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1. Copyright Sanders Software Consulting Inc 2000 2012 Page 133 Section 17 Batch Entry Tab Import Bank Transactions is Import Bank Transactions OF 05 2012 CHECK 7182 645 25 07 05 2012 TRANSFERRED FROM LOAN ACCT T0023 3 000 00 OF 05 2012 CHECK 7181 1 118 42 OF 052012 CHECK 7052 14 00 0705 2012 EDWARD JONES ACH DEBIT INVESTMENT T0024 50 00 07 05 2012 AXA EQUITABLE ACH DEBIT INS T0025 32 52 OF 03 2012 CHECK 7183 564 05 OF 032012 CHECK 7180 470 00 O7022012 TRANSFERRED FROM LOAN ACCT T0026 2 000 00 OF 02 2012 YZ WIRELESS ARC ACH DEBIT ARC 7179 7179 235 65 OF 022012 JOHN DOE TOO27 1018 37 0702 2012 AXA EQUITABLE ACH DEBIT INS T0028 129 00 Batch Date Range it OF 02201 2 to OF 0 2012 Batch Totals B2 Check s Totaling 126 025 26 14 Deposits Totaling 124 596 76 Ended at 12 9 2 2012 15 36 00 ff of 7 Records Sucesstully Processed Process Completed Oo Press the done button to continue The batch will be opened automatically or is refreshed if you are adding additional transaction to an existing batch Copyright Sanders Software Consulting Inc 2000 2012 Page 134 Section 17 Batch Entry Tab Payee Naming Rules Payee Naming Rules The last option under the import button is Payee Naming Rules This allows you to maintain the list of rules that you have created over time Payee Naming Rules are only used when importing bank tr
2. Employee Employee Code Employee Name SOHN F JONES Social Security 545 66 5487 Retieve Defaults Items ave Payralten 7 Click here to add a new row 3 000 00 Calculate 2009 Taxes All Summaries Benetits Deduction lz Heath Fayroll tem Extra Withholding Amount Limit Company Paid Click here to add a new row JM O Social Security Tae 8 y OoOo Pf MC Medicare Ta ABB P MO Retitement o y T e 0O Othe S S S e Health Insurance SS _ e E O Lite Insurance D e KK lt ARRA Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 17 Section 1 Farm Options Close Farm Close Farm Press Ctl S or choose File Close Farm from the menu This will close the current Farm so it is possible to open another farm A farm must be closed before restoring data from a backup Report Inventory El Open Farm Chrl a New Farm Ctrl h Close Farm Chrl 5 Copyright Sanders Software Consulting Inc 2000 2012 Page 18 Section 1 Farm Options Backup Farm Backup Farm 1 Close any farms that are open by clicking File Close Farm amp il FarmBooks FarmBooks Den Report Inventory Bi Open Farm Chrl 0 New Farm Ctrl h Utilities Help Open Farm Cbrl 0 Ctrl M Mew Farm Close Farm Chrl 5 Change Registration 3 The Backup Farm Database window will open Select the farm to backup by clicking in the box besid
3. The tax table update is a two step process The new tax table must be obtained and then applied to your farm database The process will preserve any percentages that you entered for farm utility or farm automobile percentages If your farm number is for a non Kansas state then your state rates for the current year will be saved and restored for the new tax year Should your state rates have changed for the new tax year then you will need to edit the state rates married and single manually by clicking on Setup Tax Table after the Update Tax Table is applied to your farm database 1 Backup your database by clicking File Backup and completing the steps of the backup 2 Click Year End Step 2 Update Tax Table Year End Utilities Help Step 1 New Fiscal Year Ctrl tH Step 2 Update Tax Table Last Tax Year Downloaded 7012 Step 3 Payroll Calendar Year End 3 The Update Tax Table Wizard will open Select Download via Internet Connection or Previous Download if obtained from www farmbooksaccounting com and click Next Update Tax Table Welcome to the Update Tax Table Wizard This wizard will step you through the process of updating YoU existing farm databases wih the latest tax table This process will overwrite your existing tax table The tax table will be copied fram the defaut folder for the application The values you detined for farm automobile farm utility and unemployment taxes wil be
4. External Codes Active Code Description fay Family Living P 005 BANK AND TRUST A Vendors Bee 5 BROILER PLANT AR Employees 037 BROKERAGE FIRM ald Miscellaneous ae BUILDING COMPANY amp LoanReceivables 008 CLOTHING STORE a 020 CONTRACTOR COMPANY M jom COTTON COOP 46 035 COUNTY TREASURER E 027 DEPT OF REVENUE E OM ELEVATOR HE 033 FARM ORG 030 FEED YARD tE 004 FEED FERT STORE 3 Fill out the information in the screen and then click the Add button to save the new code Copyright Sanders Software Consulting Inc 2000 2012 Page 86 Section 7 Codes Enterprise Codes Enterprise Codes Use this feature to analyze crop and livestock production costs 1 Click on Setup Enterprise Codes Enterprise Planning Payroll Defaults TA External Codes Enterprise Codes 2 When the Enterprise window opens select an enterprise and click the Lots is Enterprise 2009 1 1 2009 12 31 2009 Lots Dairy Enterprise Codes 7 gt 15 Pouttry Bse Mape ooo i O Other Livestock Lots for 22 DAIRY COWS ype OU DAIRY HERD yy Copyright Sanders Software Consulting Inc 2000 2012 Defined Lots Page 87 4 Section 7 Codes Enterprise Codes Set up enterprise Lot codes with a meaningful enterprise description as well as the enterprise size which will be used for the per unit analysis You
5. FARMBOOKS ACCOUNTING SOFTWARE Sanders Software Consulting Inc Administrative amp User Guide Table of Contents SOCLION UF ality COOUIONS renerrien E EEEE EE EEEE 4 Bala TAD E E IAE AIN E O EA N E E A pe A A EE E O E E O 5 ope DETO FI cies ise E E E T EE E E ines 6 NEE e E E E E T E E E E E E E E e 7 BOS EACC n a E E E E E O E E E R 11 Add Frequently Used Ve Nndrs cccccsssecccessccccenscccsenseesaeeeeseeeeessueeessaeeeeseaeeeeseueeessaeeeessueceeeauecessaeeessueeesseuseesaueseessuesessaneeess 13 PATEMON A Ntsc carson E vara ninco tte nna E ae he baa ce a name nese rane banaan tenreeeeamans 15 BE II PIEN IE AI ee tr ce cleats rte tn Pee a ec costes ore pec osteo scent clase ose aie term E E T AE A E 18 BA UO ae 2 een ee Cer ee eT nen Tne Ber eT HOOPER een BC Orne nae arte ate Rae er se nor en ene eee EEE ne ne eee ee eee rere rn ae tree eee 19 PeO I sass ins ate a cc nes ee te ete teen E eee ve see ae ote ec ne ecto E ce ene eae aes ecee tes 21 POr O asec nance leis ae cheats E eases poate te ge eed E ete a ps nn E E eee nncee te ene omens srecolacnee 24 IMpOre MICER DOS Version 3 4 OF arealet cccrsnnarscnwsateassarnaresameatinannauanasawnatenenannademannntinanneusaussammniesanmaennqnamnalinanoapnaeaoaaiennasmamnnasenns 26 Import Field Manager Corrections cccccssccccssseccceececcenscccsanscesseeecesseeeeseueccssaneeeseaeeeeseueeesseuecessussesseaecessauseessaueesseneeessaneeess 34 EXO OVE LIQ PEE A E E E E E E E E T A E A
6. Loan ATIGs atio e descrinion 1021 CURRENT Loan 1022 CONTINGENT TAX LIABILITY 1023 CURRENT INTERMEDIATE 1024 CURRENT LONG TERM 1025 COMMODITY CREDIT CORP 1026 STOCKHOLDERS 1027 INTERMEDIATE LOAN 1028 LONG TERM REAL ESTATE 1029 LONG TERM OTHER 1101 NF LOANS Copyright Sanders Software Consulting Inc 2000 2012 Page 75 Section 6 Balances Loan Balances 7 Finally enter the loan beginning amount as of the first day of the fiscal year then click the Add button or Alt A to save the loan i Loan oan Beginning Balance ical Period and Loan Description Fiscal ear 1 M7 2009 External Code 026 John Deere Tractor Terms and Loan Type Farm or Mon Farin ATIG 1027 INTERMEDIATE LOAN Fiscal Year Beginning Balance T Mote Set the beginning balance as of the first day of the fiscal period If this is a new loan after the start of the fiscal period then set the beginning balance to zera etails Optional Maturity Date Interest Rate 7 Cancel Please note if the loan was received any time after the first day of the fiscal year you must enter 0 for the Beginning Balance You can then enter the amount received by creating a record of the Deposit on date of receipt On the other hand if you are entering a loan which has a balance to be carried forward from the previous year enter that amount You may enter optional details about the loan such as maturi
7. form type Payment Terms Set due date days and any discount given within x days Sales Tax Items Setup tax rate description payment vendor and ATIGD expense code for a single tax authority Sales Tax Groups Use if you need to report and pay tax amounts to several tax authorities state city local otherwise just use sales tax items if only one tax authority Customers Define bill to ship to addresses emails and contact information along with default payment terms taxable status sales tax or tax exempt number credit limit and opening balances preferred delivery method mail or email along with income ATIGD Product and Service Items Define Item Short Description Long Description is unlimited text taxable indicator unit quantity code unit price sale amount and weight per Unit along with a default income ATIGD Copyright Sanders Software Consulting Inc 2000 2012 Page 124 Section 16 Invoices Invoice Tab Invoice Tab From this tab you can create estimates invoices credit memos statements with finance charge invoices and post payments and deposits is FarmBooks FarmBooks Demo Farm Demo Farm 2009 1 1 2009 12 31 2009 File Edit Report Inventory Balances Setup Planning Enterprise ilities Help Cover Register Detail Register Checks Paychecks Deposits Invoices Mev Record Unda Clear Fitter Edit Delete You can preview print email or batch print email forms For
8. Deductible Expense f Income ATIGID WORK COMPVINEMPLOY MENT E Accts Receivable Outstanding EVUET AEE LJ Capital Asset Purchases 0 Livestock Purchases External 961 FED UNEMPL FUTA CI Farm Expenses 100 Deductible ze 041 leer HIRED Assign gt Description FED UNEMPL FUTA 0411 WAGES E 100 68 E 04H SOCIAL SECURITY TAX 0413 MEDICARE TAX am 0414 RETIREMENT OTHER g T 0415 HEALTH INSURANCE aty Code Balance 0416 LIFE INSURANCE D47 WORK COMP UNEMPLOY MENT Unts 0 00 i 0 00 041777 VWORKMARN COMPENSATION 04172 FUTA wt J Unit 0 00 m 04173 SUTA 048 STATE INCOME TAX Totalt 0 00 E 0419 FEDERAL INCOME TAX B 042 REPAIR TOOL SUPPLIES Price sUn 0 00 E Update 043 INTEREST PAID E 04 O44 FEED PURCHASED Amount 0 00 1h k Cancel e Otherwise you can sim oly enter the information in the orid detail line without o pening the window arsonist Be Desipion nous OOs Dts _ we tae Tot _ Pree Unt_ Pace Amonmi 7 04d 7 931 FED UNEMPL FITA 100 68 0 00 0 00 0 00 O Code Listing place the cursor in the ATIG D code field and press Ctl J or Ctrl Enter to open the ATIG code selection window Choose an ATIG D code and Click Apply to add the code to the detail line o Press Ctl J or Ctrl Enter when the cursor is in the following fields to get a list of appropriate codes o External code Ext Oo Enterprise code Ent O Quantity code Qty Cd Copyright Sand
9. Farm Preferences Preferences Click on File Preferences to launch the Preferences window File Edit Report Inventory Open Farm Cbrl c Hew Farm Ctrl M Close Farm Chrl 5 Change Registration Backup Restore Online Backup Import Export Printer Setup Print Checks Print Paychecks Preferences The Preferences window is made up of the following tabs o Options o Backup o Cover Page o E mail o Sound o Printers O Sort Copyright Sanders Software Consulting Inc 2000 2012 Section 4 Farm Preferences Page 51 Section 4 Farm Preferences Options Tab Preferences Options Tab Preferences 5 Options Options ce Backup even ease EJ Options G Backup Cover Page 53 E mail sound amp Printers Sort 5 E mail gt Sauna Check Book Entry ettings Printers Novice Detail Window W Synchronize Bank View s for All Tabs on Change ort C Data Entry Grid W Synchronize Fiscal Year for All Tabs on Change Starting Field IW Save and New Payee i Vendor W Skip Unit Entry during Check Deposit Check Humber and Status V Format Check Number with Leading Zeros NEXT v Use Upper Case for Payee and Code Entry Reset Transaction Description Units on ATIGD Change 1G st Print Order M Show Only Active ATICO Codes in List lc Standard C Reverse W Show Company Paid Payroll tems on Pay Stubs efault
10. Fixed Assets Intermediate Assets and Current Liabilities 11 Beginning Inventory Balances Add Erit Delete Fizcal Year or 071 2009 Close o To ind By Description avom vla wf Ci Current Assets a Current Assets Fi Fixed Assets Beginning Balance Ent E Intermediate Assets g ATIGD Description sd Beginning Balance Ent enterprise O00 ME Current Liabilities Drag a column header here to group by that column 3 Sub category symbols are white or yellow if inventory balances have not been entered but are blue if balances have been entered A plus symbol beside a category indicates there are additional sub categories when the category is clicked Continue to open categories in the list by clicking until the list contains inventory codes that do not have a plus symbol Copyright Sanders Software Consulting Inc 2000 2012 Page 61 Section 5 Inventory Beginning Inventory J Beginning Inventory Balances Efx Fiscal Year o1 0172009 v Current Assets Drag a column header here to group by that column B Accrued Income 2 3 Farm Products for Sale Janon Desenpnon BeomningBaance Ent Emeriss OOOO Feed Supplies Other E Invest Growing Crops Raised Livestock for Sale E Livestock Other Resale Non Farm Assets Fixed Assets Real Estate Farmland H E Buildings EQ Non Farm Investments Intermediate Assets Machinery E Motorized Equipment EQ Breeding Live
11. Opens the Reconcile Bank Statement window to make changes to the information you previously entered in this window The information entered in this window is shown at the bottom of the Reconcile tab View When a menu selection is selected it will have a check mark beside it If you select Sort by Date the transactions will be sorted by date If Sort by Number is selected transactions will be sorted by check deposit number Select Show the Check Payee to see the Payee column in the checks column and select Show Deposit Vendor to see the Vendor column in the deposit window Finish Choose this option to finalize the reconciliation When the reconciliation is final checks and deposits that have been cleared and do not appear in the reconciliation window again Close Will close the Reconcile tab but not finalize the reconciliation Copyright Sanders Software Consulting Inc 2000 2012 Page 111 Section 14 Checks General Instructions Section 14 Checks Checks General Instructions 1 2 Click on the Checks tab i FarmBooks FarmBooks Demo Farm Demo Farm 2009 1 1 2009 1273172009 Fie Edit Report Inventory Balances Setup Planning Enterprise Utilities Help Cover Register Detail Register Checks Paychecks Deposits Reconcile Invoices ew Delete Memorize Print Select a Bank Account and Fiscal Year if necessary or accept the defaults The selected bank account balance will display on the top line
12. clear the Print check box and then manually enter the check number or enter NEXT in the Check Number and the program will insert the next check number in sequence O Check Date Enter the check date or choose a date from the drop down calendar Once a date has been entered it will be used for additional checks until you change it again Copyright Sanders Software Consulting Inc 2000 2012 Page 116 Section 14 Checks Paychecks General Instructions Oo Check Amount The check amount can be entered or calculated using the calculator button at the right of the check amount field o Pay to the Order of Select an employee from the drop down list Employee information must be entered in the Setup External Codes Employee window To use an employee on a paycheck that has not previously entered From the main menu at the top of the screen click Setup External Codes Employees The entry window will open on top of the paycheck window and you can set up the new employee After you close the External Codes window the new employee will appear in the paycheck drop down list and can be used on the paycheck Be sure to fill out the Federal and State Allowances along with Marital Status Type and Pay Period Then enter the earning and deduction information from the Earning and Deduction Info tab o Memo button opens a window so you can add additional information about this transaction o Detail Lines When you set up an employee in the Ext
13. fiscal year Grid sort order The grid may be sorted by either Entry Order or Check Deposit Number However the user may click the any column heading once for ascending and twice for descending Hold the shift key down while clicking on the column headings to sort by multiple columns Assign CK DP Number on Manual Entry The user can determine how the default should be for the number column in the grid If the user is entering data from a credit card statement set the option to Use Number Formatted as Bnnnn since the number being assigned is arbitrary and you dont care nor need duplicate check number validation On the hand if you are entering values from your bank statement then you may want the system to use your next check number and want validation that a duplicate transaction has been entered So this option is driven by how you are using batch entry The number is formatted with or without leading zeros depending on the general application preference Format Check Number with Leading Zeros Clear Grid Sorting Clear any sorting and return to the order specified in entry preferences Clear Grid Filtering Clear any filters applied the grid Copyright Sanders Software Consulting Inc 2000 2012 Page 129 Section 17 Batch Entry Tab Create Import Data Map Import Data from the Bank or Credit Card Company In order to use the import feature you first need to go to your online bank or credit card website and d
14. 15 04 AM Cancel Back Finish 7 Copyright Sanders Software Consulting Inc 2000 2012 Page 22 8 Section 1 Farm Options Restore Farm There is also a folder named Control if you checked Restore Control Folder and by default this is unchecked This could be used to restore your registration information and available fiscal years You can restore all farm files or a single farm Click OK and then close out of the Restore Farm Database window when completed Restore Farm Database Restore Status Current File C FarmBooks 05001 00KS FarmBooks Demo Farmi trans act Restore Status naining O0 00 00 Disks Compression Speed Restore has completed Copyright Sanders Software Consulting Inc 2000 2012 Page 23 Section 1 Farm Options Import Data Import Data FarmBooks has a data import wizard to import a previous year s data from DOS MCFP You will select the soutce folder that contains your import data specify whether you want to import additional year s data or register a new farm If you are registering a new farm contact Sanders Software Consulting Inc for a valid registration number All transaction records will be stamped with the registration number It is recommended that you reconcile your bank statement before importing your data If you are importing additional year s data make a current backup of both the old and new program data 1 After closing all
15. 31 2009 File Edit Report Inventory Balances Setup Planning Enterprise Utilities Help Cover Register Detail Register Checks Paychecks Deposits Invoices Hew ecard Undo Delete call Le Memorize Previous ext Bank Account and Fiscal Year 0021 FARM CHECEING ACCT od 14142009 od Balance 50 625 00 Deposi i Humber TA Cleared 1 25 2009 l M Woid Received BANK AND TRUST 50 000 00 E From Amount Remaining Janon m Ee peep OOO fano foya foes ota 0591 MON IRRIG CROPLAND 50 000 00 o Number Manually enter a number to identify this deposit or enter NEXT to use the next sequence number See Balances Bank Next Sequence Number Oo Date Enter the deposit date or choose a date from the drop down calendar Once a date has been entered it will be used for additional deposits until you change it again o Deposit Amount The deposit amount can be entered or calculated using the calculator button at the right of the deposit amount field Copyright Sanders Software Consulting Inc 2000 2012 Page 119 Section 15 Deposits Deposits General Instructions o Received From Type a name or select a name from the drop down list Frequently used names can be defined in the Setup External Codes Vendor window o Memo button Opens a window so you can add additional information about this transaction if you wish o Detail Lines Detail lines categorize income Enter as many detail lines as are nec
