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Financialdata Manual

1. 1 Herd 207 reali Supay Gc gt 222 duuma fur Taw u 24 D EN E eee en De 79 Example 5 Payments Number 65 Journal Entry to allocation fertiliser from stock to crops The assumption here is that the fertiliser was paid for and that transaction entered before it was known which crops it was applied to The transaction could not be changed as it was reconciled and VATed The total amount is taken awav from the original Analvsis which was not Sub analvsed and then entered and Sub analvsed to the various crops so that crop margin analvsis and budgeting are made easier using the Sub Analvsis lisnediun Dar Peorivt Sldu fur Pagrimiz Alia Torta N maer Cheque Ff ho 65 2100 2007 y 1 March 2027 More Add Fo diver Aus Anhur Lad Yoo D Fre Paynerd vU lu Anas Example 6 Payments Number 65 Purchase of a new tractor with an older tractor sold as a trade in The new tractor costs 36425 00 VAT included so this total must be entered as a payment to make the VAT return correct The 31000 00 will be added to Machinery of the balance sheet The trade in value of the old tractor was 18800 00 including VAT so this amount must also be full entered to produce a correct VAT return The 16000 00 will be deducted from Machinery on the balance sheet BIONA 1 Mam 9007 leta Supply Uo hew meter D 705
2. Jehan la fem DI Pre Payne Jey lu Arcos Descrip ar Suantry Valuc Le cc sacos RU Mn 82 Example 7 Payments Number 67 A new tractor purchased with a trade in and the balance borrowed Similar entries would apply for hire purchase and leases where leases are capitalised In this case only the VAT balance is paid from the Bank at the time of purchase so Bank must be 2625 36425 00 must still be entered as a payment so that VAT can be claimed as must the total sale price of the trade in The difference between the two net of VAT 15000 00 is the amount borrowed which is in effect a receipt of a loan and thus a contra so the total contra will be the trade in 18800 00 plus the loan 15000 00 which comes to 33800 The contra 33800 00 plus Cash 0 and Bank 2625 00 comes to 36425 00 therefore the payments side of the transaction the new tractor must be 36425 00 Machinery on the balance sheet will change by purchase of 31000 00 and sale of 16000 00 and loans will increase by 15000 00 D Paymi EG Terezehen Aicheis Cua Nomis t7 Naw 2103 2007 v leize 1 Manh 2057 M Name Ta A Ticac7piten Cuda 338 7 Ca 0 Eark 262 Cheque et ho wes Status h ez rcied E ll An Daa End Next Prey aun xt kor 83 Jeszrplian 1 Guar it Vaue rear o ly ENE ES E E E 84 Example 8 Payments Numbe
3. 0 00 e cece eee nee 90 Sub Analysis Codes General Codes L L 93 APPENDIX C VAT Classifications 2 272 oh B l eta Lots sensi RR alld 95 APPENDIX D Monthly Check Est 4 aia PR REN 97 APPENDIX E Year End Cheek list cer EA u B 98 APPENDIX F Road Fuel Scale Charge cocaina ERE A RRERIAS 99 APPENDIX G Backup amp Restore Routines oooooooocoooooo o 101 jv INTRODUCTION I 1 What the System Does Welcome to Financialdata The program described in this manual is one of the Farmdata family of computerised management information systems for agricultural businesses Financialdata uses the processing power of a computer to ease the clerical workload of routine business transaction recording and to produce from it much valuable management information The system produces bank reconciliation audit trails and the VAT return in the usual format Where it differs more distinctly from other business accounting packages is at the input level Financialdata creates reports from remarkably raw data It does not require setting up of an intricate double entry system in the farm office I 2 The information it needs From the recording viewpoint the Financialdata system is really an electronic version of the familiar cash analysis book The only significant effort necessary to make Financialdata operational is to give the system a framework in which to store and process transaction entries This is provided by the Aggregate Codes a
4. Other Limits can be set on any of the reports by clicking the Limits Button ja Analysis Reports gt ntz MI armas Venir i stow Uoang This Year Show ast Yer I alis Code zs a DO VAT PAID gk came se ST Summarised Version Only the total value in each codes are shown the individual analysis entries are not Show Codes with No Trans Codes with no analysis entries are shown also Show Closing If Closing Creditors And Debtors have been entered these will be shown as totals at the end of the each code A Budget set will have to be selected as the source of these figures Show Last Year Any entries which have been coded within Code 102 will be picked up and shown at the end of the appropriate code Analysis This is used to restrict the list if required For example you may only want one or a range of codes or names Sub Code Only applies to a Sub Analysis Code report It can be used to restrict to one or a range of codes 58 Example of an Analysis Code List Payments By Analysis Code 20 1707 The Minni Farm Accountinz Y ear 2007 2008 No Date Name or Description Analysis Description Sub Value Quan P Unit G5 710307 Ferriter Allocation Rarlay BAR mma 506 18000 Total for 141 Fertiliser Nitrogen 220 Sprays Arable 54 21 03 07 TertliserS apply Co Sarays A adle 50 00 Total for 220 Spravs Arable 20 00 250 Cumpuund Feel Tounes 18 17 03 07
5. Running a month end for Period 12 invokes the year end routine automatically This cannot be reversed except by restoring from a backup You should therefore take a backup on fresh disks and keep those separately please refer to Appendix E Year End check list Monthly Check list Cash Book 1 All payments entered from cheque book 2 All receipts entered from pay in book 3 All transactions entered from the bank statement ie Direct Debits Standing Orders etc 4 All petty cash transactions entered 5 Bank Reconciliation 6 Printout of the Cash book for the month 7 Printout analysis by Analysis Head if required and check for mispostings 8 Close month and if applicable produce VAT report see note above 108 APPENDIX E Year End Check list Year End Check list 1 Complete Monthiv check list Appendix D for final month but do not run the month end part 8 2 Ensure any cancelled cheques have been removed from unpresented cheque list by the method shown in Appendix A Example 8 3 Take printouts of complete Cash book 4 Take printout report by analysis head 5 Take printout report by Aggregate Code and Sub Analysis if required 6 Do Journal entries to correct any mistakes or re allocate costs Before running the year end closing month 12 you must the a backup preferably on newly formatted discs and keep it out of your normal backup routine Should you wish to keep a copy of the data available on the
6. Yes Yes Yes No Exempt Exempt No No No No 101 LOANS 860 NEW LOANS DEPOSIT ACCOUNT 940 TRANSFERED FROM DEPOSIT MACHINERY 960 MACHINERY SOLD INVESTMENTS 980 INVESTMENTS SOLD LAND 990 LAND SOLD 102 Exempt No Yes Exempt Exempt Sub Analysis Codes General Codes Code BAR BEE CHI DAI GRA OSR PIG POT SET SHE TI T2 Description BARLEY BEEF CHICKENS DAIRY GRASS OILSEED RAPE PIGS POTATOES SET ASIDE SHEEP TRACTOR 1 TRACTOR 2 WHEAT 103 DETAILED ANALYSIS OF MAJOR COSTS Aggregate Codes Machinery Repairs Analysis Numbers Machinery Vehicle Plant Ropa Repairs Repairs Sub Analysis Codes Tractor 1 Tractor 2 Combine 104 APPENDIX C VAT Classifications STANDARD RATED GOODS AND SERVICES Accountant s Fees Artificial Insemination Business activities of a Government Department Binder Twine Commission Contract work for which there is a payment in cash or kind Camping facilities and car parks Coal amp Coke Consultant s Fees Cottage rents if let as holiday accommodation Diesel Oil Hlectricity Erection of new buildings Fertilisers Fencing and drainage Farmyard manure Fishing and shooting rights Gas Hire of machinery or implement Horse and ponies Haulage Hire purchase charges on items costing more than 2000 Grazing wintering and land let where a service is supplied with zero rated goods Leasing charges Machinery and vehicle repairs MLC
7. Once you are happy with the selected transaction click Activate The selected transactions will be written into the next available numbers in the cashbook Transactions are written in the order they are displayed on the screen Cheque Numbers will be allocated as set in the Maintenance section It is possible to activate a transaction more than once in a period by going through the routine a second or more times This may be required where a transaction slips over a month if is set for the last days of the month Any transaction can be deleted as normal but the transaction number will be lost 30 Chapter 4 Month End This section covers the Bank Reconciliation the VAT reporting and the Closing of a month za Tinancial Manecement System The Mount farm file Utilities ep ali X c Mount Farm Month End E ransaciors 0 43 Karning Irarsactinns H Bark i BEE Month End J Bark Reconcilisticn 1 Bank Balances Y Vat Fesors 29 Dank Decorclistos 4 Perind End EY Vat Acperts gg Period Enc gg Rudcers il Ba this Year H E Marrenance Routines mg Repurts 4 1 Bank Balances LI Bank Balances Pos tion a3 zt cho List 3zcznczilztion x Foconcilod E 703773 Arta Ilsien feist Adusted dmca feist Zahr Ha d hi Pur blur as ol E er in ul l a fan dan zam Zach ih Hard This section shows you the key bank current account balances of the business It is used initially
8. Three months are open at any time thus giving the option of entering transactions into a month after some transactions have been entered for the next month The three months given as options are moved forward as the year progresses This is controlled by the month end routine which closes a month When a month is closed the VAT report is produced if it is due for that month Transactions can no longer be entered in the closed month and the three available periods for transactions are moved forward For instance when the first month of the financial year say January is closed months February March and April are then available Most transactions should be entered by reference to cheque books and bank paying in books and the associated invoices receipts The cheque and paying in dates should be those used in the entry Direct Debit standing orders bank transfers etc should be entered from the bank statement with reference to any associated invoices receipts 20 Click New to add a new transaction amp Payments TO Number 58 Uata AIMANT v Feriod 1 March 2007 Ss Name Fira 132 Co Add Mieserpiian Certre 8000 Lesh U JUUU Ezrk 3750 Urecue Het No 707528 Statua Unfecercilsd Number Date Period Name Description The Receipts or Payments Transaction Number which appears to the upper left of the screen in every entry should be noted on the invoices or o
9. adjust values from one code to another Appendix A Examples 4 amp 5 Here you have no value entering or leaving the business therefore we need no entry in Contra Cash or Bank The description should give some relation to the original entry You should move to the analysis screen in the usual way We must end up with a total analysis on this screen of O therefore you must use positive and negative values Enter the code you wish to remove value from where it was posted by mistake and enter the values you wish to remove as negative values Remember to use sub codes 1f they were used in the original entry and to use negative quantities if relevant Enter another line of analysis to the new code using positive values Use as much description as you need to make it clear why you are entering this journal 2 3 Modify Transaction This allows for the amendment of a transaction after it has been entered There are however some restrictions on amendments If a transaction is in an open month and has not been used in a reconciliation it can be deleted or amended in any way you wish or moved to another of the current open periods Once a transaction has been used in a bank reconciliation the entry in the bank box cannot be changed but any other detail can be changed The entry is deemed to have been in a bank reconciliation if it has actually been reconciled with the bank or been used to calculate an adjusted balance one of the unreconciled entri
10. Fina Co Pred Ver 20195 4 B 10 0307 Tractor Suppiv Co Machinezy spars 1978 7 0 17 0307 The Penso Meat Ca 72 ams 747 sg u TZDAD The Vari MI Cond B awx 351 sor 17 0307 The Penso Meat Cn 74 ams 21 m v 12030 The free Meal Co 13 Laws 12 Hu U 1 030 The Fissi Meal Co 36 Lawes 333 Mm u 1 0307 Willey al Espens lo Talot 11 li v 1 030 Ges Sta wu Pel ul 2191 l U 13 0307 Tractor Suppiv Co Tosd N948 KSA 423 pm U 17 0307 mat Smat Vel 1690 Su 31 0507 Tinazce Co 1750 00 Total or Pavments 1638 93 Recelpt No Status Date Name Description VatQOut VatIn nu 1 030 Smh PJ Conlzacl Spray 32142 Total for Revvipts 31142 i rp The Above is a list of all payments and receipts which had VAT in August and the value of that VAT E This should be the values shown in the appropriate boxes on the VAT return The Screen below shows the Box totals for VAT return for the same month Vat Report ILAT Page 2 The Muunt Farm Periods March 2007 Month lv Accounting Y ear 2U07 2UU8 1 VAT duc in this period on Sales and othcr oup uts 321 09 2 Vat due im this period va acquisicions rum viher EC Member State 0 09 3 Total VAT due the sum of boxes 1 and 2 321 04 4 VAT reclaimed io this period uu Purchases and other inputs 2638 93 S Nec VAT Refundable by U 4 E Difference between boxes 3 and 4 2317 63 6 Total Value uf sales and viher vutp uts cacludioz VAT 23907 7 Total value of purchases and all other inputs exclu
