Teagasc eprofit Monitor User Manual For External Users

Transcription

1 Teagasc eprofit Monitor User Manual For External Users Kevin Connolly Financial Management Specialist (047) Version 1.1 1

2 INDEX Logging in 3 Year Selection 3 Farmer Selection 4 Setting up the Enterprise Profile 4 Explanation of Enterprise Profile 5 Entering in Farm Data 7 Farm Details 8 Land & Quota Use 8 Sales & Premia 9 Opening & Closing Stock 10 Livestock Sales & Purchases 12 Stock Reconciliation 13 Variable Costs 14 Tillage Variable Costs 15 Fixed Costs 15 Dairy Physical 16 Assets & Liabilities 17 Farmer Data Approval 18 Running Reports 19 Individual Reports 19 Group Reports 21 Saving And Printing Reports 23 2

3 Using e-profit Monitor Logging in to the programme The web address for the Teagasc eprofit Monitor is Login to the system using your Username (PPS Number) and Password (Date of Birth). After entering the Username & Password click on Login Year Selection Before entering any data it is very important that you check that you are in the correct year for the data you are going to enter. The year that the system is currently working in is displayed in the banner at the top of the screen To change the year Click on Year Selection on the menu bar Click on the drop-down arrow Select the relevant year 3

4 Farmer Selection To access a particular farm on the system you should Click on the Farmer Selection option on the menu bar on the left. Select the relevant farmer off the list by clicking on the farmers name. The farmers name will appear on the top banner. Setting up the Enterprise Profile for the farm Before any data can be entered the type of enterprises for analysis on the farm must first be defined. Always check the banner at the top of the screen that the correct farmer name is visible before setting up or changing a profile. Click on Enterprise Profiles Enter the Year end date in the format DD/MM/YYYY Select the profiles by ticking the relevant boxes. Crops in a Detailed-Tillage profile are selected by entering the column number corresponding to the order in which they were entered on the input sheet. 4

5 e.g. if Winter Wheat was the first crop in column 1 on the input sheet then a 1 should be entered beside Winter Wheat, number 2 for the next crop and so on. This crop order will determine the way crops are displayed on the input screen and on any reports. The profile set up for the farm will determine the type of input data required and the type of reports available for the farm. Changing an Enterprise Profile for a farm after data has been entered may result in any previously entered data being lost -as identified by a warning message. Explanation of Enterprise Profiles The purpose of setting up the profiles is to determine the layout of the screens for receiving the input data as well as determining the level of detail in the output. The profiles available are summarised as follows Summary Detailed Dairy (Detailed) Cattle Summary Cattle Detailed Sheep Summary Sheep Detailed Tillage Summary Tillage Detailed In setting up a profile for a farm you must select at least one enterprise from the Detailed column. Picking an enterprise as detailed means that this is the main enterprise you are interested in analysing and in generating reports for. If a Dairy enterprise exists on the farm then you must select the Dairy (Detailed) option. The other enterprises have the option of Detailed or Summary profiles which can be selected in addition to the main Detailed enterprise. In selecting an enterprise as Summary what you are in effect saying is that while this enterprise exists on the farm you are only interested in collecting financial data on this 5

6 enterprise for the purpose of excluding it from the analysis of the principle enterprise (which you have selected as detailed). For example if the farm for analysis has cattle as the main enterprise and a supplementary tillage enterprise on the farm then this farm could be set up with Cattle Detailed and Tillage Summary as its farm profile. If a detailed analysis report is required for a particular enterprise then this enterprise should be selected as Detailed Once the farm profile has been defined the menu-bar will display the various input screens available for entering data Normally you would start at the top input screen and work your way down. Click on the Farm Details option to start entering data. 6

7 Entering in Farm Data Important General Input Information As information is entered on each input screen it can be saved by clicking. You must do this before leaving a particular screen otherwise the data entered will be lost. It is good practice to click on after a substantial amount of data has been entered on an input screen even before you have completely finished entering data on the screen. epm is set to disconnect from the internet if it is opened but has not been used for a certain period of time. To avoid the loss of data you should always hit leaving the program idle for a period. if you are Also it is good practice to click upon returning to the programme to enter data after it has been left idle. This will check whether the program has disconnected. If it has you will have to login again. Once you are satisfied that you have completed all necessary input on a particular screen then you should tick the tickbox and then click. This indicates that the data input on this section is complete. A tick will then appear alongside that input screen in the menu-bar on the left. Moving between the input cells on the screen is best achieved by using the Tab key (located above the Caps Lock key on the left of the keyboard) The cream coloured cells cannot be changed and are either pre-determined or are calculation cells. 7