16. 4 When the Add ATIG Allocation for Enterprise window opens select the Qty Code enter the number of Units the Weight Unit and the Price Unit If you do not want to keep the ATIG description then you may select an external code and use that associated description to provide more detail of your own about the heifers Once completed click Add i Add ATIG Allocation for Enterprise in 2009 01 01 2009 12 31 2009 Income ATIG Enterprise Livestock Sales BEEF COW HERD Select ATIG ATIG Allocation 4410 BEEF RAISED ATG 41720 ou Ee ee EE Assign gt Description BEEF FEEDER HEIFERS B 4112 BEEF FEEDER HEIFERS 4113 YOUNG BREEDING BULLS mem External 4 4114 YOUNG BREEDING HEIF R GO 4120 DAIRY RAISED 9 4130 SHEEP RAISED Date 0141872009 15 gt 4140 SVINE RAISED 4150 OTHER LYSTK RAISED ty Code 2 POULTRY fans a E BEEF RESALE C 4620 DAIRY RESALE aru 1410000 E 4630 SHEEP RESALE 4640 SWINE RESALE Total vt 48 200 00 E 4650 OTHER LIVESTOCK RESALE M soso a 9 4810 BEEF BREEDING Price Unit aii 4820 DAIRY BREEDING hae cot 43 890 00 m 4830 SHEEP BREEDING 4840 SVWINE BREEDING EEEE AEE Add Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 99 Section 12 Utilities Re index Section 12 Utilities Re index The re index option should only be used if you encounter a database error or are directe
17. 6 Choose to roll ending inventory entries from the current to the new year you are starting If you choose not to roll over the ending inventory then you must set up beginning inventory for the new fiscal year For budgets you may choose to roll over current budgets to the new fiscal year use actual values as budget values or not include any budgets in the new fiscal year Click Finish to complete the setup or Cancel to discard information and cancel the setup Select Inventory amp Budget Roll Over Options Mote Any Ending Inventory value not defined will be automatically detin d The ending value will be the same as the value defined for Beginning Inventory New Fiscal Year nventory Roall Oyver Options if Ending Loan Balances to the Beginning MW Ending Accounts Receivable Balances to the Beginning udget Roll Over Options Active ATls Only Dont Include Budget Amounts in New Fiscal Year Roll over Budget Amounts to Nev Fiscal Year Use Actual Amounts as Budget Amounts tor Mew Year Press Finish to create new fiscal year or cancel to exit Cancel z Back Finish Copyright Sanders Software Consulting Inc 2000 2012 Page 43 Section 2 Farm Year End Operations Update Tax Table Update Tax Table Each year the tax rates change based on federal and state legislation and it is necessary to update the tax table in order to calculate the correct payroll withholdings for the new calendar year
18. Click Finish to perform backup Copyright Sanders Software Consulting Inc 2000 2012 Page 20 Section 1 Farm Options Restore Farm Restore Farm 1 2 3 4 5 Close any farms that are open before starting a restore Choose File Restore from the menu to open the Restore Farm Database window i Ope Hew Farm Ctrl M n Farm Cbrl ca Close Farm Ctrl 5 Change Registration Click the Browse button find the backup set to restore from This file may be on a USB removable drive diskette zip disk or CD The backup set may be comprised of several files depending on the storage capacity of the backup media The farm number and farm name identifies the backup set by default and the file has a 001 extension To create a log when restoring the farm click the Create Log File option If you are setting up a new computer check Restore Control Folder to have your registration information automatically restored Press Next to continue il Restore Farm Database Restore from Backup Set Restore From fe ocal Device O op P Site Select backup set to restore from C FarmBooks Backups The backup set is always contained on the first disk of the backup and has an extension Be careful when restoring files trom the control folder lf a new farm or fiscal year has heen added since your last back tis not recommended to restore the CONTROL folder Restore Options L
19. Copy To Aule WINS SCH DEBIT CHECKPAYMT r234 Copy To Rule Payee Naming Aul Note Payee must contain phrase from Bank Transaction Payee Description above Payee Match Phrase ATAT SERVICES Match Aule Any Part of Field Match Case Optional Vendor lookup based on Fiscal Year 01 01 200 Vendor Hame Change Year Use Vendor 4TIGD List Highlight the phrase from the bank transaction payee description and press Copy to Rule During the import the process will scan the bank transaction payee using the match rule match Any Part of Field for AT amp T SEVICES regardless of case shown in sample above to determine if you have a rule defined If a match is found then the rule will be applied to the imported transaction You can assign a vendor code to the payee naming rule that will remap the bank description to a vendor If you use a vendor code with the payee naming rule you can take advantage of the existing vendor memorized ATIG D list feature to have data automatically assigned an ATIG D code or list of codes during the import During the import process for instance the payee naming rule can detect a debit transaction to your electric company and automatically classify the transaction with the proper ATIG D assignment If the transaction is fully specified the transaction will be ready to post and will be indicated by the green arrow symbol in the status column If further edits are required then the status wi
20. Date On Hew Entry W Automatically Create Ending Inventory C Use Today s Date W Automatically Create Ending Accrued Income Expense _ Recall Date of Last Transaction Hasibe t ei Uh ae e W Automatically Create Vendor after Prompt lumber of Decimal Places Automatically split ATI 007 based on Farm Utility Units 2 W Automatically split AT 008 based on Farm Automobile Price Per Unit ia O Price Perunt HS V Open Last Farm Used on Startup Set Farm Automobile and Utility Split inthe Tax Table by Clicking Here Cancel Check Book Entry e Novice Opens a popup window with the expanded ATIG code selection and unit entry window to allow you enter the check and deposit detail lines e Data Entry enter the information in the grid detail line Starting Field Choose a field where the cursor will start when entering deposits checks or paychecks The choices are Bank Account Number Date or Payee Vendor Number is a good choice when entering check manually Check Number and Status This option controls the default check or paycheck number The options for this field are o PRINT and PRINT and Cleared Uses the default value of PRINT in the check number field and selects Print for the status The PRINT and Cleared also selects the Cleared status Use these options to print checks in the check writer Oo NEXT NEXT and Cleared Uses NEXT in the print number field The NEXT option and does not select any of the s
21. July Statement Pt foe h Tete Wonba_ Faes Verda Dewipien Wes w 07 17 2012 Check 7186 CHECK 161 00 x 07 16 2012 Check 7214 CHECK 477 93 3 0771672012 Check 7187 CHECK 10 50 07 16 2012 Check T0014 FB P C INS ACH DEBIT Payment f 5 796 40 v 07 16 2012 Deposit T0015 FARM LOAN i 1021 CURRENT LOAN 011 OPERATING LOAN 8 000 00 0771672012 Check T0016 JOHN T SMITH 3 700 53 v 07 13 2012 Check T0017 FARM LOAN l 2021 CURRENT LOAN 011 OPERATING LOAN 38 000 00 3 07 13 2012 Check 7215 CHECK 355 66 x 07 13 2012 Check T0018 IRS ACH DEBIT USATAXPYMT 2 206 78 i x 07 13 2012 Check T0019 KSDEPTOFRE YENUE ACH DEBIT TAXDRAFTS 356 83 x Status Totals Transaction Totals atch Totals Difference 63 x Edits Required 142 922 04 62 Checks Totaling 128 025 28 128 025 28 Checks 0 AN Wamings Issued 0 00 14 Deposits Totaling 124 896 76 124 896 76 Deposits 13 Ready to Post 110 000 00 4 0 6 0 acrist Copyright 2000 2012 Sanders Software Consulting Inc All Rights Reserved Copyright Sanders Software Consulting Inc 2000 2012 Page 139 FarmBooks User Guide Sanders Software Consulting Inc P O Box 1921 Lawrence KS 66044 Phone 785 865 5111 Fax 785 865 5864 timssci sanderssoftwate com Copyright Sanders Software Consulting Inc 2000 2012 Page 140
22. Payroll Calendar Year End Payroll Calendar Year End Specify New Calendar Year and Employees to Copy arm Information Farm Murmber 05001 A Farm Name FarmBooks Demo Farm alendar Years Copy Active Employees fram Current ear New Year 2010 Active Employees Current Farm f Mone Review Current Year Employees by Clicking Here Mote If copying employees trom the current year only active employees without a termination date will be copied Cancel 4 Specify Payroll Defaults for New Calendar Year You have three options to choose from a Copy payroll defaults from a prior year b Use the system defaults you may indicate which deductions are pre tax c Manually enter your default codes for the new calendar year Specify Payroll Defaults for New Calendar Year ow do you want to create Payroll befautts for the new year Payroll Calendar Year End CO Copy Payroll Defaults from Calendar Year CO Use System Payroll betaults for Calendar Year 3 Let me Create the Payroll Defaults for the Calendar Year Review I Set Payroll Detaults by Clicking Here Mote There must be at least one active earnings payroll line to allow the employee pay rate to be be copied and taxes calculated Press finish to start the calendar year end process or canel to exi cancel Once completed click Finish Copyright Sanders Software Consulting Inc 2000 2012 Page 47 Section 3 Printing Checks Section
23. Printera l Server Information Als a FA ort Outgoing Mail Server SMTP Gmail Detautts SMTF Port Port 25 if unspecified SSL wode io sol hy outgoing server SMTP requires authentication Logen Information User Mame Passyyord Mote Server requiring POPS login certificates are not supported gt Message Information mail Defaults Your Email Address From Address Email Format Display Mame mailbox idomain OR mailboxgidamain Test Account Settings Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 5 7 Section 4 Farm Preferences Sound Tab Preferences Sound Tab Customize sounds to be associated with application startup along with selected save and delete operations sounds can be enabled or disabled Preferences ES Options Sound Backup Cover Page EJ Options Backup Cover Page G E mail Sound S Printers H Sort 4 E mail Sound p pul Enable Sound Theme Printers A 2 4 Sort Application Startup Sound no sound ave Sounds Check f Paycheck casn Register Deposit casn Register Invoice cash Register elete Sounds Check Paycheck casn Register Deposit Toilet Flush Invoice Recycle l Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 58 Section 4 Farm Preferences Printer Tab Preferences Printer Tab Allows default printers and
24. Sales Tax tems E Sales Tax Groups Customers Product and Service tems i Invoice Preferences Add Eciit Delete Product and Service Items Sales Tax tems ES Sales Tax Groups es Customers Product and Service tems Drag a column header here to group by that column IE Froduct and Service tems You can later go back to setup to further customize the invoice module The invoice module ships with template data which you can modify as desired For instance you can decide what invoice columns and column names best reflect your business activity Copyright Sanders Software Consulting Inc 2000 2012 Page 123 Section 16 Invoices Invoice Preferences Invoice Preferences Invoice Options Set business remitter mailing information important decision in the options section collect sales tax track income pert line item detail deposit or lump sum deposit apply finance charge to statements prompt on new item starting numbers default form and income ATIGD used for customer entry and customize your default view settings for the invoice tab used during application startup Forms Customize column name or hide unwanted columns include your business logo or include footer and image text messages per form type estimate invoice credit memo finance charge and statement archive printed forms if desired Email Forms Customize email message and decide whether you want to archive document per email
25. The Ending Inventory Balances window will open U Ending Inventory Balances lax Add Enit Delete Fiscal ear on foi 2009 Close o To ir ipti amg Y Current Assets H Current Assets FE Fixed Assets a Intermediate Assets ATIGD Ending Balance ent enterprise o aE Current Liabilities Drag a column header here to group by that column 2 Ending inventory items are entered and edited in the same manner as Beginning Inventory Copyright Sanders Software Consulting Inc 2000 2012 Page 67 Section 5 Inventory Livestock Production Livestock Production Livestock Production requires the use of the Enterprise feature of the program 1 Click on Setup Enterprise Codes to enter the valid enterprise lot numbers for your organization GJ Enterprise 2009 1 1 2009 12 31 2009 Ed Lots Close Beef Enterprise Codes pio scos o o fi ee cows O w C Sheep a Ber eACKOROWONG AD e CUSTOMFEEDNG STEERS CAD fir custom recone HereRS CEA e BaCKOROUO FNSH ew hs seor O e 2 After your Lot Numbers are setup close out of the Enterprise Codes window and click on Inventory Livestock Production Beginning Balances Setup Ending FA Grid Entry Worksheet Livestock Production 3 The Livestock Production for Enterprises window will open which allows you to record livestock births weanings or deaths to breeding enterprises and livestock deaths to feeding enterpr
26. ar ninen N aE O AEEA anus ened E Oped aR 119 DCO SIS e Mena Selec ONE rriaren e aTa OT easy E EE dee EE N a E E E AT E EN 121 SECUN LO IVON ES e E E E E E EE EE OE 122 CRET E IVO CS a A EA N AA EA A EEA 122 a E AAAA S E E OANE E A E A E T A E A A aoe A E E A A E A E E E 124 TON CE TO LE E E A EEE E EE EE E E EE EE EEE AE E E EE E 125 MVOC E RDO E aor E E E E EE EE E E O EENT E E E E O EE 127 Section 17 Batch Entry Tab sessesessesessscesescessscesescesessesessecesoecesoecessscessscesssoesssoesssoecesoecesoeceseeceseeoesee 128 Cred a1 eh 6 OVET O a EE AO E E E AT EEN EE EE A TE E eee 128 ROG IVI AOPE E NEE INA E T E ote E NAE TA E A E E E E A A E E E E E AE E E ee 128 CREF 0 0 5 N TU aan EE E E AOE E ATE E N E E EE E E A 128 BCT 0 O E E A NNE E Ne ener mn EE E E TEN EE E N E eee ee TN eer A EE E E eee 129 E P T E E E E E E E E E T OET 129 Grid Seat Ch areeni ennnen nna aE EE EEEE EAEE 129 Showy Hideihe iior ON e r a E e 129 Show Hide the footer Statistical Danel een a n a NEENAKE 129 Mark Transaction as Cleared Bank ON POSt cccccsssccccssseccceseecceeececseuscecseuecessaeseeseeeeesaseeseuesesseueeeseausesseuecessuneeessuesessaeeess 129 Reassign CK DP Number on Fiscal Year Bank Change cccccceceeeeeeeseeeeseeeeeeeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 129 EERS MESS I E E E E E E AA E R E A EEE A EE E O A E A E 129 Assign CK DP Number on Manual Entry cccsssssssssssss
27. desired If all transactions are ready to post the batch will automatically be deleted You can elect to post the ones that are ready and finish the remaining ones during another edit session or have time to research The Post transaction function can be found by pressing the Batch Activities button and selecting Post The statistical panel at the bottom of the screen shows information about the batch o The leftmost panel shows Status Totals about how many lines and dollar amounts are represented by each status of Edits Required Warning Issued or Ready to Post o The middle section shows how many checks or deposits along with the corresponding dollar amount This information is useful when enter transaction from a statement o The leftmost panel for Batch Totals Differences shows the differences between the expected total checks and total deposit amounts and the actual amounts entered This will give you an indication of how much may be pending entry by dollar amount Gil FarmBooks FarmBooks Demo Farm Demo Farm 2012 01 01 2012 12 31 2012 File Edit Report Inventory Balances Setup Planning Enterprise Year End Utilities Help Cover Register Detail Register Batch Entry Checks Paychecks Deposits Invoices Options Add Rule Import New Duplicate Delete Batch Activities Batch Information Fiscal Year 01 01 2012 Bank Account 0029 FARMERS BANK 9 gt Batch Description
28. eds 137 CO asec sites cestceaeneae nce E A E ansbanmoneaeadecaumesieses ieacecanmbecaonoanseeoanmeceaaesinauecaeeereeieae eeseusesarees 137 ATIG D GHG Column BUTTONS voncventicunscciesenaresseesthvneeancentsuvabuneisoasenhiwwal uncsaueeendieaaimoasenavandieetevnes ioaeund r a NEn Daa 138 Four possible buttons can be displayed within the grid ATIG D column sssssssssssssssssssssrrrrrrrrrrrrressssssrrrrrrttrrrreressssssrerrrreereeee 138 A OV W e a E EE E E E AE E E EE AE E A E TE E E E E EE 139 Copyright Sanders Software Consulting Inc 2000 2012 Page 3 Section 1 Farm Options Section 1 Farm Options Click File on the menu or press Alt F and the file menu will drop down Different options will appear depending on if a farm is open in FarmBooks Menu Options when farm is open Menu options when farm is closed j L iF i smr rF min rF miei Edit Report Inventory Utilities Open Farm Cbrl c Open Farm Cbrl c Mew Farm Ctrl M Mew Farm Ctrl M Close Farm Ctrl 5 Close Farm Cbrl 5 Change Registration Change Registration Backup Backup Restore Restore Online Backup Online Backup Import Import Export Export Printer Setup Frink Checks Printer Setup Print Checks Print Paychecks Print Paychecks Preferences Preferences Exit Exit Copyright Sanders Software Consulting Inc 2000 2012 Page 4 Section 1 Farm Options Open Farm
29. loan payment or receivable amount The fourth button is only displayed when the transaction type is a paycheck and will hide the other three buttons and will be shown as Paycheck Detail Clicking the Paycheck Detail button or pressing the Alt K key will bring up the payroll paycheck detail window to allow payroll details to be entered for an employee just like a the standard paycheck entry screen Copyright Sanders Software Consulting Inc 2000 2012 Page 138 Section 17 Batch Entry Tab Grid Overview Grid Overview A transaction record has one record with two lines of entry The first line details the payee along with check deposit information whereas the second line list the account code enterprise external code amount and unit information same as in check deposit entry If multiple ATIG D codes are needed to describe the transaction press the F2 key to duplicate the currently selected row in the list of transactions and add another ATIG D code You can create as many lines as necessary for the transaction These records will be combined into one transaction same check deposit number during the post activity step When the transaction is posted it will be posted to accounting and the bank balances will be adjusted accordingly and the data will be available to be displayed on reports and in the register You can work on the batch for as long as is needed and it can be recalled when the application is opened on a later date if
30. of checks and deposit entries in date order The format of the list is similar to the familiar paper check register Oo Checks are green o Deposits are blue o Paychecks are burgundy Gil FarmBooks FarmBooks Demo Farm Demo Farm 2009 1 1 2009 12 31 2009 File Edit Report Inventory Balances Setup Planning Enterprise Utilities Help Cover Register Detail Register Checks Paychecks Deposits Invoices Bank Account and Fiscal Year ooz1 FARM CHECKING ACCT lasasz009 Click here to define a filter 3 729 88 Y 00240 JOHN T SMITH 11 30 2009 00241 BANK AND TRUST 620 00 X 11 30 2009 00242 BANK AND TRUST 145 00 11 30 2009 00243 BANK AND TRUST 1 000 00 12 10 2009 00062 VALLEY PASTURE CO 400 00 025950 SPRAY PASTURELAND 400 00 12 15 2009 00094 BROKERAGE FIRM 25 900 00 06010 HEDGE ACCOUNT 25 500 00 To view the details of a check or deposit double click on the entry in the register The check paycheck or deposit will open under the proper tab Click the Register tab to return to the register Copyright Sanders Software Consulting Inc 2000 2012 Page 105 Section 13 Accounting Register Register Buttons on the register tab are o Edit Highlight a transaction in the register and then click the Edit button to edit it o Delete Highlight a transaction in the register and then click the Delete button to delete it The transa
