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Frequently Asked Questions (FAQ)

General tips and information 

Q. Can I use my software without activating it?

A. Yes, with some restrictions. Before you activate, you can:

Q. How do I activate my software?

A. Call FCC Management Software at 1-800-667-7893. 

Make sure you have this information available:

*All software must be activated when installed to the computer for the first time, including new computers, new hard drives or old hard drives that have been formatted.

Q. How do I transfer my AgExpert Analyst software to a new computer?

A. Follow these steps:

Q. Can I change the size of my AgExpert Analyst windows?

A. Yes, AgExpert Analyst 2010 lets you maximize, minimize and stretch any window to suit your setup and screen size.

Q. Can I open a file from a previous version of AgExpert Analyst that is not Set To Ready using my 2010 version of the software?

A. No. You must set the data file to ready using the previous version before installing and opening in AgExpert Analyst 2010.

Q. How to properly backup your files for your accountant

A. Let’s face it: You’ve worked hard on your books all year and it’s once again time to send your data to your accountants. The last thing you want to happen is to lose all those entries.

Take a moment to follow the instructions below for the best method of backing up files for your accountant:

Q. I just finished installing the new AgExpert Analyst 2011-01 update and I can’t find the backup, restore or rebuild tools.

A. The Backup, Restore and Rebuild functions have been moved to the file menu for easier access. Also, you can now perform an unzipped backup and get detailed file information prior to restoring a data file!

Q. What is the rebuild option under the File menu?

A. The rebuild utility is used to compact your data file and to detect any invalid data in the data file. It's recommended that you do a rebuild regularly to maintain data integrity.

Q. What is a snapshot and why would I use one?

A. A snapshot instantly saves a copy of the data file currently open to your hard drive. It's like a picture of the current state of your data file. You would use this feature just before beginning a difficult transaction. Only one snapshot of the data file is saved at a time. Future snapshots overwrite the previous one.

Q. How do I take a snapshot of my current data file before I proceed with a difficult transaction? If I make a mistake, how do I return to the snapshot that was taken?

A. To take a snapshot, select File > Save Snapshot. If there were no previous snapshots taken, a confirmation window appears to confirm that a snapshot of the current data file will be saved. Click "Yes." If a snapshot already exists, a different confirmation window appears to remind you a previous snapshot was created on a specific date and that it requires confirmation to overwrite. Select "Yes" if this is correct.

To revert to your snapshot, select File > Revert to Snapshot. If a snapshot exists, a message window will appear asking for confirmation to return the data file to the date and time of the original snapshot. Any changes made to the data file after the time stated will be lost. Here you would select "Yes." If no snapshot exists, a message window will appear to notify you that there are no snapshots to revert to.

Q. Why do I get a blank screen once I click on any links of the Step-by-Step Tutorial?

A. You need to install Adobe Flash Player. Go back to the main menu, click on Need Adobe Flash Player? Click here, which is at the bottom. Click Run on the first two screens. Once the download is complete, click on close. To watch the Tutorial, you must close your Internet browser and restart the CD.

Q. Why do I get an Adobe Flash Player Security message every time I try to play the Tutorial videos?

A. Adobe Flash Player has built-in security settings that are set by default to always ask for permission when a document is opened using the Flash player. To override this message, you must change the security settings. Click on Settings, and you'll go to the Adobe Flash Player Setting Manager. Change the settings from Always Ask to Always Allow.

Q. I have installed AgExpert Analyst 2011 version and when I try to open my books, all I see in my folder is “AgExpert Sample” file. Have my files been deleted during installation process?

A.  Remember, AgExpert Analyst program update will never affect the integrity of your data. The path from the Analyst desktop shortcut to your file location has been changed and needs to be restored. As per Microsoft requirements since the 2011 version, AgExpert Analyst has moved the location of the Data folder under the Documents folder (My Documents in Windows XP). If you are using AgExpert Analyst program for some time, most likely your working files are in the previously created Data folder, located in local disk C:\ (Hard Drive). From the Menu bar select File option and browse for Computer (My Computer in Windows XP) > C:\ Drive > Analyst folder > Data sub-folder.

If you still cannot locate your file(s), contact FCC Management Software at 1-800-667-7893 for help with the search for your books location.

For more information, email Support@fccsoftware.ca or call 1-800-667-7893

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AgExpert Analyst setup 

Q. How do I enter opening balances?

A. Enter opening balances any time during the first year, either through Setup > Opening balances or through Setup > Chart of Accounts.

Q. What opening balance do I use for my bank account if I have cheques that were written in the last year but did not clear until the new year?

A. Start with the balance as if the cheque did clear your bank account (cheque book balance). 

For example:

If your year runs from January 1 to December 31:

In your previous year, on December 25, 2010 you had $1,000 in the bank account and on December 27 you wrote a cheque for $100, but the cheque did not clear the bank account until January 5, 2011. The balance that you would start with in the setup, as of January 1, 2011,  would be $900.

Q. How do I Set to Ready in AgExpert Analyst 2011? I can't find it anywhere.

A. The Set to Ready feature has been removed from the software and your opening balance screen will be available only during your first year of business.

Q. Why can't I add, edit or delete an account in my previous year?

A. For all versions prior to AgExpert Analyst 2008, once a data file has been closed for year-end, no account can be added, edited or deleted.