11. Or Figures can be amended as required by clicking on the value They are entered by the Aggregate Code Four special codes are used 6AA for Last Year Machinery Depreciation and 6BB for Last Year Building Depreciation and 9AA for Opening Bank Balance and 9BB for Opening Cash Balance New Aggregate Code values can be added as required at the end of the list They can be added in any order and will put into numeric order when you exit this set 42 5 3 Valuations This allows for the entry of live and dead stock values at the beginning and the end of the year Valuations are extremely important to the proper use of the system in that they are a crucial element in calculation of the profit and loss report and the balance sheet Valuations can be entered for all of the following items Output items aggregate codes 100 199 Variable Costs aggregate codes 200 299 Fixed costs aggregate codes 300 399 Opening valuations appear as assets in the Last Year balance sheet while closing valuations appear in This Year balance sheet In the profit and loss calculation valuations have the following affects Gross Outputs are calculated as Sales minus purchases of Output items minus opening valuations plus closing valuations eg Cattle Sales 15000 Purchases of cattle 10000 Opening valuation 10000 Closing valuation 12000 Gross output 7000 In other words the margin over purchases plus the increase in valuations go
12. amp RATES 340 RENT Yes 342 RATES amp COUNCIL TAX Yes 96 Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No No No 344 WATER CHARGES Yes INSURANCES 350 INSURANCE Yes PROPERTY REPAIRS 360 BUILDING REPAIRS Yes 362 FENCING DRAINAGE amp DI Yes BANK INTEREST 104 BANK INTEREST Yes 105 BANK CHARGES Yes FINANCE COSTS 375 H P INTEREST Yes 376 LOAN INTEREST Yes 377 OTHER INTEREST CHARGE Yes PROFESSIONAL FEES 380 AUDIT FEES Yes 382 LEGAL FEES Yes 384 OTHER PROFESSIONAL FEE Yes OFFICE amp ADMIN 390 TELEPHONE Yes 392 OFFICE amp ADMIN Yes GENERAL FARM COSTS 395 GENERAL FARM COSTS Yes PRIVATE DRAWINGS 760 PRIVATE DRAWINGS No INCOME TAX 780 INCOME TAX No LIFE ASSURANCE 790 LIFE ASSURANCE amp PENSI No H P CREDITORS 840 H P CAPITAL REPAYME Yes STOCK LOANS 850 STOCK LOAN REPAYME Yes LOANS 97 Yes Yes Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes No No 860 LOAN REPAYMENTS DEPOSIT ACCOUNT 940 TRANSFERRED TO DEPOSIT MACHINERY 960 MACHINERY PURCHASED BUILDINGS STRUCTURES 970 BUILDING AND IMPROV INVESTMENTS 980 INVESTMENTS PURCHAS LAND 990 LAND PURCHASED Yes Yes Yes Yes Yes 98 Yes No No Receipts Analysis Codes General Codes Code Description Vat Quantity Sub Codes Protected SPECIAL 100 VAT CHARGED No No Yes 101 CASH FROM BANK No No Yes 102 DEBTOR
13. computer you should Copy Data This option is found under the File Menu of the program Refer to page 9 of this manual 109 APPENDIX F Road Fuel Scale Charge This is an example of an entry which should be made to correctly enter the Road Fuel Scale Charge you need to register in each VAT Report It should be entered at the end of each month a VAT Report is to be produced every month if monthly VAT Reports are returned or every third month if returns are quarterly In this example the Gross Figure is 89 VAT 13 25 and net 75 75 Loren 2 X 31 03 2007 I March 2007 oac Fual Szale zharze Add seve mow 2eee Era noe Presova ext Hod 110 8 Analysis Lad Yea 1 PeCaynenl Receipts Analvsis Code 100 is VAT Charged Code 321 is Net RESC set up to go the Fuel Aggregate code This will net off against the cost of fuel in the Profit amp Loss account leaving only the value of the VAT as the expense 111 Payments Analysis Code 321 is Petrol 112 APPENDIX G Backup amp Restore Routines You are strongly advised to make backup copies of your data To do a backup you can use the utility supplied with the program which is located under the File menu hi Backup Data Select what 10 Backup All Data 5 This Risinass D Sdedzu Businesses 1 The Mourt Farr 2 The Mourt Tar 3 Ihe Mourt tar
14. fixed cost items plus opening valuations stocks minus closing valuations eg Fertiliser Purchases 12000 Opening valuation 1500 Closing valuation 500 Gross input 13000 This reflects the amount actually used in this financial year by the business 49 You can sub divide valuations if you wish to itemise valuations which come under the same aggregate code by giving each entry a separate code This can be a sub analysis code or simply a reference number of your own choosing eg Cattle valuations aggregate code 130 could be split up as above if separate Sub Analysis is not applicable Entry Number 1 Cows 2 Stirks 3 Heifers There is no limit to these numbers Sheep above are split by Sub Analysis code SE Ewes SL Lambs 50 6 3 Closing Creditors amp Debtors Fundamental to the process of accounting is allowance for debtors and creditors Opening debtors and creditors are accounted for during entry of actual transactions through the use of Analysis Code Number 102 Closing creditors and debtors however are by definition not involved in money transactions in the current financial year and therefore have to be entered separately Closing Creditors Payments and Debtors Receiptsjare entered as totals against each Analysis Head rather than as individual invoices or transactions DAA Figures can be amended as required by clicking on th
15. in setting up the business and later as a reference at any time particularly when reconciling the bank 31 4 2 Setting up a New Business When setting up a business all the bank balances should be set to the opening adjusted balance for the year This calculated as follows The Actual Opening Statement Balance 1034 34 Less The Unpresented Cheques at the Year End Chq No Value 100435 45 21 100436 103 54 100439 142 14 100440 1132 54 100442 32 13 100443 2350 00 Total 3805 56 Sub Total 1034 34 3805 56 2771 19 Plus Undeposited Receipts at the Year End Date Value 31 03 07 2352 19 Adjusted Balance 2771 19 2352 19 419 00 Once this has been entered in the Bank Balances Section you can proceed to the first reconciliation In the first reconciliation there will be entries on the statement which are not on the computer These are last years unpresented cheques and undeposited receipts as above You can ignore them as far as the computer reconciliation is concerned they have been taken into account by the opening adjusted balance If any cheques from last year are still unpresented at the end of the first reconciliation the closing balance entered for the reconciliation will have to be adjusted to take them into account as above 332 4 3 Bank Reconciliation The purpose of a Bank Reconciliation is to a Calculate an adjusted bank balance so that you know what the balance will be once all the cheques written are p
16. is not applicable Entry Number Cows 2 Stirks 3 Bulls There is no limit to these numbers 44 Sheep above are split by Sub Analysis code SE Ewes SL Lambs 45 5 4 Closing Creditors amp Debtors Fundamental to the process of accounting is allowance for debtors and creditors Opening debtors and creditors are accounted for during entry of actual transactions through the use of Analysis Code Number 102 Closing creditors and debtors however are by definition not involved in money transactions in the current financial year and therefore have to be entered separately Closing Creditors Payments and Debtors Receipts are entered as totals against each Analysis Head rather than as individual invoices or transactions Sat Number 0001 New Budzet Desupion Can paursd Feed Szravz Arazla Budng Rzpan Wal 8 Meal Patrzl om m m ere m emm m Jl aa Each Budget has its own set of Creditors and Debtors The figures will be displayed in the screen below A new Budget Set can be added by clicking on the Add Button at the end of the box Figures can be amended as required by clicking on the value New Analysis Code values can be added as required at the end of the list They can be added in any order and will put into numeric order when you exit this set Actual values for the end of the year may be taken from the entries in Months 13 and 14 to code 102 They may however not be complete as
17. recording fees Non edible horticultural products New or second hand machinery Paint Pet foods Petrol Press advertising Property repairs Sheepdogs Sprays Soil and silage sampling charges Subscription if association VAT Registered Telephone accounts Tourist accommodation and meals Veterinary services and medicines Wood Wool tems my be at a lower rate of VAT depending on the regulations currently in force 105 ZERO RATED GOODS AND SERVICES Animal feeding stuffs Bees Crops Creosote Eggs Grazing and wintering Livestock but excluding horses Milk Newspapers and periodicals Seeds of food and feed plants Trees and Bushes if used for production of edible fruit EXEMPT ITEMS Banking Cottage rents other than for holiday purposes Feu Duty Granting of credits and loans Hire Purchase charges on items costing less than 2000 Insurances Land let for growing grain etc Purchase or sale of land and existing buildings Postal services Rent Subscriptions if association is not VAT registered Wayleaves OUT WITH THE SCOPE OF VAT Bonuses eg from trading co operatives Crown dues Grants Production and Capital National Health Insurance Stamps Licences Levies PAYE and Graduated Contributions Rates Stipends Subsidies eg fatstock Variable Premium Wages and Salaries 106 Private Drawings tems excluded for the calculation of Outputs and Inputs 107 APPENDIX D Monthly Check List NOTE
18. some may be still unpaid or not received by the end of month 14 46 Chapter 6 This Year Sal Payne ds Ripta Cpznno Balanczo Vaualiznis Cusi y Crt Deus UM Se Number 0501 New Budget Cade Des ri tion Velie 6 PLANT amp MACHINERY DEPR 3 007 00 682 BUILDINGS JEFF 8201 00 JIS 840 HP CREDITCFE 6527 00 40 DEPO3T ACCOLNT 54001 00 960 MACHINERY 1240 00 970 BUI DINGS STAUCTLFES 1000 00 960 INVESTMENTS 307 00 SAS BAN BALANCE 373 00 E CASE IN HAND save sow Dante Fina next Previews Ext Hep This section deals with entries which are necessary to give an accurate set of accounts for the financial year These are used by the financial calculator to give accurate projections of Profit and Loss and Balance Sheet Values Creditors and Debtors are used to adjust for goods and services purchased in the year but not paid for till the next year Valuations to take account of changes in the value of stocks on hand at the beginning and end of the year and Opening Balance Sheet figures to give an accurate Balance sheet at the end How you use these figures can depend on the results you want from your projections Most users will want Management Figures produced rather than Tax Figures Management figures tend to use Market Value as a basis for valuations This may give a more realistic picture of the business than the use of the figures which
19. 1 CASH FROM BANK No No Yes Yes 102 CREDITORS AT START No No Yes Yes 103 PAIDTOC amp E No No Yes Yes 999 PRE PAYMENTS No No Yes Yes WHEAT 110 WHEAT PURCHASED FO Yes T No No CATTLE 150 HEIFERS PURCHASED Yes H No No 152 STEERS PURCHASED Yes H No No 154 OTHER CATTLE PURCHASED Yes H No No SHEEP amp WOOL 160 LAMBS PURCHASED Yes H No No 162 BREEDING SHEEP PURC Yes H No No PIGS 170 GILTS PURCHASED Yes H No No 172 OTHER PIGS PURCHASED Yes H No No POULTRY amp EGGS 180 CHICKENS PURCHASED Yes H No No OTHER LIVESTOCK 190 OTHER LIVESTOCK PUR Yes H No No FERTILISER 200 FERTILISER Yes T Yes No 202 LIME Yes T No No SEEDS 210 SEED Yes T Yes No SPRAYS 220 SPRAYS Yes L Yes No CROP CONTRACT WORK 225 CROP CONTRACT WORK Yes N Yes No CROP CASUAL LABOUR 95 230 CROP CASUAL LABOUR Yes OTHER CROP EXPENSES 240 OTHER CROP EXPENSES Yes FEED 250 FEED Yes VETERINARY FEES amp MEDICINES 260 VET amp MED Yes DAIRY EXPENSES 270 DAIRY EXPENSES Yes LIVESTOCK CONTRACT WORK 280 LIVESTOCK CONTRACT Yes LIVESTOCK CASUAL LABOUR 285 LIVESTOCK CASUAL LAB Yes OTHER LIVESTOCK EXPENSES 290 OTHER LIVESTOCK EXPE Yes REGULAR LABOUR 300 REGULAR LABOUR No PAYE amp NIC 305 PAYE amp NIC No MACHINERY EXPENSES 310 VEHICLE EXPENSES Yes 312 MACHINERY EXPENSES Yes MACHINERY LEASING 315 MACHINERY LEASING CH Yes FUEL amp ELECTRICITY 320 FUEL amp OIL Yes 322 HEAT amp LIGHT Yes OTHER MACHINERY EXP 330 OTHER MACHINERY EXP Yes RENT
20. 18 04 07 Farmiess Suopiy Co Ote Livestock Expen 43 50 Total lur 410 OtherLivestockExpen 4350 Tatal far C Cattle 2219 05 Grand Total 2249 05 60 7 3 Budget v Actual Reports This section produces the Budget against Actual Reports in various formats It takes the actual figures from the cashbook presents them beside the figures from the chosen budget and shows the difference as both value and percentage Quantities are included where relevant 2 Fy ferias nd Sy Acgezate Coda cy Sub Aishus Code Bu ge Sc 0001 New Fudze The reports can be drawn at the three levels of coding Analysis Code Aggregate Code or Sub Analysis Code Select the Level you require You can then select either payments or receipts and the budget set you wish for the comparison The limits button gives access to the screen below This changes the layout and range of the report to your requirements Budgct Reports Show All Shows all codes even if both actual and budget are 0 61 Show Analysis When Aggregate Code level is used this shows an individual line for each analysis code which is related to the aggregate code Show Periods Where more then one month is selected this shows each month as an individual column in the report Cumulative Where periods are shown this shows them as total to that month rather than individual monthly totals Column 1 is month one alone column 2 is month one and two a
