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AgVantage Software 2011 User Conference

AgVantage Software 2011 User Conference. Patronage E-Agvantage C.D.D. Karen Tidd. Topics of Discussion. Patronage Check Distribution New Features 1099’s – Purpims & DPAD E-Agvantage C.D.D. Patronage Check Distribution. Current year distributions Terms & definitions File setup

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AgVantage Software 2011 User Conference

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  1. AgVantage Software2011 User Conference Patronage E-Agvantage C.D.D. Karen Tidd

  2. Topics of Discussion • Patronage Check Distribution • New Features • 1099’s – Purpims & DPAD • E-Agvantage • C.D.D.

  3. Patronage Check Distribution • Current year distributions • Terms & definitions • File setup • Pull & balance activity • Maintenance • Transfers • Volume processing • Distributions / dividends

  4. Terms and Definitions • Distributions Types • Qualified – patron pays tax on 100% of the dividend even though only 20% may be paid in cash • Non-qualified – patron pays tax on the cash portion now and then when the deferred portion is paid, the tax is paid then. The coop gets the tax credit then. The coop pays tax on the non-cash portion of the dividends

  5. Terms and Definitions • Member Status Code • B - Business • Non-Farmer, Non-Voting, Builder/Contractor • Receives Patronage • Reports as taxable income • N – Non-Producer • Non-Farmer, Non-Voting • Receives Patronage • Determined by user if it’s reported on their income tax (Similar to a rebate or refund) • Member Status Code • P – Producer • Farmer, Voting • Receives patronage • Reports as taxable income • Blank – Non-Member • Receives no patronage

  6. Terms and Definitions • Business Type Process • Allows qualified and non-qualified dividends in the • same patronage distribution. • Allows different cash percentages for different member types. • Set up in constant file

  7. File Setup Information 4. Add/Change Patron Information • Patron Information – U9MEN9-4 • Member status code • B, N, P, or blank • Create Query • Social security number • Report for missing SS #’s U9MEN8-3 • Blank – SS No. • F – TIN No. • Backup withholding • B in backup withholding field • State code • Pay out Age? • IRS Name

  8. File Setup Information5. Add/Change Constant Info • Federal Tax Withholding % • 2011 – 28% • Check code • Write checks to inactive customers • Earn common stock

  9. File Setup Information5. Add/Change Constant Info • Pay 100% on aged accounts • Show prior yrs equity and equity balance on check • Minimum check options • Business Type Process • Categorize Credit Card Sales

  10. File Setup Information5. Add/Change Constant Info • Check Printer • G/L Numbers

  11. File Setup Information5. Add/Change Constant Info • Setup Pat Checks to interface with G/L

  12. File Setup Information 11. Check Print Options • Check Print Options • 8.5 X 7 • 8.5 X 11 • Laser Overlay

  13. File Setup Information7. Add/Change Heading & G/L# Info1. Add/Change Patronage Category Headings • Heading & G/L Info • 20 Category Headings • 13 categories if using 8.5 X 7 Checks

  14. File Setup Information7. Add/Change Heading & G/L# Info1. Add/Change Patronage Category Headings • Setup Categories based on % paying for departments. • Separate category for Credit Card Sales

  15. File Setup Information7. Add/Change Heading & G/L# Info • G/L Info • Credit Account? • 0 = All loc • Credit Card Sales • U4MEN9-13 • Payment Types

  16. File Setup Information8. Add/Change Patronage Transfers • Set up transfer activity • Transfer between business/family • More than 1 account

  17. File Setup Information9. Add/Change Monthly Gas Tax Rates • Gas Tax Rates • Set up items & rates

  18. File Setup Information10. Add/Change Union Dues Information • Union Dues • Deduction for Farmers Union dues

  19. Pull & Balance Activity • Pull Activity Files • Monthly verses Yearly Monthly • Small amount of time each month • Monthly issues are fresh Yearly • Only has to be done once • May take more time to balance

  20. Pull ActivityCurrent Year Distributions3. Pull A/R Sales Into Patronage Activity File • Pull A/R Sales • Calendar month / year • Remove gas taxes

  21. Pull ActivityCurrent Year Distributions4. Pull Grain Purchases into Patronage Activity File • Pull Grain • Purchases • Periods / fiscal Year

