You can add several different transactions or movements as part of your crop season. One of those is the ability to record a cost.
A cost transaction shows inventory products - like fuel, fertiliser, or even a crop type like Corn or Sunflower seeds.
There are two ways to add a cost - from within a crop season or from within your product tracker. This article explains adding a cost from within your crop season.
Adding a Cost
In your crop season, click Add Transaction > Add Cost to add a cost.
When adding a cost transaction, you'll need to enter the following information, split into two sections.
Section One: Invoice information
Adding it as an actual or forecast depends on your global date settings in the centre of your screen.
NOTE: Actual costs will always be posted to your accounting software.
Cost and Payment date
These are your standard accrual/profit and cash dates, which will dictate how the cost information is displayed in your financial reports.
Contact (from preferred accounting software)
This field is required if you're raising an actual. You will need to add a new contact if you can’t see the contact you want.
This is an optional field. If you add a reference, it will be added to the invoice in your accounting software.
This can be any additional notes you want to record against a cost.
Section Two: Product Information
Along with the invoice information, you'll need to provide information for any products you purchase.
Purchasing a Product
This is a pre-defined list of products, including herbicides, LPG, and other crops/products like Hay or Linseed.
If you'd like to purchase something not on this list, head to your Product Tracker and add a new Product. Then you'll be able to purchase this new product.
The Cost Account
This is your preferred account in your accounting software, which should be associated with the product or cost.
Depending on your selected account, we will pre-populate your tax rate. Otherwise, you can adjust the tax rate to whichever other tax settings are available for your country.
Quantity and Price
The quantity of product that you're purchasing will be in units. You'll also enter a price of $/unit, e.g. $/kg. Filling in the quantity and price will auto-populate the total Amount for you.
Field distribution is how you nominate the fields that are associated with your product cost.
For example, if you are planning to grow Barley across three paddocks, and you wish to attribute Fertiliser only to paddock one and paddock three, you can de-select the paddock you aren’t making an application to (see below example).
NOTE: Your field distribution can be set to Product Tracker, so the sale is not attributed to a crop season or type.
Adding Other Costs
If you need to add, for example, hail insurance as a direct cost against a particular product tracker, you can add this in as a cost.
You would choose the 'Insurance' account, leave the item section blank, and complete the rest as a regular cost. This will then apply the cost to that particular crop tracker.r.
When your item has been costed from within a crop season, the entirety of the product is attributed or distributed to your crop season(s).
This means there will be no product in your product tracker, as all of the product has been used against a specific crop type.
These will contribute to your crop season KPIs as you raise a cost.