AgExpert Analyst 2014

Transcription

1 AgExpert Analyst 2014 Meet the next generation of accounting software You work hard to make your operation successful. That means using the best, most up-to-date accounting software you can find. And that means the all new AgExpert Analyst Try it and decide for yourself. AgExpert Analyst app Record transactions on the fly with your wireless device. Next time you re at your supplier, snap a picture of your receipt. Once you get to your computer, sync it with AgExpert Analyst and finalize the transaction in seconds. Online activation Sometimes you want to call. Sometimes you don t. Now you have a choice. Instead of phoning in to activate your software, you can do it online. All you need is an internet connection, serial number and the address that we have on file. Press the activation button and you re good to go. Of course, you still have the option to phone in to activate your software if you choose. Easier file creation Data file creation has been simplified. Now you can import information (Enterprises, Chart of accounts, Capital Assets, Employees) from existing books, making it easier when farms get incorporated or when you re just starting out. If your accountant is an AgExpert Analyst user, they can provide a template to speed up the setup process. Save time with alerts Entering data in the wrong year can be frustrating. In the 2014 version, a warning message will alert you when entering something in a non-current fiscal year. Update contacts on the fly Next time you re entering a transaction with a new contact not found in your contact list, you ll be prompted to add that business or person. By doing it on the fly, you ll save the hassle of going back and adding that contact later. Searchable accounts Find accounts faster on the chart of accounts with our new search filter. No more scrolling up or down. Now you can just type in the filter to find the desired account. Take a memo We ve added a memo field to the transaction entry and payroll cheques screens. Now you ll be able to write a memo on all your cheques. Join our online community for 24-7 support Register with our online community and access searchable discussions, blogs and the Knowledge Base, any time. Check often for important messages and updates, including how to solve common support problems, and connect with other users. Questions? Get your answers on community.fccsoftware.ca

2 Table of Contents AgExpert Analyst Getting Started... 3 Registering your software... 3 Set-up and creating data files... 4 Creating a new data file... 4 Using the search filter in the Chart of Accounts dialogue box... 4 Managing contacts... 5 Transactions... 6 Adding contacts via the Transaction Entry dialogue box... 6 Warning: The transaction date is outside of the current fiscal year Reports... 6 Remembering your report settings... 6 Viewing the General Ledger report... 6 Creating a Capital Assets report... 7 Showing only outstanding invoices on Receivables and Payables reports... 7 Viewing details on T4 and RL-1 reports... 7 Creating reports for your accountant... 8 Using new filters in the Inventory report... 8 Payroll... 9 Setting the payroll deduction as a percentage of gross pay... 9 Adding a memo on regular cheques and paycheques... 9 Inventory and AgriStability Autopopulating the Saskatchewan AgriStability Supplementary spreadsheet Management Viewing the Cost of Production report... 12

3 Getting Started Registering your software If you re a new user, you have to register your software to be able to access it after 20 transactions. Registration also provides benefits such as toll-free product support at and notification of program updates. To register your AgExpert Analyst program, open AgExpert Analyst. The Activation dialogue box appears. To register later, click Activate Later. You can enter 20 transactions before you re required to register. To register now, you can either activate your program online or by phone. To activate online (Internet connection required): 1. Enter the Serial Number for your program. 2. To activate the payroll module, select the Activate the payroll module check box. 3. Enter the address that you ve registered with FCC. Note: If you recently changed your address, notify us at admin@fccsoftware.ca or call us at Click Activate. If you ve entered an invalid serial number or address, the registration will fail and you ll receive a message that one of the numbers was invalid. You must enter a valid serial number or address. 5. Click OK. To activate by phone: 1. Enter the Serial Number for your program. 2. Call FCC Management Software s toll-free support line at to receive an Activation Number. Enter the activation number. 3. Click Activate. If you ve entered an invalid serial number or activation number, the registration will fail and you ll receive a message that one of the numbers was invalid. You must enter a valid serial number or activation number. 4. Click OK. If your registration is successful, the AgExpert Analyst main menu appears and the Activation dialogue box no longer appears when you open the program.