Q. Where do I find AgriStability/CAIS Supplementary commodity codes?

A. Select Setup > Chart of Accounts, edit one of the inventory accounts listed and place a check mark in the Use Detailed Inventory box. The Select Commodity window will appear and AgriStability/CAIS commodity codes will be listed by categories for the corresponding province: Crops, Inputs, Livestock and Perishable. For more information on AgriStability/CAIS:

For more information, email Support@fccsoftware.ca or call 1-800-667-7893.

Q. Can I hide my reversed transactions?

A. Yes. Reverse transactions can be hidden by selecting Setup > Preferences. From the General tab, look for the option to either show or hide reversed transactions.

Q. How can I turn off/on various advanced features of the AgExpert Analyst software that I no longer want to use or would like to use?

A. The Purchase/Sales Analysis (PSA), capital asset/CCA schedule, payroll, and detailed inventory/ AgriStability can be turned off or on by selecting Setup > Preferences > Show/Hide features tab from the Analyst menu bar.

Q. How do I change the Fair Market Value for a Net Worth statement?

A. Adjust the Fair Market Value of your general assets and capital assets by selecting Setup > Fair Market Value and updating the amount.

Q. How can I update my CCA beginning balance?

A. 

1. From the menu bar in AgExpert Analyst, select Setup > CCA Schedule.

2. Select the class you would like to modify the beginning balance and select Edit.

3. Type in the new beginning balance in the Original Balance field.

4. Press Save to save your changes.

Q. Can I import any information from QuickBooks or Simply Accounting?

A. Yes. Use the Simply Accounting and QuickBooks Import wizard to import your customer, supplier and employee information into AgExpert Analyst 2010. These Wizards can be accessed from the AgExpert Analyst menu bar by selecting Tools > Import from.

Q. How do I change the GST rate?

A. The GST rate can be changed any time by selecting Setup > Business Setup > Tax information and entering the new tax rate(%). The entries recorded after this change will be calculated using this new rate. Entries prior to the rate change will be unchanged.

Q. Whenever I click record in or close out of the Transaction screen a message pops up saying that one of my HEADER or TOTAL accounts is invalid. How can I fix this?

A:  Make note of the account number in the warning. Go to the Reports Console and choose the Transaction/Account Information category on the left. Choose the Chart of Accounts report and select Report Type, Account Structures. The proper format of your chart of accounts is:

  1. HEADER ACCOUNT
  2. Detail, or Primary, or Sub Account
  3. TOTAL ACCOUNT

If you see accounts that do not follow that pattern, you’ll need to make alterations to your chart of accounts to correct this. In the example below, we can see that the HEADER ACCOUNT in #4 does not follow the sequence: HEADER, TOTAL, HEADER, TOTAL, and must be changed.  Depending on the situation, you’ll need to delete this account or simply add another TOTAL account immediately preceding it.

  1. HEADER ACCOUNT
  2. Detail, or Primary, or Sub Account
  3. Detail, or Primary, or Sub Account
  4. HEADER ACCOUNT
  5. Detail, or Primary, or Sub Account
  6. TOTAL ACCOUNT

For more information, send us an e-mail at Support@fccsoftware.ca or call us toll free at 1-800-667-7893.

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AgExpert Analyst transactions 

Q. I do not understand the Debit/Credit System.

A. Let’s face it, bookkeeping can be a tedious task -- especially if you’ve never done it before! AgExpert Analyst uses what is known as a “T Accounting” model, based on the principle that for every credit there is a debit. It’s not a complicated system by any means, but accounting terms tend to confuse many.

Remember: your chequing account is an asset for you, but a liability for your bank, and for every debit, there should be an equal credit to balance it.

Take a moment to look at the table below to further understand how AgExpert Analyst accounts are affected via Debits/Credits in the transaction entry or general journal screen:

Type of Account 

Debit 

Credit 

Asset

Increases account balance

Decreases account balance

Liability

Decreases account balance

Increases account balance

Equity

Decreases account balance

Increases account balance

Income

Decreases account balance

Increases account balance

Expense

Increases account balance

Decreases account balance

Q. How do I create another line on the transaction entry screen?

A. Use the Tab key to create a second transaction entry line by continuing to tab past the posting field on the first line as it is completed.

Q. How do I make the Cost of Production Allocation window stop popping up each time I record a transaction?

A. Click Management > Operational Benchmarking > and choose Cost of Production report on the left hand side of the screen. Under the Commodity section, click the Allocate Commodities link.  At the bottom of the Allocate Commodities window you will see a check box saying “Always show this screen after entering new expense or production transactions.”  Just remove the checkmark from the box and click the OK button.

Q. How do I edit/reverse a transaction for a past entry?

A. In versions prior to 2008, select the "Edit/Reverse" button from the transaction entry screen. In AgExpert Analyst 2008 and subsequent versions, you can edit transactions directly from the transaction report, but only for entries made in this version. Click the audit number to open the edit mode screen for changes.

In AgExpert Analyst 2010, you can edit transactions by going to the Transactions menu > Edit/Reverse Transactions.

Use the filter options on the screen to help locate the entry. When the desired entry is found, it can be selected and then viewed, reversed, edited or printed.

Full Edit - All fields can be edited using this method including numeric values and the list of posted accounts. This type of edit will automatically create a reversed transaction and then repost a new transaction with your modified data. All three transactions (original, reversal, and new) will show up on the Transaction Report in order to clearly display the detailed audit trail. If the transaction that you are editing contains GST/PST/HST on any of the lines, the tax rates used at the time the entry was created will be used.