  22. Balance Activity • Print Activity Report & Balance – U9MEN1-9 • A/R – • Query A/R Trans. • Monthly Sales Report • G/L or Financial Statements • Grain – • G/L or Financial Statements • Issues • Merged month multiple times • Missing months • Missing G/L Accounts • Credit Account question set up wrong

  23. Maintenance6. Remove Selected Activity • Remove Activity • Select months or whole year

  24. Maintenance7. Add/Change Activity • Add/Change Activity • By year

  25. Maintenance7. Add/Change Activity • Run Transfers again!

  26. Maintenance2. Add/Change & Print Miscellaneous Sales • Miscellaneous Sales • F6 Create Transactions • F7 Prints Report for Audit Trail

  27. MaintenanceCurrent Year Distributions2. Add/Change & Print Misc SalesF7 – Print Report DATE- 4/21/10 MISCELLANEOUS SALES TRANSACTIONS PAGE- 1 TIME- 12:01:05 STARTING CALENDAR- 01 2010 ENDING CALENDAR- 06 2010 U9CARPT CUSTOMER NUMBER NAME G/L NUMBER LOC YEAR MO QUANTITY AMOUNT 112 TEST FILE LOOKUP NAME 12 401220 1 2010 04 100.0000 525.00 G/L TOTAL 100.0000 525.00 112 TEST FILE LOOKUP NAME 12 403010 1 2010 03 .0000 200.00 G/L TOTAL .0000 200.00 112 TEST FILE LOOKUP NAME 12 501010 1 2010 01 300.0000 100.00 112 TEST FILE LOOKUP NAME 12 501010 1 2010 06 .0000 100.00 G/L TOTAL 300.0000 200.00 CUSTOMER TOTAL 400.0000 925.00 GRAND TOTAL 400.0000 925.00 DATE- 4/21/09 MISCELLANEOUS SALES TRANSACTIONS RECAP BY G/L NUMBER PAGE- 2 TIME- 12:01:05 STARTING CALENDAR- 01 2009 ENDING CALENDAR- 06 2009 U9CARPT G/L NUMBER LOC QUANTITY AMOUNT 401220 1 100.0000 525.00 403010 1 .0000 200.00 501010 1 300.0000 200.00 TOTAL 400.0000 925.00

  28. MaintenanceCurrent Year Distributions5. Pull Miscellaneous Sales into Patronage Activity File • Calendar Month & Year

  29. Transfers • Transfers between customers/business/family • Can rerun as many times as needed • Print Final Activity Report • U9MEN1-9

  30. Volume Processing • Equity Credits Cash Refund

  31. Merge the Current Year Print Report Maintain Records Volume Processing10. Process Volume of Activity Menu

  32. % of needed equity Cash refund % Volume yrs-5 Total Volume Projected Equity Distributions/Dividends13. Calculate & Print Patronage Dividend Report from Activity

  33. 10% = 10. $.05 = 5. Business Process Separate rates for member types Distributions/Dividends13. Calculate & Print Patronage Dividend Report from ActivityBusiness Process - Y

  34. Distributions/Dividends13. Calculate & Print Patronage Dividend Report from ActivityBusiness Process - N • Non-Business Type Process

  35. Enter Ck Date and Business Year Ref No. = Tally No. Updates Files Prints Check Register Prints Merge Sheet Merges to G/L Distributions/Dividends16. Process Patronage Dividend Checks Menu

  36. New Features • Checks interfaced with G/L • Separate Credit Card Sales • Track Payouts & Info

  37. New Features – Checks interfaced to G/L • Patronage Dividend • Redemption • Estates • Preferred Stock Dividends • Accumulative Preferred Stock Dividends • Debenture Bond Interest

  38. New Features –Checks interfaced to G/LSetup U9MEN9-6. Add/Change Division Information (A,C,I,D) I DIVISION INFORMATION **U9DVM0** Division Number: 001 Div Short Name: MAIN Div Long Name: MAIN DIVISION TESTING OF1 Div Loc Q G/L: 300210000 Div Loc NQ G/L: 300215000 Div REG Q G/L: 300220000 Div REG NQ G/L: 300225000 Equity Redemption Checks

  39. New Features –Checks interfaced to G/LSetup U9MEN9-5. Add/Change Constant Info CONSTANTS FILE MAINTENANCE **U9C9M040** Check Writing Printer ID..................................... KARENP61H General Reserve G/L #........................................ 300300000 Cash in Bank G/L #........................................... 100002000 Qualified Retained Patronage Dividends Local G/L #........... 300160000 Qualified Retained Patronage Dividends Regional G/L #........ 300220000 Nonqualified Retained Patronage Dividends Local G/L #........ 300150000 Nonqualified Retained Patronage Dividends Regional G/L #..... 300225000