21. A f Payments By Jaricd T d II 1lg1 P BusineerObjecte Payments By Pcriod Ihe Mount Farm Perils Tin 12 Accounting Y ear 2007 2008 No Status Date Name Description Bank Vat Code Value Period 1 Mar 1 R 10 U3 U Finaaca Co Feer Mixer 102 2464 06 2055 3205 25 801 25 100 0125 R 10 03 U The Sark 095 Wages Private Drawings 27025 san 192 700 211 00 10 03 07 Willy AT Seasonal Grazing 317 50 245 517 56 10 03 05 Tractor Supply Co Mac2nery repairs 132 79 310 11501 1978 100 1978 10 03 07 Smith P T Wages 7722 300 7722 10 02 07 Live Steck Haxiegc Co PAYE amp NIC 1313 95 Mn 1313 9 12 03 07 The Frest Meat Cu 22 Lambs 12 03 07 The Mar 20 Cast Ewes 12 03 05 The Frazi leat Co 24 Lambs ja TT 1 03 07 Tha Praza hiest Cn 56 7 2 Analysis Reports 4 amp Uy Anavsis Code 5 Uy Duapler o Cuscomer My Aggrecete Code O By Sub farias Ence hangzas Pammer Receivls JIE lype A nis Year ed Yes C becamnz G Pattode Sem l Limite T Nwe Ew 12 Coe Oe oe The various levels of code can be selected Payments or Receipts can be selected Next Year only becomes available at the end of a financial year when the opening months of the next year are available for posting Recurring displays the transactions which are set up in the Recurring Transaction section Limits can be set the Period or Transaction Number This can be a range or a single period or number
22. EAVES 0 00 VARIABLE COSTS CROPS 200 FERTILISER 17 50 210 SEEDS 0 00 220 SPRAYS 17 50 225 CROP CONTRACT WORK 17 50 230 CROP CASUAL LABOUR 0 00 240 OTHER CROP EXPENSES 17 50 LIVESTOCK 250 FEED 0 00 260 VETERINARY FEES amp MEDICINES 17 50 270 DAIRY EXPENSES 17 50 280 LIVESTOCK CONTRACT WORK 17 50 285 LIVESTOCK CASUAL LABOUR 0 00 92 290 OTHER LIVESTOCK EXPENSES FIXED COSTS LABOUR 300 REGULAR LABOUR 305 PAYE amp NIC POWER 310 MACHINERY EXPENSES 315 MACHINERY LEASING 320 FUEL amp ELECTRICITY 330 OTHER MACHINERY EXP OVERHEADS 340 RENT amp RATES 350 INSURANCES 360 PROPERTY REPAIRS 370 BANK INTEREST 375 FINANCE COSTS 380 PROFESSIONAL FEES 390 OFFICE amp ADMIN 395 GENERAL FARM COSTS 6AA PLANT AND MACHINERY DEPN 6BB BUILDINGS DEPRECIATION PRIVATE 710 PRIVATE INCOME 720 INVESTMENT INCOME 730 INCOME TAX REBATE 760 PRIVATE DRAWINGS 780 INCOME TAX 790 LIFE ASSURANCE LIABILITIES 840 H P CREDITORS 850 STOCK LOANS 860 LOANS ASSETS 940 DEPOSIT ACCOUNT 960 MACHINERY 970 BUILDINGS STRUCTURES 980 INVESTMENTS 93 17 50 0 00 0 00 17 50 0 00 0 00 17 50 17 50 17 50 0 00 0 00 17 50 0 00 0 00 17 50 17 50 17 50 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 17 50 0 00 0 00 990 LAND 0 00 94 Payments Analysis Codes General Codes Code Description Vat Quantity Sub Codes Protected SPECIAL 100 VAT PAID No No Yes Yes 10
23. Feed 39pis Co Lamb n skez SL 1152 00 9 00 123 00 18 17 03 07 Teed S3sply Co Lamb Nuts SL 335 00 5 00 167 00 30 17 04 07 Feed S suply Co Cattle Nuts Cc 1532 71 10 06 15327 30 1704 07 Feed Simply Co Fwa Nuts SF 458 21 3060 13273 30 17 0107 Feed Sooply Co El te Pellate SL 533 20 1 00 158 30 30 1 040 Feed Supply Co Lamb Nuts SL 142 50 3 90 148 50 Total for 250 Cumpuund Feel 5352 66 MM 143 71 251 Minerals Tonnes 13 1203 07 Grain Trading Co Minerals SE 219 00 0 50 433 00 13 1840307 Grem Tred az Co Minerals SL 200 00 UJU 40 9U 33 19 04 07 Feed 5 35piv Co Minezals 2x00 Total for 251 Minerals sae no 1 30 419 30 255 Seasonal Grazing 3 10 03 0 WilebyA J Saazona Graane 31 30 45 19040 Smith PL Scasona Graang E 330 00 Tutal fur 255 Seasunal Grazing 347 50 x 59 Example of a Sub Analysis Report EE Pevvents Ev Sub toda O A oo ie Wc HAD on 1 4 Bj A AT y AE Payments Ily Sub Code 2617 07 Paye 1 The Mount larm Sub Code C toC Accounting Y ear 2007 2008 No Date Nameor Description Analvsis Description Value Quan P Unit C Cattle 250 Compound Feed Tonncs 30 17 0107 Faed Sucply Co Cattle Nute 155271 10 00 15527 Total for 250 Compound Feed 1532 71 1990 153 27 255 Seasonal Grazing AS 19 0107 SmitaPJ Seasoas Gradas 330 00 Total fur 255 Seasonal Crazing 339 09 260 Va amp Mal Analysis Codzs Dzsc String j 26 13 0407 A I Servicer Vet amp Mac 23 Total fur 260 Yet Med 342 45 410 Other Livestuck E pen N umber 32
24. In Advance Curtar Tas and Eerk 5stion Type is either from the Payment or Receipt side of the cashbook Next Year only becomes available at the end of a financial year when the opening months of the next year are available for posting Recurring displays the transactions which are set up in the Recurring Transaction section The Limit works on either a number range a period range or a name range Clicking in the Cash Only box will only report transactions with cash entries 54 Transaction Report by Number TE Paymert rai Numbers 1 to 0090 tons No Status Date 1 E K 10 03 07 10 03 04 10 03 97 10 03 97 10 03 07 10 03 97 12 03 97 12 03 07 12 03 07 12 03 07 13 0397 ERA 1 1 Payment Transactions The Mount Farm Names D Finarce Co Feed Mixer the Baax Wages amp Privale Drawings Wilcty J Seasonal Grazng Tiactur Supjiv Cu Mackinesy repaira Smith P J Wages Live Stock Haulage Co PAYE amp NIC The Fresh Meat Cu 22 Lembs The Mar 20 Cast Ewes The T resh Meat Co 34 Tamba The Fresh Meat Co 13 Lembe tha Fresh Meat Co 16 Lambs 255 Contra 10 07 07 Accounting Y car 2U07 2008 Bank 520515 1023 51750 13259 Total Cheque No Per 3205 25 0955 Mar 200 25 0936 Mar 517 50 0957 Mar 132 79 0958 Mai 77 22 0959 Mar 1313 95 0950 Mar 50 13 Mai 24 24 Mar 36 94 2109 5841 Transaction Report By Period aa N
25. JE Budget Resors DA 464 am e f eang Creditem r ereny Deering Balances er ls y eovipls i Adhesive Vunticra Tos Paymarte ecalpte This Terr The example shown below is the valuation report for the number 1 budget set Again you can display and print any report you wish in this section without doing any damage or changing any of your stored data 64 Valuations Lhe Mounul Farm Budgel Sel lhis Y eur Sab Seq Description 102 BARLEY 1 HARLEY INSTORE Total for 102 BARLEY 130 CATILE 1 COWS 2 STIRES Tatal far 130 CATTIF 132 SHEED amp WOOL 1 EWES 1 LAMBS Tutal fur 132 SHEED amp WOOL 3160 FERTIMMISFR 1 COMPOUND NUTEOGRN Toral for 206 TERTTI STR Grand Totals 19 07 07 Pazo 1 Accoun ling X ear 2087 2005 Units Price Toral 190 a4 hdd 30 00 12 00 amp d 11500 7 P560 O0 17259 00 211932 00 15535000 4142 5 010 T9251 44 21450 00 31711 440 1493 00 1341 00 2272 00 40815200 Units Price Toral Twdd 11500 wood 350 00 131 00 100 DD 1 2541 00 17250 00 215930 00 135500 00 40254 LOD 11 7254 00 21450 00 APIMLAMI 1365 00 100 DU 2565 00 SIP O 7 6 Financial Calculator The Financial Calculator brings together actual transactions and budgets and taking proper account of opening and closing debtors and creditors and valuations if entered produces a full statement of accounts including Cash Flow incor
26. Masiney Pascual UU TUUUU u Save ll New Jelete l Irc Next brevius La Melo Enter the analysis code you wish to send a value to If you are unsure which code you need type the first number of the code and press return A list of codes will appear which you can scroll through Highlight the one you need and press return the code is then entered for you It is a good idea to get into the habit of looking for VAT and analysing it first Pressing return moves to the next field If the analysis code you have entered is set to accept sub analysis codes this will be the next entry Enter a sub code if relevant entering the first character will again bring up the list to select from If not press return to move to the description field The analysis code title or sub code title if used is entered automatically This may be over typed with any description you wish Press return to move to the next field If a quantity unit has been set up in this Analysis code you will move to the quantity field Any relevant number can be entered or the field left blank if preferred Next field is the value to be posted to this Analvsis code Once vou are happv with the entries on this line vou can click down to the next line There is no limit to the number of lines entered If vou wish to amend a line alreadv entered simplv click back up to that line and amend it SIS The computer automatically checks that the total amount analyse
27. RED EN 1 LI What the Svstem DOES 313 cur ekl y tii bal fa ete it a I I 2 The information it needs 50 e cea S dL ELA IN a e MEAE 1 1 3 The information it can provide 1 14 Finding Your Way Around 2 3 siebiae 24 iaa qe OS 2 ESTE you get SEE ADE ode A a A A LEA ses pe d 2 L6 Usiig this Manial 0 A A A aa Bulla at 3 CHAPTER Maintenan e muevo rob ta aa ira Bl aena REED a dt aS 7 LUI B stness Parameters i5 t nei aaa A ARA AA Ge Preces 8 121 2 Ematicial Parameters 524 i er l AAA a ese a 8 1 1 3 Depreciation Rates ie poi sbirri i baase Iag na he eA AE ASE a ad TAES 9 ELA Vat Rates A bow tant oe al a a d a O E B E M 10 E AA E A ON 10 1 2 Agregate C Odes tdt da NA 11 1 3 4 Payments Analysis Codes Receipts Analysis Codes 0 000000 momo 13 1 5 Sub Analysis Codes 0 A E Rep A 15 l 6 Namies and Addresses ii ce Nae cat Hex AE ee fee a a 16 lif Q an ty Tables a9 Bae a a a cc PELA ML ad 17 CHAPEER2 GEransacHODSu led para b dad dara 18 2 1 Add New Transactions oos ii A AA AA A ee A ROS 18 2 2 Journal EBIIgs tes ii dad rs isis 23 2 3 Modify Dransacton ose me X ELE eS Yo PaaS ow DI aw ee ee ev mE 23 Chapter 3 Recurring Transactions sno bd dened chee ee kee 24 2I Payments amp Receipts 252 5 Lu ens Od 2 ean e ale a pO na ee a eee 25 3 2 Transaction Activation vv A Sea Ae ae ee alas 26 Chapter 4 Monti End copita ase sen da ele dd 28 4 Bank Balances il Aet bone as 28 4 2 Setting up a New Business e cer RATE e REDE BA ie
28. S AT START No No Yes 103 VAT REFUNDS No No Yes 999 RECEIPTS IN ADVANCE No No Yes WHEAT 110 WHEAT SALES Yes T No No 112 WHEAT STRAW SALES Yes T No No 114 WHEAT AREA AID Exempt Ha No No BARLEY 120 BARLEY SALES Yes T No No 122 BARLEY STRAW SALES Yes T No No 124 BARLEY AREA AID Exempt Ha No No OILSEED RAPE 130 OILSEED RAPE SALES Yes T No No 134 OILSEED RAPE AREA AID Exempt Ha No No POTATOES 140 POTATO SALES Yes T No No SET ASIDE 180 SET ASIDE Exempt Ha No No OTHER CROP INCOME 170 OTHER CROP INCOME Yes T No No CATTLE 220 STEER SALES Yes H No No 222 HEIFER SALES Yes H No No 224 OTHER CATTLE SALES Yes H No No 228 BSPS Exempt H No No 229 HLCA amp SCPS Exempt H No No MILK DAIRY PRODUCE 230 MILK SALES Yes L No No 232 MILK PREMIUM Yes L No No 99 SHEEP WOOL 240 LAMB SALES 242 OTHER SHEEP SALES 244 WOOL SALES 249 HLCA amp EWE PREMIUM PIGS 250 PIG SALES POULTRY amp EGGS 260 EGG SALES 262 POULTRY SALES OTHER LIVESTOCK 290 OTHER LIVESTOCK SALES CONTRACTING INCOME 300 CONTRACTING INCOME OTHER FARM INCOME 310 OTHER FARM INCOME RENT amp WAYLEAVES 400 RENT amp WAYLEAVES MACHINERY EXPENSES 500 INSURANCE REFUNDS PRIVATE INCOME 710 PRIVATE INCOME INVESTMENT INCOME 720 INVESTMENT INCOME INCOME TAX REBATE 730 TAX REBATE CAPITAL INTRODUCED 740 CAPITAL INTRODUCED H P CREDITORS 840 NEW H P CREDIT STOCK LOANS 850 NEW STOCK CREDIT 100 Yes Yes Yes Exempt Yes Yes Yes Yes Yes
29. Set C on Day 3 and on day 4 you should return to Set A You should also format your Backup disks from time to time to ensure their continuing good condition Should all else fail Farmdata can resurrect your system from your backup if it is correctly done I 6 Using this Manual There are four menu sections on the main screen of Financialdata They are headed Maintenance Transactions Recurring Transactions Month End Budgets This Year Reports NAMB WN Each is described in a separate chapter of the manual numbered as above Each chapter contains a section for each of the options described in order within each chapter e FINANCIALda a Financial Management System The Mount Farru Utilities Help na x E ES ig Irarsactiors ij Henunirg Iranzactiors 20 Martenance Fo tnes Repons financialdata The three drop down menus contain the following options A File i Change Business il ii iv v vi vii This option allows you to change from one business to another A list of available Businesses is displayed from which you choose the one that you require using the mouse or arrow keys and then click OK or Enter to confirm your choice and return to the main menu Each business is a unique herd on its own with no connection to any other business New Business This option allows the creation of a New Business on the system The information required at this point co
30. WP EG 29 iil 43 Bank Reconciliation RR IRR A RA hh 30 44 Month End 4 clou ex eae e RUD ROCA UP AEN UA RUD gags S A RS GR ROC RR 32 4 A A ce ns B UE de na EN MM 33 Chapter 5 BUESA AR 36 541 Payments and Receipts ets dp cd 37 5 2 Opening Balances vii AA AA AE AA A ag 38 2 3 V aluations al E AA AA A et 39 5 4 Closing Creditors amp Debtors ida 222 4 Se Er oda de is oda s ess 41 Chapter 6 MA A NI ea MOORE ado dus 42 GA Opening Balatites or seran aud at ce E A IL fund G 43 6 2 Val ntions ostende a ex Tux eed ER ee tbv 44 6 3 Closing Creditors amp Debtors 2x uses Ses S x EE ER A SUN NR MS 46 Chapter 7 REPOS zoe Foe bibe ub pi e det us 47 Tab Transaction REDOFIS l isba y vx aie dare det A as ee ly Ree 48 1 2 Analysis Reports 2 vis ko A OPER RR qu p AAA Pek LARA 51 1 3 Budget v Actual Reports iones A A SAS ARA 55 A sa RO RRA 57 To B dget RE DOS da A A iUm bein Se 58 O Financial Calculator asa ri 8 dd da ne ads 59 7 7 Profit amp Loss Comparisons 2c v a Rn RIS 63 5 SCI CU VS REPOSO ER A NEN ERN ES ENS 65 Appendices f isi ice biebed sen ERA RRORESTAR E BedviGe ol weed een EE Per LAS 68 APPENDIX A Transaction Journal Entry Examples suse 68 APPENDIX B Coding Examples vencida ira RE EX REEF Ga ep A EE 84 Aggregate Codes General Codes 0 0 cee eee ee eee 84 Payments Analysis Codes General Codes 0 0 0 0 000s ee eee 86 Receipts Analysis Codes General Codes
