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  4. Owner Group Statement Setup Video

Owner Group Statement Setup

 

This tutorial will demonstrate how to create a statement setup that includes an Owner Group Summary, Primary Farms Summary, Sub Farms, and Single Farms.  The income statement shown here is the one we will be recreating for this tutorial video.  You’ll notice that we have a five-page report.  It starts with a summary page that displays summary numbers for the selected owner group, then the second page displays the single farm’s income and expense break down, followed by the primary farm’s summary page, then the two sub farms’ detailed income and expense break down.  We’ll start by setting up the Sub Farms default root group, which makes up pages four and five of this report.  Then, we’ll move to the Single Farm default root group which is the second page of this report.  Next, we’ll setup the Primary Farm’s default root group which is the third page of the report.  We’ll end the statement setup process by configuring our Summary default root group which is the first page of the report.

 

The first step is to click the add setup button to create a new statement setup.  When you click the add button, it will enable the statement code and statement name fields for editing.  The statement setup code is a user defined unique code, and the statement setup name is also user defined but does not have to be unique.  I’ll go ahead and use FullDemo for my statement code, and Full Demonstration for my statement name.

 

AgWare uses a folder tree layout for the groups and line items with the groups being represented as folders, while the line items display the balance contained in the attached GL account(s).  The order that the items appear in the setup tree is the order they will be printed on the statement report.  You can drag and drop items to rearrange them in the tree, or use the sort order buttons located below the setup tree.

 

You’ll notice that there are four items already in the setup line tree – sub farms, single farms, primary farms, and summary.  The sub farms root item will contain the layout for the sub farm setup, the single farms root item will contain the layout for single farms, the primary farm root item contains items you would like to summarize on your primary farm statement such as total crop income for a primary farm’s sub farms, and the summary root item is used for summarizing items at the owner group level.  We will cover all four root types in this tutorial video.

 

Sub Farms Root Group Setup

 

Before clicking the add group button to add our first group, we’ll need to select the sub farms root item.  This will ensure that the new group gets added in the correct root group.  After selecting the sub farms root group, we’ll go ahead and click the add group button.  You’ll see that this added the new group to our setup tree.  By default, when you add a new group the program sets the display text to “New Group”.  We’ll go ahead and rename the new group by clicking directly on the “New Group” text and typing Net Income.

 

Next, we need to complete the group options.  The first option is choosing a normal balance; we’ll choose credit.  By setting the net income normal balance to credit, all groups and line items contained within the net income group will be combined on a credit normal balance.  You’ll notice that the next option, repeat per farm, is disabled.  Repeat per farm only applies to those items contained in the Primary Farms and Summary default root groups.  When set, it will repeat the current group for each farm or sub farm.  The next option is suppress detail.  When checked, this will suppress all items contained in the group while printing only the sum of the items in a single line using the group text for the line item display name.  We don’t want to suppress any details on this group, so we’ll leave this option unchecked.  Since the group header would print at the top of the report, we don’t want to show the net income group header so we’ll leave that box unchecked.  However, we do want to show a footer containing the sum of all the items within the net income group.  To show the group footer, we’ll check the show group footer box.  This enables a text field that defaults the text to the word Total and whatever your group name is, so in this case it says Total Net Income which is exactly what we want.  You can change it as needed by simply typing in your desired text.

 

Now, we want to add two sub groups within the net income group – income and expenses.  To do this, we’ll select the net income group and click the add group button.  Next, we’ll rename the group to Income and start setting our options.  We’ll first choose the credit normal balance.  Again, the repeat per farm is disabled when adding items under the sub farms default root group.  We do not want to suppress the detail contained in the income group, so we’ll leave the option unchecked.  Since income is going to be a sub group of net income, we want to show the header displaying where the income items start so we’ll go ahead and check the show group header box.  We also want to show the group footer to display the total of the income group so we’ll check the show group footer check box, leaving the default footer text as is.

