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Inventory

This tutorial will demonstrate how to add inventory to a farm, and change the inventory amounts using transactions.

In AgWare MGR, inventory is a farm product available for sale.  It could also be used for inventories of materials used in production, such as seed, fertilizer, etc.  Inventory items are identified by unique combinations of four data fields: Farm Code, Inventory Code, Location Code, and Production Year.  Initial inventory setup is done in the Farm section under the Inventory Tab and then changes to inventory amounts are done in the Transaction section.

We’re going to start by adding a new inventory item to a farm.  We’ll go to the Farms section, choose farm S7 Boulder Valley Ranch from the drop down at the top, and select the Inventory tab.  The inventory tab contains all the inventory items for the farm filtered by the production year.  You can change the production year either by typing the year into the year spinner or use the up and down arrows.

To add a new inventory item to the current farm, simply click the add button on the toolbar.  You’ll see that this created a brand new blank row.  We’ll go ahead and start filling out our first inventory record.  We’ll start with the inventory code.  This is a unique user defined code.  We’ll choose to call our inventory code Corn.  Next, we need to pick an inventory location from the drop down.  These inventory locations are configured in the Setup, Master Data Codes, Location tab section of the program, so if the location you need is not available in the drop down you’ll need to go create it in the setup section.  For our example, we’ll choose COOP.  Next, we’ll need to choose a production year; I’ll go ahead and choose 2016.  Then, we need to choose an enterprise.  The enterprise drop down contains a list of all enterprises currently attached to this farm.  You’ll want to make sure that your inventory enterprise matches the GL account enterprise.  So, in this case, my inventory record is for corn inventory and in my database corn has a GL enterprise of 121 so I’ll choose 121 from my enterprise drop down.  The combination of the inventory code, inventory location, production year, and enterprise code must be unique for each inventory record.  Next, we’ll enter a description.  This can be any description relevant to the inventory record.  I’ll go ahead and enter Corn 2016 for my description.  Next, we need to input the owner’s percentage of the inventory record, or how much of this inventory record they own.  We’ll enter 100.  Then, we need to enter the acres harvested, so we’ll enter 875.  The next two fields yield and % sold are read-only, calculated fields that will populate as your inventory levels change.  The last step to creating our new inventory record is to enter the beginning number of units and the unit value.  We’ll enter 10,000 for our beginning units and $2.50 for our beginning unit value.  Once we tab or move out of the beginning unit value field you’ll notice that our beginning market value is automatically calculated for us.  It simply takes the beginning number of marketing units multiplied by the beginning unit value to give us the total beginning market value of our new corn inventory record.  You’ll see that our calculated units and calculated amount also automatically populated.  The calculated units number is the beginning units plus the adjusted units minus the sold units.  Then, the calculated number of units is multiplied by the beginning unit value to give us the calculated amount.

Now, we’ll move to the transactions section of the program to enter a corn sale transaction with inventory amounts.  We’ll go ahead and start a new batch for this transaction by clicking the add new batch button.  This opens directly to the transaction editor where we can begin entering our transaction details.  Since we’re entering a corn sale, we’ll choose a transaction type of receipt.  We’ll leave the transaction date and production year as-is.  Then, we’ll go ahead and choose our S7 farm from the farm selector.  Next, we’ll enter the cash sales corn GL account number which is 121-3111-0 in my database, and enter our credit amount of $13,000.  Next, we’ll choose a vendor and enter the transaction description.

Now that we have our transaction information entered, we need to enter the inventory details for the transaction.  To do this, we’ll expand the Inventory/Production section, and choose a type.  Since we are selling corn inventory, we need to choose an inventory type that affects the sold units.  We have two options: either type six which is produced and sold or type ten which is sale.  For this transaction, we’ll go ahead and choose type six, produced and sold since the corn was produced on our farm.  You can find a detailed listing of the inventory types and how they affect the inventory amounts in the Inventory Transactions knowledge base article on our website.  Next, we need to choose an inventory code.  Only those inventories tied to the transaction’s farm will be available in the inventory code drop down.  We’ll go ahead and choose our Corn inventory code.  Next, is the location code.  This list is automatically filtered to only show available locations for the selected inventory code on the selected farm.  Since we only have the one inventory record tied to farm S7 for the 2016 production year, we’ll go ahead and choose the COOP location from the drop down.  Then, we need to enter the number of marketing units.  For our sale, we’ll enter 5,000.  You’ll notice that once we enter the marketing units, the marketing price automatically calculates for us.  This is simply the transaction amount divided by the number of marketing units.  If you need to override the marketing price for any reason, click the pencil button to the right of the marketing price field to enable it for editing.