31. saved and restored DO MOT PROCEED WITHOUT 4 CURRENT BACKUP Press next to continue or cancel to exit How do you Want to obtain the new tax table C Download via Internet Connection C Have Already Installed from CD or Previous Download Cancel ext Copyright Sanders Software Consulting Inc 2000 2012 Page 44 Section 2 Farm Year End Operations Update Tax Table 4 Select a farm by clicking the check box and then click Next to update the tax table Update Tax Table Specify Farm to Update Tax Table Select Farm Database to Update Tax Table T All Farm Databases RIU FarmBooks Demo Farm 1 farm database s Cancel 5 Click OK to close the information box then click Done to complete the update Update Tax Table Download finished Disconnecting Sftp connection closed 1 of 1 tax bablefs successfully updated Process Complete 1 of 1 tax tablefs successtully updated Ended at O19 8 2010 17 40 35 Tax table Update process is complete Copyright Sanders Software Consulting Inc 2000 2012 Page 45 Section 2 Farm Year End Operations Payroll Calendar Year End Payroll Calendar Year End This process sets up the calendar year so that employees may be created or maintained You may copy employees from the current calendar year to the new calendar year if desired NOTE There are two prerequisites that must be completed before the new payroll calendar year m
32. the date for Start Fiscal Year The ending fiscal year date will appear beside the start date so you can verify your beginning and ending date If this farm operates on a fiscal year instead of a calendar year set the beginning of the fiscal year instead of accepting the default Click Next to continue New Farm Step 2 of 4 Enter Farm Tax Information arm Information Farm Number roson 00KS Farm Name FarmBooks Demo Farm Tax ID Mumber Seat foes Weep io 01 2010 m h 2 31 2010 Cancel Back Copyright Sanders Software Consulting Inc 2000 2012 Page 8 Section 1 Farm Options New Farm 5 Enter Contact Information for Farm and click Next Step 3 of 4 Enter Contact Information for Farm Contact Information Mame Tom T Thomas Address 1 PO Box 1521 Address 2 City Lawrence State Ks l zip 5504 Phone E mail Cancel Back ext gt 6 Specify which Setup Codes to Copy If you have an existing farm open while you are creating a new farm you will have the option to copy setup codes or use the default codes If you do not have an existing farm open this window will not appear Click the Next button to continue 7 Confirm the folder location for the farm database and click Finish to complete the setup New Farm Step 4 of 4 Folder Location for Farm Database Farm Mumber roson OOK Sen NETE FarmBooks Demo Farm ocation of Farm Files c FarmBooksi7050
33. transaction types that you want to export Cash transactions vill always be included in the export file Inventory transactions will include both beginning and ending values The farm data that will be exported is the current opened farm 4 default folder and filename vill be provided to hold the export file but may be changed if desired The defaut file name vill be the farm number vith an appropriate file extension Press next to continue with the export process or cancel ta ext Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 38 Section 1 Farm Options Export Data 3 The Specify Export Format and Options window will open where you can select the Export Format and Export Options Click Next to proceed Export Data for Fiscal Period h H2005 12 51 2009 i Export Farm Data Export Format C Data Entry System Format CO ESY Format f Excel Format O Other Advanced User Export Options Inventories iw Current Assets iw Intermediate Assets iw Fined Assets iw Loans Clear All iw Accounts Recenable Cancel 4 The Process Log will confirm the export Click Next to continue Updating Extemal Code 014 and ATIGD 10290 a Current Year Beginning 0 00 Recened 10000 00 Paid 14325 00 Ending 4325 00 Updated curent year ending balance to amount 4325 00 Updating External Code 015 and ATIGD 11010 Curent Year Beginning 0 00 Recened 1
34. 0 094 SWINE BREEDING PURCH 2 000 095 OTHER BREEDING PURCH 1 500 Copyright Sanders Software Consulting Inc 2000 2012 Page 95 Section 10 Planning Budgeting 3 Enter a yearly budget amount which will be distributed equally over twelve months or enter a budget amount for each month Click Update to save the budget amounts or Cancel to discard the additions or Either enter a yearly budget amount and t vill be distributed equally over twelve months or enter a budget amount tor each month Copyright Sanders Software Consulting Inc 2000 2012 Page 96 Section 10 Planning Tax Planning Tax Planning These values are used with the Income Statement Schedule F amp Net Taxable Income Reports 1 Click on Planning Tax Tax Planning AIT GO Description Amount Alt eo Descripion sf mcurt gt Pfa 99 50 ANNUAL BOOK DEPRECIATION OF EQUIPMENT P _ a 99 61 anual DEPRECIATION OF BREEDING LIVESTOCK a a9 52 costo carmnesoon O O mawu a s 53 cost oF swe soro O O O OoOO O 950 00 a 99 54 cost oF sheer soo Cs 50 00 fa aa 55 COST OF OTHER LIVESTOCK SOLD 200 00 s ss e cost oF BREEDING Livestock f sooo _ s as 57 cost oF captal eourment soro masomo a 99 58 ACCUMULATED DEPRECIATION OF BREEDING LIVESTOCK 1 550 00 a 99 59 ACCUMULATED DEPRECIATION OF EQUIPMENT 34500 00 _ s o so costoreramsotp oo O 100 00 s ss jer ruturesHepcepRoFI
35. 00 Paid 1000 00 Ending Information Ed 199 00 i Export Farm Data We d 70 00 Ending 70 00 0 00 Hen Paid 0 00 Ending a mae ee aa a AATE Updating Extemnal Code 005 and ATIGD 10670 Curent Year Beginning 0 00 Recened 5000 00 Paid 0 00 Ending FOOO 00 Updated curent pear ending balance to amount 5000 00 Ending Balances for Loan and Receivables updated successtully Ended at 01 15 2010 22 37 51 Cancel Back Mest Copyright Sanders Software Consulting Inc 2000 2012 Page 39 Section 1 Farm Options Export Data 5 The Specify Export Folder and Export Data window will open Click Browse to choose a different folder for the file if desired The default file name will be the farm number with a dat extension Click the Export button to start the export process Export Data for Farm Farm Number Foso0t 00KS Farm Mame FarmBooks Demo Farm Fiscal Period I M009 12 51 2009 Destination Folder for Export File C FarmBooks 705001 DUK FarmBooks Demo FarmExport Browse Exporting to Excel Format Ge Export Farm Data Press Export ta start the process Cancel 6 Click Done when completed i Export Farm Data Export completed successful Export file Co FarmBooks705001 00K FarmBooks Demo FarmeExporthO0S001 OOKS xls Copyright Sanders Software Consulting Inc 2000 2012 Page 40 Section 2 Farm Year End Operations New Fi
36. 0021 00007 750 00 Copyright Sanders Software Consulting Inc 2000 2012 Page 108 Section 13 Accounting Register Register Reconcile Register Reconcile When you receive your bank statement and are ready to verify that all your checks and deposits have been properly entered begin the bank reconciliation process 1 At the Register tab click the Reconcile button or click Balances Reconcile Bank i FarmBooks FarmBooks Demo Farm Demo Farm 2009 1 1 7009 12 31 2009 File Edit Report Inventory Balances Setup Planning Enterprise Utilities Help Cover Register Detail Register Checks Paychecks Deposits Invoices Bank Account and Fiscal Year 0071 FARH CHECEING ACCT 1fif27009 1 15 2009 00001 SALE BARN 01110 BEEF FEEDERS 2 The Reconcile Bank Statement window will open Fill out the required information and click OK il Reconcile Bank Statement 1 Enter the following from your bank statement Opening Balance 5 Closing Balance 0 00 E 2 Enter and categorize your interest and bank service charges if any Fiscal Year h apru Statement Date io 82010 l Interest Earned 0 00 E Interest ATIGD Service Charge 0 00 E Charge A TGD OK Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 109 Section 13 Accounting Register Register Reconcile 3 The next window will show as a new Reconcile tab along with Register Checks Paychec
37. 01 OOKS FarmBooks Demo Farmi Hote Setup codes could be copied if a farm was open Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 9 Section 1 Farm Options New Farm 8 When the creation of the new farm is successful you will get a message about the number of files that were successfully processed If all files were not successfully created click the box to View import log now and print the log to determine which files were not successfully processed New Farm FarmBooks Dema Farm IDocs adi copied successtul Bra T m 1 mugu Information Process Complete 69 of 69 files successfully processed Pooks 705007 00K S End Log for Farm Mumber FO5001 00KS Process Complete After you create a new farm you will need to do the following e Set up at least one bank account for the farm e Add frequently used vendors e Add employees Copyright Sanders Software Consulting Inc 2000 2012 Page 10 Section 1 Farm Options Setup Bank Accounts Setup Bank Accounts 1 Open your farm by clicking File Open Farm Help aou Cerl o Ctrl M Close Farm Ckrl sS 2 File Edit Report Inventory Balances Planning Enterprise Utilities Help Payroll Defaults External Codes Enterprise Codes Invoice Preferences Tax Table 7 Personal Information 3 When the Bank Accounts window opens click Add 3 Bank Acco
38. 09 1 1 2009 12 31 2009 Add Edit Delete Apply Close Loans Receivables E A External Codes a LM o25 ACCOUNTS PAV BOE mmm PA enor p Mi 000 ACCT REC nnn o O W oor BAK D M joos BanksTock O08 CIRREMT FES fee mE Miscellaneous Mi Loan Receivables If you want to use an external code not shown in the list you can add it when the external code window is open Click the Add button in the external code window and enter the code number and Description Click the Add button again to save the new code Click the Close button to return to the external code list The new external code will appear in the list and can be applied to the receivable as outlined above Copyright Sanders Software Consulting Inc 2000 2012 Page 78 Section 6 Balances Receivables Balances Ei Add Loan Receivables ia External Codes for 2009 1 1 2009 12 31 2009 Add Edit Delete iW Loan Code is Active ode Loans Receivables Code 027 aes Description Fl External Codes Active Code Description fat Family Living CIRREMT FCS vendors ooo CURRENT OF INTERMED AB employees CURRENT OF LT FCS LAND NOTE W 006 FCSLT STOCK ME Miscellaneous ii LoaniReceivables 5 When you return to the Receivables window click the ATIG button amp il Receivable Receivable Beginning Balance ical Period and Receivable Description Fiscal Wear o M1 2009 External
39. 1 1 2009 12 31 2009 Fie Edit Report Inventory Balances Setup Planning Enterprise Utilities Help Cover Register Detail Register Checks Paychecks Deposits Invoices Hev Delete s octal uiteee Previous Mest 2 Select a Bank Account and Fiscal Year if necessary or accept the defaults The selected bank account balance will display on the top line with Bank Account and Fiscal Year Gil FarmBooks FarmBooks Demo Farm Demo Farm 2009 1 1 2009 12 31 2009 Fie Edit Report Inventory Balances Setup Planning Enterprise Utilities Help Cover Register Detail Register Checks Paychecks Deposits Invoices hew Delete Print Previous Mest Bank Account and Fiscal Year jooz1 FARM CHECKING ACCT od a 12009 od Balance 50 623 00 Paycheck Humber MET r Cleared Mma H Fay to the Print deren JOHN T SMITH hi M void 3 629 66 im Three Thousand Seven Hundred Twenty Nine and 8 100 2 LDiollars RURAL ROUTE 1 Withholdings 1270 1 MANHATTAN ks 6547 i Company Faid 0 00 0411 000 JOHN T SMITH 5 000 00 329 06 a g4 7 OOO Social Security Tax 297 60 a 94135 000 Medicare Tax 69 60 94141 000 Retirement 75 00 9415 O00 Health Insurance 200 00 a 94165 000 State Income Tax 171 55 9419 OOO Federal Income Tax 304 30 1 66 o Check Number If the program will print the check the check number will be PRINT and the check number will be added when the check is printed For hand written checks
40. 3 Printing Checks Print Checks or Print Paychecks 1 Click File Print Checks File Edit Report Inventory Open Farm Cbrl o Hew Farm Ctrl M Close Farm Ctrl 5 Change Registration Backup Restore Online Backup Import Export Printer Setup Print on Check Format Top Check and Two Vouchers Mark all Clear a Format Align Print Bank Account Jooza FARM CHECEING ACCT First Check Number BANK AND TRUST BANK AND TRUST 12781 2009 DEPT OF REVENUE 367 00 Copyright Sanders Software Consulting Inc 2000 2012 Page 48 Section 3 Printing Checks 3 To add a check to the list close out of the Print Checks box and click on the Checks tab locate the check you want to print and click the Print checkbox is FarmBooks FarmBooks Demo Farm Demo Farm 2009 1 1 7009 12 31 2009 File Edit Report Inventory Balances Setup Planning Enterprise Utilities Help Cover Register Detail Register Checks Paychecks Deposits Invoices Pew Delete Memorize Print Bank Account and Fiscal Year 0021 FAEH CHECKING ACCT 14142009 Ch eck Humber Cleared Pay to the Order of BANK AND TRUST wo BOM 86 0 E MANHATTAN KS 56503 aronojen ee Despa o ao oa 100 68 O41 961 FED UNEMPL FUT A 4 Choose the bank account from the dropdown list from which the checks will be written and enter the First Check Number Checks
41. 4 JOHN T SMITH 3 729 88 BANK AND TRUST 620 00 BANK AND TRUST 145 00 BANK AND TRUST 1 000 00 VALLEY PASTURE CO BROKERAGE FIRM This can be checked or unchecked to display a filter row at the top of the grid This row will allow you to restrict the view to only specific data elements that match your entered criteria in this row Expense Income ali 3 729 88 o Clear This button will display a drop down menu to allow the view sort order to be restored to the Classic View Header Detail or to clear any grid filters that you may have applied Copyright Sanders Software Consulting Inc 2000 2012 Page 107 Section 13 Accounting Register Detail Register Detail Register The Detail Register tab displays the same information as the Register tab but allows for you to search for transactions via Description ATIG code External Code Date Amount Check Number and Check Memo You may also use the filter row to restrict the list to specific values Checks Paychecks Deposits Invoices Drag a column header here to group by that column Detail Filter Options Click here to define a filter BANK AND TRUST 04190 PRV YEAR FED INC TAX 1 15 2009 0021 00108 19 330 07 Co SALEBRN 01110 BEEF FEEDERS 1 152009 1 172009 0021 00001 x 124180 00 DAIRY CALVES NON TAX CAP RECEIPT SOC SECURITY INCOME DISABILITY INCOME 00360 INCOME TAX REFUNDS 2 15 2009 1 1 2009
42. All Dates w fe Annual Interest Rate FSOOOO Form Date F Based on Date ne O Minimum Finance Charge Product and Service tems W Track Income per Line tem W Prompt on Mew tem Otherwise Dont Add View Customer List Me Starting Numbers Customer wiew Customers with Bal F Estimate 100002 eee J Loo i je Invoices Invoice g 200004 Transaction view i F Credit Memo l 300002 aae ien All Statuses w Copyright Sanders Software Consulting Inc 2000 2012 Page 122 Section 16 Invoices Generate Invoices e Enter your business remitter mailing information e Indicate if you collect sales taxes e Indicate if you apply finance charges to statements e Indicate how you want income to be tracked detail deposit for each line item or as one lump sum deposit e Provide a default income ATIGD Customers and Product and Service Items can be created and built up as you create invoices 1 Invoice Preferences Add Edit Delete Close Customers Et E mail Forms Payment Terme Yo Sales Tax tems Sales Tax Groups Bey Customers E ina Drag a column header here to group by that column active CompanyName 0p
43. Assign Check Deposit Number when Unassigned Number will be Tonnn where nann vill start at SW Delimited File Bank Transactions to Import File Mame E Wank Strts Accounthistory cey ile Import Options ile After Import Actions i Remember File Name Only Delete Import File After Import Remember Folder Location and File Mame g i C2 Archive Import File l File Mame starts with Dont do Anything Dont Recall Previous Import Folder File Cancel o Enter Farmer s Bank as the Data Map Name You may want to use the name of your bank so that it is easy to remember If you have multiple bank accounts with the same institution then it is recommended to create a data map for each one defined in FarmBooks The import process keeps track of the last data range imported for the data map o We will select 0029 for the bank account o Press the browse button to locate the import file o Accept default values for the other field values Press Next to continue Copyright Sanders Software Consulting Inc 2000 2012 Page 130 Section 17 Batch Entry Tab Create Import Data Map i Create Import Bank Data Map Enter Delimiter Information Text Qualifier elimiter Comma Semicolon ow Ci Other View Raw Data Cancel o Press Next to accept the defaults for the Enter Delimiter Information page This page is provided in case you need to override the defaults detected from analyzing
44. Code 000 ACCT REC Terms mm anc Fiscal ear Beginning Balance Mote Set the beginning balance as of the first day of the fiscal period If this is anew receivable after the start of the fiacal period then set the beginning balance to zero Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 79 Section 6 Balances Receivables Balances 6 The Receivables ATIGs window will open Select the receivable type and click Apply Receivables 1061 CURRENT A F i 1062 CURRENT A F 1063 CURRENT A F E 1064 CURRENT A m 1065 CURRENT A M 1066 STOCKHOLDERS 1067 INTERMEDIATE A F 1068 LONG TERM COOP STOCK 1069 LONG TERM OTHER 7 Finally enter the recetvable beginning amount as of the first day of the fiscal year and any optional notes about the receivable then click the Add button or Alt A to save 2 Receivable Receivable Beginning Balance ical Period and Receivable Description Fiscal Wear o M1 2009 External Code O00 ACET REC Term ATIG 1061 CURRENT AR Fiscal Year Beginning Balance py Mote Set the beginning balance as of the first day of the fiscal period It this is a nev receivable after the start of the fiacal period then set the beginning balance ta zero etails Optional Motes Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 80 Section 6 Balances Receivables Balances Please note if the receivable was
45. D P O BOX 12998 COUNCIL GROVE KS 66584 2321 Description Unit Price Amount Enterprise External Code Qty Code Total Wt Unit Price 1 NITROGEN FERTILIZER NITROGEN FERTILIZER APPLIED TO CROPLAND 350 00 350 00 Tax 0461 NITROGEN 3 2 000 00 2 000 00 350 00 350 00 Message uun Sales Tax NC REGIONAL OFFICE hai 7 3000 25 55 pe Delivery AA Mail status OPen Payments Discounts Credts amp Wrte Ofts __S 00 m a 55 e Navigation Bar with Customer Transaction View Tabs o Define Date Filters to customize data viewed in the top most grid list oO Customer List View with Customer List Filters o Transaction Type View with Status Filters Copyright Sanders Software Consulting Inc 2000 2012 Page 125 Section 16 Invoices Invoice Tab Receive Payments Apply payments discounts credit memos overpayments and write offs to open invoices Create statements and apply finance charges View Payment Transaction History Preview Print Email or Batch Print Email Forms Edit Forms Deposits and Customers Copyright Sanders Software Consulting Inc 2000 2012 Page 126 Section 16 Invoices Invoice Reports Invoice Reports 1 Click on Report Reports 2 The Reports window has the following invoice reports o A R Aging Customer Detail Aging and Aging Period Summary o Customer List o Sales Tax Liability Unde