Next, we’ll add our expense sub group to net income by selecting the net income group and clicking the add group button.  We’ll go ahead and rename the group to Expenses and give it a debit normal balance.  Then we’ll check the show group header option, as well as the show group footer and we’ll leave the footer text as Total Expenses.  Now that we have our two main sub groups within the net income group, we’ll start adding our third level of grouping options separating each of the sub groups into a crop/livestock group and leaving the remaining items in the main income or expense group.  To do this, we’ll first select the income group, and click the add group button.  We’ll then rename the group to Crop/Livestock Income and give it a credit normal balance.  We’ll also check the show header box and show footer box, leaving the footer text as Total Crop/Livestock Income.  Next, we want to add a blank line to separate the Crop/Livestock Income group from the general income line items.  To do this, we’ll need to add a spacer line item to our statement setup.  I’ll first select the income group, and click the add other button.  You’ll notice that the fourth item in the list is Add Spacer Line.  When we click on this option, you’ll notice that a line item titled <Spacer> is inserted into the line tree.  This represents one blank line on the printed report.  You can add as many spacer line items to the line tree setup as desired.  We’ll come back and add our general income group line items a bit later.

 

We’ll now repeat those steps for the expenses sub group.  So, we’ll select the expenses group, click add group, rename it to Crop/Livestock Expenses, give it a normal balance of debit, check show header, check show footer, and leave the footer text as Total Crop/Livestock Expenses.  Next, we’ll select the expenses group again, click the add other button, and select add spacer line.

 

Now that we have our main groups created, we can start adding line items to each of the groups.  We’ll first start by adding our crop/livestock income line items.  To do this, I’ll select the crop/livestock income group, and click the add line item button.  You’ll see that this added the new line item to our crop/livestock income group.  By default, when you add a new line item the program sets the display text to “New Line Item”.  We’ll go ahead and rename the new line item by clicking directly on the “New Line Item” text and typing Cash Sales: Corn.

 

Next, we need to complete the line item options.  The first option is to add a GL account to the line item, so we’ll click the add GL account button.  This will pop up the GL account selector window that allows you to filter the list of GL accounts and select multiple GL accounts at a time.  There are two options on this window: you can hide accounts already selected within this statement setup, and you can hide unused accounts.  The hide unused accounts option will hide all accounts in the database that are not used on any farm.  Since this is our cash sales: corn income line item, we’ll go ahead and type the words cash sales into the filter box to filter the GL accounts to only show those containing the words cash sales.  We see that Cash Sales: Corn is one of the options in the filtered list, so we’ll go ahead and check the box to the left of the account code, and click select.  You’ll now see the line item in the GL accounts grid.  You can add as many GL accounts to a line item as needed.

 

The next option is to show zero amounts.  When this option is checked, the line item will be printed on the report even if the print amount is zero.  The repeat per farm option only applies to those items contained in the primary farms or summary default root groups, so we’ll skip that for now.  The last option to configure for line items is the print value type.  The print value type allows you to choose which dollar amount is printed for the line item; either the period amount, beginning balance, or ending balance.  By default, the period amount is chosen.  You can change this if needed by choosing a different item in the drop-down list.  For most line items, you will use the period amount, however the beginning and ending balances can be useful for showing cash, savings, or money market balances on a statement.

 

Now, we’ll continue adding our line items to the crop/livestock income group.  First, we’ll select the crop/livestock income group.  Then, we’ll add the remaining line items a little differently to showcase another option.  Under the add other button, you’ll see an option to import GL accounts.  When we click on this option, you’ll see the GL account selector pop up.  This is the same window that pops up when you click the add GL accounts button, but it functions a little differently.  For each selected GL account, the program will automatically add the line item and attach the GL account to that line item for you.  So, we’ll go ahead and filter our list by the word sales.  Then, we’ll check each of our remaining sales GL accounts and click select.  You’ll now see it added a line item per GL account we had selected in the GL account selector window.  When we click on Cash Sales: Wheat you’ll notice that the correct GL account is already attached to the line item.  Now all we need to do is configure the other two options: show zero amounts and the print value type.  We don’t want to show zero amounts, so we’ll leave that unchecked, and we want to print the period amount so we’ll leave the defaults as is.  Since we want to leave all the default options for our crop/livestock income line items, we don’t need to do anything for the remaining three items.

 

Next, we need to add our general income line items.  To do so, we’ll select the main income group, and click add line item.  We’ll rename the item to Rental Income.  Then, we’ll click the add account button, filter the list by our account code of 3110, check the box next to the GL account code, and click select.  Then, we want a general other income line item that will contain all the other income type accounts with a credit normal balance that may affect our net income.  To do this, we’ll select the income group, click add line item, rename it to Other Income, and click add account.  In the add account window, you can group the GL accounts by either enterprise or type.  In this case, I want to group my accounts by type.  You’ll see the program then splits the GL accounts into four categories: Balance/Credit, Balance/Debit, Income/Credit, or Income/Debit.  For this line item, I want to attach all income type accounts with a credit normal balance so I’ll click the selection box for Income/Credit and choose select only this group.  I’ll then click select.  You’ll see that it then added the remaining eight income type, credit normal GL accounts to this line item.

