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  4. Single Farm Statement Setup Video
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  4. Single Farm Statement Setup Video

This tutorial will demonstrate how to create a statement setup for single farms in the Statements Setup section of the main Statements section of the program.  The income statement shown here is the one we will be recreating for this tutorial video.

The first step is to click the add new 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 Demo for my statement code, and Single Farm Demo 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 two items already in the setup line tree – farms and summary.  The farms root item will contain all the items for single farm statement setup, and the summary root item contains items you would like to summarize on your statement such as total crop income for a primary farm’s sub farms.  We will cover the summary default root item in a separate tutorial video.

Before clicking the add group button to add our first group, we’ll need to select the farms root item.  This will ensure that the group gets added in the correct root group.  After selecting the 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 Summary default root group.  When set, it will repeat the current group for each sub farm.  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 contained in 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 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 farms default root group.  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.

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 rental and crop groups.  To do this, we’ll first select the income group, and click the add group button.  We’ll then rename the group to Rental 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 Rental Income.  Next, we’ll select the income group again, and click the add group button.  We’ll rename this group to Crop 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 Income.

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

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 rental income line item.  To do this, I’ll select the rental income group, and click the add line item button.  You’ll see that this added the new line item to our rental 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 Rental Income.

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 rental income line item, we’ll go ahead and type the word rent into the filter box to filter the GL accounts to only show those containing the word rent.  The account that comes up is Cash Rent Received, which is what we want.  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 summary default root group, so we’ll skip that.  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.

Next, we’ll add our line items to the crop income group.  First, we’ll select the crop income group.  Then, we’ll add these 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 sales GL accounts and click select.  You’ll now see that added a line item per GL account we had selected in the GL account selector window.  When we click on the first one, 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 blank, and we want to print the period amount so we’ll leave the default as is.  Since we want to leave all of the default options for our crop income line items, we don’t need to do anything for the remaining three items.

Now we’ll add our line items to the rental expense group.  We’ll start by clicking on the rental expense group and clicking add line item.  We’ll name it Rental Expenses, and we’ll click the add account button.  Here we want to add two GL accounts insurance exp: general and supplies.  I’ll type insurance into the filter text box, select the insurance exp: general GL account.  Then I’ll type supplies into the text box and check the supplies GL account.  You’ll see at the bottom of the window that two GL accounts are now chosen.  I’ll go ahead and click select.  In the GL accounts grid, you’ll now see both the insurance exp: general and supplies GL accounts.  You’ll also notice that in the line tree, the # of GL accounts column for the rental expenses line item shows we have two GL accounts attached to this line item.

Next, we’ll add our line items to the crop expense group.  We’ll start by selecting the crop expense group, and clicking add line item.  We’ll name this one 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.  We’ll leave the default values for both show zero amounts and the print value type.  Next, we’ll select the crop expense group, click add line item, name it 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 repeat the process one last time to add our soybean crop expense items.  So, we’ll select the crop expense group, click add line item, rename it to Soybean, click the add account button, type soybean into the filter box, check the box next to each expense item, and click the select button.

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 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 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 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.  Next, we’ll select the 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.  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.

Now that we have our statement setup complete, we can go run our statement report.  We’ll go to the Statement Reports by Farm section.  We’ll enter our date range, select the user generated option, then use the dropdown to select our new Demo statement setup we just configured.  Then, we’ll select our farm(s).  Next, we’ll click the view report button and choose the income statement option.  You can now see that our printed income statement has the groups and line items we configured in our statement setup.  We have our income group, and we see our header and footer for that.  Then, we have our expenses group with the header and footer.  Next, you see the total net income line that has combined the total income group and total expenses group on a credit normal balance.  You then see our two lines of blank space that we added by utilizing the spacer line items.  Then, we have our miscellaneous income and miscellaneous expense groups with their headers and footers shown.

If you have any questions or comments about the single farm 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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