46. D E 014 SNE RAISED E 015 OTHER LVSTK RAISED J 016 POULTRY E 061 BEEF RESALE JB 062 DAIRY RESALE E 063 SHEEP RESALE im 3 When the Add ATI G Code window opens choose a code between 1 and 9 and then add a description Click the Add button to save the new code or Cancel to discard changes l Add ATI G Code Livestock Sales ATI Code Code 011 Description BEEF RAISED Code Description Copyright Sanders Software Consulting Inc 2000 2012 Page 83 Section 7 Codes Activate amp De activate Codes Activate and De activate ATIG D Codes In order to make the code selection lists in the program smaller you can de activate ATIG codes To make an ATIG code inactive click the check box beside the code in the list to remove the check mark The check mark indicates it is active an empty box indicates an inactive code i ATI ATIG 7 ATIGD Codes for 2009 1 1 2009 12 31 2009 Add Edit Delete Accts Receivable Received Accounts Receivables 5 Accts Receivable Received ATI Description pM aneccewenoest o i Ii 206 AF RECEMED DEPST ERDEG CERIO ERET fA aff Accts Receivable Outstanding ARRECEIVED DEPST 0 B H Capital tems Adm RECEIWED DEFST n a gt A Farm income 7 areo SCS C Loans J a aaow tw RR R K K Copyright Sanders Software Consulting Inc 2000 2012 Page 84 Section 7 Codes Payroll Defaults Payroll Defaul
47. EIOM WO PONNE oa E E E A EE E T E 95 PO GOA eee E a E E E E E A A EE E EA E E E TE AAN sees 95 TOX PONO O oorr dria EEE EEA EITO OE EEIE E EE OREO E OOE OI O 97 SECTION IL ERUCE NISC ai E E E E 98 ALO O seco EE A E AET T T R 98 Section 12 UHDTES siccsurocssescposnessuyonnsesasdetestwrnnssesen oenessuynonsesesdenestne naiaeene RAAE 100 i E lt 2 AN A NE NE E NE A OE ee A E EO E E E 100 PY ZOO CG CO GES Farmi TOTAIS irereririnrrrirrin t Trinia Tte eiaa TENAAAN EEEIEE ENEN TETANEN EERE PAARE sad ENTRETIEN EER TENE RERNE 102 Section 13 Accounting Register sousescecccnccccreusencesecsccccnsvsvasesticassasnesecustacceuencuneasencearsuanavacaoentiaysesecensesens 105 FROG T a E E A E E E E E eaccesattereusenienecasioues 105 De EE a EEE A A N AE EAA A N A E A AE T A A E AE E 108 RO ISO CO C0 rei ene ig EN EEE NE EEE ENN EAEE EEE ENN EE EEEE EENEI 109 SECOM LA C NECKS i eane EEEE E E EE EE EEE 112 checks General INSU ICE ONS arora troni riren a ETE E ERO Garena ease sank dk Garena AE TOI E EAA E E ETNEN 112 Checks Meny SErECHONS errire ri re orean AEE OEE E OEA E E OOO 115 Paychecks General INS uUCOnNS erari na nee KENAA RENE NARE RENNE OEE ONEEN O NEEE ERNO NEE EANES 116 Paychecks Menu SCICCUONS orrnereiat ianen Eaa E ANE ATEN TNE E ENEE ENEE ETE TE T NAE E EA E eae 118 SECON 15 DEDOSIES susssinrispmncisrnarip eiaei a in eino nir an eenia E eni 119 Copyright Sanders Software Consulting Inc 2000 2012 Page 2 Deposits GENCTO INSELUCTIONS oriris
48. Entry Tab Import Bank Transactions Import Bank Transactions To actually import your data that you downloaded press the Import button and select Bank Transactions or press the Ctrl key combinations The import wizard will guide you though the process of importing your bank or credit card data You will not be required to do the create data map again unless you are adding additional institutions e Click on Import Button Bank Transactions ii Import Bank Transactions Select Bank Transaction Import Options atch Option Go Create New Batch July Statement Import Data to Existing Batch Select Bank Data Map Bank Data Ma i w Delete Map ata Map Last Import Information Associate Map ta Fiscal ear l Bank Account Fiscal Year Bank Account 01101 2009 0029 FARMERS BANK 9 SY Delimited File Bank Transactions to Import File Mame E Bank Stites Bank Activity cav o Enter a meaningful batch name for the new batch In our case we will enter July Statement o Select the bank data map name from the dropdown list Notice that it fills in the defaults for the remaining fields It will also display the last minimum and maximum date detected in the last batch imported o Press the finish button to import your data o The log will show varies information about the import process and whether any overlapping dates were detected with the last import The log file is not saved for viewing in the future
49. Open Farm 1 Click on File Open Farm or press Ctl O Utilities Help Li Mew Farm Ctrl M Close Farm Ckrl sS 2 When the Open Farm window appears click a farm name or press the key on the keypad to display a list of available fiscal years for a farm click on the fiscal year under the farm to highlight the choice then 2009 142009 12731 2009 Accounting Software NOTE To open the same farm and fiscal year each time the program starts choose File Preferences Open Last Farm Used on Startup Copyright Sanders Software Consulting Inc 2000 2012 Page 5 Section 1 Farm Options Open Farm Demo Farm Open Demo Farm FarmBooks ships with a demo database that can be used to record transactions and become familiar with the application You can access the demo farm with the following steps 1 Click on File Open Farm Utilities Help Ly New Farm Ctrl M Close Farm Ckrl sS 2 Click the sign next to FarmBooks Demo Farm and then the radio button next to the 2009 calendar year Once completed click Open Open Farm G FarmBooks Demo Farm a 2009 142009 1273162009 Accounting Software Copyright Sanders Software Consulting Inc 2000 2012 Page 6 New Farm Section 1 Farm Options New Farm FarmBooks can manage multiple one or more farms Each farm must have a unique registration number to create a new d
50. T aoo s ss 62 Lonc TERM carmar cain 81 200 00 _ s ss 63 ANNUAL Tax DEPRECIATION oF EQUIPMENT 95 800 00 3 Click Save when finished and then Close to return to the main window Copyright Sanders Software Consulting Inc 2000 2012 Page 97 Section 11 Enterprise Allocations Section 11 Enterprise The enterprise menu is currently used primarily for enterprise allocation Allocations Use this feature to allocate income and expense entries to an enterprise this fiscal year or another accounting year without affecting this year s financial records i Enterprise Allocations Allocations Fiscal ear h 200g Enterprises BEEF COW HERD 1800 BACKGROUND STEERS HEAD la 2200 DAIRY HERD Cy a 3200 SHEEP EMTERPRISE EWE ce 4200 FARROWING TO MARKET LITTER EI Tepo 2007 HEAT ACRES 3 When the Allocations window opens drill down to the selection you want depending on if you are entering a sales or expenses and then click Add Gil Enterprise Allocations for 2009 01 01 2009 12 31 2009 mE Add Edit Delete Done Close Allocations for 1200 BEEF COW HERD H Farm Expenses H Farm Income Drag a column header here to group by that column B Crop Sales Other Income JATIGD_ p E Crop Product Resale tems 41110 My BEEF P29 710 00 Copyright Sanders Software Consulting Inc 2000 2012 Page 98 Section 11 Enterprise Allocations
51. T A E E 38 Section 2 Farm Year End Operations sessesessesessscesescecsscesescesescesesoecescesesoesesoscesoecesoscesesoesescessssesseoeoe 41 NWE T A a E E T E N EEEE O EEE EE T eee ee ee ET 41 UPE TOA TOO ean A ATE EEEE EA TEA A EEE TEE A E TE ET E TAE E 44 POO ETE T A E E E EE E E AE EE EEE TOE 46 Section 3 Printing Checks sesessesessesessscessecescscecsecesescecsscecescecesoesssoeossoecesoecesoecesescesescesescecescesesceceeoese 48 Prnt CIC ORS Or PROCPOVCNEOCR S rerrisitsir iritan a E EEE AE T E O AAEE OA AEOS AAA E EEES EE 48 SECON A Farm PY Clel CAC CS onei E a 51 PrE TO OS E vc e E E IEN EE E E EEA EEE AE IREEN NEE ates E EEEE 51 Prej erences OpPUOnS TOD rerin nir TERE EE AEEA N A EE EEE EO ET EEE EERE 52 Prejerences Backup TOD rarer rcrien cic ca vaste inini ea AEEA AEEA HEENA dw esate ct pees sa ANNARA ER 55 Preferences Cover Page TaD ueririsiirirsciirsrrerinisritani keni ninian i Cia N Era AniREE IOANE EE OARE AERON K AREER NANAREN EE ORATE KEN EER AORE REKATE ER R ATARATA 56 Prejerences EMO TOD osiirniirien ri iinoa anin ENAREN REA EAER OREERT ARAARA AAE OENAR EA ARa 57 AE AAE e E EN AAE E E Pe En EA O A A A A AA 58 E ET T T N OE E E E OT E OE seo E EE ee 59 aia E Sh fe A N IEAI AO E EN EA E EA E E E E E E S A 60 SEOn S INVENTO y on T E 61 PCO AIG AVION A EIEN E EOE EAE AAE E A E E E E E E R A A avi 61 EVGA PVT OEY LE EEEE E E E A T E E A E E E E A E E T A E 66 E OR TTO TOT A A AEE E A E EA E O EE E N A A NE N E 68 Sec
52. To determine if the totals file needs to be recalculated run the analyze option Welcome to the Recalculate Farm Totals Wizard This wizard will step you through the process of recalculating the farm s total file This process will delete all totals for a specified farm fiacal year and rebuild them from the transaction file YOU WILL MOT BE PREMITTED TO CONTINUE WITHOUT amp CURRENT BACKUP Press next to continue or cancel to ext Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 102 Section 12 Utilities Analyze Recalculate Farm Totals 3 Select your farm database and click Next Recalculate Farm Totals Specify Farm s Fiscal Year to Recalculate Select Fiscal Year tor Farm FarmBooks Demo Farm Demo Farm 2009 19 2009 12 51 2009 4 When the next screen loads click the Analyze button Recalculate Farm Totals Adjust Beginning Bank Balance for Farm s Fiscal Year arm Info Farm Mumber roson OOKS Farm Mame FarmBooks Demo Fart Start Fiscal Year i renos Adjust Beginning Bank Balance Code Bank Name Beginning Balance 0021 FARM CHECKING ACCT 19 972 00 0022 0023 FARMERS BANKS ooz uz Cancel Back Analyze Recalculate Copyright Sanders Software Consulting Inc 2000 2012 Page 103 Section 12 Utilities Analyze Recalculate Farm Totals 5 The results of the analysis will appear If there are no errors found you can close ou
53. ach time the current check is recorded If the option is not selected you must click the new button each time to add the next check o Skip Unit Entry during Check Deposit When this option is checked the user is not prompted for unit entry when entering Checks or Deposits unless the entry is for ltvestock or crops then units are always required Enter a 1 instead of a 0 in the unit fields when choosing to bypass unit entry o Format Check Number with Leading Zero You can decide if you prefer to have the check number prefilled with leading zero or not o Use Upper Case for Payee and Code Entry This option allows you to enter the payee and code entry to be captured in upper case without using the caps lock key o Reset Transaction Description Units on ATIG D Change This option will allow the user to control the behavior when changing an ATIG D code for a check deposit detail transaction line Oo Show Only Active ATIG Codes in Lists You can de activate ATIG codes that may not be used by your farm under the Setup ATI ATIG Codes menu option By de selecting codes that may not be used on your farm only active codes will show in the drop down menus however inactive codes are still valid when used on transactions o Show Company Paid Payroll Items on Pay Stubs This option let you control whether company paid deductions are displayed on the pay stub and payroll pay stub report or not o Auto Create Ending Inventory Whe
54. ale Jarioo ani Description Description Beginning Balance Ent Enterpris o E 51700 GRAIN gt 51 710 GRAIN BARLEY 580 00 a 51900 CASH FIELD CROPS 52000 VEGETABLES 151730 GRAIN GRAIN SORGHUM 29 346 10 52100 VEGETABLES g 1 J 52200 DAIRY PRODUCTS 51750 GRAIN 20 00 52300 ANIMAL BY PRODUCTS at 52600 EGGS 151910 CASH FIELD CROPS SOYBEANS 1 015 00 52700 TRUCK CROPS H IS 52800 FRUIT BERRIES GRAPES H 51930 CASH FIELD CROPS SUGAR BEETS 737 50 52900 NURSERY CROPS 53000 TREE NUTS 4 200 00 53400 TREES LUMBER 1p Feed Supplies Other 151970 CASH FIELD CROPS SUNFLOWERS 1 750 00 E InvestGrowing Crops H Raised Livestock for Sale 151990 CASH FIELD CROPS PEANUTS RICE 1 500 00 Livestock Other Resale H E Non Farm Assets 162120 VEGETABLES BROCCOLI 35 00 Fixed Assets Hi Current Liabilities E a 52770 TRUCK CROPS STRAWBERRIES 200 00 H 52940 NURSERY CROPS SHRUBS 500 00 Copyright Sanders Software Consulting Inc 2000 2012 Page 64 Section 5 Inventory Beginning Inventory 7 To delete an inventory entry click an entry in the list of beginning balances to select it and then click the Delete button The screen showing the current beginning balance information will display Click the Delete button at the bottom of this screen to delete the entry otherwise click the Cancel button to retain the entry To delete multiple entries select multiple grid li
55. ansactions The transaction description used by a debit or credit transaction can be ugly You can create payee naming rules that will translate this description into a payee name that you would prefer Furthermore you can assign a vendor code to the payee naming rule that will remap the bank description to a vendor If you use a vendor code with the payee naming rule you can take advantage of the existing vendor memorized ATIG D list feature to have data automatically assigned an ATIG D code or list of codes during the import e Click on Import Button Payee Naming Rules This will display a list of the existing rules that are defined and can be maintained or deleted as desired for use by future imports Gil Payee Naming Rules Payee Naming Rules Mendor lookup based on Fiscal Year 01701 2009 Payee Description Match Rule Use Vendor ATIGD List Last EDWARD JONES Any Part of Field i L k TRASH Any Part of Field SHELL Any Part of Field g SUREWEST BANK Any Part of Field UTILITY COMPANY a TRANSFERRED FROM LOAN ACCT Any Part of Field FARM LOAN ii TRANSFERRED TO LOAN ACCT Any Part of Field FARM LOAN a WAL MART Any Part of Field e To define a new rule highlight an existing transaction and press F3 or press the Add Rule bution Copyright Sanders Software Consulting Inc 2000 2012 Page 135 Section 17 Batch Entry Tab Payee Naming Rules il Create Payee Naming Rule Bank Transaction Payee Description Select Test and
56. atabase Call Sanders Software Consulting at 785 865 5111 to request a registration number before beginning a new farm setup Use the New Farm Wizard to create a new farm 1 Click on File Open Farm Utilities Help Chrl 0 Ctrl h Close Farm Cerl 5 2 The New Farm Wizard will load Click Next to begin New Farm Welcome to the New Farm Wizard This wizard vvill step you through the process of creating a new farm to track your income and expenses lf You have a farm open you will be given the option of copying setup codes from the current farm use defaut setup codes or none Transaction files will be created empty You will need to contact technical support for a valid registration number Press next to start the new farm process or cancel to exit Cancel Mest gt Copyright Sanders Software Consulting Inc 2000 2012 Page 7 Section 1 Farm Options New Farm 3 Enter the Farm Number Farm Name and your Registration Key and then click Next Note The Farm Name must be exactly as specified same case and spacing Step 1 of 4 Enter Software Registration for Farm Hote Farm Number and Name case and spacing must be entered exactly as specified by technical support Contact technical support for a valid registration Farm Humber 705007 00K eee dee Farme ooks Demo Farm Registration Ke 1234 S678 se New Farm cancel 4 Enter the Tax ID Number if known and
57. ay be created You must have installed the upcoming new calendar year tax table update and have created the new fiscal year See list of steps listed below for Year End processing 1 Click on Year End Step 3 Payroll Calendar Year End mi Chrl Ga Step 3 Payroll Calendar Year End 2 When the Payroll Calendar Year End Wizard opens click Next Payroll Calendar Year End Welcome to the Payroll Calendar Year End Wizard This wizard vill copy this farm s employee file trom the current calendar year to the next calendar year Even if you do not use payroll for this farm or have any employee set up it is still important to run the wizard and prepare the sottware in case Vou start using the payroll feature in this new calendar year The payroll tax table for the new calendar year must be installed before continuing with the wizard The payroll tax table will be used to re calculate the payroll taxes for existing Salaried employees Choose Setup External Codes and Employees to view individual employee records and make any necessary adjustments Press next to continue with the payroll calendar year end process or cancel to ext Cancel Next 3 Ifyou want to copy employees you must have the current fiscal year open Only active employees without a termination date will be copied Once completed click Next Copyright Sanders Software Consulting Inc 2000 2012 Page 46 Section 2 Farm Year End Operations
58. can enter the following information in Step 1 of 2 in the wizard a Employee Information b Sick and Vacation Tracking c Employment Information Hire Release Termination Dates d Payroll Information Pay Period Pay Type e Federal amp State Withholding Info Copyright Sanders Software Consulting Inc 2000 2012 Page 15 Section 1 Farm Options Add Employees 1 Edit Employee for Calendar Year 2009 elles Employment Informatio Employee Informatio Hire Date OOOO T Social Security 145 66 5407 ReleaseDate T Last Payroll Date Employee Name llaliciaamlele Termination Date 7 Address Linet BOXS 0 Os 3 Last Employment Date Addres Line Payrall Information Tiy WAMEGO rate KS E6547 G T Employee Code Salaried Mot Tracking 0 00 4 When completed click on the Next button where you can enter Earning and Deductions Copyright Sanders Software Consulting Inc 2000 2012 Page 16 Section 1 Farm Options Add Employees 5 In step 2 of 2 of the wizard enter the employee salary rate per pay period monthly salary is shown above and is stated above the word rate in the earning grid If the employee is hourly enter their hour rate per hour on the wage line in the earning grid In the case of an hourly employee their deductions are calculated at the time the paycheck is written 31 Edit Employee for Calendar Year 2009 E Fx Employee is Active Payroll Defaults
59. cked the application will automatically backup the application preference anytime they are changed and saved There are backup restore buttons to allow the user to perform the actions as desired Copyright Sanders Software Consulting Inc 2000 2012 Page 55 Section 4 Farm Preferences Cover Page Tab Preferences Cover Page Tab Customize the application main screen startup size and location The application is best viewed with screen resolution 1024 x768 or greater Preferences Cover Page Cover Page Options lt 5 Backup Cover Page E E mail G sound Printers l Sort E mail e Sound Use the setting below to customize the application cower page Printers 74 Sort over Page Picture Options i Default Farm Picture C hly Picture Use the setting below to customize the application main sereen startup state ain Screen Startup State Maximized minimized E Mormal User Specitied Location Size Memorize Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 56 Section 4 Farm Preferences E mail Tab Preferences E mail Tab Outg Preferences ured and used with the Invoice Module oing Email Setting can be config Options E mail pr Qe Backup Cover Page Options gP Backup Cover Page CH E mail Sound 4 Printers ll Sort GA E mail Enable E mail for Invoicing e Sound T
60. ction cannot be deleted if it has already been reconciled to a bank account o Find Find the first transaction by date description or number o Transfer Transfer an amount between two bank accounts oO Reconcile Reconcile to the monthly bank statement o View Click this button to display the options of Show Detail and Show Filter Row View wf Show Detail w Show Filter Row o The Show Detail option When the Show Detail option has a check mark the check amount line and individual detail lines are shown in the register 10 31 2009 00231 JOHN T SMITH 3 729 88 04110 JOHN T SMITH Po 29 00 941270 Social Security Tax 297 60 94130 Medicare Tax 1593 60 954141 9 Retirement of 5 00 941750 Health Insurance f200 00 94180 State Income Tax 171 58 941950 Federal Income Tax p456 04 10 31 2009 00232 BANK AND TRUST 620 00 04120 SOC SEC TAX ph20 00 10 31 2009 00233 BANK AND TRUST 145 00 04130 MEDICARE TAX 145 00 10 31 2009 00234 BANK AND TRUST 1 000 00 04190 FED INCOME TAX 1 000 00 11 15 2009 00080 NURSERY FARM 00110 WAGES We 11 15 2009 00081 RENTAL FIRM 00120 RENTAL INCOME Copyright Sanders Software Consulting Inc 2000 2012 Page 106 Section 13 Accounting Register Register When there is no check mark only the check line shows in the register 11 30 2009 11 30 2009 11 30 2009 11 30 2009 12 10 2009 12 15 2009 o The Show Filter Row option 00240 00741 00242 00243 0062 0009