31. a VAT report will be produced when each month is closed If quarterly returns are made a report is produced when closing every third month SPECIAL NOTE VAT Due for Motoring Expenses If this is to be included in the VAT Report due on closing a month this should be entered in that month This should be a transaction an example of which is shown in Appendix H When you are happy no more entries are to be made for a month and all those already made are correct then and only then should a month be closed On closing the first month of a year the fourth will then be available for entries and so on throughout the year always giving three available Closing the 12th Month closes down the year This should only be done when you have completed all your printouts needed for audit purposes Once a year is closed you cannot simply go back to get information Please consult the year end check list in Appendix E before proceeding 4 5 VAT Reports 35 i Vat Reports Reperta B Ver Repar D Va Parral cline VAT Report Display Print Clicking these will display or print the VAT entries and Totals for the range of months shown in the boxes This is useful for reference particularly for a VAT Inspection Bp Wot Report emn up x X4 WR wn BusicacONfeetE Val Keport 19 07 07 Page d The Mount Tarm Perlods March 2007 Monthlv Accounting Y ear 2007 2008 Payment Nu Status Date Nare Descripl iun Vat Out Val ln 1 R 15 0307
32. cash is paid and received and not when goods move or invoices sent and received When Budgets are created the budget is blank If 1t has been created by the Year End routine the budget contains the actual cash flow figures from the closed year Gl Budget eee ee ae a n 1 Se hamente Recerts l Openina Dalerces Valuetiors Closire Credtors Debicrs Sz Numar 8 Budgctfor 2007 08 Colo Sb Deed rat l A fare aca PAID TOC amp E 000 00 00 CO 000 140 Feil ise Conpound 000 00 200 00 30 000 30011 141 Feallises NL oyen D00 00 000 40X0 460 200 Bailey Seed 000 00 00 e m0 201 Gass Sec D00 00 00 e 000 220 Spiays Aablz 000 00 000 00 0 240 Oher Cup Excerises 000 00 200 co 000 250 Compound Feet mo 2500 100 80900 D 500 20 c Compound Feet D 32000 00 co 000 Sm c Mirietels 000 10200 200 10000 000 251 SE Minretcls Doo 00 00 e 00 0 252 Hoe D00 00 00 e 00 x seve New D elz Eind Max a eyuus Exil Hsu When starting with a blank budget you should select Payments or Receipts Enter the first analysis code you wish to create a budget for in the lefthand column of the first row Press return and the description is Shown The cursor will move to sub code if this analysis head has sub codes available If so you may enter a sub code again press enter and the description is shown and you move to the first month If you do not wish to budget to sub code level leave sub code f
33. cations The Refresh button lightning symbol refreshes the report if the data has been changed The next box shows the magnification factor this is usually set at 100 but can be changed to magnify or compress what is shown on the screenor printer or it can be made to fit the page width or the whole page Next is shown which page of the report is on the screen At each side are start and end page buttons inside these are page forward and back buttons The blank box with Binoculars icon next to it is for searching For example it can be used for searching for a particular animal Enter the required characters click on the Binoculars button and the first item containing the characters chosen will be outlined click again and the next item containing those characters will be shown The side scroll bar allows you to scroll up and down the report and the bottom scroll bar from side to side Reports on the various headings shown in the Options Box can be printed or shown on the screen The screen displays are exactly the same as the printed reports Printed reports can be created directly from the screen display If you have a colour printer the reports will print in the same colours as the screen display 52 53 7 1 Transaction Reports This produces reports at the various transaction levels E TE Iransaction Py Nether Crediters or Mebtors Sart gt Ry Perd O Payments Y Receipts
34. d on this screen adds up to the total of contra cash and bank on the first screen This value is brought forward and shown at the top left of the screen The amount left to analyse at any time is shown at the top right This should be zero when finished Y ou may enter lines of analysis with negative values as in the case of a credit for goods returned which are part of the transaction When you have completed the analysis Click Exit and returns to the first screen Contra Analysis If you have entered a contra value you should press Contra to go to the contra analysis screen This effectively takes you to the other side of the cash book If the entry is a receipt the contra goes to the payment side You should analyse any contra amount to the relevant analysis codes as above Again click Exit to return to the main screen When all analysis is complete Click Save to accept the transaction Click New to enter another When all transactions have been entered Click Exit to return to the main screen There are two codes which when used in analysis require further entries a 102 Creditors or Debtors at Start b 999 Pre payments or Receipts in Advance a Creditors or Debtors at Start Creditors at Start on the Payments side and Debtors at Start on the Receipts side identify transactions which were outstanding at the year end They are generally for items purchased or sold last year but not paid for till this year If such a transaction arises
35. d routine also creates a budget set with the actual figures from the year being closed Sat Paymans Revels Doering Belences Valiants Cosi y Crecicns Delos Sat Number 3 Dicaznzton Zudget For 2207 38 J T is sel hes is own Die i y Bda es W l is sed hes r5 wn Valimiinra save naw Dooe rn net reveue ext Hep Each budget has a number up to 5 numbers or letters and a description If the two options for using Opening Balances and Valuations are not selected the entries from the This Year section will be used in any reporting Eachset has sections for Budgeted Payments and Receipts Values and Quantities Opening Balances Valuations and Closing Creditors and Debtors This enables each set to be independent in all respects To add a new set click New and enter the Code and Description as required Then Click Save This will create a set in all the above sections Delete will remove a complete set including all the figures in the above sections Once deleted the set cannot be resurrected It would all have to be manually re entered so be careful Budget sets which are in use in the Financial Calculator reporting section cannot be deleted 39 40 5 1 Payments and Receipts This section holds the monthly projected payments and receipts values and quantities for each budget It is important to remember that these figures are based on cashflow when
36. dded together column three months one two and three added together and so on Period This can be used to limit the periods for the report to one particular month or a range of months Analysis Codes Depending on which code level is used Aggregate Analysis or Sub Analysis this allows you to limit the report to one or a range of codes Once you have selected and set all the above you may now display or print the report The report shown below is a simple budget against actual for the first two periods at analysis code level You can experiment as much as you like with the report setups you cannot change any of your data from the report section PI Payment y Eudues Sy Arial sis la Payments v Budgets Ey Analysis 19 07 07 P The Mouni Farm Budget Set 8 Budget for 2006 Periods 1 to 3 Accounting Year 204 O Quantitj Code Description Actual Budget Difference Diff Actual Budget Difference Diff wa VAT FALD 3 2151 3 2151 102 CRIDITORS ATSTART 2404 00 2404 00 140 Feriiza Compound 3000 00 3009 00 10 30 00 30 00 100 141 ber iom Nihop e 460D IM AMAL d0 TUTA AU DO 2000 TANA 220 Comporuc Teed 353 66 9600 00 314634 A48 i600 1600 251 Minerals bed do 300 00 isg go 130 190 lve 355 Resol Grammy 844 al adv ow 260 Vet amp Mec 134320 3750 00 1501 32 1159 250 ET 111 do 114 do 200 Rramwar Lahon PO TENE vU 310 Iv aclinet y Fevaits 61327 1500 00 3581 73 i
37. ding VAI 17313 8 Total valuc of all supplies of goods and rclatcd services excluding 2 any VAT w other EC Member State 9 Total value of all acquisitions af grada and related services excluding a any VAT Irom viher EC Member States 37 VAT Reconciliation Display Print ET howe Vat Reconciliation The Muunt Farm Pcriods March 2007 to May 2007 Monthly Accounting Ycar 2007 2008 Perivd Vatlu Vat Out Net Val Receipts Pavmenls Reclaimed Paid Mar 321 00 2638 93 2317 95 25906 73 1731850 1399 06 6 00 Apr OD WANIE TOK TH 13710 99 nds 191 96 p o0 Mav 0 00 17 50 17 50 0 00 100 60 0 06 6 00 Totals 321 09 3724 61 3403 61 39517 77 30563 07 2181 96 0 00 This report shows the totals from the Monthly or Quarterly VAT Reports along with what has actually been paid to or received from Customs amp Excise 38 Chapter 5 Budgets This chapter deals with the entry and amendment of Budgets Budgets are your projections of payments and receipts in the future This section also holds Comparison sets created during the Year End routine with the closed year s actual figures Many different budgets can be kept on the system at any one time One set may be your projection of the current business another may be a what if budget with changes to the business next year s budget and so on Each Set can have its own Monthly Values for Payments and Receipts Opening Balances Valuations and Closing Creditors and Debtors The Year En
38. ditt You may select to backup all data in which case all businesses within the system will be saved this business which saves only the business in which you are currently working or selected business If you choose selected businesses you must highlight those you wish to save by clicking on the list Click Next and you will be asked where you wish to put the backup The default is ANFINANCIAL data zip if you want to change the location you can click the browse button and select your location 2 Backup Data Select where c Backus To Cofiranzia dee zip ES v CFec Eazkup Ds lt s cr Errors Recommended Click next and the backup will begin 113 To restore data from a backup created by the above routine use the utility supplied with the program whichis located under the File menu If you are restoring data it is advisable to do take a backup of the current data first Click on Restore Data s Restore Data Solcct where to Restore mm e fnanciddata zp ES The default is again ANFINANCIAL data zip If your backup file is located elsewhere you can use the browse button to locate it Click Next to start the restore Select whet io Restore 2 The Mourt Fam 3 The Mourr Fam Select the businesses you wish to restore by clicking on them Click Start to begin the restore 114
39. e code A11 follows code 999 1A 1 follows 199 but comes before 200 Using a letter as the third digit in a code should however not cause to much confusion Description The name given to the code Aggregate Code This is the aggregate code you wish the values in this analysis code to go to in the Profit amp Loss account Private Account or Balance Sheet A drop down list of possible codes is shown from which you should select To add a new Aggregate code at this point click on the add button the button with three dots at the end of the field This opens the aggregate code section as described in 1 3 above Quantitv Table This is the code from the quantity table 1 8 in which entries to this code will normally be bought or sold Select lt none gt if no quantitv is required VAT Types For purchases this is either X or N for receipts E for exempt is also valid If set to X then values posted to this code will be included in the value of purchases or sales net of VAT in the VAT report If set to N they will not be included For example wages and private expenditure codes would be set to N A list is included in Appendix C for your guidance Sub codes If set to Y you will have the option to enter a sub analysis code when entering values to this analysis code If set to N this option will not be available in this analysis code After completing each code click Save to add Click New to move on to the next one When finished adding codes c
40. e past and in the future You cannot Delete a code if it has an Analysis Code attached to it It is best to reorganise your codes after a year end before any new entries have been made 1 3 4 Payments Analysis Codes Receipts Analysis Codes Both Payments and Receipts are covered here as they are the same in operation These are synonymous with the columns in your cash book They are codes to which payments are allocated for example fertiliser seeds sprays building repairs etc Some codes are present in the system when created and cannot be changed They are PAYMENTS RECEIPTS 100 VAT PAID 100 VAT CHARGED 101 Cash from Bank 101 Cash from Bank 102 Creditors at Start 102 Debtors at Start 103 VAT Paid toC amp E 103 VAT Refunds 104 Bank Interest 999 Receipts in Advance 999 Pre Payments a Add New Codes EJ Payment ralyzis Coder Sa Vuus inspan VAT PAT A in sFr x Daaiy Shain ES v Vat Type Yes Ho ere Suk Zeces Yes Ho Save hew Oe Find Next ll revous Di 14 Codes This is the number you have selected to add to the list Generally three numbers it should be chosen to fit into the existing list along with the other codes of a similar type 14 Letters may also be used in codes but great care should be taken if they are In computer language letters come after numbers therefore any code starting with a letter will follow all those beginning with a number For exampl