Quick Edit – Quick Edit allows you to change the following fields on an existing transaction, without having the system do an automatic reversal:

Q. How do I create an invoice?

A. Go to Point of Sale transactions to enter an invoice. It is advisable to first setup your invoice preferences by selecting Setup > Preferences > Invoices. We recommend that you select "Place invoices in the print queue for printing at a later time." This allows you to reprint the invoice if needed. Create an invoice by recording a Point of Sale entry through Select Transactions > Point of Sale.

Q. Can I customize the way my invoices are displayed and printed in AgExpert Analyst?

A. Yes, the new invoice designer tool located under the menu Setup > Preferences > Invoices tab > can be used to create or change various invoice templates

Q. How do I record interest on an outstanding account (service charges)?

A. Enter the amount of the interest charge as a payable charge to the supplier. This will increase the balance owing. Under "Type," choose Expense (EX) and select the account for interest charges. The amount of the expense will automatically fill from the first amount. Record the entry.

Q. How do I record a loan for the purchase of a capital asset with a trade-in?

A. A loan for capital assets with a trade is recorded as a withdrawal entry for zero dollars.
The first line of the entry is a Capital Asset purchase (C+). Select the capital asset class and enter the details of the purchase including original cost.

The second line is a Capital Asset sale (C-). Pick the class, the capital asset traded and the dollar value received for the trade. The last step is a loan addition (L+) for the amount financed.

Q. When adding my GPS to my capital assets which Capital Asset Class should I add it to?

A. CRA advises that GPS equipment is used for monitoring and mapping purposes; therefore, it should be in class 8 (this type of equipment is specifically excluded under class 50.)

Q. How to enter a payable and expense refunds?

A. Bought some bad fertilizer? Need help entering a return? AgExpert Analysts’ two way accounting system makes it a walk in the field to enter any returns!

If a withdrawal as an expense to fertilizers’ and lime account was made and you wish to enter a return of that product, you need to enter a deposit as a negative expense in AgExpert Analyst.

Seeing the withdrawal from the bank account would have been a debit, and you would have credited the expense account, entering a deposit (which is a credit) as a negative expense (which is a debit) would result in its opposite entry!

Please follow these instructions to clear a payable charge;
  1. Press edit/reverse…from the Transaction menu.
  2. Press the type drop down menu, and select payable charge.
  3. Highlight the original charge by left clicking it, and left click the quick edit or view button.
  4. Identify what expense account(s) were debited and write them down for future reference. You may close these windows afterwards by pressing the X button.
  5. Press enter transaction…from the Transaction menu
  6. Set your transaction type to withdrawal, select a date & type a transaction description to briefly explain the return. Set your withdrawal amount to 0.
  7. Press payable payment….from the type drop down arrow. Select the supplier of the charge you wish to reverse.
  8. Enter the desired payment amount and press auto-fill.
  9. Press done.
  10. Press the tab button on your keyboard until a new line has been created.
  11. Press expense… from the type drop down arrow and select the expense account you wrote down in step four.
  12. Repeat steps 10 and 11 for each other expense account you wrote down in step four. The expenses should be negative, resulting in a balanced transaction.
  13. Press record.

Q. Why is there a Recycle Bin tab on the print queue window for cheques, invoices and statements?

A. The Recycle Bin retains cheques, invoices and statements that have been deleted from the Print Queue. It keeps these types of entries if they are deleted by mistake. If you remove them from the Recycle Bin, you will not have access to them again.

Q. What are the new credit card types and accounts in the transaction entry screen?

A. Credit Card Payment (CP) is for payments to a credit card and Credit Card Advance (CA) is for monies advanced from the credit card. The new accounts appear under the liabilities section of the Chart of Accounts, but are still treated as bank accounts. If you enter new transactions, the new accounts will appear under the bank account drop-down in the transaction entry screen.

Q. Are the new Credit Card Types available for current users?

A. Yes. New credit card types and new credit card accounts can be created as a liability through the Chart of Accounts. Once created, a general journal entry can be made to move balances from the old credit card account (asset) to the new credit card account (liability).

Note: It's recommended that you complete your entries for the month you are in before you create the new liability accounts and transfer the balances. This will allow you to avoid completing two bank reconciliations in one month.

Q. How do I process my GST remittance?

A. Select Transactions > Process GST/HST Return. This will calculate all GST amounts from the beginning of the fiscal year, or the last GST period, to the end date you select. Once it's generated, the report can be printed. Closing the report will prompt a message asking if you want to save the remittance. Saving the remittance is not reversible but is required to post the GST Paid balance to the respective receivable/payable account.

Q. How do I record a GST refund?

A. Enter a deposit transaction for the amount of the refund to the CRA customer card. Under "Type," choose Receivable Payment (RP) and select the CRA-GST/HST Receivable customer card. Find the appropriate invoice and apply payment by entering the dollar value into the Amount Applied box, to the right of the balance. Select "Done" to return to the transaction entry screen. Record the entry.

Q. How do I record a GST payment?

A. Enter a withdrawal transaction for the amount of the payment to the CRA supplier card. Under "Type," choose Payable Payment (PP) and select the CRA-GST/HST Payable supplier card. Find the invoice and apply payment by entering the dollar value into the Amount Applied column, to the right of the Balance column. Select "Done" to return to the transaction entry screen. Record the entry.

For more information, email Support@fccsoftware.ca or call us at 1-800-667-7893

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AgExpert Analyst payroll 

Q. How can I quickly add new employees in the payroll setup?

A. AgExpert Analyst 2008 and later versions allows you to use a current employee's information as a template when adding new employees. Select the Add button on the setup of a payroll employee to display a window with the option to start from a copy of an existing employee. Choose "yes" and a list of current employees will be displayed. Selecting an employee will generate the Add Employee screen with all fields filled except personal information for the new employee.

