record 8 Repeat Step 2 through Step 7 for additional allocations if required 9 Click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 360 12 Enterprises Crop Marketing allocations The Crop Marketing enterprise reflects any profit loss from the sale of the crop The profit is then adjusted for any additional expenses such as drying and storage costs and income such as hedging gains to calculate the actual Marketing Gain Loss This Profit Loss is computed by taking the difference in the amount assigned to the crop at harvest and the price that it was actually sold for Allocations using Other Expenses amp Payments 1 When recording a purchase for example to record drying expenses click the Expenses and Other Payments icon Expense and Olher Payments Aocourit Bank Changes Expence Accouris Sl pleco l Alevenue Accounts Custom Hire Expense C Other accon Depreciation Capense Discourte Lost Frdtespocce Aiora None Field Grope Mires MA Cabs Fell Cips Lanla ANU Soybean 201 0 wheat wine Equipmerit Livestock People Slum s c C Drop Markebng 2009 Com i r A C gee x coco 9 tHe 2 Enter the Amount 3 Inthe Account area select Expense Accounts and then select the appropriate account for example Drying Expense 4
300. riate Client or Farm to expand the tree view right click the Field to which the enterprise is to be added and then select New Crop Enterprise Enterprise Properties aT Enterprize Area 150 0000 ac Plant Date PO Harvest Date pO Crop Insurance Unit PO Yield Number Frocess pw wef OK X Cancel 2 From the Crop drop down list of the Enterprise Properties dialog select lt Add gt Crop Properties Crop Commodity kd Year 2012 X Cancel The Year defaults to the current year You can select a different year from the drop down list FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 53 2 Setting Up Farms Fields and Inputs If the Farm Works Accounting software is installed you must also select an account The account is used to keep track of costs associated with the crop harvest and other costs 3 From the Commodity drop down list of the Crop Properties dialog select lt Add Edit gt Commodities Commodities Corn soybean Properties se Add i Delete 3 Rename Show Retired 4 Click Add and then select a Commodity from the list or select lt New gt to add your own Commodity Commodity New gt Alfalfa Seed Barley Beans Dry Beans Processing Buckwheat Cabbage Canola Com Com Seed Hybrid Com Sweet Com Sweet Fresh Market Cotton Cotton Extra Long Stable Flax roduction FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 54 2 S
301. rictions as they appear on the product label Select the Re entry Restrictions check box and then enter the required number of hours in Restricted Entry Interval REI In PPE Required for Handlers and Early Entry PPE Required for Workers enter the required protective equipment for those handling the supply In Other Label Requirements enter the other requirements for those handling the supply Group Field Action restrictions 1 2 3 4 If applicable select Treat Area Posting and Oral Notification Required For example Supply Properties td General e Chemical Foili 2 Restrictions PHI Ek invoice e Reen reeticions Aesiicted Erry imersa RE i 2 Hours PRE Poogaintd for Handors L ng Heese thet long parts chernsabredrtan glipa socks and shots chemical sisan apron win mong of laadi oF when chaning other topipi Eart Enty PPE Roquecdiorvtorkers s Covirels Chimicshibiiert gi made of wapo mesinel Socks and shoes Other Label Pe guironeants FR Mash herds belani taig drinking chermng gum using lpbeooo uiantg toile Romie clothing imimnediatoty i pesticide got inside Remove PPE imenedisiely after application fe Tresied aren Posing and Oral Noahostion Required PPE Personal Prolece Eguin OF E Canc Pre Harvest Interval If this applies to the chemical L From the Crop drop down list select the
302. roll checks enter the gross amount of the check as a transaction and each payroll deduction separately as a negative number Deposits made using Family Living will not affect the taxable income of the farm and the software will not show these deposits on your Income Statement Instead it includes these amounts in the applicable drawing account or in the dividends for a corporation of the equity section of your general ledger To record family and personal income 1 Click the Record Income or Sales icon on the Checking toolbar to open the Income Sales and Deposits dialog see page 233 2 Complete the Purchaser area as described in The Purchaser area page 234 3 Inthe Items Sold area click the Family or Personal Living icon B Family Living Cheurier Bob Buckley rowing Coteqo Misotllancous Amount X Cancel i 4 Ifthe farm is not a corporation select the Owner proprietor who received the income 5 Select a category for the income in Drawing Category list or select lt Add Edit gt to add a new category Note To record pay from an outside source not the farm set up a Drawing Category such as Outside Income 6 Enter the Amount and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 260 6 Income Sales and Deposits 7 Repeat Step 5 through Step 6 to enter withholding and payroll deductions enter each payroll deduction separately and as a negative number Minus sign in front of the
303. rts Click the report icon E FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 88 2 Click beside the Field category or click Expand All Reports Equipment Field 2a ee22e2 ame H Acreage Report Chemical Use Crop Enterprize Fertilizer Use M Notation Report d Operation Report Planning Rainfall and Irrigation Report Restricted Entry Interval REI H Scale Ticket Report Seed Use Supply Use Weather Report field Monitor Load Report i Personnel IJ Expand sll i Collapse All r Khl i Close 3 Field Record Keeping FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 89 3 Field Record Keeping 3 Select Weather Report and then click OK F Weather Report Report Type and Grouping Items to Print Report Type Filter by crop Weather Report r Group Records By Str lt Unassigned Client gt a ee aE Date Range Dap IIl Ine From Ta 1A171992 Z Print Options E TOO miog w f nny Smith mith Farms Smith 1 Smith 2 Smith 3 Smith 4 Smith 5 Smith 6 a l HTF FA Select All Select None 4 Expand All Z Collapse all a Biota Bae 4 Select each item that you want to include in the report or click Select All to select all items IEIEIAAEE fi i ii i 5 Enter a Date Range and then click Preview FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 90 3 Field Record Keeping The Print Pre
304. run the software you may need to set the program shortcut to Run as an Administrator For more information see http www farmworks com files faqs General Vista_and_7_Setup pdf Registering the software You must register your software to get full use of it You can register the software automatically over the Internet by selecting the appropriate option when you run the software for the first time Alternatively you can register your software by calling the number listed for support in the front of the manual or by contacting your Reseller If you are calling to register make sure that you are at your computer with the software installed and running FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 10 1 Getting Started Running the software for the first time Creating and opening a farm project Every time that you start the software the Project Selection dialog appears Project Selection Mow Project Change Project Ini Eo Restore Project ES Copy Project th Delete OK X Cancel Help In this dialog Click To A project name in the list Select a project New Project Create a new project See Adding a new project page 12 Change Project Info Change the project name and or password Restore Project Restore a backup of a project previously saved to another storage device Copy Project Copy a project or part of a project Delete Delete a project CAUTION It is strongly recommended that
305. s Total Deposit 877 00 OWlerernce 0 00 o X Core Hop 4 To change the entry click the icon on the left of the green entry bar and make the required changes in the dialog that appears For example you could change the amount or date If the amount received on account was entered incorrectly click the Accounts Receivable icon You can make the required changes in the Receive on Account dialog and then click OK Receive on Account Renewable Due Date i Amt Rercenwerl Tilara 4000 AN roA 00 Accounts Recemoble TAE TEAN iI 4UUU UU Amt Rocorwed 4 00 0 010 Mecene on Account Total 2500 00 V OK X Cancel Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 276 6 Income Sales and Deposits 5 Once you make the required change s click Done Voiding entries To void an entry you can use either the Transaction Maintenance or the Trial Balance dialog Voiding an entry in the Transaction Maintenance dialog 1 Select Accounting Income Sales and Deposits Transaction Maintenance lransaction Maintenance Stat Date Wivano a re YSN EndDatefi2n7 an0 Bl PP 2010 Ped 2010 IE Pel f20lo an e MLA 12 17 2010 Update List PW Hankng Lanta Loca Co Op Friendly F ady F arms Lona CoOp Local Cotlp Firer Fairy Farre D pera Loan Sale Cutom Hire Wak 5 bes aes Sales 2 Enter a Start Date and End Date and then c