41. e value New Analysis Code values can be added as required at the end of the list They can be added in any order and will put into numeric order when you exit this set Actual values for the end of the year may be taken from the entries in Months 13 and 14 to code 102 They may however not be complete as some may be still unpaid or not received by the end of month 14 515 Chapter 7 Reports This chapter describes the various reports which can be produced by the system These are broken into eight different options described below j FINANCIALuaLc Francia Management System The Mount Farm e le File Utilties Help im Mount Farr l i 24 Tranzactione 31 443 Recumirg Traneactone Tansadion opata 3443 Month End Analysis Reports E Budgete 0 Budya y Actual Repuils Eg Thie Yaar 3 Code List Fepors 3 Martenance Roctinee Budget Reports 38 19 Financial alzulatar j Traneaction Reporte Z3 P ofil and Loss Comparison 3 Aravzie Raporte E Salsetva Feporinc 3 Budget v Actual Raporte 3 Coda Le Report 23 Budget Reporte 3 Financial Calcuatar E Proft and oz Compariac Sclective Reportnz 4 H Status Common to all Screen reports are some Button Controls on the Screen Display At the top left is the Print button which sends the displayed report to the printer The Envelope button exports the displayed report to file This may then be imported into other appli
42. en It is important to remember that in order to complete a correct VAT return inputs must be analysed as payments and outputs as receipts so do not perform entries such as this if it would go against this rule Harber x Dais PAAA Pista 1 Nach 2037 r Here Tames Suy Co gt s Deua Fate u a ii Catia 235 Cxh 0 Dark 233 Cecene Hc T dee den eee ina nec mme ise uen 89 Par RS LI A E bel Mee Fama NAI PAD Mzeninc r Kepan swe nev omm ma A mm jw Example 11 Receipts Number 33 An example of a straight forward contra Auction sales are a common example of transactions involving contras Commission and Insurance must be analysed as a payment as they are VAT inputs and are costs items of Profit and Loss 90 aj 7 MA p MK EEES EAT ENNIO 91 APPENDIX B Coding Examples Aggregate Codes General Codes Code Description Vat Rate OUTPUTS CROPS 101 WHEAT 0 00 102 BARLEY 0 00 103 OILSEED RAPE 0 00 104 POTATOES 0 00 110 SET ASIDE 0 00 120 OTHER CROP INCOME 0 00 129 GROWING CROP VALUATION 0 00 LIVESTOCK 130 CATTLE 0 00 131 MILK DAIRY PRODUCE 0 00 132 SHEEP amp WOOL 0 00 133 PIGS 0 00 134 POULTRY amp EGGS 0 00 149 OTHER LIVESTOCK 0 00 MISCELLANEOUS 160 CONTRACTING INCOME 17 50 165 OTHER FARM INCOME 0 00 CREDITS 180 RENT amp WAYL
43. ening balance on the start date of the statement for this reconciliation You can then choose to select either Credits Or Debits It does not matter which you do first You will be shown a list of all the unreconciled entries in this period in transaction number order Go through the statement and select all the entries on the list which are on the statement Click on them to highlight them As you select entries the running balance will change and the selected and available will change Select highlights all the entries on the list clicking on an entry will then deselect it Reset removes all the highlight and deselects everything Once you have been through the list of both credits and debits and selected all the entries on the statement the running balance opening balance plus the selected credits less the selected debits should be equal to the closing balance If they are not you could have Failed to select a transaction which is on the statement Selected one which is not on the statement Have a transaction on the statement not entered on the computer Have a transaction on the statement which does not balance that on the list Tur If it is one of the first two simply correct the highlighted entries on the list If it is one of the latter two you will have to leave the reconciliation and make corrections to the transactions Deselect the wrong transaction first and Click Save to save your selection When you come back to the
44. erefore it is money owing to you at the start of the financial year and so is a debtor at start The second analysis screen outstanding Analysis will then appear with only the Debtor Creditor at start total to be analysed VAT on payments or receipts can be analysed to Analysis number 100 on either the first or second screen Most accountants would put it on the first screen and only analyse the net amount to creditors oh Reccipts Temador Araws Coma 505000 A Eee A RA Numorr 31 T Pata 24 03 2007 v l Perico 1 March 2007 x Nana Luccoma amp Exciac 022 P eserpten VAT Ref mi Corta 0 Tes n Bark 5670 d euue Rz No Reconciled se Ja ne eee 87 Type 8 Aralvss Lest Year Pe Payrent Amout 567 01 Tc Aralyss 367 01 Cat Su Desaidicn g We DEBIORS Al SIARKI m Les iee rese J Les j Us dime E 88 Example 10 Receipts Number 32 Entering a receipt against a payment Analysis Head In some cases you may wish to take an amount away from a payment analysis head when you have actually received money This example is for a case where pallets have been returned which have already been paid for along with fertiliser You would then want to reduce the total amount originally analysed in the payments transaction in the case of 200 00 35 00 VAT Note that as the total of Contra Cash and Bank comes to 0 no analysis is necessary in the Main Receipt Analysis scre
45. es on a reconciliation report Once the transaction month has been closed it cannot be amended in any way Operation Payments or receipts can be selected the operation is the same for both The number of the transaction to be amended should be selected It will then appear on the screen It can be amended just as in the entry routine Click Save to confirms the update Click Delete to delete the transaction If Save and Delete are Graved out then the transaction is in a closed month 25 If the Bank Value is Graved out the transaction has been used in a reconciliation 26 Chapter 3 Recurring Transactions This section allows you to set up transaction which recur regularly through the year They can then be activated in the relevant months as required ANCIA dela F nancial Manage men Syslem The Mount Fara File Utiities Help Jaxer 8 24 Transactions B E Recumna Transactions 7 E Ll EES A ce gg Recurny Receipt dt EY The section Adlivajuri ane aD Morth End 22 05 2005 7 Dedgets H This Year 9 23 Maintenance Routinca D 23 Repot It is principally designed for direct debits and credits which occur each month or at regular intervals throughout the financial year They can also be used for entries which occur regularly for differing values the value and analysis can be edited from the Transaction Activation screen 27 3 1 Payments amp Receipts These are created i
46. financialJoto Cash Based Accounts Recording amp Budgeting System Reference Manual Version 7 0 Documentation and Software by farmMJOLO Limited 2009 farmdata Limited Copyright Information O 2009 Farmdata Limited Westertown Rothienorman Aberdeenshire AB51 8US The information contained in this manual and the accompanying software program are copyrighted and all rights are reserved by Farmdata Ltd Farmdata Ltd reserve the right to make periodic modifications of this product without the obligation to notify any person or entity of such revision Copying duplicating selling or otherwise distributing any part of this product without the prior written consent of an authorised representative of Farmdata Ltd are prohibited Information contained in this document is subject to change without notice and does not represent a commitment on the part of Farmdata Ltd The software described in this manual is furnished under a license agreement The software may be used or copied only in accordance with the terms of this agreement Limitations of Liability In no event will Farmdata Ltd or any other person involved in the creation production or distribution of the Farmdata software be liable to you on account of any claim for any damages including any lost profits lost savings or other special incidental consequential or exemplary damages including but not limited to any damages assessed against or paid by you to any third party ari
47. hould be ticked For each period scheduled a date can be entered when it should occur This is the date which will be written into the cashbook when activated In the above example all the debits are scheduled for the 15 of the month Any entry can be suspended by putting a tick in the suspend box This will prevent it coming up for activation in any future months 3 2 Transaction Activation This has to be done each month to write the transactions into the cashbook E Trevzactiun AL ivelon 2j Paroc Damad 3 May 2007 gt hanadia e 8 svmeris 460 5 Aua able u Izal 440 08 osi j Aua able u luel U he Mare Naserpien Amant Inchid Simnerd EE r hnzuranzz 30 00 Yo 2 Lewes Sappl Le Liecinctv UU Yes 3 Rnzrec Co Mower 31020 Yeo 5 o2 Mozis 22 30 Yes Sew ase set Fea tw d Select the period required only currently open periods are available Payments or Receipts may be selected The scheduled transactions will be displayed for the selected period These can be edited by clicking on the No Name Description or Amount Once edited the transaction will retain the new values The transaction can be selected for activation by clicking in the include column All the transaction can be selected by clicking on the Select button They can be deselected by clicking again in the include 29 column Click in the suspend column if you want to stop this transaction from coming up in future
48. ield blank You can then continue across the columns filling the monthly values and quantities if relevant for that code You will then move down to the next row and enter your next code The codes can be entered in any order but will reshuffle into numeric order when the set is closed NOTE When entering values in months remember this is the month you expect to pay or receive payment not the month in which you receive or send out the invoice Any Budget can be recalled and the figures amended at any time Simply click on the value or quantity to be changed and type in the new figure 4 5 2 Opening Balances This allows for the entry and amendment of Balance Sheet 800 999 and Profit and Loss 100 6BB values Each Budget can have its own set of figures This is particularly necessary when budgeting future years These are the figures used by the Financial Calculator as the Opening values in the Balance Sheet and comparisons in the Profit and Loss report Where a budget is created by the year end routine these figures are automatically generated from the start of year position If a budget is created independently these will start as zero and you may then enter your own budgeted opening and comparison values Se Miemb 001 New Fudyd Coda Dzecnptior PLANT amp MACHINERY D PR RIH DINGS DEPS H CHED URS DEPOSIT ACCO JNT WACHINFSY BU LDIMGS 5 HUL TURES RANE RAI ANOS CASH IN H NZ
49. lick Exit b Modify Codes It is generally not advisable to modify a code once it has been used in the current year A code can be called up by its number from the drop down list or you can work through the list using Next and Previous When changes have been made to the code click Save to confirm and update and then move onto the next change Delete will only work if there have been no values posted to the code in the current year and there are no budget figures against it 15 16 1 5 Sub Analysis Codes These codes are used to identify enterprises machines people or any item you may wish to draw out specific figures for These work in any analysis codes which have been set up to accept sub analysis codes AY Sub Ano sis Codes e O For example a sub analysis code may be set up for barley and any costs allocated to seeds sprays or fertiliser analysis codes could be sub analysed to the code for barley Other examples are costing individual machines within machinery repairs costing a particular house from repairs electricity rates etc Codes can be up to 3 digits numbers or letters with the description of the item They can be added modified or deleted in the usual way 17 1 6 Names and Addresses These are the names and addresses of the customers and suppliers used by the business Names can be created when entering transactions by clicking the Add Button at the end of the Name list box
50. light the stored reports you wish to display The report shown below has last year actual figures in column one this years budget in column two and the projected position after months one and two respectively 70 Profit And Loss Comparison 19 07 07 The Mount Farm Sctl Set 2 2 10 Vill Code Description 19 07 07 23 06 07 OUTPUTS CRUPS 102 BARLEY Total CROPS LIVESIOCK 130 CATTLE 130371 141377 132 sIHEEP amp WOOL 99473 100233 Total TIVESTOCK 23NN4Y 241651 MISCELLANEOUS 160 Holiday Rents Total MISCELLANEOUS Total OUTPUTS VARIABLE COSTS FERTILISER SEEDS SPRAYS OTHER CROP EXPENSES 71 6 8 Selective Reporting Selective Reporting allows you to pull out information from you accounts how you want it Once you have created a report it is stored and can be re used as often as required It is particularly useful for preparing margins on individual enterprises E Sielectve l rer rq Hepors ET 9 4 tw EA Doiie Obst mwa sm ta v In the Example below the Margin for the Cattle Enterprise has been calculated Cpe dis dido usr Velaclizii Groze Dipu Feed Other lentar Procreca Cross Mazin Tube d Lows The report is built up with a number of lines each pulling out a piece of information These lines can then be included in a calculation 219 To Create a line as in line 9 above double click on the line The screen bel