Q. What is the difference between Arm’s Length and Non Arm’s Length deductions?

A. Arm's Length deductions refer to the bargaining position of two unrelated parties whose mutual dealings are influenced only by the independent interest of each. The term is used to describe a standard of dealing that reflects no motivation other than those normally to be expected on the part of two unconnected parties transacting in good faith in the ordinary course of business.

Non Arm’s Length deductions: For purposes of the Income Tax Act, two or more individuals are related and are therefore not dealing at Arm's Length if any of the following is true:

  1. One is the child or other descendant of the other.
  2. They are siblings.
  3. They are married to each other (includes common law).
  4. One is married to a person who is connected to the other as described in point 1 and 2 above (mother/father/brother/sister-in-law).
  5. One has been adopted by the other, or by some person connected to the other as described in point 1 above.

Q. What is the new TD1 indexing option in Employee setup?

A. Each taxation year, the provincial and federal TD1 forms may be indexed. Indexing means that certain personal amounts will increase based on changes to the Consumer Price Index. The Canada Revenue Agency and Ministère du Revenue Québec will provide you with the indexing factors each year. Use this selection to quickly update the provincial and federal TD1 personal claim amounts for all of your employees in one step. Only enter the amount of the increase for the index value.

Q. How do I change the maximum annual amounts for EI and CPP deductions?

A. You must open the payroll setup window by selecting Setup > Payroll. From the Payroll Setup screen select Deductions.  Pick the deduction for either CPP or EI and edit that account.  Using the dropdown for the CRA Source, select "not a source deduction". This will display the maximum annual contribution box. Enter the value required. Again from the CRA Source dropdown box select the deduction that this change applies to. Save the Edit deduction window.

Q. Why do I receive a message indicating that the account is invalid for this type of entry when I try to record or recap a payroll cheque?

A. This error occurs when accounts are missing or not completely set up. Check these sections for missing accounts by selecting Setup > Payroll:

  1. Pay Types - in the Pay Types Setup window, edit all pay types and ensure there is a valid expense account associated with each. If the expense account is missing, click on the ellipsis. The Select Postable Account - Expense window will appear. From the list, select the appropriate expense account. Click Select and then click Save.
  2. Benefits - in the Benefits Setup window, edit all benefits and ensure there is a valid expense account associated with each. If the expense account is missing, click on the ellipsis. The Select Postable Account - Expense window will appear. From the list, select the appropriate expense account. Click Select and then click Save.
  3. Deductions - in the Deductions Setup window, edit all deductions and ensure there are a valid liability and/or expense account associated with each. If either liability or expense account is missing, click on the ellipsis. Depending on the type of deduction, the Select Postable Account - Liability window will appear or the Select Postable Account - Expense window will appear. From the list, select the appropriate liability or expense account. Click Select and then click Save.
  4. Accounts - in the Payroll Accounts window, ensure that a Vacation Pay liability account has been selected. If the liability account is missing, click on the ellipsis. The Select Postable Account - Liability window will appear. From the list, select the Vacation Payable account (usually 2300 account number). Click Select and then click Save.

Q. How do I process a payroll remittance?

A. Select Transactions > Payroll > Remit tab then choose the appropriate period from the drop-down menu and select Generate Report. Once generated, the report can be printed. Closing the report will display the option to record the remittance. Recording the remittance creates a payable charge, which is not reversible.

Q. How do I record the payment of a payroll remittance?

A. Enter a withdrawal transaction for the amount of the payment to the CRA supplier card. Under "Type," choose Payable Payment (PP) and select the CRA-Payroll supplier card. Find the invoice and apply payment by entering the dollar value into the Amount Applied box, to the right of the balance. Select "Done" to return to the transaction entry screen. Record the entry.

Q. Where can I print out a list of my employees’ earnings and deductions to give to them with their paycheques?

A. First complete the following instructions to enable printing cheques:

1. Select Setup > Preferences > Select the Cheques tab.

2. Check off Use Computer Cheques.

3. Select your printer from the drop down list.
4. Choose whether to print cheques immediately or to place them in the print queue (for printing at a later time).

5. Enter the number of copies of each cheque to print.

6. Select “AgExpert – Sheet Feed” as the cheque template in the Cheque Designer.

Even if you don’t print out your cheques from your computer printer, the easiest way to get a listing of your employees’ earnings and deductions is to enable cheque printing and then print out the payroll cheque on blank paper.  It will include a remittance advice portion detailing the employee’s earnings and deductions. 

Complete the following instructions to print a list of your employees’ earnings & deductions:

1. From the menu bar in AgExpert Analyst, Select Reports > Reports Console > Payroll > Employee Earnings & Deductions.

2. Set your Report Type to Detail.

3. Set your Employee Status to Active (or whichever is applicable).

4. Select employees, All or by Tag, Employee number or name.

5. Select Partial Records by either Pay Period end date or Cheque Date.

6. Press Generate.

7. Press print at the top left corner of your screen when the report is displayed.

Q. What information is required to setup my payroll to e-file to CRA?

A. Go to Setup>Payroll>Accounts and enter your payroll account number under the Payroll remittance. Next, select Reports>Report Console>Payroll>T4. Under the Employees tab select “All”, then click  the “Other Info” tab on the report filter and enter your name, telephone number, valid email address and at least one owner’s social insurance number for the T4 summary. Click the link on the “Other Info” tab and follow the on-screen instructions on the CRA website. You will require your payroll account number and a web access code to file your T4s and T4 summary.