  40. New Features –Checks interfaced to G/LSetup U9MEN9-5. Add/Change Constant Info CONSTANTS FILE MAINTENANCE **U9C9M045** G/L Merge Y/N ............................................... Y Federal Withholding G/L #.................................... 200300000 Union Dues G/L # ............................................ 200320000 Location for Patronage G/L Accounts.......................... 1 Location for Cash G/L Account................................ 1

  41. New Features –Checks interfaced to G/LSetup U9MEN9-5. Add/Change Constant Info CONSTANTS FILE MAINTENANCE **U9C9M050** C1 Common Stock G/L #................. 300150000 C2 Common Stock G/L #................. 300150000 C3 Common Stock G/L #................. 300150000 C4 Common Stock G/L #................. 300150000 C5 Common Stock G/L #................. 300150000 C6 Common Stock G/L #................. 300150000 C7 Common Stock G/L #................. 300150000 Debenture Bond G/L #.................. 200100000 Debenture Bond Interest Payable G/L... 200560000

  42. New Features –Checks interfaced to G/LSetup U9MEN9-5. Add/Change Constant Info CONSTANTS FILE MAINTENANCE **U9C9M060** PREFERRED STOCK G/L NUMBERS: P1 Stock G/L # 300140000 P1 Dividends Payable G/L # 604620000 P2 Stock G/L # 300140000 P2 Dividends Payable G/L # 604620000 P3 Stock G/L # 300140000 P3 Dividends Payable G/L # 604620000 P4 Stock G/L # 300140000 P4 Dividends Payable G/L # 604620000 P5 Stock G/L # 300140000 P5 Dividends Payable G/L # 604620000 P6 Stock G/L # 300140000 P6 Dividends Payable G/L # 604620000 P7 Stock G/L # 300140000 P7 Dividends Payable G/L # 604620000

  43. New Features –Checks interfaced to G/LMerge Screen U2GLG0 Merge to G/L G/L Merge Month . . . 05 G/L Fiscal Year . . . 11 G/L Merge Date . . . . 5/18/11

  44. New Features – Separate Credit Card SalesSetup U9MEN9-5. Add/Change Constant Info

  45. New Features – Separate Credit Card Sales AR – 9. File Setup Information13. Payment Types U4PYM0 PAYMENT TYPE MASTER FILE (A,C,I,D) I LOC 1 AgVantage Software Payment type . . . . . . . C Description . . . . . . . . CREDIT CARD General Ledger Number . . . 603220000 Location Number . . . . . . Open cash drawer. . . . . . N Do not allow discounts . .

  46. New Features – Separate Credit Card Sales7. Add/Change Heading & G/L# Info1. Add/Change Patronage Category Headings (A,C,I,D) I PATRONAGE CATEGORY CONTROL FILE Category No. 07 Category Description: CREDIT CARDS Report Heading/1: CREDIT Report Heading/2: CARDS Figure Patronage On Qty?(Y/N) N If Patronage Figured On Qty Enter Qty Descriptions: Qty Short Description: Qty Long Description:

  47. New Features – Separate Credit Card Sales7. Add/Change Heading & G/L# Info2. Add/Change Patronage G/L Numbers (A,C,I,D) C PATRONAGE G/L # CONTROL FILE Division: 001 MAIN DIVISION TESTING OF1 GL Number: 603220000 Location: 000 0 = ALL LOCATIONS Category Number: 07 CREDIT CARDS Category Calculated on DOLLARS Credit Account (Y/N)? Y

  48. New Features – Separate Credit Card Sales1. Current Year Distributions 9. Print - Activity Report

  49. New Features – Track Payouts & Info 1. Equity Deletions - U9MEN9-1 2. Estate Payouts - U9MEN3-7 a. Debenture Bonds b. Common Stock c. Preferred Stock 3. Debenture Bond Interest U9MEN6-4 V65 & V7

  50. 1099’s Purpims & DPAD • Purpims - Per Unit Retains Paid In Money • Allows grain payments to members to be used in computing the Section 199 deduction for the cooperative. • Tax benefit to the cooperative!

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