8 Farm Details Some of the main farmer details will be already filled in here automatically. A description of the type of production involved in each enterprise is required. This is done by selecting an option off a drop down list for the Dairy & Tillage enterprises. For Cattle & Sheep enterprises the number of units sold is entered by system and the most important system is determined for each enterprise. The number of labour units (paid & unpaid) working on the farm can also be entered here. The farm can also be flagged for later group reporting by using the drop-downs available under the Related Links. This can also be done for the full list of farmers who have profiles completed by using the Assign Agencies screen under adviser functions. Land & Quota Use Details of the farm land area both Owned and Leased are entered here. If there is both stock and tillage on the farm then the land area must be allocated individually to stock and tillage. Livestock Land Area Where there is more than one livestock enterprise on the farm there are two options with the land area Enter in the total area used by all the livestock enterprises OR Enter in the actual land area allocated to each specific enterprise 8

9 Tillage Land Area If Summary Tillage is selected under the Enterprise Profile then only the total land area for tillage will be required. If Detailed Tillage is selected under the Enterprise Profile and individual crops are selected then there is the option of allocating a land area to each crop. If there is leased land on the farm then this can be allocated in the same way. The cost of the lease should also be entered here and this cost will be carried forward to be included in Fixed Costs. A further breakdown of Grass/Forage & Tillage land usage should also be entered. The Total Stock Adj Ha must equal the total Grass/Forage Ha and the Tillage Adj Ha must equal the total Tillage Ha Details on the quotas used on the farm should also be entered. Again a breakdown between owned and leased quota (including lease cost) is required. Sales & Premia For dairy and/or tillage farms the sales details for milk/crop sales are entered here. Physical information (litres of milk or tonnes of grain sold) is required along with the financial value of the sales. Livestock sales are NOT entered here but will be catered for in a separate input section. The Single Farm Payment, REPS and CAS (headage) are entered as total figures. On the reports only the REPS and CAS payments are broken down by enterprise and therefore appear on individual enterprise reports. The Single Farm Payment is shown only as a whole farm figure and therefore will not appear on individual enterprise reports but only on Whole Farm reports 9

10 There are additional input boxes available to cater for additional enterprise-specific premia if they apply. Opening & Closing Stock For Dairy and Summary Cattle the details required under Opening & Closing stock are number of animals and average value. Where Cattle and/or Sheep detailed profiles have been selected then there will be a further breakdown of the Cattle categories by age. An extra column of detail is required on Average Kgs for the drystock enterprises. If there has been a previous years data entered for this farm then last years closing stock numbers and values can be imported in as the Opening Stock figures for the current year. To do this click on the button- at the top of the screen. A set of standard values for the Average Value & Average Kgs can be used and can be selected by clicking on either or. The average number of animals in each category for the year is also required. The average number can be entered against each category on the screen directly or alternatively the monthly stock table can be used 10

11 Monthly Stock Table Click on to access this screen. Using this table the monthly numbers for each category of animal can be entered and the average is calculated. Once all the required monthly entries have been completed then by clicking the button the average values are fed into the average column on the main input screen. There is also the option to Print these stock details. Other Stock Also in the Opening & Closing Stock screen there is the facility to enter details of other stocks of materials on the farm at the start and end of the year. Details of Feed, Forage and Fertiliser can be entered. 11

12 Livestock Sales & Purchases For Dairy profiles with summary drystock the data required for Sales & Purchases is numbers of animals and total value of this number either sold or purchased. For Detailed Cattle or Sheep profiles there is a further breakdown by age and in addition to number and total value, a value for the total kgs liveweight sold/purchased in the detailed drystock categories is required. Stock Bull Usage A stock bull used on the farm must be allocated between the dairying, replacement and cattle enterprises. The percentage usage on each enterprise should be entered and the total usage should equal 100%. Livestock Transfers For livestock enterprises, further information is required on numbers and values of livestock transferred between enterprises. Standard figures for the animal value and weight (if applicable) are pre-entered but can be overtyped if necessary. Ewes to Ram for Current Lamb Crop Information on Ewe Number Details is required for Detailed Sheep profiles. These figures will be used in the per ewe analysis on the Sheep Detailed reports. 12