For more information, email Support@fccsoftware.ca or call 1-800-667-7893.

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AgExpert Analyst inventory 

Q. How do I enter an inventory adjustment?

A. From the Inventory Adjustment screen, select Transactions > Inventory Adjustment. Click the inventory account you would like to adjust and press select.

If the account has a zero balance, the only options will be to Adjust Balance and Transfer. You must enter the inventory count and the value per inventory unit before recording. Recording the entry will display your new inventory changes.

If the account has a starting balance, you will be able to Adjust Quantity, Adjust Value or Transfer. The Adjust Quantity tab allows you to change the number of inventory units and select the appropriate transaction type. An increase in quantity is done as a positive entry (+) and a decrease in inventory as a negative amount (-).
To adjust the value per unit, select the Adjust Value tab. The value adjustment will not affect any transactions completed prior to the change.

The Transfer tab is used to transfer inventory from one grade or weight to another within the same inventory account. However, to transfer between two separate inventory accounts, you will need to use the Adjust Quantity tab.

Select the Transfer Out transaction from the inventory account you are moving from, enter the quantity you are transferring (be sure to use a minus sign) and select Record. Next, click the ellipsis, select the account you are transferring to. Under the Adjust Quantity tab, choose the Transfer In transaction, again entering the amount you are transferring, this time as a positive number. An example would be moving livestock from heifer calves to replacement heifers or moving wheat from a CWB feed wheat to a non-board feed wheat.

Q. When would I do an inventory adjustment?

A. Adjustments are used to correct opening or inventory balances; to record births, deaths, crops used for seed and feed, harvest, inputs usage; and as year-end adjusting entries by accountants for tax purposes. They are also used to transfer inventory from one account to another (transfer in\transfer out) or as transfers between grades of the same commodity (transfer) as required by AgriStablity/CAIS. The last inventory adjustment would be for change in value.

Q. How do I get my starting inventory to display on the AgriStability form?

A. Go to Setup > Detailed Inventory Manager. Select the inventory account using the ellipsis button. Click on Edit Inventory Details to open the details for the inventory account. Make sure the opening balance line has a type and grade selected. If not, you must click in each box under the type and grade columns to select these details.

Q. Why does the Detailed Inventory Manager window display different coloured inventory, income and expense accounts?

A. The Detailed Inventory Manager is separated into two sections, one for inventory and another for income\expense accounts. In the inventory section, three colours are used to indicate the status of each account.  Blue shaded accounts are used to reflect accounts that are set up for detailed inventory transactions. White shaded accounts are used for accounts that are not set up for detailed inventory. Red shaded accounts are for inventory accounts that are set up for detailed inventory but are missing some transaction details. In the income and expense section of the Detailed Inventory Manager, two colours are used. The blue shaded accounts indicate they are set up for detailed inventory, while white shaded accounts represent accounts that have not been set up for detailed inventory or accounts that don't track inventory.

For more information, email Support@fccsoftware.ca or call 1-800-667-7893.

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AgExpert Analyst reports 

Q. I've generated a report but I can't see it all. What do I do?

A. The report name is likely displayed on the task bar (vertical or horizontal edge of the monitor). Right click the report name on the taskbar and choose maximize or restore. The report should display properly.
If the report name is not displayed on the task bar, look for scroll bars on the edge of the computer screen. Sliding these bars will move the report window into the viewing area.

Q: Why is the Transaction Report printing in landscape and I cannot change the setting to portrait?

A. This setting has been changed in order to accommodate account description and landscape is the only format available for now. We are working on including the choice of both formats in an upcoming version.

Q Where do I find my reports in the 2011 version?

A. All of your standard reports are under Reports Menu and Report Console option. Once in Report Console, simply select the category and report that you want in the left panel of the screen, then choose your filters in the right panel and click on the Generate button

Q. How can I resolve invalid line numbers when generating a T1163, T1273 or T2042 report?

A. Complete the following instructions:

  1. Click on Reports > Reports Console > Transaction/Account Information > Account References.
  2. Remove the check marks from all options except the T2042/AS /T1163/T1273 categories.
  3. Generate the report.
  4. From the line number column, locate the invalid line number.
  5. Note the accounts associated with this invalid line number.
  6. Close the report and select Setup > Chart of Accounts.
  7. Select the Account(s) you noted in Step 5. These will be either income or expense accounts.
  8. Edit the account and either change the T2042 or the AgriStability line number to a valid one, or put a zero in the box if you don't want a line number associated with the account. Use the ellipsis button on the right of either box to select from a list of AgriStability categories for income and expense.

Q. How can I find the details of my aged A\R and A\P report?

A. You can drill down on aged A\R & A\P reports by placing the cursor over the entry and clicking.

Q. How do I find the report for a previously recorded bank reconciliation?

A. From the menu bar in AgExpert Analyst, select Reports > Reports Console > Banking > Bank Rec History….

For more information, email Support@fccsoftware.ca or call 1-800-667-7893.

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Management, Tools and year-end

Q. What is the purpose of the efficiency measures option under the menu option for Management > Operational Budgeting > Efficiency Measures?

A. This is a bench marking tool for the quick comparison of the major expenses associated with a specific business type based on the current year or as a comparison to the previous 4 years. The tool provides both a graphical and numeric report for easy viewing and comparisons.