51. m Utilities i Repair Database This is a utilitv which allows vou to repair the database should it ever become corrupted ii Compact Database Can be used to reduce the size of the database should it become extremelv large iii Create a Template This creates a code template of vour own coding structure in the current open business It can then be used in the creation of new businesses When vou select this option vou will be asked to name the template This appears on the selection list for new businesses from then on iv Copv Budgets This section allows vou to move data from one budget to another without re entering it 5 Copy a Ludzet E Source Fuma 2 Fudge Tis Year 8 Rakel fii 2005 Destinzri n Ta Eudge Tas Year S4 Mun ber 3 Deecrpton Budget for 2007 heme V Dudzets 7 Veluations FI Ossrina Daances 7 Closinc Credtors end Debtors 9m t wu v Import These routines is used to import from previous versions of Financialdata S vi Run Gives access to external maintenance programs used by Farmdata C Help i This offers the usual windows help facilities and the on line help facilities for Financialdata ii Download Latest Update Use this to check if program updates are available on the Farmdata web site Requires the auto update software to be loaded from the CD iii Register Enter the Activation Kev from vour FARMdata Certificate of Authenticity Without
52. mbination you wish Select the Budget set you wish to use from the drop down list Select the Comparison Set you wish to use from the drop down list The screen below from the Columns tab lets you set the number of periods in each column It shows in this example 1 period in each of the twelve columns the first six are actuals from the cashbook and the remaining six are from the budget It is possible to make any combination of actual and budget you wish for example 1 column of the first three months actual and nine columns of 1 month budget to the year end 67 Budgsi 2007 08 Show Sub Analyeie on Fepot Show Quanttes on Resor Calculate Budget Vat El El Fi Alc late Hadget brerest Show Sub Analysis When an Analysis Head has been sub analysed these values will be included on separate lines They are sub totaled also on a separate line Show Quantity Values Where quantities are used in an analysis head these are included on a separate line Calculate Budget VAT This will calculate the likely VAT liability in budget periods and automatically reclaim it when it should be due It also puts the outstanding figure at the year end into Creditors or Debtors Calculate Interest 68 This will calculate the likely interest on the current account using the values set up in Maintenance Chapter 1 10 When you are happy with you selection click OK It will then perform the calculation and return
53. n this year 1500 00 Closing Valn 17350000 1 1 4 Vat Rates The VAT rates in currently in force 1 1 5 Interest rates The Monthly Overdraft Interest rates for the current year either actual or projected 11 1 2 Aggregate Codes Aggregate codes are the codes which form the base of the coding structure They are effectively the titles for your profit and loss reports and the balance sheet Each aggregate code can have several analysis codes assigned to it from receipts payments or both For example the cattle aggregate code can have analysis codes for both purchases and sales such as Prime Heifer Sales and Prime Steer Sales on the receipts side and Store Cattle Purchase and Cow Purchases on the purchase side Several example coding structures are shown in Appendix A Some rules in the numbering of these codes have to be followed to maintain the correct structure of the reports the program produces These should be adhered to when adding new aggregate codes to the system The codes must be three numbers The following are the ranges into which each group should generally be fitted 100 129 Crop Sale amp Purchase for Resale Codes 130 149 Livestock Sale amp Purchase Codes 150 179 Miscellaneous Income Codes 180 199 Other Credit Codes 200 249 Arable Variable Cost Codes 250 299 Livestock Variable Costs 300 309 Labour Cost Codes 310 329 Power Costs 330 399 Other Overheads 700 749 Private Income Codes 750 799 Pri
54. n the normal way with the addition of the Scheduling Section Recurring Payments Transaction i Erhad inc tortas Ponta honest 4 Treatec MIST v Pesiode Pe pa od excu iy Kenr Franee a oec Leva i Cuni rs Contre 0 0000 Last Uu Bah 153 21 ThequeMe No JnNeconcied s J 3 Dee mu m Price amp R o Set up transaction as normal For Payments Cheque Ref No is unavailable A reference number is allocated to each transaction as it is written into the cashbook on activation This is a sequential number with a Prefix as set in the Maintenance gt Business Parameters gt Financial section Scheduling ze Recien Payment Tmrasaten Scedaloa faaych Care Miker 4 Aad Ime Biome Lre Use IRIN Ira F Jan 1 F Feb 7 FI Mar 1 Sor 15 May F Anm 1 Fix FI aa FI Seo 1 jal Mer 15 I7 New El Dec lI S rpended Lal see sew nm 28 Each recurring transaction has a Start Date and an End Date It will only appear for activation in months within this range Thus a transaction can be scheduled for a specific time period For example an HP agreement can be given an appropriate end date Each entry can be scheduled to occur in any period of the financial year as required and it will only appear for activation in those scheduled months For example where a payment is quarterly then only the four appropriate periods s
55. nd Analysis codes which your Farmdata adviser will help to arrange This may be thought of as titling the columns in a manual cash book Day to day financial recording and monitoring is simply a matter of entering transactions as they occur Receipts and payments details are analysed by analysis code numbers and may be entered at any time and in any order you choose though it is advisable to enter them regularly whether it is weekly or monthly You are asked to check the accuracy of entries as you make them but Financialdata does the rest of the book keeping Operating at this level the system is essentially providing you with an automatic cash book It can do much more given further information although it never demands input in a form you would not normally have available for a manual farm accounting system L3 The information it can provide Because Financialdata is based on the cash book concept it easily provides an audit trail and bank reconciliation VAT returns can also be generated automatically as a result of transaction record processing 1 4 Finding Your Way Around The program is written in Microsoft Visual Basic Net to run in the Microsoft Windows operating system This gives it all the flexibility and function now available with this type of programming It is designed to be used with the mouse and to have the minimum of keyboard input Clicking into one option on the screen will often take you to another screen
56. nsists of Business Name Address Telephone and Fax Number and Password if required The Financial section must also be completed Other information can be entered at your convenience Click on Save and you will then be returned back to the main menu of the new Business Delete Business If you have accidentally created a new business or wish to remove a business completely use this option You will be asked twice to confirm the deletion Once deleted a business cannot be reinstated except from a backup Setup Printer Setup This gives access to the windows options for the printer setup such as changing printers paper size etc Folder for Data Files Sets the path to locate the data files Used where the data is stored in locations other than C farmdata financal32 This may be a networked drive for example Install Sample Files Used when the installation is for evaluation Installs a set of sample data which can be used for demonstration and evaluation Copy Data Used to create a duplicate set of data as another business Backup Option This accesses the backup routines for saving your data Please refer to Appendix G for further details On first use you may have to configure before backing up Farmdata can help if you are unsure Restore Option This accesses the restore facility if you need to take your data back from disk Please refer to Appendix G for further details 4 vili Exit This takes vou out of the progra
57. nstance 1f the year end month is 5 May and the interest is paid in June then that is the first period of the financial year If it is paid in July then that is the second period Periods betweeninterest payments indicates how often interest is paid If quarterly it should be set to 3 if monthly it should be set to one Machinery Depreciation Type If Value is selected a specific value can be entered for the depreciation this year If a percentage then rate should be entered ie 20 This will then take the opening value of machinery add to it any purchases this year and take away any sales this year The percentage or value chosen will then be taken from this value and inserted in the profit and loss account the remainder is the valuation of machinery in the closing balance sheet EXAMPLE Opening valuation 100000 00 Purchases 20000 00 Sales 5000 00 Sub total 115000 00 Less Depn 20 23000 00 To P L Closing valuation 92000 00 Building Depreciation Type If Value is selected a specific value is used which you enter or Percentage in which case you enter the ie 10 When it adds 10 of value to new buildings paid this year to the Depn last year and take this into the profit and loss The remaining value is entered as the closing value in the balance sheet 10 EXAMPLE Purchases 20000 00 Grant 5000 00 Sub total 15000 00 Less Depn 10 1500 00 13500 00 Opening valn 200000 00 Less Depn last year 25000 00 Less Dep
58. ode Four special codes are used 6AA for Last Year s Machinery Depreciation and 6BB for Last Year s Building Depreciation 9AA for Opening Bank Balance and 9BB for Opening Cash Balance New Aggregate Code values can be added as required at the end of the list They can be added in any order and will put into numeric order when you exit this set 48 6 2 Valuations This allows for the entry of live and dead stock values at the beginning and the end of the year Valuations are extremely important to the proper use of the system in that they are a crucial element in calculation of the profit and loss report and the balance sheet Valuations can be entered for all of the following items Output items aggregate codes 100 199 Variable Costs aggregate codes 200 299 Fixed costs aggregate codes 300 399 Opening valuations appear as assets in the Last Year balance sheet while closing valuations appear in This Year balance sheet In the profit and loss calculation valuations have the following affects Gross Outputs are calculated as Sales minus purchases of Output items minus opening valuations plus closing valuations eg Cattle Sales 15000 Purchases of cattle 10000 Opening valuation 10000 Closing valuation 12000 Gross output 7000 In other words the margin over purchases plus the increase in valuations go towards the profit of the business Costs inputs are calculated as Purchases of variable or
59. ow will appear Fill in the Description of the line select whether the content is to be a Value money or Number quantity The options for a line are a Blank This allows you to leave a blank line on the report b Constant This allows you to enter a value for use in a calculation c Calculation This allows you to do a calculation involving figures from other lines in the report e g 1 2 3 d Transactions Budgets This allows you to include figures from Transactions and or Budgets Limits can be set on Period Aggregate or Analysis Code and Sub Analysis Code You can also include Creditors and Debtors at Start e Valuations This allows you to include figures from Opening or Closing Valuations Limits can be set on Aggregate Code and Sub Analysis Code Tjur Deez plun Lone ima arsactions Judges In the above we have selected the Value of Feed It is to come from Payments and is taking actual figures from period 1 to 2 and budget figures from period 3 till the end of the year 213 700 VAT PAID M VAT PAIN FT C Cattle Mi C Cattle Y Aggregate Code Suh Code The Limits are set on which range of codes are to be used in the screen below The Agregate Codes from 250 to 250 are used and the Sub Analysis Code C is selected This means only figures allocated to SL from within the Feed codes will be picked up in this line Each line of the report is built up in this