306. s You can enter the minimum required to begin adding entries and then return to the initial setup to complete entering necessary information later For example if you want to enter checks but do not want to record payments on a loan at this time you can create your checking account now but leave the creation of your loan account for later When entering transactions in this manner other inputs must be added at the same time For example if you write a check for a purchase the vendor supply and supply account must be created In this example the Contact and Supplies Inventory dialogs appear for entering additional information To set up one account and then exit initial setup to begin recording daily transactions do the following 1 On the nitial Setup toolbar click the Bank and Cash Accounts icon e Initial Setup of Bank and Cash Accounts Curent Account New gt Account Hearne Pw Planking Center Account Type Checking 3 rodit Gard C Sewingys Petty Cash Balance 7 500 00 fas of 12 31 2009 Decord Done i Delete Help 2 lt New gt appears in the Current Account list In Account Name enter a description for the account For a checking or savings account include the name of the bank and the account type for example FW Banking Center FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 124 4 Initial Setup 3 Inthe Account Type area select the applicable option 4 Enter the Ba
307. s amp Expense Deduction icon 4 Other Sales amp Expense Reductions Amount 1 500 00 Account Alfalfa Sales Com Sales Cows Sales e Revenue Accounts Custom Hire Income Other a t Forgiven CCC Loan P A Gain Loss on Sale of Fixed Assets Hedging Gains Losses Hogs Sales a Add Acct f Expense Accounts Enterprize Allocation None Field Crops Mine 2010 Com D amp Seed Com Field Crops Landlord 2010 Soybean D 4Y Seed Com Crop Marketing m o C Equipment Livestock People a a J ad Structures ia Show Me OK x Cancel Help b Enter the Amount charged for the custom work This should be the amount excluding the cost of the supply c Inthe Account area select Revenue Accounts and then select the applicable item in the list for example Custom Hire Income d Inthe Enterprise Allocation area select None or Field Crops select the field or fields to which the income relates and then click OK Note Click All to select all fields FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 248 6 Income Sales and Deposits 9 If Field Crops was selected and more than one field highlighted the Multiple Allocation dialog appears This field shows the revenue split between the highlighted fields based on the acreage of each field Click OK to continue Multiple Allocation DY 2 Landlord Split 120 00 1 139 24 Landlord Split 38 00 360 76 Total Amount 1500 00 1 500 00
308. s Software Description Oty PiceUnit Amt Sold Cash Recv Receivable Local Co Op ONLI JE 5 Salos Cor Sales T LIM 4 S50 5 SL LE Drying Expenses 1800 00 Depos FW Ranking Center 912 30 00 OVE 8 JE Salos Patronage Qevidends Income 0000 Stock in Local Co op 21 S00 00 Dopoat FW Banking Coner 1 500 00 Sale Total 4 1500 00 5 To print the report select File Print or click the Print icon amp 6 Click Close Printing an Invoice Statement See Printing invoices page 280 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 285 CHAPTER Cash Account Maintenance In this chapter m Adding and editing bank accounts Use the Cash Account Maintenance dialog to m Using the Account Register e Reconcile bank accounts e Record bank adjustments and transfers The Cash Account Maintenance dialog also includes an interactive Account Register dialog where you can enter void edit and display information on checks and deposits FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 286 7 Cash Account Maintenance Adding and editing bank accounts Use the Add Edit Bank Accounts dialog to set up new checking savings petty cash and credit card accounts You cannot use this dialog to establish a balance for the account To add a balance to an account select nitial Setup if the account existed at the start of the year or record a deposit or transfer of funds if you deposited the money in the account during the curre
309. s icons that you can click to record different types of deposits made The icons correspond to the items on the Deposit Options menu see page 234 The dialog shows the deposits you select and the total amount of the deposits in the list FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 235 6 Income Sales and Deposits The options are Click To Deposit Now Deposit the proceeds immediately Opens the Deposit Now dialog the Total Amount from icon the tems Sold area appears in Amount Deposit Now 9 500 00 DepositlD Deposit E Cancel You can select or add a Deposit Account amend the Amount if required and select a Deposit ID Click OK to return to the Income Sales and Deposit dialog FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 236 6 Income Sales and Deposits Click To For Deposit Hold the proceeds to deposit them later Opens the For Deposit dialog the Total Amount icon from the tems Sold area appears in For Deposit For Deposit Current Balance 0 0n For Deposit 1 000 00 New Balance 14000 00 Y x x cmu Hp You can amend the For Deposit amount if required Click OK to return to the Income Sales and Deposit dialog One you click Record the Deposit Ticket dialog appears for income only Deposit Ticket Deposit in Account Date Deposit ID Fw Banking Center F r Wi 9 2010 a Deposit Undeposited Cash Receipts Deposil Bob Buckl
310. s or the Payments and Purchases dialog before you can close the year end financial record The software adds entries that need details to the Unexplained Transactions expense account of the software To group transactions without details select View Sort by Details FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 296 CHAPTER Inventory Maintenance In this chapter m Moving harvested crops to storage The software keeps both cash and accrual books m Adding harvested crops to supply inventories for your farm The accrual books allow you to keep inventories of supplies harvested crops and livestock The m Adjusting supply inventories software keeps inventories for you based on the transactions that you record in the purchases sales and farming areas of the software m Adjusting harvested crop inventories m Adjusting livestock inventories m Printing inventory reports The Inventory Maintenance area is used to adjust or move inventory change properties of supplies and print inventory reports FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 297 8 Inventory Maintenance Moving harvested crops to storage The software enables you to keep an inventory of your harvested crops based on their storage location either on the farm or at an elevator or co op Typically when you record a harvest farming action you leave the crop in the field Use the Move Harvested Crops dialog to move the crop from the field to the storage loc
311. s to a range of precision agricultural displays including the FmX integrated display the CFX 750 display and the CNH Pro 700 display FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 26 2 Setting Up Farms Fields and Inputs Menu Use the menu options instead of or as well as the toolbar icons The menus offer selections that are not available through the toolbar icons For example the Resources menu has the same options as the toolbar as well as Enterprises Commodities Job Types Markers Attributes and Landlords If the Farm Works Mapping software is installed the Resources menu will also include Formulas Shortcut menus Right click to open additional shortcut menus also referred to as contextual menus This method is used when setting up Clients Farms Fields Crop Enterprises and Inputs i E i Jobs Map Filter Jobs by Selection Day III Inc Unassigned Client gt 90 Y Seed Company Reports H E Day I Imr Add General Nokes Johnny Smith New Client Mew Farm New Field Mew Structure Delete Add Layer H Save Default Layers Load Default Layers Import Background Batch Import Backgrounds Download Roadiwaterway Data Export Boundaries Batch Export Backgrounds Properties FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 27 2 Setting Up Farms Fields and Inputs Client Farm Field or Inputs tabs To work with the elem
312. s to the table click Add Item To delete entries click the Remove icon 4 Click OK Entering payroll information Before you enter pay you must configure the Time and Pay dialog 1 Do one of the following Select Accounting Payroll Time and Pay On the Payroll toolbar click the Time and Pay icon 3 Time and Pay palais Pay Calculation Payroll Worksheet P asy Payroll Register Record Checks Uone Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 313 9 Payroll 2 Inthe Time and Pay dialog select Options Time Setup Time and Pay Options Pay Pennod Hours Regular Hours 4U Tine Sheels Include Pay Summary je Print Signature Lires 3 start Stop Periods 3 Ifyou pay overtime rates enter the Regular Hours where indicated For example if you pay overtime for every hour over 40 per week enter 40 4 Ifyou use time sheets select the Time Sheets check box When time sheets are not used a Payroll Worksheet button is available on the Time and Pay dialog These worksheets can be used to summarize information before it is entered into the software When time sheets are used you have the following options Select Include Pay Summary to print a report that can be given to employees with each payroll Select Print Signature Lines to include signature lines on the Employee Summary Report Enter the Start Stop Periods for the number of time periods