Q. Do I have to enter all of the data for my past year’s income and expense manually in order to use the comparison tools?

A. No. The program will automatically retrieve any data you have entered in previously completed years.  You do however have the ability to edit and change these numbers if on review you decide they need adjustment.

Q. I would like to download my bank statements electronically into AgExpert Analyst; is this possible?

A. Yes, by selecting Tools > Import from > Bank… the tool allows you to import transactions from an electronic bank statement file. This tool also links with the Bank Reconciliation to automatically clear transactions that match on your electronic statement. AgExpert Analyst can only read electronic bank statements in Quicken format (*.QFX).

To import a bank statement into the bank reconciliation:

  1. information will be displayed.
  2. Next, choose the bank account that is associated with the electronic bank statement. Click the second browse (...) button to display the bank accounts currently set up in AgExpert Analyst. You can add a new bank account by clicking Add. Select a bank account and click Select.
  3. Click Next. If the bank reconciliation is currently open, it will be updated with the information from your electronic bank statement. If you want the bank reconciliation to remain in its current state, close it before you continue.
  4. You will see a list of transactions pulled from your electronic bank statement. The import process will attempt to detect if any transactions from your bank statement match a transaction already entered in AgExpert Analyst.

If a transaction is highlighted blue, it means that both the transaction date and amount match an existing transaction. If the bank reconciliation is open,   the transaction will automatically be marked as cleared. If a transaction is highlighted red, it means that only the amount matches an existing transaction. The transaction must be cleared manually if you are using the bank reconciliation.

  1. will be required to enter the remaining information for the transaction. If the bank reconciliation is open, it will automatically update as you work.
  2. Click Back if you wish to import another bank statement.
  3. Click Close when you are finished.

Q. I can’t get my bank to reconcile and I’ve double checked all of my cleared and uncleared transactions on the screen.  What’s wrong?

A: The likely culprits are the stale dated transactions (transactions that are two years or older), which have been removed from the reconciliation during the Year End process by AgExpert Analyst. A quick way to verify this is to look at your previous bank reconciliation report. Check the uncleared transactions section and verify that each transaction is still showing in your current bank reconciliation screen. If any are missing, you will need to adjust your bank accordingly. First, make sure that the missing transactions add up to the variance you see in the current month. If that is the case, you will need to post a General Journal adjustment to correct your Analyst bank balance, then mark that transaction as cleared in the reconciliation you are working on, to be able to record it.

Q.  How do I know when I'm ready to start the year-end?

A. Ensure all financial records are included - Through the year, bills and invoices can get misplaced. Ensure that there are no missing transactions. If there are, enter them before starting the year-end process.
Review transactions - Review each month of transactions and record-keeping activity to verify that your financial records are correct. If required, correct entries.

Process the final GST return or PST return - Select Transactions > Process GST/HST Return. This will calculate all GST amounts from the beginning of the fiscal year, or the last GST period, to the end date you select. Once generated, the report can be printed. Closing the report will prompt a message asking if you want to save the remittance. Saving the remittance is not reversible.

Process the Payroll remittances (only necessary if using payroll) - Select Transactions > Payroll > Remit tab, then choose the appropriate period from the drop-down menu and select Generate Report. Once generated, the report can be printed. Closing the report will display the option to record the remittance. Recording the remittance creates a payable charge, which is not reversible.

Verify your capital assets - Ensure that your capital assets have been set up with an original cost (see Setup: Capital Assets) and a market value (see Setup: Fair Market Value), if applicable.

Complete last month Bank Reconciliation - Do this process if you are concerned about tracking an accurate bank account balance.

Produce End-of-Year Statements - When all the adjustments and changes are made, produce any required statements for your permanent records and income tax requirements.

Backup Data Files - Always ensure that you have a backup copy of your data. This will be your final backup copy for the current data file.

At this point, you're ready to decide what year-end Process you want to use. You may choose to create the new year data file so that any adjustments made to the old year data file can be merged with your new year data. If you know for certain that no adjustments are necessary to the old year data, you can choose to create the new year data file while closing the old year data file completely.

Q. I am trying to run Year End on my data file and I am getting a message: “There are payable/receivable charges that need to be corrected in data file X. The following transactions are partially paid payable/receivable charges with a remaining balance below $1.00: Audit# <XXX>. Please pay off the remainder of these charges and try again".

A. If the file is in normal mode, you will need to go to the Transactions menu, select the Edit\Reverse option and locate transaction(s) in question (either Receivable or a Payable charge(s)). You will then need to make an adjustment in the Transaction Entry screen by making a Withdrawal/Deposit of $0 to your bank account and offsetting to a Receivable and/or Payable Payment (RP/PP) for the customer(s)/supplier(s) concerned. There will be an open invoice showing with a balance below $1. You will need to apply a payment to that open invoice and choose an offsetting account for the entry (for example, Retained Earnings equity account).

If you file is in pending mode, you will need to contact FCC Management Software at 1-800-667-7893 and send your data for repair.  

Q. Why do I receive the year-end message "The final GST Return has not been processed in data file C:/Analyst/data/farm.aga. There is a balance showing in one or both of the GST mandatory accounts. Please run a final GST return and try again."?

A. This message is displayed because GST amounts have yet to be processed in a GST Remittance for the fiscal year. Process and record a final GST Remittance for the end of the fiscal year before re-running the Year-End process. A similar message may be displayed if there are any PST remittances left to be processed for the year.

