How many of you farmers are managing your farm business on a computer? I am looking for a scanner and some software to scan receipts, invoices,repair bills, and all other farm related expenses and income to make things easier to find and prepare for the accountant. So what are you all using? Thanks William
- Thread starter JDMAN60
- Start date
Bought my first computer in '86 or '87; it was a Zeos 286 DOS/pre-Windows and I bought it strictly because I hoped it would simplify my recording keeping (paid $2000.00 for it and it did). I used a free accounting program developed by Mississippi State University. When Windows came along, I continued to use my existing program for a few years, but MSU didn't support the change to Windows. Eventually bought a Windows 98 computer and the then version of Quicken; retired a few years ago, but still use Quicken for my personal stuff; it's done everything I want it to do. I don't know of any local full-time farmers who don't use a computer......
Don't really know what a scanner is going to do for you- Far as I know, there isn't any way to scan documents and then somehow have the computer categorize and enter them into an accounting program. If you're going to stick with the "shoebox" method (deliver a shoebox of receipts and invoices to tax man at tax time), just make sure you put everything in the shoebox.
You can computerize your accounting pretty easily with Quicken or Quickbooks. Check with your accountant as to how you can streamline things for him, and reduce your accounting expenses.
You can computerize your accounting pretty easily with Quicken or Quickbooks. Check with your accountant as to how you can streamline things for him, and reduce your accounting expenses.
Ken Macfarlane
Well-known Member
We use Quicken Home and Business on a computer that is not connected to the internet so it doesn't get sick.
I never found a reason to scan receipts. I enter them all myself so having them scanned doesn't help.
I never found a reason to scan receipts. I enter them all myself so having them scanned doesn't help.
You can go here http://allaboutfarming.proboards.com/index.cgi
and look under "Technology"
And here
http://talk.newagtalk.com/category-view.asp
and look under "computer talk"
There have been extensive threads on farm management systems and the pros and cons of the kind of scanner you"re looking for.
Ron
and look under "Technology"
And here
http://talk.newagtalk.com/category-view.asp
and look under "computer talk"
There have been extensive threads on farm management systems and the pros and cons of the kind of scanner you"re looking for.
Ron
Nate V. IA
Member
I us an accounting program called PC Mars. I learned to use it in college, it works good. It's not real user friendly but I only use it once a year to enter all my receipts and invoices from the shoe box. I then forward the file to my tax preparer and its easy for them to enter everything on their end. I don't think there is a program that you could just scan receipts and have it take that information and enter it for you. PC Mars is specifically designed for farmers.
PC Mars website
PC Mars website
Tom in TN
Well-known Member
- Location
- Southern Middle Tennessee
JDMAN60,
I have used the First Accounting version of Peachtree Accounting for years. It is relatively simple if you have any basic understanding of bookkeeping/accounting. Peachtree is now known as Sage/Peachtree.
The First Accounting version sells for $69.00. It has many more features than I use, but it provides me with monthly Balance Sheets and Profit and Loss statements so I can monitor my financial situation throughout the year.
Almost any printer that you buy today will have a scanner function built into it. Although I have a Lexmark multi-function printer/scanner/FAX machine with Wi-Fi capability, I have never yet needed the scanner function.
Good luck on whatever path you take.
Tom in TN
I have used the First Accounting version of Peachtree Accounting for years. It is relatively simple if you have any basic understanding of bookkeeping/accounting. Peachtree is now known as Sage/Peachtree.
The First Accounting version sells for $69.00. It has many more features than I use, but it provides me with monthly Balance Sheets and Profit and Loss statements so I can monitor my financial situation throughout the year.
Almost any printer that you buy today will have a scanner function built into it. Although I have a Lexmark multi-function printer/scanner/FAX machine with Wi-Fi capability, I have never yet needed the scanner function.
Good luck on whatever path you take.
Tom in TN
just another old geezer
Member
I built a spread sheet on MS excel and fill it in via Dragon naturally speeking voice recognition software. Spesific to dairy farming.
