FarmBooks 4.0.5 Release Notes
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Nov 16, 2012
New Batch Entry Tab
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The batch entry tab gives users new ways to enter checks or deposits. As the name implies, it requires that the user first create a batch before transactions can be entered (Press the “Batch Activities” button located along the top of the batch entry tab and select “New” or “Open”). Users can use this feature to enter transactions from a bank or credit card statement.
Also, this option allows you to import data from the bank or credit card company. In order to use the import feature, you first need to go to your online bank or credit card website and download your transactions into a CSV (comma separated values) formatted file. It is important to note that FarmBooks does NOT capture or track your online bank login information. At the time of the download, you will be permitted to enter a date range before you download your data. It is recommended that you use a time period that is reflected on your statement.
Once you have the data downloaded from your online bank or credit card company, you need to tell FarmBooks how the bank arranged the data in the CSV file. You do this by creating a data map that describes the arrangement of the data. FarmBooks provides a wizard that steps you though the process by analyzing the data from the bank or credit card company. The wizard can be found by pressing the “Import” button at the top of the batch entry tab and choosing “create import data map” from the drop down menu. The wizard will automatically analyze the import data to determine what fields your bank or credit card company has provided. The final step of the wizard is where you actually map the bank fields to FarmBooks fields. The data map is only created once and can be associated to a bank account so that you can just simply import your data in the future.
To actually import your data that you downloaded, press the “Import” button and select “Bank Transactions…” or press the Ctrl-I key combinations. The import wizard will guide you though the process of importing your bank or credit card data. The transaction description used by a debit or credit transaction can be ugly. However, you can create payee naming rules that will translate this description into a payee name that you would prefer. Furthermore, you can assign a vendor code to the payee naming rule that will remap the bank description to a vendor. If you use a vendor code with the payee naming rule, you can take advantage of the existing vendor memorized ATIG/D list feature to have data automatically assigned an ATIG/D code or list of codes during the import.
During the import process, for instance, the payee naming rule can detect a debit transaction to your electric company and automatically classify the transaction with the proper ATIG/D assignment. If the transaction is fully specified, the transaction will be “ready to post” and will be indicated by the “green arrow” symbol in the status column. If further edits are required, then the status will be shown with a “red x” symbol. A warning (yellow triangle with an explanation mark) will be displayed if the imported transaction is considered a duplicate transaction. In fact, you can click on the status symbol to see a list of corrections needed or an informational message.
If multiple ATIG/D codes are needed to describe the transaction, press the F2 key to duplicate the currently selected row in the list of transactions and add another ATIG/D code. A transaction record has one record with two lines of entry. The first line details the payee along with check/deposit information whereas the second line list the account code, enterprise, external code, amount, and unit information (same as in check/deposit entry). You can create as many lines as necessary for the transaction. These records will be combined into one transaction (same check/deposit number) during the post activity step. When the transaction is posted, it will be posted to accounting and the bank balances will be adjusted accordingly and the data will be available to be displayed on reports.
You can work on the batch for as long as is needed and it can be recalled when the application is opened on a later date if desired. If all transactions are ready to post, the batch will automatically be deleted. You can elect to post the ones that are ready and finish the remaining ones during another edit session or have time to research. The “Post” transaction function can be found by pressing the “Batch Activities” button and selecting “Post”.
Batch Entry Buttons
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Options
Add Rule
Import
Edit Buttons
Batch Activities
ATIG/D Grid Column Buttons
General Changes to Applications
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Application Startup / Farm Open
New Application Menu: Year-End
Application Preferences
Grid Changes
Window Sizes
Database Engine
Printer Change
Database Conversion
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This release requires a conversion before the database may be opened.
Inventory Changes
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New Accrued Income / Expense ATIGD Codes
Additional Inventory ATIGD Codes
Inventory User Interface Changes
Invoice Updates
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Statement Process
Number of Decimal Places on Forms and Statements
On Record (Save) 7057 Error
Quantity Code is required for unit entry
New Delete Options
Invoice Preferences
Bank Accounts
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Loans and Receivables
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New Optional Fields
Farm Loan ATIG Liability Section Reclassification and G Code Changes
Farm Receivable ATIG Asset G Code Change
ATI – ATIG/D Codes
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ATI Budget
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External Codes
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Employee Setup
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Payroll Default Codes
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Enterprise Code Changes
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Enterprise Allocation Changes
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Payroll Calendar Year-End Changes
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Update Tax Table Changes
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New Fiscal Year Changes
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Data Export
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Restore Database Changes
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View Exports and View Invoice Archive Changes
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Reconcile Tab
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Register Tab
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New Features – Export Grid Records to Excel
Grid Changes
Bank Transfer
Detail Register Tab
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Export Grid Records To Excel
New Grid Features
The existing grid was updated to include several new features over the previous versions. The new grid will allow the user to interact with their data more easily. The features are very similar to register tab grid.