13 Stock Reconciliation The stock reconciliation screen acts as a check on the stock inventories, sales & purchases entered previously for each of the stock enterprises. No figures are entered on this screen but you must still tick & save the screen in order to complete the data entry process. Compare the Balancing Figure for each enterprise against the estimated number of births and/or deaths to check that the stock numbers are reconciling. You can click on the help button Balancing Figure. to get an explanation of how to interpret the Explanation of Balancing Figure Fields. A negative figure here indicates that Closing Stock numbers are short by this number of stock - this may be due to animal deaths during the year or an error in the stock numbers entered. A positive figure here indicates that this number of stock were sold or transferred from the enterprise and cannot be accounted for in opening stock or stock purchased/ transferred in. Provided Opening & Closing numbers as well as numbers Purchased Sold & Transferred are correct it represents the net figure for 'Births - Deaths' for the year. If this figure is higher than expected check - - Opening Stock - number too low - Purchases/ transfers - number too low - Sales - number too high If this figure is lower than expected check - - Opening Stock - number too high - Purchases/ transfers - number too high - Sales - number too low 13

14 Variable Costs Costs are entered here for each type of expense category and are allocated to the farm enterprises either manually or automatically based on enterprise livestock units. White input boxes in an enterprise column require a figure to be entered for this enterprise, if applicable. For some categories of expense e.g. Purchased Concentrate a figure must be entered for each enterprise on the farm. For certain expense categories, which have Grey, coloured boxes option of there is the entering a total figure for Stock in the White input box and epm will allocate the stock fertiliser cost among the livestock enterprises OR using the Grey boxes to manually enter the cost for each enterprise where the actual enterprise cost figure is known. For farms with Detailed Cattle or Sheep then an extra breakdown of Contractor costs is also given as an option for these two enterprises. The input cells for these figures are coloured Green. The individual costs for Silage Making, Slurry Spreading, etc. for Cattle & Sheep can be entered as a total in the Stock column which will be split automatically on the basis of the LU s in these enterprises. There is also the option to overtype these allocations with the actual costs for each enterprise. A column for entry of Tillage costs is available here for farms that have Summary Tillage selected in their Enterprise Profile. 14

15 Tillage Variable Costs (VC) This screen is only available for farms that have Detailed Tillage selected in their Enterprise Profile Individual costs must be entered for each crop as set up in the Enterprise Profile Lime and Scutch Control do not require allocation on a crop-by-crop basis and only a total figure for these costs should be entered. Fixed Costs Total figures for Fixed Costs for each expense item can be entered for Livestock & Tillage farms or the cost figures can be manually split between the Stock and Tillage enterprises. No splitting of costs occurs between enterprises on the input screen. The costs will be allocated between enterprises when the reports are generated. Fixed costs can be manually allocated to individual enterprises (or crops for a detailed tillage farm) by using the Additional Fixed Cost Allocation option Insert a tick in the tickbox to use this function Click on New to allocate a amount to a particular fixed cost 15

16 Select the cost category from the dropdown list and enter the amount under the relevant enterprise Then click on Add to add the cost to your fixed cost list. You can then select another cost if you wish. Fixed costs added using this Additional Fixed Cost Allocation option will be included in the analysis in addition to any total costs entered under the same cost category in the main part of the fixed costs input screen The figures for Land Lease and Quota Lease are brought in automatically to this input screen from the Land & Quota Details input screen. If there are land & quota lease costs they must be entered in the Land & Quota Details input screen. Dairy Physical Data On this screen you may enter date details and other information relating to the management of the dairy enterprise. All dates should be entered in the format DD/MM/YYYY 16

17 Assets & Liabilities This screen allows the input of the value of the assets and liabilities that the farm business had at the beginning and end of the year of analysis. If data has been entered for this farmer for a previous year then the closing values for that year can be brought in as opening values for the current year by clicking on. The opening figures used can be used as the closing figures in the current year by clicking on. Standard values for Land Ha s and Quota units can be used by clicking on. These values can be overtyped if required. Land/Quota Owned For Land Owned and Quota Owned the opening and closing amounts (and values) of each should be entered. Amounts invested ( s) in each asset type should also be entered. These investment amounts are independent figures and do not update the closing values for the asset. The opening values for fixed assets, investments and pension should be entered first. Investment in each asset type should then be entered. These investment figures will be used in the calculation of closing values of these assets. Depreciation values for the Buildings and Machinery that have been previously entered as Fixed Costs are deducted in arriving at the closing value for each asset. Opening and closing values for debtors, cash on hand, loans and liabilities must be entered separately. 17