313. show one of them at a time Ifyou selected Details Show All Measures in the Options tab all of the calculations for all of the selected Measures are shown regardless of which magnifying glass icon you clicked Most of the items listed are self explanatory However under Measures of Repayment Capacity an item called Cash Paid for Capital Assets appears for the Replacement Margin and Replacement Margin Coverage Ratio This is the total amount of Assets Land Structures Equipment and Improvements purchased in the year that were not paid for with a loan This figure is calculated by looking at all of the purchases made through the year If it was an Asset purchase the difference between the value of the asset and the amount put on a loan within the purchase transaction is added to the Cash Paid for Capital Assets The Farm Financial Standards Council name for this is Replacement Allowance Unfunded Capital Expenditures To print the report click Print FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 350 11 General Ledger Printing a Journal Entry report This report lists entries that were created through purchases sales farming and other dialogs Transactions are numbered automatically in the order in which they were recorded and the entries are shown in standard accounting format debits and credits 1 Select Accounting General Ledger lt Accrual Reports or Cash Reports gt Journal Entry Report Journal Entry
314. sign are used to record transactions e Click the Active Only icon to hide accounts that are grayed out see Deleting an account page 342 Click the icon again to show all accounts FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 340 e To change the name of an account or heading click it and then select Edit Edit Account Name Enter a new name and click OK X Tip To hide an account that has been posted to and cannot be deleted you can rename it to list it at the bottom of the option for example name a file Z DO NOT USE Advertising Expense Leave the original name of the account in the new description for future reference e Accounts appear on financial reports in the order in which they also appear in the chart of accounts To summarize a group of accounts on your reports so that the detail lines do not print click the heading account and then click the Summarize Unsummarize Heading icon fe The folder turns red Repeat this procedure to remove the summarization of the folder and turn it green again e To print the chart of accounts click the Print icon Sl e To exit the chart of accounts click Done or select File Exit Adding accounts To add commonly used accounts in the Chart of Accounts 11 General Ledger Rename Account Koy bank Fv Fiartkirny Center OK Chart of Accounts i Cosh Accounts f Fw Banking Center SE Patty Cash sE Undeposited Cash Receipts dialog select
315. significant Factors include the size of the project the number of years reporting and if any of the years are still open To print the report click the print icon in the top left corner To export the report to a CSV file click the export icon in the top left corner FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 349 11 General Ledger 5 Tosee a detailed explanation of how a measure was calculated click the magnifying glass icon next to the Measure in the Report tab Financial Measure Details E Net Farm income 27 608 83 P From Caen income statement Gan on Sala of Fed Assets 0 00 From Caen General Ledger Fed amp State income Taxes Pd D00 From Cash General Ledger Net Farm income trom Uperatone 27 508 83 Net Farm income trom Uperatong 2 508 83 From Above interest Expenge 13 432 17 From Caen General Ledger spricaton amp Amortizabon bop 552 525 From Cach Genaral Ledger E B LTD A 06 316 26 For each Measure the values required to calculate it are listed along with an explanation of where the value is sourced from unless you selected Hide the source column in the Options tab Click the magnifying glass icon next to an item to see a report of where the value is sourced from If you selected any of the Measures of Repayment Capacity a screen appears that explains all the repayment capacity measure s calculations as they are so interrelated that the system cannot
316. software In the Jobs tab scroll to the job or use the sorting and filtering options e Click the column header for example Client or Date Click the header again to reverse the sort order FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 79 3 Field Record Keeping e Apply a filter to find a job a Click Edit Filter Job Filter Filter by Date Range From a Fam Field Crop Year V Commodity Lom Job Type SSS SSE Operstor Console Input jw Status p i b Enter Filter criteria click the appropriate check box for example Commodity and then select the required item from the drop down list for example Corn and then click OK You can enter more than one filter at the same time to limit the search For example you can also select Status and then select Planned or use a specific date range Only jobs that meet the criteria appear in the Jobs tab To remove criteria from the job filter clear the check boxes c Click OK To show all jobs again click Clear Filter in the Jobs tab Note If you apply a filter and no jobs appear in the Jobs tab click Clear Filter to view all jobs FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 80 3 Field Record Keeping Finding a job in the Inputs tab This allows you to find a job based on a Machine Person or Supply 1 Inthe Inputs tab click to open the category for the input used in a job 4 E Sots S Map Eo we
317. st it and then click Done 16 If you have the Stock module installed you are prompted to also record the information there For more information see Chapter 4 Initial Setup Purchasing land and structures Certain purchases such as land and structures can include more than one payment method This section explains how to purchase land and structures when you write a check for the down payment with the balance of the cost applied to loan To enter purchase of livestock do the following 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog 2 Complete the Vendor area as described on page 160 3 Inthe Items Purchased area click the Land icon i FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 172 5 Payments and Purchases 4 Inthe Land Purchase dialog select a Farm or select lt New gt to add a new farm and then enter a Farm Desc ription Land Purchase lt News Active Orly Fam Dese iE ad Section Degnning Area LUU acrea Area Added 126 00 acres Ending Ares 125 00 acres Price 1 500 per acre 5 Enter the number of acres in Area Added and then enter either the Price per acre hectare or the Total Cost The software automatically calculates the other value X Tip Do not include the cost of any other items purchased such as barns bins and other structures in this amount To add the cost for structures click the Structures ico
318. ster SE Depreciation Report J P Enteronse Statement sE General Lodger a Inventory Reports Market Balance Sheet J Ware and Addmess Report J4 4E Poyroll Reports L SE Purchases Payables Lal Sales Recevables Accounts Recervable Print ivoire odes Repar E vat GST Tax Ti Animal d Equipment B9 Field H Personnel E EpandAi EJ Collapse All oF j Close 3 Inthe Sales Report dialog do the following Sales Report gt r Liet Options Fncrdly Farmi Fann Ede Customer Properties Fi Banking Center i Local Co Op List onkt Landlords Print Options Date Mange i AA izi 12A rra l Show Allocation Details f Sort by Onder Entered Sort by Date ranochors hor Aocourd fe ALL gt 7 fF Seall Ej Cheat amp Pmp v Doc Hep FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 284 6 Income Sales and Deposits a Select the Customer s or click Select All to print a report of all purchasers b Inthe Date Range area select the dates to which to limit the transactions c Select Show Allocation Details if you want the report to contain the amounts allocated to your enterprises and then select either Sort by Order Entered or Sort by Date 4 Click Print The preview report that appears sorts the purchasers and includes a summary of each transaction along with any receivable account balances Sales And Cash Receipts Thursday July 04 2010 Wednesday July 21 2010 Farm Work
319. stock group Click Adjustment Date to display the weights for each livestock group at the date entered 4 Select the Show only non zero groups check box to determine which livestock groups will be listed 5 Enter the new Ave Weigh t or Total W eigh t for each livestock group 6 Click Record and then click Done 7 Youcan enter new values for the average cost and the total purchase cost in the Livestock Details dialog To access the Livestock Details dialog click the View Details icon Fl Note The cost of an animal does not include feed and other expenses incurred after purchase Raised animals should have a purchase cost of zero FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 303 8 Inventory Maintenance Printing inventory reports The software uses the accrual general ledger to keep an inventory of supplies crops harvested and growing and livestock Inventory reports provide an inventory for these items as of any date 1 Change the working date to the date for which you want to print an inventory report See Changing the working date system date page 15 2 Select Accounting Inventory Maintenance Inventory Reports and then select the report you want to print The options are Report Description Supplies All supplies on hand including the quantity unit of measure average cost and total cost of each supply Supplies are grouped by account with totals for each account Livestock Livestock groups Each gr