Q. Why am I getting a Terminal Loss Warning when I attempt a year-end? What should I do?

A. Terminal Loss/Recapture is calculated when there is a value in any of the capital asset class (CCA) accounts and the last asset in a capital asset pool is sold or there are no capital assets setup in Analyst.

For further information on the calculation of Terminal Loss and Recapture, please review the Revenue Canada Interpretation Bulletin IT-478R2 at the following website:

http://www.cra-arc.gc.ca/E/pub/tp/it478r2/it478r2-e.html#P104_10670 

Q. During the Year-End process, this message is displayed: "A payroll remittance for C.P.P. is still outstanding and must be posted before the year-end process can proceed." What should I do to complete the Year-End process? 

A. This message is displayed when one or more payroll remittances have not been recorded. To verify unrecorded remittances, go to Transactions > Payroll, click on the remit tab and generate payroll remittances for each month that indicates "Not Remitted" until you have all outstanding payroll remittances processed and recorded. This will also apply to reversed and re-entered payroll transactions that result in a zero-dollar remittance.

Q. Why are there two Year-End options in AgExpert Analyst 2007 and later versions?

A. The first Year-End option allows the file to be kept open for adjustments by an accountant or other bookkeeper. If this is required, select "Yes." The data file will be left open for changes and a new year, with no transaction entry restrictions, will be created to carry on with next year's business.

Select "No" and a new year will be created, without the capability to merge changes or adjust entries in the old data file. Choose this entry if all adjusted entries to the old year have been made.

Q. What are the database modes displayed on the title bar of the opening screen of AgExpert Analyst?

A. There are four modes displayed on the title bar of Analyst. They are normal, pending, mergeable and final. 

Q. Where do I run my final Year End from (or how do I go from Mergeable file to Normal)?

A. Since the 2009 version, this process (Final Year End) is run from the current year’s data file (file in Mergeable mode). If you happen to be in your previous year’s data file, go to File > Open and select your current year’s data file, then go to Tools > Year End and follow the prompts.

Q. I need to know the year-end status of my database. Where can I go to find it?

A. Click on Help and select "About AgExpert Analyst" on the menu bar. The "About AgExpert Analyst" window will open. Click the Database tab. The status of your data file will be indicated in the status field at the bottom of the screen.

Q. I am trying to complete my year-end for my previous year after completing a merge style year-end but when I go to Tools on the menu bar, there is no year-end option. How do I complete the year-end option?

A. The yearend option to close the old year pending file is actually done in the new year under Tools > Yearend.

Q. How can I turn off the year-end reminders that appear every time I open a data file?

A. Select Setup > Preferences > General from the AgExpert Analyst menu bar. Select or deselect the option "Show-Year End Reminders."

For more information, email Support@fccsoftware.ca or call 1-800-667-7893.

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Field Manager PRO Desktop

Setup

Q. When creating a database, do I create one database for all my crop years, or do I create a separate database for each crop year?

A. You would create one database. This database will contain all the crop years.

Q. When setting up my fields and quarters in Field Manager PRO, which one should I start with?

A. You want to start with your largest pieces of land first to then be able to allocate the fields that belong to each large piece of land.

Q. I’ve started a new data file for a different farm. Do I have to add all of my setup information from the beginning or can I use the existing information from my original data file?

A. Yes, you can use existing information from a current file to update a new file. From the menu bar of the existing file, select Tools>Export Setup Data. Select the Export items desired and simply click Export. Open the new data file and from the menu bar, select Tools>Import Setup Data. Browse to the location of the file exported (default is the FM PRO data folder), select the file and simply click Import.

Q. How can I allow multiple crops in one storage location?

A. 

1. From the menu bar in Field Manager PRO, select Setup>Software Preferences> Inventory.

2. Click the checkbox beside “Allow me to put multiple crops in a storage location”.

3. Press Save & Close to save your changes.

Q. How can I show or hide some of the advanced features of Field Manager PRO?

A. Many of the features in FM PRO can be changed by selecting Setup > Show/Hide Features from the menu bar. These include equipment, labour, images, file links, other Income\Expenses, observations, environment details and inventory storage.

Q. How can I show or hide some of the operations of Field Manager PRO?

A. Many of the features in FM PRO can be changed by selecting Setup > Show/Hide Operations from the menu bar. These include plant, fertilize, manure, pest, irrigation, till and other operations.

Q. How do I find the version of the Field Manager PRO Desktop software that I am using?

A. Open Field Manager PRO Desktop and select Help > About Field Manager PRO Desktop. The version number will be displayed on the version tab.

Q. Why does my list of bins not appear when trying to allocate my harvested grain?

A. Check the setup of your Seed Inputs for the year and your Crops to Harvest. You must have a seed and matching harvestable crop in the setup in order to display your bin locations.

 

Records

Q. How do I enter a field record on Field Manager PRO Desktop?

A. Create records by selecting a field and clicking Records on the menu bar. Select "Enter an Operation."

Q. Can I use an existing operation as a template for a new crop record on the existing field or any other field?

A. Yes. Select the operation from the Crop records screen and click duplicate on the records tool bar. This action will display the original information and allow full editing of the operation for your new record

Q How does the “Crop Filter and the Ownership Type Filter” work in FM PRO desktop?

A. The drop down on the crop filter will display all crops seeded in the current crop year. Selecting a crop will display all land that relates to this crop.

The ownership filter will display all land related to an ownership type. This type is designated on the setup of individual fields.