I scan all my reciepts and other BS so I don't need the shoe box. I set up a bunch of folders by category then by month in the categories to organize it. keep the original as a blank so you can copy the main folder each year to start a new year of records instead of rebuilding it each year. Back up to a USB jumpsticks one for the house, one for the safe deposit box at the bank. Now I don't have a closet full of stuff to keep track of and the ink fades on some of this stuff anyway. It is tedious but worth it. Only downside is you still have to enter everything into your accounting program or excel spreadsheet yourself. I do it for organization and keeping the boxes of paper out of my house.
I don"t understand the comments about taking a shoebox of receipts to the tax man, expecting him to work it out. My CPA gets over $200 per hour, so he gets a summary of income and expenses, and the acct book as a reference. Everything gets done in an hour. We also spend an hour in Dec in pre-tax planning. All my receipts are categorized throughout the year, and boxed when the year is up. I spend virtually nothing (farm related) outside of the checkbook (under $5 annually in cash), so the books are done through the check registers.
We use Quickbooks. As reciepts, bills, etc come and go, it goes into Quickbooks. The invoice then goes into a folder in case there's a question later, and those folders are in a monthly file format that goes into yearly folder for storage. After ten years, it gets emptied and reused. The Quickbooks report will have all the necessary numbers for tax prep on it, and almost in order for anything that has to be entered on our returns. While we don't use it, I understand "Turbo Tax" will link up with Quickbooks and automatically fill out a return.
Quickbooks is just a more detailed version of Quicken, and I believe Quicken also has a pretty good program for Ag businesses.
Quickbooks is just a more detailed version of Quicken, and I believe Quicken also has a pretty good program for Ag businesses.
I keep it simple as JMS/MN says below. Run all expenses out of one account (credit card). Rarely cash. Credit card is your free yearly summary.
I use a simple excel spreadsheet to enter expenses by category, file all the receipts in case they are needed in the future i.e. IRS Audit.
Give my CPA a few summary sheets and on our way to hopefully celebrate a little cash coming back at Taco Bell.
Rick
I use a simple excel spreadsheet to enter expenses by category, file all the receipts in case they are needed in the future i.e. IRS Audit.
Give my CPA a few summary sheets and on our way to hopefully celebrate a little cash coming back at Taco Bell.
Rick
Daryl in PA
Member
Time to find another CPA
Anonymous-0
Well-known Member
I use
quickbook for my farming expenses as well as personal business. At the end of the year, I have a summary printed and take to the CPA for taxes. Roy
quickbook for my farming expenses as well as personal business. At the end of the year, I have a summary printed and take to the CPA for taxes. Roy
fixerupper
Well-known Member
I use plain old Quicken and it works because I don't have livestock or employees and my farming operation is pretty straight forward and simple. I pay bills mainly by check so I can categorize and tag things when I enter the check stubs in the check register.
If I had employees and a more complicated operation with various offshoots from farming, then Quickbooks would be the best choice.
Whatever way you go, you will have to go through a big learning curve, like you do with anything new. Quicken's help section doesn't seem to do me much good, but maybe I'm a slow learner. LOL Jim
If I had employees and a more complicated operation with various offshoots from farming, then Quickbooks would be the best choice.
Whatever way you go, you will have to go through a big learning curve, like you do with anything new. Quicken's help section doesn't seem to do me much good, but maybe I'm a slow learner. LOL Jim
This is an interesting topic of discussion. My wife is actually taking a class right now called Annie's Project. It is a class geared towards helping women keep books for the farm. It was started by a woman in Illinois. It is based through our local extension office. They are discussing budgets, profits, losses, etc. They have been working in Excel spreadsheets, and tonight they practiced using Quickbooks. So far she says it is very informative. We are going to be looking into getting Quickbooks for our computer at home, to start using.
NW Ohio Tim
Member
My wife is a book keeper in town. She keeps all the farm records. She set up a pretty slick program using excel. All I do is write [i:1beac0aade]farm use[/i:1beac0aade] on receipts that could go either way, like the hardware store, and she does the rest.
She prints out a summary at the end of the year and that's what goes to the tax man to fill out the forms.
It didn't take her long to set up the program. We have it configured so when we sell freezer pigs, we can go in and get the amount we have in each pig so we can figure our sale price.
