I'm really interested in hearing about how others manage their farm-related admin, I think I've got a good system sorted for me but I'm always open to hearing new ideas!
So here's what I do:
I have a specific place for all bills that come in, and between the 15th and 18th I sit down and sort through them all, and load them into our online banking for payment on the 20th. At the same time, I run the PAYE report (I use Ace Payroll) which tells me how much PAYE I need to pay - I also load this in for payment. I stamp everything with PAID and the date just in case I need to look them up later.
I file them all in my folders with designated sections (see photos) - invoices are filed according to the month they're paid and stock purchases, bank statements etc go into their own section.
After the bills are paid, I code them in Cashmanager (thank heavens for bank feeds). I then like to run a variance report (to see how we are tracking against the budget we provided the bank) and a Performance Summary report on the revised budget to see how we're tracking for the season. If there's anything odd looking I'll highlight in red pen and talk to hubby about it - sometimes there's a timing issue (i.e. we'd budgeted for an expense but it occurs later or earlier than planned). We then update our budget if necessary. I also like to view our 'revised budget' so I can get a feel for where our cash is going, are we going into overdraft or is there surplus we can use to pay down debt? What's our end of season financial position like? etc.
I have a page on the wall by the computer with all my GST due dates - I simply keep an eye on it and when it's time I run a GST report from Cashmanager and fill in the details on the IRD website.
Of course I email my accountant with any queries, and they're great at explaining things too.
So, how does everyone else do it?