18 Farmer Data Approval If all input screens have been ticked as complete and have been saved then the farm data must be approved for reporting. To do this click on the Data Input Approval option under Adviser Functions. A list will appear of all the farmers who have complete data i.e. all the input screens have been Ticked and Saved (there will be a tick beside each screen on the menu-bar as shown for any farmer who has complete data) There are three options available for each farmers data To view the farm data and make changes if required. To accept the data as suitable for reporting To delete the data Click on to allow the farm data to be included for reporting purposes. If a farm s data has been approved but subsequently an input screen for that farm has been resaved (due to changes in data or otherwise) then the farm data must be approved again before reports can be run. 18

19 Running Reports in epm Individual Reports The Individual Reports list will only appear on the menu bar if the selected farmers data has first been approved. (See Farmer Data Approval ) Check that you have selected the right farmer for reports by checking the banner at the top of the screen. To select a different farmer you must click on Farmer Selection and pick the required farmer. The list of individual (single farm) reports available is grouped under several headings. The number of reports available will depend on the way the farm was set up in the Enterprise Profile. To see the full list of reports under a particular heading you should click on the + beside the report category headings. Whole Farm The Whole Farm reports section is available for all farms regardless of the enterprise profile that is set up. Under this heading you will have access to reports that give summary analysis of all enterprises on the same report. A Balance Sheet and Multiple Year report can also be accessed here. 19

20 Enterprise Reports Detailed analysis reports are available for each specific enterprise- Dairy, Cattle, Sheep & Tillage. The detailed enterprise reports will only be available for those enterprises that have been set up as Detailed in the farm Enterprise Profile Running an Individual Report After selecting an individual report from the menu bar you should be given the option of generating the report in either Adobe (PDF) or Excel format. Select the required option and click on View Report to see the report. A separate window will open up to display the report. The epm program can still be accessed by clicking on its icon on the taskbar (usually visible at the bottom of the screen). If you want to run several reports in sequence then it is good practice to close down each report before running the next one. You can Save any report to a file if you wish to look at it later (see later section) To run the report in PDF format you will need Adobe Acrobat Reader on your computer. The reader can be downloaded from this web address 20

21 Running a Group Report A selection of group reports are available under the various enterprise headings. Before running any group report you must first create a group of farmers and name the group. Setting up a Group In the Adviser menu on the left click on Adviser Groups Click on Name the group so you can easily identify it later Highlight the farmer you want to include in the group and click. The farmers name will then transfer to the right of the screen. Do the same with each other farmer until you have all farmers required for that group batched together on the right of the screen. If you wish to remove any farmer from the group them highlight his name on the right and click Save the group when you are happy with it. 21

22 NOTE Once a group has been saved you have the option, at a later stage, to Edit: Add/Remove farmers from the group Copy: Copy the group to add/remove farmers to it and then save it under a different name Delete:Remove the group from your adviser group list. Running a report for a group Firstly select the type of report by Clicking on the + beside Group Reports on the menu bar Clicking on the + beside the enterprise type Click on the report heading Select a group by clicking on the drop down box on the left of screen You will get a list of farmers in the group together with some information on the type and status of their data. If you wish to edit the group then select To view the report ON SCREEN then select then open up in a separate window in Adobe (PDF) format.. The report will 22

23 Saving and Printing Reports All epm reports can be saved and printed using the toolbar in Adobe Acrobat Reader It is good practice to save any epm report on your own computer so you can look at this report again without having to login to epm over the web. Click on the disk icon on the toolbar just above the report itself to save the displayed report. Button to create a New Folder in the current location Type the name of the report you are saving To make it easier to find the reports you save you should create a new folder either in My Documents or on your C drive - click on the New Folder button (circled) to do this and name the folder something like epm Reports Give the report an easily recognisable name- e.g. include the farmers name in the title. To print any report then click on the print icon on the Adobe toolbar and select your printer. 23