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  4. Manage Transactions: New Transaction

At the very top of the new transaction section, you’ll see the batch id number.  This is a unique number created by the software.  The first two digits are the year, the next three characters are the user’s initials, and the last four digits are a unique number generated by MGR.  You’ll also see the current batch debit and credit amounts.  These amounts are the total for the current batch.  To the right of the batch debit and credit amounts are the repeat options.  When in normal mode, you’ll see “Repeat On/Off” and in group mode you’ll see “Group Repeat On/Off”.

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New Transaction

When entering a new transaction, the first option you’ll choose is what type of transaction this is: a disbursement (normally expenses), receipt (normally income), or general journal (single entry normally miscellaneous).  To choose the option, simply click the button.  The active transaction type is colored (disbursement is green, receipt is red, and general journal is blue).  Two transactions will need to be entered for General Journal transactions for offsetting purposes.  Next is the transaction date.  You can only enter transactions that are in the current or next fiscal year (you can only post transactions that are in the current fiscal year).  Then choose the production year; it automatically defaults to the current calendar year for you.  When choosing a farm, you can either start typing in the farm code or name and the list will filter for you, or you can use the drop down option.  Once a farm is chosen, you will see its current net balance appear to the right.  When you click on the down arrow button to the right of the balance, you will see specific information about that farm such as the cash offset account, fiscal year, and the posted and working transaction totals (see image below).  Next you’ll choose the GL account.  Similar to farms, you can start entering the GL account codes, or the chart description to filter the list.  You could also use the drop down to choose an account.  Next you’ll enter the transaction amount.

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Next, choose a vendor.  If you need to add a new vendor, click on the green plus icon to the right of the vendor drop down.  This will pop up the contact entry screen allowing you to create the new vendor.  Once you have entered the information, the new vendor will automatically be chosen for you.  You can also edit an existing vendor if needed by clicking on the pencil icon to the right of the vendor drop down.  Next, enter the invoice number and check number when appropriate, and enter a description for the transaction.  If you need to print a check with the transaction, be sure to check the box next to the check number field.  You can only check the print check box when entering a disbursement.  If the transaction type is receipt, the auto fee checkbox will appear.  Check this box to create auto management fee transactions based on the receipt amount and the management fee percentage applied to the associated GL account.

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Saving a Transaction

There are two ways to save a single transaction.  Save and continue will save the current transaction, and create a new one for entry.  Save and close will save the current transaction, close the transaction editor, and return you to the manage transactions window.  You can also choose Cancel and Close, this will not save your entered information and will take you back to the manage transactions window.

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Group Mode

When entering transactions, you have the option to enter a group of transactions.  Grouped transactions are normal transactions grouped together for check processing.  A net amount from all transactions of a single group is used to create a single check.  To start a group mode, click on the start group button to the right of the transaction entry fields.  When you click the start group button, you will see a grid appear – we call this the group transaction grid.  All transactions contained in the group will be displayed in this grid while entering additional transactions.  If you need to look at a transaction that is listed in the group grid, simply double click on the transaction row to open it in the editor.  The group grid is “live” so any changes/entries to the transaction editor will be shown in the grid.  The current transaction is highlighted in gray.

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Once you’ve entered a group transaction, you have a few save options: save and continue, save and close, and save and end group.  Save and continue will save the current transaction and create a new one in the current group.  Save and close will save the current transaction and return to the main manage transactions grid.  Save and end group will save the current transaction, end the current group, and start a new single transaction.

Repeat Preferences

The last toolbar button is repeat preferences.  In this window you will see repeat preferences for both normal transaction entry mode as well as group transaction entry mode.  To turn on/off repeat options for each mode, simply use the on/off toggle button above the appropriate column.  Click the desired repeat options to enable them for repeat.  Once you have all options chosen, click on the save button.  When repeat is on, you will see the repeated field names underlined in the transaction editor.

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Inventory/Production

All inventory and production setup and reports will still need to be accessed in AccuFarm.  However, you can enter any inventory and/or production transaction information in AgWare.

Transaction Numbers

XXXX Base transactions number assigned by AgWare MGR when a transaction is created.
XXXX.1 Offset Transactions applied to the farm.  If a secondary farm is used in the original transactions, the primary farm code is used as indicated in the GL Account information.
XXXX.2 Used for primary/secondary farm transactions only.  The secondary farm code is used.
XXXX.3 Used for primary/secondary farm transactions only.  The primary farm code is used.
XXXX.4 Auto fee transaction, the farm code is used to remove the fee amount.
XXXX.5 Auto fee transaction, the firm farm code is used to transfer the fee.
XXXX.6 Auto fee offset transaction for the firm farm.

 

Patronage Dividends

Different firms use different terms when referring to “patronage dividends.”  Other terms are “patronage refunds”, “co-op dividends”, and “co-op refunds”.  Patronage dividends are rebates paid by cooperatives to customers to reward the customers’ patronage.

Patronage dividends may be paid in the form of cash or co-op stock certificates.  Often they are paid as a combination of the two.

If the non-cash amount is not sufficient for a whole certificate, the co-op will issue some form of “credits” to the customer.  When the customer has accumulated sufficient credits, they may be traded in for an actual certificate.  The accumulated amount of the non-cash portion of the dividends (credits and certificates) is carried as a single asset on the balance sheet.

There are different ways to account for patronage dividends in AgWare MGR.  The following example represents the most common method.

Cash and non-cash are generally carried separately in the farm’s COA.  Thus, when a cash/non-cash combination is received, it is entered as two pairs of transactions.  Each pair consists of an income GL account and an offsetting asset GL account transaction.  Master COA accounts are:

Cash portion:

Income:           farmcode-00-3181-0    Patronage Dividends: Cash

Asset:              farmcode-00-0111-0    Cash in Checking

Non-cash portion:

Income:           farmcode-00-3183-0    Patronage Dividends: Non-Cash

Asset:              farmcode-00-0361-0    Securities Not Readily Marketable

Other GL account description used for “Securities Not Readily Marketable” include “Retained Patronage Dividends”, “Co-op Stock”, and “Co-op Equity”.

The cash portion is a receipt.  Enter the cash amount as a credit to the “Patronage Dividends: Cash” GL account.  The offset debit transaction GL account is “Cash in Checking”.

Enter non-cash transactions via the general journal window.  Enter the amount as a credit to the “Patronage Dividends: Non-Cash” income GL account.  Enter the offset amount as a debit to the “Securities Not Readily Marketable” asset GL account.

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