The calendar tab of the Farms, Edit Farm section contains all of the reminder events for the farm displayed in a calendar format. For a general overview of Farm Reminders, please read the Farm Reminders knowledge base article.
The default view for the Calendar tab is the Agenda view. This will display all events for the next twelve months in a list format. There are two other views available for the Calendar tab: the month view and the year view. Simply click on the desired view button on the toolbar to switch to that view.
When looking at the agenda view, there will be a full year’s worth of reminders shown. The date range is determined by finding the next open reminder from today’s date and showing twelve months after that. Any open auto reminders will have a default label color of bright orange, and any closed (or completed) auto reminders will have a default label color of light orange.
The date range for the calendar is shown on the toolbar, and can be adjusted using the “go backward” and “go forward” arrow buttons. You can also use the “go to today” toolbar button to jump to the current date on the calendar.
To add a new single memo reminder for the farm click the add button on the toolbar. This will pop up the event dialog form. The date will automatically default to the date that was selected on the calendar view. To change the date, either type in the desired date or use the drop down arrow to choose a date from the calendar pop out. The next item to choose is a label color. The default label color is silver, however, the label color can be changed using the drop down. The next item is the event caption. This is what will be displayed on the calendar. These are the only fields required for a memo reminder. An optional field is the event message. This gives additional details about the event and will also be shown on the calendar view. When finished, click the save button and the event will be shown on the calendar view.
The last type of reminder for a farm is a transaction reminder. To add a single transaction reminder, click the same add button on the toolbar and follow the same steps outlined above for the memo reminder by entering a date, selecting a label color, and typing in an event caption. To indicate that this event is a transaction event, check the transaction event box. Once it is checked, the transaction fields will appear in the event dialog form. First, select the transaction type of disbursement or receipt. If disbursement is chosen then only the debit amount field will be enabled, as well as the print check box. If receipt is chosen then only the credit amount field will be enabled, as well as the auto fee check box. Next, enter the GL account code or use the drop down option to select it from the list. AgWare understands that sometimes an exact amount may not be known when creating a reminder, so the amount fields and their corresponding check box are option fields. Then, enter or select the vendor for the transaction. Last, enter the transaction description if desired. The amount and description fields can be changed when walking through the Process Reminders wizard. Once all required fields have been completed, click the save button and the event will be shown on the calendar view.
The calendar also supports recurring events for all reminder types. To create a recurring event, use the same add button on the toolbar to create a new event. Enter the required fields for either the memo reminder or transaction reminder. Then, click the recurrence info tool bar button. This will pop up the recurrence info dialog form. The first item to choose is the recurrence pattern. The recurrence pattern defines how often and when the occurrences happen.
If the event is a weekly recurring event, then enter the frequency in the number field. Next, you’ll check the desired days it recurs on. For example, I might set up a recurrence that happens every week on Wednesday so I’ll put a one in the number field and check the box next to Wednesday.
If the event is a monthly recurrence, then select the monthly radio button. This will give two configuration options. For the first option, choose the date of the month the event occurs on and then how often it occurs. The second option allows an event to be created on a certain day of the week each month.
For a yearly event, choose the yearly recurrence pattern. There are two configuration options for the yearly recurrence pattern. The first option allows an event to be created on the same month and date each year, and the second option allows an event to be created on a certain day of the week of a specific month.
Once the recurrence pattern is set, the range of recurrence needs to be specified. The start date will default to the start date entered on the event dialog form. Next, choose an end date option. By default, no end date will be selected. The event can also either end after a certain number of occurrences, or on a specific end date.
Once all recurrence information has been entered, click the save button. This will take the user back to the add new event dialog form where a text label will now appear on the toolbar displaying what type of recurring event it is. Click save on the event dialog form to then save the recurring event. Once populated in the calendar, there will be a recurrence icon shown on each occurrence of the recurring event.
Any open memo or transaction reminder can be edited using the edit button on the toolbar. If the event is a single event, the event dialog form will pop up allowing changes to be made to the event. If the event is a recurrence, an edit recurrence dialog will pop up asking if the user wants to edit this single occurrence of the recurring event, or edit the whole series. If edit this event is chosen, once the changes are saved there will now be a line through the recurring icon on the event. This is to indicate that this one event in the occurrence has been modified.
Any memo or transaction reminder can be deleted using the delete button on the toolbar. When deleting a single event, a delete confirmation dialog will appear prompting to “delete” or “don’t delete”. If the event is a recurring event, a pop up similar to the edit popup will appear asking if the user wants to delete the single occurrence in the recurring event, or delete the whole series. There is not an extra delete confirmation after choosing whether to delete the event or series. Deleted events cannot be recovered.
Auto reminders cannot be edited or deleted. If any changes need to be made to the dates of an auto reminder, they will need to be made in the respective portion of the program.
The view report button on the toolbar allows the reminder reports to be run for the current farm and date range that is displayed on the toolbar. Any custom reports will also be available in the list.