320. stub belor Print chock number on chocks Print social security number on payroll checks Print total hours worked on payroll checks je When printing confinn checks printed properly Newer print memo on checks Duplicate Check Numbers f Deposit D s Ignore duplicate check numbers from before a aj ignore duplicate deposit ID s horni before a E Check Printer and Adjusters ir Inches lt Default Horizontal U UU a Vertical U UU Deposil Tickel Prinber and Adjusirienl in Inches lt Default gt Horizontal U UU Vertical U UU gt Cancel f Help 2 Select the Check Style and Preferences from the list FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 220 5 Payments and Purchases If you intend to write all checks by hand select None All Checks are Handwritten from the list 3 Select the default printer and any options you want to enable and then click OK Printing individual checks Once you configure the check style print checks from the Payments and Purchases dialog if you opted for the software to print checks the Print Check dialog appears each time you record a payment by check in the How You Paid area Print Check w Already Printed C Ard to Batch Print Mow Setup Check 7 Help The check number you chose appears Do the following 1 Select the required option Already Printed if the check has been printed or if you do not want to print the check
321. t If you cannot delete a farm field or input you can retire it 1 Inthe Farm or Inputs tab right click the farm field or input name and then select Retire Farm Works Office Demo File View Resources Reports Tools Accounting a E Jobs Mar Filter Jobs by Selection Job Mame Day III Inc Unassigned Client gt D amp Y Seed Company ET D amp Y Seed Normalize Yield Reports Motes Mew Crop Enterprise Day 1 nc Johnny Smith Import Boundaries Edit Boundaries Import Prescription Import Background Trimble Guidance Features P Add Layer H Export Boundaries Properties The retired farm field or input name remains in the system The software adds an asterisk after the name and keeps the history for future reference 2 To show a retired farm field or input in the Farm or Inputs tab select View from the main menu and then select Show Retired Land Areas or Show Retired Inputs FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 59 2 Setting Up Farms Fields and Inputs To hide a retired element select View from the main menu and then click Show Retired Land Areas or Show Retired Inputs to remove the tick mark Farm Works Office Demo Fie MEHE Resources Reports Tools Job F ones ed ee h Show Retired Inputs Tet Show Jobs in Land Areas J wv Show Backgrounds in Land Areas 0 FARM WORKS ACCOUNTING S
322. t Setup 4 To deposit all items click gt gt gt gt to select a specific item for deposit click the Plus button to the left of the Vendor s name To remove an item for deposit later select the item and then click lt lt lt lt or click the Minus button to the left of the Vendor s name 5 Doone of the following To deposit the entire amount click Deposit Cash enter the required Cash Amount in the Cash Deposit dialog and then click OK Fi Cash Deposit Lash Account Pulhy Cast Curent Aalance 7500 00 Hew Balante 7000 00 Arnount 500 00 OK caca Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 273 6 Income Sales and Deposits To withhold funds for family living expenses click Less Family Living enter the Amount in the Family Living dialog and then click OK Family Living Drier Bub Buckley 7 Drown Category Misotllancous al Beer SSUUUU OK X Cancel ee Help To place funds in petty cash click Less Cash enter the Amount in the Less Cash dialog and then click OK Less Cash Lash Account Putty fash Curent Aalance 7000 00 Hew Plalance 7500 00 Amoun B500 00 OK Cancel 7 Help The Deposit area shows all amounts amounts withheld are shown in red j egs Bob Buckley Miscellaneg 500 00 Less Fony Cash 1 000 00 Deposit Cash Less Famik Leng Late Cash After you enter all applicable
323. t more than one commodity the Multiple Allocation dialog appears and splits the hedging gain among the fields based on their size To split the gains evenly among the fields click Split Evenly Click OK to save the information and close the dialog The Items Sold area now shows the total hedging amount FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 264 A 6 Income Sales and Deposits In the How You Deposited area click the Deposit Now icon gl to increase your brokerage account balance The screen shows the amount of the hedging gain select the required brokerage account in Deposit in Account and then click OK For more information see page 235 10 Click Record to post the transaction and then click Done Note The transactions must balance Billing landlords When purchasing supplies record the actual amount you purchase If you purchase the entire amount and the landlord later reimburses you for his share record the reimbursement as a sale of supplies to the landlord 1 Select Accounting Income Sales and Deposits Record Income or Sales Income Sales and Deposits Sales Options Deposit Options ma Purchaser Date Journal entry DY Seed Company jp pzm 3 83 Attach Files Deecrption of Irvoas tt Add to fist of templates Sok ale ke lati al Es a ee 2 Total Sales How pou deposited Accounts Receivable Total Deposit Uitherence F Record W Done Select the landlord as th
324. t of Accounts page 132 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 131 Click To See Set up Bank and Cash Accounts page 134 Es Set up Land accounts page 136 Set up Structures accounts page 137 Set up Equipment accounts page 138 Set up Improvement accounts page 141 Pr Set up Livestock accounts page 141 dy F Set up Field Inventory page 146 Set up Harvested Crop Inventor page 147 Set up Supplies Inventory page 148 ca Set up Prepay page 151 Set up Other Assets page 151 Set up Accounts Payable page 152 3 Set up Loans age 153 p pag E Set up Other Liabilities page 154 4 Initial Setup Setting up the Chart of Accounts The software provides a flexible chart of accounts that you can customize to suit your individual needs You should set up a basic chart of accounts before entering transactions When setting up accounts be careful not to enter too many numerous accounts may confuse more than assist you The Chart of Accounts Setup dialog provides a list of standard accounts from which to select enabling you to quickly set up your farming accounts FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 132 4 Initial Setup On the nitial Setup toolbar click the Chart of Accounts Setup icon Chart of Accounts Setup he Mease set up accounts in the arder green below Supplies C Crops Resale Lryveostock Breeding Livestock Expenses Revenue Chericals Feed Fertilizer amp Lire Fuel amp Oil
325. t to add a heading account for example Expense 2 Click the Add Heading icon al New Heading Account Account Hame Cancal 3 Enter an Account Name for example Utilities and then click OK 4 You can drag accounts into the newly created heading Make sure that the account is in the same category as the heading Deleting an account To delete an account select it and then click the Remove Account icon There are some accounts for example Accounts Receivable that cannot be deleted but can be disabled any accounts that has been posted to cannot be removed If you attempt to delete an unused account the account icon changes from green i GrmngAknond tO gray Growing Almanc to show that it is disabled The account will not appear anywhere except within the chart of accounts FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 342 11 General Ledger If you later decide to restore these accounts to your chart of accounts select the grayed account and then click the Enable Account icon f Journal Entries Use the nput Journal Entries dialog to enter adjustments to your books This requires an understanding of debits and credits journal entries are not for day to day use but are designed to be used to make entries that your accountant gives you usually at year end 1 To access the Input Journal Entries dialog do one of the following Select Accounting General Ledger Input Journal Entries
326. tack 01 00 Total Assets 0 00 0 00 i Bes Piehenert Sarak n Tulal iol res 40 n Talal Fipaly 000 Paid In Capital 0 00 Uut of Balance U UU Treseusy Stock 0 00 Tour initial setup is mow in balance You may novi use Hadarned E aren Sc COUnDrg Unappropriated 0 00 Automate Egui Allocahon Ayypucy nicl en mm Balance to Unappropriated Retained F snreriys V OF X Cancel 7 Hep a Enter the various equity balances Capital Stock Preferred Stock Paid in Capital Treasury Stock and Appropriated Retained Earnings These figures can be entered later if they are not known at this time If you are not sure what amounts should be entered here consult with your tax preparer accountant or attorney b Click Balance to Unappropriated Retained Earnings to complete the Initial Setup This will allocate the amount out of balance to the Unappropriated Retained Earnings Account c Click OK The Accounting menu replaces the Setup Account menu X Tip If you make a mistake and want to start over select Clear All Equity then select Yes when prompted to erase all initial setup equity Clearing the equity in this way will not delete an owner s assets and liabilities FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 157 CHAPTER Payments and Purchases In this chapter m The Payment and Purchase dialog m Purchasing supplies m Purchasing livestock m Purchasing land and structures m Purchasing equipment m Payment on
