FCC Management Software AgExpert Analyst QuickStartGuide 2014
AgExpert Analyst Quick Start Guide Explore some of the things AgExpert Analyst can do for you and your farm, and get up and running as easily as possible. You ll learn the basic features of income and expense and GST tracking, then you can move on to more advanced management tools once you re comfortable with the program. The full online Reference Manual provides more detailed information about all of the software features. You can find it on the Help menu on your toolbar or use the shortcut located on your desktop. If you re in the middle of something and need help, press F1 on your keyboard to access information specific to what you re working on. You need Adobe Acrobat Reader to view the online Reference Manual. Join our online community Register with our online community and access searchable discussions, blogs and the Knowledge Base. Check often for important messages and updates, including how to solve common support problems. And, connect with other software users. Get answers 24-7 at community.fccsoftware.ca.
1 AgExpert Analyst 2014 Quick Start Guide Step 1 Install your software 1. Insert the AgExpert Analyst DVD in your DVD-ROM drive. 2. The setup program should begin automatically. If it doesn t, click the Windows Start button and select Run. Enter d:\launch.exe. For Windows Vista, enter d:\launch.exe into the Start Search box below All Programs. If your DVD-ROM drive is designated by a letter other than d, select the appropriate letter. 3. Click OK. 4. Follow the setup instructions on the screen. Step 2 Start AgExpert Analyst 1. During installation, you may have created a shortcut to AgExpert Analyst on your desktop. If you created desktop shortcut, double-click it now. 2. If you did not create a shortcut, click the Windows Start button. Select: Programs AgExpert Analyst AgExpert Analyst. Step 3 Register When you run AgExpert Analyst, the registration window will appear. You ll need to use the email address we have on file for you, and the product serial number on the back of your DVD case (or on your invoice). Enter the information, press the activate button and you re good to go. Of course, you still have the option to phone us at 1-800-667-7893 to activate your software.
Step 4 Create your set of farm books When you have installed the software and open AgExpert Analyst for the first time, you will be offered five options: To create a new set of books for your farm, select option number 2: Create a new data file. Step 5 Name your set of books Enter the name under which you want to file this set of books. You can use your farm name and year (Your Farm Name). Click Save. 2
Step 6 Complete the AgExpert Analyst Setup Wizard The Setup Wizard will guide you through each of the required steps to create your accounting record-keeping system quickly and easily. After you complete the Wizard, you ll be ready to do basic entries. Note: You can modify your chart of accounts and add opening balances for accounts receivables/payables or other accounts after the Setup Wizard is complete. Step 7 AgExpert Analyst Main Screen The software will now take you to the AgExpert Analyst main screen, where you ll access all functions of the software. File: from this menu, you will access operations like creating new data files, opening files and saving files. Setup: modify your data file and access functions to change preferences and maintain the data file day-to-day. 3
Transactions: use this menu to access functions that allow you to enter business transactions into your accounting system. Reports: generate a variety of reports based on data entered in the system. Management: access management tools such as budgeting, cash flow analysis, forecasting tax information, financial ratios and operational benchmarking. Tools: use this tool to access additional tools, such as bank reconciliation and year-end. Help: get help from AgExpert Analyst by searching the online help system or access the online Reference Manual. Step 8 Modifying your Business Setup To make changes, click on the Setup menu, then Business Setup. The Business Setup window contains general information about your farm and is separated into three tabs. Click on each tab and update as required. Once all changes are complete, click Save. Note: Information included in the Name and Address tab is used as a header for all reports. 4
Step 9 Modifying your Chart of Accounts Finalize your chart of accounts by clicking first on the Setup menu, then on the Chart of Accounts. When you choose business account categories, the software created a chart of accounts for you. You can add more accounts or modify an account at any time. For more information on adding or editing accounts, see the Chart of Accounts chapter in the Reference Manual or press F1 on your keyboard for help. Step 10 Recording Opening Balances When your chart of accounts is set up, you can enter and record opening balances at any time in the first fiscal year. In consecutive years, you can only change opening balances one account at a time. Click on the Setup menu, then click on Opening Balances. Opening Balances The Opening Balances account includes the quantity and dollar value in each of your account categories, and can be found on bank account statements, tax returns, previous balance