Now that we have our inventory transaction complete, we’ll go ahead and click the save and close button.  This takes us back to the manage transactions section.  Our inventory amounts in the farm section are not updated until we post our inventory transaction, so we’ll go ahead and go to the manage batches section.  Then we’ll select our batch that contains the inventory transaction, and click post.  Once the batch is posted, we’ll go ahead and go to the Farms section to look at our new inventory amounts.  So, we’ll go to farms, edit farm, make sure our S7 farm is selected, and go to the inventory tab.  Here you’ll notice that our beginning units stayed the same.  We have the same 10,000 units at a unit value of $2.50 for a total beginning market value of $25,000.  But now when we look at the sold column, we see our 5,000 units that we entered on our transaction, and our amount is $13,000 which was our transaction amount.  The inventory transaction then updated our calculated column as well.  Our calculated market units are now 5,000.  They are then multiplied by the beginning unit value of $2.50 to get a total calculated amount of $12,500.  You’ll also notice that our yield and sold percentage fields updated as well.  Our yield is now 11.43.  This number is calculated by taking the beginning marketing units and dividing it by the acres harvested.  In our case, it takes the 10,000 divided by 875 to get 11.43.  Our sold percentage is now fifty percent meaning that half of our beginning inventory is now sold.  For the sold percentage, we add the adjusted marketing units and sold marketing units; then we take the beginning marketing units divided by that sum, and multiply it by one hundred to get the total sold percentage.

You can also use inventory transactions to adjust inventory levels by using a general journal transaction.  You may need to adjust inventory levels if you feed some on hand inventory to cattle, or if the crop dries and there is less inventory than was brought in, etc.  To enter a general journal inventory adjustment, we’ll go to the transactions section, and start a new batch.  We’ll select the general journal transaction type, and leave the transaction date and production year as-is.  Next, we’ll enter our farm S7, and choose the inventory adjustment GL account which is 00-1330-0 in my database.  We’ll say that our inventory adjustment is because we fed some of our inventory on hand to our cattle.  We won’t enter a dollar amount on our transaction, because we only want to affect the number of inventory units on hand; we don’t want to change dollar amounts in any GL accounts.  Then, we’ll enter our vendor and a description.  Then we need to expand the inventory/production section and choose an inventory type; we’ll choose type 13 which is an inventory adjustment decrease.  Next, we’ll choose our inventory code of Corn, and location of COOP.  Next, we’ll enter our units; we’ll input 500.  Now, we’ll click the save and close button.  Then, we need to post the batch containing the inventory adjustment transaction since the inventory doesn’t adjust until the transaction is posted.  So, we’ll go to the manage batches section, select our inventory adjustment batch, and click the post button.  If your general journal inventory adjustment transaction contained a dollar amount, you would need to enter an additional general journal transaction before posting to account for the offset.  Since our transaction didn’t have any dollars, and we only wanted to adjust the inventory amounts we can enter just the one transaction.

Now that our inventory adjustment transaction is posted, we’ll go to the Farms, edit farm section, make sure our S7 farm is selected, and go to the inventory tab.  Here you’ll notice that our beginning units are still the same, but we now have values in the adjusted column.  You’ll see a negative 500 for the marketing units because we entered an inventory adjustment decrease type.  You’ll also notice that our dollar amount is zero.  Our sold units stayed the same since we didn’t enter any additional sold inventory transactions.  However, our calculated column now updated.  You’ll notice our calculated marketing units are now 500 less than before the adjustment which is exactly what we would expect.  The program then automatically calculated the total calculated amount by taking the 4,500 calculated units remaining multiplied by the beginning unit value of $2.50 to give us a total calculated amount of $11,250.  Our sold percentage also updated since our total calculated units on hand changed.  This shows us that 52.63% of our beginning marketing units are now sold or used leaving 47.37% of our beginning marketing units in inventory.

If you have any questions about how to add inventory to a farm or change the inventory amounts using transactions, please don’t hesitate to give us a call at 605-791-4872 or send an email to [email protected].

 

 

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