61. d by support to correct the error Analyze Recalculate Farm Totals Recalculate Customer Balances 2 The Re index Wizard will open click Next to start the index process Re Index Farm Database Welcome to the Re Index Wizard This wizard will step you through the process of re indexing Wour existing farm databases All database files tor the selected tarm or farms will be re indexed Press next to continue or cancel to exit Copyright Sanders Software Consulting Inc 2000 2012 Page 100 Section 12 Utilities Re index 3 Choose a farm to index by clicking in the check box then click Next Re Index Farm Database Specify Farm Database to Re Index Select Farm Database to Re Index 1 farm database s Cancel 4 Click OK and then close the re index wizard window by clicking Done Re Index Farm Database Re indexing ISTTEMS ADT Fe indexing TAA CODES ADT Rie indexing MEMORIZED ADT Information 1 of 1 farm databases successfully re indexed Process Complete 1 of 1 farm databases successfully re indexed Ended at 014 82010 17 26 38 Re index process js complete Copyright Sanders Software Consulting Inc 2000 2012 Page 101 Section 12 Utilities Analyze Recalculate Farm Totals Analyze Recalculate Farm Totals If a database error would occur when recording a transaction the farm totals file might need to be regenerated from the transaction file
62. date for the new fiscal year You can also revise the Tax ID number When completed click Next Copyright Sanders Software Consulting Inc 2000 2012 Page 41 Section 2 Farm Year End Operations New Fiscal Year Enter Fiscal Year and Farm Tax Information lew Fiscal Year Start Date e 15 End Date f 2 31 2010 arm Information Farm Mumber roson OOK Farm Mame FarmBooks Demo Farm Tax ID Number Copy Fiscal Period 01 01 12003 15 i 2 31 2009 Mew Fiscal Year Address 2 City Lawrence State Ks TIP E5044 e 785 565 5111 E mail Cancel 5 Ifyou wish to use the same external codes enterprise codes and vendor memorized ATIGD list during the new fiscal year select current farm otherwise choose None You may choose to copy ALL codes or ACTIVE only codes to the new fiscal year When completed click Next Copyright Sanders Software Consulting Inc 2000 2012 Page 42 Section 2 Farm Year End Operations New Fiscal Year New Fiscal Year Select Setup Codes to Copy for New Fiscal Year Which External Codes do you want to copy Active Codes ALL Review Current ear External Codes by Clicking Here xternal Codes Family Living C Sone Miscellaneous f Current Farm i plone Vendors i Current Farm C Mone Loans Receivables f Current Farm C None Enterprises f Current Farm C Mone Memorized ATIGD Lists Current Farm None Cancel z Back
63. down list Frequently used vendors can be defined in the Setup External Codes Vendor window If you want to use a vendor on a check but have not previously entered the vendor information you do not have to close the check to enter the new vendor From the main menu click Setup External Codes Vendors The vendor entry window will open on top of the check window so you can enter the new vendor information After you close the External Codes window the new vendor will appear in the check s drop down list and can be used on the check Copyright Sanders Software Consulting Inc 2000 2012 Page 112 Section 14 Checks General Instructions o Memo button Opens a window so you can add additional information o Detail Lines Detail lines categorize expenses Enter as many detail lines as necessary to properly record the expense As each detail line is entered the Amount Remaining is reduced by the amount of the detail lines When the Amount Remaining is zero the total of all detail lines is equal to the check amount amico ist En Deecipion amount Orca unite Wia To Price Tat Piee Amou el 961 FED UNEMPL FUTA 100 68 0 00 0 00 0 00 There are two ways to enter the detail lines e If you choose the preference for Check Book Entry see File menu Preferences Options Tab as a novice then you will get the large detailed input screen i Check Detail Expense Income ATIG ATIGD ATIG Assignment Farm Expenses 100
64. e Consulting Inc 2000 2012 Page 13 Section 1 Farm Options Add Vendors 3 Enter in information for you new Vendor and click Add Gil Add Vendor Code MW Vendor Code it Active Code TEE oat 1099 vendor endor Mame Mote Text inside brackets will not print on check Example MyFinanceCompany Truck Business usiness Information ontact Information Tax ID Humber Mame Address Line 1 i rT Phone Address Line 2 Mobile _ _ Cy PO E mail State l Atternate Information CE Mame Pax ko Phone Vendor Reference Number Mobile _ _ Memo Line E mail lemorized Check Deposit ATIGD List Use List on Entry ATIG List Copyright Sanders Software Consulting Inc 2000 2012 Page 14 Section 1 Farm Options Add Employees Add Employees 1 Click on Setup External Codes Bank Accounts Planning Enterprise ATI ATIGID Codes Payroll Defaults Ea External Codes Enterprise Codes 2 The Employees window will open click on Employees and then the Add button iit External Codes Ade Edit Delete Calendar Year z009 Employees G FamiyLina pA 003 JOEF CUSTOMER OOO EMIS m m omrunes Bms y o poms OOOO O a Loan Receivables M4 oo TOM F THOMPSON 3 The Edit Employees for Calendar Year window will load with the Employee Employment and Payroll Wizard open You
65. e the farm name or backup all farms by clicking All Farm Databases Click Next to continue Backup Farm Database Specify Farm to Backup Select Farm Database to Backup af All Farm Databases 1 farm database s Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 19 Section 1 Farm Options Backup Farm 4 You can backup your data to a USB removable drive diskette zip drive CD or some other folder on your hard drive a Click the Browse button to find a drive and folder for the backup b Choose the level of compression if you wish to reduce the size of the backup file c Choose backup options Click on the Keep Archive Flags setting to maintain the current flags on the database files being backed up Backup Farm Database Specify Backup Folder amp Options Farm Tf0500100KS FarmBooks Demo Farm Select a destination drive and optional folder for the backup LO iFarmbooks Backups Select a base name for the backup set roson OOKS FarmBooks Demo Farm Comment Backup for 705001 00K3 FarmBooks Demo Farm on 01 09 2010 All farm files vill be backed up to the destination drive amp folder and will be placed in a single file identified by the base name An extension will he appended to the backup name indicating the disk number in the backup set ackup Options W verity During Backup f Quick W Create Log File C Wax Keep Archive Flags Cancel Back Finish 5
66. ee digit codes used in addition to the ATIG code to further identify transactions The main categories of External codes are Family Living Vendor Employee Miscellaneous and Loan Receivables Family Living Can only be used with family living ATIG codes Use these codes to identify expenses or income for individuals in the family Vendor Used when writing a check Enter the vendor s address here so it will print on the check Employees Used when writing a paycheck Enter the employee address withholding and salary information All employee information must be entered here to correctly enter a paycheck Oo Easily create earnings and deductions description lists per calendar year based on active and default indicators setup in payroll defaults Multiple wage lines can be created Designate deductions as company paid Set deduction extra withholds amounts along with limits Also activate and deactivate lines to include or exclude line detail within paycheck entry o Sick and vacation tracking Tracking Method can be tracked as Paid Days Off PDO Sick and Vacation time or Not Tracking Miscellaneous Used to further identify other expenses such as landlord expenses and income Loan Receivable Used to identify individual loans and the payments on those loans To create a new External Code 1 Click on Setup External Codes Planning Enterprise i External Codes for 2009 1 1 2009 12 31 2009 Edit Delete Vendors eer
67. ernal codes section see Setup External Codes Employee the program will use the information entered there to calculate the paycheck The program will enter the detail lines when you close the payroll detail window P amion Ent Et Description __ Houre Gross Pay Amount Bra Withholding 0411 000 JOHN T SMITH 5 000 00 329 06 9412 000 Social Security Tax 297 60 9413 000 Medicare Tax 69 60 g4 44 O00 Retirement 75 00 9415 000 Health Insurance 200 00 9416 000 State Income Tax 171 55 9419 000 Federal Income Tax 304 30 1 66 Copyright Sanders Software Consulting Inc 2000 2012 Page 117 Section 14 Checks Paychecks Menu Selections Paychecks Menu Selections Mew Record Undo Delete Print Previous Mest New Has the following two menu selections e Paycheck Ctrl E Adds a new paycheck Ctl E e Paycheck Detail Line Ctrl Ins Adds a new paycheck detail line Press the Ctrl and Insert key at the same time to perform this action If you change the gross amount of the paycheck the taxes will be automatically re calculated Click Add to place these calculations onto the check detail e Another way to perform these two actions is with a mouse right click anywhere in the paycheck window and selecting New Paycheck or New Paycheck Detail from the context menu Record Saves the current paycheck values or changes Ctl A or Alt C Undo If you are editing a paycheck and discover you have made a mi
68. ers Software Consulting Inc 2000 2012 Page 113 Section 14 Checks General Instructions Income detail lines can be entered on a check if necessary An income detail line will be shown in red instead of black and the income amount will be added to the amount remaining total The same color scheme and logic will be used if an expense type ATIG D is used on a deposit transaction You can also choose the starting field for each check in the Preferences setup choose File Preferences Options Tab Starting Field Starting field choices are e Payee Vendor e Date e Number e Bank Account Copyright Sanders Software Consulting Inc 2000 2012 Page 114 Section 14 Checks Menu Selections Checks Menu Selections hew Record Undo Delete RecallLast Memorize Print Previous Mexct New Has the following two menu selections oO Check Ctrl E Adds a new check Oo Check Detail Line Ctrl Ins Adds a new check detail line Another way to perform these two actions is to right mouse click anywhere in the check window and select New Check or New Check Detail from the context menu Record Saves the current check values or changes Ctl A or Alt C will also record a check Undo When editing a check that has been saved if you wish to discard the changes you made click the undo button The check will revert to the previous values Alt U will also undo the changes Delete Has the following two menu selections o C
69. ersions you were limited to nine bank codes in the range 0021 0029 The bank drop down list is still sorted by bank codes so you may want to decide how you want to see your list sorted when creating your own bank code If you use only one checking account for your farming operation you can still separate farm and family living expenses by using the appropriate ATIG codes 1 Click Balances Banks or Setup Bank Accounts to open the Bank Accounts window Balances Setup Plannir E ATI ATIG D Codes Payroll Defaults E External Codes O01 LI FARM CHECKING ACCT 19 972 00 a O02 a FARM SAVINGS ACCT 12 426 00 a 0023 FARMERS BANK 3 300 00 3 The Add Bank Code window will open Gil Add Bank Code for Fiscal Year 2009 01 01 2009 12 31 2009 Bank MICA Configuration Optional Bank Code Loo s Auxilary On Us Bank Mame Transit Mo Beginning Balance i On Us Defaults Optional Nest Sequence Numbe Check Format l Deposit Import Data Map Copyright Sanders Software Consulting Inc 2000 2012 Page 70 Section 6 Balances Bank Balances 4 Enter a Bank Code add the Bank Name and the Beginning Balance 5 Select a Check Format to use when printing checks for this bank account 6 Enter the Next Sequence Number for deposits and checks so the program will automatically assign check and deposit numbers 7 Click the Add button or Alt A to save the new ba
70. essary to properly record the income As each detail line is entered the Amount Remaining is reduced by the amount of the detail lines When the Amount Remaining is zero the total of all detail lines 1s equal to the deposit amount Unit information is required for crop and livestock income detail lines gt 0891 MON IRRIG CROPLAND 50 000 00 0 00 0 00 0 00 0 00 Expense detail lines can be entered on a deposit if necessary An expense detail line will be shown in red instead of black and the expense amount will be added to the amount remaining total Copyright Sanders Software Consulting Inc 2000 2012 Page 120 Section 15 Deposits Deposits Menu Selections Deposits Menu Selections Mew Record Unda Delete Memorize Previous Mest New Has the following two menu selections o Deposit Ctrl E Adds a new deposit Press the Ctrl and the E key together to perform this action o Deposit Detail Line Ctrl Ins Adds a new deposit detail line Another way to perform these two actions is with a right mouse click anywhere in the deposit window and selection of New Deposit or New Deposit Detail from the context menu Record Saves the current deposit values or changes Undo If you are editing a deposit and discover you have made a mistake click Undo and the original values will return This option is only available if the deposit has been recorded Delete Has the following two menu selections o Depo
71. established any time after the first day of the fiscal year you must enter 0 for the Beginning Balance On the other hand if you are entering a recetvable which has a balance to be carried forward from the previous year enter that amount and then click Add Copyright Sanders Software Consulting Inc 2000 2012 Page 81 Section 7 Codes ATIG D Code Structure Section 7 Codes ATI ATIGD Code Account Codes Structure Active AT G G Description b H O41 1 WAGES i O41 2 SOCIAL SECURITY TAX i O41 3 MEDICARE TAX i A Code The first digit of the ATIGD code the A code classifies a transaction by cash inventory loan etc See the A code descriptions below 0 Cash Cash income and expenses 1 Charged Receiving Loans Accounts payable and payment of receivables If is inventory then it is accrued income expense 2 Payment Paying loan accounts payable and receiving of receivables 4 Enterprise allocations Allocation of income and expenses to enterprises 5 Inventory of livestock crops supplies machinery land etc Beginning and ending inventories 7 Livestock births 8 Livestock weanings 9 Wage withholdings livestock deaths and special items The account code of 0 is used with all cash income and expense entries while the account codes of 1 and 2 are used for receiving and paying loans and accounts receivable Account c
72. farms click File Import Year End Utilities Help Open Farm Cbrl 0 Hew Farm Ctrl M Close Farm Ckrl 5 Online Backup Import 2 The Data Import Wizard will open Click Next to proceed Import Data Welcome to the Data Import wizard This wizard vvill step you through the process of importing Your existing data into this application for use You will select the source folder that contains your import data specify whether you what to import additional year s data or register a new farm You will need to contact technical support for a walid registration number All transaction recorda will be stamped with the registration farm number tis highly recommended that you reconcile your bank statement before importing your data If You are importing additional year s data DO MOT PROCEED WITHOUT amp CURRENT BACKUP Cancel ext gt Copyright Sanders Software Consulting Inc 2000 2012 Page 24 Section 1 Farm Options Import Data 3 Specify Import Details and Folder Location You have two options when importing data Option 1 Import MCFP DOS Version 8 1 or greater Option 2 Import Field Manager Corrections Import Data Step 1 of 5 Specify Import Details and Folder Location mport Type MCFP DOS Version 8 1 or greater C Field Manager Corrections mport Option Register Hew Farm C Import Additional Year s Data ource Folder for Import Files Cance
73. heck Deletes the entire check O Check Detail Line Ctrl Del Deletes the currently selected check detail line An alternate way to perform this is to right mouse click in the check window and select Delete Check amp All Details or Delete Detail Line from the context menu Print Opens the window to print checks See the check printing section for help on this option Recall Last If you are creating a new check deposit you may recall the detail lines from the last check deposit for the entered payee vendor Memorize Use this option to capture all the detail lines entered for the check or deposit The next time you write a check or deposit for this vendor all the detail lines will automatically be added to the check or deposit This detail list may be maintained from the Setup menu External Codes Vendors and the press the Edit button to show all the detail fields for the vendor Press the ATIGD List button to edit the transition detail lines The list can be activated or deactivated to allow you to control if the list is included or not included when you write a new check or deposit Previous moves to the previous check in the register Next moves to the next check in the register Copyright Sanders Software Consulting Inc 2000 2012 Page 115 Section 14 Checks Paychecks General Instructions Paychecks General Instructions 1 Click on the Paychecks tab amp il FarmBooks FarmBooks Demo Farm Demo Farm 2009
74. homG BANC OS eoria E E E EE 70 Copyright Sanders Software Consulting Inc 2000 2012 Page IE REED 1 E a ee E E ne eee a eee ne ee aT ee ee ae TT ee ee ee ee ee E E ee er eee EA 70 Balog e g 16 N Tne eee E nee eee nee nn ne ern eee eee et EA EE E ee EE ee ee ae eee 72 keceran les Bl COS Siiri eena E AAEE E T AE AE E EE ENE ENE EN AONE E E E EE 77 SECTION FCO CS aa E E S E E EEEE E EE 82 ATI ATIGD Code Account Codes Structure c00cccsccsvosscsccsceseesccaveceescescedeesceaccseesceaceaeescsaceseesceacedcesseaecssesseaoeuecsseaceaseassaceaseaseaceas 82 ATAO COS ienn A AN E AN E E N E ANE E E EN E N N E 83 Activate and De activate ATIG D CODES vcavisassiancroswteconssordeusonvindcninusienesademenietersausnos EaR EiT r e airar ieirik 84 Pavo DO T era r E EE E E OOE AEA E EEE A E TA E OE eee 85 ECC FIN CO CS orainn er rnn a EEE OEE E AE E EEA ET 86 EVES OTIS Eo CS E E vas A E E E E E din neous E E E E A A E E E ek 87 SOCTION Be TIOS e E E E ees 89 TORT a E E A EE A N E E AAEE AA E E E N E E E EA I N E e 89 Section 9 Personal Information sesesesesesesesesesesecesesesesesesesesesecesececesesesesesesesesecesecesesecesesesesesesesesesese 91 FOTI T a O FO a E EE EE AE EENE E EN EA E A AAA A E AA 92 Comac OMA On TOO erage aniech canton saree ncsareencensaeesecenteoacpeeeus pouronemeenesnasenuensneoensactacsavesepernsusedsieheavrwssneaavoasneteseanstasedesuciseosensteenest 93 oduc OMIA OT VO eaa AEE AE ETE N AAEE AA AAAA EAEE EEA 94 SOC
75. in this batch will be sequentially numbered starting with the number you enter in the First Check Number field Copyright Sanders Software Consulting Inc 2000 2012 Page 49 Section 3 Printing Checks 1 Print on Check Format Top Check and Two Vouchers Mark a Clear all Format Align Print Rank Account ooz FARM CHECEING ACCT First Check Number hecks 12 31 2009 BANK AND TRUST 5 708 66 2 31 2009 BANK AND TRUST 100 68 12 91 2005 DEPT OF REVENUE 367 00 3 Check s to Print 6 176 34 Click beside a check in the print column to remove the check mark and the check will not be printed in this group of checks The window has the following buttons o Mark All Alt m to mark all checks in the list for printing o Clear All button Alt c to remove the checkmark and prevent all checks from being printed during this print session o Format Alt f Open the Select Check Format window to select the check format for this batch of checks You may have only one format or one for each bank account o Align Print a dummy check to verify the check information will print properly on the check o Print Click the printer button to print the checks A printer dialog window will be presented to allow you to make any last minute changes to your printer Oo Close Close the check printing window Copyright Sanders Software Consulting Inc 2000 2012 Page 50 Section 4