4 Set-up and creating data files Creating a new data file To create an AgExpert Analyst data file that s customized to your accounting needs: 1. Select New from the File menu. The Create New Data File dialogue box appears. 2. Enter the File name and click Save. The AgExpert Analyst Setup Wizard dialogue box appears. 3. If you re using AgExpert Analyst 2014, select either Do you want to start a new set of books? or Do you want to import from an existing set of books? Note: This change will make it easier to incorporate or import a template created by your accountant. Note: If you select Do you want to import from an existing set of books?, you ll need to browse to the location of the file you want to import. To learn more about creating a new data file, read the Creating a new data file located in the Online Community Knowledge Base section Setup and creating data files under AgExpert Analyst. Using the search filter in the Chart of Accounts dialogue box We ve added a search filter to the Chart of Accounts dialogue box and updated it to a grid format to allow you to easily sort and locate items in your asset list. Select Chart of Accounts from the Setup menu to open the Chart of Accounts dialogue box. Refer to the Setting up and maintaining a chart of accounts article located in the Online Community Knowledge Base section Setup and creating data files under AgExpert Analyst.

5 Managing contacts Your accounts payable suppliers and accounts receivable customers are located under the Contacts feature. You can assign a default income account and a default expense account to each. To find your contacts: 1. Select Contacts from the Setup menu. 2. The Contacts dialogue box appears, listing all available contacts. To assign a default income and expense account to your contact: 1. Click Add or Edit to open the Add Contact or Edit Contact dialogue box. 2. Select a Default income account by clicking the book icon. 3. Select a Default expense account by clicking the book icon. To add a new contact: 1. Click Add. The Add Contact dialogue box appears. 2. Enter the contact details. 3. Click Save. Note: You can specify the type of contact you re setting up. If you select the customer and supplier check boxes, the contact will be available for both payable and receivable charges. To edit a contact: 1. Select the contact. 2. Click Edit. The Edit Contact dialogue box appears. 3. Make your changes to the contact. 4. Click Save. To delete a contact: 1. Select the contact. 2. Click Delete. A confirmation pop-up box appears. 3. Click Yes.

6 Transactions Adding contacts via the Transaction Entry dialogue box You can populate your contact list from the Transaction Entry dialogue box. If you enter the name of a contact that isn t in your contacts list in the Description field, AgExpert Analyst will ask, Would you like to create a new contact for? Click Yes to add the contact to your contacts list under the Setup menu. Click No if you don t want to add the contact. If you don t want this pop up to appear in the future, select the Don t show this again check box. Warning: The transaction date is outside of the current fiscal year. The following message may appear when you re recording a transaction. We ve added this message to help you ensure that you don t enter data in the wrong fiscal year. Warning: The transaction date is outside of the current fiscal year. Are you sure you want to make this entry? Any transactions entered in a previous fiscal year will change the Retained Earnings and Balance Sheet for all future year. If your accountant has already reviewed your books, contact him or her before recording this entry. Reports Remembering your report settings AgExpert Analyst 2014 remembers your settings for reports in the report console. To view the report console: 1. Select Report Console from the Reports menu. The report console appears. 2. Select the applicable report from the menu panel on the left. 3. Customize your options in the options panel on the right. 4. Click View in Grid or Generate. Viewing the General Ledger report We ve added a running balance to the General Ledger report. The General Ledger report shows your data file s general ledger activity. It produces a detailed list of the activity in each general ledger account. To view the General Ledger report: 1. Select Report Console from the Reports menu. The report console appears. 2. Select Transactions/Account Information from the menu panel on the left, and then select General Ledger. 3. Select the appropriate options in the options panel on the right. 4. Click Generate. The report appears on the screen.

7 Creating a Capital Assets report To create a Capital Assets report: 1. Select Report Console from the Reports menu. The report console appears. 2. Select Tax Information from the menu panel on the left, and then select Capital Assets. 3. Select the Asset Type for the report: Current displays only existing capital assets Purchases display sonly assets purchased in the current fiscal year Sales displays only assets sold in the current fiscal year All displays all capital assets 4. Select the Fiscal year to be displayed on the report. 5. Click View in Grid. The report appears on the screen. Refer to the Using the report console article located in the Online Community Knowledge Base Report section under AgExpert Analyst. Showing only outstanding invoices on Receivables and Payables reports We ve added a new filter to the Receivables and Payables reports to allow you to Show only outstanding invoices when you ve selected either Detailed or Charge reconciliation under Type. Viewing details on T4 and RL-1 reports You can now access more detailed information in the T4 and RL-1 reports by using the report drilldown. This will help you validate values. To view the T4 and RL-1 reports: 1. Select Report Console from the Reports menu. The report console opens. 2. Select Payroll from the menu panel on the left, and then select T4 or RL-1.

