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TIP: Funds

Setting Up Supplies:
Purchased Units vs. Distribution Units

When setting up supplies, sometimes it is difficult to distinguish between Purchased Units, Distribution Units and Application Rates. This example will show you how to purchase a supply and set up supply properties the correct way. The Quick Reference Guide is designed to be a tool to be used when setting up your supplies.

Section 1: Purchasing Supplies
Section 2: Setting up Supply Properties
Section 3: Recording Supply Purchase
Section 4: Quick Reference Guide

Section 1: Purchasing Supplies

1. Select Accounting from the menu bar

2. Select Payments and Purchases

3. Select Record Payment/Purchase

4. Enter Vendor: Farmer's
   Co-op, for example.

5. Enter a Description

6. Fill in the Date

7. Click on the Inventory Supplies button

8. Item Purchased will default to <New> (If supply has been previously purchased, you will be able to click on the down arrow next to <New> and find the supply from the drop-down list. This will automatically recall the Description, Account, Quantity On-Hand values associated with the supply.)

9. For new supplies, type in a Description: Aatrex, for example.

10. Select the Account which the Item is to be assigned from the drop-down list: Chemicals, for example. If the Account is not in the drop-down list, add the account by typing in the box.

11. Enter the Quantity Purchased. For example, if you purchased 50 gallons of Aatrex, fill in 50 in the first box and select Gallons from the drop-down list in the box on the right, where gallon is the unit in which you purchased the supply.

12. Enter the Unit Cost (cost per gallon in this example), or the Gross Total of the supply. The other dollar figure is calculated for you.

13. Enter Discounts or Net, if desired.

14. Click OK

Section 2: Setting Up Supply Properties

15. This will bring up the Supply Properties box. In the General tab, select the Description and Type that best describes your supply: Aatrex is a herbicide, for example.

16. Changes Field Pattern should be checked if you would like the field patterns to change with application of the supply. In general, chemicals and fertilizers will not change the field pattern. Seeds will change the pattern.

17. At the bottom of the supply property screen, the Purchased Unit will be grayed out based on how you purchased the supply: for example, Gallons is grayed out.

18. Select the Distributed Unit from the drop down list: Quarts, for example. Most of the time, you do not distribute a supply in the same quantity that it has been purchased. For example, you might purchase Aatrex in gallons, but apply it to the fields in quarts.

19. Enter the conversion rate. For example, 1 gallon equals 4 quarts. This will allow you to easily make sense of both field and accounting records.

20. Select the Chemical tab. If you would like to keep field conditions and weather information on each application of this supply, check the Keep Detailed Chemical Records box. Fill in other information such as the Chemical Name, EPA #, Manufacturer, Formulation, Mode of Operation and Target Problems that you would like to appear on your chemical reports. The Chemical Name can be changed to reflect the Active Ingredient on the Chemical Report.

21. Select Fertilizer tab. If the supply is a fertilizer, you can fill out applicable NPK percents.

22. Select Restrictions tab. Fill out appropriate Restriction information. If you wish to track re-entry restrictions, check the Re-Entry Restrictions Box.

23. Select Pattern tab. If you selected Changes Field Pattern on the General Tab, select the new pattern you would like to show once the supply is applied to the field. In this example, the supply does not change the field pattern so the information on the Pattern tab is grayed out.

Section 3: Recording a Supply Purchase

24. Click OK. Aatrex is now added to the Items Purchased box.

25. At the bottom of the Payments & Purchases box, select How You Paid: check, in this example.

26. Select the Account from which the check is being written, verify the Check Number, Amount and Memo. Click OK.

27. Once the Difference equals $0.00, click Record.

28. Click Done.

Note that each time you use supplies on your farming actions, you will fill in the applied rate that you use on each field.

Section 4: Quick Reference Guide

Commonly Used Supplies
Aatrex Purchased unit: Gallons Applied unit: Quarts 1 Gallon = 4 Quarts Rate Applied: 2 quarts/acre	P3388 Seed Corn Purchased unit: Bags Applied unit: Population 1 Bag = 80,000 Population Rate Applied: 28,000 population/acre
Lime Purchased unit = Tons Applied Unit = Pounds 1 Ton = 2000 Pounds Rate Applied: 120 pounds/acre	Sulfer Dioxide Purchased Unit = Pounds Applied Unit = Pounds 1 Pound = 1 Pound Rate Applied: 10 pounds/acre

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Martens Farms has been providing individual training and setup for customers by phone and in person across the United States since 1996. We help you make the most of Farm Works software.

Call us at at 877-585-6761 and ask for Lorra.