327. te 1 S000 m one lowed Prec hundred arid WU TOU Account H OK K Cancel Help The Check Purchase dialog shows the full amount of the land and structure s Change this to the down payment amount and then click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 174 5 Payments and Purchases f you purchased the land and structure with a loan click the Loan icon J in the How You Paid area Loan Purchase Hew Loan Description Land Loan Ciunerd Sah iliirial Trilal Loan ound 0 00 4167 500 00 2718750000 Pamcipal due this wear 0 00 0 0 00 Principal due at pear end 00 719 500 0 18 500 00 X Cancel Hels The Loan Purchase dialog shows the difference between the loan amount and the down payment to borrow against an existing loan select the Loan To borrow on a new loan select lt New gt enter a Description and then enter the Principal due this year The software calculates and displays the difference between this amount and the loan amount in Principal due at year end Click OK The Payments and Purchases dialog displays a summary of your transaction Click Attach Files to attach an invoice or receipt See Working with attachments page 213 Once you balance your transaction click Record to post it and then click Done Purchasing equipment Certain purchases such as large equipment can include more than one payment method In this example we purchase
328. te You can then change the number of days in the Default Reminder Date dialog 12 If there are discounts for early payment enter the date for the discount in Discount Date and then enter either the percentage or dollar amount of the discount in the appropriate field Accounts Payable Purchase Accounts Payable eral Local Co Op Description or Invoice Fuchse Dae PASAT Total Amourt 831 25 Final Due Date 0 15 2010 Diccountad Value 33 13 Plemindes Dete BA 2 2010 B Discount fig N 43 12 Discount Date 67172010 A Hole Purchases valued at net _ k X Cancel 2 Help 13 Click OK The Payments and Purchases dialog shows a summary of the transaction F Paymenls and Purchases Purchase Options Payment Options Yengo Date Jounal Entry t Local Co Op jeran H re Allach Fies Description o invoices H fizy T Add to bet of template tems Purchased Jea a Apl rr EI PE zl fea Herbicide BB xY 400 000 gallons 6408 00 Total Purchase 6 402 00 How you paid mA Ea Pavamo 808 00 E Total Payment 6 400 00 z Difference 0 00 F Record Done 7 Halp 14 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 15 Once you have attached all the required files click OK to return to the Payments and Purchases screen FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 168 X Tip To make any changes click the I
329. te Line Description from the drop down list lt Add Edil r Agic anura program pamenta Car mi truck pinati Chemii alg commodi credi Corporation CO aE nies To add a new Line Description select lt Add Edit gt Tax Schedule Line Descriptions Schedule Sector lher mourrne Line Description t Mew gt al Mew Ling Description Record gt Delete Done Halp FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 385 13 Year End Activities a Select the appropriate Schedule Section b Inthe Line Description field select an existing description or select lt New gt and then enter a New Line Description c Click Record and then click Done 4 To assign the accounts to different lines or schedules select a different option from the drop down lists xy Tip Some accounts for example some Family Living items are not tax related and do not need to be assigned to a tax schedule 5 Click Record and then click Done Printing tax schedule reports Once the tax schedules are set up you can print reports to help prepare the tax return at year end 1 Select Accounting Taxes Schedule Report Print Tax Schedule Schedule Sched F l Year End Dete 1273172009 H Pant Supporting Schedule Print 2 Select the Schedule 3 Enter the Year End Date for your reports 4 Select the Print Supporting Schedules check box to show the individual accounts that are inc
330. tems Purchased If it is a new item select lt New gt to add it Enter the appropriate amounts in Quantity Purchased and either Unit Cost or Gross Total The software automatically calculates the cost you do not enter If there is a Discount for early payment enter the percentage The software automatically deducts the discount amount and calculates the amount due Click OK Repeat Step 4 through Step 7 to add all the items you purchased in this transaction Once you record all items the total purchase amount shown should equal the amount of your invoice Click the Payable icon in the How You Paid area Accounts Payable Purchase Accounts Payable eral Local Co Op Description or lnvoce Funchage 1 ale rare b Total Amount 431 25 Final Due Date 0 15 2010 Diecourited Value 431 25 Perinde Daie m AA E Discount pm 4 oO Discount Date fo z Purchases valued at net W OF x Cancel Help 10 Total Amount shows the amount of the purchase You can change this amount if necessary 11 Enter the date when you must pay the entire bill in Final Due Date The software automatically displays the reminder date this is the first date when the software will remind you to pay the bill FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 167 5 Payments and Purchases Note To change the default number of days before a due date that the software will show a reminder select File Preferences Reminder Da
331. th and then select Birth Animal Birth Wescnpton Ewe 1 Date 7 97 7010 z Category C ga Account Current Oty 20 head Qty to Add 16 hcad Avy w n lbs ofa wil 60 iba H OK X Concel Help X Tip To keep your costs accurate do not record animal births into groups of purchased animals place them in raised animal groups 2 Enter the Date of the birth If you are recording several births enter the last date an animal was born into the group 3 The Category Account and Current Qty default for existing groups enter them if you are setting up a new group 4 Enter the Qty to Add the number of births for the group and the Ave Wt or Total Wt 5 Click OK If you are also using the Stock module you are prompted to record this action FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 369 12 Enterprises Feeding livestock When using the software to track livestock costs you must enter all feed usage Feeding links to the inventory 1 Inthe nputs tab scroll to the Animals group click the icon to open the group right click the group for which to record the birth and then select Feed Feed Animal Description Ewe 1 Current Oty 36 head Date 22 2010 3 Feed tems Supples Blends Harvester Crops Add to Schedule Unit Cost Feed Schedule Hear schedule bove as blend K Cancel 7 Help 2 Enter the Date of the feeding The Description and Cur
332. the Calculate Cost Per Lb check box for the software to determine the price per pound rather than the price per hundredweight 6 For purchased animals only enter the original price per pound or hundred weight and then record the total cost in the appropriate fields Animals you did not purchase but were bred and raised on your farm should have a total cost of zero 7 Enter the date of purchase in Purchase Date Even if you did not purchase the livestock you must still enter a date Substitute the date the last animal in the group was born for the date of purchase 8 For breeding stock enter the Accumulated Depr eciation and Current Year Depr eciation ASK YOUR ACCOUNTANT If you do not know your accumulated or current year depreciation on equipment and structures as discussed earlier consult your accountant or tax preparation professional These amounts can be added later but must be entered before printing reports for your accountant or tax professional and tax forms for the current year tax reporting 9 Click Record 10 Repeat Step 2 through Step 9 to add more livestock as required 11 Once you add all the required animal groups click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 143 4 Initial Setup Recording information in the Stock module If the Stock module is also installed a message appears prompting you to also record the information there 1 Click Yes to record the action in the Stock module Th