sheets, etc. Take a starting inventory of all your commodities and enter both quantities and values now to make accurate inventory and AgriStability reporting much easier. Enter these balances in the balance column beside the appropriate account. You are using double-entry accounting, so balances entered in your accounts may need to be offset to Retained Earnings so that your debits and credits balance. A message in the bottom left corner of your screen will record the amount that you are currently out of balance. You may also need to record balances for any payables or receivables by entering the appropriate changes through the regular transaction entry screen. For more details about entering Payable and Receivable balances, choose F1 on your keyboard or see the online Reference Manual. After entering all of your account balances, scroll down to account 3998, Retained Earnings, and enter the amount that you are out of balance. Click Save. 5
Note: There are other setup areas such as Capital Assets or Payroll that are optional and may be set up as required in the software. For detailed instruction on setting up these other aspects of AgExpert Analyst, refer to the online Help system or Reference Manual. Step 11 (Optional) Set up inventory accounts to use detailed inventory for AgriStability reporting In AgExpert Analyst 2014, you can set up an inventory account as a regular non-detailed account or as a detailed inventory account. The detailed inventory account tracks additional inventory information required for AgriStability reporting (commodity grades, protein levels, weight ranges). A non-detailed inventory account tracks basic inventory quantities and values, but does not track the information needed to generate your AgriStability reports. It s possible to have both detailed and non-detailed inventory accounts in the same chart of accounts. This one-time setup requires you to edit your inventory accounts to the appropriate AgriStability commodity code for your province and region. From the Setup menu, select Detailed Inventory Manager. Select your inventory account, select your commodity type and unit label. Click Close. 6
Important Refer to the AgExpert Analyst online Reference Manual for more details on how to set up and use the detailed inventory tracking system. You can also access this information through the online Help system using the F1 key. Step 12 Back up your data This is a good time to do your first backup of your farm books. To back up your farm data file, click on the File menu, and then Back Up. Step 13 Start entering transactions Click on the Transaction menu and select Transaction Entry to open the Transaction Entry screen. 7
Enter transactions 1. Select a Transaction Type from the drop-down menu. This window is designed around how a transaction impacts the bank account in the top portion and what accounts are affected in the bottom portion. These transaction types are available: Withdrawal: transactions from your bank account Deposit: transactions to your bank account Bank transfer: from one bank account to another Payable charge: payable transactions Receivable charge: receivable transactions 2. Select the bank account that will be affected by this transaction. Enter transaction particulars and the amount that will be withdrawn or deposited from the selected bank account. 3. Select the Type to access the accounts available for transaction posting (income accounts or expense accounts). You may create multiple line entries to allocate the balance to more than one account by pressing the tab key. 4. Select the account to post the transaction to. 5. Enter a description, quantity and amount of the item purchased. 6. Select one of the following options to calculate the sales tax for this transaction item: B Both taxes in amount: if both taxes are included in the amount. N No taxes in amount: if there are no taxes built into the total. In this case, both taxes will be added to the amount. G GST in amount (PST exempt): GST is included in the amount. P PST in amount (add GST): PST is included in the amount; GST needs to be added. T GST in amount (add PST): GST is included in the amount; PST needs to be added. A Add GST (PST exempt): GST needs to be added to the amount, and this item is PST exempt. 7. If the tax calculated by the software does not match the amount on your source document, you can type in a new amount. 8. Click Recap to view Debit and Credit postings, if desired. 9. Record the transaction. 8
Other transactions See the online Reference Manual for details about other transactions such as inventory adjustment, sales, payroll, or purchase of capital assets. Process a GST return Quickly and easily process a GST return by clicking on the Transactions menu and then Process GST/HST Return. 1. Select the last date of the current GST period. 2. Click Generate. The report will be displayed on screen. After viewing, click the X at the top right to close the screen. 3. Click Save. AgExpert Analyst Reports You ll find reports for income and expense tracking, CRA requirements and farm management under the Reports menu. Select Report Console. Click on the report you want to see and follow the on-screen menu. For more details about any of these reports, see the online Reference Manual. 9
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