KEY ACCOUNTS PLANNING & PREPARATION PRIOR TO GETTING UP AND RUNNING. LANDMARK SYSTEMS LTD 6 Swan Court Station Road Pulborough West Sussex RH20 1RL

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Bryce Parsons
6 years ago
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Pulborough West Sussex RH20 1RL Tel: 01798 877100 Fax: 01798

1 KEY ACCOUNTS PLANNING & PREPARATION PRIOR TO GETTING UP AND RUNNING LANDMARK SYSTEMS LTD 6 Swan Court Station Road Pulborough West Sussex RH20 1RL Tel: Fax: info@landmarksystems.co.uk

2 NEW USER PREPARATION GUIDE Having made the decision to purchase our KEY Accounts program we now ask you to do some preparation prior to your first days training and your initial use of the program. This will be helpful to: - a) yourselves, to get the most out of your training days b) us, to gauge your requirements and help you achieve them. There are FOUR tiers of analysis within Key Accounts. In order of importance: - (1) NOMINAL CODES -these equate to your existing cashbook headings, they are grouped together under... (2) NOMINAL GROUPS -all Nominal Codes are linked to a Nominal Group. You may choose to leave the standard/pre defined Nominal Groups (as shown on the left of the example below) or it may suit your business to expand the Nominal Groups to your own specific requirements (as shown on the right of the example below). Below is a list of the standard Nominal Groups, together with some suggested codings with spaces for you to plan your own codes prior to entering them. Example NOMINAL GROUP NOMINAL CODE OR NOMINAL GROUP NOMINAL CODE Sales Wheat Grain Sales Wheat Barley Barley Culls Sheep Sales Culls Lambs Lambs Wool Wool Overheads Wages Labour Wages PAYE/NI PAYE/NI Implement Rprs Machinery Exp. Implement Rprs Tractor Rprs Tractor Rprs Veh.Tax/Insurance Veh. Tax/Insurance Fuel/Oil Fuel/Oil - 1 -

3 (3) ENTERPRISE CODES - these collect together a selection of Nominal Codes to produce a gross margin or full cost report - these Nominal Codes are likely to be selected from many different Nominal Groups. An example would be full Dairy unit costings or perhaps the share farm requires costing separately (4) ANALYSIS CODES - these can be used in many diverse ways. They are for collecting together information about one specific subject that has been coded to many different parts of the accounts. An example would be where property improvements are being carried out and need costing separately from other improvements or for costing of specific pieces of machinery. TASK 1. Please give some thought to the Nominal Codes and, if relevant the Nominal Groups you may require. Use the Planning forms on the following pages as a guide. Remember that we will of course be happy to help on the training day as well! Generally, the idea is to expand on the limited amount of analysis columns allowed in a manual cashbook, but, please, don t go over the top. We know from experience it is better to start simply. There is no problem with expanding on your nominal structure at a later date, or after your first few months trial run. TASK 2. We will hope to start entering data for your first month and will therefore need: - a) Your opening cashbook position on all bank accounts i.e. the amount on the last bank statement of the old year, plus or minus any unpresented cheques and receipts (listed if possible). b) The amount of VAT owed by you or due to you at the end of the old year. c) Details of all sales and purchase invoices unpaid at year-end but that have already had their VAT claimed (if relevant)

4 STANDARD NOMINAL GROUPS Sales Purchases Valuation Change Misc. Revenue Fixed Direct Costs Overheads Current Assets Depreciation Stocks Work in Progress Investments Fixed Assets Liabilities Capital Private PLANNING FORMS Some guidelines for the more common enterprises are outlined below, add your own and/or delete ours as necessary. Remember that overheads and capital items may also be allocated to enterprises if you wish to do so. SALES DAIRY SHEEP ARABL E FRUIT VEG OTHER OTHER MILK EWES WHEAT DESSERT BEANS CULLS LAMBS BARLEY CULINARY CAULI CALVES RAMS OSR PEARS ONIONS CULLS STRAWBS BROCCOLI WOOL SUBSIDY STRAW AAP/SAS - 3 -

5 PURCHASES/DIRECT COSTS DAIRY SHEEP ARABLE FRUIT VEG OTHER OTHER FEED FEED SEED PLANTS SEEDS VET VET FERT FERT FERT AI SPRAYS SPRAYS SPRAYS PARLOUR L STK EXP SHEEP EXP ARABLE FRUIT EXP VEG EXP EXP ADVISORY LEVIES/ADV LEVIES HAULAGE HAULAGE HAULAGE HAULAGE HAULAGE MKT EXP MKT EXP MKT EXP MKT COMM MKTCOMM CONTRCT CONTRACT CASUAL CASUAL CAS PLANT PACKAGE CAS HARV PRUNING UNEARNED/OTHER INCOME MISC RECEIPTS (User defined Group) CONTRACTING RENTS REC VD OTHER INCOME Nominals - BALING COTTAGE 1 DEPOSIT INTRST CULTIVATIONS COTTAGE 2 INSURANCE CLAIM HARVESTING FARMHOUSE OTHER WAYLEAVES - 4 -

6 OVERHEADS OVERHEADS (1) (User defined Group) LABOUR ADMIN VEH/EQUIP EXP Nominals - REGULAR TELEPHONES TRACTOR/IMP REP PAYE/NI POST/STATIONERY CONTRACT/HIRE PENSIONS ADVERTS WORKSHOP EXP TRAINING SUNDRY OFFICE TAX/MOT/INS OTHER EMP EXP VEHICLE REP FUEL/OIL OVERHEADS (2) (User defined Group) PROPERTY FINANCE OTHER O/HEADS Nominals - RENTS PAID BANK INTEREST INSURANCE RATES BANK CHARGES LEGAL/PROF WATER LOAN INTEREST AUDIT/ACCOUNTS ELEC/GAS SUBS/DONATIONS FARM BLDG REPS PEST CONTROL OTHER BLDG REPS PROT.CLOTHING FENCE/HEDGE SUNDRY O/HEADS - 5 -

7 Capital Codes can be more difficult to plan we are usually guided by looking at the headings in your accountants finalised accounts. CAPITAL ASSETS/LIABILITIES CURRENT ASSETS FIXED ASSETS STOCKS PRIVATE HERD BASIS FREEHOLD CROPS IN STORE PTNR 1 DRWNGS MILK/SHEEP IMPROVEMENTS CROPS IN PTNR 2 DRWNGS QUOTA GROUND PLANT/MACH FERT/SEED/SPRY TAX TRACTORS OTHER STORES OTHER PRIVATE VEHICLES YOUR OWN NOTES:

Farm Accounting Record (Cash Basis)

Farm Accounting Record (Cash Basis) For the Year Dalmeny Accounting Services Ltd. Box 473 138 3 rd Street Dalmeny, Sask. S0K 1E0 Phone (306) 254-4391 Fax (306) 254-4393 Web Site www.dalmenyaccounting.ca