76. ises 31 Livestock Production for Enterprises Add Edit Delete Fiscal ear f 2009 1200 BEEF COW HERD Birth 127312009 50 00 E Weaning 42512009 44 00 4251 2009 B00 2700 00 J 1800 BACKGROUND STEERS O Dairy Death E 2200 DAIRY HERD AHS Sheep o hn 3200 SHEEP ENTERPRISE Swine bene 4200 FARROWING TO MARKET Copyright Sanders Software Consulting Inc 2000 2012 Page 68 Section 5 Inventory Livestock Production 4 To enter a birth death or weaning click on an enterprise then click the Add button 1 Livestock Production for Enterprises Add Edit Delete Fiscal Year f 2009 1200 BEEF COW HERD l Birth 1213112009 s0 00 Pease IES 1800 BACKGROUND STEERS fearing 14 009 44 00 a Dairy J 2200 DARY HERD Death 1204 2009 6 00 C Other Livestock EME Sheep is 3200 SHEEP ENTERPRISE Swine hene 4200 FARROWIMG TO MARKET 5 When the Add Livestock window opens Gi Add Livestock e Birth e Weaning e Death Fiscal ear f agrus Date o 7 2009 m o Enter the units Type ee o o Enter the weight Units 8 o Enter the date Weight o Click Add when completed Copyright Sanders Software Consulting Inc 2000 2012 2 700 00 o Choose the Type from the dropdown menu Page 69 Section 6 Balances Bank Balances Section 6 Balances Bank Balances FarmBooks supports an unlimited number of bank account codes In prior v
77. isting farm and should be correct Confirm these items and click Next Step 3 of 5 Enter Farm Tax Information arm Information Farm Number e300 Farm Mame MOFP Tax ID Humber Start Fiscal ear 1101009 15 h 2 31 2009 Import Data Step 4 of 5 Enter Contact Information for Farm Contact Information Name Your Mame Address 1 rour Address Address 2 City Your City State KS l zip 12345 Fhone E mail our email Cancel Back ext Copyright Sanders Software Consulting Inc 2000 2012 Page 29 Section 1 Farm Options Import Data 9 Confirm the location of the data files and click Finish Step 45 of 4 Folder Location for Farm Database Import Data Farm Mumber e300 Farm Mame MCFF ocation of Farm Files lc FarmBooks Copyright Sanders Software Consulting Inc 2000 2012 Page 30 Section 1 Farm Options Import Data Import Additional Year s Data 1 After closing all farms click File Import Year End Utilities Help Open Farm Cbrl 0 Ctrl M Mew Farm Close Farm Ckrl 5 Online Backup Import 2 The Data Import Wizard will open Click Next to proceed Import Data Welcome to the Data Import wizard This wizard vill step you through the process of importing your existing data into this application for use You will select the source folder that contains your im
78. ks Deposits and Invoices i FarmBooks FarmBooks Demo Farm Demo Farm 2009 1 1 2009 12 31 2009 File Edit Report Inventory Balances Setup Planning Enterprise Utilities Help Cover Register Detail Register Checks Paychecks Deposits Reconcile Invoices The un cleared checks are shown on the left side of the window and deposits are shown on the right side of the window Gi FarmBooks FarmBooks Demo Farm Demo Farm 2009 01 01 2009 12 31 2009 BEAR File Edit Report Inventory Balances Setup Planning Enterprise Year End Ltiities Help Cover Register Detail Register Batch Entry Checks Paychecks Deposits Reconcile Invoices Bank Account 0027 FARHERS BAHE 7 aja Statement Balance 1 944 50 hecks Deposits E T EE EA e ET A EE x AET 07 26 2009 7235 2 892 00 COTTON COOP i bl 07482009 TO0GY 2 000 00 FARM LOAN 07 26 2009 T0061 22 000 00 FARM LOAN w 07 20 2009 TOO0GS 4 000 00 FARM LOAN 114412009 00809 14 952 70 JOE F CUSTOMER 07 23 2009 T0064 9 000 00 FARM LOAN 07 24 2009 T0063 5 000 00 FARM LOAN 07 27 2009 TOGO 6 000 00 FARM LOAN 10 31 2009 00803 30 00 BROILER PLANT a 4 Checks Cleared 24 892 00 2 Deposits Cleared 26 030 00 6 Checks Uncleared 1 952 70 1 Deposits Uncleared 0 00 A TIGO 0 00 Opening Balance 106 50 Interest Earned 0 00 Service Charge 0 00 Closing Balance Amount Remaining includes Interest and Service Charge Amoun
79. l Copyright Sanders Software Consulting Inc 2000 2012 Page 25 Import MCFP DOS Version 8 1 or greater When you choose to import a MCFP DOS database you can either a Register a new farm with the data or b Add another year of data to an existing farm Register New Farm 1 After closing all farms click File Import Year End Lilities Help Open Farm Cbrl 0 Ctrl M Mew Farm Close Farm Ckrl 5 Online Backup Import 2 The Data Import Wizard will open Click Next to proceed Import Data Section 1 Farm Options Import Data Welcome to the Data Import wizard This wizard vvill step you through the process of importing Your existing data into this application for use You will select the source folder that contains your import data specify whether you what to import additional year s data or register a new farm You will need to contact technical support for a walid registration number All transaction recorda will be stamped with the registration farm number tis highly recommended that you reconcile your bank statement before importing your data If You are importing additional year s data DO MOT PROCEED WITHOUT 4 CURRENT BACKUP Cancel ext Copyright Sanders Software Consulting Inc 2000 2012 Page 26 Section 1 Farm Options Import Data 3 Select the MCFP DOS Version 8 1 or greater radio button under Import T
80. ll be shown with a red x symbol A warning yellow triangle with an explanation mark will be displayed if the imported transaction is considered a duplicate transaction In fact you can click on the status symbol to see a list of corrections needed or an informational message See the sample popup window that is displayed for a transaction needing corrections before posting will be permitted for this line X The Following Edits are required 1 ATIGID Code is required 2 Transaction Description is required Copyright Sanders Software Consulting Inc 2000 2012 Page 136 Section 17 Batch Entry Tab Batch Activities Buttons Batch Activities New Create a new batch Fiscal Year Bank Account and Description are the required fields i New Batch Fiscal Year TRAIAN Bark Account 0 T Batch Description L 0 SOS Batch Totals Optional Open Open an existing batch the open will close an existing batch if one is already open and then open the selected batch You may also delete a batch from this window or create a new batch i Open Batch Ed Batch Description Fiscal Year Bark Code Bank Account Mo Click here to define a filter fuy Statement ee Ti civeme jo FARMERSBANKS Close Close a batch Mark All Automatically Check all transactions Grid Post Column that are Ready to Post Clear All Automatically Uncheck all transactions Grid Post Column Post Post all transaction with a s
81. ms can easily be copied by pulling an existing form back into the editor and changing its form type Also you easily edit delete forms or payments along with viewing the payment transaction histo 5 FarmBooks FarmBooks Demo Farm Demo Farm 2009 1 1 2009 12 31 2009 efx File Edit Report Inventory Balances Setup Planning Enterprise Utilities Help Cover Register Detail Register Checks Paychecks Deposits Invoices New Record Undo Clear Fiter Edt Delete History Print Activites v Transaction Date e S S E All Dates Click here to define a filter VALLEY PASTURE CO Paid Payment 00152 42N02009 1120 2009 400 00 0 00 400 00 amp P VALLEY LAND CO Open Credit Memo 300002 10 30 2009 1030 2009 375 55 375 55 Mail eer Transactions COTTONWOOD LAND COMPANY Open Estimate 100002 10 30 2009 10 802009 3 499 13 Mail iilcustoners wih eaences fal COTTONWOOD LAND COMPANY Open invoice 200004 10 80 2009 10730 2009 a0 1 510 64 510 64 Mai en VALLEY PASTURE CO Open Invoice 200003 10 30 2009 10 30 2009 80 637 36 237 36 400 00 Mail COTTONWOOD LAND C 1 510 64 H customer VALLEY LAND CO Form Type Credit Memo VALLEY LAND CO 2 457 97 VALLEY PASTURE CO 237 36 Credit Memo Customer Credit Memo No J ate VALLEY LAND CO o 300002 1 0 30 2009 SMOKY VALLEY R
82. n this is selected the program will create ending inventory records for inventory items equal to the beginning inventory values for these items Copyright Sanders Software Consulting Inc 2000 2012 Page 53 Section 4 Farm Preferences Options Tab Automatically Create Ending Accrued Income Expense When this is selected the program will create ending accrued income expense records for inventory items equal to the beginning inventory values for these items Automatically split ATI 007 based on Farm Utility This preference is not set by default Select the preference by clicking the box Enter the split percentage under Setup Tax Table Choose the Add Button to create the entry in the tax table Choose Farm Utility as the tax bracket Type and enter the percentage as a decimal number 8 for 80 5 for 50 Automatically split ATI 008 based on Farm Automobile This preference is not set by default Select the preference by clicking in the box Enter the split percentage under Setup Tax Table Choose the Add Button to create the entry in the tax table Choose Farm Auto as the tax bracket Type and enter the percentage as a decimal number 8 for 80 5 for 50 Open Last Farm Used on Startup Select this option to open same farm that was open the last time you used the program when the program starts This is useful if you have only one farm or if you do most of your work in same farm Copyright Sanders Sof
83. nc 2000 2012 Page 91 Section 9 Personal Information Farm Information Tab Farm Information Tab Update the following fields in this window Tax ID Number Enter the tax id for your farming operation 3 Personal Information Farm Contact amp Product Information Farm Information Contact Information Product Information arm Information Farm Mumber roson 00KS Farm Name FarmBooks Demo Farm Tax ID Humber Start Fiscal Year io r01 s2003 i 2 31 2009 atabase Location amp Last Backup Information Folder c FearmBooks 705001 OOKS FarmBooks Demo Farmi When Sun dan 17 2010 at 09 20 36 Phl Copyright Sanders Software Consulting Inc 2000 2012 Page 92 Contact Information Tab Update Name Address Phone and e mail address information il Personal Information Address 1 PO Box 1921 Address 2 City Lawrence State ks TIF E5044 Phone O I a E mail Section 9 Personal Information Contact Information Tab Copyright Sanders Software Consulting Inc 2000 2012 Page 93 Section 9 Personal Information Product Information Tab Product Information Tab View this farms registration number farm number and farm name Editing this information is not allowed in the window il Personal Information Ed Farm Contact amp Product Information Farm Information Contact Information Product Information roduct Registered to Farm Mumber roson 00KS Mame Fa
84. nes and press the delete key A confirmation window will be displayed showing the number of records that will be deleted Press yes to delete the selected records or no to abort the delete Gil Beginning Inventory Balances fa led Fiscal Year o 0172009 Close Farm Products for Sale O Current Assets Accrued Income Farm Products for Sale _JATICD JATI Description Beginning Balance Ent __ Enterpris SEEK GRAIN BARLEY 580 00 Drag a column header here to group by that column 51700 GRAIN Uh 51900 CASH FIELD CROPS Th 52000 VEGETABLES 52100 VEGETABLES TS 52200 DAIRY PRODUCTS 52300 ANIMAL BY PRODUCTS 51760 GRA WHEAT eee 107 7 i 52600 EGGS 51910 CASH FIELD CROPS SOYBEANS 1 015 00 e E H Copyright Sanders Software Consulting Inc 2000 2012 Page 65 Section 5 Inventory Ending Inventory Ending Inventory If the preference setting for Automatically Create Ending Inventory and Automatically Create Ending Accrued Income Expense is on see image below FarmBooks will automatically create ending values with same values as the beginning These ending values may be manually adjusted during the year Preferences ES Options Options Backup Cover Page 5 Options Backup Cover Page 2 E mail a sound Printers ep sort E mail E ae Check Book Entry ettings 5 P
85. ngs post payments and deposits generate statements track sales tax collections if your business is taxable and monitor customer balances Various invoice forms and statements can easily be emailed to your customer A first look at the invoice preferences setup it seems like there is a lot of setup required Only a few decisions less than two minutes of setup need to be specified on the invoice options tab and you are ready to begin creating invoices 1 Click on the Setup Invoice Preferences Demo Farm 2009 17 1 7200 Setup Planning Enterprise eG Bank Accounts ATI ATIGID Codes Payroll Defaults EA External Codes Enterprise Codes B Invoice Preferences 2 The Invoice Preferences will open Select Invoice Options on the left 2 Invoice Preferences Invoice Options meae e Optia Forms 34 E mail Forms 2 Payment Terms Sales Tax ttems B Sale emitter Mailing Information Company Name FARMBOOKS DEMO FARM Address Lined RURAL ROUTE Address Linez P O BOX 324 City LAWRENCE State ks Postal Code 56044 0324 Phone Office 7854243254 Fay 7854249255 Mobile 7854243256 ptions nvoice Entry Detauts Collect Sales Tax B B E C ma Default Sales Tax JOHNSON COUNTY 7 Income ATIGD ee a efaul View Settings Apply Finance Charge to Statements r AE j Transaction Date
86. nk code otherwise click the Cancel Alt C button to discard the entry 8 To edit a bank balance click a bank balance entry in the list to select it and then click the Edit button or Alt E or double click the entry in the grid il Bank Accounts for 2009 01 01 2009 12 31 2009 a See eens 0021 FARM CHECKING ACCT 19 972 00 0022 O FARM SAVINGS ACCT 12 425 00 E 0023 C FARMERS BANK 3 300 00 9 All information about the bank account can be edited except the bank code Click the Update button or Alt U to save the changes or Cancel to discard the changes is Edit Bank Code for Fiscal Year 2009 01 01 2009 12 31 2009 Bank MICA Configuration Optional Bank Code Auxillary On Us Bank Name Mimic ain SEE Transit Mo Beginning Balance 3 372 00 On LUs Defaults Optional Next Sequence Numbe Check Format op Check and Two vouchers q Deposit 65 Check 401 Import Data Map ae oa Copyright Sanders Software Consulting Inc 2000 2012 Page Section 6 Balances Loan Balances Loan Balances Enter individual loans with a beginning loan balance and use an external code to identify each loan or lump all loans under a single external code 1 To open the Loan Balances window click Balances Loan Setup Plannir 2 Click the Add button or Alt A to enter a new loan Eil Loans Add Edit Delete Fiscal Year m M1 200g T Beginning L
87. nually ime rocket Bese Tax base Aner bred Exemption 0 0000 0 00 3 650 00 FICA Limit 0 0000 0 00 106 800 00 Federal Married 0 1000 000 5750 00 Federal Married 0 1500 FA70 00 24 450 00 Federal Married 0 2500 8 550 00 75 650 00 Federal Married 0 2300 19 170 00 118 130 00 Federal Married 03300 46 741 60 216 600 00 Federal Married 0 3500 100 894 60 380 700 00 Federal Single 01000 0 00 7 180 00 Copyright Sanders Software Consulting Inc 2000 2012 Page 89 Section 8 Taxes Tax Table o Farm Auto The percentage of the ATI code 008 undivided auto expense which will be used for the farm expense The remaining dollars will be allocated to non farm expense o Farm Utility The percentage of the ATI code 007 undivided Utilities which will be used for the farm expense The remaining dollars will be allocated to non farm expense Call SANDERS SOFTWARE CONSULTING INC 785 865 5111 Support before making changes to the other tax categories Copyright Sanders Software Consulting Inc 2000 2012 Page 90 Section 9 Personal Information Section 9 Personal Information To review and edit your Personal Information follow these steps Payroll Defaults External Codes Enterprise Codes Invoice Preferences Tax Table Personal Information Copyright Sanders Software Consulting I
88. oan Balances B Ext Code ATIG ATIG Description Beginning Balance OO BANK 1021 CURRENT LOAN Copyright Sanders Software Consulting Inc 2000 2012 Page 72 Section 6 Balances Loan Balances 3 The Loans window will open Click the External Code button oan Beginning Balance ical Period and Loan Description Fiscal ear or fo 2009 m External Code Terms and Loan Type Farm or Mon Farn ATIG J Fiscal ear Beginning Balance Mote Set the beginning balance as of the first day of the fiscal period If this is anew loan after the start of the fiscal period then set the beginning balance to zera etails Optional Maturty Date rerest Rate 96 Cancel 4 When the Loans Receivable window opens you will see a list of unique External Codes used to identify your loans Click an external code in the list and then click Apply amp External Codes for 2009 01 01 2009 12 31 2009 EW Add Edit Delete Apply Close Loans Receivables External Codes Active Code Description va fem Family Living ACCOUNTS PAYABLE A Vendors 000 ACCT REC gt ME Bim e por amsn f a fos aneso O lms a oe forero If you want to use an external code not shown in the list click the Add button or Alt A When the Add Loan Receivable window appears enter a Description i e John Deere Tractor for the code To save the new code click the Add button or Alt A Click the Close but
89. ode 9 is used with wage withholdings The program sets the other Account codes TI code The next two digits of the ATIGD code the TI code classifies all transactions by categories G code The G code is the fourth digit of the ATIGD code and it describes in more detail the TI code ATI codes are fixed but you can add additional G codes D code The D code is the fifth digit of the ATIGD and is used further classify the income or expense for a given G Code The D code is only allowed for 041 Labor Hired Non Farm Income and Non Farm Expense account codes Copyright Sanders Software Consulting Inc 2000 2012 Page 82 Section 7 Codes ATIG D Codes ATI ATIG D Codes Add change or select ATIGD codes ATIGD equals Account Transaction Item General amp Detail 1 Click on Setup ATI ATIG D Codes Planning Enterprise E ATI ATIG D Codes Payroll Defaults 2 To add additional G codes click an ATI code in the code list click on codes that have a plus to the left to see more codes in the list Click the Add button ATI ATIG 7 ATIGD Codes for 2009 1 1 2009 12 31 2009 Livestock Sales 011 BEEF RAISED DER Accounts Receivables ATI Description O Capital tems gt BEEF RAISED cca H Farm Expenses BEEF RAISED Farm Income 3 BEEF RAISED J a me BEEF RAISED K K E ate Livestock Sales a 011 BEEF RAISED K B 012 DAIRY RAISED ff 013 SHEEP RAISE
90. ogging Level W Create Log File Normal We Restore to Original Location Restore Control Folder Diagnostic Select Restore to Database Location Ex CoFarmBooks Mote Farm Database Folder will be created as a sub folder to the location provided Cancel Mest Copyright Sanders Software Consulting Inc 2000 2012 Page 21 Section 1 Farm Options Restore Farm Restore Farm Backup Set from 001 Look ir E FarmBooks Backups FOSOOL00K5 FarmBooks Demo Farm 12 19 2009 01 15 02 001 My Recent Documents My Documents 5 My Computer My Network File name 705001 00KS FatnBooks Demo Fam 12 19 20 Places Files of type Farm Backup Set Cancel 6 The Select Files to Restore window will open If you are restoring a single farm database simply click the top checkbox to select all files to restore However if you re restoring from a multiple farm database then click the plus signs in the tree until you see the farm number and farm name to restore Click the check box beside the farm to be restored and then click Finish 2 Restore Farm Database Select Files to Restore Comment Backup for 705001 00KS FarmBooks Demo Farm on 12 19 2009 Restore To Folder Farm DE sub folder will be create trom Backup FarmBooks Contents of Backup x E c R FarmBooks X T FOSOO1TO0KS FarmBooks Demo Farm Restoring 1 Folder s 24 File s Restore fram Backup Dated Sat Dec 19 2009 at 01