 

Now we’ll add our line items to the crop/livestock expense group.  We’ll start by clicking on the crop/livestock expense group and clicking add line item.  We’ll name this one Expenses: Corn, and click the add account button.  We’ll type corn into the filter box, check all the expense items that appear, and click the select button.  We’ll leave the default values for both show zero amounts and the print value type.  You’ll also notice that our number of GL accounts updated in the line tree setup, showing that we have six GL accounts attached to this line item.  Next, we’ll select the crop/livestock expense group again, and click add line item.  We’ll name this one Expenses: Wheat, and click the add account button.  We’ll type wheat into the filter box, check the box next to the only item shown crop insurance exp: wheat, and click the select button.  Then, we’ll add our soybean expense items.  So, we’ll select the crop/livestock expense group, click add line item, rename it to Expenses: Soybeans, click the add account button, type soybean into the filter box, check the box next to each expense item, and click the select button.  We’ll repeat this process one last time to add our hay crop expense items.  We’ll select the crop/livestock expense group, click add line item, rename it to Expenses: Hay, click the add account button, type hay into the filter box, check the box next to each expense item, and click the select button.

 

Next, we need to add our general expense line items.  To do so, we’ll select the main expense group, and click add line item.  We’ll rename it to Farm Management Fee Expense.  Then, we’ll click the add account button, and filter by our account code of 3651.  We’ll then check the box next to the GL account code, and click select.  Next, we’ll add a taxes line item by selecting the expense group, clicking add line item, rename it to taxes, click add account, filter by the word taxes, select the tax GL account, and click select.  Then, we’ll select the expense group, click add line item, rename it to Trucking/Freight Expense, click add account, filter by the word trucking, check the two GL accounts, and click select.  Next, we’ll select the expense group again, click add line item, rename it to Legal Fees, click add account, filter by the account code 3651, check the legal fees GL account, and click the select button.  Lastly, we want to add a general other expenses line item that will contain all the other income type accounts with a debit normal balance that may affect our net income.  To do this, we’ll select the expenses group, click add line item, rename it to Other Expenses, and click add account.  Like we did for the Other Income group, we’ll want to group our GL accounts by type.  For this line item, I want to attach all income type accounts with a debit normal balance so I’ll click the selection box for Income/Debit and choose select only this group.  I’ll then click select.  You’ll see that it then added the remaining twenty seven income type, debit normal GL accounts to this line item.

 

Now that we’ve configured all of our groups for the items that affect net income, we’ll go ahead and add two additional groups at the root level to represent those items that don’t affect net income.  Before I add those two additional groups, I want there to be two lines of space on the printed report between my net income total and the start of my additional groups.  To do this, we’ll add two spacer line items to our line tree setup.  I’ll first select the sub farms default root group, and click the add other button.  You’ll notice that the fourth item in the list is Add Spacer Line.  When we click on this option, you’ll notice that a line item titled <Spacer> is inserted into the line tree.  This represents one blank line on the printed report.  You can add as many spacer line items to the line tree setup as desired.  Since we would like two lines of blank space in between our net income total and the beginning of our additional groups, I’ll repeat the process one more time.  So, I’ll click the sub farms default root group, click the add other button, and select add spacer line.  Now, you’ll see that there are two spacer items right next to each other in the line tree setup.

 

Next, we’ll add our additional grouping items that don’t affect net income.  First, we’ll select the sub farms default root group, and click the add group button.  We’ll rename the group to Miscellaneous Income, give it a credit normal balance, check the show header box, check the show footer box, and leave the footer text as the default total miscellaneous income.  Then, we’ll add a spacer line to separate our miscellaneous income and miscellaneous expenses groups by selecting the sub farms root group, clicking the add other button, and selecting add spacer line.  Next, we’ll select the sub farms default root group again, and click the add group button.  We’ll rename the group to Miscellaneous Expenses, give it a debit normal balance, check the show header box, check the show footer box, and leave the footer text as the default total miscellaneous expenses.  Now, we’ll add our line items to each group.  We’ll start with the miscellaneous income group, so we’ll select it, click add line item, rename it to Proprietor Capital, click the add account button, type 2001 which is the GL account code for proprietor capital into the filter box, check the box next to the account, and click select.  Next, I’ll select the miscellaneous income group again, click add line item, rename it to Interest & Dividends, click the add account button, type the account code of 3503 into the filter box, check the box next to the account, and click select.  Then, we’ll select the miscellaneous expenses group, click add line item, rename it to Owner Withdrawals, click the add account button, type 2021 into the filter box, check the box next to the account, and click select.