60. porating actuals to date then budgets to year end Profit amp Loss Account Balance Sheet Capital Account Funds Generated by Trading Source and Disposal of Funds Statement Private Account Gross Input and Output Schedules These reports can be used to monitor actual and forecast progress through the year and the effect of changes in budget and or policy on the business as a whole 65 T4 Hnanzal Calculater MIETX Repons udqet 2033 7 Casli Flow E Scurzes and Dispusal ul Su ids IF Proft and Loss FF Input Output Schedue 7 Baeree Sheet 7 Frivatc Account iI To create an new report click New and vou will be asked to title the report and then get the screen below 66 E Financial C aculato I Report Columna Optiona Report Title V Invite Actuals m Columna 7 Incluce Budge s Columns Source of Budgete 2 Budgstfor 2008 V Show Compansons If you wish to show actual values in the report click the check box and select the number of columns of actual figures you wish from the drop down list If you wish to show budget values in the report click the check box and select the number of columns of budget figures you wish from the drop down list The above two numbers should not add to more than 12 Periods in the financial year You may have less for example a total of four where you wish a quarterly report or any co
61. production of a correct VAT return as amounts must be correctly categorised as inputs or outputs This refers to transactions into or from petty cash from outside the business Note that a cash cheque would be entered as a payment from the bank and then analysed to Cash from Bank Analysis Code 101 The system automatically creates the cash receipt entry This applies to all transactions to or from the bank cheques standing orders bank charges an so on All such transactions should be entered The system requires that each payment be given a unique reference number this is used in the bank reconciliation to match transactions to bank statement entries For cheques use the cheque number or shortened part of it for other transaction make up a reference eg DD1 DD2 DD3 etc for direct debits INTI for interest payments These should be noted on the bank statement Do not use 0 as a reference This indicates what stage a transaction is at in the system When you are happy with the entry on this screen you can move on to analyse to the various analysis heads Click either the Analyse or Contra tab it does not matter which order this is done 22 Analyse This is the point at which you allocate the payment or receipt to the various Analysis codes you have set e Poymnnis E emeret feres Corta H mher To a roa Laa frar Pre Payment Paws T0 lu A clos v Cozc Suc Descrip cr Suantry Yaluc gt VAT PAID 000 175005 GWU
62. r 1 1 1 Business Parameters This contains the basic details of the business such as the trading name address and VAT Registration number TU Basirre Paneler pump Daerser Mercal Deoveciatior Tes Vaz Mates ceret etes hana The Mauri 72m Aoc sic Kruss Erosshre Tsyske celia ME 77 be Fe 01467 67 440 Wa Fen Ha 13 4h 7 IR Pierna Save Fe i ran Password can be used to restrict access to the program It can be any length up to 10 characters You will be asked for the password each time you open this business 1 1 2 Financial Parameters Ea Eazirz Perarmmelero ky Dume Frersa Deprecinor Mates vat Gates items ates Ves Und Date Kura ev End Mere 7 Tar Feed n Waz Frocuzmev Merlliv 07 ai Th realize Mod Lad kt Deque hube Usad O Pau Y noe 1e e abe Lipsii bereli y Y tana ena Nest eens Number mrzin y Last Cheque Humber Used 19 525 1 Show Eesz1222 5 fem Tran saccos 2n Depos Last Year End Date should be the closing date of your last financial year Year End Month Where your year end date is not the last day of the month you have to select which is the final month of the financial year For example if you have a year end date of 5 April you may wish your year end month to be March April will then be period 1 of the new year Last Period This is the last closed period VAT Frequency should be either monthly or qua
63. r 68 Cancelling a cheque We assume here that the original cheque No 298 was included as an unpresented cheque in a VAT Report and can not therefore be deleted in Transaction Maintenance The cheque for 40 25 34 26 5 99 VAT was for other livestock expenses The cheque is re entered as a negative value The cheque number is given as 298A This gives reference to original cheque number It is analysed to VAT and Other Livestock expenses thus cancelling the previous analysis Inthe next Bank Reconciliation the original cheque and the negative one should both be cleared on the debit side as if on the statement As one is positive and one is negative the net result will be 0 40 25 40 25 so the balance will work out correctly and the cancelled cheque will no longer appear as an unpresented cheque on the Bank Reconciliation B Bayer Taco Par do dio Hmbe GC Ihde 2 0 30 Pero Mensa 2007 Name AS O Deszrpticn lave Cheque Ho 19 522 Temi 2 Cash 0 Cenc 4025 Dago Ff Ne 101525 85 E nipa Diarra O ae mer A02 Va Loros 86 Example 9 Receipts Number 31 Entering a VAT refund as an opening Balance Any receipts applying to last years accounts are entered as Debtors at Start likewise payments for invoices dated in the last financial year are Creditors at Start Usually your first VAT refund of the year will be for a return relating to the last month s of last financial year th
64. reconciliation the transactions previously selected will still be selected only if you have saved Clicking Print will give you a display or print of the list with those entries which have been selected flagged as Yes This is a useful print when you want to crosscheck the entries with the statement Once the running balance and the closing balance are equal Click Reconcile to complete the process This flags the selected entries as reconciled and prints the reconciliation report automatically Click Re Print to get another copy of the last completed reconciliation 34 4 4 Month End MI Mericd End Merch 2007 lem Clos nz lhis Period wil mean Era you cannol enter any inure Transactions lor bis Period F ycu arc rzurc abcr the un anc check your Mznua sue m ww Do not close Period 12 until you have read Appendices D amp E This invokes the Year End Routine Select File and Copy Data if you wish to retain a copy of the Year on the Computer Clicking Month End closes the first available month thus preventing any amendments being made to transactions posted in this month Once closed no more transactions can be entered in this month Please consult Month End Check list in Appendix D NOTE We would strongly recommend that a Bank Reconciliation is completed for a month before it is closed This will check that the transactions entered correspond with the Bank Statement If monthly VAT Returns are made
65. resented and all the deposits cleared b Check that the amounts entered as transactions agree with those that the bank processes As a general rule if the bank figures disagree with the transaction figure you entered take the bank figures as being correct If the bank makes a later adjustment it can be entered as a further transaction If there are any omissions they can be entered as new Transactions If the figures need to be amended this can be done in Transactions ME Bank Recorciliaton March 2007 o 5 jn Date 3U U3 200 desig 16016 13 Opnrg AM Funning 1801613 Tranzacilons Deis 30223 Ayailadle 5737 Total 0005 00 Credits 2202 07 Ayumi o Total 220307 TE esque Nun ber Neri Feat Supply C Smart amp merz L Helper Tha Rany NOTE We advise users to reconcile the bank before closing a month The reconciliation is a check on your figures and if a mistake is discovered in an entry once the month has been closed that transaction cannot be edited Reconciliation Routine Only transactions for the first open period are available for reconciliation The second period cannot be reconciled until the first is closed 233 Enter the date that you are reconciling to Usually the end of the month Enter the Closing Bank Balance from the statement on that date as the Closing Balance The Opening Balance is retained from the previous reconciliation You cannot change this and it should be the op
66. rterly If set to monthly a report will be produced at every month end if set to Quarterly it is produced every third month Quarterly Offset only applies to quarterly VAT reports Should be set to 1 2 or 3 depending on the month of the financial year which starts a VAT quarter Last Non Cheque Number This is used when posting recurring transactions Each recurring payment transaction activated must have a unique reference number Along with the Prefix this is the number allocated to the last recurring transaction posted Force Cheque Numbers to be Unique When set duplicate cheque numbers cannot be entered in the same financial year Automatically Generate Cheque Numbers When set cheque numbers are automatically entered in transactions incrementing one for each new entry The last recorded number can be accessed and changed if required Other Description on Reports When set the description on the first page of a transaction is also shown on the analysis reports 1 1 3 Depreciation Rates a Dazineiz Fs arieterz l nd ll ass eremi Dexeomoo Faces Vat Ratna Interest Ren Fra rient Piyer Perad 1 Pestad herween 3ymenta 1 Mewrw 2 Matha 5 Mma Madiis y Urpisselii lapa 8 ecertace Vane Had is y Lepiszeltur ZU Riddrca Neperin Type Dreta B Vaur Dudres Jepreciabor 4500 Law ta mw First interest payment period is the period in the financial year that interest on overdraft is first payable For i
67. sing out of the use inability to use quality or performance of such Farmdata software and user manual even if Farmdata Ltd or any such other person or entity has been advised of the possibility of such damages or for any claim by any other party In addition Farmdata Ltd or any other person involved in the creation production or distribution of Farmdata software shall not be liable for any claim by you or any other party for damages arising out of the use inability to use quality or performance of such Farmdata software and user manual based upon principles of contract warranty negligence strict liability for the negligence of Farmdata Ltd or other tort branch of any statutory duty principles of indemnity or contribution the failure of any remedy to achieve its essential purpose or otherwise This does not affect your statutory rights Preface This document describes how Financialdata the cash based accounting and budgeting system produced by Farmdata Limited operates The system runs on the Windows 2000 XP amp Vista Operating system Windows 2000 Windows XP Windows Vista and Visual Basic Net are registered trademarks of Microsoft Corporation Inc Related Documents Financialdata Quickstart Guide Windows Manual Windows Tutorial Table Of Contents Copyright Information DAA a A AA a AA RAN il O C DEN il Table OT CODIents xc rt A Sod UY A eee eat lii INTRODUCTION 5 iis ae i A A al IA AA aa x
68. t 211 Vachon Rupees 12 40 145 do 320 Dil 565 3000 00 232343 i aM Pac Aw Ja WA Jo 223 Ever ZZ EDD 410 Other Mischiaery Ex perse 200 00 200 00 100 250 hiuire neis Mt WO 4100 DO 14 10 14 160 Prildins Repaics 3119 3 2000 00 1119 3 34 3282 Drainage 264 00 264 00 ARI Stationery 400 IN A qa Mots 383 Secretarial 230 00 230 00 ARA Cask Charges 1200 1200 410 Other Tveatack Fxgon 437 7 517000 499991 ROM 2 506 3500 700 Parate Drawings 22 00 1900 00 3300 556 250 Machinery 32 zazed 10200 00 10200 00 Totals 1457 56 SHAM 1456214 res 62 7 4 Code Listings Y Code Listings mem Feoors i Aggregate C ndes Names and Addresses 7 Payment Analysis Codes C Quantty Codes D Recept Anclysis Codes O Val Rales 7 Sub Araysis Coces C Irterest Rates i U mita P L Start UOU SPHOIM hnd 000 SPECIAL The Various code lists can be printed from here To select a particular list click in the dot beside the heading and click Display or Print Category only applies to Analysis Codes If a Start and End Category are specified the analysis codes are listed by their various aggregate code headings 63 7 5 Budget Reports This section gives you reports on the various headings within the closing section as described in Chapter 5 You can also report on the budget entries and any outstanding Pre pavments or receipts in advance Each budget set has can have its own unique set of entries under each heading
69. the accountant employs for tax purposes Creditors and Debtors will probably be the same in both contexts but Valuations of stock and crop may be totally different depending on the prevailing market conditions Balance sheet figures such a machinery value property value investment values etc may also vary widely from the written down value Machinery may be written off but still have some resale value for example How you use the system is entirely up to you You can of course have separate budget sets to reflect differing requirements 47 6 1 Opening Balances This allows for the entry and amendment of Balance Sheet 800 999 and Profit and Loss 100 6BB values Each Budget Set has its own set of figures These are the figures used by the Financial Calculator as the Opening values in the Balance Sheet and comparisons in the Profit and Loss report Where a budget set is created by the year end routine these figures are automatically generated to give the position at that year end thus being the opening values for the next year If a budget set is created independently these will start as zero and you may then enter your own budgeted opening and comparison values P ANT A MACH NFRY NFPA n i MNINGS NOPR 117 CAFTITENS DEPOSIT ANCOLINT MACLINTRY U JILLING A S H UCTUHLS INVLU MLh L VANK UALANC_ CASI HIN LANZ Figures can be amended as required by clicking on the value They are entered by the Aggregate C