Option – “View” with New Options
View has several new options to allow the user to control the grid features. User can control the following:
Option – “Sort”
Option – New Menu
Report Updates
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New Option
New Reports
Report Changes
Other Changes
Check/Paycheck/Deposit Processing Changes
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Removed Messages
Balance Sheet Liabilities Section Changes and New Accrued Expense Codes
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ATIG | G-Code Description | New G-Code Description | Current Liabilities Section | Changed To OR New Liabilities Section |
1022 / 2022 | CURRENT I.T. LIAB. | CONTINGENT TAX LIABILITY | Current I.T. Liability | Notes Payable – Current |
1023 / 2023 | CURRENT L.T. LIAB. | CURRENT – INTERMEDIATE | Current L.T. Liability | Current I.T Liability |
1024 / 2024 | ACCOUNTS PAYABLE | CURRENT – LONG-TERM |
Accounts Payable | Current L.T. Liability |
1025 / 2025 | ACCOUNTS PAYABLE | COMMODITY CREDIT CORP |
Accounts Payable | Notes Payable – Current |
1026 / 2026 | INTERMEDIATE LOAN | STOCKHOLDERS | Notes Payable Intm. | Notes Payable – Current |
A-Code = 1 | Farm Expense Codes | Accrued Expense with Accounts Payable |
Balance Sheet Assets Section Receivables G-Code Description Change
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ATIG | G-Code Description | New G-Code Description | Asset Section Unchanged |
1066 / 2066 | INTERMEDIATE A/R | STOCKHOLDERS | Other Receivables |
Balance Sheet Assets Section to Include New Accrued Codes play Additional ATIG Codes
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ATI |
Inventory G-Code
|
G-Code Description / Notes | Balance Sheet Section |
507 |
|
Only 5 Code from 507 for Inventory | |
501 |
|
Inventory Descriptions Different from Cash Inventory only needs G-Codes 2,7,8 List in Non-Farm Income for maintenance |
Section varies by Code |
501 |
2
|
Future Payment Funds | Cash on Hand/Banks |
501 |
7
|
Hedging Account Balance | Misc. Rec-Securities |
501 |
8
|
Saving & CDs | Cash on Hand/Banks |
507 |
|
Only 5 Code from 507 for Inventory | |
507 |
5
|
Propane (Non-Farm Usage) | Feed-Supplies-Other |
510 |
1-9
|
Inventory Descriptions Different from Cash List in Non-Farm Income for ATIGD maintenance |
Non-Farm Investments |
510 |
1
|
Other Non-Farm Real Estate | Non-Farm Investments |
510 |
2
|
Residence | Non-Farm Investments |
510 |
3
|
Furniture-Personal Items | Non-Farm Investments |
510 |
4
|
Cash Value for Life Insurance | Non-Farm Investments |
510 |
5
|
Non-Farm Investment | Non-Farm Investments |
510 |
6
|
Securities | Non-Farm Investments |
510 |
7
|
Non-Farm Investment | Non-Farm Investments |
510 |
8
|
Stock-Bonds | Non-Farm Investments |
510 |
9
|
Retirement Accounts | Non-Farm Investments |
542 |
6-9
|
Only G-codes 6-9 for inventory (same as cash) | Feed-Supplies-Other |
547 |
1-9
|
Same as Cash Codes | Feed-Supplies-Other |
548 |
1-9
|
Same as Cash Codes | Feed-Supplies-Other |
551 |
1-9
|
Same as Cash Codes | Feed-Supplies-Other |
550 |
1-7
|
Add Dairy Section to Inventory Add New G-Code 7 for both Inventory/Cash |
Livestock/Other Resale |
550 |
7
|
BST | Livestock/Other Resale |
556 |
|
Only 5 Code from 556 for Inventory | |
556 |
5
|
Propane (Farm Usage) | Feed-Supplies-Other |
1xx |
y
|
Farm Income Codes | Accrued Income |
1xx |
y
|
Farm Expense Codes | Accrued Expense with Accounts Payable |
New or Changed ATIG Codes
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ATIG | New G Code Description | Current G Code Description |
0078 | Internet | |
0222 | Cheese | |
0223 | Other Dairy Products | |
0568 | Internet | |
0507 | BST | |
0015 | Sales-Business | Sales |
0019 | Fees-IRA-Misc | Fees-Misc |
0105 | Sales-Business | Sales |
0144 | Young Breeding Gilts | Breeding Sows |
0321 | Trucking | Truck |
0324 | Tillage | Tillage Machinery |
0326 | Sprayer | Cultivating |
0425 | Building Repair | Building |
0445 | Custom Feeding | Wheat |
0448 | Alfalfa | Alfalfa Hay |
0449 | Other Hay-Forage | Other Hay-Pasture |
0462 | Phosphorus | Phosphorus |
0471 | Trucking | Truck |
0476 | Spraying | Cultivating |
0489 | Other | Internet |
0511 | Marketing Services | Custom Feeding Exp |
0554 | Motor Vehicle Insurance | Motor. Equip. Ins. |
0912 | Young Cows | Young Heifers |
0922 | Young Cows | Young Heifers |
0671 | Truck Crops, Fruits-Berries-Nuts | Corn |
0672 | Corn | Grain Sorghum |
0673 | Grain Sorghum | Soybeans |
0674 | Nursery Crops & Vegetables | Wheat |
0676 | Wheat | Hay and Forage |
0677 | Alfalfa | Vegetables |
0678 | Other Hay & Forage | Truck Crops |
0679 | Soybeans | Nursery Crops |
0771 | Truck Crops, Fruits-Berries-Nuts | Corn |
0772 | Corn | Grain Sorghum |
0773 | Grain Sorghum | Soybeans |
0774 | Nursery Crops & Vegetables | Wheat |
0776 | Wheat | Hay and Forage |
0777 | Alfalfa | Vegetables |
0778 | Other Hay & Forage | Truck Crops |
0779 | Soybeans | Nursery Crops |
ATI Description Changes
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ATI | New ATI Description | Current ATI Description |
065 | OTHER LIVESTOCK, RESALE | OTHER LIVESTOCK |
068 | SUPPLIES PURCH, RESALE | SEED-SUPPLY SALES |