Q. How should I enter fall-seeded crops and fall-applied fertilizer?

A. You can enter fall applications made in one year either in the year of application or the next year using the previous year's date. If entered in the old year, they will appear in the "View Crop Records" window for that year. To view the details of the entry in the new year, the report filter for operations must use the old year and the current year as part of the filtering process.

Q. Why, when I try to enter a new record, Fertilize (and/or Plant, Manure, Pest Control, etc.) operation is not available?

A. From the Setup menu, select Software Preferences and go to the Show/Hide Operations tab, then make sure that the selection box in front of the operation you want to use is checked. Remember to save your settings.

Q. What is the links tab on the operation and observation input screens?

A. The links tab is used to associate a record with different files on your computer. The file can be any file on your computer, a Microsoft Word document, an image file, a GPS related file or any other type of file you wish to associate with the record. After you have associated a file with the record, you can click on the file and Field Manager PRO Desktop will attempt to launch it. Each record can be associated with up to three files.

Q. I am a McCain grower and I can't get my operation's file to attach to my email using the "Launch default email client" option when exporting. What should I do?

A. The default email launch tool only works if you're using Outlook. It is not compatible with Outlook Express or other web-based email accounts. If your default email appears when clicking "Export," you must manually attach the Operations.xml file by selecting the insert or attach option on the email message menu bar. The default location of the file is C:\FM PRO\data.

Q. When I move from one year of crop records to another, I receive the message "Changing the crop year will now cause all new records to be recorded under the _ _ _ _ crop year. Do you wish to continue?" What should I do?

A. This is an information message indicating movement from one crop year to another. It is displayed to prevent entering data in the wrong year. Select "Yes" to continue if you want to view records for another year.

Q. All of my reports disappeared from the report menu after I installed the 2011-01 upgrade! Help!

A. All of your reports are available, just organized under a new Report Console window.  Click the Reports menu and choose Report Console. All report categories will be displayed on the left side of the screen. For example, to print an Operation History report, you need to click the Land Records category, which will expand and display the Operation History option, as well as other reports available under this category.

For more information, email Support@fccsoftware.ca or call 1-800-667-7893.

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Field Manager PRO - Mobile 

Setup

Q. Can I add my setup information on the handheld device?

A. Yes. From the opening screen on the handheld, tap on the "Setup" option in the menu bar. Tap on the item to change. Then, using the new, edit and delete options, make the change.

Q. I'm trying to set up my Rented/Leased Land/Equipment/Storage Locations but I can't enter the owner's name. What do I do?

A. To see a list of owners, you must add them to your Contact list in Field Manager PRO Desktop (Setup > Contact List).

Q. I'm trying to enter information for the cleaning of my storage locations or equipment, or entering the information for the treatment of my storage location. When I try to choose who has done the work, I can't enter any name. What do I do?

A. To see that list, you first need to set it up in Labour Personnel in Field Manager PRO Desktop (Setup > Labour Personnel).

Q. How do I enter a field record on Field Manager PRO Mobile?

A. Create a record by selecting a field, clicking Records on the menu bar and selecting "Enter an Operation."

Q. Why is the delete option not available (grayed out) in Field Manager PRO Mobile?

A. By default, the preferences set up in Field Manager PRO Desktop deny mobile users the ability to delete data. To enable the delete data option on the mobile device, choose Setup > Preferences, then "Mobile Settings." For this change to take effect, you must synchronize the desktop and mobile.

Q. How do I find the version of the Field Manager PRO Mobile software that I am using?

A. Open the software on the handheld. Tap "Help" then "About Field Manager PRO Mobile." The version number will be displayed on the version tab.

Q. How do I exit the mobile software on the handheld so that it is not running in memory?

A. From the main screen of Field Manager PRO Mobile, select File > Exit. Closing the software using the "x" in the upper right corner closes the window, but leaves the application running in memory on the handheld.

For more information, email Support@fccsoftware.ca or call 1-800-667-7893.

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Synchronization

Q. How do I know if a specific handheld will work with FM PRO Mobile?

A. These are the recommended minimum requirements for FM PRO Mobile:

Q. How do I make the initial connection from the desktop data file to the handheld device?

A. Synchronization is initiated from Field Manager PRO Desktop. To start the synchronization, select Tools > Communicate with Mobile Device. The location of the file on the mobile device should display "My Documents\FieldManager." Select the second option that states "I want to copy this data file to my mobile device and establish a new relationship." Select "Next." The name of your data file should display in the box on the next screen. Select the file and click "Next" followed by the "Finish" button.

Q. How do I complete future synchronizations once the initial transfer has been done?

A. All synchronizations are completed by selecting Tools > Communicate with Mobile Device. Select the first option "I want to synchronize this data file with an existing data file on my mobile device." Select "Next." Choose the data file. Select "Next," then "Finish."

Q. When I try to synchronize my data file with the handheld, I receive a message indicating there is not enough memory to complete the synchronization. What should I do?

A. This message is likely the result of too many programs running on the handheld at the same time. To check, go to the main screen on the handheld, tap the Windows "Start" button and select Settings > System > Memory > Running Programs. Tap the option to "Stop All." Try the synchronization again.

Q. Can I store multiple data files on one handheld and synchronize each data file with a separate computer? 

A. Yes. Each data file can be synchronized with an individual computer but the same data file can not be synchronized with two computers. 

Q. Will I be able to synchronize several handheld devices with more than one computer?

A. No, the Microsoft sync technology doesn’t allow this type of data transfer. It does allow the synchronization of several handheld devices with one computer.

For more information, send email Support@fccsoftware.ca or call 1-800-667-7893.

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