91. ort import Farm number Type Fiscal vear aten pate 70500100K5 Chg 14 2005 12 20 2000 7 Copyright Sanders Software Consulting Inc 2000 2012 Page 36 Section 1 Farm Options Import Data 8 Once completed click Done Import Data i 12 20 2009 for amount 13600 ATID 07010 Entlot Ext MS Amount 13600 Recording Chg transaction 258 Bank 0021 CK 244 Date 1260 2009 for amount 13600 1 transactionis processed All records selected for import Field Manager corrections import completed successfully for Farm Number 705001 00KS Ended at 014 2 2010 21 04 04 Process Complete Ended at 01 49 2 2010 21 04 04 End Log for Farm Mumber 705001 00KS Process Complete Copyright Sanders Software Consulting Inc 2000 2012 Page 37 Section 1 Farm Options Export Data Export Data Use the export data function to prepare farm data for use by the other programs 1 Open the farm you wish to export data from and click File Export File Edit Report Inventory Fr Open Farm Ctra Lig New Farm Ctrl hy Close Farm Ctrl 5 Change Registration 2 The Data Export Wizard will load click Next to proceed Welcome to the Data Export Wizard This wizard vill step you through the process of exporting your data for use by external systems such as the Data Entry System or Excel 6 ie Export Farm Data You may Select the
92. ownload your transactions into a CSV comma separated values formatted file At the time of the download you will be permitted to enter a date range before you download your data It is recommended that you use a time period that is reflected on your statement Create an Import Data Map Once you have the data downloaded from your online bank or credit card company you need to tell FarmBooks how the bank arranged the data in the CSV file You do this by creating a data map that describes the arrangement of the data FarmBooks provides a wizard that steps you though the process by analyzing the data from the bank or credit card company The wizard can be found by pressing the Import button at the top of the batch entry tab and choosing create import data map from the drop down menu The wizard will automatically analyze the import data to determine what fields your bank or credit card company has provided The final step of the wizard is where you actually map the bank fields to FarmBooks fields The data map is only created once and can be associated to a bank account so that you can just simply import your data in the future e Click on Import Button Create Import Data Map 3 1 Create Import Bank Data Map Name Data Map and Select Import File ame of Data Map Data Map Mame Farmer s Rank Associate Map to Fiscal ear Bank Account Optional 0 12009 0026 FARMERS BANK 6 eneral Options Auto
93. paper sources to be defined and used for check and report printing Preferences Printers Cover Page J Options Backup Cover Page 3 E mail a Sound 2 Printers a Sort E mail Sound z Prier Optional Setup f no printer is defined the windows default printer will be used 4 Sort Check Default Printer Select a Printer Blank for Windows Detauit Select Paper Source Clear Printer eport Default Printer Select a Printer Blank for windows Detauit Select Paper Source Clear Printer Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 59 Section 4 Farm Preferences Sort Tab Preferences Sort Tab Sort the External Code list by either code or description Preferences Sort EJ Options Backup Cover Page 3 E mail sound 3 Printers 74 Sort Eg Options Backup Cover Page E mail c Sound Printers efault Sort Order for External Code List A Sort ZA C By Code f By Description Page 60 Copyright Sanders Software Consulting Inc 2000 2012 Section 5 Inventory Beginning Inventory Section 5 Inventory Beginning Inventory 1 From the main menu bar click Inventory then select Beginning Balances Setup Ending Grid Entry Worksheet Livestock Production 2 The Beginning Inventory Balances window will open Three main categories of assets are shown in the left window Current Assets
94. port data specify whether you what to import additional year s data or register a new farm You will need to contact technical support for a walid registration number All transaction records will be stamped with the registration farm number tis highly recommended that you reconcile your bank statement before importing your data If You are importing additional year s data DO NWOT PROCEED WITHOUT 4 CURRENT BACKUP Cancel ext Copyright Sanders Software Consulting Inc 2000 2012 Page 31 Section 1 Farm Options Import Data 3 Select the MCFP DOS Version 8 1 or greater radio button under Import Type and select Import Additional Year s Data radio button under Import Options Import Data C Field Manager Corrections mport Option C Register New Farm Import Additional Year s Data ource Folder for Import Files fe WMCFP Backups Browse C TOSsO00100KS FarmBooks Demo Farm C Control Database yj Defaut yj Defaut Control C Log C Reports view Files E c fl Current Folder iF armbooks Copyright Sanders Software Consulting Inc 2000 2012 Page 32 Section 1 Farm Options Import Data 5 After you select the Source Folder click Next to continue Step 1 of 5 Specify Import Details and Folder Location mport Type MCFP DOS Version 8 1 or greater Import Data C Field Manager Corrections mport Option Register New Farm C Import Additional Year
95. r Tax Values Report List is Select Report Current Fiscal Period 7009 1 1 2009 12 31 2009 Eg Fiscal ear 17172009 Options Print Preview Close Farm Non Farm Financial Statement CON H B Production Reports sales Tax Liability rE Payroll Reports FES Enterprise Reports AAS Code Listings Thiz report summarizes the sales tas you ve collected and currently owe to your tas authorities The report a shows your total taxable sales nan tasable sales and the amount of sales tas you owe each tas authority A Invoicing Reports in the column called tax collected If you collect sales tax for more than one tax authority city county 5 A R Aging state each one has its own line in the report _ Fal Customer Listing I Tax alues Ei Tax Table Rates gE Tax Planning Yalues fl 1099 Yendors From 17 1 2003 15 g E Sales Tax Liability Transaction Date Range Ta 12 31 2009 H Copyright Sanders Software Consulting Inc 2000 2012 Page 127 Section 17 Batch Entry Tab Section 17 Batch Entry Tab General Overview The batch entry tab gives users new ways to enter checks paychecks or deposits As the name implies it requires that the user first create a batch before transactions can be entered These transactions must be posted before they are recognized by the accounting side to be displayed in the register and on reports Users can use this feature to enter
96. r description is especially important when using the same enterprise number with different Lot Numbers The enterprise size value depends on the type of enterprise such as litters for swine farrowing and acres for crops This size value can be changed during the accounting year Edit Enterprise Lot Enterprise Description 22 DARY CONS nterprise Lot Lot Number foo Description S ZE Cancel Copyright Sanders Software Consulting Inc 2000 2012 Page 88 Section 8 Taxes Tax Table Section 8 Taxes Tax Table The tax table is used to calculate federal and state income tax withholding for payroll The tax brackets can be edited whenever these amounts change This table also contains the following percentages Farm Auto Farm Utility FUTA Kansas Employer Contribution FICA Upper Limit S S Report Medicare Report O O O O O OO To access the Tax Table 1 Click on Setup Tax Table Setup Bank Accounts fa ATI ATIG D Codes Planning Enterprise Payroll Defaults External Codes Enterprise Codes Invoice Preferences Tax Table 2 Enter farm auto and farm utility percentages in this table See preferences for instructions on how to automatically split utility and auto expenses between farm and non farm when entering checks il Tax Table Income Tax Table After exemptions and pretax options are applied tax will be 0 00 plus 0 00 over 3 650 00 an
97. rinters Novice Detail Window W Synchronize Bank views for All Tabs on Change art Data Entry Grid W Synchronize Fiscal Year for All Tabs on Change Starting Field W Save and New Payee i Vendar i Skip Unit Entry during Check Deposit Check Humber and Status If Format Check Number with Leading Zeros NEXT Use Upper Case for Payee and Code Entry Reset Transaction Description Units on ATIG Change heck Print Order M Show Only Active ATIGD Codes in List Standard Reverse MW Show Company Paid Payroll tems on Pay Stubs efault Date On Hew Ent W Automatically Create Ending Inventory oma C Use Today s Date m Automatically Create Ending Accrued Income Expense Recall Date of Last Transaction m Automatically Create Vendor after Prompt umber of Decimal Places Automatically split ATI 007 based on Farm Utility Units f Z W Automatically split ATI 008 based on Farm Automobile Brice Per Linit r W Open Last Farm Used on Startup Set Farm Automobile and Utility Split inthe Tax Table by Clicking Here Edit ending inventory to record the correct ending balance or add ending inventory records if the program did not automatically create them From the main menu bar click Inventory then select Ending Setup Balances Grid Entry Worksheet Copyright Sanders Software Consulting Inc 2000 2012 Page 66 Section 5 Inventory Ending Inventory 1
98. rmBooks Cemo Farm Copyright Sanders Software Consulting Inc 2000 2012 Page 94 Section 10 Planning Budgeting Section 10 Planning This selection has two sections budgeting and tax Budget Planning values are used with the Flow of Funds and Projected Cash Flow Reports Tax Planning values are used with the Income Statement Schedule F and Net Taxable Income Reports Budgeting Budget Planning values are used with the Flow of Funds and Projected Cash Flow Reports 1 Click on Planning Budgeting Enterprise E Budgeting 2 Click on an ATI category to open the list and then select a code from the list Click the Edit button to open the budget window GUATI Budgets Edt Export Options Fiscal Year 1 1 2009 Livestock Purchases i Accounts Receivables Capital tems Farm Expenses ATI Budget Categories f Yearly a 5 Budget Entry EB chart view Budget YS Actual 4 Table view Budget YS Actual T Ee iwestock E Farm Expenses 100 Deductible Jan Feb IE Product Purchase for Resale 040 POULTRY PURCHSSED 700 700 ea a 071 BEEF PURCHASED 125 000 2m Loans 072 DAIRY PURCHASED H Non Farn Expense 073 SHEEP PURCHASED 100 Mon Farm Income 074 SWINE PURCHASED 2 000 075 OTHER LY STK PURCHASE 500 091 BEEF BREEDING PURCH 1 500 092 DAIRY BREEDING PURCH 1 000 093 SHEEP BREEDING PURCH 25
99. s Data ource Folder for Import Files lc downloads 6 On the next screen select a farm from the list and click Assign The farm number and farm name will appear in the fields Click Next to continue or Cancel to exit the import process Import Data Step 2 of 5 Additional Year s Data for Which Farm Select Farm Assign Additional Year s Data for Which Farm Farm Mumber Farm Marne Cancel Back ext 7 Click Finish Copyright Sanders Software Consulting Inc 2000 2012 Page 33 Section 1 Farm Options Import Data Import Field Manager Corrections This feature may be used by your farm manager to make additions changes or deletions to your data on their computer while you continue to enter transactions on your system 1 After closing all farms click File Import Year End Lilities Help Open Farm Cbrl 0 Ctrl M Mew Farm Close Farm Ckrl 5 Online Backup Import 2 The Data Import Wizard will open Click Next to proceed Import Data Welcome to the Data Import wizard This wizard vvill step you through the process of importing your existing data into this application for use You will select the source folder that contains your import data specify whether you what to import additional year s data or register a new farm You will need to contact technical support for a walid registration number All transac
100. scal Year Section 2 Farm Year End Operations New Fiscal Year When you ate ready to start a new fiscal year for your farm choose this option and the wizard will step you through the process of creating a new year It is highly recommend that you create a database backup before you create the new fiscal year This will allow you to do a restore and delete the new fiscal year from the utilities menu maintain registrations so that you may rerun the new fiscal year process 1 Click on Year End Step 1 New Fiscal Year Year End Utilities Help Fe Step 1 New Fiscal Year Ctrl Step 2 Update Tax Table Last Tax Year Downloaded 2012 i Step 3 Payroll Calendar Year End 2 When the New Fiscal Year Wizard opens click Next New Fiscal Year Welcome to the New Fiscal Year Wizard This wizard wil step you through the process of creating a nev fiscal year for tracking your farm income and expenses for the current open tarm Contact information may be changed for the nev fiscal year Ending inventories external codes enterprises and memorized 47D Lists may be copied fram the current fiscal year to the new fiscal year Also the beginning loan and account receivable balances may be calculated for the newy fiscal year DO MOT PROCEED WITHOUT 4 CURRENT DATABASE BACKUP Press next to start the newe fiscal year process or cancel to ext Cancel 3 Enter Fiscal Year and Farm Tax Information Set the starting
101. sit Deletes the entire deposit o Deposit Detail Line Ctrl Del Deletes the currently selected deposit detail line Press the Ctrl and Delete key at the same time to perform this action Another way to perform these two actions is with a mouse right click anywhere in the check window and selecting Delete Deposit amp All Details or Delete Detail Line from the context menu Recall Last If you are creating a new check deposit you may recall the detail lines from the last check deposit for the entered payee vendor Memorize Use this option to capture all the detail lines entered for the check or deposit The next time you write a check or deposit for this vendor all the detail lines will automatically be added to the check or deposit This detail list may be maintained from the Setup menu External Codes Vendors and the press the Edit button to show all the detail fields for the vendor Press the ATIGD List button to edit the transition detail lines The list can be activated or deactivated to allow you to control if the list is included or not included when you write a new check or deposit Previous Moves to the previous deposit in the register by date Next Moves to the next deposit in the register by date Copyright Sanders Software Consulting Inc 2000 2012 Page 121 Section 16 Invoices Generate Invoices Section 16 Invoices Generate Invoices FarmBooks allows you to easily generate estimates and billi
102. sssssssssssssssssssssssssssssssssssssssesessesssssssesesssssesesessssseseeesasaeasaasseegeas 129 OG SONG casio acs accuracies ie epi aint eaves A ness casts es A tees seca pee eee 129 OGIO FTN ETE IR A ee secur eo cts sac ea gs an avai nto ne gas ant cause A EA ETE se pausecaussanroness oan A cede 129 Import Data Tronr tne Bank OF Credit Card COMP GAY ve cai ove sen eleGesdvct ve pravceascsansiesnieonlad ent oaboweraneendantoeiucssecsledesdedusasesnadesyateleskianclecee 130 ceace GTI DOM Dola MAD ranri aa an nan TE TEA TN ETTI TOE OAOT OAE als hae cies tae eaten 130 MPO Bank TON OE TONS rnc E nT REE ET EE ENTE EE EEE EEE TE EET E EE 133 PVCS NINO RE S ar E A A E T A E E E E E TEE T EEA E E A E AEE E E N EEEN 135 PTA E a E A A E E E E ee er ee ee ee eee 137 NON E E E E E icpucaye sean eae petaretets 137 ee E E A A E ne va rete A A E E E cere ets Pesce eae csc eee Sone vena aoe creme 137 CS ass acisees rsa nacteeitind circa cr ccianeaencs E igure nese E E moan anteGaanncureasante 137 AETA E EEEE AEN E PETE demons aunons sine TESE SAA PE EEA E E T AE A A TE 137 Eee E E orem ete cece ce arpa A A E E E E E A E A E E one 137 E e E EE E E E E E T E E E E ences T E E E S E E S E coaseasaenaes 137 AELE 0 EEE AEAEE E AIE P EO A E E A A AE E Eee eee eee 137 OWN r E E A AE A E E A E E T E E 137 ROCO oe a E E R 137 UNGO a S E E ete alison ctisana graze cussion deseeueteen ana 137 DUPCIA Sess wzez cased E acces are ond esac E E T a sled ec pe auras need pps eae pono
103. stake click Undo and the original values will return This option is only available if the paycheck has been recorded Delete Has the following two menu selections e Paycheck Deletes the entire paycheck e Paycheck Detail Line Ctrl Del Deletes the currently selected paycheck detail line Another way to perform these two actions is with a mouse right click anywhere in the check window and selecting Delete Paycheck amp All Details or Delete Detail Line from the context menu Print Opens the window to print paychecks See the check Paycheck printing section for help on this option Previous moves to the previous paycheck in the register by date Next moves to the next paycheck in the register by date Copyright Sanders Software Consulting Inc 2000 2012 Page 118 Section 15 Deposits Deposits General Instructions Section 15 Deposits Deposits General Instructions 1 Click on the Deposits tab FarmBooks FarmBooks Demo Farm Demo Farm 2009 1 1 2009 12 31 2009 Fie Edit Report Inventory Balances Setup Planning Enterprise Utilities Help Cover Register Detail Register Checks Paychecks Deposits Invoices Mev sare Ind Delete all Laz Memorize Previous 2 Select a Bank Account and Fiscal Year if necessary or accept the defaults The selected bank account balance will display on the top line with Bank Account and Fiscal Year s FarmBooks FarmBooks Demo Farm Demo Farm 2009 1 1 2009 12
104. stock Current Liabilities O Accrued Expense D Livestock Purchases O Farm Expenses 100 Deductible O Product Purchase for Resale O Futures Margin Calls No data to display o 4 Click an inventory code to highlight it and then click ADD at the top of the window il Beginning Inventory Balances Ed Add Edit Delete Fiscal Year ar foi 2009 Close Gee to ind By Description E U CL COC RTC 11210 DAIRY CALVES a Current Assets MES Accrued Income ai 11100 BEEF RAISED 11210 DAIRY CALVES 1 500 00 2200 DAIRY HERD 11200 DAIRY RAISED BESE 211210 DAIRY CALVES Drag a column header here to group by that column Copyright Sanders Software Consulting Inc 2000 2012 Page 62 Section 5 Inventory Beginning Inventory 5 The Add Beginning Balance window will open Inventory Item ATIG TI Description G Description D Description 51730 GRAIN OTHER GRAINS 1 Add Beginning Balance Fiscal Year m 01 2008 od Entry Date ES Description Enterprise l Entered Values Calculated Values ity Code Units 0 00 m vit fnit 0 00 E wtf Unit 0 00 Total Wt 0 00 E Total vt 0 00 Opr Unit 50 00 E Opr s Unit 0 00 Opr Amount 0 00 m Opr Amount 0 00 Mkt Unit oes a Mkt 7 Unit 0 00 Mkt value 0 00 m Mkt Value 000 Cancel Oo In the top section of this window is a description of the selected ATIGD code o The ne
105. t Remaining 1 244 50 v4 0 6 0 acrist Copyright 2000 2012 Sanders Software Consulting Inc All Rights Reserved ee Section 13 Accounting Register Register Reconcile At the bottom of the window are the Opening Balance and Closing Balance amounts you entered in the previous screen e The Amount Remaining is the amount of un cleared checks and deposits The statement is reconciled when the amount remaining is zero Copyright Sanders Software Consulting Inc 2000 2012 Page 110 Section 13 Accounting Register Register Reconcile e Clear the checks and deposits by clicking in the Clr column and making a check mark beside transactions that have cleared the bank e As you clear the transactions the total of Checks and Deposits is calculated beneath the columns so you can verify these totals against the totals on bank statement Menu choices for the Reconcile tab are New You can enter a new check pay check or deposit from this menu choice in the event you find a transaction that was not entered Edit Edit a transaction if it is not correct Place the cursor on the transaction to select it and then click Edit Delete Delete a transaction Place the cursor on the transaction to select it and then click Delete Mark All Use this option to mark all transactions for either checks or deposits Clear All Use this option to clear the check mark from all transactions for either checks or deposits Statement
