• The Crop Reconciliation

    The Crop Reconciliation is an optional module that you can access through the Cashflow screen. It enables you to record and review budget income and expenses for cash and feed crops and produce reports that are specific to the Crop Reconciliation.

    Before you can use the Crop Reconciliation

    There needs to be crop category codes and extended codes loaded into your Code List.

    If you need to, you can load the crop codes from an already created template, or individually create each code.

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    How to use the Crop Reconciliation

    1. Click on the Crop Rec. button at the top of the Cashflow screen.

    2. Select the crop you want to record information against.

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    • Open - the quantity of feed i.e. silage or hay bales you open with at the beginning of your financial year.
    • Harvest - used to record tonnes per ha or number of bales produced during the year.
    • Purchase - used to record feed purchased during the year.
    • Sales - used to record any sales of feed.
    • Written off - used to record waste.
    TIP: When recording quantities, the measurement needs to be tonnes (excluding bales), so if you’re producing small seed crops i.e. Pak Choi, convert the total kilograms into the tonne equivalent.

    How to record crop sales and purchases

    Actual - all sales and purchase transactions need to be recorded in the Transaction screen with the following information:

    1. The category and extended code for the crop.
    2. The total quantity i.e. tonnes or bales sold or purchased.
    3. The sale or purchase date. This is particularly important if you’re buying or selling product at the end of your financial year.

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    Tip: If you import your bank transactions, record the quantity of the product in the Quantity field. 0_1473157366761_Screen Shot 2016-09-06 at 10.22.28 PM.png

    Budget - All sales and purchase transactions need to be recorded in the Cashflow screen, using the Crop Reconciliation.

    Recording information in your budget’s crop worksheet differs slightly from the way you record actual transactions.

    1. The predicted date that payment is made.
    2. The tonnes or bales sold or purchased.
    3. The price per tonne or bale. This then gives you a total value for the budgeted event.

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    Remember: if your Cashflow screen is set to GST exclusive mode, ensure the $/tonne or bale is recorded excluding GST.

    How to record crops harvested

    Harvested crops need to be recorded in the Crop Reconciliation, accessed through the Cashflow screen.

    Once you have opened the Crop Reconciliation and located the crop code you want to record the event against, enter the following information:

    1. Date - this should reflect the date the crop is harvested (not necessarily the date payment is made).
    2. Ha - the total area harvested. If recording bales, leave this field empty.
    3. Yield - the total tonnes/Ha. If recording bales, enter the number of bales into this field.

    This then gives you a total value (tonnes or bales) to work with when budgeting sales transactions.

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    The Crop Reconciliation report is viewed from the Cashflow screen by clicking on Reports - Crop Reconciliation.

    It produces a printable view of the Crop Reconciliation screen, listing movement within all crop codes recorded in your database.

    If you want to see more detail such as sale/purchase dates and average values, try the Cashflow Detail report.

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