 

Single Farm Root Group Setup

 

Now that we have everything configured for the sub farm default root group portion of the statement setup, we’ll move onto the Single Farm default root group setup.  If you want your single farms to look exactly like your sub farms, then you don’t need to do any additional setup.  If a root node is left empty, the program will use the setup from the prior root node.  In this case, the Single Farm setup would look identical to the Sub Farm setup.  However, for our single farm setup we want to also show a beginning and ending cash balance but we want the same groupings and line items as our sub farm setup.

 

To do this, we’re going to start by selecting our single farms default root group.  Then, we’ll click the add other button and choose add beginning cash balance.  This adds a line item to the line tree setup that will grab the beginning cash balance from the farm’s cash offset designated account.  Next, we’d like a spacer line item, so we’ll select the single farm root group, click add other, and select add spacer line.  Now, I’d like to show all the same groups and line items that were configured in my sub farm root group.  To do this, I’m going to add a reference item.  A reference item simply references another line item, group, or even root node above itself in the line tree.  So, we’ll start by selecting the single farm root group, clicking the add other button, and choosing the add reference item option.  You’ll notice that this then added a reference item below my spacer line.  There are a couple of options to configure for the reference item, with the first option being what item/group/root node do we want to reference.  You’ll see a drop-down list of all items in the line tree setup.  For our reference item, we’d like to reference the entire sub farm default root group, so I’ll choose Sub Farms from the drop-down list.

 

Next, we want to add another spacer line item, so we’ll select the single farm root group, click the add other button, and choose add spacer line.  Lastly, we’d like to print an ending cash balance for our single farm.  We’ll select the single farm root group, click the add other button, and select add ending cash balance.  Like the beginning cash balance, this adds a line item to the line tree setup that will grab the ending cash balance from the farm’s cash offset designated account.

 

Primary Farms Root Group Setup

 

Now that we have our sub farms and single farms root groups configured, we need to configure our primary farms root group.  Again, if I want my primary farms to look exactly like my single farms, there is nothing to configure – the program will use the single farm setup for all primary farms.  For this demonstration, we’ll go ahead and configure our Primary Farms root group.  For our primary farms, we want to show a beginning cash balance, then a summary of the net incomes for the sub farms, any line items on the primary farms, and then the ending cash balance.  We’ll start by adding our beginning cash balance.  We’ll select the primary farms root group, click the add other button, and choose add beginning cash balance.  Next, we’ll add a spacer line item by selecting the primary farms root group, clicking add other, and choosing add spacer line.

 

Then, we want to display a summary group that contains the net incomes from the sub farms.  To do this, we’ll select the primary farms root group, click add group, rename it to Farm Summary, give it a credit normal balance, check show header, check show footer, and change the footer text to Total Net Income.  Next, we need to create the reference item that will pull the net income for each sub farm.  We’ll start by selecting our new farm summary group, click add other, and choose add reference item.  Now we need to choose the item we want to reference; in our case it is the net income so we’ll choose net income from the drop-down list.  You’ll notice that since we are configuring our primary farms root group, the repeat per farm option is enabled for our reference item.  Since we want to print the net income for each of the sub farms contained within this primary farm, we’ll go ahead and check the repeat per farm option.  This tells the program to repeat this reference item for each farm or sub farm belonging to this primary farm that has a net income other than zero.  If you would like the net income to print even if the balance is zero, you would check the show zero amounts option.  For this reference item, we also want to utilize another option that we haven’t talked about yet – the print name override.  Since we’re repeating the net income reference item per farm, it would be nice to print the farm name in the reference item’s display name on the printed report.  To do this, we’re going to use the print name override option.  This will override any text entered for the reference item in the line tree setup with the text that is entered in this print name override field.  You’ll notice there is an insert placeholder button below the field.  This button gives you a few different default options to pick from one of which is the farm name so we’ll go ahead and click the insert placeholder button, and choose farm name.  You’ll see that <Farm Name> is now in the print name override text field in angled brackets.  You can enter any additional text in the print name override field to also print for the display name, but you need to leave the placeholders in the angled brackets for it to function correctly.  I’ll go ahead and enter the words Net Income after our <Farm Name> placeholder so that when it is printed on the report, there will be no question what the dollars represent.