106. t of the wizard and continue working in FarmBooks If the results of the analysis show the totals file must be recalculated then continue to follow these steps to run the recalculate option 6 Do a full Backup of the FarmBooks farm files before running the recalculate option 7 Start the Recalculate Farm Totals wizard and then click Next to select a farm and fiscal year Click Next to see the bank account balances and then click the Recalculate button Recalculate Farm Totals Adjust Beginning Bank Balance for Farm s Fiscal Year arm Info Farm Humber roson 00KS Farm Mame FarmBooks Demo Farm Start Fiscal Year f i 00a Adjust Beginning Bank Balance eose Benknene __ Beaining Baence A Plot rar cece acer MEEA oz FARM SAVINGS ACCT Cancel Back Analyze Recalculate 8 Click OK and then Done to close the process log Recalculate Farm Totals Transaction File Transfer Amounts 0 00 A Transaction File Deposit Amounts 3 50 B SN 4Ction Fle Paycheck Amonta UU Information Ed Process Complete OMIPLETED 0 transactionis tagged For manual review ED Total tile Farmtot DOES NOT need to be recalculated for r0500100KS FarmBooks Demo Farm Analyzing Farm 05001 00KS FarmBooks Demo Farm COMPLETED Copy To clot Copyright Sanders Software Consulting Inc 2000 2012 Page 104 Section 13 Accounting Register Register Section 13 Accounting Register Register This window displays a list
107. tatus choices the NEXT and Cleared selects the Cleared status but the check will still show in the bank reconciliation These checks will not show up in the check writer and will be assigned the next check sequence number in the Bank Balance setup window Use these options if you are entering checks from a bank statement Copyright Sanders Software Consulting Inc 2000 2012 Page 52 Section 4 Farm Preferences Options Tab o DB CR and DB CR and Cleared When either of these options is selected the check number will be defaulted to DB and CR for the check number or deposit number respectively This is useful when entering transactions for debit or credit card records Check Print Order O Standard Check numbers in ascending order o Reverse Check numbers in descending order Settings o Synchronize Bank Views on change When this option is set the same bank account is used on any of the four tabs Register Check Paycheck or Deposit When the bank account is changed in any one of the four tabs the account is changed on all of the other tabs as well o Synchronize Fiscal Year on Change When this option is set the fiscal year can be changed for the entire application without closing the farm and opening it in a new fiscal year The exception is the setup menu which only allows changes to the default or current fiscal year O Save and New Select this option if you want the program to automatically present a new check e
108. tatus of Ready to Post and have the post column checked Edit Buttons New Create a new transaction Record Save a transaction Undo Undo edits for a transaction Duplicate Duplicate the check deposit detail line one of two entry lines Delete Delete a transaction line Copyright Sanders Software Consulting Inc 2000 2012 Page 137 Section 17 Batch Entry Tab ATIG D Grid Column Buttons ATIG D Grid Column Buttons Four possible buttons can be displayed within the grid ATIG D column O Three of them are displayed to assist with the entry of an ATIG D code and are displayed when the grid column receives input focus The first button is a down arrow and allows the user to search a drop down list by ATIG D code The second or middle button is an ellipse three dots that allows the user to search for an ATIG D value from a hierarchical list of account categories with drill downs to locate the desired income or expense code The third button is called L R for Loans or Receivables and is dependent on the transaction type being a check or deposit respectively The loan receivable button allow the user to view the list of loans or receivables defined for the current year and apply it to the transaction being entered It will automatically populate the ATIG D along with its corresponding external code This can help minimize using the incorrect pair of ATIG D and external code combinations when making a
109. tch Entry Preferences Default Grid Sort Orde Ent Order O Show Grid Filter Row Check Deposit Number Fl Show Footer Statistics Panel Assign CEOP Number on Manual Eritr Hone Mark Transaction as Cleared Bank on Post Use Number Formatted as Ennan w Aeassign CEOP Number on Fiscal Year Bank Change Use Bank Accounts Next Number Grid Search This option should only be enabled or checked if you want to search a grid column for a particular value when the field is selected and highlighted Without this enabled the in place editor is activated immediately on a key press and any text entered into the field will change the value Show Hide the filter row This option is a great alterative to using the grid search feature It works the same as in the register and detail register filter row Show Hide the footer statistical panel This will allow the user to customize the area at the bottom of the screen Mark Transaction as Cleared Bank on Post Check this option if you want the batch transaction to be marked as cleared the bank when posted Reassign CK DP Number on Fiscal Year Bank Change If this option is checked the check or deposit number will be updated based on the type of number that is detected for the transaction should you change the batch fiscal year or bank account The sequence number is determined by the beginning values for the bank account and fiscal year The Bnnnn number will reset back to 0 for the new
110. the data Gl Create Import Bank Data Map Setup Data Map Data Table wiew eee a nA an Lia oY Date Post Date Payee Description Description Check Clear Field Clear All Amount field may be a single field or two fields for debit and credit Drag available source fields to Mapped source fields or use the buttons to create the data map Copyright Sanders Software Consulting Inc 2000 2012 Page 131 Section 17 Batch Entry Tab Create Import Data Map o On the Setup Data Map page we will need to tell FarmBooks how your bank or Credit Card Company arranged its data fields You can view your data in the yellow list at the top of the window FarmBooks provides the fields listed in Available Fields in the leftmost list Your bank s data is shown the Available Source Fields in the rightmost list The center list Mapped Source Fields is where you describe how the fields from your bank on the right are mapped to FarmBooks available fields on the left You can drag fields from the right and drop them in the center or highlight fields on the right and left and press the map button o Your bank may place amounts as either a debit and credit or a single value column FarmBooks requires that you have a date check number description and an amount at a minimum o Press the finish button Copyright Sanders Software Consulting Inc 2000 2012 Page 132 Section 17 Batch
111. tion recorda will be stamped with the registration farm number tis highly recommended that you reconcile your bank statement before importing your data If you are importing additional year s data DO NWOT PROCEED WITHOUT 4 CURRENT BACKUP Cancel ext Copyright Sanders Software Consulting Inc 2000 2012 Page 34 Section 1 Farm Options Import Data 3 Choose the Field Manager Corrections radio button Import Data specify Import Details and Folder Location mport Type C MCFP DOS Version 6 1 or greater ource Import File Browse 4 Click Browse and locate the data file with extension mcf Then click Import Look ir So Export ao My Recent Documents Deskto p My Documents My Computer hy Network Places alx ci EA File name mef Files of type Field Manager Corrections Cancel Ee Copyright Sanders Software Consulting Inc 2000 2012 Page 35 Section 1 Farm Options Import Data 5 After you have selected the file to import click Next Import Data Specify Import Details and Folder Location mport Type C MCFP DOS Version 6 1 or greater ource Import File c FarmBiooks 705001 00KS FarmBooks Demo Browse 6 Select the corrections you want to import and then click Finish Import Data q Import Farm Manager s Corrections arm Info Farm Mumber roson OOK Farm Name FarmBiooks Demo Farm cords Available for Imp
112. ton or Alt C to return to the external code list The new external code will appear in the list and can be applied to the loan as outlined above Copyright Sanders Software Consulting Inc 2000 2012 Page 73 Section 6 Balances Loan Balances is External Codes for 2009 1 1 2009 12 31 2009 Add Edit Delete Loans Receivables External Codes Active Code Description fiat Family Living CIRREMT FCS off vendors i 009 CURRENT OF INTERMED ff Employees CURRENT OF LT Bm Mizcellan ous FES LAND NOTE li Loan Receivables o FES LT ETOCK Ei Add Loan Receivables W Loan Code is Active ode Code 026 Description 2008 John Deere Tractor Copyright Sanders Software Consulting Inc 2000 2012 Page 74 Section 6 Balances Loan Balances 5 When you return to the Loans window click the ATIG button oan Beginning Balance ical Period and Loan Description Fiscal ear o fo 2009 External Code 026 John Deere Tractor Terms and Loan Type Farm or Mon Farin rc Fiscal ear Beginning Balance Mote Set the beginning balance as of the first day of the fiscal period If this is anew loan after the start of the fiscal period then set the beginning balance to zera tails Optional Maturity Date rerest Rate 96 6 The Loan ATIGs window will open Select the loan type and then click Apply Gt Loans Eg Apply Close
113. transactions from a bank or credit card statement Data may be entered manually or imported via a file created by your online bank or credit card company The import file must be formatted as a CSV comma separated values Batch Menu Before opening a batch or importing transactions to automatically create the batch the menu has the following options available The grayed out items are available once the batch is created and open Options Import Batch Activities E Entry Preferences Create Import Data Map Hews Opens Clear Grid Sorting my Bank Transactions Ctrl I lt i Close Clear Grid Filter fe Payee Naming Rules Once the batch is open the menu has the follow options available for use These functions may also be accessed by right clicking in the grid to reveal the grid popup menu show below Options Add Rule Import Mey Record Undo Duplicate Delete Batch Activities Grid Popup Menu rs New Duplicate F2 Delete ie 4dd Rule Change Description Fs Record Ctrl A Batch Activites G Mark All Ctrl M D clear All Ctrl L my Import Bank Transactions Ctrl I E Post Ctrl P Copyright Sanders Software Consulting Inc 2000 2012 Page 128 Section 17 Batch Entry Tab Batch Options Batch Options Click on Options button Entry Preferences Entry Preferences Allows the user to enable or disable features for batch entry control grid sort order and number column defaults Ba
114. ts Create user definable descriptions for multiple earnings and deductions lists for the calendar year 1 Click on Setup Payroll Defaults p Planning Enterprise Ve Bank Accounts ATI ATIGID Codes Payroll Defaults 2 Set the default codes indicator to quickly setup earnings and deductions used for all employees Set the print priority to define the order that they are listed on the pay stubs Gil Payroll Defaults Default Codes for Employee Setup ayroll Calendar Year arnings Active Default Payroll Item Description ATIGID Withheld Slick here to add a new ro HO M Wages 0411 WAGES eductions Indicate Payroll tem is Subject to what tax or is company paid Subjectto ATION 1 29 Defaultjis Health Payroll Item Description Company Paid Deduction Is PreTax Federal Extra State State Extra Social Security Work Comp Wii Pal Print Order ee k here to add a new row 4 Social Security Tax Medicare Tax Retirement Other Health Insurance Life Insurance Workman Compensation FUTA SUTA State Income Tax Federal Income Tax qa CK 44 KOK OOO OIL M B v v v v OOOO SOc ISI S S Copyright Sanders Software Consulting Inc 2000 2012 Page 85 Section 7 Codes External Codes External Codes Thr
115. tware Consulting Inc 2000 2012 Page 54 Section 4 Farm Preferences Backup Tab Preferences Backup Tab From this tab you can configure the backup features you wish to use during the backup Preferences Gs Options Backup Backup Cover Page Options Ge Backup Cover Page GJ E mail sound 4 Printers a Sort G E mail e Saina ackup Options arameters L W Append Timestamp for Multiple Backups Printers l Sort Local Device Backups to Retain 0 0 for Unlimited with Append Timestamp checked Local Device c FarmBooks Backups Browse Site Mame i Off Site Secure FTP LF User Mame Password FTP Fort SFTF Folder Test SFTP B Backup Reminder ackup Restore Preference Settings On Application Close W Backup on Apply Backup Restore Every f ma days Learn more about Off Site Backup Options by Clicking Here Cancel o Choose the backup location s under Backup Options o If the Off Site Secure FTP or Both radio button is selected enter the SFTP details under Parameters o Append timestamp for multiple backups o Choose the number of Backups to Retain if append timestamp for multiple backups is checked Use 0 for unlimited o Backup Reminder Choices are o Remind about backup each time the program closes o Remind periodically set the number of days between reminders o Backup Restore Preference Settings o Backup on Apply If this option is che
116. ty date interest rates and a note These values are only displayed in this window for your information Click Add to save your loan information Copyright Sanders Software Consulting Inc 2000 2012 Page 76 Section 6 Balances Receivables Balances Receivables Balances Enter individual receivables with a beginning balance and use an external code to identify each receivable 1 To open the Receivable Balances window click Balances Receivables Receivables 2 Click the Add button to enter a new receivable il Receivables Add Edit Delete Fiscal ear m 1 200g Beginning Receivables Balances Ext Code ATIG ATIG Description Beginning Balance gt fine JOE 2 AR 1061 CURRENT AR 1 270 00 Joz JOE 2 AR 1061 CURRENT AF 0 00 Copyright Sanders Software Consulting Inc 2000 2012 Page 7 7 Section 6 Balances Receivables Balances 3 Click the External Code button for a list of Loan Receivable codes 4 Receivable x ceivable Beginning Balance iscal Period and Receivable Description Fiscal Year for fo 2009 ir External Code Term ATIG Hi Fiscal ear Beginning Balance Mote Set the beginning balance as of the first day of the fiscal period If this is a new receivable after the start of the fiscal period then set the beginning balance to zera 4 Click an external code in the list and then click Apply to add the code to the receivable amp il External Codes for 20
117. unts for 2009 01 01 2009 12 31 2009 Ea Add Edit Delete Close Bank Accounts Copyright Sanders Software Consulting Inc 2000 2012 Page Section 1 Farm Options Setup Bank Accounts 4 Enter your bank information and click Add i Add Bank Code for Fiscal Year 2009 01 01 2009 12 31 2009 MICA Configuration Optional Bank Code 0i Auxillary On Ls ee Bank Mame First Bank Transit Mo Beginning Balance 10 000 00 On Ls Pe Defaults Optional Nest S Numb Check Format Top Check and Two Youchers i a Ld Deposit Check 175 mootDataMas oo Cancel 5 Once completed you can close out of the Bank Accounts window Copyright Sanders Software Consulting Inc 2000 2012 Page 12 Section 1 Farm Options Add Vendors Add Frequently Used Vendors 1 Click on Setup External Codes Bank Accounts Planning Enterprise ATI ATIGID Codes Payroll Defaults Ea External Codes Enterprise Codes 2 The Vendors window will open click on Vendors and then the Add button ist External Codes for 2009 1 1 2009 12 31 2009 Add Edit Delete Vendors G Famiytivng p a oos BancanomRust O E Enpoyess a or Roera OO a Misceteneous g a22 BULONOCOMPANY S n LoanRecewabies g we clomincstorE OOO E ow contRactoRrcoweany OO SB comoncow O O os commvtressuRER OOO Bo vernormevewe Som evro Bo Feros Bm evano O os reeorernstoRE OOOO Copyright Sanders Softwar
118. with Bank Account and Fiscal Year is FarmBooks FarmBooks Demo Farm Demo Farm 2009 1 1 2009 12 31 2009 File Edit Report Inventory Balances Setup Planning Enterprise Utilities Help Cover Register Detail Register Checks Paychecks Deposits Reconcile Invoices Mey Print Previous Mest Bank Account and Fiscal Year jooz1 FARM CHECKING ACCT af1f2009 Balance 50 628 00 Check 5 M Cleared bnez Fay to the Print Order of T Void 0 00 im on j e Memo Amount Remaining Oo Check Number If FarmBooks is printing the check the check number field will display PRINT and the check number will be added when the check is printed When entering checks manually NEXT will display in the check number field and when you start entering the check number NEXT will be overwritten If NEXT is left in the number it will be replaced by the next check number in the Bank Account record when the transaction is saved To determine the next check number that will be used by NEXT see Balances Bank Next Sequence Number Oo Check Date Enter the check date or choose a date from the calendar Once a date has been entered it will be the default for additional checks until it is changed Oo Check Amount The check amount can be entered or calculated using the calculator button at the right of the check amount field Oo Pay to the Order of Type the name of the Payee or select a vendor from the drop
119. xt section shows the Fiscal year for this beginning balance and the entry date O Add a description to make this entry more meaningful on the financial reports or accept the default of the G description O Enter a valid Enterprise code if this inventory transaction should be allocated to a specific enterprise Display a list of valid enterprise codes for selection by clicking the Enterprise button See Setup Enterprise Codes to enter the valid enterprise lot numbers for your organization o All fields in the Entered Values column are optional except Units and Opr Unit which are required Enter a quantity code or click on the drop down button to display a list of quantity codes and select from the list Enter a value in the other fields or click the calculator button to the right of the field to calculate and enter the amount in the field Copyright Sanders Software Consulting Inc 2000 2012 Page 63 Section 5 Inventory Beginning Inventory 6 To edit an inventory entry click on an entry in the list of beginning balances then click the Edit button or double click on the entry To save the changes click the Update button to record the changes or Cancel to discard the changes Beginning Inventory Balances Beg Add Edit Delete Fiscal Year jor 01 2009 7 Close o To Farm Products for Sale 5 Current Assets Drag a column header here to group by that column B Accrued Income Farm Products for S
120. ype and select Register New Farm radio button under Import Options Step 1 of 5 Specify Import Details and Folder Location mport Type i MCFP DOS Version 8 1 or greater ja Import Data C Field Manager Corrections De taut Defaut Control Log Reports view Files E c 1 Current Folder iF armbooks Copyright Sanders Software Consulting Inc 2000 2012 Page 27 Section 1 Farm Options Import Data 5 After you select the Source Folder click Next to continue Import Data Step 1 of 5 Specify Import Details and Folder Location mport Type MCFP DOS Version 8 1 or greater C Field Manager Corrections mport Option Register New Farm C Import Additional Year s Data ource Folder for Import Files f downloads 6 Enter Software Registration for Farm the Farm Number Farm Name and Registration Key from Sanders Software Once completed click Next Import Data Step 2 of 5 Enter Software Registration for Farm Farm Number and Name case and spacing must be entered exactly as specified by technical support Contact technical support for a valid registration Farm Number YOUR FARM Ber Nane Your Farm Hame Registration Kep 1234 3678 9101 Cancel Back ext Copyright Sanders Software Consulting Inc 2000 2012 Page 28 Section 1 Farm Options Import Data 7 Enter Farm Tax Information the Start Fiscal Year is imported from the ex

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