She's a keeper.
Tim
She prints out a summary at the end of the year and that's what goes to the tax man to fill out the forms.
It didn't take her long to set up the program. We have it configured so when we sell freezer pigs, we can go in and get the amount we have in each pig so we can figure our sale price.
She's a keeper.
Tim
I use a single checking account and a single credit card for farm stuff. Nothing else goes on it. I put the info from the check images into a simple spreadsheet by catagory. Then take the spreadsheet, my bank statements with check images, and farm credit card statements to my accountant. Receipts I do use the shoe box method but they are only there for an as needed in case of an audit. So far, 4 years worth of audits and they've only ever wanted to see 5 actual receipts. Otherwise the cancelled checks were fine.
I need to start do'n this at home, just ain't got around to it yet, but at my night job we have to make a photo copy of all reciepts. Then punch holes and put the copy in a binder. Not as high tech as do'n it all on a computer but real easy to find and look through for the bean counters when they come around.
Dave
Dave
Anonymous-0
Well-known Member
I use a combination of Excel and Quick books.
I enter all business checks into Quick books, but summarize other expenses (cash or card) by entering them in a simple Excel program then transfer the info to quick Books by hand entry.
Keep receipts by monthly file.
I really like the sophisticated reports and year to year trend tracking easily done on Quick Books.
I like to hand enter receipts because it forces me to see every expenditure. I have found that total reliance on computer direct entry lets things slide by without being noticed.
My one complaint is that they keep updating the programs. I am looking for simple...please don't change things in the programs.
I enter all business checks into Quick books, but summarize other expenses (cash or card) by entering them in a simple Excel program then transfer the info to quick Books by hand entry.
Keep receipts by monthly file.
I really like the sophisticated reports and year to year trend tracking easily done on Quick Books.
I like to hand enter receipts because it forces me to see every expenditure. I have found that total reliance on computer direct entry lets things slide by without being noticed.
My one complaint is that they keep updating the programs. I am looking for simple...please don't change things in the programs.
They update so your program becomes obsolete, and you have to buy the new version.
My office computer died- didn't want to buy updated software, but my old versions of Office and Quickbooks Pro would not run on the new machine. So a mere $950 for new software, and we're back in bidness.
Planned obsolesence even helped them sell me a second computer. Secretaries is identical to mine, and they're networked- so old software wouldn't work on my new one, but new software wouldn't work properly on her old one. I wasn't too upset, because hers was on its last legs, as well.
Just curious about why you enter stuff in Excel, then hand enter in QB? Why not just put it in QB to start with?
My office computer died- didn't want to buy updated software, but my old versions of Office and Quickbooks Pro would not run on the new machine. So a mere $950 for new software, and we're back in bidness.
Planned obsolesence even helped them sell me a second computer. Secretaries is identical to mine, and they're networked- so old software wouldn't work on my new one, but new software wouldn't work properly on her old one. I wasn't too upset, because hers was on its last legs, as well.
Just curious about why you enter stuff in Excel, then hand enter in QB? Why not just put it in QB to start with?
OK I want to say Thank you to all of you. You have been helpful. I found a scanner I think I will like and it works with excel and quicken software. I also ordered quicken home and business 2012 I think these together will make it alot easier to track income and expenses both home and farm. We shall see.
Anonymous-0
Well-known Member
Well my use of Excel predated my use of Quick books. In the business I am in we put on a lot of miles, so we must keep careful mileage records. I track the trip, fuel used, meals and rooms as an event in excel. Then summarize the months miles and expenses and enter it in quick books.
I also have a lot of cash expenses that I enter in excel daily but only summarize and enter in Quick Books monthly.
Excel is much faster to open and make an entry than is Quick Books.
It is not very streamlined but I understand it, have very good records, know my system and am too old to start over...unless they outdate my programs.
I also have a lot of cash expenses that I enter in excel daily but only summarize and enter in Quick Books monthly.
Excel is much faster to open and make an entry than is Quick Books.
It is not very streamlined but I understand it, have very good records, know my system and am too old to start over...unless they outdate my programs.
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