333. this information and return to the Payments and Purchases dialog In the tems Purchased area click the Inventory Supplies icon and then enter any additional supplies purchased As you prepaid the supplies click the Prepaid Accounts icon on the How You Paid toolbar to reduce the prepaid balance In the Prepay list click the applicable prepaid account for the supply you purchased for example Prepaid Seed East Central Co op Prepaid Purchase Frepar imien ei aa 6 lec Bn Vendor Account Description Prepaid Seed Local Co Op Current Value 8000 00 Pay Amount 4 750 00 New Value 250 00 X Cancel i Retire Help 10 Enter a positive number in Pay Amt and then click OK 11 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 180 5 Payments and Purchases 12 After you have made all entries and your transaction is balanced with a difference of zero dollars click Record and then click Done Payments and Purchases Purchase Options Payment Options Vendor Joumal Entry Date Local Co Op i 9 20 2012 ff lll Attach Files Description or Invoice H Add to list of templates lems Purchased i SES eE ig Herbicide RT 541 8 000 120 00 E Credit for Returned Herbicide a Total Purchase How you paid Total Payment Difference 0 00 Record Done Help Returni
334. tial balance of an existing loan select it from the Current Loan drop down list or select lt New gt to add a new loan and then enter an Account Description 3 Enter the principal Balance do not include interest due as at the date indicated 4 Enter the principal due within the next 12 months in Short Term The software automatically calculates and displays the long term portion of the loan that is the amount due after the first 12 months FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 153 4 Initial Setup FAQ Do I need to enter the exact amount of the short term principal of my loan Answer No you can enter an estimate if you do not know the exact figure For example if you have a ten year 70 000 loan you can estimate that you will pay 7 000 per year in principal repayments by dividing the loan amount by the remaining number of years This can be changed to a more exact amount at a later date 5 Click Record 6 Repeat Step 2 through Step 5 to add a new loan as required 7 Once you add all the required loans click Record and then click Done Setting up CCC Loans and Other Liabilities Use the initial setup of other liabilities to establish charges that do not fit in the other categories Other liabilities may consist of payroll taxes payable that is payroll taxes from a prior year that are not paid until the following year or Commodity Credit Corporation loans that is CCC loans FAQ Where can
335. ties and then right click Add Account Other Current Liabilities Account LL Corm Loan Cts eating Account fm Mone Recrui f Expense Enter an Account name for example CCC Corn Loan Each commodity with a loan requires an account In the Offsetting Account area do one of the following If you are treating the loan as income for tax purposes when receiving the loan select Revenue and then select CCC Loan Income Ifthe loan is not treated as income until the crop is sold select None By selecting an Offsetting Account for the liability the loan will post as a liability to the Accrual General Ledger and as income to the Cash General Ledger To record a partial payment of a CCC loan 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog Complete the Vendor area as described on page 160 In the Items Purchased area click the Other Expenses amp Payments icon _ 4 In the Expense and Other Payments dialog select Other Account and then select the account you set up from the list FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 198 5 Payments and Purchases 5 Enter the full Amount of the CCC loan not the difference between the loan and the amount forgiven by the Commodity Credit Corporation and then click OK Expense and Other Payments Amount 5 000 00 2010 Operating Loan Long Term SE nence secaun FIF Loan Short Term C
336. ting When a crop is transferred to a supply the software records a sale back to the fields that the crop was harvested from while applying the cost to the livestock or next year s crop enterprises for the same amount This allows you to use your enterprise statements to identify how much profit each area of your farm generates This has no effect on your cash books for tax purposes To transfer a harvested crop to a supply 1 Select Accounting Inventory Maintenance Transfer Crop to Supply Transfer Crop lo Supply Harvected Crop to Tranter Lrop ANU Lown Location Gran Br Date 1171872010 Uly on Hand OFS0 000 bushels Oty Removed 750 buchale Lira Coral 15 Total 6 262 50 Supoly braacrbory bo lrcoease Supply Ferl Cure 7 Decciiption Feed Cor fem Feed o l Uy toAdd 750 Units 2 Select the Commodity 3 Select the Location from where you are taking the crop The list shows all locations that have an inventory of the selected commodity The Qty on Hand at that location appears 4 Enter the Qty Removed where indicated and the Unit Cost or Total Cost of the transferred crop This will default to the last cost that you used for a transfer Note For accurate enterprising this amount should normally reflect the current market price of the commodity what you would have received if you had sold the crop This transfer will have no effect on your cash general ledger It will post a sale
337. to change to the required year Click OK Open Year If you have already entered figures for the year opened those amounts appear otherwise your spreadsheet is blank FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 331 10 Budgets and Market Value 3 To complete the spreadsheet you can do any of the following a Ifyou have been keeping records in the software you can complete parts of the spreadsheet automatically To do this click in any cell and then select an option from the Fi menu You can fill a single cell a row a column or all of the spreadsheet For each of these you can then select from the following options Current Balances uses current year expenses and revenues for the budget amounts Last Year s Balances uses the previous year s expenses and revenues for the budget amounts This is the most commonly used option Previous Year s Budget uses the previous year s budget to complete the current year s budget You are prompted to enter a date for the previous year Value requires you to enter a single value which is copied to a row column or all of the table b Enter an amount in the Total column The amount will be spread evenly over the twelve months c Enter or edit individual values by clicking a cell and then entering the value X Tip To enter a value 1 Click the cell you want to use and then select Fill 7 lt Row Column All gt Value Budget Fill Value Hew Va
338. to enter weather observations and apply them to one or more fields The information can be edited applied to additional fields removed from fields or deleted Adding weather information 1 Inthe Weather tab click Add Fields Weather Information Day Ill lnc Date 0 O lt Unassigned Client gt 57472012 d 0 D t r Seed Company j 0 it DY Seed High Temperature Ter Low Temperature 49 Precipitation 0 in Humidity Anny Smith eg Farms oOoooomene 2 Inthe Weather dialog a Inthe Fields area select the Farm Fields to which the weather information will be applied b Inthe Weather information area enter the Date High Temperature Low Temperature Precipitation and Humidity c Click OK FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 87 3 Field Record Keeping The weather information appears in the Weather tab Jabs A Map Weather Eh Invoices Date Field High Low Precipitation Humidity a420i DY 3 DY 4 61 00 0 000 in 45 00 You can now do any of the following e To edit weather information select the item and then click Edit To clear Clients Farms Fields clear the check box Once you have made the required changes click OK e To delete weather information select the item and then click Delete e To add additional weather information click Add Viewing and printing a weather report 1 Do one of the following Select Reports All Repo
339. to save time in the future a Select the Add to List of Templates check box in the Payments and Purchases dialog b Once you balance your transaction click Record to post it FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 196 5 Payments and Purchases c Inthe Save Template dialog enter a template name and description and then click OK Save Template Templales lt Mew gt Descnption Lites home amp Fann Spit aa X Cowo F H The Payments and Purchases dialog clears Other expenses and payments With the software you can also make payments for assets not covered by the other categories These include e Making partial payments on Commodity Credit Corporation loans see page 197 e Paying rent for land see page 200 e Paying veterinary bills see page 202 e Setting up and using hedging accounts margin calls see page 206 Making partial payments on Commodity Credit Corporation loans This section explains how to enter the payment of a Commodity Credit Corporation CCC loan where you pay only part of the balance and leave the remaining balance unpaid If you do this the software records the amount of the loan that will not be repaid as income FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 197 5 Payments and Purchases To set up a CCC loan in the current fiscal year after initial setup 1 2 Select Accounting General Ledger Chart of Accounts scroll down to Other Current Liabili