8 Creating reports for your accountant The new Accountant Reports section of the report console displays the reports most requested by accountants, including an: Income/Expense report Balance Sheet report Trial balance report General Ledger report Capital Assets report Inventory report Advanced Inventory Detail To view an Accountant Reports: 1. Select Report Console from the Reports menu. 2. Select Accountant Reports from the menu panel on the left. 3. Enter the required information to specify the report you d like to create. 4. Click Generate. Using new filters in the Inventory report You can now filter the Inventory report by Summary, Detail and Account.

9 Payroll Setting the payroll deduction as a percentage of gross pay In AgExpert Analyst 2014, you can set the payroll deduction as a percentage of an individual employee s gross pay. 1. Select Payroll from the Setup menu. The Payroll dialogue box appears. 2. Select Employees from the left column. Then select the employee and click Edit. 3. Select the Pay Types, Benefits and Deductions tab. 4. In the Type column under Deductions, select % for each deduction you want to apply as a per cent. Adding a memo on regular cheques and paycheques We ve added a Memo field to enable you to enter additional information about a transaction, such as an expanded description or cheque information. This information will be printed on the memo line of your cheque. The Memo field appears on the following dialogue boxes: Transaction Entry

10 Create Paycheque Create Advance Paycheque Create vacation Paycheque

11 Inventory and AgriStability Autopopulating the Saskatchewan AgriStability Supplementary spreadsheet You can now autopopulate the AgriStability Supplementary spreadsheet for Saskatchewan. To do this: 1. Select AgriStability Supplementary from the Reports menu. The AgriStability Supplementary dialogue box appears. 2. Click Export to SCIC. 3. Click to select the location where you want to save the spreadsheet. 4. Click Export. To use the supplemental information form: 1. Enter the SCIC ID and/or AgriStability PIN in the corresponding fields on this page. If neither have been assigned to the operation, enter "X" in the No ID Available (X) field. 2. Enter the applicable information on each page. o Light grey shading indicates areas where you may enter data. o If you re involved in more than one farm operation, you must complete pages 3 to 6 for each additional operation. Complete, save and print the pages for each. o Use the <Tab> key to move through all required fields. o Use an "X" to indicate which check boxes apply to you. o You can attach additional notes after you print the complete form, or use the Additional Information and Amendment Request form. o Descriptions auto-populate when you enter a code. You can enter descriptions or code manually using the extra lines provided. o The document may print on one or more pages per worksheet if you re using an earlier version of Excel. For more information, call the AgriStability Call Centre toll-free at or visit

12 Management Viewing the Cost of Production report The Cost of Production report allows you to calculate and compare how much it cost to produce your commodities by assigning actual expenses to them. This information can help you determine your break-even point, which helps you determine the price at which you must sell the commodity to make a profit. In AgExpert Analyst 2014, the Allocate Commodities dialogue box in the Cost of Production report will automatically default to the last percentage split used for that expense account. To view the Cost of Production report: 1. Select Operational Benchmarking from the Management menu. The Operational Benchmarking dialogue box appears. 2. Select Cost of Production from the menu panel on the left. 3. Select a Commodity from the list. Note: Click Edit list to open the Commodities dialogue box, where you can add, edit, delete or merge commodities. Refer to the Adding, editing, deleting and merging commodities article located in the Online Community Knowledge Base Management section under AgExpert Analyst. Note: Click Allocate commodities to open the Allocate Commodities dialogue box and allocate expenses and production amounts to commodities. Refer to the Allocating commodities article located in the Online Community Knowledge Base Management section under AgExpert Analyst. 4. Enter the Quantity of the commodity produced. This is automatically updated if you allocated production transactions in the Allocate Commodities dialogue box. 5. Click Assign expense accounts to open the Expense Accounts dialogue box. Select each expense category and the expense accounts that should be associated with it. 6. Select the Production Period (crop year) to view the report for that year.