 

Next, we want to print any line items that were entered directly on the primary farm such as accountant fees or legal fees.  We’ll start by adding a spacer line in between our farm summary group and our next new group.  I’ll select the primary farms root group, click the add other button, and choose add spacer line.  Then, we’ll click the primary farms root group again, click the add group button, give it a normal balance of credit, and choose to show the header.  We’ll go ahead and utilize the print name override field again for the group header text.  I want to print the farm name and the word items, so we’ll click the insert placeholder button, choose farm name, and then type items after the farm name placeholder in the print name override text field.  Then, we’ll add our line item to the group by selecting it, clicking the add line item button, renaming the item to Legal Fees, clicking the add account button, filtering by account code 3651, checking the box next to the account, and clicking select.

 

The last couple of items I want to configure for my primary farms, are a spacer line and the ending cash balance.  So, I’ll select the primary farms root group, click the add other button, and click add spacer line.  Then, I’ll select the primary farms root group again, click the add other button, and click add ending cash balance.  Now, the primary farms root group is completely configured.

 

Summary Root Group Setup

 

If your database only contains primary farms, single farms, and sub farms then you are done with your setup.  Otherwise, if you also want to include an owner group summary for a group of farms, which can be a combination of primaries, singles, and subs, then you’ll need to also configure the summary root group.  However, if you want your owner group summary to resemble the primary farm summary then you don’t need to configure the summary root group; the program will automatically use the primary farm setup for the owner group summary if the summary root group is left blank.  For this demonstration, we’ll go ahead and configure our summary root group.

 

The summary section contains the items that you want to summarize on a separate page for the group of farms contained in the selected owner group.  We’ll start by adding our beginning cash balance and a spacer to the summary root group using the add other button.  Then, we want to display a farm summary group that shows a summary of each farm’s income, expenses, and net income contained within the owner group.  We’ll select the summary root group, click the add group button, give it a credit normal balance, check repeat group per farm so that it repeats the entire group for each farm within the owner group, check show header, check show footer, and rename the footer to total net income.  We’ll then utilize the print name override field again to set the group header text to <Farm Name> Summary.  Next, we’ll add two reference items to our farm summary group; one pointing to income and one pointing to expenses, leaving the repeat per farm option unchecked as well as the show zero amounts option unchecked.  Then, we’ll add a spacer line item by selecting the summary root group, clicking the add other button, and clicking add spacer line.  Now I want to add a general “catch all” line item called other items affecting cash that just adds up anything else that affected the cash balance.  So, we’ll select the summary root group, click add line item, rename it to other items affecting cash, click the add accounts button, and select all remaining GL accounts that haven’t been added to a group yet excluding cash in checking.  Lastly, we want to add a spacer line item and the ending cash balance using the add other button.

 

Now that we have our statement setup complete, we can go run our statement reports.  We can use this one statement setup in any of the four main statement report sections either by Farm, by Owner, by Primary Farm, or by Owner Group.  I’ll demo the Statement Reports by Owner Group report section.  We’ll start by entering our date range, select the user generated option, then use the drop-down to select our statement setup we just configured which was FullDemo.  Then, we’ll select our owner group.  Next, we’ll click the view report button and choose the Income Statement with Owner Group Summary option.  You can now see that our first page of the printed report has the groups and line items we configured in the summary default root group of our statement setup.  We have the beginning cash balance, then a farm summary for each of the main farms (individual and primary farms) that contains references to their individual income, expense, and net income totals, followed by a single line item showing a total of other items affecting cash, and then the ending cash balance.  You’ll notice that the farm summary group starts with the farm name and the word summary which we configured using the print name override field in the statement setup section.

 

When we move to the second page of the report, we see the first farm contained in our owner group: a single farm.  You’ll notice that this farm’s groupings are based off the single farm root group that we configured in the statement setup section.  The next page contains the primary farm summary for the following two sub farms.  Again, you’ll notice that the groupings are a bit different because they are based on the primary farms root group setup we configured.  The last two pages of the report contain the details for each of the two sub farms tied to the primary farm printed on page three of this report.

 

As you’ve seen in this video, each different farm type can have a different layout by configuring each of the four default root group types in the statement setup section.  While the option is there to make them all different, you can simply configure the sub farms root group and allow the remaining three farm types to take on the same layout by leaving their root groups empty.

 

If you have any questions or comments about the statement setup process, please don’t hesitate to give us a call at 605-791-4872, or send an email to [email protected].

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