340. ton as the transaction details for the interest and principal payments have been added i II 2 1025 F Banking Conter B 740 00 60 411 81 Making payments for family living expenses You can use the Payments and Purchases dialog to record personal or family living items as well as farm expenditures To record a payment made with petty cash 1 Click the Record Payment Purchase icon on the Checking toolbar to open the Payments and Purchases dialog 2 Complete the Vendor area as described on page 160 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 193 5 Payments and Purchases In the Items Purchased area click the Family Living icon fal Family Living Oheerte Jon Smith Draving Category Groceries x Amoun 175 0A X Cancel 2 Help If your farm is not incorporated select the proprietor who made the purchase in Owner Select the type of drawing from Drawing Category list or select lt Add Edit gt to add a new category Note If you do not want to track this type of information use the Miscellaneous Drawing Category to classify all personal expenditures 6 7 8 9 Enter the Amount of the transaction and then click OK In the Payments and Purchases dialog click the appropriate toolbar button in the How You Paid area to select a payment method The software automatically completes the information in the selected payment dialog In this example click the Cash icon l C
341. uder F LIne F icida ide iicide i oo ow Pemi ooo oo 0 00 m Fill Col Adli Remove Add Equip _ Remove Equip FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 35 2 Setting Up Farms Fields and Inputs In the Landlords dialog F Landlords Landlords D amp 7 Seed Company Johnny Smith Day IIl Ine Johnny Smith Johnny Smith Smith Farma Properties se Add Retire Show All Categories Show Retired FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 36 2 Setting Up Farms Fields and Inputs 1 Click Add The Contact Properties dialog appears Contact Properties General E Address re Contact Er Category Hame Title l First Johnny Middle R Last Smith Suffix Full Hame Johnny 5 rmith Sorted Name Johnny Smith Business Smith Farms Job Tithe Owner Tax ID Vo OK X Cancel 2 Select the General tab and then enter the Landlord s name or business name job title and Tax ID business or social security number 3 Select the Address tab to enter the Landlord s address information 4 Select the Contact tab to enter the Landlord s telephone numbers paper number email address and web address 5 Select the Categories tab to select as many of the following as apply Sell To Buy From Pay To 1099 Required Landlord automatically selected Other for labels general contact 6 Click OK twice to return to the Landl
342. ues showing change them if required and then click OK The Payments and Purchases dialog displays a summary of your transaction 10 Click Attach Files to attach an invoice or receipt See Working with attachments page 213 11 Once you balance your transaction click Record to post it and then click Done FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 190 5 Payments and Purchases Making payments on loans with unknown principal and interest There can be times when you need to record a check for a loan payment when you will not know the breakdown in the principal and interest until later To record a loan payment where you do not know the principal and interest breakdown 1 2 3 Click the Account Register icon on the Checking toolbar to open the Account Register Select the account to make the payment from E Account Rogister from 1 1 2012 to 2 2 2012 als 5 AE leaa ae Eaa e Ea aL Account Fw Banking Cerba Save r Ald FE e LT OT y Ajaj manna Trans franser o S o 400000 gp eem E ee Click the blank entry at the bottom of the page to enter a new transaction E Account Register from 7 1 2010 to 7 15 2010 Fle View Activities Help als 0 eal SA Account Fw Banking Center T vae owr fpo vesenmon wepoon en Pament pance J P en f feaancorowaa f www o S oo Wom wm a CTCL x Be Dese Wa Dotai a Ifthe date shown in th
343. ugh Step 6 to add more structures as required Once you add all the required structures click Record and then click Done Setting up Equipment Equipment includes tractors implements farm vehicles and even office equipment The equipment setup in the Initial Setup should include only equipment owned as at the start of the fiscal year Rented equipment or equipment that is borrowed from others should not be set up in Initial Setup The software adds the equipment setup data you enter in the initial setup to your balance sheets FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 138 4 Initial Setup 1 On the Initial Setup toolbar click the Equipment icon rea i J Initial Setup of Equipment Worksheet Current tern hawd Pern is mot used in Fanning Jobs Descniphan I ractor Accounl Machinery amp Equipe Purchase Date 3 21 2001 Oncyinal Cost 29 450 00 Accumulated Depr 5 450 00 fas of 12 31 2009 Book Value 0 00 as of 12 31 2009 Curent ear Depr TUUU Record W Done gt Delete Halp 2 Ifyou have already added equipment using the record keeping section and you now want to add the equipment to the software for financial reporting select it from Current Item Otherwise select lt New gt in Current Item and then enter an equipment name in Description f the item was not previously entered with the Trac module the item now appears on the nputs tab 3 Ifthe item is not used
344. upplies Use the initial setup of supplies to enter farm inputs such as feed seed fuel chemicals and fertilizer that your farm possessed at the beginning of the year You must enter this information before using supplies in farming operations with the record module The software reflects supply inventories in the accrual books for your farm only which have no effect on the Cash General Ledger 1 On the Initial Setup toolbar click the Supplies Inventory icon a Initial Setup of Supplies Inventory Curren kerr Description Accourit Cucintiby Unit Cost Total Cousi Decor X Done i Delete Help 2 Select the Current Item from the drop down list or select lt New gt to add a new supply item and then enter a Description 3 Select the account for the supply in Account or select lt Add Edit gt to open the Chart of Accounts dialog where you can add a new supply account Chart of Accounts Setup Please set up accounts in Chermicals the arder green below Feed Fertilizer 4 Lire w Supplies Fuel 4 Dil C Crops Hay C Resale Lwestock Medine Breeding Livestock Misc Pests cE Misi Supplies penises meer Revenue Cems select account name then press record to add accounts to your Chart of accounts Existing accounts will appear grey New Accounts Account i Ed Record b Dorne 7 Help FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 148 4 Initial Setup 4 Select Su
345. ust complete it before closing the first fiscal year FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 120 4 Initial Setup The following table lists in alphabetical order the information that the software requires when to add this information and the section of this user guide where you can find instructions on entering the information What to enter Accounting Options Accounts Payable Accounts Receivable Bank Accounts Chart of Accounts Equipment Field Inventories Fields Map Drawings Harvested Crops Icon Setup Improvements Land Livestock Loans Other Assets Other Liabilities Structures Supplies Prepay When to enter it Before setting up accounting information Before recording the payment Before recording the receipt Before you record checks and deposits As needed Before closing first year end Before harvesting crops Before recording farming actions Before selling crops Before recording farming actions Before closing first year end Before closing first year end Before selling animals Before recording a payment Before closing first year end Before closing first year end Before storing crops or closing year end Before applying to fields Before closing first year end FARM WORKS ACCOUNTING SOFTWARE USER GUIDE See Beginning the Initial Setup see Initial Setup Quick Setup page 124 Setting up Accounts Payable see Setting up basic accounting features page 131 Sett
346. vest is recorded it is in effect sold from the field enterprise to the marketing enterprise Adjustments made to the commodity by over selling or adjusting is only recorded as a gain or loss on the marketing enterprise If the harvested amount is incorrect you must adjust the harvest job The completed operation is added to the Jobs tab in black text and shows the Completed icon jg for every field where the operation was performed If you do not plan to set up more jobs using current inputs click the Remove All icon to remove the items from the Working Group Entering Scale Tickets When entering a harvest operation you can also enter scale tickets This can be an easy way to calculate yield and allows you to keep these records and print scale ticket reports Scale ticket information is transferred to Qty Harvested and Yield ac in the Farming dialog Scale tickets may not be available at the time of harvest you can enter an estimate when you set up the job and enter accurate information when it is available This overrides any previously entered values FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 75 L In the Farming dialog click Scale Tickets in the Harvest Information area Farming Job Name Smhmz Sean haveno Region Name Select Task Field Hame 12 Smith John D Uuantity hours Costing Rate S hows 25D E sa Fale a Te Oooo o oode Oo O oE ___SealeTickets__ Scale lickels Home 41