70. the value should be coded to analysis head 102 This removes it from this years profit and loss account but will include it in the cash flow When code 102 is used as part of an analysis further entries are required Once the analysis page has been completed click Last Year and a further analysis screen is presented The value sent to code 102 on the main analysis should now be analysed to the codes it would normally have been analysed to See Appendix A Example 9 b Pre Payments and Receipts in Advance These are prepayments made this year for goods to be received next year or money received this year for goods to be supplied next year If such transactions arise they should be posted to analysis head 999 This removes it from this years profit and loss and automatically includes it in the year you define The value will appear in this years 24 cash flow When code 999 is used as part of an analysis further entries are required Once the analysis page has been completed and balanced Click Pre Pavments this takes you to a further analysis screen The value should be analysed to the code in which you wish it to appear Several lines of different codes and years may be made The Action Year entered is the year in which the financial year starts For example if it appears in the accounts of 98 99 then entry should be 1998 2 2 Journal Entries These are entries which are used to correct values which have been posted to the wrong code or to
71. ther source documents This is used as a reference in any later amendments to that entry and as a cross reference to the audit trail for later examination of the accounts The date is automatically set at today s date but this should be reset to the date the cheque is written the receipt paid into the bank or the date a direct transfer appears on the bank statement It will retain the date from entry to entry therefor when entering a batch on the same date you do not have to change each time Select the month for the entry Only the last three months on the list can be used Closed months appear to be greyed out and cannot be accessed when entering new transactions Transactions are usually entered in the month of the date above i e the month payment is made or received The name of the person being paid or making payment should be selected from the list If the desired name is not on the list click on the Add button at the end of the field and fill in the detail The Name will then be added to the available list The description line can be used for names not on the list or for a general description of the transaction 21 Contra Cash Bank Cheque No Status This can be either a payment when there is a net receipt eg commission on the sale of livestock or a receipt when there is a net payment eg trade in deducted in payment for new machinery This is essential in generating a realistic profit and loss account and in
72. this you will not be able to access the program after 60 days have elapsed from date of installation You will not have an Activation Key if you have a demonstration copy of the program iv Change Change the Address of the licenced owner of the software v About This gives details of the Serial Number and Version Number of the program The images used in this manual have been generated on Windows Vista Other versions may appear slightly different on the screen but the operation and function will be exactly the same CHAPTER 1 Maintenance This section deals with the coding structure of the business and the set up details Before any entries can be made for a business this section has to set up M FINANCIAL gala Financia Managerneril System Tre Muuril Farm Se File Utilities Help qamx E The Mount Farm du Tisnsavlvris Recuting Tranzaztions Month Inc gg Budgets mg hie Year B H Maintenanze Routines i 5j Business Parameters Toor Cree gg Payment Araysis Codes 20 Receipt Analyss Codes 24 Sub Analysis Codes 24 Names and Addresses financialdata 0 a Bl Available here are 1 1 Business Parameters 1 2 Financial 13 Depreciation Rates 1 4 VAT Rates 1 5 Interest Rates 2 Aggregate Codes 34 Payments amp Receipts Analysis Codes Sub Analysis Codes Names amp Addresses Quantities d A Ui Each option is described in the corresponding section in this chapte
73. to the initial screen This report will then appear on the list with the title you gave it along with any previously formulated reports Highlight it and then select the sections you wish to display or print cashflow profit and loss etc Click display or print as required This report will remain available until you delete it It does not have to be recalculated if you want too reprint If the Budget has changed since the report was calculated then you will have to recalculate to reflect the changes Do this by highlighting the report on the list and click Edit You will then get the setup screen with the options as used for the calculation previously If you do not wish to change any simply click OK and the report will be recalculated Any saved report can be changed by Clicking Edit and changing the setup as required Click OK to exit and it will recalculate to the new requirements 69 7 7 Profit amp Loss Comparisons In this section you can print or display any of the saved Profit and Loss Reports from the Financial Calculator section above You can thus monitor the change in the projected Profit and Loss as you move through the year Up to 10 can be selected and shown side by side on the report The first column will always be last year actual figures for comparison A oL Td Protit and Loss Comparison ii Aepens EL dget 2033 a Une Month Actua um Select the budget set you wish to use and high
74. towards the profit of the business Costs inputs are calculated as Purchases of variable or fixed cost items plus opening valuations stocks minus closing valuations eg Fertiliser Purchases 12000 Opening valuation 1500 Closing valuation 500 Gross input 13000 This reflects the amount actually used in this financial year by the business NOTE It is important in budgeting to bear the above calculations in mind We recommend in fact that you begin budgeting by doing physical stock reconciliations eg if you budget to use 130 tonnes of 43 fertiliser but already have 15 tonnes on hand and expect to keep 5 tonnes on hand at the end of the year you will only need to purchase 120 tonnes ie Purchases 120t Opening stock 15t closing stock 5t Total used 130t Then multiply these figures out by the price eg 120 100 12000 purchases 15 100 1500 opening valuation 5 100 500 closing valuation 130 100 13000 Gross input BARL Y IN SIOPZ TOWS SHRAS FWE LAMBS TOM FOL NIT KE GLK Each Budget has its own set of valuations You can sub divide valuations if you wish to itemise valuations which come under the same aggregate code by giving each entry a separate code This can be a sub analysis code or simply a reference number of your own choosing eg Cattle valuations aggregate code 130 could be split up as above if separate Sub Analysis
75. us A cm JC m Jenn C 76 Example 2 Payments Number 62 Fuel Account paid by cheque This is an example of a very straight forward transaction Vat May be claimed in full on all fuels if the Road Fuel Scale Charge is used Private allowances should be checked with you accountant Lem me mete J sm imm n 77 Example 3 Payment Number 63 A cheque cashed Notice part of this cheque has been analysed to petty cash cash from bank so the actual balance of petty cash will only increase by 50 00 Itis not necessary to analyse the whole cheque to BANK and then make later payment entries from CASH to analyse separate payments Whenever a BANK payment transaction is analysed to CASH FROM BANK a CASH receipts transaction is automatically generated and visa versa Receipts Transaction No 26 is generated by payment number 59 214132007 Me 2007 Mens Caah from Zank ke 0 E Exampe 4 Payments Number 64 Journal Entry to correct an incorrect transaction entry Transactions can be corrected up until the time that they are included in a bank reconciliation and VAT report Assume here that a VAT report has been completed for the original transaction then a mistake found 50 00 was analysed to Contract Work and Hire instead of Sprays Note that Contra Cash and Bank are all O in journal entry there is no money moving out of the business The analysis amount must come to 0 also 21 02 2007
76. vate Expenditure Codes 800 899 Capital Liabilities Balance Sheet 900 999 Capital Assets Balance Sheet These groups should be adhered to strictly at all times unless you consult Farmdata If these ranges do not suit your business they can be changed in consultation with Farmdata 12 a Add new codes Be sure to choose a number which falls into the correct band as described in the previous section of this chapter Y Ayyrevale Coder cei Cue Desurislion WHEAT Va Are ias save dew Bees Bw wx Frios ER dev Click New to add a code The description you give the new code will be the wording which will appear in your profit and loss account or balance sheet The VAT rates are as defined in Maintenance Section 1 4 at present they are 0 Exempt 1 Zero rate 2 17 596 3 Not Set 4 Not set 5 Not Set 6 Not Set This controls at the rate at which VAT is calculated in the budgeting routines if requested After a code has been described and VAT type selected to your satisfaction Click Save to add it and move to the next addition by clicking New If you have no more to add click Exit b Modify Codes Any code can be modified but it is generally not advisable to modify a code once it has been used in 13 the current year Select the code you wish to change from your list of codes Once you have made the changes click Save Any changes will apply to all entries in that business in th
77. way Any line can be edited by selecting it again and changing any of the detail Once all the lines have been completed you can print or display the report when you require Se ective Keporing a Sorex Selective Reporting 19 07 07 The Mount Farm Cattle Margin Column Descriplion Value 1 Purchases 23006 06 2 Sales 164720 72 3 1 0 90 4 Opeaing Valuation 404930 90 5 Closiag Valuatict 101930 0U 7 Grozs Uuiput 141 20 72 9 Feec 1532 71 10 Other 7 dvestack Frnersaz 716 35 2 Gross Margin 141004 37 14 Number of Cows 251 00 16 Gross Output Per Cow 564 52 Ca r 74 Appendices APPENDIX A Transaction Journal Entry Examples Introduction The following examples are intended to act as a guide to a variety of different ways of entering transactions Obviously not all situations are covered but they do illustrate the sort of logic which can be applied The examples are taken from the screen so the way they are entered should be self explanatory A description of each transaction precedes each example 295 Example 1 Payments Number 61 Wages paid out of Petty Cash The payment is made from cash therefore petty cash will be reduced by 200 00 If a cheque for say 250 00 was cashed and then 200 00 paid out and 50 00 put into petty cash that cheque could have been analysed 200 00 to wages and 50 00 to petty cash in a similar way to Example 3 Payments Number 63 Gl AR Pis ew mil lo Mish
78. we Stock ladage 7 Me au Eee Rued dn oec X113 4YJ 01563407145 w Suocter Custer Both Save hew Leet me Newt rege Ext Help a Addnew Thev can be added modified or deleted in the usual wav bv clicking New The type is important as it signifies whether the name is a Customer C receipts only Supplier S payments only or Both B As usual when each entry is complete Click Save to add it b Modify Names can be called up from the drop down list or you can work through the list using Next and Previous 18 1 7 Quantity Tables This file holds the list of quantities which may be used when setting up analysis heads Any number of quantity types can be set up but generally 4 or 5 may be enough Abbreviations are simply short versions of the quantity ie T for tonnes and Kg for kilograms Up to 4 digits are available for abbreviations kal Quantity Codes soe a mwee e noe mre nn e 19 CHAPTER 2 Transactions This section is where all actual transactions of the cashbook are recorded Examples of Transactions are shown in Appendix A 2 1 Add New Transactions We recommend that you should already have noted the analysis codes on the documents for the entries you are about to make This speeds up entry considerably The option of the month the transaction should be entered can then be selected This is generally the month in which payment is made or received
79. with further options You may need to take time at first to find out where everything is If you go into the wrong option simply exit out again and you will be back to the previous stage Within a screen you should use the Tab Key to move between data fields not the return key Shift Tab goes back through the fields If a field has a box with a down arrow at the end it has a predefined list from which to pick Once in the field you can scroll down the list and select the required item Alternatively type the first letter of the item you wish this will give you the first item with this initial letter Press the same letter again to move to the next item on the list with that initial letter If a field has a box with three dots in it at the end this button can be used to add option to the list 1 5 If you get Stuck Something somewhere is sure to catch you out It is often just a matter of taking a step back to the previous section and starting again Switching the machine off is never a good option but it is unlikely that you would cause real damage if you did You are likely to lose any unsaved entries which will have to be re entered Should you get totally stuck you can call up Farmdata s help line which is manned during office hours for assistance It is absolutely necessary that you take regular backups of your work You should keep at least three sets of backup and use them in rotation Set A should be used on Day 1 Set B on Day 2

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