347. view shows the first page of the report To view other pages click the Next Page or Previous Page lt icon Daily Weather Report 141992 12 94 2042 Date High Low Precipitation Haunnidity Sith 1 HU Z HTT qu DUN iri 15 Average Tola Bi 49 0 00 in 45 miih t5 T2012 EEN er 0 00 in 100 Average T otm 95 gr 0 00 in 100 Sth 3 S201 F i 43 0 00 in 45 Average Total 0 00 in 15 Srrilh 2 SMU q9 DOU i 45 Average Tol qo 0 00 in 155 Dit F3 PASO 0 60 in 100 Average Taim j ad 0 60 in 100 DY 7 VATA i 24 0 60 in 100 Average otal g UEN i TUU Dr i iA SNT 34 UEU ir TUU Average Toti a WEU i 1U0 Cy 4 Sif F i DUU iri 45 BARD ay O75 in BOS in Sus ig DEU i 100 Average Tola i 0 65 in Be Creating invoices If you are using the Farm Works Accounting software you can create invoices for use in billing custom hire work supply and crop sales and Landlord percentages 1 For more information on printing invoices from the Farm Works Accounting software refer to the Farm Works Accounting Software User Guide Make sure that the equipment people and supplies to be used in invoicing are set up correctly 2 Inthe nputs tab expand the tree for the required category right click the item you want to include on the invoice and then select Properties FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 91 3 Field Record Keeping 3 Inthe Properties dialog select t
348. vou may how USA accounting Total Described 100 000 ss Automatic Equity Allocation Clear all Equity Done te Delete Halp a Enter the Name and Owner s Percentage for each owner in the partnership by selecting from the drop down list and entering the information where indicated If there is only one owner proprietor enter 100 in Owner s Percentage Leave Equity blank b Click Record to save each owner s information Once you enter all owners the Total Described figure should be 100 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 125 4 Initial Setup c Click Split by Percentages This allocates the amount out of balance to the owners equity accounts based on the percentage they hold d Click Done The Setup Account menu is replaced with the Accounting menu To set up a corporation Initial Setup of Equity Corporation Equity Summar Capital Stock 0 00 Total Assets 0 00 Less Prefered Stock 0 00 Total Liabilibes 0 00 Total Equity 0 00 Paid In Capital 0 00 Out of Balance 0 00 Treasury Stack 0 00 Yow initial setup is now in balance You may mow use Retained E aming accounting Urappiupialeu 0 00 Automatic Faty Allnesatinn Appropriated 0 00 Balance to Unappropriated Retained E arnings OK K Cancel Help a Enter the various equity balances listed if you do not currently know them enter them later If you are not sure what amounts to enter consult your
349. want to record a sale before you are paid that is when you will bill a debtor who will make payments on account The software enables you to create receivable accounts for these sales Later when you record payments made the software reduces the amount of the receivable accounts To enter a payment by a customer on a previously recorded accounts receivable sale 1 Click the Record Income or Sales icon on the Checking toolbar to open the Income Sales and Deposits dialog see page 233 2 Complete the Purchaser area as described in The Purchaser area page 234 FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 256 3 6 Income Sales and Deposits In the Items Sold area click the Received on Account icon Receive on Account Renewable Due Date Amt Recenwec 7 1 0108 4000 00 Amt Rocorwed 2500 Mecene on Account Total 0 00 WO OK K Cancel Help The amounts owed by the debtor appear in the Receive on Account dialog Select the receivable account for which the purchaser is making a payment in the Receivable list Enter the Amt Received and then click Receive on Account The amount entered appears in the Amt Received column Repeat Step 3 through Step 5 for each invoice for which the purchaser is making a payment The software calculates and shows the Total The tems Sold area now shows the total sold tems Sold Total FAIRE FLL G Click the appropriate icon in the How You Deposited area to s
350. year and commodity in the Crop list for example 2010 Corn or select lt Add Edit gt in the list to add a new commodity in the Crop Setup dialog As with Location commodities and enterprises already set up appear in the drop down list Crop Selup Currant Crop x New gt Crop rear n Commodity Com Account Coun cond W Done Delete PF Heb 5 Click Record and then click Done to return to the Initial Setup of Field Crops dialog 6 Enter the Cost per Acre or Total Inputs The software calculate the figure not entered FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 146 4 Initial Setup 7 Click Record 8 Repeat Step 2 through Step 7 to add more field crops as required 9 Once you add all the required field crops click Record and then click Done Setting up Harvested Crops You can use the initial setup of harvested crops to set up any commodity in storage at the beginning of the fiscal year that is crops that are harvested but not sold Examples include crops stored in grain bins or at an elevator co op or other organization You must enter this information before recording crop sales Harvested crop inventories are set up in your accrual books only and have no effect on your Cash General Ledger 1 On the Initial Setup toolbar click the Harvested Crop Inventory icon FEV Initial Setup of Harvested Crops Current Harvested Crap lt New gt Storage Location Grain Din x Store
351. yments on Commodity Credit Corporation loans 197 Paying rent for land a lt 6 lt 8 lt 5 566 d40 ese 4424 4 ba ede twee ee eS 200 Paying veterinary bills 0 0 0 0 eee ee 202 Setting up and using hedging accounts aoaaa a ee 206 Creating and using templates aoaaa aa 211 Working with attachments oaoa ee 213 Adding an attachment when creating anentry 000 ee ee eee 213 Adding an attachment to an existing transaction 0 00 eee 215 Making corrections to payments and purchases 0 0008 eee eee 215 Editing transactions 2 lt lt lt c42ccA8e84 844 684464 oe ee RNE ENE 215 VOIGINE CNUIES ecr sae Sea wean e eee ae BREE ERE HESS RES 217 Printing checks reports and forms oaaae a 220 Selecting check styles 2 2 ee 220 Printing individual checks 2 0 221 Printing batches of checks 2 a L 222 Printing Accounts Payable reports aoaaa a 224 Printing the Purchases Report oaaae a ee 225 Printing 1099 forms aaa a 228 Income Sales and Deposits 2 eee eee ee ee tt ee es 232 Income Sales and Deposits dialog 2 a a 233 WIEN Der s serres A ce ee eee eee ee eee ee eae ee 233 Calculator DORON ka ahd aig dw ee ERR REE A OO E EEE SEEGERS 234 The Purchaser area a 234 The Items Sold area 2 ee 235 The How You Deposited area 2 a a 235 SAlCSa saa eee eee eee ea eee ee ee eee 240 Selling harvested crops at net values aoaaa
352. your business is a proprietorship or partnership Purchases Select either e Record at Discounted Value if you usually take early payment discounts for your purchases The software will record the net of discounts on your books and keeps track of the amount of discounts lost e Record at Gross Amount if you do not usually receive early payment discounts The software will record purchases without discounts and track discounts that are taken FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 122 Tab 4 Initial Setup Action Budgets Select one of the following for budgeting e Use fiscal year e Select the other option and then select the required month from the drop down list from which to start the calendar year If the farm uses a fiscal year that varies from the calendar year the calendar year can still be used for budgeting purposes Equipment Equipment Trade Ins Select one of the following e Keep traded item on General Ledger for depreciation e Remove the traded item Depreciation listed on the new item 3 Click OK The software now displays the Setup Account menu to complete the initial setup select Setup Account and then select the required option from the list Alternatively select the required icon on the nitial Setup toolbar to open the dialog Once you complete the initial setup select Setup Account Exit Initial Setup The Accounting menu appears This allows you to access the information ad
353. yrolls entered in the Pay Calculation dialog that have not yet been recorded Click Print and then click the Print icon in the preview pane Used to print a register of the payroll entered It is recommended that you review this report closely before you update the payroll If you find a mistake return to the Pay Calculation or Time Sheet dialog to make the necessary changes Used to record the entered payroll on your books From here you can also print the paychecks FARM WORKS ACCOUNTING SOFTWARE USER GUIDE 315 9 Payroll Entering time sheets 1 Inthe Time and Pay dialog click Time Sheet Time Sheet Employee Matthews Bill ki Pay End Date H neni nl es ME FAAP TAARA TAMA Tinanin mania a Ja wednesday Tursa Proar Saturday sunday Monday Staring Til f j 6 00 p m Manow e J ow J os oe es oo o w a Hours Regular an an Cvertine 425 Total 4495 Berard Done 7 Help 2 Select the first Employee 3 Enter the Pay End Date for the payroll 4 Enter the Starting Time and Quitting Time from the time sheet for each day of the pay period To enter them you do not need to use a colon the letters P and A are also used to switch between AM and PM For example enter 8 00 AM as 800A As you enter the starting and quitting times the software computes and displays the Regular Overtime and Total hours 5 Repeat Step 2 through Step 4 for th

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